Village Hall Committee Meeting – 13th March 2023
AGENDA
· Apologies for Absence (Fiona)
· Minutes of Previous Meeting (Fiona)
· Phil Dennett – moment for reflection
· Decisions, Approvals, Committee Ratifications (proposals circulated prior to meeting)
· Parish Council grant request update
· Plan and date for AGM
· Policy Review (updates for approval circulated prior to meeting)
· None at this meeting
· Upcoming renewals - plan
· Strategic Plan Activities – 2023 consolidated development plan
· Investment budget increase - Solar rebate (Andrew/Kate)
· Hallmaster update and incorporation of new pricing structure (Andrew/Angelo)
· Product Brochures development (Andrew/Kate/Jackie/Jane)
· Heat management/zoned system (Angelo)
· Environmental Strategy Development
· Incorporated into 2023 dev plan
· Section 106 funds
· Park St. plan on hold pending playpark/skatepark fundraising resolution
· Hall Operations Status (Kate)
· Update on playpark/skatepark insurance cost fundraising (Kate)
· Bookings & events update (Jackie)
· Booking updates/info (Jackie)
· 2023 Fund raising events/bookings calendar (Andrew/Jackie)
· Big Breakfast and Solar display event report (Kate/Bill)
· Upside Down Kinks – bar manager and staff required (All)
· Committee organised events for 2023
· Monthly Reports (issued in advance - arisings only)
· Finance (Bill)
· Health & Safety (Andrew)
· Playpark/Skatepark (Steve)
· Monthly checks register inc maintenance update/plans (Angelo)
· Parish Council feedback (Sue)
· Correspondence & Publicity (Fiona & Jane)
· AOB (All)
Date of Next Meeting: 10th April 2023 at 7.45pm
HAWKESBURY VILLAGE HALL
Minutes of Committee Meeting
13th March 2023
PRESENT
Andrew Webb Kate Bashford Angelo Sauro
Bill Cullen Fiona
Steeds Vicky Rispin
Alan Charlesworth Louise Roberts Jackie Sandy Sue Hope
Neil Fozard Sally Roberts
APOLOGIES
Jane Stanbridge Mandy
Clarke Charene Winbow Hilary Rogers Steve Magrath
The Committee took a moment to reflect and remember Phil Dennett. Phil will be greatly missed for his kind,
helpful nature and as a valued and very knowledgeable member of the Committee.
MINUTES OF PREVIOUS
MEETING
The Minutes of the February
meeting were agreed as a true record.
PHIL DENNET INTERFACES
Andrew reported that
Phil’s wife Bernie has sent him numerous emails, letters and other village hall
correspondence that Phil had been dealing with. Clearly it is upsetting for
Bernie to receive these so Andrew has committed that we will relieve her of
these ASAP. The following are the main issues arising to date along with those
who volunteered to take on these interfaces for the immediate term;
-
Suez interface
and contracting – Angelo
-
Insurances (Hall,
employee liability etc) – Bill
-
Music and
performing licenses – Bill
-
Charity Commission interface/point of contact – Andrew
-
S.Glos interface for licensing etc – Andrew & Kate
DECISIONS, APPROVALS,
COMMITTEE RATIFICATIONS
Parish Council grant
Andrew confirmed that the Parish Council have awarded us a
grant of £1200. Whilst we are grateful
for the support, in real terms it represents a 10% reduction on grants received
in recent years as the PC will no longer pay for the RoSPA inspection. Sue explained the Parish Council’s position
and indicated that there is a possibility of increasing the Parish precept
going forward but they would wish to carry out a consultation beforehand. Andrew
has replied to the PC expressing disappointment for 2023 but emphasising that
the priority is addressing the financial issue for future years and offering
the committee’s support to any PC consultation. Andrew has offered to
write an article for the Parish Mag/Social media explaining the Hall situation
and is awaiting a response from Hazel.
Vicky suggested a leaflet drop.
Date for AGM
The AGM will be held on
Monday 22nd May 2023 at 7.30pm.
A notice must be posted on the notice board at least two weeks
beforehand. Kate to ask Jane
to post on Social media. Vicky will put
the date in the Parish mag. The April
meeting will be postponed until Monday 17th because of Easter bank
holiday.
POLICY REVIEW
None at this meeting.
Upcoming Renewals
This is covered under
“Monthly checks register”
STRATEGIC PLAN ACTIVITIES
- 2023 consolidated investment / development plan
Investment Budget
Increase
We received a refund of
£1800 from the Solar Panels (we had been overcharged). Andrew has allocated £1500 of this to
the Development Plan budget. £5,500 had been allocated last month, so total is
now £7,000 which will hopefully be supplemented with grants for particular
projects.
