Village Hall Committee Meeting – 5th August 2024
AGENDA
· Apologies for Absence (Fiona)
· Minutes of Previous Meeting (Fiona)
· Issues arising/Decisions/Approvals
· Solar 2 – tender process/supplier selection (Andrew/Angelo)
· Cricket Club CIL application for marquee – Hall input to PC (Sue)
· Emergency access from recreational field (Andrew/Vicky)
· Dogs on the recreational field wrt grass cutting issues (Andrew/Sue)
· De-stratification fans – update (Angelo)
· Policy Review (updates for approval circulated prior to meeting)
· None at this meeting
· Strategic Plan Activities
· None at this meeting
· Section 106 funds
· Multi Use Games Area & Natural/wildlife open space – update (Andrew/Kate)
· Hall Operations Status
· Cleaner update (Kate)
· Tractor run donation for Playpark (Andrew)
· New carpark donations box (Alan/Angelo)
· Bookings & events update (Jackie)
· Booking updates/info (Jackie)
· 2024 Fund raising events/bookings calendar (Andrew)
· Hall Committee fund-raising events – Sept & Dec (Angelo/Neil/Kate)
· Monthly Reports (issued in advance - arisings only)
· Finance (Bill)
· Health & Safety (Andrew)
· Fire door review – short term actions (Andrew/Angelo)
· Playpark annual report and actions (RYNAT)
· Monthly checks register (Angelo)
· Parish Council feedback (Katie)
· Correspondence & Publicity (Fiona & Hannah)
· AOB (All)
Date of Next Meeting: 9th September at 19.45
Minutes of Committee
Meeting
Monday 5th August
2024
PRESENT:
Andrew
Webb, Neil Fozard, Vicky Rispin, Fiona
Steeds, Jackie Sandy, Sue Hope, Kate Bashford, Alan Charlesworth, , Bill
Cullen, Angelo Sauro, Katie Griffin
APOLOGIES:
Mandy
Clark, Jane Stanbridge, Sally Roberts, Hannah Herod
MINUTES
OF PREVIOUS MEETING:
The
Minutes of the June 2024 Meeting were agreed as a true record.
ISSUES
ARISING, DECISIONS, APPROVALS
Solar
2 – Tender Process/Supplier Selection
Following
the awarding of a £38,000 grant, an advert was put on our website inviting
offers to tender for the work. Only one
application was received and it was from Sunlight who had installed the first
bank of solar panels. They meet the spec
and came in on budget. Andrew/Angelo
recommended that we award them the contract and this was approved by the
Committee. They should be able to start
work in September. Two EV Charging
Points are included which will go at the High Street end of the building. This will be managed by a Company who charge
a 10% service fee. There is also the
possibility in future for a total power outage
backup capability whereby if power was lost throughout the village the
Hall solar batteries would continue to provide electricity to keep the Hall
open, but this will be at extra cost. It
was considered that this may provide an essential community space in which people
could congregate in the event of such an issue. We may be able to apply for
further grant aid for this, or potentially CIL funding given the community
benefit it would provide.
Cricket
Club Application for Marquee
The
Cricket Club have asked for £11,500 of CIL money to purchase a Marquee which
they will rent out. Katie advised
that the Parish Council were not completely convinced that the application had
been thought through in terms of Insurance, Storage and Maintenance. They have asked the Cricket Club to come back
with a detailed application. Andrew
asked if we could be kept informed and allowed to have some input, as this
potentially afffects the Hall as a venue for functions, or possibility the
opportunity to use the marquee if it is part public funded, but we would need
to understand the conditions of use.
Emergency
Access
Vicky has had to complete an Event
Notification for SGC for Show Day. The
Council have said that they are concerned that there is only one access point
to the Rec and have asked the Show Committee to find another point of egress in
case of emergency. The only possible
areas adjoin Sally’s property and Vicky will speak to her to ask if it
would be possible to set up a temporary access to her field on Show Day only in
case they need to evacuate the Rec.
