Village Hall Committee Meeting – 9th January 2023
AGENDA
· Apologies for Absence (Fiona)
· Minutes of Previous Meeting (Fiona)
· Decisions, Approvals, Committee Ratifications (proposals circulated prior to meeting)
· None at this meeting
· Policy Review (updates for approval circulated prior to meeting)
· Policy for bar operation and sale of alcohol (Andrew)
· Strategic Plan Activities
(To enable creation of 2023 amalgamated development plan for review in Feb)
· 3 Year Strategic Plan - update and review (Andrew)
· 2022 Investment/Development plan - outstanding actions (Andrew)
· Environmental Plan – action owners review (Andrew)
· Environmental Strategy Development
· Nothing more at this meeting
· Section 106 funds
· Plan/thoughts for communicating opportunity to village community (Kate/All)
· Hall Operations Status (Kate)
· Bookings & events update (Jackie)
· Booking updates/info (Jackie)
· 2023 Fund raising events/bookings calendar (Andrew/Jackie)
· Hall open day plan – showcase solar and refurbishment – coincident with Big Breakfast
· Monthly Reports (issued in advance - arisings only)
· Finance (Bill)
· Health & Safety (Chris)
· Playpark/Skatepark (Steve)
· Monthly checks register inc maintenance update/plans (Angelo)
· Parish Council feedback (Sue)
· Correspondence & Publicity (Fiona & Jane)
· AOB (All)
Date of Next Meeting: 13th February 2023 at 7.45pm
HAWKESBURY VILLAGE HALL
Minutes of Committee Meeting
9th January 2023
PRESENT
Andrew Webb Hilary
Rogers Kate Bashford Angelo Sauro Alan Charlesworth Vicky Rispin Louise Roberts Hannah
Herod Charene
Winbow Jackie Sandy
Jane Stanbridge Bill Cullen Fiona
Steeds
APOLOGIES
Mandy Clarke Steve Magrath Sue Hope Phil
Dennett Neil Fozard Sally Roberts Chris Knight
Andrew started the meeting by announcing that Chris Knight has resigned
from the Committee. Andrew has written
to him and thanked him for his time and help on the Hall Committee.
MINUTES OF PREVIOUS
MEETING
The Minutes of the December
meeting were agreed as a true record.
DECISIONS, APPROVALS,
COMMITTEE RATIFICATIONS
None at this meeting.
POLICY REVIEW
Policy for Bar
Operation and Sale of Alcohol
Andrew had distributed the document in advance of the
meeting. Angelo had asked for
corrections to Opening Hours, and to include that a Price List must be
displayed along with the Premises licence.
Jane asked if the use of “Committee Members” and “Trustees” meant
the same thing. Andrew will standardise terminology where possible. Vicky asked if it was necessary to
have date of birth on the Acceptance of Licencing Responsibilities Form. Andrew
explained that this was a form which Phil had devised in order to
satisfy South Glos Licencing Officer that we meet their standards, so in the
meantime no change will be made to the form. It is acceptable for signatories
to state “over 25” if they do not wish to reveal their DoB. The Committee
approved the Policy document subject to minor changes.
STRATEGIC PLAN
ACTIVITIES
3 Year Strategic Plan
The original plan launched
in mid ’21 was reviewed as we are now halfway through it’s duration. Out of 40
actions agreed, we have completed 21 and 10 are in progress, with 2 rejected
and the remaining not yet started. The biggest and most expensive actions have
been completed in the main, so this represents excellent progress. The
remaining actions in progress and those yet to start were reviewed with the
Committee deciding which ones should be prioritised for 2023.
2022
Investment/Development Plan
Three actions remain
outstanding from this plan and it was agreed all should be priorities for 2023.
Environmental Plan
This new plan was reviewed
and updated and the priorities for 2023 were agreed.
2023 Consolidated
Action Plan
Andrew will devise a 2023 Action Plan that consolidates all
the priority actions based on the Committee’s discussions for review in
February.
