HAWKESBURY VILLAGE HALL
Minutes of Committee Meeting
14th February 2022
PRESENT Hilary Rogers Phil Dennett Angelo Sauro Vicky Rispin Andrew Webb Jackie Sandy Sally Roberts Kate Bashford Louise Roberts Sam Allen Chris Knight Jane Stanbridge (via Zoom) Hannah Herod Neil Fozard
APOLOGIES Bill Cullen Sue Hope Steve Magrath Mandy Clark Fiona Steeds Neil Adams
MINUTES OF PREVIOUS MEETING
The Minutes were agreed as a true record.
DECISIONS, APPROVALS, COMMITTEE RATIFICATIONS
Tree planting revised proposal – Sue was unable to attend the meeting but had commented via email:
The changes from the original proposals for tree planting are taking on board the Hall Committee’s comments; they objected to any trees being planted by the poplars, this has been listened to, and more planting around the football shed/hut, but with some shrub planting behind the goal post area. Trees and hedging to be planted at the bottom of the field to strengthen the boundary.
The Committee assumed that a further proposal would be received from the Parish Council following the Village Hall September meeting. They would like to see a further plan and asked that Sue Hope requests the Parish Council provide a revised plan to be viewed at the March committee meeting, which includes numbers of plants and sizes of plants in each location.
POLICY REVIEW
No Policies due for review this month.
Chris is responsible for producing the Environmental Policy. This could cover a range of issues. Chris suggests the best way to do this would be to run some informal workshops where the approach and issues that we would like the Policy to cover are agreed. Chris will set up the first workshop for a Monday evening after the AGM.
STRATEGIC PLAN ACTIVITIES
Solar Power Project
Leader funding has been secured for £12,108 of the £20,180 project. The preferred contractor has said costs may increase due to increases in prices of invertors and panels – this will be confirmed tomorrow. However, assuming the increases are not significant, the remaining funding has been secured through CIL Money of £4k (see below) and £4k from Hall reserves. Andrew, Kate and Phil are due to meet with Dick Whittington on 15/02/22 to finalise the grant arrangements. Kate, Andrew and Angelo to meet with contractor on site to confirm the location of the battery storage and agree the timescale schedule for the works.
Energy Project – no further developments. Still hoping that the report will be complete by March. We will request the raw data if the final report cannot be completed by Dan.
Storage
An application has been made to the Parish News for funding support for rails for the under stage storage trolleys. Trolley 2 will also require some additional wheels. Investment money to supplement the funding has previously been agreed.
Angelo requested that spare keys for the under stage storage are held in the safe. Sam will arrange for a copy of the drama key, Vicky to arrange copy of trolley 4, Kate to ask preschool for keys to trolleys 2 and 3.
Chair store plan is not in place yet as safe needs to be moved and confirm library trolleys will fit.
Safe moving – Andrew and Angelo will plan.
Buffs memorabilia – there are some photos in the upstairs storage area, and the items in the display cabinet in the meeting room need to be removed. Vicky volunteered that the bottom drawer of the parish magazine archive filing cabinet is free and could be used for storage of these items. Angelo to confirm if key is available for display case in the meeting room.
Sam asked if Preschool had been able to reduce the length of their main storage cupboard in the Hall as it was proving difficult to remove and replace the new tables from the table store and could become a hazard.. This will form Phase 2 of the storage project which needs to include a meeting with Preschool. Andrew to write to preschool.
Hall refurbishment project
Proposal from Kate and Sally. Most of the items suggested have already been approved. However, it has been suggested that the refurbishment includes work on the floor – this needs additional consideration as it is not on the authorised plan. The Committee agreed that if possible the work to the floor should be done. Approx. 50% of its funding has been secured through the additional “Omicron grant” that Kate has secured from S.Glos. Kate will make additional grant application to try to secure funding for the remaining amount. However, it should be possible to fund this from Hall funds if 2022 is a successful year. A breakdown of work and costs / income is shown below. Kate and Sally will meet with the new bar manager, Joy, to confirm colour schemes etc. Kate will liaise with Andrew and Angelo to draw up a project plan for the work.
The Hearing Loop was discussed, and consideration given to whether a hearing loop was required in the smaller meeting room as well as the main hall given the overlap interference issue between two systems. However it was felt that it was unlikely that both rooms would need to be using the hearing loops at the same time and the benefit of enabling both rooms outweighed the low likelihood of interference. Angelo will arrange for the install to go ahead.
SECTION 106 FUNDS & CIL FUNDS
Section 106 Funding
A meeting is to be arranged between the Parish Council and all groups in the village who may be interested in accessing this funding. The meeting date is to be confirmed. Andrew encouraged all committee members to consider what it would be best to secure funding for. The funding is targeted at sports and outdoor activities.
CIL Money
The Parish Council has donated £4000 of CIL Funding towards the Solar Project. This is very positive news and means that the solar project can now go ahead. Furthermore they have agreed to contribute £1000 toward the cost of the hearing loop system.
