Village Hall Committee Meeting – 2nd October 2023
AGENDA
· Apologies for Absence (Fiona)
· Minutes of Previous Meeting (Fiona)
· Decisions, Approvals, Committee Ratifications (proposals circulated prior to meeting)
· Brand design/Logo/Signage format (Andrew/Kate)
· Licensing update (Angelo)
· Charity Commission inputs (Andrew)
· Policy Review (updates for approval circulated prior to meeting)
· Strategic Plan Activities (inc Environmental Strategy)
· Heating control system – de-strat fan installation & grant application (Angelo/Kate)
· Recycling provisions – additional notices & dedicated bins (int/ext) (Vicky/Fiona)
· Section 106 funds
· 2024 Capital Projects list to be presented in Q4
· Hall Operations Status (Kate)
· Bookings & events update (Jackie)
· Booking updates/info (Jackie)
· 2023 Fund raising events/bookings calendar (Andrew/Jackie)
· Cricket Club event – requirements
· HAGS theatre event – requirements (bar?)
· Monthly Reports (issued in advance - arisings only)
· Finance (Bill)
· Health & Safety (Andrew)
o Risk Register update
o Finger entrapment actions status
· Monthly checks register (Angelo)
· Parish Council feedback (Katie)
· Correspondence & Publicity (Fiona & Jane)
· AOB (All)
Date of Next Meeting: 13th November 2023 at 7.45pm
HAWKESBURY VILLAGE HALL
Minutes of Committee Meeting
2nd October 2023
PRESENT
Andrew Webb Angelo Sauro Bill Cullen Fiona
Steeds Alan
Charlesworth
Kate Bashford Jackie Sandy Vicky Rispin Jane Stanbridge Neil Fozard
APOLOGIES
Sue Hope Katie
Griffin Hannah Herod Charene Winbow Mandy Clarke
Sally Roberts
MINUTES OF PREVIOUS
MEETING
The Minutes of the September
meeting were agreed as a true record.
DECISIONS, APPROVALS,
COMMITTEE RATIFICATIONS
Brand
Design/|Logo/Signage
Kate had put us in touch
with Marie, a designer, who has been extremely helpful and come up with a logo and
a brand design which was presented to the Committee. There are 3 different formats for use depending on context (ie Letterhead,
Signage etc) Jane, Kate & Andrew
had briefed her on our requirements and the Committee were pleased with the
design and colour scheme. Andrew to
ask Marie for a jpeg version that Jane can use on the internet. Bill asked if the logo can be imported
to Hallmaster which Angelo thinks will be fine.
Andrew to ask Marie for an update on how the Website design is
progressing for next month’s meeting.
Licensing Update
Phil Dennett had started
the process of changing the Personal Hall Licence in Angelo’s name to a group
Committee Licence. Angelo has now
finalised and submitted the form. He
also suggested we apply for a permanent extension to midnight or 1am which can
be used at our discretion and will avoid needing to apply on an event by event
basis. This was agreed, but we will wait
until the committee licence is granted first before applying for the extension.
Charity Commission
Inputs
Andrew has done this and submitted the necessary documents.
POLICY REVIEW
Finance Policy – Bill has
circulated this and asked for comments by 16th October.
STRATEGIC PLAN
ACTIVITIES
Hall heating control
system
Kate has submitted the grant application. Angelo
has had a meeting with West Country Plumbing regarding the siting of de-strat
fans. They have done a survey and will re-quote. It is not expected there will
be any disruption to regular hall activities such as badminton as the fans will
be flush with the current ceiling.
Recycling Provisions
Vicky will do extra signs for upstairs, bar and kitchen to
include “children not permitted in kitchen” sign. Alan was concerned that outdoor
recycling bins would not be used properly and this will result in extra work
for the Maintenance Team. It was agreed to purchase one outdoor recycling bin
for the Play area and see how that goes before purchasing more bins.
SECTION 106 FUNDS
Nothing at this meeting.
