Village Hall Committee Meeting – 11th July 2022
AGENDA
· Apologies for Absence (Fiona)
· Minutes of Previous Meeting (Fiona)
· Decisions, Approvals, Committee Ratifications (proposals circulated prior to meeting)
· Use of dogs on the recreational playing field – alternative proposal (Phil)
· Policy Review (updates for approval circulated prior to meeting)
· None at this meeting
· Strategic Plan Activities
· Investment/Development plan actions;
o Tariff on sell back of solar electricity (Bill)
o Instructions for use of hearing loop system (Angelo)
o Bar refurb status – shelving and new fridge (Angelo)
o Timing for entrance hall and corridor redecoration (Angelo)
· Environmental Strategy Development
· Summary and outcomes from planning meeting (Chris)
· Energy Project – final report timescale (Angelo)
· Section 106 funds
· Nothing more at this meeting
· Hall Operations Status (Kate)
· Bookings & events update (Jackie)
· Booking updates/info (Jackie)
· 2022 Fund raising events/bookings calendar (Andrew/Jackie)
· Moscow Drug Club – promotion/advertising/ticket sales planning
· Hall open day – showcase solar and refurbishment – plans (Kate)
· Monthly Reports (issued in advance - arisings only)
· Finance (Bill)
· Health & Safety (Chris) – Playpark accident report and actions. Other actions update
· Playpark/Skatepark (Steve) – consolidated action list (Kate)
· Monthly checks register (Angelo)
· Monthly maintenance update/ planned activities (Angelo)
· Parish Council feedback (Sue)
· Correspondence & Publicity (Fiona & Jane)
· Parish council – Playpark annual inspection cost
· AOB (All)
Date of Next Meeting: 8th August 2022 at 7.45pm
HAWKESBURY VILLAGE HALL
Minutes of Committee Meeting
11th July 2022
PRESENT
Andrew Webb Bill Cullen Hilary Rogers Phil Dennett Sally Roberts Jackie Sandy Sue Hope Chris Knight Angelo Sauro Fiona Steeds Hannah Herod Vicky Rispin
APOLOGIES
Mandy Clarke Steve Magrath Kate Bashford Louise Roberts Jane Stanbridge Neil Fozard
MINUTES OF PREVIOUS MEETING
The Minutes of the June meeting were agreed as a true record.
Andrew and Phil will take another look at updating the Trustee list.
DECISIONS, APPROVALS, COMMITTEE RATIFICATIONS
Use of Dogs on the Recreational Playing Field – alternative proposal.
Phil’s proposal had been circulated. His suggestion for improved signage was agreed and Andrew will arrange for this and other signage to be ordered. He will use the same colours and fonts across all signs to give uniformity.
POLICY REVIEW
None at this meeting.
STRATEGIC PLAN ACTIVITIES
Investment/Development Plan Actions:
Tariff on sell back of solar electricity
Bill must complete a long form in order for us to receive money back from the grid. He is liaising with Angelo on this.
Instructions for use of hearing loop
The instructions will be added to the “Hirer Instructions” on the website and also displayed in the entrance hall, following its refurbishment. There are 2 microphones in the Hall and one upstairs which need to be safely stored to avoid accidental damage.
Bar Refurbishment
Shelving still needs to be done. Angelo to get quotes for new bottle fridge.
Entrance Hall & Corridor Redecoration
Dave has been on holiday but has made a start on this.
Concerns were expressed about the use of Sellotape on the Hall walls which has damaged the paintwork and also scuffing on the new seating area. Appropriate signage to be considered requesting that nothing is stuck to the walls.
ENVIRONMENTAL STRATEGY DEVELOPMENT
The meeting held on 27th June was very positive and Chris circulated the meeting report. A follow up meeting is scheduled for Sep/Oct and Chris would like people to get back to him on which dates they can do asap.
Energy Project – Angelo said Jes is trying to get the data from Dan who did the review. Angelo to follow up with Jes. Andrew would like this information in time for the next Environment meeting as it will form a direct input to the strategy development and consequent action plan.
SECTION 106 FUNDS
Andrew and Kate are in discussion with South Glos Council. They are trying to combine the categories of Children and Young People and Natural / Semi natural to enable us to ask for an integrated application which would cover both areas. Louise has been asked for lightweight football nets to be provided for the Rec. Andrew to update on progress with SGC at August meeting.
HALL OPERATIONS STATUS
Nothing to report at this meeting.
