HAWKESBURY VILLAGE HALL
Minutes of Committee Meeting
14th November 2022
PRESENT
Andrew Webb Hilary
Rogers Jackie Sandy Kate
Bashford Angelo
Sauro Alan Charlesworth Neil Fozard Sue Hope Vicky Rispin
Jane Stanbridge Phil
Dennett Bill Cullen Fiona Steeds
APOLOGIES
Mandy Clarke Steve Magrath Louise Roberts Chris Knight Hannah Herod Charene
Winbow
MINUTES OF PREVIOUS
MEETING
The Minutes of the October
meeting were agreed as a true record.
DECISIONS, APPROVALS,
COMMITTEE RATIFICATIONS
Hire Agreement with PC
for Upstairs Office
Phil advised that this has now been agreed and will take
effect from 1st December. A formal Hire Agreement document has been
agreed for a 3-year period for an initial rent of £2,600 p.a to increase in
line with CPI, and will be signed by both parties. They will make 2 payments of £1300 in
December and June for the first year.
Andrew suggested that we invite Hazel to look at the office whilst the
Drama lighting is in situ to give an idea of where to place their storage
units.
Committee Structure
Proposed Amendments
This had been circulated
prior to the Meeting. The 13 Trustees
present approved the Document with minor amendments, in particular Kate no
longer being Vice Chair. Jackie
will check if Brownies are intending to continue in the Hall. Phil to add several new User Groups
subject to their approval (namely Bill and Angelo’s badminton groups, Brownies
and Toddlers), and to remove Pre-School as Hall Users and get consent from
those groups (namely Guides, PCC and Tennis) who are no longer using the
premises to remove them, and to arrange for their current trustees (namely Louise
and Sally) to be co-opted trustees until the next AGM when they can become
elected trustees.
POLICY REVIEW
None at this meeting.
STRATEGIC PLAN
ACTIVITIES
Investment/Development Plan Update
Seven
out of ten projects are completed.
Signage, Upgrade of upstairs room and website still works in
progress. The final spend estimate is
just over £19k. Andrew advised
that the next stream of projects will come under the Environmental Plan.
ENVIRONMENTAL STRATEGY
DEVELOPMENT
Andrew will present the overall plan at the December
meeting.
SECTION 106 FUNDS
Kate still waiting for South Glos to give written approval
of the project. She will follow up.
HALL OPERATIONS STATUS
Kate advised that the Cleaners told us they wish to
terminate the Cleaning contract. Kate
is working on finding a replacement.
The Hall will need to be cleaned 3-4 times per week depending on
bookings. Andrew will apologise
to Ruth (Circuits) for the state of the Hall on Wednesday. Jackie to give our apologies to Joan
(Yoga). Jane asked if the
thermostat can be lowered for the Circuit Class on Wednesdays as it is too
hot. Angelo will look at a short
term fix by changing the current programme time settings, but ideally we need a
remote programming system. This is very
expensive but Kate thinks there is a possible Grant source if we can
package it as part of an Environmental application. Kate also advised that the Notice Boards
have been re-jigged with the middle board now available for Hall Users to
advertise their events and activities. Angelo
has incorporated QR Codes which will enable Users to view the Hall T&Cs
etc. Alan suggested this could be
published in the Parish Mag as well.
BOOKINGS & EVENTS
UPDATE
Bookings update/info
Jackie said that the
”Upside Down Kinks” have re-booked for March 2023. Sue has had difficulty in using the
bookings system and thinks it is not user friendly. Bill felt that this was unfair but
said that we need to give support where difficulties have been experienced. Angelo
gave a quick demonstration of the bookings process. Kate suggested Sue do a “test” booking
and let us know if different booking options are coming up when she uses a
Tablet.
2022 Fundraising
events / bookings
Wotton Wind Band – Andrew has asked Chris if they would like to
be paid for expenses, as they did not charge for the event. If not, profit was £490. Post Meeting
note; Andrew has agreed a £50 donation with Chris, making the profit £440.
Thornbury Swing Band profit
was £120 and Moscow Drug Club brought in £410.
Wedding Party – a very busy
event which raised £1200. Andrew
thanked everyone who helped on the bar.
Bonfire Night – another
successful event. Sue asked what
profit was made, but we only ask for a hire charge so are not privy to this
information.
Gin Tasting – all tickets
have now been sold. Bill will set up the microphone. Jane asked that everyone who has
volunteered to help meet at 4pm to set up.
Jackie/Fiona to do the door on the evening. Joy will run the bar.
Hall Open Day – Kate to
look at organising this. It was
suggested that this could coincide with the Hall Breakfast (date tbd).
MONTHLY REPORTS
Finance – Bill presented his report for the month. Utility
Warehouse account for the telephone landline is now closed. Sue asked about cost of bar stock and Bill
explained that this was spread over several Hall events. Andrew asked about the website hosting
charge and Bill confirmed that this is an annual charge.
Health and Safety –
Andrew and Chris had prepared a
summary and we have only 2 “red” risks left to be dealt with – both require
signage and are works in progress. Neil
to carry out a Tree Inspection asap and Sue to ensure that the PC contract
for the Driver who cuts the grass be amended to require a RA when undertaking the work and to cordon
off the area when work is in progress. Andrew
wants to ensure that we record dates that all Inspections are carried out,
so that there is a written record. Angelo
and Alan will try to get the tree branch which is touching the phone wire
removed at the weekend.
There was an accident in
the Hall on Sunday involving a member of the Drama Group and their own
equipment which was recorded in the Accident Book. Andrew said that Drama have dealt with
this under their Insurance and procedures and we are not liable.
Playpark / Skatepark – a replacement
plastic cover is needed for the zipwire chain.
Angelo/Alan will replace it but need to source one. Vicky said that birds are sitting on
top of the zipwire platform which results in bird mess building up on the wood
and is slippery. Maintenance group to
look at putting spikes up to deter the birds.
Monthly checks register – there has been a report that the outside lights
have been on overnight. Angelo will
investigate. Andrew asked if a damper could be put on the Hall Door.
PARISH COUNCIL FEEDBACK
South Glos Council are now
offering grants to provide “warm spaces” this winter. Sue has spoken to the Library group
but there seems to be some doubt as to whether there is a need for this in the
village. However any grant applications would be done by the Parish
Council. The Parish Council are setting
their Precept in December/January and Sue encouraged us to put forward
any funding requests asap. Andrew said that he has this in hand and will
convene a group of trustees to work up a
proposal for endorsement by the whole committee.
CORRESPONDENCE
Request from Pre-school
for sponsorship. Fiona to email
and tell them we are not in a position to help.
Louise emailed regarding the Pre-school Shed. Fiona to ask Louise to advise them that we
want them to remove the Shed asap. Louise
asked if she could claim for items she bought for Saturday evening. Bill said this is fine and she should
email him.
AOB
Hilary asked when she can bring the WI Shield up. Andrew
asked her to bring it next month’s meeting and he will have it put up in the
Hall.
Vicky has purchased a long handled dustpan and recycling bin
for the Hall. She will label the bin
with what is appropriate to put in it.
It was suggested that the emptying of the bin into the outside recycling
bin be added to the Cleaner’s duties.
Vicky also volunteered to go through the 2 boxes left over
from the table top sale and take items to the Charity Shop.
Phil asked for contributions to Sam’s leaving present as Andrew
has already paid for this.
Bill will be unable to complete year end accounts until
late March and Andrew agreed that is fine and will time the AGM accordingly.
There being no further
business the meeting was closed at 22h10.
Date of Next Meeting
will be Monday 12th December at 7.45pm.