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CIO Trustees > 2024 Minutes
Village Hall Committee Meeting – 9th September 2024
AGENDA
 
·       Apologies for Absence (Fiona)
 
·       Minutes of Previous Meeting (Fiona)
 
·       Issues arising/Decisions/Approvals
·     Disturbance at the hall, Monday Sept 2nd (Andrew)
·     Dog mess on the recreational field – update (Katie)  
 
·       Policy Review (updates for approval circulated prior to meeting)
·       None at this meeting
 
·       Strategic Plan Activities
·       Solar 2 update (Andrew/Angelo)
·       Electricity export price/contract (Angelo)
·       Environmental cost reduction assessment, SGC/Business West (Andrew)
 
·       Section 106 funds
·       “Young Persons” – MUGA cost inputs & way forward (Andrew)
·       “Natural/wildlife open space” – update (Andrew/Kate)
 
·       Hall Operations Status
·       None at this meeting (Kate)
 
·       Bookings & events update (Jackie)
·       Booking updates/info  (Jackie)
·       2024 Fund raising events/bookings calendar (Andrew)
·       Hall Committee fund-raising events – Oct & Dec (Angelo/Neil/Kate)
·       Greg Chapman – magician – May ’25 ??
 
·       Monthly Reports (issued in advance - arisings only)
·     Finance (Bill)
·     Health & Safety (Andrew)
·       Playpark annual report and actions (RYNAT)
·     Monthly checks register (Angelo)
 
·       Parish Council feedback (Katie)
·       Correspondence & Publicity (Fiona & Hannah)
 
·       AOB (All)
 
 Date of Next Meeting:  14th October at 19.45



Minutes of Committee Meeting 
Monday 9th September 2024                                                                    
                                                                                                  
 
PRESENT:
Andrew Webb, Neil Fozard, Jackie Sandy,  Sue Hope,  Alan Charlesworth,
Hannah Herod, Fiona Steeds
 
APOLOGIES:
Mandy Clark, Jane Stanbridge, Sally Roberts, Bill Cullen, Angelo Sauro, Vicky Rispin, 
Kate Bashford, Hilary Rogers
 
MINUTES OF PREVIOUS MEETING:
The Minutes of the August 2024 Meeting were agreed as a true record.
 
ISSUES ARISING, DECISIONS, APPROVALS
Disturbance at Hall on Monday 2nd September
Last Monday the Ballet Teacher reported that her class had been disrupted by an inebriated male trying to access the toilets.  She had locked the door and would not let him in as she had young children in the Hall. He was aggressive and she reported the incident to the Police.  We have advised Hall Users to keep the door locked where possible and Andrew is awaiting an update from the PCSO.  Alan suggested that the PC may consider installing a Portaloo on the Rec for anyone who uses the grounds including walkers. Unfortunately CCTV footage is blocked by the Ballet groups promotion banner that they position in the hallway. Andrew will inform them to place it on the other side of the doorway.
Dog Mess on the Rec
Last month Katie said she would monitor the situation but was not present at the meeting to update.  Kate did leave poo bags which were quickly taken but difficult to know if they have actually been used.  Notices have been put on social media.
 
POLICY REVIEW:
None at this meeting.
 
STRATEGIC PLAN ACTIVITIES
Solar 2 – Tender Process/Supplier Selection
Andrew advised that we have now paid a £9215 deposit to the contractors and are awaiting confirmation of the re-design where we have specified a few changes to improve the aesthetic appearance.  The plan is to move the existing panels to the less visible side of the roof and the car park facing side will have all new panels.  Scaffolding should go up this week and completion is due by end of September.  The installers will need access to the Hall at times when the work is being carried out. The 2 EV Charging points will be mounted on a post with a protective barrier. Sue asked what our payment policy will be and Andrew expects to be guided by the Management Company who will administer the scheme.
 
 
Electricity Export price/contract
Angelo has negotiated a 12p per kw sell back rate with Scottish Power.  Andrew is arranging for a Business West Energy Consultant to do a survey and advise on the best way to heat the Hall given the additional solar energy and our desire to move away from heating oil.  He hopes this will lead to grant sources going forward.
 
