Village
Hall Committee Meeting – 13th January 2025
AGENDA
·
Apologies for
Absence (Fiona)
·
Minutes of Previous
Meeting (Fiona)
·
Issues arising/Decisions/Approvals
·
CIL Application
for dishwasher & PC future hall funding (Andrew)
·
AGM planning (Andrew/Fiona/Bill)
·
Policy Review
(updates for approval circulated prior to meeting)
·
Policy for bar
operation and sale of alcohol – update in line with Premises Licence update (Andrew)
·
Strategic Plan
Activities
·
EV chargers
update (Andrew/Angelo)
·
New chairs
upstairs room (Angelo)
·
Section 106
funds
·
Request for help/support
to manage both projects (Andrew)
o “Young Persons” – Basketball Court refurb/MUGA
o “Nature and Open Spaces” – Rec field perimeter hedging
·
Hall Operations
Status
·
Storage cupboard
issues (Vicky)
·
Bookings &
events update (Jackie)
·
Booking updates/info
(Jackie)
·
2025 regular
bookers status (Jackie)
·
2025 Fund raising
events/bookings calendar (Andrew)
·
Big Breakfast –
plan (All)
·
Greg Chapman (magician)?
(Angelo)
·
Monthly
Reports (issued in advance - arisings only)
·
Finance (Bill)
·
Health &
Safety (Andrew)
·
Playpark annual
review and actions (Angelo/Alan)
·
Monthly checks
register (Angelo)
·
Parish Council feedback (Katie)
·
Correspondence
& Publicity (Fiona & Hannah)
·
AOB (All)
Date of Next Meeting: 10th February at 19.45
Minutes of Committee
Meeting
Monday 13th
January 2025
PRESENT:
Andrew
Webb, Neil Fozard, Jackie Sandy, Alan Charlesworth, Fiona Steeds,
Vicky Rispin, Angelo Sauro, Bill Cullen, Jane Stanbridge, Sue Hope, Katie Griffin,
Sally
Roberts, Hilary Rogers
APOLOGIES:
Mandy
Clark, Hannah Herod
MINUTES
OF PREVIOUS MEETING:
The
Minutes of the November 2024 Meeting were agreed as a true record. No meeting
held in December.
ISSUES
ARISING, DECISIONS, APPROVALS
Cil
Application
We
applied for a CIL grant for the new Dishwasher, but were unsuccessful as it did
not fit the Infrastructure criteria. This has left the Hall Committee confused
as to what the PC will fund and under what types of funding. Andrew will request a meeting between
several members of the Hall Committee and the Parish Councillors to try to
understand and clarify what is covered
by the different funding streams going forward so that we know where the Parish
Council can help financially and allow us to plan accordingly.
AGM
Planning
The AGM
will be held on Monday 24th March at 7pm for 7.30pm start.
POLICY
REVIEW
Bar
Policy
Andrew
has updated the Bar
Policy in line with our new Premises Licence which is the whole Committee’s
responsibility, rather than one person. The policy had been distributed prior
to the meeting and all Committee members confirmed that they have read and
understood it as required by the Licensing Authority. Andrew has taken on the role of Bar
Manager since Joy Harber left the role.
Another “Challenge 25” Notice is needed for the Notice Board – Angelo
to sort this.
STRATEGIC
PLAN ACTIVITIES
EV
Chargers
These are
now in place but the area around them needs to be clearly marked out and
signposted. Angelo/Andrew will
complete the forms to start the contract with the management company. Pricing still to be decided but we hope to be
up and running in the Spring.
New
Chairs for Upstairs Room
Angelo
has ordered 12
chairs for upstairs in keeping with the refurb.
They will be delivered in February.
Depending on how much the room is booked out we will consider replacing
the tables.
SECTION
106 FUNDS:
Nature
& Open Spaces
It was
agreed that Alan’s suggestion of planting hedging around the perimeter
of the Rec is a good one. Jane
offered to lead this Project and get quotes from local contractors for the
work, which will also include on-going annual maintenance costs. Andrew
will liaise with her and pass on his South Glos Council contact information.