Dogs
on the Rec/Grass Cutting
There is
a problem with dog waste being left in the area of Rec where strimming is
necesssary and understandably the Contractor does not want to have to deal with
this. Katie has agreed to monitor the area and assess the level of the
problem. Sue to ask Adam when he
is due to strim prior to Show Day and our Maintenance Team will clear the area
so that he can safely strim it. The Show
Committee also need to know as they want to mark out the area with chalk for
siting of Carnival vehicles. Vicky to
prepare an article for the Parish Mag and send copy to Hannah for Social
media regarding dog mess. Kate
offered to buy some poo bags and leave them at the gate to the Rec to encourage
people to use them.
Destratification
Fans
No
update.
POLICY
REVIEW:
None at
this meeting.
STRATEGIC
PLAN ACTIVITIES:
None at
this meeting.
SECTION
106 FUNDS:
MUGA
and Natural/Wildlife Space
Andrew has approached several companies for
quotes, but only one has responded. He
is awaiting further information.
Wildlife Area – discussions ongoing. It was noted that any nature area
will not impeded on the rec field as currently laid out.
HALL
OPERATIONS STATUS:
Cleaner
Kate has arranged for the school cleaner
to act as cover for when Ange is away.
Tractor
Run
We
received a donation of £2000 from Sunday’s Tractor Run for the Play Area. Some money was paid in on iZettle and Andrew
will check if this should be refunded (ie part of the total £2000). The
funds have been partly used to purchase the 3 new picnic benches which are
proving very popular. Fiona to
send thank you letter.
New
Car Park Donation Box
Alan has sourced a “Pay Here” sign which
will fit over the current box and draw attention to it. Neil felt that a stronger padlock is
required and Alan will purchase that along with the sign, and re-paint
the box to make it more visible.
BOOKINGS
AND EVENTS:
Booking
Updates/Info
Jackie has had several bookings for
Children’s parties. There is also a
booking for a sewing class in the upstairs room.
2024
Fundraising events/Bookings Calendar
Andrew is concerned that we need to
organise a Hall fundraising event which will include the Bar as we are down on
the number of large events from last year, with very few private parties from
village residents and no weddings or christenings. It was agreed that the Committee should come
up with ideas for possible types of event and discuss next month. Please can
all committee members consider this and provide inputs either ahead of, or at
September’s meeting. Proposed date is in October.
Neil is still liaising with Peter
Setterfield who is proposing a talk from
Hobbs Bakery on Bread. The Committee
felt that this would have to be combined with a Wine Tasting and perhaps Cheese
to make it a viable fundraiser. Neil will keep us updated and will need
support from the Committee going forward.
MONTHLY REPORTS:
Finance
Bill presented last month’s account in a revised format
and gave a presentation of how the new Reports will look. There will be 3 distinct funds identified:
Operational, Reserved Funds (investment/development) and Restricted Funds
(Playpark) in line with our finance policy. Each area will have a breakdown of
income/expenditure which will give more detail than before.
Health & Safety
Fire Door Review – there is still confusion as to which doors should be
actual Fire Doors and how we manage this with kitchen access and the serving
hatch. Andrew will find out if
ACRE have a contact for getting a fire assessment/survey done.
Playpark Annual
Report (RYNAT)
Angelo has not received the Report yet and will follow up.
Monthly Checks
Angelo to liaise with the Rispins regarding rotting fence
posts adjoining their property.
The Hopscotch area in the
Playpark needs a repair. Andrew
suggested we get the contractor to sort it which will take pressure off the
Maintenance Team who already have a lot to do.
PARISH COUNCIL
FEEDBACK:
Sue reported that landowners on France Lane have put
forward their land for potential new Housing as part of a “call for land” from the Council (not Hall
business)
CORRESPONDENCE &
PUBLICITY
No correspondence.
ANY OTHER BUSINESS:
Bill said that Anna
O’Brien has agreed to check the Accounts again this year.
Vicky asked if the Electrical Box on the Rec is regularly
checked. Angelo confirmed that
this is done within the mandatory requirements.
There being no further
business, the meeting was closed at 9.55pm.
Date of next
meeting: Monday 9th September 2024 at 19.45