Village Hall Committee Meeting – 12th February 2024
AGENDA
· Apologies for Absence (Fiona)
· Minutes of Previous Meeting (Fiona)
· Decisions, Approvals, Committee Ratifications (proposals circulated prior to meeting)
· Approval of Investment/development hall budget – 2024 (Andrew)
· Policy Review (updates for approval circulated prior to meeting funds
· Employment policy - update (Bill)
· Strategic Plan Activities
· Heating Control/Energy Management System – operation update (Angelo)
· West of England Rural Fund – potential solar application (Andrew/Angelo)
· Other funding source meetings arising (Andrew)
· Section 106 funds
· 2024 Capital Projects list to be presented end Q1
· Hall Operations Status (Kate)
· Nothing to report
· Bookings & events update (Jackie)
· Booking updates/info (Jackie)
· 2024 Fund raising events/bookings calendar (Andrew)
· Hall Committee fund raising events – Sept & Dec (all)
· Tango Calor band – finance report (Andrew)
· Big Breakfast – roles confirmation, raffle prizes and publicity (Andrew)
· Monthly Reports (issued in advance - arisings only)
· Finance (Bill)
· Health & Safety (Andrew) – entrance porch head protection (Alan)
· Monthly checks register (Angelo)
· Parish Council feedback (Katie)
· Correspondence & Publicity (Fiona & Jane)
· AOB (All)
Date of Next Meeting: 11th March 2024 at 7.45pm
Minutes of Committee Meeting
Monday 12th February 2024
PRESENT:
Andrew Webb, Bill Cullen, Jane Stanbridge, Angelo Sauro, Neil Fozard, Vicky Rispin, Alan Charlesworth, Hilary Rogers
APOLOGIES:
Hannah Herod, Mandy Clarke, Sally Roberts, Kate Bashford, Fiona Steeds, Jackie Sandy, Katie Griffin
MINUTES OF PREVIOUS MEETING:
The Minutes of the January 2024 Meeting were agreed as a true record.
DECISIONS, APPROVALS, COMMITTEE RATIFICATIIONS
Approval of Investment/development hall budget - 2024
Andrew proposed that the policy of retaining £20,000 in the account as a safety measure against unseen arisings or annual losses was continued for 2024 and that the remaining account balance above this (excluding the restricted funds for the playpark and skatepark) should be committed to the 2024 investment/development reserved fund. This was seconded by Bill and approved unanimously. The account balance is currently approx £40,600 so it was agreed that £20,000 would be committed to the reserved development budget, leaving a little more than £20,000 retained in the account as a safety fund.
POLICY REVIEW:
Employment Policy
Bill had sent out the revised policy in advance. Only minor changes had been made and the new revision was agreed.
STRATEGIC PLAN ACTIVITIES:
Heating Control/Energy Management System – operation Update
Angelo and Andrew had met with West Country Electrical to discuss the de-stratification fans. They explained that the current system was not fit for purpose due to the noise and lack of control. The contractor accepted the input and committed to look into it and come back with an alternative propopsal. We will await that input before agreeing what action to take.
West of England Rural Fund
Andrew and Angelo reported that since January’s meeting a call for applications had been circulated by the West of England Rural Fund under the umbrella of the national Government’s “levelling-up” programme. The fund is particularly focussed on capital investment in community buildings and assets in rural areas with a focus on environmental improvements. Hawkesbury qualifies for the grant which can be up to 100% funded and a total value up to £40,000. Given the size of opportunity Angelo and Andrew have spent the past few weeks investigating our environmental strategy energy proposals including ground source heating and additional solar PV. Two companies have been contacted to provide inputs. Whilst ground source heating would be the only effective method to remove our dependency on oil it requires substantial surveys and evaluation to properly specify the requirement and the short notice for the applications (deadline Feb 16th) precludes that. Andrew and Angelo have therefore constructed a proposal based on maximising our solar array and installing 2 Electric Vehicle charging points to generate additional revenue. Along with our current solar this would enable us to be totally self sufficient for lighting, electrical appliances and hot water, provide a revenue steam through the EV chargers and provide sufficient capacity to operate ground source heat pumps in the future. It is not intended to commit any hall funds to the application so they proposed that the application should be submitted and we’ll see if we are successful. This was agreed by the Committee. Vicky added that we would need to consider how we manage overnight EV charging v parking in the car park should the application be successful.
