Mar 25 - Hawkesbury Upton Village Hall - Hire for Weddings, Parties, Stage for Live music

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CIO Trustees > 2025 Minutes
Village Hall Committee Meeting – 10th March 2025
AGENDA
 
·       Apologies for Absence (Fiona)
 
·       Minutes of Previous Meeting (Fiona)
 
·       Issues arising/Decisions/Approvals
·      AGM planning (Andrew/Fiona/Bill)
·      Committee Structure and Trustees update (Andrew)
·      Utilities Contracting (Bill)
·      P.C. Funding plan – meeting (Andrew)
 
·       Policy Review (updates for approval circulated prior to meeting)
·         None at this meeting
 
·       Strategic Plan Activities
·         Electric Vehicle charging update (Angelo)
·         Emergency exit corridor & security gate/Solar protection update (Angelo)
 
·       Section 106 funds
·         Hedge planting (Jane)
·         Basketball court refurb (Andrew)
 
·       Hall Operations Status
·         None at this meeting
 
·       Bookings & events update
·         Booking updates (Jackie)
·         Fund raising events calendar (Andrew)
 
·      Events Planning (bar, float, cleaning, special requirements etc)
·         PTA Mexican evening
·         Martin Gardener funeral wake
·         Cricket Club evening
·         Big Breakfast
 
·       Monthly Reports (issued in advance - arisings only)
·      Finance (Bill)
·      Health & Safety (Andrew)
·      Monthly checks register (Angelo)
 
·       Parish Council feedback (Katie)
·       Correspondence & Publicity (Fiona/Jane)
 
·       AOB (All)
 
 Date of Next Meeting:  14th April at 19.45




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
 
 
 
 
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