Village
Hall Committee Meeting – 29th April 2024
AGENDA
·
Apologies for
Absence (Fiona)
·
Minutes of Previous
Meeting (Fiona)
·
Decisions,
Approvals, Committee Ratifications (proposals circulated prior to meeting)
·
AGM preparation (all)
·
Policy Review (updates
for approval circulated prior to meeting)
·
Risk Management
plan - 6 monthly update (Andrew)
·
Strategic Plan
Activities
·
Hall signage
project – update (Andrew/Angelo)
·
De-stratification fans – update (Angelo)
·
West of England Rural
Fund (solar application £38k) – update (Andrew)
·
Tesco young
people grant – update
·
Plan for the next
3 yr. Strategic/Investment Plan – update (Andrew)
·
Section 106
funds
·
Multi Use Games Area
& Natural/wildlife open space – update (Andrew/Kate)
·
Hall Operations
Status (Kate)
·
Kitchen
dishwasher status (Angelo)
·
Playpark
maintenance costs (Alan) (swing paint, picnic bench, twister dots)
·
Bookings &
events update (Jackie)
·
Booking updates/info
(Jackie)
·
2024 Fund raising
events/bookings calendar (Andrew)
·
Hall Committee
fund-raising events – Sept & Dec (Alan/Neil)
·
Monthly
Reports (issued in advance - arisings only)
·
Finance (Bill)
·
Health &
Safety (Andrew)
·
Monthly checks
register (Angelo)
·
Rec/playpark/skatepark
monthly checks – formal check sheet sign-off
·
Parish Council feedback (Katie)
·
Correspondence
& Publicity (Fiona & Jane)
·
AOB (All)
Date of Next Meeting: AGM – date TBD
Minutes of Committee
Meeting
Monday 29th April
2024
PRESENT:
Andrew
Webb, Angelo Sauro, Neil Fozard, Vicky
Rispin, Hilary Rogers, Fiona Steeds, Jackie Sandy, Sally Roberts, Sue Hope,
Kate Bashford
APOLOGIES:
Mandy
Clark, Jane Stanbridge, Katie Griffin, Alan Charlesworth, Bill Cullen
MINUTES
OF PREVIOUS MEETING:
The
Minutes of the March 2024 Meeting were agreed as a true record.
DECISIONS,
APPROVALS, COMMITTEE RATIFICATIIONS
AGM
Preparation
It was
agreed that the re-scheduled AGM will take place on Monday 10th June 2024
at 7pm for 7.30pm start. Vicky to advertise this in the Parish
Magazine. Andrew will update Trustee list and ask elected
representatives if they are standing for re-election.
POLICY
REVIEW:
Risk
Management Plan
As part
of the 6 monthly update the Committee reviewed the Plan. All identified risks are at their residual risk level having completed all the identified
mitigation actions, with the majority classified as “green” and some “amber”, except
for Fire Doors. It was agreed that Sally
will contact the Fire Service for advice and that we will arrange for a Fire
Audit to be carried out. Andrew
will distribute the Plan to the Committee and ask for any thoughts on how the
“amber” risks could be mitigated further.
STRATEGIC
PLAN ACTIVITIES:
Hall
Signage
The new
signs have been put in place. Hazel
Jones had informed Andrew that she had been asked if residents have to pay to
park at the Hall. Andrew replied to say
that nothing has changed, we have always asked for donations for parking but it
is free to Hall/Playpark Users. The new
sign has a QR code for payments and this has already proved successful as Neil
collected £24 over 2 days (total £41.95 for the month) and Angelo reported
that online payments are being made.
Destratification
Fans
West
Country Electrical have emailed Angelo with possible solutions to the issues
with the fans. However Angelo and Andrew do not feel they are addressing
the problem and will arrange to meet with them.