BOOKINGS & EVENTS UPDATE
Bookings update/info
Jackie is concerned that people are not including setting up/tidying away time in their hall bookings and is something Kate also wished to be discussed in her absence. The Hallmaster automated email replies state this but Angelo will change the wording on the Hallmaster booking confirmation email stressing that people must book extra time for this if they need it. It will also state that if they over-run we will charge for the additional hire time. It was recognised that this doesn’t really apply to the regular hirers and is aimed at the “one-off” bookings, especially parties. A time period of 30 mins was agreed both for setting up and setting down. Jackie offered to phone Hirers after their bookings are confirmed to check that they have allowed for this. We also need to re-instate the signing in/out book for Hirers. A hard copy book is to be located in the entrance hall and all hirers must sign this to show the time they entered and left the hall as well as acknowledging they had done a check and switched everything off Kate to look at this.
2022 Events/bookings
A wedding has been confirmed for October but this means the Wotton Wind Band event will have to be rescheduled. Chris to arrange a new date. We also have a music tribute band event and several children’s parties. One party involves animals on the rec (petting zoo). The Hirer asked if she needs Insurance, although the organisers for the animals have their own Insurance. Phil said she won’t be covered by our Insurance so must decide herself if she wants additional cover. Andrew asked the Committee to think about whether we want to organise a Christmas disco fundraiser. Hannah thought this was something the PTA usually organised. Kate to check with them. No tickets have been sold for Thornbury Swing band but it is early days.
Moscow Drug Club
No update on ticket sales. Ticket prices are yet to be decided Andrew will look into this with Louise. Fiona to send link to Jane for Facebook group in South Glos which advertises music events. Vicky suggested advertising in the Gazette and she also has contacts with Hillesley and Horton local magazines which she will give to Jane. Hannah suggested we could promote our three music events as “Hawkesbury Autumn Music Festival”. She will contact Jane to discuss.
Hall Open Day
Kate to organise this to showcase solar panels and hall refurbishment. Andrew would like to invite the solar panel supplier to attend and explain how the installation works and so timing is dependent on their availability. Hannah suggested an interactive activity. Andrew to liaise with Kate.
MONTHLY REPORTS
Finance – Bill presented his report for the month. The solar panels have been paid for but we are still awaiting the grant payment. One of the weddings held in June has not paid. Bill to monitor. Bar Manager payments recorded this month. Andrew has cash in hand which will be banked. Andrew is concerned about our EWS bills – are we getting the best deal available for this service? The monthly expenses exceeded income by £1100 but costs included bar stocking and quarterly electricity payment. However Andrew recommended that with the imminent loss of income from Preschool we need to scrutinise all discretionary spend for the remainder of the year.
Health and Safety – Chris had distributed his report. The recent accident with the swing has been followed up with the Installer and Manufacturer. We are awaiting their response. Meanwhile Steve has agreed to inspect the swing fixings on a monthly basis. Phil confirmed that Steve is covered by our Insurance. It has been noted that RoSPA did not highlight any problems in their recent inspection.
Playpark / Skatepark – Andrew wants to formalise the checks going forward and will liaise with Kate.
Monthly checks register – Angelo has done these.
Monthly maintenance – a session is planned for this weekend. Potholes in car park to be filled in. General Playpark maintenance to be done. Two new doors have been ordered for changing rooms. One was badly damaged by a visiting football team and they have been invoiced for this. The other needed upgrading and will match.
Fire Policy and T&CS still outstanding. Phil mentioned that we cannot finalise the Bar Licence until we have done T&Cs. Andrew to work on this.
PARISH COUNCIL FEEDBACK
Sue said that the grass cutter had noted damage to an area near the Skatepark. An email has been received from Hazel regarding the Hall Committee taking over payments for Playpark inspections. Andrew asked if we will get a grant to cover this. Sue said that we would have to apply and specify what it is covering. Andrew to reply and point out that a lot of this expenditure is mandatory and benefits the community so we believe it merits support from the PC. Andrew proposed that we should have a broader dialogue with the PC to discuss grant support to help cover the operating costs of the village hall. A number of examples were highlighted of other villages where the local PC provides substantial annual grants to ensure the viability of their Parish Halls.
CORRESPONDENCE
We have received formal notification from Pre-School that they are moving to the Primary school from September. The committee were very disappointed that we have been given only two weeks notice when we asked for three months. We will advise that we want them to clear their equipment out by the end of July. If they wish to leave it until the end of August we will charge storage fees. Andrew to reply to them.
We now need to advertise that the Hall, including upstairs rooms, will be available for hire on mornings from 1st August.
Post Meeting note; In Andrew’s reply to Preschool he has asked them if they would consider postponing the move until the October half-term in order to provide us reasonable notice for finding new hirers.
AOB
Sue said that SGC are holding an online event regarding Electric Vehicle Charging points on Monday 18th July.
Bill asked when the Charity Commission Return is due and Phil said it is October. Bill to ask Anna O’Brien if she would do the audit again this year.
There being no further business the meeting was closed at 21h55.
Date of Next Meeting will be Monday 8th August at 7.45pm