Village Hall Committee Meeting – 17th October 2022
AGENDA
· Apologies for Absence (Fiona)
· Minutes of Previous Meeting (Fiona)
· Decisions, Approvals, Committee Ratifications (proposals circulated prior to meeting)
· Hiring Terms & Conditions (Phil)
· Hiring charge policy and framework (Andrew & Bill)
· Storage proposal following departure of Pre-school (Vicky)
· Policy Review (updates for approval circulated prior to meeting)
· None at this meeting
· Strategic Plan Activities
· Investment/Development plan summary update
o Status review on top 10 activities & spend to date (Andrew)
· Environmental Strategy Development
· Feedback from Oct 10th strategy meeting (Chris)
· Grant application for wall thermal insulation (Kate)
· Section 106 funds
· Response to proposal from S.Glos council – in principle agreement? (Kate)
· Hall Operations Status (Kate)
· Bookings & events update (Jackie)
· Booking updates/info (Jackie)
· 2022 Fund raising events/bookings calendar (Andrew/Jackie)
· Wedding preparations Oct 22nd
· Report on Thornbury Swing Band and Moscow Drug Club Band events (Andrew)
· Wotton Wind Band preparations
· Report on Table-Top Sale event
· December event – gin/wine tasting (with FOSM?) – plans (Jane)
· Caravan club event (Angelo)
· Football club status (Angelo)
· 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)
· Correspondence & Publicity (Fiona & Jane)
· AOB (All)
Date of Next Meeting: 14th November 2022 at 7.45pm
HAWKESBURY VILLAGE HALL
Minutes of Committee Meeting
17th October 2022
PRESENT
Andrew Webb Hilary
Rogers Jackie Sandy Kate
Bashford Angelo Sauro Alan Charlesworth Neil Fozard Sue Hope Vicky Rispin
Jane Stanbridge Phil
Dennett Bill Cullen Fiona Steeds
Sam Allen
APOLOGIES
Mandy Clarke Steve Magrath Louise Roberts Chris
Knight Hannah Herod Sally Roberts
MINUTES OF PREVIOUS
MEETING
The Minutes of the September
meeting were agreed as a true record.
DECISIONS, APPROVALS,
COMMITTEE RATIFICATIONS
Hiring Terms &
Conditions
The document had been
circulated prior to the meeting. A few minor
additions clarifying the location and display of certain documents referenced
in the policy and the check list were suggested which Phil will
make. The Committee thanked Phil for
producing a very comprehensive document and it was approved subject to these minor
amendments.
Hiring Charge Policy
& Framework
Andrew went through the
summary points, having sent out the document in advance of the meeting. The Committee were happy with the principle
of having 4 different pricing levels: Hall User Groups and regular hirers;
Local Residents & Charities; Private Bookings from outside the village;
Commercial hiring. All the other principles of the policy were also agreed as
was the structure of the pricing framework. The only point that required significant debate
and further clarity was how to deal with
BYO bookings. After much discussion, and considering several alternative
proposals, the fundamental principle proposed in the policy, ie generally not
allowing BYO bookings but giving the committee the right to make discretionary exceptions
in certain circumstances and applying an additional “cover charge” on top of
the hourly hire rate to at least ensure the Hall would not make a loss through
such bookings, was agreed. A few minor amendments on other aspects reflecting
input from Chris and Kate were agreed and the policy and framework was approved
subject to these minor amendments.
In terms of exercising the
policy it was agreed that for any BYO booking requests the booking secretary
along with a sub-group of the committee would decide on these bookings on an
individual basis. The committee discussed how “guidelines” may be set to advise
the sub-group in making these discretionary allowances and Andrew offered to
attempt to produce a high-level guideline.
Post Meeting Note: The following guideline is proposed;
-
For Hall user
groups, charity organisations or Not For Profit organisations BYO will only be
permitted if the provision of the bar is either not possible/deemed unprofitable
and the event does not generate any cash/revenue. For any other events BYO will
not be permitted.
This is only a guideline
and the sub-group’s decision would be final. In any cases where BYO is
permitted the cover charge would be applied and the amount would be at the
discretion of the sub-group to ensure the Hall does not suffer financial loss
as a result of the event.
The next step is for
actual prices to be set. Andrew proposed
this will be done by a sub-group of non-user group trustees to avoid any
conflicts of interest but it would include Bill. Andrew took the action to do
this and bring it back to the next committee meeting.
Storage
Vicky reported that Pre-school have cleared the big
cupboard but still have items stored in the shed. Bill will charge them for this. Toddler and Library groups have stored their
stuff in the big cupboard and the Chair store is now only for chairs and the
table tennis table. The understage
trolleys are empty except for cardboard which Alan offered to take for
the Bonfire group. Storage will be
needed for the indoor bowls carpet. The
sign for Pre-school is to be removed.
POLICY REVIEW
None at this meeting.
