Village
Hall Committee Meeting – 12th September 2022
AGENDA
·
Apologies for
Absence (Fiona)
·
Minutes of Previous
Meeting (Fiona)
·
Decisions,
Approvals, Committee Ratifications (proposals circulated prior to meeting)
·
None at this
meeting
·
Policy Review
(updates for approval circulated prior to meeting)
·
None at this
meeting
·
Strategic Plan
Activities
·
Investment/Development
plan summary update
o Progress on top 10 activities
o Spend to date
·
Environmental
Strategy Development
·
Nothing further
at this stage
·
Section 106
funds
·
Nothing more at
this meeting
·
Hall
Operations Status (Kate)
·
Bookings &
events update (Jackie)
·
Booking updates/info
(Jackie)
·
2022 Fund raising
events/bookings calendar (Andrew/Jackie)
·
Autumn Music
Festival plans status;
o Thornbury Swing Band
o Moscow Drug Club
o Wotton Wind Band
·
Table-Top Sale
preparations
·
Hall open day –
showcase solar and refurbishment – plans (Kate)
·
December event –
gin/wine tasting (with FOSM?) - plans
·
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: 10th October 2022 at 7.45pm
HAWKESBURY VILLAGE HALL
Minutes of Committee Meeting
12th September 2022
PRESENT
Andrew Webb Hilary
Rogers Jackie Sandy Kate Bashford
Angelo Sauro Louise Roberts Alan
Charlesworth Chris Knight Hannah Herod
APOLOGIES
Mandy Clarke Steve Magrath Neil Fozard Sue Hope Vicky Rispin Sally Roberts Fiona Steeds Jane
Stanbridge Phil Dennett Bill
Cullen
MINUTES OF PREVIOUS
MEETING
The Minutes of the August
meeting were agreed as a true record.
DECISIONS, APPROVALS,
COMMITTEE RATIFICATIONS
None at this meeting.
POLICY REVIEW
None at this meeting.
STRATEGIC PLAN
ACTIVITIES
Investment/Development
Plan Actions:
Progress on top 10
activities
Andrew summarised the
investment activities. Four projects are complete, the Hall and Bar
refurbishment are very close to completion, leaving the four minor projects
that are just commencing. The decorating work is being finalised and the uplighters are in place and are very
effective. The new bar chiller is on its way and work on the bar is almost
complete. Bill is working on a specification for improvements to enable groups,
businesses or individuals to use the
meeting rooms for work purposes. List of signage is being worked on, and this
area will be completed once the other work is finished. Website will be
finalised once all the work has been completed.
Spend to date
The estimated spend at
completion of all 10 projects is approx. £2.6k over what was first allocated.
Figures from Bill suggest that we will still be able to hold the target £20k
reserve in the account. Andrew requested that we focus on finishing off these
projects by year end and not committing any significant expenditures until we
know the final outcome.
ENVIRONMENTAL STRATEGY
DEVELOPMENT
Nothing further for this
meeting. Date of Oct 17th agreed as date for next meeting on this Post
meeting note – please note the environmental meeting
will now be held on Oct 10th, and the October Committee meeting will
now be held on Oct 17th.
SECTION 106 FUNDS
The Committee is still
keen to utilise the money that is available as a result of the Park Street
Development. One idea is increasing the area of the community garden, and relocating
the basketball court. There are a number of steps that would be involved in
this, including seeking planning approval. The Committee feels that wider
village support and resource would be required for a project of this nature. Kate
will speak to the officer at South Glos to confirm an ‘in principle’ approval
of the project, after which the idea can be shared with the wider Parish. This
will hopefully bring further people who can help with the project.
HALL OPERATIONS STATUS
Kate and Jackie have
agreed a revised cleaning schedule with Jess and Ian. The Hall will be cleaned
on a Monday morning, a Wednesday morning. At the end of the week / over the
weekend, the cleaning requirements will be dictated by the bookings at the Hall
– it may need to be cleaned before and after a weekend function for example.
