HAWKESBURY VILLAGE HALL
Minutes of Committee Meeting
13th February 2023
PRESENT
Andrew Webb Hilary Rogers Kate Bashford Angelo Sauro Alan Charlesworth Vicky Rispin Louise Roberts
APOLOGIES
Jackie Sandy Jane Stanbridge Bill Cullen Fiona
Steeds Mandy Clarke Steve Magrath Sue Hope
Phil Dennett Neil Fozard Sally Roberts Hannah Herod Charene Winbow Sally Roberts
The Committee’s thoughts are with the Dennett family.
MINUTES OF PREVIOUS
MEETING
The Minutes of the January
meeting were agreed as a true record.
DECISIONS, APPROVALS,
COMMITTEE RATIFICATIONS
Parish Council grant
request and meeting feedback – a
document had been shared with the Committee in advance of the meeting. This had
also been submitted to the Parish Council who had subsequently invited Andrew
to speak to the Parish Council at their meeting last week. Andrew provided a
summary of key points in the document and from the meeting. The key purpose for
making the request is that having found a way to close an annual deficit of
approx. £6,000 between regular hiring revenue and the annual costs of operating
and maintaining the hall facilities over the past two years, the loss of
Pre-school and football at the end of 2022 means that the deficit will increase
to £10,000 and the committee cannot see a means of addressing the additional
£4,000 gap going forwards. The committee request was for a £3,000 operational
grant.
The 2023-2024 precept has
already been set so the Parish Council cannot use that as a method to support the Hall this year. However, they
do hold £3,000 of grant funding for distribution throughout the Parish.
Without sufficient support
it is anticipated that the Hall will make a financial loss in 2023, and this
will eat into the Hall reserves. But it is hoped this can be addressed via an annual
grant from the Parish Council in subsequent years following an increase in the
Precept. The Parish Council need to consider whether this would be acceptable
and will respond to us.
A suggestion was made that
the Hall could market the availability of pitches to football clubs. Andrew will
consider the best way to tackle this.
Suggestion that an article
could appear in the Parish news to provide further information around the
finances of the Hall. This will be considered later in the year when the
relevant information is available. Andrew will take this on. Kate will
liaise with Andrew on further information.
POLICY REVIEW
None at this meeting.
STRATEGIC PLAN
ACTIVITIES
2023 consolidated
investment / development plan –
Andrew had shared in
advance of the meeting a proposed Action Plan for 2023. This summarised 15 key
activities which had been identified at discussions at the January meeting. The
Committee briefly discussed some items included in the plan.
Website update and
development - it was agreed that Bill,
Andrew, Angelo and Jackie would meet to review the customer interface of
the booking system, and implement the new pricing structure. This aims to
ensure that the booking system is clearer and more user friendly.
Hallmark – Dick Whittington has said that they don’t have the
capacity to carry out certification at the moment – this may be possible later
in the year.
Product Brochures – Kate, Andrew, Jane and Jackie to meet to put
ideas together.
Waste services – a recycling bin is available. All recyclable items
collected in the designated bins in the kitchen and bar can be emptied into
this. However, this hasn’t been emptied by the contractor in January. Angelo
is following this up.
2023 Investment Budget
– proposal and endorsement -
As part of the above plan,
it is proposed that £5,500 is allocated from Hall funds for the implementation
of the Development Plan during 2023. This is based on retaining a reserve of
£20,000 in the Hall accounts and mirrors the agreement made for last year’s
2022 development plan. In some cases additional grant funding will be required
for the actions to be fully implemented. This was agreed. However, due to fewer
numbers attending the meeting, any further comments on this proposal should be
shared with Andrew as soon as possible.
Product Brochures – see notes above.
ENVIRONMENTAL STRATEGY
DEVELOPMENT
Now included in 2023
Investment / Development Plan.
SECTION 106 FUNDS
Requests for support for
helpers to raise funds to cover the annual insurance costs for the playpark/skatepark have been shared on
facebook and in the parish mag, but have received limited support.
Agreed that in another
month or so, another advert is placed which focuses on asking “would someone
come forward and run the shopping evening?”, highlighting that profits pay for
insurance for the playpark and skatepark.
Kate will confirm that Karen is happy to allow the hall to
continue to run the Shopping Evening.
The new Section 106 funds
associated with the Park St development to be discussed once the current
playpark/skatepark position is resolved.
HALL OPERATIONS STATUS
Campervan has been parked
in hall carpark. Angelo will address this.
Children’s party on
12/2/23 – they were using bouncy castles and were not aware that they should
not drag them across the floor. Consideration was given as to whether we should
have protection for the floor when using this. It was concluded that when the
website is reviewed if possible bookings for children’s parties will be asked
an extra question to see if a bouncy castle is being hired. Hopefully this will
allow Jackie to contact the hirer and ask them to confirm insurance
arrangements and highlight the importance of not dragging the uninflated castle
across the floor.
BOOKINGS & EVENTS
UPDATE
Bookings update/info – the new pricing system will be implemented on the
website over the coming weeks. Jackie and Andrew continue to work to arrange
costs for wedding packages.
2023 Fundraising events
calendar
Currently only 2 committee
organised fundraising events are planned. Last year we did 6, but a total of 4
(1 per quarter) is deemed reasonable. Louise
highlighted some events that are available through Razzle and will investigate
this further.
Andrew will also follow up on some details about a
Shakespeare production.
It was decided to remove
the car boot sale as a proposed fundraiser.
Kate to investigate the supermarket token scheme.
Noted that one wedding is
taking place on the Coronation Weekend and consideration needs to be given to
road closures.
Andrew will highlight any events that will need bar staff.
Big Breakfast &
Solar Display –
A spreadsheet of jobs for
the day was discussed. Any further volunteers are very welcome – Kate
will send email asking for any more helpers. Set up starts at 8am. Kate
will prepare solar display.
Kate to ask Jackie or Fiona to invite regular hall hirers
if they would like to promote their activities at the Hall.
All committee members are asked if they have any raffle
prizes – please could these be dropped off with Vicky Rispin.
Short mat bowls
opportunity – ongoing.
MONTHLY REPORTS
Finance – no report as Bill is on holiday.
Health and Safety – Andrew is taking this on. Nothing to report – no update due.
No incidents reported.
Playpark / Skatepark – roundabout is
not working well – it is possibly full of grit. Kate to ask installer
for any advice. Shackles on basket swing are showing signs of wear – Angelo
to check.
Inspection is due. Kate
to arrange. This is to be done to an alternative provider than RoSPA and Kate
will confirm with the Parish Council how the grant to cover the cost will be
paid.
Monthly checks register – Angelo presented his report.
Andrew will speak to Chris Knight about status of Fire Risk
Assessment
Certificate of Employers
Liability Insurance – has this renewed? – Bill to display new
certificate.
Angelo and Andrew will look to progress the alcohol licence.
PARISH COUNCIL FEEDBACK
No report this month.
CORRESPONDENCE
None
AOB
Thank you to Tom Hodder,
Hilary and Colin Danks for their support and donations to the community garden.
Hilary reminded the
maintenance team that the shield needs to be displayed.
Is there an extension lead
in the Hall for Hall users to use? – could one be purchased please? – Angelo
will arrange this.
Date of Next Meeting
will be Monday 13th March at 7.45pm.