Village Hall Committee Meeting – 12th December 2022
AGENDA
· Apologies for Absence (Fiona)
· Minutes of Previous Meeting (Fiona)
· Decisions, Approvals, Committee Ratifications (proposals circulated prior to meeting)
· Revised hire charges for 2023 in line with Hiring Framework & Policy (Andrew & Bill)
· Bar price increases – agreement for Andrew & Angelo to undertake (Andrew)
· Policy Review (updates for approval circulated prior to meeting)
· None at this meeting
· Strategic Plan Activities
· Investment/Development plan summary update
o None at this meeting
· Environmental Strategy Development
· Overall Environmental Strategy Plan presentation (Andrew/Chris)
· Section 106 funds
· None at this meeting – awaiting S.Glos council formal/written response to proposal
· Hall Operations Status (Kate)
· Bookings & events update (Jackie)
· Booking updates/info (Jackie)
· 2023 Fund raising events/bookings calendar (Andrew/Jackie)
· Debbie Young – outdoor theatre performance opportunity (?)
· Event reports;
o Drama Pantomime
o Gin Tasting
· Hall open event – plans (Kate)
· Monthly Reports (issued in advance - arisings only)
· Finance (Bill)
· Health & Safety (Chris)
· Playpark/Skatepark (Steve)
· Monthly checks register inc maintenance update/plans (Angelo)
· Parish Council feedback (Sue)
· Grant application process 2023
· Correspondence & Publicity (Fiona & Jane)
· AOB (All)
Date of Next Meeting: 9th January 2023 at 7.45pm
HAWKESBURY VILLAGE HALL
Minutes of Committee Meeting
12th December 2022
PRESENT
Andrew Webb Hilary
Rogers Kate Bashford Angelo Sauro Alan Charlesworth Neil Fozard Vicky Rispin Sally Roberts
Jane Stanbridge Bill Cullen Fiona Steeds
APOLOGIES
Mandy Clarke Steve Magrath Louise Roberts Chris Knight Hannah Herod Charene
Winbow Jackie Sandy Sue Hope Phil
Dennett
MINUTES OF PREVIOUS
MEETING
The Minutes of the
November meeting were agreed as a true record.
DECISIONS, APPROVALS,
COMMITTEE RATIFICATIONS
Revised Hire Charges
for 2023
Andrew presented the proposed charges and explained the
reasoning behind the pricing structure.
It was approved by the Committee and we agreed that the new rates will
take place from 1st March 2023 to allow time for Angelo to update
the Hallmaster programme. Vicky asked if
it is possible to have 2 log on identities (personal and Hall User Group) to
differentiate when she makes private bookings. Jane will advertise the
changes in the Parish Magazine and Fiona will email the regular weekly
Hall Users to alert them to the changes.
Bar Price Increases
Andrew and Angelo want to review our bar prices as some products are
not appropriately priced. The Committee
are happy for them to do this. Neil
asked if we could have a different selection of bottled beers. Angelo to find out if this is possible.
POLICY REVIEW
None at this meeting.
STRATEGIC PLAN
ACTIVITIES
Investment/Development Plan Update
No change since last
month. Bill has applied to British Gas
for a Feed In Tarriff for our solar panels.
ENVIRONMENTAL STRATEGY
DEVELOPMENT
Andrew has made an action plan from the discussions at the
two meetings organised by Chris. This
will be sent out with the Minutes. Andrew
asked that the Committee look at the first two sections in which 5 of the
actions require a lead/contributors (marked “?”) and if there is a project they
are happy to lead on/get involved in, please let him know.
SECTION 106 FUNDS
Kate has had an email from the Council who said “the
proposal sounds ok”. We interpret this
as meaning they will support it financially with Section 106 funds. We now need
to determine how we go about involving
the wider community if the project is to go ahead.
HALL OPERATIONS STATUS
Kate advised that Ange Jones has taken over the Cleaning on
a permanent basis. Kate will speak to Ange about getting a relief
cleaner on board as well and Jane will advertise the post in the
February Parish Mag. Angelo has
sorted out the Boiler Room. There have
been problems with the Heating which Angelo is trying to sort out. There have been scuff marks left on the floor
in the Hall from black soled shoes which are difficult to remove. Andrew will speak to Youth Club about
this. Jane asked the Committee
members who receive the general Hall email enquiries if they could copy
everyone in when they reply so that we all know if a query has been dealt with.
BOOKINGS & EVENTS
UPDATE
Bookings update/info
Nothing to report from
Jackie except that the provisional booking for Boxing Day has not been
confirmed.
Fundraising calendar
Andrew reported that we
have had an excellent year of fundraising events and is confident it will more
than cover our operational cost shortfall for 2022. However he is particularly
concerned for 2023 especially in light of the departure of Pre-school and the
loss of regular football club bookings. He feels it is not reasonable to expect
the Committee to make up this added deficit as it would require doubling the
number of events. All agreed that we need to focus on attracting more private
bookings and parties and maintain a similar number of committee organised
events as this year. The first version of the 2023 calendar was presented in
which several events are already confirmed and we have several more that are
provisional.
Hall Breakfast
This will be held on
Sunday 5th March 2023 and will coincide with an Open Day type
display.
Drama Pantomime
This was a huge success
and bar sales were very good. Together with Hall hire this was a good
fundraiser for the Hall. Fiona to
email the Drama Group to thank them.
Gin Evening
Another excellent
fundraiser which was well supported and enjoyed. Andrew will let the Committee know how
much was made this week. The Committee
thanked Jane for organising the evening.
Neil will ask FOSM if they would be interested in organising a
similar event next December (and perhaps taking the lead on it).
Post meeting note:
Total profit for the evening was £1756 to be split 50/50 with FOSM
MONTHLY REPORTS
Finance – Bill presented his report for the month which was
discussed. No issues raised.
Health and Safety –
Andrew thanked Neil for
carrying out the Tree Inspection.
Playpark / Skatepark – Steve sent
his report and he highlighted a potential problem with swing shackles. Maintenance group to look at this. Angelo has ordered the cover for the
zipwire chain. Alan has cut back
trees which were close to the phone line.
Monthly checks register – Angelo presented his report.
PARISH COUNCIL FEEDBACK
Sue emailed with several questions which Fiona will
respond to. The PC are still considering
extending Library Hours as a warm space.
She also advised that the price of cutting the grass on the Rec will
increase and that Pre-School are sadly closing for good this week.
Andrew has spoken to Hazel about grants and CIL funding and
will write a paper to be presented to the Parish Council.
CORRESPONDENCE
Request from South Glos
Citizens Advice for a poster to be put up which asks people to donate to them
via a QR code. This Committee was
against this.
AOB
Louise emailed regarding the Pre-school Shed which she would
now like to keep as part of the Wildlife Garden. The Committee are happy with this.
Andrew advised that Ed Littlewood will no longer be storing
his pizza dough machine in the Hall.
Pre-school have said we
can dispose of their stuff if Toddler Group do not want it. Vicky will sort this. She also asked for advice regarding Insurance
and banking for Toddler Group now that Pre-School have folded. She will speak to Phil and Bill about how to
proceed. Vicky thought it is very
important that Toddler Group keep going as this is now the only facility for
pre-school age children in the Village and she expressed her sadness that there
will no longer be a Pre-School facility.
There being no further
business the meeting was closed at 22h15.
Date of Next Meeting will
be Monday 9th January at 7.45pm.