HALL OPERATIONS STATUS
Nothing to report.
BOOKINGS & EVENTS
UPDATE
Bookings update/info
Jackie advised that we have had a lot of bookings for
Children’s Parties recently. We have 3
events in December which will require a bar.
Fiona to email the Committee and ask for help and will produce a
spreadsheet showing committee availabilities for each event.
2023 Fundraising
events calendar
Two additional functions
in December. Andrew will start a
2024 Calendar spreadsheet for next month’s meeting.
Cricket Club Event
Andrew to reply to an email from Vicky Starling regarding
their request to provide a “welcome drink” and run a Wine Bar. Andrew has managed to get enough people to
staff the bar. Alan kindly agreed
to do an extra hour from 9pm to help Hannah who would otherwise be alone. Jackie, Neil and Charene have also
agreed to help. Andrew has now got a
list of people in the village who have said they are willing to help with bars
going forward. Andrew will speak
to Joy about her role as Bar Manager.
Cricket Club have asked for ceiling fabric (Angelo & Bill). The
sound system has also been requested (Andrew to confirm).
Gin Evening
Jane will require help
with this. There is only one table and 4
single places left now.
HAGS – 27/10
Louise has requested help.
Jane, Bill and Andrew to set up. Vicky will do the Raffle (as
Louise has now said she will be on the door). Andrew to do the bar, Fiona
will help during interval.
Post meeting note: Andrew
has realised he is not available that evening so we need someone else to run
the bar – not expected to be a busy event.
MONTHLY REPORTS
Finance – Bill had
distributed his report which was discussed. Vicky hopes the Toddlers
Bank Account will be open in the next few weeks and Bill will transfer
their money into it.
Health and Safety – Risk
Register
Andrew has undertaken the 6 monthly update of the Risk
Register and added “Finger Entrapment” to this following the incident at Youth
Club. There are now 10 risks that are
“amber”, no “red”, and all others “green”. Of the amber risks 8 out of 10 are
already at their residual risk level with all identified mitigations having
been undertaken. The remaining two require signage for the field in respect of
dog control and finger strips to be added to the doors by the Maintenance Team
on 14/10. All other recommendations from
the EHO relating to the finger entrapment issue have been implemented. Andrew thinks we need to discuss which of our
doors are actual Fire Doors at a future meeting so we are clear as to what
closure mechanisms are required (at present all doors are regarded as fire
doors).
Monthly checks register
Angelo distributed his compressed
report prior to the meeting. No issues raised.
PARISH COUNCIL FEEDBACK
Katie was not at the meeting.
CORRESPONDENCE
Letter from the Pensions
Regulator confirming that we have submitted our Re-declaration of Compliance.
AOB
Vicky said that the toilet
brush holders were rusted. Kate will order 5 new ones.
Alan suggested we open the Rec to caravans on Badminton
Weekend. This is under consideration.
Neil asked who he should pay money for Gin Evening tickets
to. Bill said to pay directly
into our account or give the money to him.
Angelo said Alan Hemingway has volunteered to help with Grant
Applications. His name has been added to
the admin for the Charity Excellence Framework which Angelo has
been working on. There are links to
possible funding sources which may be useful. Andrew to be added as well
and he will look at the questionnaire. A
new volunteer to the Maintenance Team has said he would be willing to look at
contracts on our behalf as this is something he deals with at work.
Angelo has looked at the cost of a back up unit to ensure
emergency lighting comes on under battery power in event of an electricity
cut-off and also to heat water from the solar panels when excess electricity is
generated. He will report back when quotations are received. We will also
decide next year if we want to expand our solar capacity.
Bill asked what is happening with Brownies. Fiona told him they cannot find a leader and
will not be starting up. Bill advised
that our Electricity contract is due to end and he will get quotes from Utility
Aid.
Andrew gave the Charity Commission Certificate to Angelo to
display outside the Hall and on the website.
There being no further
business the meeting was closed at
21h50.
Date of Next Meeting will
be Monday 13th November 2023.