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West Calder Bridge Club
Committee Meeting
West Kirk Hall West Calder
6.30 pm on 13th August 2019

Present:        David Scott (DS), Chris Cosgrove (CC), Francis Sorlie (FS), Margaret Dunlop (MD).


Apologies: None – Committee all present.


The meeting opened with DS thanking everyone for their attendance.

1. Playing Cards -

CC advised there are 36 packs playing cards already available and in Club Cupboard.

  Cards to be made up by Committee for start of season.    Action FS/MD


2. Hall Heating and Hall Hire/Cost -

 MD reported on hall heating (also AGM Action) and discussion with Alistair Farquhar (AF) (Church   

Fabric Co-ordinator).  Heating to be set for 5.15pm (currently 5.45pm) at the start of the season and

monitored by MD until end of October when she will contact AF again to review member

comfort.  Currently no further cost is involved. (Attached communication with AF through texting).

          Action MD

MD also communicated with Stewart Munro (SM) (Church Hall Co-ordinator) and reported hall hire was in Church diary for start of season on 3rd Sept 2019. Note West Calder Kirk Bank details included. SM advised current cost is held. (Rental Document attached for signing). Church meets in September to discuss hall hire costs with any increase being charged from February 2020.  (Attached communication with SM through email).     Action DS/MD

 Post Meeting Hall Hire - MD on examining Rental Documents notes WCBC rent the hall from

7pm - 10pm and the charge is £10 per hour. MD does not have previous contract to compare. Comments?


3. Calendar dates for Teams of Four -

MD to liaise with Livingston Bridge Club with cognisance of Mother’s Day Sunday 22 March 2020 and Easter Sunday 12th April 2020.  Possible dates for November and March TBA.            Action MD


4. Members List -

A member’s list to be available to all with permission sought and content agreed (via Subscription

envelopes) using 2018/2019 data.      Action CC

   

5. Handicaps -

Handicaps, using end of season results, were discussed and agreed (attached).  January was agreed as review point.  CC said new partnerships were an educated estimate. Action CC (January)

 

6. AOCB -

a. Bridge Politeness (SP) was discussed. The Committee agreed at the start of the new season

to remind members that conversations pre-match should respect the BridgeMate Master setting up the BridgeMate system and keep conversation to a minimum level and that BridgeMate input and removing the cards from the boards only to commence after announcement by Tournament Director (Card Master).  Action DS

b. Scoring (SP) was discussed.  The Committee agreed to remind members at the start of the new season to give more attention to entering information into the BridgeMate including starting pairs, contract and results.  The responsibility is incumbent on the players in North and East seats. However paper is still available to record anomalies .Action DS

c. BridgeMate Master Cover was discussed. It was agreed either Andy Young or MD would cover in CC’s absence.

d. Bidding Boxes were discussed.  It was agreed to replace 12 boxes this season.

  Action CC

Post Meeting Bridge Boxes CC investigated costs and having obtained a lower cost than expected the Committee has agreed to replace all 32 boxes.   Action CC

e. New Season – 3rd Sept 2019 DS will be on holiday. MD to welcome members and include discussed Bridge Politeness and Hall Heating (AGM Action).   Action MD

f. Next Committee Meeting 6.30pm on 15th October 2019, West Kirk Church Hall.

7. Committee Meeting closed 7pm.

Alistair Farquhar Communication by telephone and text 12th/13th August 2019. Text as follows:


Alistair

Thank you for your text today and call last evening.

Just to confirm our conversations we agreed the hall heating would be brought on at 5.15pm and I would monitor it and get back to you at the end of October.

We also discussed the many variables which affect the hall temperature (weather, heating timer and temperature control) and the individual members' comfort levels. We agreed it can be difficult to control the heating for all variables. However we will endeavour to make the hall as comfortable as possible.

Any issue re the cost should be put to the side while the attention is on user comfort. Alistair does not anticipate any extra cost but ultimately that is not his decision.

Please can you confirm the above and I can take it to our WCBC Committee tonight.

Many thanks

Alistair Farquhar Communication by telephone and text 12th/13th August 2019. Text as follows:


Alistair

Thank you for your text today and call last evening.

Just to confirm our conversations we agreed the hall heating would be brought on at 5.15pm and I would monitor it and get back to you at the end of October.

We also discussed the many variables which affect the hall temperature (weather, heating timer and temperature control) and the individual members' comfort levels. We agreed it can be difficult to control the heating for all variables. However we will endeavour to make the hall as comfortable as possible.

Any issue re the cost should be put to the side while the attention is on user comfort. Alistair does not anticipate any extra cost but ultimately that is not his decision.

