LANGHAM COMMUNITY COUNCIL
Minutes of a Finance Sub-Committee Meeting
held on 30th October 2017 at 7.30pm.
Present Alan Cadman, Liz Schofield, Maureen Shouksmith, Liz Winter, Sue Armstrong.
Minutes of Previous meeting on 4th September
These had been approved by those present at the meeting and circulated to all Trustees.
Matters Arising
1. A reply had been received from Eve Oxley regarding parking for the Langham 10K race, which had been discussed at their race debrief. It had already been decided to approach The Oaks for extra parking and to have a parking steward at the Primary School to ensure safer parking on the roadside. Eve apologised for encroaching onto the football pitch. The decision was only taken as the ground was so dry and hard. She said the ongoing support of the LCC and PC was very much appreciated.
2. Liz W had attended the meeting of the Langham Community Shop Association on 18th October. They had begun paying the £40 per month rent to the LCC. It had been suggested that letters regarding the rent holiday and reduction be kept with the lease for reference at renewal in 2020. Liz W handed copies of the relevant correspondence to Alan to keep with our copy of the lease. The LCSA would do likewise.
3. Liz W had gone through the folders kept at the LCC. There were two identical folders from French SEH Construction regarding operation and maintenance at the Pre-School. It was agreed that Sue would give one to the Pre-School for information. There was also a red folder, “Mechanical Operating and Maintenance Manual” for works on the Shop/Pre-School build 2010. The Rose folder for the 2016 works contained no building certificates and no certificate of completion. Alan assured the committee that these were not needed. Although there were maintenance instructions for the fire shutter and vertical windows, there was no detail or guarantee regarding the Velux. Sue said this was online. Under Health, Safety and Welfare Regs 1992, we must document our testing and maintenance of the shutter. Sue has this in hand. SA
Liz W would ask Roger Newnham if he had documents relating to the fire safety check on the kitchen hatch. It was agreed to keep the folders at the LCC as before. Liz has put a list of contents of each folder with her papers. EW
4. The electrician has said that, as there is no power to the exit lamppost once it is switched off in the foyer, he cannot install a sensor light there. It would be very costly to install a separate supply to the post. It was decided, therefore, to leave things as they are.
5. Data Protection – Liz W was still working on this but had ascertained that we definitely have to register at a cost of £35 per annum. She is currently working on drawing up a complete list of data held to comply with the regulations. EW
Chairman’s Report
Boiler Alan had received a quote from Lindseys to seal the central heating system after power-blasting in an attempt to remove some of the deposit which was blocking the pipes. This would be a one- or two-day job, cost £1009 + vat and is quite urgent as people are complaining that the hall is not getting warm enough. Liz S felt that there was probably enough interest in the account held by the Parish Council on our behalf to cover this. She would get the Clerk to check and then ask their Finance Committee for approval. ES
Drainage Alan’s men had sucked out the car park drains which were blocked but the County Council had not yet cleared the roadside drain into which ours runs, so the car park may flood again next time we have heavy rain. A vote of thanks was given to Alan for arranging the clearance and Sue would add the drain clearing to our maintenance plan with a budget of £300.
The window cleaner claimed to have cleared out the gutters but Sue said there was grass growing in them. Before we pay his bill the secretary will write to ask for an explanation. EW
Car Park Ken Dilliway had texted Alan to see what was happening. The building trade is so busy that Alan has been unable to get someone to mark out the areas needing repair. Ken had offered and the Committee agreed that he be asked to do this on the understanding that we would have to put the repair work out for quotations. AC
Treasurer’s Report
Maureen was still experiencing some problems with analysing the data held on the accounting spreadsheets. She is working hard to surmount these difficulties with help from Andrew and Sue Trimnell.
Account balances at 29th October were: Current £11,374.90; Saver £35,001.42.
The Shop has not yet paid the last electricity bill but has paid the PAT testing bill twice in error, so will subtract the overpaid sum when they pay the electricity.
The annual report and accounts for 2016/17 were successfully submitted to the Charity Commission on 21st October.
Marketing Manager’s Report
Sue had circulated a short report prior to the meeting. Fourteen students had come to paint on 15th October and had enjoyed themselves. They had brought their own plastic sheeting and brushes and some had cleaned the chair marks off the walls for Cheryl to paint later. They had made a very good job of the wall areas and stage floor.
Cheryl had stepped in, when Sue had needed to stay with her parents due to her mother’s injury, and had been excellent at keeping everything running smoothly, including coping with a change of rooms when 66 people turned up for an NHS event where only 40 were expected. A vote of thanks to Cheryl was recorded.
Sue is still trying to source someone to supply and fit a new watchman to the oil tank. Class Cleaners have signed a new annual contract and continue to give excellent service.
Paul James have replaced the blind above the hatch and are due to replace the door blinds tomorrow. Lam Bros have serviced the oven and recommended a new door seal, which Sue does not think is urgent. A new £1 coin meter should be fitted in a week or two. The new ladies’ hand dryer, a Dyson V donated by an anonymous hall user, will also be fitted soon.
A children’s drama group starts in January for three hours each Thursday 3.30-6.30 pm.
Disabled Toilet Upgrade
An invoice had been received from CBH and paid. Lee and Dale are now in the process of drawing up plans and specifications. Once these are available, grants can be sought.
Any Other Business
There was no other business.
Date of Next Meeting
This had already been set for Monday 4th December at 7.30 pm
There being no further business the meeting closed at 9.05 pm.