Village Hall Committee Meeting – 11th August 2025
AGENDA
· Apologies for Absence (Fiona)
· Minutes of Previous Meeting (Fiona)
· Issues Arising/Decisions/Approvals
· Sound System update (Andrew/Angelo)
· Main Hall floor cleaning update (Jackie)
· Policy Review (updates for approval circulated prior to meeting)
· None for this meeting
· Strategic Plan Activities
· Environmental Energy Survey – grant application (Andrew)
· Ceiling Project planning
· Section 106 funds
· Hedge planting – update (Jane/Andrew)
· Basketball court refurb (Andrew)
· Hall Operations Status
· None at this meeting
· Bookings & events update
· Booking updates (Jackie)
· Fund raising events calendar (Andrew)
· Tractor run event report (Andrew)
· Events Planning (bar, float, cleaning, special requirements etc)
· Hall/FOSM Last Night Proms (September 13th)
· Private charity fundraiser (September 20th) ?
· Monthly Reports (issued in advance - arisings only)
· Finance (Bill)
· Health & Safety (Andrew)
· Boundary fence update
· Monthly checks register (Angelo)
· Parish Council feedback (Katie)
· Correspondence & Publicity (Fiona/Jane)
· Skatepark graffiti artist
· AOB (All)
Date of Next Meeting: 15th September - TBD
Minutes of Committee
Meeting
Monday 11th
August 2025
PRESENT:
Andrew
Webb, Jackie Sandy, Fiona Steeds, Angelo Sauro, Bill Cullen, Jane Stanbridge,
Kathryn Kempster, Alan Charlesworth, Sue Hope
APOLOGIES:
Mandy
Clark, Sally Roberts, Mark Strange,Katie Griffin, Vicky Rispin, Neil Fozard,
Hilary Rogers
MINUTES
OF PREVIOUS MEETING:
The
Minutes of the July 2025 Meeting were agreed as a true record.
ISSUES
ARISING, DECISIONS, APPROVALS
Sound
System/Hearing Loop
Andrew
and Angelo now know
what is required to integrate the whole system.
They are meeting next week with Drama sound team to determine whether
this work can be done by us or if a professional contractor will be needed. A table based microphone will be purchased
which should ensure everyone can be heard during meetings through the hearing
loop.
Main
Hall Floor Cleaning
Jackie
is meeting with
Craig (who did the floor) on Friday and he will advise whether a new coat or
just a deep clean is needed. If it is
just a clean it might be more economical to buy a machine and use it regularly.
POLICY
REVIEW
Andrew
to do Health &
Safety and GDPR Policy updates
Kathryn
offered to update
Equality & Diversity Policy.
STRATEGIC
PLAN ACTIVITIES
Environmental
Energy Survey
Andrew
had applied for a
grant to cover the cost of a full professional survey but was unsuccessful. He
will now follow up on the original survey done through SGC. If this doesn’t prove to be productive he
will try to get SGC to provide a grant for the full survey.
Ceiling
Project
We need
to replace the ceiling tiles with a more attractive design, destrat fans to be
removed and dimable lighting to be installed.
As a scaffolding tower will be needed Andrew wondered if we need
to paint but it was thought that a good clean might suffice. Angelo suggested wiring for Fire
sensors be done at the same time. Alan/Angelo
to follow up.
SECTION
106 FUNDS:
Hedge
Planting
Andrew
and Jane have
completed the Project Management Plan required by SGC and it is hoped that the
grant money will be received soon. Sue
asked for a Specification of the planting plan to be made available. Jane will email it.
.
Basketball
Court
Andrew
has met with Jack
Anderson who is assisting on this project.
SGC have provided the names of contractors they use as it has been
difficult to find an interested contractor.
The funds are only available until the end of 2026.
HALL
OPERATIONS STATUS:
None
at this meeting.
BOOKINGS
AND EVENTS:
Booking
Updates/Info
Jackie will open the hall for MP Claire
Young on 18/8.
Jackie
had an enquiry about
putting in a Petanque pitch. Andrew
is following up on this. The item is already on the Hall’s list of Projects
after several people have expressed interest in having one installed.
2025
Fundraising events/Bookings Calendar
Nothing
new added to this.
Tractor
Run
This was
an excellent afternnon with a good crowd and great entertainment. The bar was
set up outside which worked very well.
EVENTS
PLANNING (bar, float, cleaning, special requirements etc)
Last
Night Proms 13/9
Quite a
few Committee members are away so help is needed. Jane has produced a list of
the tasks required and Andrew will email it round for volunteers,
including managing and running the bar. Fiona/Kathryn
offered to set up Hall in the morning but are not available later on.
Private
Charity Fundraiser 20/9
Alan offered to stock the bar. He will liaise with Andrew. Help will be needed on the bar and we will
require a trustee as the nominated Bar Manager.
MONTHLY REPORTS:
Finance
Bill presented his Report which had been circulated.
Health & Safety
The fencing on the Roberts
property is now complete and the Wildlife area is open again.
Monthly Checks
The damaged bar window
will be repaired on Thursday. EV Charging area is gradually getting more use. Alan to get a sign “EV Charging here”
or similar to be put on the end of the building.
PARISH COUNCIL
FEEDBACK:
Nothing to report.
CORRESPONDENCE &
PUBLICITY
We have had a request from
local teenager Charlie Hurst for permission to graffiti the Skatepark
area. He will be supervised by a
qualified Artist who also lives in the village. This was approved by the
Committee.
ANY OTHER BUSINESS:
Jackie had a request for the code to the upstairs room. She will give it out when the room is booked.
Kathryn has arranged for a Blinds supplier to meet her at the
Hall on Friday for a quote.
There being no further
business, the meeting was closed at 9.20pm.
THERE WILL
BE NO MEETING IN SEPTEMBER
Date of next
meeting: Monday 13th October 2025