1.

Apologies

2.

Matters from Last Meeting

2.1

Orpen Hall Signage

This item is on hold at the moment and will be removed as an agenda item. Will re-visit later in the year.

2.2

Health and Safety Questionnaire – Asbestos Report/Fire Extinguish Training

The Clerk has found documents relating to asbestos in switch room, Health & Safety Fire Risk Assessments, Site Specific Risk Assessments and also a Building Survey from 1999. The Clerk has now provided these documents to BB. Await to hear from BB if sufficient.

The Hall Administrator has spoken to Bluebells and they felt a fire extinguisher handling session would benefit them. Dependant on costs there is the possibility of extending that training to the Parish Council and the heads of the various groups. VB-C to find out about costs.

The need for a clear Assembly Point was noted and a reminder needed to the various users to clarify that & general housekeeping rules prior to each event. BB & VBC to liaise to discuss.

3.

Clerks & Administrator’s Report

3.1

Scouts – Asbestos Survey

Clerk has contacted Scouts regarding a warning notice on the area of asbestos in the Scout Hut. The Scouts have a committee meeting the week beginning 7th March. Will await reply and report back to Premises sub-committee.

3.2

Bollards

Clerk still waiting to obtain copies of two left-hand bollard keys from WBFC, will hopefully pick up on Sat 12th March. Handyman has moved bicycle rack to make it more difficult to drive over the ramp onto field. Committee need to discuss MUGA bollards.

Committee agreed that the small space accessed past the MUGA bollards is not an imminent problem.

3.3

Draft T&C for one-off hirers

VBC to draft additional Terms and Conditions to one-off hirers to be signed on day of hire – to note their responsibility on the day. Item in progress.

3.4

Bar Licence & Music Licence

Clerk spoke to PRS for Music, licences are no longer issued, the only proof is the invoice & statement of payment.

Bar Licence –  Clerk has been approached by the Orpen Players concerned that the Social Club will no longer be keeping the Premises Licence for the entire building. LW to check with Social Club.

3.5

Lighting inside and out at Hall

Outside – flood lights fixed, waiting for starter motors on others.

Inside – Hall Administrator to check through internal lighting to ensure all bulbs working and all grills re-applied.

3.6

Car Parking

An email had been received from Andy Tomkins of the Pentecostal Church regarding parking on Sundays at the Hall. The Church has had difficulties finding free parking spaces of late, due to the number of Sunday matches played by WBFC. They requested that an area of the car park be cordoned off to allow five spaces to be reserved for them and ensure their children’s safety.

VB-C obtained a fixture list from WBFC, there are 11 matches a year played on Sundays from Sept – May, 3 matches left this season. It was noted that no part of the car park is cordoned off on Saturdays, when the Football Club also play and often coincides with parties occurring at 2 pm.

It was agreed by the committee that the Orpen Hall Car Park is a public car park and that the Hall does not have the staff available to approve this request. VB-C to reply to Andy Tomkins.

3.7

Tables

The Hall Administrator has found lately that both Halls are frequently booked at the same time and has suggested that each Hall should have their own set of tables. The committee were happy for her to obtain some quotes regarding this matter and then report back to them.

4.

Poor’s Land – Countrywide

5.

Bergholt Heath Youth Football Club

Agenda Item

6.

Refurbishment of Orpen Hall Toilets

7.

Storage Units

8.

AOB

Date of next meeting – 4th April 2016 – 7.30pm John Lampon Hall