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