SECTION 106 FUNDS:
Young Persons - MUGA costs
Andrew now has 2 quotes and the cost of a MUGA will be £75-£95k which is twice the amount of the funds allocated. Andrew suggested we consult with the community and if someone is interested in fundraising the other 50% we can work with them.  Alternatively, an outdoor gym could be a possibility and meets the criteria.  Hannah thought that an upgraded basketball area with proper seating would make better use of the money if that were affordable.  We will discuss at the next meeting.
Natural/Wildlife Space
Andrew said we need to decide how we allocate the Young Persons fund first and then determine how this money is spent so we don’t create any compromises. Alan suggested the boundary fence at the bottom of the Rec could be replaced by tree planting. This would be a significant maintenance benefit in the future. Andrew said that any leftover monies could be offered to the Parish Council for the benefit of the wider community, but that the Contractor had prioritised the monies be spent firstly at the Hall.
 
HALL OPERATIONS STATUS:
None at this meeting.
 
BOOKINGS AND EVENTS:
Booking Updates/Info
Jackie has had more bookings for Children’s parties.  The Sth Glos Bee Keepers have booked their AGM for next year.  Angelo has put in next year’s Tractor Run date which will leave from and return to the Hall.  Potential booking by a Magic Act in May 2025.  Jackie to liaise with Angelo for more information.  A weekly booking has been made for the Short Bowls Club for 26 weeks.
 
2024 Fundraising events/Bookings Calendar
Neil advised that Hobbs can no longer do the event with FOSM on 7th December and have proposed a new date of 11th January 2025.  This was agreed by the Committee and Neil will liaise with Peter Setterfield.
Andrew was disappointed that despite a general request in last momth’s minutes nobody had suggested any ideas for the other fund raising event we have been discussing to take place this autumn. He wondered if PTA are interested in co-hosting some form of music event. A quiz was also suggested. Kate to find out.
 
MONTHLY REPORTS:
Finance
Bill had distributed his Report in the revised format which was discussed.
Health & Safety
Nothing this month.
Playpark Annual Report (RYNAT)
Angelo has found out that RYNAT have gone into administration having done our survey but not issued the report. He has found another company with an office in Thornbury and we have asked for a quote.  Sue was concerned about whether this would affect our Insurance cover. Andrew is happy that we can show that we did have a survey done as per requirements and are actively pursuing a new contractor, given the unpredictable status with the original.
Monthly Checks
Angelo sent through his Report.  Maintenance Team have put up the “Pay Here” sign and decals on the Defibrillator. Neil has collected £158.40 from Parking this month and Angelo has received the first online payment which was £83.00. Sue had reported no hot water on Friday and this has been rectified. She also said that the hand basin in the kitchen was leaking. Alan will look at this.  The Fire Safety company we use are going to do a survey and Andrew has specified that this must include a report on which doors need to be actual Fire Doors.  Kate is looking at the possibility of a grant to replace the 3 Fire Exit doors which are old and draughty.  A new shed is needed – Bonfire Committee to pay 50% of cost.  Andrew & Angelo are in discussion with Destrat Fans supplier but things have got a bit contentious.  Andrew will keep us posted.  The finger guards for the Youth Club cupboard are too small – new ones have been ordered.
 
PARISH COUNCIL FEEDBACK:
Sue reported that the Cricket Club’s application for CIL funding for a Marquee has been refused. The forthcoming road closure will affect access for some residents and Andrew said we were happy for the Hall car park to be used.
 
CORRESPONDENCE & PUBLICITY
Hannah had a request from Westonbirt Arboretum asking if they could advertise for Volunteers on our FB page.  This was approved.  Hannah asked if she can use the current information from the website on our FB page.  The information is up to date but the website needs upgrading. Hannah & Andrew to liaise regarding this.   The Fleece Inn have asked if they can use our oven on 19/12.  Hannah to ask for more information.
Vicky emailed to say that the wood leftover from the Deer Roast will be removed within the next two weeks.
 
ANY OTHER BUSINESS:
Andrew is away for the October and December meetings.  He suggested we meet in late October and late November with no December meeting, unless anyone else wishes  to chair the meetings.  The Committee decided to go with his proposal.
 
There being no further business, the meeting was closed at 9.30pm.
 
Date of next meeting: Monday 28th October 2024

 
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