Minutes of Committee Meeting
Monday 14th July 2025
PRESENT:
Andrew Webb, Jackie Sandy, Fiona Steeds, Angelo Sauro, Neil Fozard,
Bill Cullen, Katie Griffin, Vicky Rispin, Kathryn Kempster,
APOLOGIES:
Mandy Clark, Jane Stanbridge, Sally Roberts, Charene Winbow, Mark Strange,
Alan Charlesworth
MINUTES OF PREVIOUS MEETING:
No meetings were held in May or June.
The Minutes of the April 2025 Meeting were agreed as a true record.
ISSUES ARISING, DECISIONS, APPROVALS
Contract Terms with BB Barre
Andrew had been asked to remind the Committee of the contract details, due to Committee members being questioned about this. The key points are;
· The contract is non exclusive – other groups can still hire the upstairs room and they continue to do so
· Prior to refurbishment the room was very under utilised and typically generated an annual hiring income of approx £500. With the refurbishment and the contract with BB Barre this has increased to approx £4500.The contract is the Hall’s single largest annual hiring income source.
· The charge is calculated on an annual usage estimate, with monthly payments that are fixed if weekly usage is between 12 and 16 hours.
· Average usage rates since the start of the contract in Nov 2024 equate to an effective hourly rate that is less than 5% below the standard hourly rate.
· Standard termination clauses apply for each party and the Contract is reviewed annually
Main Hall Floor Cleaning
Jackie has had a quote - £665 + Vat for Deep Clean or £1064 + VAT for Deep Clean and Coating. It was agreed that Jackie will ask if the original coat is guaranteed for a specific period (we thought that the coat done 2 years ago was supposed to last for 5 years). Also Jackie will ask if we undertake the Deep Clean only does the original coating remain intact. Jackie will report back and she and Andrew will choose an option. Jackie will also ask for advice on best cleaning practice.
POLICY REVIEW
Cleaning Policy Update
Kathryn reviewed this and suggested the fridge cleaning frequency be changed to monthly (currently 6 monthly). This was agreed and Kathryn will amend the policy accordingly. Jackie to ask Ange to add this to her schedule.
STRATEGIC PLAN ACTIVITIES
EV Charging Update
See Angelo’s Monthly report below.
Emergency Exit Corridor and Security Gate
Angelo has sourced a steel door which opens outwards and has keypad access. A mesh grille is also required. Approximate cost will be £1,000 and Angelo will order and arrange installation asap.
Environmental Energy Survey
Andrew has applied for a grant to cover the cost of a full professional survey to be carried out which will recommend the most appropriate alternative heating source to replace oil, making use of the solar electricity we generate.
Internal Hall Blinds
These need to be replaced and additional blinds put on the bar windows, alcove window and upstairs windows which overlook main Hall. Kathryn volunteered to get quotes from suppliers.
SECTION 106 FUNDS:
Hedge Planting
Andrew advised that we have been awarded the full grant for this project. He and Jane considered 3 quotes and the contract was awarded to M&G Countryside Development.
A condition of the contract is that they will source all plants from Tom Hodder (who had also quoted). Both parties agreed to this. The Committee thanked Andrew and Jane for their work on this.
Basketball Court
Jack Anderson has applied to assist Andrew on this project. He is a local student who grew up using the facility. Andrew has contacted him and will arrange to meet up with him.
HALL OPERATIONS STATUS:
None at this meeting.
BOOKINGS AND EVENTS:
Booking Updates/Info
Jackie has bookings for a session with our MP Claire Young on 18/8 from 3-4pm; a Chilli & Quiz private fundraiser in September and Private Party on 4/10. She will liaise with Andrew re bar requirements.
Pyschic Non Pyschic Evening
This was a sell out and very enjoyable evening which made a £350 profit.
2025 Fundraising events/Bookings Calendar
Nothing new added to this.
EVENTS PLANNING (bar, float, cleaning, special requirements etc)
Neil Weston Celebration Event – July 26th
It was agreed that we will not charge for Hall Hire. Andrew will run the Bar. Kathryn offered to help if required. More help will be required on the day with clearing up and glass drying etc.
Hawkesbury Show
Vicky will request grass be cut the week before the Show – everything else in hand.
Tractor Run – Aug 3rd
This will start and end at the Hall and as the organisers are generously donating proceeds to the Hall there will be no hire charge. Weather permitting there will be an outside bar. Angelo to liaise with Sally regarding timings and car parking.
Last Night of the Proms – Sept 13th
This is a joint FOSM/Hall fundraiser, licensed to broadcast directly from BBC on 13/9. Hall will be responsible for Ticketing, Bar, Tables & Chairs. Jane & Neil to liaise regarding ticket sales and pricing. Andrew will be away hence another Trustee will be required to manage the bar and staff will also be required.
MONTHLY REPORTS:
Finance
Bill presented his Report. Jackie to remind all regular hirers that they must book their dates in Hallmaster or risk losing their slot. This also helps Bill with invoicing.
Health & Safety
The area round the fence on the adjoining property has been cordoned off. The Roberts are getting quotes for the repairs and hopefully the work will be completed soon. An Ash tree has also been cordoned off due to loose branches.
Monthly Checks
Angelo was thanked for all the work he has done on the EV Charging project.
The damaged bar window will be repaired next week – Alan to let tradesmen in.
Water usage was very high. Angelo thinks it is due to the tap on the field being left on. He recommends replacing it with a removable tap – this was agreed.
The ceiling work will probably take a week and the Hall will have to be closed. John Ford has offered to help at a discounted rate regarding installing new wiring in advance of a new fire alarm system. He may also be able to offload the Destrat Fans as West Country Electrical have now gone out of business.
PARISH COUNCIL FEEDBACK:
Nothing to report.
CORRESPONDENCE & PUBLICITY
Fiona to ask Jane to publicise Tractor Run, MP Surgery, Proms Evening, Hedge Planting update and Christmas Shopping Evening if there is space.
ANY OTHER BUSINESS:
Jackie has had a request to borrow tables. This was agreed if they give a donation and it doesn’t clash with bookings.
Vicky said that she and Fiona will do an inventory of the Kitchen in early autumn.
Katie asked if the Hearing Loop can be sorted out as a matter of urgency and would like to be shown how to use it. Andrew agreed to try and prioritise it and will report back to the next meeting.
Angelo has arranged for Ricky to look at the loose tap in the kitchen.
Fiona to ask Knead Bakery not to park in the EV Charging area and she will let Bill and Jackie know what dates they are coming.
Bill said that the Cricket Club would like to use the Rec for training evenings. He has told Tim Chancellor (Chairman) to speak to Andrew.
There being no further business, the meeting was closed at 10.05pm.
Date of next meeting: Monday 11th August 2025