Please can you confirm the above and I can take it to our WCBC Committee tonight.

Many thanks

Kind regards

Margaret


 Reply


Margaret. Happy for you to convey this. Cheers A


Stewart Munro Communication by email as follows:


Hall Booking - Contract Documents


Dear Margaret,


Attached is a copy of our updated Contract of Terms and Conditions for the Let of the Church Halls. The Kirk Session and Congregational Board will be reviewing charges for the Hall at our meetings in September. Any increase will be intimated to you and will not be applied until February 2020.

Once you have read the contract could you please sign and get witnessed the copy,scan and e-mail a copy of the page 3 and the completed Contact & Key Holders Information sheet to me for our records. I have prints of other pages to complete the document. If there are any problems or queries please don’t hesitate to contact me.

You will also find enclosed a Hall Facilities document which provides some important information, compliance by all hall users should help ensure a safe and happy environment for us all. At the bottom of the sheet you will find new contact information which you should find helpful.

We would also like to make you aware that the hall diary can be found on the church website.      www.west-kirk-polbeth-harwood.co.uk  . Starting from the home page click “About Us” then select “Contact Us” read down and you will find up to date information and a link to take you to the on line hall diary.

We would also like to make you aware of our bank details should you decide to pay by DD/BACS.

Royal Bank of Scotland

Sort Code: 83-28-03

Account: 00185142

Name: Kirk Session, West Kirk of Calder

Yours sincerely,

 Stewart Munro

Hall Letting Co-ordinator West Kirk of Calder


MD replied



On Tuesday, 13 August 2019, 11:14:01 BST, Margaret Dunlop <pantherlima@talktalk.net> wrote:



Thank you Stewart. 



West Kirk Church Hall Rental Agreement


CONTRACT FOR THE USE OF PREMISES


between


WEST KIRK OF CALDER



and



WEST CALDER BRIDGE CLUB


For the purposes of this Agreement:



The Congregation means   THE CONGREGATIONAL BOARD OF THE WEST KIRK OF CALDER                  SCOTTISH CHARITIES NO. SC004703


The User means                      WEST CALDER BRIDGE CLUB



The Premises means              The Church Halls, located in the West Kirk Church grounds, West End, West Calder   together with use of the kitchen, toilet and cupboard facilities for storage of equipment.




The Charge is TEN POUNDS (£10) STERLING per HOUR, and




The Time of Use means 7 pm to 10pm on Tuesday’s from 3rd September 2019 to 28th April 2020.




The Congregation CONSENTS to the User using the Premises for the Charge at the Time of Use on the following terms and conditions:  





1. The Charge, without deduction, shall be paid in advance by the User to the Treasurer of the Congregation on or by the 15th of each calendar month by DD/BACS transfer or by any means reasonably required by the Congregation. No written demand will be given for the Charge. The Charge shall be reviewed from time to time by the Congregation. The Congregation shall provide notice in writing should there be any change in the Charge.






2. In the event that you need to cancel use of the facilities, previously booked and confirmed, then we would ask that you provide as much notice as possible, to ensure no unnecessary costs (e.g. for heating, etc.) the West Kirk of Calder.  The following applies to cancellation of previously booked and confirmed bookings: 

48hrs + notice of cancellation – the normal fee will be waived;

24hrs-48hrs notice of cancellation – 50% of the applicable fee will be payable;

no notice, or less than 24hrs notice – the full fee will be payable 


3. Interest at the rate of 4 percent per annum above the base rate of the Bank of Scotland will run on any part of the Charge if it is unpaid from the due date until the date that it is paid. However, in the event that the User fails to pay the Charge when due, the Congregation may at their sole discretion terminate this Agreement with immediate effect.


4. The Premises are accepted by the User as being in good condition and repair and fit for use by the User.


5. The Premises shall be used by the User for the sole purpose of Bridge card games, and the User shall ensure that the use is compliant with the Planning Acts and any other statutory provisions or licencing requirements. In particular, the User shall ensure that all necessary licences are in place (including all appropriate music and public entertainment licences) and shall exhibit these to the Congregation, if requested. If additional rates are at any time levied on the Congregation with respect to the Premises due to the User’s use of the Premises, the User will be bound to reimburse the Congregation for the additional amount.


6. The User shall not make any alterations to the Premises and shall leave the Premises in a clean and tidy condition and clear of all rubbish at the end of each Time of Use.


7. The User shall make good any damage caused to the Premises or surrounding property through the use of the Premises.


8. This contract for use is a personal agreement between the Congregation and the User and cannot be assigned in whole or in part to another party.