Website update and
development
Andrew and Angelo have been working on the Hallmaster website and are
confident that with a little more tweaking it will be more user friendly and
able to incorporate the new pricing structure. This has been delayed from an
original 1st March implementation to whenever the Hallmaster system
is finalised.
Product Brochures
Kate will do some work on this and then arrange a sub
committee meeting in the next couple of months to finalise ideas.
Heat
Management/Zoned system
Angelo needs to get a 3rd quote for this. Kate/Andrew to look about possible
grant sources.
ENVIRONMENTAL STRATEGY
DEVELOPMENT
Incorporated in 2023
Investment / Development Plan. Update at next meeting.
SECTION 106 FUNDS
Nothing to report.
HALL OPERATIONS STATUS
Kate confirmed that Karen and Rosie are happy to allow the
hall to continue to run the Shopping Evening.
Only one person has indicated an interest in running the event on behalf
of the Playpark/Skatepark. Kate
will continue to encourage parents of Playground users to get involved and
issue a notification requesting support.
BOOKINGS & EVENTS
UPDATE
Bookings update/info
Jackie is concerned that the wedding booked for 7th
May has still not been confirmed. She
will continue to try and contact them. She
has had an enquiry about a possible booking for another Yoga class.
2023 Fundraising
events calendar
Louise is awaiting confirmation of a Razzle production for
October. Sally said that Cheryl
would like to discuss the possibility of providing Breakfasts on the weekend of
Cerys’s wedding. Jackie is also interested
in having bacon rolls provided for a Christening.
Big Breakfast/Solar
Panels
Just over £600 was raised
from the Breakfast. Andrew thanked
everyone who donated provisions which helped keep the cost down. Bill thanked Vicky for doing the Raffle. The Solar Panel display did not draw much
attention but those who did enquire found it very interesting and informative,
and it was sufficient to meet the obligation from the grant award.
Upside Down Kinks
Kate, Alan, Vicky and (possibly)
Sally offered to do the bar for this
event. Angelo will set it up and show
them the Zettle system. Jackie to
try and find out how many tickets have been sold so that Angelo can
order drinks.
MONTHLY REPORTS
Finance – Bill presented
the February and March reports. Toddler Group have been paying directly
into the Hall account and Bill is going to find a way to separate their
money. He will liaise with Vicky. The
issue of whether or not Toddlers require their own Insurance and Safeguarding
Policy was raised – Vicky to investigate. Bill needs 2 additional signatories
for the Hall Bank Account. Sue proposed
Andrew and Fiona, seconded by Vicky.
Chris Rispin to be removed as a signatory.
Health and Safety – Andrew has asked Chris Knight if he would be prepared to
finish the Fire Safety Review and is awaiting a reply. He will also discuss Allergens with him.
Playpark / Skatepark – Steve
highlighted 2 issues needing attention. Angelo advised that the shackles
on basket swing will be replaced at next Maintenance session. The Zipwire chain has been inspected and is
ok. Andrew to advise Steve
of this.
Kate has found an alternative provider to RoSPA. He is
called John Bedford Clark and he did the initial checks after installation of
the new Playpark. He is in our area next
week and the Committee agreed that Kate should ask him to do the
inspection. He will charge “around £150
+ VAT”.
Monthly checks register – Angelo presented his report. Several Policies are due for review:
Fire Policy &
Evacuation Policy – Andrew/Chris Knight
Smoke Free Policy &
Safeguarding Policy – Kate
Food Safety Policy – Fiona
CCTV – Angelo
Insurance Policies – Bill/Andrew
PARISH COUNCIL FEEDBACK
Sue reported that the Village Tidy Up will take place on
Saturday and all help is welcome. Meet
at the Hall car park at 10am. There was
a suggestion that the Hall Toilets should be open to the public at all times
but this was thought to be unworkable by the Committee. A meeting regarding
“Village Agents” has been arranged for next week by Dick Whittington. Sue has
invited interested parties to attend. Sue
advised that the Church are planning to remove some of the pews to make a more
usable space, possibly to facilitate events in the building. Parish Council are
looking for nominations to stand at the forthcoming election – Sue strongly
encouraged people to get involved.
CORRESPONDENCE
Letter from South Glos
regarding the elections on 4th May.
Louise offered to open up the Hall at 6.15am and Vicky
will close up at 10.15pm.
AOB
Louise asked if Angelo had collected the carpet bowls mats
which have been kindly donated by the family of Derek Watts and by Clive
May. Angelo will pick it up on
Wednesday. Louise to ask Jane to
put thank you in Parish Mag.
Neil collected a record amount of £52.88 from the car park
honesty box. £30 was also donated by
Dave Lee for parking his camper van.
There being no further
business the meeting was closed at
21h59.
Date of Next Meeting
will be Monday 17th April at 7.45pm.