West
of England Rural Fund
Andrew
was pleased to report
that our grant application for £38K was successful. This will give us an extra
29kwatt of solar panels and additional battery storage, plus 2 EV charging
points. We must put this out to tender to suppliers. Kate to check
planning guidance for the installation and Angelo will find out what
rate we would get from our current electricity provider for exporting to the
grid.
Tesco
Young People Fund
Andrew has looked
at the application process which is very complicated. It was decided not to proceed with this.
Plan for the next 3 Years
The plan will be due for renewal in May 2024 and Andrew is working on it to ensure we have a fully integrated plan
that combines our investments and development plans with appropriate funding
sources.
SECTION
106 FUNDS:
Further
to Kate & Andrew’s meeting with SGC, Andrew has contacted 3
MUGA suppliers to get an idea of costs and determine if this proposal is
feasible ( £42.5K available for this project). £27k is available for Nature & Open Spaces
and we hope to liaise with Andrew McLaughlin, as he is already working on developing
a local nature plan with the Parish
Council and S.Glos Council. Andrew
Webb is hoping his son will be able to arrange for a digital survey of
the Rec to be done which will enable us to envisage where these areas could be best
located. Vicky was concerned that
this might impact the setting up of the Marquees and stalls for Hawkesbury Show,
but the Committee view was that we should take all considerations into account
and determine an optimimum plan to meet all requirements.
HALL
OPERATIONS STATUS:
Dishwasher – still not working properly. Angelo will try to strip the machine
down to access the heating element which may need to be replaced. Fiona to pass on contact details for
possible sourcing of parts.
Playpark
Maintenance – Alan
was not at the meeting but Sally will pass on details of the supplier
used to buy picnic benches for the Tennis Club.
BOOKINGS
AND EVENTS:
Booking
Updates/Info
Jackie said that the Polling Booths have
been delivered for Thursday. Vicky offered to open up at 6am and
Jackie will close up at 10pm.
We have
been asked to cover the Hall Hire costs for the defibrillation training sesion
on Saturday. Sue said that PC
would pay half and we will pay the other half.
Wotton Bridge Club would like to hire the Hall
for an all day event next February on a Tuesday. Vicky said Toddlers could cancel and Jackie will contact Evergreens.
The Hall floor has been damaged, possibly by play equipment
at a party hire event. Angelo to put in the Hallmaster booking confirmation notice that protective mats must be used under play
equipment such as Bouncy Castles.
The Drama Murder Mystery was very successful. Jackie to find
out what the requirements are for the Farmers Lunch event.
Hall
fundraising events
Neil to speak to Peter Setterfield who,
we believe, is interested in running a Wine Tasting evening on behalf of FOSM and
the Hall in December. Angelo to
speak to Sally Bleaken re possible music event in September.
MONTHLY REPORTS:
Finance
Bill’s Report was discussed.
Andrew to ask him about EDF and Insurance costs.
Health & Safety
Nothing to report.
Monthly Checks
Angelo has replaced the seals on the door to the
Defibrillator Cabinet as it was leaking.
Angelo has modified the Playpark checklist to include
signature and date.
Andrew and Angelo to meet with the sound technicians from Drama group
to work out how best to join up the Hearing Loop, Drama Sound System and our
Amp so that they work in conjunction with one another.
PARISH COUNCIL
FEEDBACK:
Sue thanked Andrew for attending The Parish Council Annual
Assembly and explaining how the Hall is being managed, which was very helpful. There is a possibility that SGC will be
looking to hire the meeting room for a Citizens Advice type service.
CORRESPONDENCE &
PUBLICITY
No correspondence.
Jane emailed to say that she will be unable to do the Publicity
for the Hall over the next 6 months but will resume in November if required. Vicky
offered to put together the page for the Parish Magazine and Andrew will
speak to Hannah to ask if she would be prepared to take over the Facebook page
temporarily.
ANY OTHER BUSINESS:
None
There being no further
business, the meeting was closed at 9.47pm
Date of next
meeting:
Monday 10th
June 2024 - AGM 7pm for 7.30pm start,
followed by Committee meeting