Young
Persons Area
A Refurb
of the existing basketball area to create a “mini-MUGA” (Multi Use Games Area)
using the grant money allocated has been agreed. It requires a Project manager to assist
Andrew and Jane will advertise this on social media. Andrew will help
Jane in describing the project and the funding available etc.
HALL
OPERATIONS STATUS:
Vicky was concerned that access to the
Library storage trolleys was hampered by the Bowls Mats and Evergreens
cupboard. However after the meeting it
was established that if the Mats are stored against the radiator the problem
will be solved. Bill/Angelo will
make sure this is done after Bowls sessions.
Vicky also asked for a new low level table for Toddlers which was
approved. However there are 2 (one
slightly higher) in the cupboard. Vicky
will see if they are suitable before ordering a new one.
BOOKINGS
AND EVENTS:
Booking
Updates/Info
Jackie has had a request for a booking on
9/3 for Teak Furniture sale. She will
ask them to protect the Hall Floor and pay in advance when confirming. The
Commercial price rate to be used.
Cricket
Club wish to have a Curry/Race night on 29/3 and asked to run their own
bar. They will have to pay for a staffed
bar as they are not Trustees and the Premises Licence no longer allows non
Committee members/non Trustees to run the bar.
If they wish they can nominate bar staff to work under the supervision
of the Bar Manager and those staff will be paid by the Hall. They can then
choose to donate their payment back to the CC if they so wish.
Andrew
will liaise with
Megan Weston regarding her booking for 28/2.
Christening
Party on March 8th requires a bar – Andrew will manage.
Jackie
is meeting with a
lady who wants to organise a Folk Camp in July, to show her the Hall and
Rec. If she wants to book Jackie/Andrew
will liaise on pricing.
Most
regular bookers have confirmed their 2025 dates. Jackie to confirm dates with Karate
and Circuits.
The Henry
Herbert event was a great success and should yield a good profit for FOSM
and the Hall. Thanks to everyone
involved in organising the event.
Fiona to thank Louise for organising the
“Polaris the Snow Bear” show which was excellent and well supported2024
Fundraising events/Bookings Calendar
FOSM have booked a date in September for
“Proms” event. Details to be discussed when received.
2025
Hall Big Breakfast is
confirmed for Sunday 13th April.
Fiona/Vicky to organise.
Angelo has booked Greg Chapman
Magician for 27/6. He will pay
Hall hire and sell his own tickets. We
will run a bar and publicise the event.
MONTHLY REPORTS:
Finance
There was no Report this
month as we are waiting for grant money to be paid before it can be finalised. Bill went through the details with the
Committee. Andrew managed to get
another £1500 from the Solar Grant people which covers our overspend.
Health & Safety
No issues.
Playpark Annual
Review
Angelo confirmed that we have received a very thorough report
from the new Contractor and the whole site was deemed low risk. There are minor issues to be addressed by the
Maintenance team.
Monthly Checks
All OK. Fiona to review Food Safety Policy.
PARISH COUNCIL
FEEDBACK:
Sue said that an email had been received suggesting the
Hall site Inpost Lockers for residents to receive parcels. The Hall had also been approached. Jane will check that Dick at the Post
Office is ok with the idea and if so Andrew will look into it.
CORRESPONDENCE &
PUBLICITY
None.
ANY OTHER BUSINESS:
Vicky asked for help to put the Christmas Tree away. This was done after the meeting.
Katie asked for better instructions on how to use the
Dishwasher. Angelo to help with
this. She also asked for a pedal bin for
the kitchen. She will let Bill know
which one she wants.
Jackie to remind all Hall Users that any electrical equipment
they bring into the hall must be PAT tested.
Jackie to ask Kate Bashford if she has instructions for
cleaning the floor.
Bill asked if anyone knew the person who offered Insurance
advice during the Playpark incident. Jane
to put something on social media.
There being no further
business, the meeting was closed at 9.45pm.
Date of next
meeting: Monday 10th February 2025