Village Hall Committee Meeting – 11th December 2023
AGENDA
· Apologies for Absence (Fiona)
· Minutes of Previous Meeting (Fiona)
· Decisions, Approvals, Committee Ratifications (proposals circulated prior to meeting)
· Covered in Strategic Plan section
· Policy Review (updates for approval circulated prior to meeting funds
· None at this meeting
· Strategic Plan Activities
· Heating Control/Energy Management System (Andrew/Angelo)
· New activity interests? Short mat bowls update (Angelo)
· Reuse and recycling – bins and notices inside hall (Vicky)
· Section 106 funds
· 2024 Capital Projects list to be presented in Q4
· Hall Operations Status (Kate)
· Nothing to report
· Bookings & events update (Jackie)
· Booking updates/info (Jackie)
· 2023 Fund raising events/bookings calendar (Andrew/Jackie)
· 2024 Fund raising events/bookings calendar (Andrew)
· Big Breakfast – confirmation and date (All)
· Feb Live Music event (Louise organised) – details (Andrew)
· Gin evening – prelim report (Andrew)
· Shopping Evening – prelim report (Andrew)
· Monthly Reports (issued in advance - arisings only)
· Finance (Bill)
· Health & Safety (Andrew)
· Monthly checks register (Angelo)
· Parish Council feedback (Katie)
· Time-scale for revenue grant applications (Sue)
· Correspondence & Publicity (Fiona & Jane)
· AOB (All)
· Christmas Quiz (time permitting!)
Date of Next Meeting: 15th January 2024 at 7.45pm
Minutes of Committee
Meeting
Monday 11th
December 2023
PRESENT:
Andrew
Webb, Bill Cullen, Jane Stanbridge, Vicky Rispin, Jackie Sandy, Hilary Rogers,
Sue Hope,
Alan
Charlesworth, Angelo Sauro, Katie Griffin, Fiona Steeds, Sally Roberts
APOLOGIES:
Neil
Fozard, Mandy Clarke, Steve Magrath, Kate Bashford
MINUTES
OF PREVIOUS MEETING:
The
Minutes of the November Meeting were agreed as a true record.
DECISIONS,
APPROVALS, COMMITTEE RATIFICATIIONS
Covered
in Strategic Plan section
POLICY
REVIEW:
None at
this meeting.
STRATEGIC
PLAN ACTIVITIES:
Heating
Control/Energy Management System
Angelo
presented the plan for the new heating system and explained how it will work.
It will be password protected and can be pre-set for four different zones of
the hall. Sally asked how the
destratification fans work and if they are necessary. Vicky asked if they are
noisy. Angelo addressed these
concerns. Our application for a grant
from the PC CIL Fund has been deferred as they have decided to re-write their
Policy for CIL fund Applications. We
have an opportunity to get the new system put in over Christmas (together with
the new Solar water heating system) and would like to proceed with the work to
maximise the Winter benefit of the system and so the Hall is only closed for
one period. Katie apologised for the delay on behalf of the Parish
Council. Jane and Bill asked Sue
if the PC would still consider our application if the work had started. Sue said that it would be regarded as a retrospective application and
would not be considered. Andrew felt that this was unreasonable given
that we had applied before the original November deadline and the decision to
implement a new policy was taken after the application had been received. Sue said that the Policy has not been
agreed and that we can apply on the new form which they will issue this month,
but nothing is guaranteed. Andrew proposed
that we go ahead with the project as we have sufficient cashflow to fund it
right now, and if the PC refused our application then the effect would be a
reduced development budget next year, and
this was agreed by the Committee.
New
Activity Interests
The
Pilates class has now started on Wednesdays.
Angelo said that there has not been an opportunity to test out
the short mat bowls. Andrew
suggested we try to get a group together over Christmas to try it out. Jackie has had an enquiry from a lady
who runs activities for pre-schoolers and is interested in a monthly slot which
would be for 6 hours. Andrew
suggested we could offer a “free trial” period to encourage new bookings.
