Minutes of Committee
Meeting
Monday 10th
March 2025
PRESENT:
Andrew
Webb, Jackie Sandy, Bill Cullen, Fiona Steeds, Angelo Sauro,
Katie
Griffin, Vicky Rispin, Jane Stanbridge
APOLOGIES:
Mandy
Clark, Neil Fozard, Alan Charlesworth, Sue Hope, Hilary Rogers
MINUTES
OF PREVIOUS MEETING:
The
Minutes of the February 2025 Meeting were agreed as a true record.
ISSUES
ARISING, DECISIONS, APPROVALS
AGM
Planning
Andrew and Bill’s reports are on
schedule. Vicky offered to do a
sign for outside the Hall to advertise the AGM and she will get some nibbles
for the evening.
Committee
Structure and Trustee Update
Andrew
has updated the
Trustee list and the Charity Commission registration. PTA have a new trustee rep and Kathryn
Kempster is interested in joining the Committee as an elected trustee. Fiona to invite them. Hannah Herod has resigned. Youth Club do not
have a trustee rep but Neil Adams will remain as a direct point of contact for
the Hall Committee.
Utilities
Contracting
Bill was contacted by Louise Watts who
offered to review our Insurance policies.
She thought that both provided good cover and were reasonably
priced. Bill has renewed with ANSVAR (Hall
& Playpark cover) for £1917 and this includes extended cover for solar
panels, batteries and EV Charging facility.
Zurich (Skatepark cover) has been renewed at a cost of £798.50. Louise also looked at Water and found a
cheaper supplier. South Glos Council
will be reviewing Business Rates Relief from 2026 – at the moment we get 100%
relief. The PPL/PRS Licence has been
paid. Andrew thanked Bill for the
work he has done on this.
PC
Funding Plan
A meeting
has been arranged with the PC for 31st March. Andrew, Bill & Angelo will
attend. Katie suggested we get
clarification as to what the PC think their responsibilities to the Hall
actually are.
POLICY
REVIEW
None at
this meeting.
STRATEGIC
PLAN ACTIVITIES
EV
Charging Update
Angelo reported that it has been tested and
works. The area has been cleared and
will be jet washed and bays marked out.
The maintenance team will have a go at using a thermo-plastic kit to do
it, as the quotes from contractors were extremely expensive. Once this is done Jane will put out an
announcement that the facility is operational.
Emergency
Exit Corridor & Security Gate
Ken
Fowler has drawn up a plan to make the area secure involving a new secure
exterior door and security grilles. The
Maintenance team will do the work.
SECTION
106 FUNDS:
Hedge
Planting
Jane has spoken to all neighbours who are
fine with the proposal. An advert has
been drafted together with an “Expression of Interest” Form for
contractors. Andrew to send
contact details for Andrew McLaughlan to Jane so that she can confirm which
type of hedging needs to be used.
Basketball
Court
Andrew has some initial plans on this but no significant progress. We have
advertised for some Programme Management assistance but so far no positive
replies. He is meeting with Louise
regarding the Community Garden.
HALL
OPERATIONS STATUS:
None at
this meeting.
BOOKINGS
AND EVENTS:
Booking
Updates/Info
Jackie has another Exercise class booked
in. The Caravan Club Easter booking
clashes with Badminton on the Thursday night.This was due to a genuine booking
mistake so we asked Badminton club if they would come in earlier or to compensate them but
they do not want to change their booking. The Committee felt very disappointed
by this reply given the caravan club is a major fundraiser that benefits all
User Groups of the Hall.
2025
Fundraising events/Bookings Calendar
Profit
from the Bread Evening was £2350 split with FOSM.
During a
recent event the upstairs room was accessed and equipment moved so a lock will
be fitted to the door.
EVENTS
PLANNING (bar, float, cleaning, special requirements etc)
PTA
Mexican Evening - everything sorted for this.
Martin
Gardener Funeral Wake – The Committee agreed that there will be no hire charge for
this booking. Gazebos to be put up at the rear of the building. Andrew to
speak to Alan about this. Field
to be open for parking. Andrew will run
the bar along with his wife, but they may need some assistance from others
during the afternoon. Tables to be set up in the Hall after AGM.
Cricket
Club Evening –
Bar Staff and bar float needed for this event.
2025
Hall Big Breakfast - Fiona asked if we can buy some new kitchen
equipment and this was agreed. Vicky to
order salt & pepper pots. We have
enough volunteers.
Bill suggested we keep a float in the bar
safe for use at all events.
MONTHLY REPORTS:
Finance
Bill presented his Report.
Our income from Hall Hire is increasing and the Playpark account balance
is healthy. Infrastructure costs to the building to address legislative and
insurance requirements remain a significant concern.
Health & Safety
No issues. Fiona to
write to Andrew Warner to thank him for doing the checks each month.
Monthly Checks
Angelo went through his Report.
John Ford very kindly paid
for new spot light fixings for the bar
and fitted them. Fiona to write
and thank him.
Destrat Fans - ongoing.
Electrics on the Field
have been expanded to increase the power availability. Show Committee will pay for this.
PARISH COUNCIL
FEEDBACK:
Nothing to report.
CORRESPONDENCE &
PUBLICITY
Jane to advertise Big Breakfast and re-publish the request
for help with Basketball area.
Fiona had a request from Knead Bakery to change from £10
flat fee to 5% commission. The Committee
rejected this.
ANY OTHER BUSINESS:
Jackie said that Ange is cleaning the main hall floor more
often. Jane felt it still needs
buffing annually and Jackie will ask Kate for contact details.
Ange has reported a broken
towel dispenser in the toilets. Angelo to check it.
Vicky asked if Show Committee can remove the leaning posts
on the Rec. The Committee agreed this.
Andrew to get the microphone repaired. He is liaising with Drama group and said that
we can use their sound system for big events if necessary, but they need to be
consulted in advance.
Katie reminded the Committee that we need to leave a gap in
any hedging to allow for evacuation in an emergency.
There being no further
business, the meeting was closed at 9.50pm.
Date of next
meeting: Monday 14th April 2025