9. The User must comply with all statutory requirements and any rules made by the Congregation concerning the use of the Premises generally.  


10. The User must ensure that all entrances to and exits from the Premises are left locked and secure when the User leaves the Premises after each Time of Use.


11. This Agreement may be terminated at any time by either the Congregation or the User giving four weeks’ notice in writing to the other party;


12. The User shall ensure that adequate insurance cover is in place for the User and all its associates and any equipment or other property brought onto the Premises and, if requested, shall exhibit the relevant policies and receipts to the Congregation. Notwithstanding the foregoing, the User shall ensure there is adequate public liability insurance cover in respect of the use of the Premises; and the Congregation shall be entitled, at their option, to require endorsement of the relevant insurance policies in their name or to insure separately against any possible claims and liabilities arising from the User’s use of the Premises and to recover the relevant premiums or increases in premium, as the case may be, from the User.


13. The Congregation shall not be responsible for any loss, damage, actions, proceedings, costs, claims or demands by any party of any kind and the User shall indemnify the Congregation (including the Trustees vested in the Premises) against all such loss, damage, actions, proceedings, costs, claims or demands arising.


14. The User is aware of the legislation relating to regulated work with protected adults and, has read and understood the Church of Scotland Safeguarding materials and will follow its provisions.  The User has adopted a recruitment procedure for working with protected adults which, where appropriate, requires staff (whether employees or volunteers) to be members of the Protection of Vulnerable Groups Scheme. If the User is found to be in breach of these undertakings, the Congregation shall have the right to terminate this Agreement with immediate effect.



  












       

        We aim to make our church buildings a warm, friendly, safe and welcoming place.

        Your support in compliance with this sheet will help us meet our aims.

 

Start & Finish times

Please be mindful of your agreed start and finish time, this may have an adverse impact with the next group.

A two month diary is located on the Kirk Events notice board in the entrance vestibule.


Safety

We have a strict no-smoking policy on the premises. If smoking outside please dispose of extinguished cigarettes in outside bins.

During use of the premises ensure all fire exits are kept clear of obstacles, and make yourself familiar with the procedure in the event of fire, and where fire exits and extinguishers are located.

A mobile phone is recommended as there is no phone on our premises.

Know the location of our Health & Safety Policy and its details.

An Accident report book is located in the kitchen behind the door.

A first aid box is located on top of the fridge freezer.

Parking within the grounds: Please be courteous to other users, park to avoid

obstruction and mindful of pedestrians at all times.

Any damages or faults inside or outside must be reported immediately.


Security & Heating

Ensure the facility is secure before group/event exit and all lights are off.

You are responsible for any keys provided. If lost a £10 fee shall be incurred for each lost or misplaced key. This includes any cupboard keys provided.

Heating: Do NOT adjust heating controls or radiators, this can impact on the next group or event if settings are altered and not returned to fixed setting. If you have any issues with heating please contact relevant person as listed at the foot of this document.

Check fire door has not been tampered with and all windows are closed and secure before leaving.


Housekeeping

If waste bins have been used during your visit it is your responsibility to empty them and dispose of all waste. Soiled nappies must also be taken away.

A cleaning cupboard is located to the rear of the hall for any excessive water or dirt incurred during a session.

Tidy up at the end, replacing all furniture to its original position. Larger items handled by no fewer than two persons to prevent damage to self or property.

Do not stack chairs higher than five, for health and safety reasons.

Leave the kitchen clean and tidy, removing any perishable items from the fridge after event.  




                 



Name Position Contact information

Stewart Munro Hall letting Co-ordinator 01506 871712 hallbookings@west-kirk-polbeth-harwood.co.uk

Bill Arnott Health & Safety Officer 01506 872244 bmarnott@btinternet.com

Alistair Farquhar Fabric Convener 01506 412016 mphoto@tiscali.co.uk

Kathy Black Safeguarding Officer 01506 871802 kathy.black1@hotmail.co.uk

Please help us, respect our property.

Updated 17/07/19










































This document is for our information to ensure we have the correct information for two main contacts of each organisation who has a let with the West Kirk of Calder for use of the hall premises.

We will check on an annual basis in September for any changes, to keep our records up to date.

Main Contact Phone number email Date / comments

   

    

    

    


2nd Contact Phone number email Date / comments

  

    

    

    


Name and contact details of this groups nominated key holder.

If your group has more than one key please add equivalent contact information

Main Key Holder Phone number email Date / comments

   

   

   

    


We will check on an annual basis for any changes, to keep our records up to date.

Please complete & return with signed contract.

Many Thanks.




Committee Minutes