Village Hall Committee Meeting – 17th November 2025
AGENDA
· Apologies for Absence (Fiona)
· Minutes of Previous Meeting (Fiona)
· Issues Arising/Decisions/Approvals
· Kitchen inventory update (Fiona & Vicky)
· Policy Review (updates for approval circulated prior to meeting)
· GDPR Policy update (Kathryn)
· Finance Policy update (Bill)
· Strategic Plan Activities – Project updates
· Upstairs meeting room furniture (Andrew)
· Emergency exit external corridor improvement (Angelo)
· Internal blinds in main hall and bar (Kathryn)
· New football goals (Alan)
· Solar emergency battery backup module quotation (Angelo)
· Section 106 funds
· Hedge planting update (Jane)
· Mini MUGA update (Andrew)
· Hall Operations Status
· Kitchen oven issue (Angelo)
· Hot water heating issue (Angelo)
· Bookings & events update
· Booking updates (Jackie)
· Fund raising events calendar (Andrew)
· BB Barre additional Reformer Pilates classes (Andrew)
· Joint event with FOSM – cheese/port – update (Kathryn)
· Events Planning (bar, float, cleaning, special requirements etc)
· Drama Group Pantomime (Nov 28th & 29th)
· Christmas Shopping evening (Dec 5th)
· Private party (Dec 6th)
· Private party (Jan 17th)
· 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: 15th December at 19.45
Minutes of Committee
Meeting
Monday 17th
November 2025
PRESENT:
Andrew
Webb, Jackie Sandy, Fiona Steeds, Bill Cullen, Sally Roberts, Neil Fozard,
Vicky
Rispin, Hilary Rogers, Angelo Sauro, Katie Griffin, Sue Hope
APOLOGIES:
Mandy
Clark, Kathryn Kempster, Alan Charlesworth, Jane Stanbridge, Charene Winbow
MINUTES
OF PREVIOUS MEETING:
The
Minutes of the October 2025 Meeting were agreed as a true record.
ISSUES
ARISING, DECISIONS, APPROVALS
Kitchen
Inventory Update
Vicky
and Fiona did a
physical count of kitchen crockery, cutlery etc and Vicky will circulate
the list. There is sufficient “posh” crockery to cater for 100 people. Vicky recommended that we purchase new
chopping boards and extra dinner plates for general use which was agreed (Fiona
to order these). We could do with new
mugs and Andrew suggested we have the Hall logo put on them. Vicky to get quotes. Katie offered to do a kitchen check
every week to ensure all equipment is working, and include that the cooker
master switch is turned to off. She will
compile a checklist and liaise with Vicky & Fiona.
POLICY
REVIEW
GDPR Policy - Kathryn is reviewing this,
address at December’s meeting.
Finance
Policy – Bill reviewed the Policy and added a
clause to permit opening an interest bearing deposit account if desired. Sue queried Clause 8 which covers
pricing of one-off events such as Weddings which she felt was not transparent. Andrew
explained that this allows us to come up with a price depending on what is
requested, as all bookings are different.
Jackie, Bill and Andrew are all involved in the process and the final
monies paid are recorded in the Accounts, allowing committee members to see the
agreed price of such events. The Policy update was agreed by the Committee.
STRATEGIC
PLAN ACTIVITIES
Furniture
Upgrade
The new
chairs and tables for the Upstairs Room are due for delivery this week.
Main
Hall Emergency Exit external corridor improvement
Angelo
showed a photo of
the finished door which looks excellent.
He thanked Ken, Mark and Adrian for helping do the work. The metallic
grid needs fixing to the side and additional emergency lighting is required and
John Ford is sourcing the materials.
Blinds
for Main Hall and bar
These
have been fitted and look great. Thanks to Kathryn for sorting this.
Football
Goals
Alan has submitted a grant application to
the FA and is awaiting a response.
Solar
Emergency Battery Backup module
Angelo
will get quotes for
this to include installation which he will bring back to the Committee. The
intent is to apply to the PC for CIL funding as this initiative provides a
valuable community emergency shelter in event of major disruptions. Sue said
she will pass on details of Sth Glos Emergency team to him.