Other funding source meetings arising
Andrew reported that as well as the fund mentioned above he also had a meeting scheduled with the Horticultural Show Committee (who have funds to release) plus, along with Kate, a meeting with the Section 106 officer at South Glos council regarding the unallocated funds consequent of the Park St development. He reported that once he had a clear view of the total funding potential plus any restrictions it would allow him to construct the next 3 year strategic plan for review with the Committee and specifically the 2024 element of that plan.
SECTION 106 FUNDS:
Kate & Andrew to go back to SGC for further discussion on this – see note above.
HALL OPERATIONS STATUS:
Nothing to report.
BOOKINGS AND EVENTS:
Nothing to report from Jackie.
The next bar is at the PTA curry & quiz event – Andrew has that in hand.
Tango Calor hall fundraiser made a profit of £390.
Big Breakfast 2024 - Sunday 3rd March – Fiona has everything in hand and has issued the rota. Committee requested to provide raffle prizes and for Jane to publicise appropriately. Vicky agreed to place posters in the village.
Hall fundraising events – two more events are planned for Sept and Dec. Alan proposed an “Oktoberfest” in late Sept/early Oct with oompah band, suitable hall decoration, etc and agreed to investigate the details and costs of putting this on. The alternative is to hold a live music event featuring a “show marquee type of popular band”. It was noted that our recent live music events were not very popular but maybe they were too niche. It was also noted that the usual after show Sunday night live band will not be taking place this year.
For December it was agreed that the Gin evening has established a precedent for a good pre-Christmas social event in conjunction with the FOSM, but that Gin was now a bit tired and a new format was required. Andrew said that the level of profit generated was excellent and there was scope to pay for services to be provided if required. Neil agreed to ask the FOSM committee for ideas and inputs at their next meeting and report back.
MONTHLY REPORTS:
Finance
Bill presented his Report which was discussed. Finances are in a good place at this point in time.
Health & Safety
No accidents or incidents reported since last meeting. Alan to undertake action on Entrance Canopy.
Monthly Checks
Angelo reported that various maintenance tasks have been undertaken and that the maintenance team have now taken over the playpark/skatepark/basketball court/general rec monthly checks and inspections including bin emptying, relieving Steve McGrath of this duty. Fiona to write to Steve thanking him for his efforts over the past 10 years. No outstanding policy document requirements and no exceptions on the check lists. Angelo is arranging for the dishwasher to be repaired and will contact the clothing bank regarding payments as the recent sum received is very low in comparison to the regular payments we receive.
PARISH COUNCIL FEEDBACK:
Neither Katie nor Sue were present so no feedback available.
CORRESPONDENCE & PUBLICITY
No correspondence. Jane prepared an article for the Parish magazine during the meeting.
ANY OTHER BUSINESS:
It was decided we will not allow loaning/hiring of hall equipment to any groups or individuals outside of Hawkesbury. Andrew will inform the Hillesley group that our crockery is not available for their Summer Ball.
There being no further business, the meeting was closed at 9.35pm
Date of next meeting: Monday 11th March 2024 at 7.45pm
Minutes of Committee Meeting
Monday 12th February 2024
PRESENT:
Andrew Webb, Bill Cullen, Jane Stanbridge, Angelo Sauro, Neil Fozard, Vicky Rispin, Alan Charlesworth, Hilary Rogers
APOLOGIES:
Hannah Herod, Mandy Clarke, Sally Roberts, Kate Bashford, Fiona Steeds, Jackie Sandy, Katie Griffin
MINUTES OF PREVIOUS MEETING:
The Minutes of the January 2024 Meeting were agreed as a true record.
DECISIONS, APPROVALS, COMMITTEE RATIFICATIIONS
Approval of Investment/development hall budget - 2024
Andrew proposed that the policy of retaining £20,000 in the account as a safety measure against unseen arisings or annual losses was continued for 2024 and that the remaining account balance above this (excluding the restricted funds for the playpark and skatepark) should be committed to the 2024 investment/development reserved fund. This was seconded by Bill and approved unanimously. The account balance is currently approx £40,600 so it was agreed that £20,000 would be committed to the reserved development budget, leaving a little more than £20,000 retained in the account as a safety fund.
POLICY REVIEW:
Employment Policy
Bill had sent out the revised policy in advance. Only minor changes had been made and the new revision was agreed.
STRATEGIC PLAN ACTIVITIES:
Heating Control/Energy Management System – operation Update
Angelo and Andrew had met with West Country Electrical to discuss the de-stratification fans. They explained that the current system was not fit for purpose due to the noise and lack of control. The contractor accepted the input and committed to look into it and come back with an alternative propopsal. We will await that input before agreeing what action to take.
