Oct 24 - Hawkesbury Upton Village Hall - Hire for Weddings, Parties, Stage for Live music

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CIO Trustees > 2024 Minutes
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

 
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