HALL OPERATIONS STATUS
Hygiene considerations need to be factored into ongoing terms and conditions. Kate will continue to monitor for further ACRE guidance and the position will also be reconsidered following Government guidance on 24th February.
BOOKINGS & EVENTS
Bookings Update –
Wedding for 11th June – quotation to be provided by Andrew & Jackie. They would like to hear of anyone who could offer a cold buffet – we will ask various contacts but the Hall will not undertake this.
Platinum Jubilee – idea of live screening the evening event on Saturday 4th June. The Jubilee Group have asked if this is a possibility. Andrew, Hannah, Phil, Jackie volunteered to be involved – but more volunteers are required for this to go ahead. Any other volunteers should contact Andrew. The Hall may also be used on the Saturday afternoon to host a display.
Jackie asked if we could do bar costings by the hour. Jackie and Andrew will meet to review this.
Christening on Sun 20th – we need the Hall cleaned between football and a christening booking. Angelo to confirm if there is a fixture. If there is, Kate will ask Jess or Ange to clean. Andrew & Jackie will provide a cost for use of the bar during the afternoon.
Hall Breakfast – Kate updated the list of those available to help. Kate will review with Fiona to confirm we have enough volunteers. Vicky requested Raffle prizes to be donated – they can be left in the box in the kitchen.
Table-top sale - 30th April suggested as a date – to be publicised in the Parish Mag.
Open Gardens – an email had been received from Pauline Dixon with a proposal. The proposal asked if the Hall could be used as designated parking for the event, and to suggest that the Hall could be used as a fundraising “venue” during the event. This was discussed by the Committee. It was recognised that it could be an opportunity but unfortunately we don’t have sufficient support for an event over that weekend. The Committee is also keen to highlight that we would not like the Hall carpark to be directed as official parking for the event: we need to ensure that other people (e.g. those using the playpark or other Hall users) can still access the carpark, and we do not want to set a precedent that the Hall carpark can be used as a public parking facility. Kate will email Pauline to confirm.
Dates – Thornbury Swing Band (May) Wotton Wind Band (Sept)
14th May agreed for Thornbury Swing Band and 15th October for Wotton Wind Band. Andrew to make the bookings.
2022 Fund Raising Events/Bookings Calendar – this was shared. There are now a number of events throughout the year.
Moscow Drug club has been booked for 1st October by Louise. The cost is £850. Tickets are usually £15 each. Jane will look into an online facility for selling tickets.
MONTHLY REPORTS
Finance – report from Bill has been shared. Whilst it showed a net loss for the month it was noted that there were no fund raising events in the period and some significant costs from previous months had been paid in the period.
Health & Safety – Chris had shared his Health and safety update. There has been considerable work completed under COSHH and Chris is considering options for food hygiene training.
Playpark/Skatepark – RoSPA visit is due in May. We will be notified of the date and time of the inspection and at least one committee member will need to meet the inspector. Fiona to include review of RoSPA actions on next agenda.
Monthly Checks – Angelo shared his report.
First aid kit has been updated and new items purchased. Items have been added to maintenance list following review by Andrew Warner. CCTV is ongoing.
Monthly maintenance
Angelo summarised list of maintenance activities that have taken place in the past month. Some items have been purchased or are required – downpipe, water butt, extension lead, disabled toilet PIR and bulb, bar tap attachment.
Front wall has been checked and photographed to provide a reference point. There is some ivy on the wall that will be removed.
EWS who complete our water checks have sent through a new contract. There is no price increase. Angelo to confirm with them that it will continue.
PARISH COUNCIL FEEDBACK – no report this month.
AGM PLANNING – Monday 21st March, 8pm. We want to ensure that attendees can review reports before the meeting. These will be available for review at 8pm and the business part of the meeting will be 8.30-9pm. After the meeting the bar will be open and nibbles provided with the opportunity to discuss the development/investment plans for 2022.
CORRESPONDENCE & PUBLICITY
None received.
AOB
£35.53 received in carpark donations.
Piano – a small number of WI members would like to keep the piano, however, a vote was taken and it was agreed the piano could be removed and would not be replaced. Louise will advertise the piano on second to none.
DATE OF NEXT MEETING – Monday 14th March, 8pm.
Hall Improvement project
Expenditure
Decorating
£3610
Lighting
£500
Benches
£900
Pads
£300
New & relocated radiator
£330
New flooring in alcove area
£200
Deep clean and seal of floor
£5600 - £6400
Under stage rails
£685
Hearing loop
1300
Total:
£13,425 - £14225
Note:
All prices include VAT
Price for benches and pads are based on a single quote (more quotes requested).
Cost of flooring depends on the finish that we choose.
Income
Hall reserves – hall refurb
£6000
Hall reserves – storage
£500
Hall reserves – hearing loop
£500
Parish News Grant (rails)
?
Parish Council Grant (hearing Loop)
£1000
Omicron grant
£2667
A.N.Other grant (e.g. national lottery)
£2758 - £3558