Village Hall Committee Meeting – 28th October 2024
AGENDA
· Apologies for Absence (Fiona)
· Minutes of Previous Meeting (Fiona)
· Issues arising/Decisions/Approvals
· Coombe View/Village Hall boundary – agreement for the minutes (Andrew)
· Knead Bakery proposal (Andrew/Fiona)
· Policy Review (updates for approval circulated prior to meeting)
· None at this meeting
· Strategic Plan Activities
· Solar 2 update (Andrew/Angelo)
· Upstairs room refurb – yoga/pilates rental - details & update (Andrew/Angelo)
· New fire doors – grant application update (Angelo)
· Section 106 funds
· “Young Persons” – MUGA - way forward discussion (Andrew)
· Hall Operations Status
· None at this meeting
· Bookings & events update (Jackie)
· Booking updates/info (Jackie)
· 2024 Fund raising events/bookings calendar (Andrew)
· Arrangements for Badapple Production (Jan 2nd ), Hall/FOSM Event (Jan 11th)
· Greg Chapman(magician) – May ’25 – status/plan?
· Monthly Reports (issued in advance - arisings only)
· Finance (Bill)
· Health & Safety (Andrew)
· New Playpark annual inspection contract (Angelo)
· Monthly checks register (Angelo)
· Parish Council feedback (Katie)
· Correspondence & Publicity (Fiona & Hannah)
· AOB (All)
Date of Next Meeting: 25th November at 19.45
Minutes of Committee
Meeting
Monday 28th
October 2024
PRESENT:
Andrew
Webb, Neil Fozard, Jackie Sandy, Sue
Hope, Alan Charlesworth, Fiona Steeds,
Vicky
Rispin, Sally Roberts, Angelo Sauro, Bill Cullen, Katie Griffin
APOLOGIES:
Mandy
Clark, Jane Stanbridge, Kate Bashford, Hilary Rogers
MINUTES
OF PREVIOUS MEETING:
The
Minutes of the September 2024 Meeting were agreed as a true record.
Andrew
advised that Kate Bashford has resigned from the Committee. We all agreed that she will be greatly missed
and thank her for the valuable contribution she has made to the successful
running of the Hall. Andrew will
arrange for her to be removed as a Trustee.
Bill will take Kate’s name off the bank account as a signatory
and we will see how we manage with 2 signatories going forward.
ISSUES
ARISING, DECISIONS, APPROVALS
Coombe
View/Village Hall Boundary
The
following arrangement has been agreed with the Rispins regarding fencing and
boundaries:
Chris
and Vicky have constructed a fence on their land going from the front of their
garage to the front boundary wall. It
will be in their ownership and they will take responsibility for it. This mirrors
the arrangement with regards the area towards the rear of their house to the
Playpark where they previously installed fencing on their land which is owned
by them. The line of the boundary runs just on the other side of these fences but
there is no fencing owned by the Hall in these locations. This leaves an area
adjacent to the side of their house of post and rail fencing that is in the
ownership and the responsibility of the Hall. The Rispins will take no
responsibility should anyone be injured by the Hall's fence falling over. Knead Bakery
We have
been approached by Knead Bakery asking us to allow them to sell produce from
their Van on a weekend, once a fortnight in the car park. They are aware that Holly sells outside the
shop fortnightly and would come on alternate weeks. They are offering 5%
commission but Andrew suggested we ask for a flat £10 fee per
visit. The Committee is in favour of
this. Andrew will speak to Chris
Couzens Short to inform the Shop Committee and get the dates sorted. Fiona
to contact Lucinda at Knead Bakery.
POLICY
REVIEWNone at this
meeting.
STRATEGIC
PLAN ACTIVITIES
Solar
2 Update
Angelo
advised that the
installation is now complete. Some of
the felt was repaired and the old panels moved to the other side of the
building. The old panels are back in
operation but the new ones have yet to be commissioned. Angelo explained
that we are waiting for the latest Invertor to become available which should be
in November. The EV Charging Points are
not yet operational. Angelo will
liaise with the management company and we will be able to decide how much to
charge. New signage will be required to highlight the chargers and specify the
Terms of Use.
Upstairs
Room Refurb
Andrew had been approached after last
month’s meeting by Bea Ferrand who wished to hire the upstairs room for 14
hours a week to run Barre/Pilates classes.