SECTION
106 FUNDS:
Hedge
Planting
The grant
money has been received. Andrew met with Miles of M&G and they
walked the perimeter to finalise planting details. Andrew will ask him
to put up a sign when they spray the area to alert Rec Users. There are some
dead branches on trees bordering the Roberts’ property which need to be
removed. Sth Glos Tree Officer will be
consulted and Sally confirmed that she is happy with this. Andrew will
keep her updated.
Mini
Muga
Andrew
has 2 contractors
quoting on this, one of whom did a full survey on Thursday. The area will be
cleared, resurfaced with tarmac and marked out for several sports. It will be fully fenced in. Sue asked that we check if planning
consent is required for the fence. Andrew to follow up. The Community Garden
will remain where it is and will be accessible. Bill thanked Andrew for
all the work he has done on this.
HALL
OPERATIONS STATUS:
Cooker
WI had discovered that the oven wasn’t
working. Angelo confirmed that
one oven element is faulty along with lights.
He will get a quote for repair and service before we decided if a new
cooker is needed.
Hot
Water/Heating
There was
a problem with a fuse in the boiler room. Angelo has asked John Ford to
order the part and replace. At the
moment the solar power is being used to heat the water on a timer.
BOOKINGS
AND EVENTS:
Updates/Info
Booking
Jackie
has taken a few
children’s party bookings and a Christening on 31/1/26.
Cheese
& Port Evening with FOSM
Jackie
has spoken to John
Appleby who is very keen to organise this.
It was agreed that we will pencil in 21st February 2026 and Jackie
will liaise with him. Kathryn has a potential contact if needed.
Neil to inform FOSM.
BB
Barre
Bea is
keen to add Reformer Pilates classes to her booking. Portable machines will be stored in the
eaves. This will provide a circa 30% increase in her usage of the upstairs room
with subsequent increase in rental price.
EVENTS
PLANNING (bar, float, cleaning, special requirements etc)
Drama
Pantomime – A barrel of beer is required for
this and the Changing Rooms need to be cleared.
Andrew/Angelo to follow up.Christmas Shopping Evening
Bill to provide a float if required. Angelo
to set up Zettle machine and switch on outdoor electric supply.
Jazz
Evening Private Party 6/12
Andrew
not available. Andrew’s daughter and partner will run the bar. Bill to provide
float. A Committee member is required to be the responsible Bar Manager for the
evening. Sue, Hilary and Katie
are all attending and will cover this.
Private
Party 17/1/26
Andrew
not available. Bar Staff required for this (Mandy has offered to help). Beer
and extra glasses will be required. Andrew will organise.
MONTHLY REPORTS:
Finance
Bill presented his Report which had been circulated. He is
looking at finding a deposit account with good interest rate and easy access.
Health & Safety
No Issues.
Monthly Checks
Angelo went through his Report. He has asked the Parish Council if they will
cover the cost of new batteries and pads for the Defibrillator.
PARISH COUNCIL FEEDBACK
Nothing to report this
month.
CORRESPONDENCE &
PUBLICITY
Fiona to email Jane with Publicity items for January
magazine.
ANY OTHER BUSINESS
Vicky said that the Short Bowls mat players had reported
that the floor was dirty. Ange has been
on holiday. Jackie kindly offered
to clean the floor with the new machine.
Bill has completed a form for the Village Shop to operate
our credit account with them. Andrew,
Angelo, Ange and Fiona have been added as authorised purchasers.
Angelo reported that the Perspex cover on the WI Tapestry in
the Hall has fallen off and has been put in the Chair store for safekeeping.
Katie asked if extra sockets can be installed in the
Upstairs room. Maintenance team will
look into this.
Sue is keen to find out if an “Umbrella” Insurance Policy
can be taken out which would cover all hirers who rent the hall for
various activities. She will ask Dick Whittington for advice.
There being no further
business, the meeting was closed at 9.50pm.
Date of next
meeting: Monday 15th December 2025