Recycling/Re-use
Vicky has done all the signs including one
for the bar and specific bins are in use for recycled and normal waste in both
the bar and the kitchen. Andrew
was concerned that we shouldn’t be putting glass in the mixed recycling but Angelo
confirmed that this was ok under our agreement with SUEZ. Andrew reported that the cost of an
outdoor recycling bin is prohibitive and cannot be considered at the moment. It
was agreed that the recycling action on the 2023 Environmental Plan could now
be closed.
SECTION
106 FUNDS:
Nothing
at this meeting.
HALL
OPERATIONS STATUS:
Nothing
to report.
BOOKINGS
AND EVENTS:
2023
Fundraising Events
We had 17
major fundraisers in 2023 which exceeded expectations. Andrew warned that this
is likely to be exceptional and we cannot rely on such a level for future
budget forecasting.
2024
Events
Jackie has taken a booking for a party in
June – a KLB reunion.
Louise has booked Tango Calor for 2nd
February and has taken on responsibility for all costs. She will donate any profit to the Hall for
which we are very grateful. She has
asked for help to run the bar and a Raffle.
The Committee agreed to underwrite the costs in the unlikely event that
there is a loss.
Big
Breakfast 2024 will be held on Sunday 3rd March
2024
Gin Evening Report
This was another
successful event. There are still some
expenses to be deducted but approximate profit will be around £1000 for each
group (Hall & FOSM), an increase of circa £150 on last year.
Pantomime
Another great success and
we made £800 on the bar. Bill
thanked the Drama group for the contribution they make to the Hall each year
which is greatly appreciated. Andrew said that Drama have requested
negotiating a “whole weekend” deal for next year which we are happy to do.
Christmas Shopping
Evening
This was a busy, well
supported event and it is anticipated that they will exceed the amount required
to cover Insurance on the Playpark. Bill
said there is potential match funding from Vodafone but does not have the
details. This income is a restricted fund for use only on the playpark and
skatepark and Andrew said we need to build that fund progressively as increased
maintenance spend will be inevitable in a few years time.
MONTHLY REPORTS:
Finance
Bill presented his Report.
Bonfire Group originally paid £350 for hall and field hire but have now
added a further £500 donation to the Hall and £300 to the Playpark, all of
which is gratefully received. Toddler
Group now have their own bank account.
We owe some money to the Rural Arts Touring Scheme for the “Hags”
production which Bill will pay when they let us know how much it is. The
current account balance is inflated as there are several payments and outgoings
to be made.
Health & Safety
Andrew reported that someone had hit their head on the
entrance canopy at the start of the Gin Evening. Andrew suggested an LED
strip. Alan & Angelo will source something, possibly padded and
fluorescent or lit so it can be seen at night.
Ideally we want to re-design the entrance but this is very expensive.
Monthly Checks
Angelo presented his report.
He has put in a new microphone system in the Hall which is
excellent. He is reviewing the Suez and
EWS contracts.
PARISH COUNCIL
FEEDBACK:
Andrew and Sue to have a discussion regarding revenue grants. Sue
said that the Local Plan has been published and there is a proposal for 20
new houses off France Lane and for traffic calming measures.
CORRESPONDENCE &
PUBLICITY
No correspondence. Jane prepared an article for the
Parish magazine during the meeting.
ANY OTHER BUSINESS:
Jackie has had a request to decorate the Hall the night
before a booking. The Hall is available but should we charge for this? It was decided to charge for one additional
hour of hire to remain consistent with other groups and private hirers who pay
for preparation/set up time. Jackie
also reported that SGC are increasing the amount they pay us for being a
Polling Station.
Bill has changed our electricity supplier to EDF, which is
a better deal. He would also like to put
the new logo on Hallmaster. He will
liaise with Angelo on this.
Katie is concerned that dog mess is not being picked up
from the Rec and she thinks it is one particular dog/owner. Jane will put something on Facebook
and Vicky offered to put something in the Parish Mag. Katie also reported that the
Dishwasher was not working properly on the Gin Evening. Angelo to have a
look at it.
Angelo to discuss QR Codes (parking) with Andrew.
The meeting was followed
by a short quiz on our Trustee Responsibilities, which the Committee passed
with flying colours!
There being no further
business, the meeting was closed at 9.45pm
Date of next meeting:
Monday 15th January 2024 at 7.45pm