2 Minutes

The minutes of the previous meeting held on 12 th May 2009 were agreed and signed.

3 Matters arising:

1 Hall decoration follow-up work by Leyton: It looked as though the radiators had been done, but Gilly b but Gilly will check.

2 Double glazing: the windows are being produced and Ashburton Glass and Locks will contact Margie Margie direct re fitting. This needs to be worked around bookings. Ugbrooke Environmental

Ltd are happy with our application (letter 6 th June), even though we don't have indemnity

insurance. They will pay the contractor direct. Following a letter received from HPC , Gilly will

write to HPC officially requesting them to act as a Third Party Contributor, an explanation of

the Landfill Tax Credit system and asking them for a loan of £500, payable to Viridor Waste

Management which is 10% of our grant of £5000 from UEL. As soon as a receipt for this loan

is received from UEL, we will be able to repay the Parish Council.

We have verbal confirmation from DNPA saying that planning permission is not required for

‘like for like' windows. Gilly to ask for confirmation in writing.

3 Hall insulation: Mike will do the pipe insulation, investigate ceiling insulation and draught-

proof the fire door.

The committee agreed that they were not sure how effective ceiling insulation would be.

4 Grant applications: Gilly had attended Meeting the Funding Challenge on June 17 th . Of the 4

organisations that were deemed the most appropriate, Grassroots and Greater Dartmoor Leaf

needed ‘a human element' and therefore our project for insulation did not fit the criteria.

Community Council of Devon (CCD) is a possibility but we would have to find match funding.

DNPA Sustainability Fund could be an exciting option as they are looking for a venue to

pursue an eco-project using lambs wool/warm cell paper/hemp as insulating material. Gilly

to speak to Holly Tiffen who runs the fund.

5 PAT testing: Clive Mason had completed the testing. Two items had failed, the small kettle

and a vacuum cleaner, belonging to Tina, our cleaner. Malcolm will buy a new kettle, Gilly

will put up a notice explaining to hirers why the kettle has been removed. Gilly will phone Tina

about the vacuum cleaner in the cupboard. The hall should have its own, purchase of one

to be discussed at the next meeting.

Gilly

Gilly

Gilly

Mike

Gilly

Malcolm

Gilly

4 Correspondence : Letter from HPC regarding their ownership of an OS map of Holne Parish

which they would like to display in the hall. This was agreed as a good idea. Gilly will write to

HPC confirming our agreement. The map will be laminated or framed by HPC .

Gilly

5 Book Keeper's report: An up to date financial statement was tabled. Our funds are only

slightly down.

CAF investment and CAF GOLD account: Further money laundering forms have been received,

despite Keith having sent completed forms in June 2008. Keith to query. Mike will replace Mike

Bonney as the 3 rd signatore on this account.

Lloyds TSB: Mike to be 3 rd signatore.

Bank of Ireland : this account matures in August.

Keith

6 Parish Council report

1 Jon Stones, DNPA Ranger attended a meeting, giving his annual report and asking

questions.

2 Affordable Housing Group: there have been concerns between them and Holne Fete

Committee, as well as Holne Church Charity. Hopefully matters will be resolved.

7 Booking Clerk's report

None.

‘Supporting small groups' to go on next agenda. Gilly will contact Margie about the key for the church.

Gilly

8 Representative's reports

Whist: going well.

Gardening group: Has had some successful outings.

Coffee mornings: It was agreed that rather than paying to hire the hall, whatever money is

raised at each meeting will be given to the hall. Gilly to phone Judy.

Fete: Thanks were extended to everyone involved with the fete. Mike explained the problems

between the Fete Committee and Housing Group and hoped that everything would be resolved.

Judy

9 Membership of Committee and Trustee Document

Gilly had been looking at the Charity Trustee document and it appeared rather out of date. She

discussed this with the Charity Commission and was told that as long as we are carrying out our functions as Trustees and are always quorate at meetings, we do not need to update the document. The committee membership list for 2009/2010 will reflect as closely as possible the original document.

Gilly

10 Covering Secretarial duties while Gilly away for 3 months

Yvonne had kindly offered to do agendas and minutes while Gilly is away September 2 nd to

29 th November. She was proposed as Minute Secretary by Malcolm, seconded by Carol, all agreed. She and Gilly will meet before Gilly goes away. Gilly will order mince pies for the Christmas Fair before she goes and ensure that the September agenda is sent out.

Gilly/Yvonne

11 Plant Sale result

This was an excellent event, raising a total of £770.39. Margie was thanked for organising the event so efficiently and for continually watering the remaining outside plants which were sold and added about £170 to the final total.

It was agreed that the Event Organiser Sheet was very useful. Gilly to circulate to all members.

Malcolm commented that with climate change, should we hold the event earlier, so that people were buying their plants rather than just topping up their bedding plants.

Gilly

12 AOB

1 Car park and dog fouling: Yvonne will contact Paul Arrowsmith ( HPC ) to get a SHDC ‘dog fouling notice' to put up in the car park.

Strimming rubbish appeared to have been left in the car park. Mike will remove.

Cracks are appearing in the car park wall. Mike will assess.

2 Keith is concerned about our CAF investments. CAF are not achieving their targets and he wondered when and how we should review our investments. He will contact the Charity Commission.

3 It was agreed that there would be no charge for the Housing Group when they hire the hall on August 4 th .

4 A letter of thanks had been received from Mike and Rosemary Bonney, following the ‘thank you' evening held in their honour.

Yvonne

Mike

Mike

Keith