Village Hall Committee Meeting – 12th June 2023
AGENDA
· Apologies for Absence
· Minutes of Previous Meeting (Andrew)
· Decisions, Approvals, Committee Ratifications (proposals circulated prior to meeting)
· Consolidation of bank accounts (Bill/Andrew)
· Policy Review (updates for approval circulated prior to meeting)
· Finance Procedure (Bill)
· Equality & Diversity policy (Kate/Andrew)
· Cleaning policy (Kate)
· Strategic Plan Activities
· Status Review of 2023 integrated development plan (Andrew)
· Environmental Strategy Development
· Covered in the 2023 integrated plan
· Section 106 funds
· Park St. plan on hold
· Hall Operations Status (Kate)
· Nothing for this meeting
· Bookings & events update (Jackie)
· Booking updates/info (Jackie)
· 2023 Fund raising events/bookings calendar (Andrew/Jackie)
· July wedding planning and volunteer requirements (Andrew)
· Monthly Reports (issued in advance - arisings only)
· Finance (Bill)
· Health & Safety (Andrew)
· Playpark/Skatepark (Steve)
· Monthly checks register (Angelo)
· Parish Council feedback (Sue)
· Correspondence & Publicity (Fiona & Jane)
· AOB (All)
Date of Next Meeting: 10th July 2023 at 7.45pm
HAWKESBURY VILLAGE HALL
Minutes of Committee Meeting
12th June 2023
PRESENT
Andrew Webb Kate
Bashford Alan Charlesworth Jackie Sandy
Jane Stanbridge
Katie Griffin
APOLOGIES
Mandy Clarke Steve Magrath Neil Fozard Angelo Sauro Vicky Rispin Sue Hope
Fiona Steeds
Sally Roberts Hilary Rogers
MINUTES OF PREVIOUS
MEETING
The Minutes of the May meeting
were agreed as a true record.
DECISIONS, APPROVALS,
COMMITTEE RATIFICATIONS
Consolidation of
Bank accounts: Andrew explained
that the Hall currently has two current accounts, both with Lloyds Bank: one
account deals purely with the Playpark, and the other deals with all other Hall
transactions. There is no benefit to this set up and Bill can still account for
the Playpark independently where required. Andrew made a proposal to close
the skatepark account and reduce to a single account, with the Playpark /
Skatepark as accounted entities. This was agreed by the Committee.
POLICY REVIEW
Finance Procedure – to be
discussed at July meeting.
Equality and Diversity
Policy – reviewed by Kate and Andrew – agreed.
Cleaning Policy – reviewed
by Kate with changes made to reflect reduced frequency of cleaning following
preschool departure - agreed.
STRATEGIC PLAN
Status Review of
2023 Integrated Development Plan – the latest version of the Plan was shared by
Andrew. The key item in the plan, which is the starting point to a number of
other actions is to develop a logo / branding. Sally has provided a contact to Andrew for someone
who developed the logo for the Tennis Club, and Andrew has seen a good example
from a village hall in Dorset that he believes we could adapt very easily to
suit our requirements if we so chose. Kate will also provide a contact who completed
work for school. The Committee concluded
that we would like to try and get a new logo and brand professionally done –
but this needs to be completed with input from committee members and also in
keeping (but without duplicating) logos used by other organisations in the
village. Andrew and Jane will put together a brief, which will be shared
with potential providers who will be asked to provide a cost. The need to apply
for grants will be reviewed following this. Grants will also be considered in
relation to developing a new website.
Signage
is another key area. Andrew has identified the signage that is required, and
this will be finalised once the branding has been developed. This may be
developed to include a general notice board which notes one off events and
regular users.
The
most expensive element in the plan is installation of a zoned heating control
system which will reduce energy usage costs. Two quotes have been obtained and
Angelo is pursuing a third. The Investment plan allows for some financing to
come from Hall reserves, but also relies on grant contributions. Kate and Andrew will meet to discuss
possible grant schemes: this will allow the most effective use of grants to be
identified.
The
Committee discussed the need for certain skill sets on the Committee. Initially, this will be advertised in the
Parish News. Key areas include support with grant applications, legal advice,
contract management – as well as general help. Jane will prepare a short specification.
ENVIRONMENTAL
ACTIONS:
Covered above.
SECTION 106 FUNDS
Jackie and Kate raised the
possibility that s106 money could be used to provide a public toilet. Andrew
noted that there are various ideas for using s106 money. These will all be
brought to the Committee later in the year and considered for the 2024 plan.
HALL OPERATIONS STATUS
No actions
BOOKINGS & EVENTS
UPDATE
Bookings update/info
2023 Fundraising Events / bookings calendar – Louise has
booked some events for over the winter months. Other new bookings this month
include children’s parties.
July Wedding
Joy Harbor is no longer
able to fulfil the role of Bar Manager, at least for the time being.
A Wedding is booked for July
8th.
Roles that need
filling:
Putting up ceiling net –
Friday evening and take down on Sunday afternoon. Alan can help with
this but we need some expertise! Andrew will ask Neil but
volunteers are needed to support!
Carpark notice board – to
be put out on Friday 7th.
Rubbish bins to be
sourced, labelled, put on field and emptied afterwards – as a starter, Kate
to ask Vicky where the show gets their bins from.
Any village organisations
who want to do breakfast as a fundraiser? – Kate to ask Celia and PTA.
Bar staff: all bar staff slots have been filled for the
full 12 hour period, however one person is required to serve welcoming drinks at
4pm.
MONTHLY REPORTS
Finance – No report this
month.
Health and Safety – nothing to report this month
Playpark / Skatepark – Steve’s report
was received – everything ok.
Monthly checks register – reviewed. Noted that some policies are due be
reviewed by Andrew in August – H&S, and 2 GDPR Policies.
Noted that Andrew
will provide Katie with Trustee information.
Angelo to confirm why the guidance documents are noted for
review – are any actions required?
Bar Procedure will not be
reviewed until position with Bar Staff is confirmed.
PARISH COUNCIL FEEDBACK
No information this month.
CORRESPONDENCE
No correspondence received
this month.
AOB
None
There being no further
business the meeting was closed at
21h30.
Date of next meeting: 10th
July 2023