Village Hall Committee Meeting – 8th August 2022
AGENDA
· Apologies for Absence (Fiona)
· Minutes of Previous Meeting (Fiona)
· Decisions, Approvals, Committee Ratifications (proposals circulated prior to meeting)
· Preschool confirmation and plan for new hiring and advertising
· Storage re-allocation
· Policy Review (updates for approval circulated prior to meeting)
· None at this meeting
· Strategic Plan Activities
· Investment/Development plan actions;
o Tariff on sell back of solar electricity (Bill)
o Instructions for use of hearing loop system (Angelo)
o Bar refurb status – shelving and new fridge (Angelo)
o Plans/ideas for upstairs rooms for new hiring opportunities (Andrew/Angelo)
· 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
o Advertising and promotion (Hannah, Jane)
o Moscow Drug Club – promotion/advertising/ticket pricing
o Thornbury Swing Band – ticket sales status
o Wotton Wind Band – confirm date and ticket prices
· Hall open day – showcase solar and refurbishment – plans (Kate)
· Monthly Reports (issued in advance - arisings only)
· Finance (Bill)
· Health & Safety (Chris) – inc. Playpark accident update
· Playpark/Skatepark (Steve) – consolidated action list & formal monthly sign off (Kate)
· Monthly checks register (Angelo)
· Monthly maintenance update/ planned activities (Angelo)
· Parish Council feedback (Sue)
· Correspondence & Publicity (Fiona & Jane)
· AOB
HAWKESBURY VILLAGE HALL
Minutes of Committee Meeting
8th August 2022
PRESENT
Andrew Webb Bill
Cullen Hilary Rogers Sally Roberts Jackie
Sandy Angelo Sauro
Fiona Steeds Louise Roberts Jane
Stanbridge Alan Charlesworth
APOLOGIES
Mandy Clarke Steve Magrath Kate Bashford Neil Fozard
Phil Dennett Sue Hope Hannah Herod Vicky Rispin
Andrew welcomed Alan
Charlesworth to the meeting. Alan replaces Sam Allen as a user group committee
member representing the RBL. Phil to arrange for Alan’s registration with the
Charity Commission as a trustee of the Village Hall.
MINUTES OF PREVIOUS
MEETING
The Minutes of the July
meeting were agreed as a true record.
DECISIONS, APPROVALS,
COMMITTEE RATIFICATIONS
Pre-school
We have received formal
confirmation that Pre-school will move to the school from September and will
move all their belongings by the end of August. They have agreed to pay the
£10/week storage charge from end of term to end of August, Bill to send
invoice. It was agreed that Jane will put a notice in the Parish Mag
advising that the main Hall is available for hire during the day and mentioning
the space in the upstairs offices. Jackie
will confirm bookings for people who have already enquired. Once we know what interest there is in hiring
upstairs we can decide whether to invest in upgrading the space. Angelo is
investigating the possibility of having carpet bowls sessions. The necessary equipment is available in the village
and there is some interest.
Storage
Vicky and Hilary have
discussed the available space when pre-school vacate and it was suggested that
we store the chairs and tables together, freeing up the current chair
store. This was agreed. We will still have space available in two of
the understage trolleys.
POLICY REVIEW
None at this meeting. Bar Policy and Hiring T’s & C’s
ongoing.
STRATEGIC PLAN
ACTIVITIES
Investment/Development
Plan Actions:
Tariff on sell back
of solar electricity
Bill has completed the paperwork in order for us to
receive money back from the grid and is awaiting a response.
Instructions for use
of hearing loop
Angelo has done these and will circulate to the Committee.
Bar Refurbishment
Angelo is getting quotes for new bottle fridge. Ed
Littlewood is storing his machine in the bar and Bill will invoice him
for the agreed amount of £10 per week.
Plans/Ideas for
Upstairs Rooms
Andrew asked people to think about what we might want to do
to upgrade the rooms. It was agreed that for the large room we should try to
have a flexible space that could accommodate a number of individual working
pods or be used as a single meeting/conference room by organisations and
businesses. Bill agreed to
co-ordinate this project and make a recommendation to the Committee. Jane to advertise and try to gauge
potential interest in hiring.
ENVIRONMENTAL STRATEGY
DEVELOPMENT
Andrew asked everyone to
get back to Chris on which of the suggested dates they can do, if they haven’t
already done so. Post meeting note: Chris has arranged the meeting for
October 17th starting at 19.45
SECTION 106 FUNDS
Kate is liaising with South Glos Council on potential
plans.
HALL OPERATIONS STATUS
The floor is being done
during w/c 15th August. Kate
will organise the signing in/out book.
BOOKINGS & EVENTS
UPDATE
Bookings update/info
The “Upsidedown Kinks”
event on 8th October has been cancelled. Jackie to email the
organiser and ask them to notify ticket sellers/holders. SGC have booked the Hall for local elections
next May. It was agreed to hold the
Table Top Sale on 8th October 2022.
Jane will not be here to organise but will email Andrew the
details of what is required and he will organise a rota. Celia has asked to hold another fundraiser
and Andrew and Jackie will liaise on charges for this. It was agreed that in future we should ask
for full payment 7 days in advance of any Wedding bookings or other private
events/parties. Andrew to email Vicky regarding payment terms for the Show.
Autumn Music Festival Plans
Thornbury Swing Band has been advertised.
Tickets are £12.50 and it will start at 7.30pm.
Moscow Drug Club – ticket price to be £15, doors open at 7pm for
7.30pm start. Jane to email link
for ticket sales to Louise and she will pass it on to them to put on
their website.
Wotton Wind Band – details
to be sorted with Chris at next meeting.
Jane to publicise these events in the Parish mag and on
social media.
Hall Open Day Kate is waiting for the solar company to get back to
her.
2022 Events/bookings
Kate confirmed that PTA
are not organising a Christmas disco. Jane
suggested doing another gin/wine tasting evening with food on 3rd
December. Hilary to ask FOSM if
they are interested in holding a joint event.
Jane will check availability of gin/wine supplier. To be discussed at next meeting. Angelo to find out when Football Club
are starting and let Bill and Jackie know.
MONTHLY REPORTS
Finance – Bill presented his report for the month. The LEADER
grant has been received. Bill is
concerned about loss of income from Pre-school but it is hoped that reduced
cleaning and heating costs will partially offset this, however it really
depends on our ability to get additional hiring for the main hall and upstairs
rooms particularly on weekday mornings.
Anna O’Brien has agreed to review the accounts.
Health and Safety – Monthly checks completed. No update on recent
accident with swing. Kate is concerned
that we have still not received the tightening tool. Angelo said he will see if we have a
tool which will do the job. Post meeting note: Kate has received the
tool and Angelo will try it out at next maintenance session
Playpark / Skatepark –
Steve has emailed his report, nothing
new to report.
Monthly checks register – Angelo has done these.
Monthly maintenance – it has been too hot for this. Alan suggested
an evening session in August.
PARISH COUNCIL FEEDBACK
No report. Sue was
not at the meeting.
CORRESPONDENCE
None.
AOB
Louise said that the Wildlife Garden is being vandalised on a
regular basis and ornaments have been smashed.
Jane will mention it in the Parish mag.
There being no further
business the meeting was closed at 21h45.
Date of Next Meeting
will be Monday 10th September at 7.45pm