West of England Rural Fund
Andrew and Angelo reported that since January’s meeting a call for applications had been circulated by the West of England Rural Fund under the umbrella of the national Government’s “levelling-up” programme. The fund is particularly focussed on capital investment in community buildings and assets in rural areas with a focus on environmental improvements. Hawkesbury qualifies for the grant which can be up to 100% funded and a total value up to £40,000. Given the size of opportunity Angelo and Andrew have spent the past few weeks investigating our environmental strategy energy proposals including ground source heating and additional solar PV. Two companies have been contacted to provide inputs. Whilst ground source heating would be the only effective method to remove our dependency on oil it requires substantial surveys and evaluation to properly specify the requirement and the short notice for the applications (deadline Feb 16th) precludes that. Andrew and Angelo have therefore constructed a proposal based on maximising our solar array and installing 2 Electric Vehicle charging points to generate additional revenue. Along with our current solar this would enable us to be totally self sufficient for lighting, electrical appliances and hot water, provide a revenue steam through the EV chargers and provide sufficient capacity to operate ground source heat pumps in the future. It is not intended to commit any hall funds to the application so they proposed that the application should be submitted and we’ll see if we are successful. This was agreed by the Committee. Vicky added that we would need to consider how we manage overnight EV charging v parking in the car park should the application be successful.
Other funding source meetings arising
Andrew reported that as well as the fund mentioned above he also had a meeting scheduled with the Horticultural Show Committee (who have funds to release) plus, along with Kate, a meeting with the Section 106 officer at South Glos council regarding the unallocated funds consequent of the Park St development. He reported that once he had a clear view of the total funding potential plus any restrictions it would allow him to construct the next 3 year strategic plan for review with the Committee and specifically the 2024 element of that plan.
SECTION 106 FUNDS:
Kate & Andrew to go back to SGC for further discussion on this – see note above.
HALL OPERATIONS STATUS:
Nothing to report.
BOOKINGS AND EVENTS:
Nothing to report from Jackie.
The next bar is at the PTA curry & quiz event – Andrew has that in hand.
Tango Calor hall fundraiser made a profit of £390.
Big Breakfast 2024 - Sunday 3rd March – Fiona has everything in hand and has issued the rota. Committee requested to provide raffle prizes and for Jane to publicise appropriately. Vicky agreed to place posters in the village.
Hall fundraising events – two more events are planned for Sept and Dec. Alan proposed an “Oktoberfest” in late Sept/early Oct with oompah band, suitable hall decoration, etc and agreed to investigate the details and costs of putting this on. The alternative is to hold a live music event featuring a “show marquee type of popular band”. It was noted that our recent live music events were not very popular but maybe they were too niche. It was also noted that the usual after show Sunday night live band will not be taking place this year.
For December it was agreed that the Gin evening has established a precedent for a good pre-Christmas social event in conjunction with the FOSM, but that Gin was now a bit tired and a new format was required. Andrew said that the level of profit generated was excellent and there was scope to pay for services to be provided if required. Neil agreed to ask the FOSM committee for ideas and inputs at their next meeting and report back.
MONTHLY REPORTS:
Finance
Bill presented his Report which was discussed. Finances are in a good place at this point in time.
Health & Safety
No accidents or incidents reported since last meeting. Alan to undertake action on Entrance Canopy.
Monthly Checks
Angelo reported that various maintenance tasks have been undertaken and that the maintenance team have now taken over the playpark/skatepark/basketball court/general rec monthly checks and inspections including bin emptying, relieving Steve McGrath of this duty. Fiona to write to Steve thanking him for his efforts over the past 10 years. No outstanding policy document requirements and no exceptions on the check lists. Angelo is arranging for the dishwasher to be repaired and will contact the clothing bank regarding payments as the recent sum received is very low in comparison to the regular payments we receive.
PARISH COUNCIL FEEDBACK:
Neither Katie nor Sue were present so no feedback available.
CORRESPONDENCE & PUBLICITY
No correspondence. Jane prepared an article for the Parish magazine during the meeting.
ANY OTHER BUSINESS:
It was decided we will not allow loaning/hiring of hall equipment to any groups or individuals outside of Hawkesbury. Andrew will inform the Hillesley group that our crockery is not available for their Summer Ball.
There being no further business, the meeting was closed at 9.35pm
Date of next meeting: Monday 11th March 2024 at 7.45pm