The schedule for the
footballers needs to be agreed so that cleaning requirements can be confirmed. Angelo
will speak to them.
An application has been
submitted for a grant to help towards the cost of the cavity wall insulation.
Preschool relocation – preschool
have moved more of their items but there are still some preschool items inside
and outside the Hall. A hire fee of £10 a week was agreed with Preschool – to
be charged from 1st August. Kate to liaise with Bill
about this.
BOOKINGS & EVENTS
UPDATE
Bookings update/info
2022 Fundraising
events / bookings
The Committee discussed
whether the Parish Council should be asked to pay for Hires over and above
their regular monthly meeting. The Committee agreed that there should be a
charge and would like to put this to the Parish Council. Jackie will
arrange.
A copy of the events
schedule was reviewed.
Ticket sales have been
slow for the Thornbury Swing Band. We need to have 50 attendees to break even. If
anyone is available to help on the night, please contact Andrew asap. Neil
Fozard is available to help set up.
Marketing will start for
Moscow Drug Club – 70 ticket sales are required to break even. All Committee
members are encouraged to get their tickets asap! (Please can committee members
purchase their tickets direct from Louise or the village shop to avoid the
Eventbrite charges.)
Wedding in Oct – Andrew
is sorting bar staff.
Wotton Wind Band – tickets
now on sale.
Alan suggested ensuring that at each music event, the next
event is publicised.
Table top sale preparations
The
Table Top sale will be held from 10-12 noon on 8th October.
Jane has prepared a list
of tasks that are required for the Sale. Jackie will start to make
bookings for tables. Kate and Louise will do publicity. Fiona has
volunteered to work the kitchen. Andrew will email to request other
volunteers.
All Committee members are asked if they are able to provide raffle prizes
for the Table Top sale and / or Moscow Drug Club.
Hall Open Day - given the
number of events taking place, the Committee agreed to postpone this until 14th
January, 2-4pm. User Groups should be encouraged to attend and showcase their
activities. Kate will coordinate.
December event – the Committee were keen to support this and it could
take the form of a gin / wine tasting. St Marys would be interested in doing a
joint fundraiser. We need to ensure that a supplier is available. Andrew will
contact Jane to discuss booking a possible supplier.
Caravan Club – Angelo summarised a proposal from the Caravan Club.
This would involve them using the field for a weekend at the end of April (Thurs to Sunday). They will make use of
the Hall for 3 nights. They would not need the bar. Provisions are in place to ensure that they
don’t cause excessive damage to the field. Andrew and Angelo will
work on a price for the event and provide this by the end of the week.
A request has also been
received from the Parish Council regarding hiring the office. Andrew
will speak to the Parish Council to identify their requirements in terms of
access, space, equipment etc and liaise with Phil, Kate and Bill to draft a
proposal. Angelo highlighted that there are some items installed in the office
that are required by the Hall Committee, and which need to be securely stored.
MONTHLY REPORTS
Finance – Bill had shared his report for the month. Bill
to confirm that Ed is being invoiced for Pizza equipment storage (backdated to include
June).
Health and Safety – Monthly checks completed. All ok.
Playpark / Skatepark –
Steve has emailed his report, nothing
new to report. Kate is trying to resolve a permanent solution to the
swings.
Monthly checks register – Angelo has done these. There has been an increase
in water and electricity use. Most of this seems attributable to the show.
PARISH COUNCIL FEEDBACK
Sue was not at the meeting but had flagged the South Glos
EV charging consultation, and that Grants are available for encouraging wildlife and bees.
Feedback was also provided from the library – this has been considered in the
revised cleaning schedule.
CORRESPONDENCE
None.
AOB
Short bowls mat is to be
transported to the Hall for further investigation. It is hoped that it can be
stored into one of the under stage storage facilities.
There being no further
business the meeting was closed at 21h50.
Date of Next Meeting
will be Monday 17th October at 7.45pm.
The Environmental Meeting will be held on Monday 10th
October at 7.45pm.