Village Hall Committee Meeting – 10th February 2025
AGENDA
· Apologies for Absence (Fiona)
· Minutes of Previous Meeting (Fiona)
· Issues arising/Decisions/Approvals
· AGM planning (Andrew/Fiona/Bill)
· Allocation of funds – 2025 (Andrew)
· Policy Review (updates for approval circulated prior to meeting)
· None at this meeting
· Strategic Plan Activities
· Phase 3 Development & Environmental Action Plan review (Andrew)
· Section 106 funds
· Covered in previous item
· Hall Operations Status
· None at this meeting
· Bookings & events update (Jackie)
· Booking updates (Jackie)
· Fund raising events calendar (Andrew)
· Big Breakfast (Fiona)
· Monthly Reports (issued in advance - arisings only)
· Finance (Bill)
· Health & Safety (Andrew)
· Monthly checks register (Angelo)
· Parish Council feedback (Katie)
· Correspondence & Publicity (Fiona & Hannah)
· AOB (All)
Date of Next Meeting: 10th March at 19.45
Minutes of Committee
Meeting
Monday 10th
February 2025
PRESENT:
Andrew
Webb, Jackie Sandy, Alan Charlesworth, Fiona Steeds, Angelo Sauro,
Katie
Griffin, Hilary Rogers
APOLOGIES:
Mandy
Clark, Neil Fozard, Vicky Rispin, Bill
Cullen, Jane Stanbridge,
Sue
Hope, Sally Roberts,
MINUTES
OF PREVIOUS MEETING:
The
Minutes of the January 2025 Meeting were agreed as a true record.
ISSUES
ARISING, DECISIONS, APPROVALS
AGM
Planning
The AGM
will be held on Monday 24th March at 7pm for 7.30pm start. Andrew
is working on his Report and Bill on the Accounts. Fiona to email Trustees to ask if they
will stand for re-election. Andrew to update Trustee list.
Allocation
of Funds 2025
Andrew gave a presentation to summarise our
financial status at the beginning of
2025. The Hall is now in a secure financial state operationally, and we have generated funds for re-investment
in the building and new facilities. However increasing running costs through
utilities, insurances etc and capital
expenditure requirements on the infrastructure of the building to address
increased regulatory and insurance requirements plus increased maintenance
costs as the building continues to age means we need to continue to both
fundraise and seek grant aid in various forms. Andrew suggested we put
aside £5k towards our project to replace oil with green energy and this was
agreed. It is planned to build this fund annually and that this
will help with any future grant applications for what will be an expensive
capital project in 2026/27.
POLICY
REVIEW
None at
this meeting.
STRATEGIC
PLAN ACTIVITIES
Phase
3 Development & Environmental Action Plan Review
Andrew talked through the updated 2024-2027
strategic development plan phase 3 highlighting the projects we have earmarked
going forward. He has notionally
attributed budgets to each project but said these are arbitrary at this time as
we need to understand the position of the Parish Council with regards longer
term financial support to the hall.
Andrew
has sent a paper and requested a meeting with Parish Councillors to discuss
developing a 3 year funding plan, primarily aimed at applying for CIL Money towards the infrastructure work on
the hall, such as Fire Safety and Security which are mandatory but offer no
improvement to hall revenues or improving the facilities. Katie suggested that we press for a
meeting in March.
The
overall plan was agreed in principle and it was further agreed that the easier
and less debatable projects, e.g.
purchase of tables for the upstairs room, website development and
finalisation of the EV Charging area should go ahead.
Jane has spoken to interested parties
about the proposal to plant hedging around the perimeter using the Section 106
funding. We are hoping to put this to
tender very soon.
Regarding
the Young People’s 106 fund, it was agreed that a working party will meet on
the Rec to decide the best way forward regarding the area around the Basketball
court. Andrew, Jane, Angelo, Alan
(and possibly Bill) volunteered to do this and bring a proposal back to the
Committee on what this project should include and how it could be physically
accommodated.
SECTION
106 FUNDS:
See
above.
HALL
OPERATIONS STATUS:
None at
this meeting.
BOOKINGS
AND EVENTS:
Booking
Updates/Info
Jackie has confirmed the Bee Keepers
meeting. They will require the upstairs
room and parking on the Rec.
Jackie
met with the lady
who wants to organise a Folk Camp but although she decided not to go ahead this
year she may book our venue in the future.
2025
Fundraising events/Bookings Calendar
We have 4
major fundraisers booked so far this year which is an improvement on 2024.
2025
Hall Big Breakfast
Fiona thanked those who have volunteered
to help. We could still do with another
couple of volunteers. There is no-one to do the Raffle and we need more people
to cook bacon. Fiona to email
round again. Andrew requested that User Group Trustees and other members of
their groups try to help out as the exec committee Trustees are extremely busy
with all other aspects of running the hall.
MONTHLY REPORTS:
Finance
Bill was not present so no Report distributed this month.
Health & Safety
No issues.
Monthly Checks
Andrew & Angelo to meet regarding Destrat Fans situation.
Angelo has successfully trialled the EV Charging
facility. There are a few details to
finalise before we go public with it. Plan to have it fully activated in early
March.
EWS have recommended we empty one water tank as the
showers are not being used and the water could become stagnant. Angelo will arrange for Ricky to do
this.
PARISH COUNCIL
FEEDBACK:
Katie re-iterated that we should pursue the meeting with
Parish Councillors urgently as there is another project being considered for
CIL funding.
CORRESPONDENCE &
PUBLICITY
A request from a Fish
& Chip Van to set up in the Hall Car Park has been received. Andrew
proposed we reject the request in light of how this would affect business at
the Pub, bearing in mind they already offer Fish & Chips. This was agreed.
ANY OTHER BUSINESS:
Jackie will speak to Ange about cleaning the main hall floor
on a weekly basis using the prescribed cleaning materials in addition to the
regular sweeping etc. .We will then decide if a one-off deep clean by the floor
company is required.
Fiona to let Bill & Jackie have dates for Knead Bakery
so that they can be invoiced.
Angelo/Andrew to find alternative space for Ed as EV Chargers are
now in situ.
There being no further
business, the meeting was closed at 9.55pm.
Date of next
meeting: Monday 10th March 2025