Andrew had emailed the details of the proposal to the Committee to
seek ex-Committee approval and there were no objections. We agreed to bear most of the cost of
redecorating the room and replacing the floor on the basis of the very high
annual rental hours, that it would be a non-exclusive hire and the work will
significantly improve the room, improving its appeal to other potential hirers. This specific hire will increase the total
hall annual hiring revenue by 20% compared with 2023 and the cost will be recouped within 9 months. Bea has
committed to signing a contract for one year initially, but she anticipates
that this is a long term business and already has an established clientele. Sue
was concerned that the Parish Council would be unable to use the room and Andrew
told her he had written to Hazel Jones to say that the room will be available from
8pm on Mondays. If that is not convenient the main Hall will
be available to use. Vicky was
concerned about the front door being open during Toddler sessions but will
monitor the situation. Alan said
that it was an excellent boost to our income stream and the Committee
agreed. Bill thinks it might be a
good idea to upgrade the chairs and tables upstairs to attract more business Hirers
and this was agreed. The refurbishment work should be completed by Friday.
New
Fire Doors
Angelo had applied for a grant for 3
external fire doors to be replaced with PVC doors to reduce draughts and
improve safety but was unsuccessful. Andrew
thought that in light of the rejection we could concentrate just on replacing
the door in the main Hall which is particularly draughty. Angelo is concerned that the exit gate
at the end of the external corridor outside of this door is a security risk,
bearing in mind the value of equipment
we now have for the solar installation in that area. Angelo/Alan to look
at possible soultions to replace the fire door, improve the external corridor
and establish a safe exit gate. Katie
asked if the solar equipment was covered by our Insurance Policy and Bill will
check this.
SECTION
106 FUNDS:
Young
Persons - MUGA costs
Andrew has spoken to the youngsters who use
the Basketball area and they would like to see it upgraded. It is hoped this could be done within the
amount of the available grant. Andrew
will get quotes.
HALL
OPERATIONS STATUS:
In light
of Kate’s resignation Jackie agreed to be the official point of contact
for Ange.
BOOKINGS
AND EVENTS:
Booking
Updates/Info
Jackie has had more bookings for Children’s
parties. There is an enquiry for a possible function with bar in February –
tbc.
2024
Fundraising events/Bookings Calendar
Andrew has arranged for Bonfire Committee
to sell our surplus alcohol on the 2/11.
Fiona to find out what help Louise needs
for the Badapple Show on 2/1/25. Andrew agreed to run the bar but we also need
to sell cakes and refreshments. Fiona and Vicky volunteered to do this but we
also need people to make cakes etc.
Vicky
& Jane met with
FOSM regarding our event on 11/1/25. Pam
Bendry is doing the food. We will run
the bar and set up the Hall. Jane
has done a full page advert in the parish magazine. Vicky has asked people to pay ticket money directly to Village Hall
account. She will also do a Raffle – please donate a prize if you can.
Angelo to go back to the Magician who wants
to do a show in May 25 with prices – AW/AS to liaise on this.
MONTHLY REPORTS:
Finance
Bill had distributed his Report which was discussed. No
issues were raised. Hall finances are in a relatively healthy position at this
time.
Health & Safety
Andrew to give an update next month.
Playpark Annual
Report
Angelo has found a new Contractor based in Thornbury and an
inspection is scheduled for December/January
Monthly Checks
Angelo presented his Report.
An Emergency Light on the stage needs to be replaced before the Drama
performance.
Foley Fire came out and
did an audit of the premises and fire doors.
Angelo will present their report and recommendations next month.
A new shed is needed on
the Rec. It will cost around £600. Alan has sourced a base.
PARISH COUNCIL
FEEDBACK:
Katie reported that bulb planting had been undertaken by the
PC. Vicky confirmed that this
included the car park perimeter.
CORRESPONDENCE &
PUBLICITY
None.
ANY OTHER BUSINESS:
Bill has received a cheque for £250 from Mike Bendry which
was given by the Starling family in memory of Iris who recently passed
away. Fiona to send thank you.
Vicky asked what was happening with the First Aid Kit in
the upstairs room. Angelo will
move it to the back of the storage cupboard door.
Alan requested an Eye Wash Kit be added to the First Aid
Box. Angelo will arrange.
Katie requested a new Dishwasher for the kitchen. This was agreed and Bill will get
prices.
Chris Gardener has asked
to hire the Hall on New Year’s Eve for a family party. They will want to bring their own alcohol as
the Bar will not be available. Angelo
to ask how many people will be attending and Andrew will work out a
price accordingly.
There being no further
business, the meeting was closed at 10.05pm.
Date of next
meeting: Monday 25h November 2024