STRATEGIC PLAN
ACTIVITIES
Investment/Development
Plan Actions:
Most of the top 10
activities are now completed. Andrew
is still finalising signage and Bill is looking at how we can upgrade
the upstairs meeting room. When the new
pricing structure is agreed we can update the website. Andrew asked
Vicky about a grant from the Parish magazine for signage but this will not be
available until next year and will probably not cover the costs. Sue
suggested we apply to the Parish Council for CIL money.
ENVIRONMENTAL STRATEGY
DEVELOPMENT
Chris chaired a meeting last Monday. Several people volunteered to look at aspects
of the plan, such as Recycling and Bio-diversity. Andrew will categorise
the suggested areas for improvement. Phil thought we should emphasise the
progress we have made so far, eg Solar Panels and Insulation. Kate has successfully applied for a grant for
wall thermal insulation in the amount of £2700.
The Committee thanked her for this.
SECTION 106 FUNDS
Kate has spoken to the officer at South Glos who has
verbally confirmed an ‘in principle’ approval of the project. When written confirmation has been received
the idea can be shared with the wider Parish. This will hopefully encourage
people to get involved and lead the
project with the support of the Hall committee.
HALL OPERATIONS STATUS
Nothing to Report.
BOOKINGS & EVENTS
UPDATE
Bookings update/info
Jackie said that we have a
possible new regular booking for a Yoga class upstairs. Neil hopes the History Group will return soon
as well.
2022 Fundraising
events / bookings
We have the Wedding this
weekend, Wootton Wind Band, Bonfire Night, Drama Pantomime and the Gin Tasting
all before the end of the year.
Wedding Preparations – Andrew asked for volunteers for Saturday and
several Committee members agreed to help out.
Wotton Wind Band – Jane has promoted the event on Facebook and the
Parish Magazine.
Thornbury Swing Band & Moscow Drug Club – all Committee members who attended the events were
very impressed with the brilliant musicians who performed. Louise was thanked for creating a great
atmosphere for the Moscow Drug Club event and Andrew confirmed that this event
brought in approx £400 profit, with approx. £120 profit from the Thornbury
Swing Band event. These were lower than anticipated due to lower ticket sales.
Table top sale - £307 was
raised. However due to lack of
purchasers on the day Jane thinks we should not put another one on in the near
future. Fiona suggested a car boot sale
as a possible alternative.
Gin Event – Jane confirmed
this for Saturday 3/12. Tickets will be
£16 with FOSM doing food. Profits to be
split 50/50. Tables of 10 are available
for groups or tickets can be bought individually. Bar to be booked and volunteers will be
needed to set up and assist in running the event. Kate and Bill have agreed to help. Andrew will arrange for the sound system
to be operational.
Caravan Club – Angelo has arranged a booking with
Gloucestershire Caravan Club for 40 caravans paying £10 per night each for 3
nights at the end of April 2023. They
will also pay for Hall Hire and if successful there is potential for future
bookings.
Football Club – they are no longer using the Rec. Angelo thinks they
have folded but is unable to get hold of the organiser. Andrew would like to find a way of
promoting our facilities with local football leagues.
Hall Upstairs Office – a 3 year let has been provisionally agreed with the
Parish Council to have exclusive use of the office on a permanent basis at a
charge of £50 per week. They will allow
us access as required. The Committee approved this. Phil will produce a draft
Rental Agreement for review by the Parish Council.
MONTHLY REPORTS
Finance – Bill presented his report for the month. Anna O’Brien
has audited and approved the accounts.
The committee thanked Bill for the hard work he has put into improving
the accounting system.
Health and Safety – Monthly checks completed. All ok.
Playpark / Skatepark –
Steve has done the checks and all
ok. He will email his report in due
course. Kate is making progress
in trying to resolve a permanent solution to the swings.
Monthly checks register – Angelo presented these. Andrew Warner reported that the trees are
touching the phone line which needs resolving.
However, the Committee decided we longer need a landline so Angelo
will arrange for it to be taken out and the contract cancelled. This could
potentially save approx. £400/yr. The Bar Policy is still outstanding. Phil will forward documentation to Andrew
to help him to finalise this with Angelo. Phil to submit Charities Commission
report by the end of October.
PARISH COUNCIL FEEDBACK
South Glos Council are
encouraging parishes to provide “warm spaces” this winter. Sue has asked the Library group if
they would be prepared to run a weekly session in the Hall with soup/teas etc
available. The Parish Council will
subsidise the hall rental. Sue is
awaiting a response from the group but other volunteers will be needed.
CORRESPONDENCE
None.
AOB
Jane asked if we need to apply for a Temporary Event
Notice for the Gin Evening, but Phil did not think this is necessary.
Bill is still waiting for confirmation of the Tarriff for
the Solar Panels.
Kate announced that she will step down as Vice Chair of
the Committee at the AGM but intends to stay on as a Trustee.
Andrew presented Sam with a gift in recognition of her long
service to the Hall Committee. She will
be missed and we wish her all the best for the future.
There being no further
business the meeting was closed at 22h26.
Date of Next Meeting
will be Monday 14th November at 7.45pm.