We decided that the main priority in 2023
should be to promote 4 key “products”
that the Hall can offer, these being weddings, private parties, business/work
use of the meeting room and greater use of the rec to capitalise on the
Hall refurbishment and the revised
pricing structure. Advertising material in the form of brochures, photographs
and written descriptions is to be produced for each of these products. Jackie is going to put together a
brochure of photos and information which can be presented to potential wedding
Hirers also to include details of local wedding services providers. Jane will write a piece to describe
the upstairs meeting room and use this to promote the Hall on Facebook pages of
village groups in the local area. Material for private parties and rec use will
follow.
ENVIRONMENTAL STRATEGY
DEVELOPMENT
Nothing at this meeting.
SECTION 106 FUNDS
Kate said that Karen Bexter has told
her that she and Rosie would ideally like to find someone else to take on the
responsibility of fundraising to cover Playpark Insurance. Kate will liaise with them and the hope
is that whoever takes on this role may well be interested in running the new
project under the Section 106 criteria (all surface sports court and extended
wildlife garden). The Committee is concerned that any potential project
undertaken may well result in additional maintenance and insurance costs for
the Hall in the future so it is crucial that how this is dealt with forms part
of any plan.
HALL OPERATIONS STATUS
Ange Jones is doing the
Cleaning and Kate has put an advert in the Parish Mag for a relief
cleaner to cover sickness and holiday.
BOOKINGS & EVENTS
UPDATE
Bookings update/info
Jackie has bookings for a
couple of children’s parties and a Wedding in May. Jackie & Andrew to
liaise on pricing for this wedding booking.
Polling Day is 4th May – Jackie will advise Badminton
that they cannot play on that day.
Brownies are re-starting in the Hall but may change their day.
Big Breakfast
Fiona will buy the provisions. The Committee want to keep costs to a
minimum. Several Committee members
offered to help on the day. Vicky and Jane will publicise the event,
price set at £6.50
Fundraising calendar
The 2023 calendar was
presented and there are several big events already booked in.
MONTHLY REPORTS
Finance – Bill presented his report for the month which was
discussed. The Gin Evening was extremely successful and one of our best ever
fundraisers. Jane was thanked for organising this. While Bill is away Angelo will send
out invoices to Hall Users and Kate will be responsible for paying
invoices. Bill asked if we can
authorise Kate to have single approval on paying of bills during this period,
although she will copy Andrew in on all transactions. The Committee approved this. Kate would like to know what our basic
running costs per day are. Andrew has
worked on this and they will meet to discuss how we can share the information
in simple terms. This will also be detailed in the paper that Andrew is due to
submit to the PC for grant support for 2023 as agreed at the December meeting.
Health and Safety –
Andrew will take responsibility for
this following Chris’s resignation. He
will contact Andrew Warner and Steve Magrath regarding using a more formal
checklist.
Playpark / Skatepark – Nothing new to
report.
Monthly checks register – Angelo presented his report.
PARISH COUNCIL FEEDBACK
Nothing from Sue this
month.
CORRESPONDENCE
We received two emails
regarding potential Grant funding from ACRE and Big Give. Andrew to look at these.
AOB
Alan suggested promoting the Hall on Hallshire.com Andrew/Angelo will look at this.
Louise said Tricia Perris had asked if school staff could use
the car park whilst the tennis courts are being resurfaced. Kate didn’t think this was necessary
but the car park has been busy and Hilary was concerned that Evergreens
might have difficulty parking. However it was pointed out that we do not have
an ability to stop people using the carpark, but it is something we don’t want
to promote.
Hilary asked if the short bowls mat is in the Hall. Angelo needs to collect it and check
the condition. Hilary also
brought in the WI Shield to be put up in the Hall.
Vicky will put the Christmas tree away in the eaves. She would also like to clean out the Table
Store. Date arranged for Saturday 21st January at 10am. Please come along and help if you are
free.
There being no further
business the meeting was closed at 22h17.
Date of Next Meeting
will be Monday 13th February at 7.45pm.