Village Hall Committee Meeting – 15th January 2024
AGENDA
· Apologies for Absence (Fiona)
· Minutes of Previous Meeting (Fiona)
· Decisions, Approvals, Committee Ratifications (proposals circulated prior to meeting)
· Re-instatement of Tennis Club as a User Group – complete, for info only
· Increase in pay rate for cleaner – request to address ex-committee
· Request by Poppy & Boo to hold weekly pizza sales on the car park following Dec trial
· Premises licence – update (licence holder, DPS and Variation application)
· Discounted hiring charge introduction for new groups – level & duration
· Policy Review (updates for approval circulated prior to meeting funds
· Employment policy - update (Bill)
· Hiring Charge Policy – inclusion of share of bar profits for User Group events (Andrew)
· Strategic Plan Activities
· Heating Control/Energy Management System – CIL update (Andrew)
· Heating Control/Energy Management System – operation update (Angelo)
· Status on 2023 plan & actions to carry forward into 2024 plan (Andrew)
· Section 106 funds
· 2024 Capital Projects list to be presented end Q1
· Hall Operations Status (Kate)
· Nothing to report
· Bookings & events update (Jackie)
· Booking updates/info (Jackie)
· 2024 Fund raising events/bookings calendar (Andrew)
· Bar events (13/1, 26/1, 2/2) – volunteer roles (Andrew)
· Tango Calor band (Louise Roberts) – volunteer roles (TBD)
· Big Breakfast – volunteer roles (Fiona)
· Monthly Reports (issued in advance - arisings only)
· Finance (Bill)
· Health & Safety (Andrew) – entrance porch head protection (Alan)
· Monthly checks register (Angelo)
· Parish Council feedback (Katie)
· Revenue Grant applications – details & timeframe (Sue)
· Correspondence & Publicity (Fiona & Jane)
· AOB (All)
Date of Next Meeting: 12th February 2024 at 7.45pm
Minutes of Committee
Meeting
Monday 15th January
2024
PRESENT:
Andrew
Webb, Bill Cullen, Jane Stanbridge, Jackie Sandy, Sue Hope, Kate Bashford,
Angelo
Sauro, Katie Griffin, Fiona Steeds, Sally Roberts, Neil Fozard
APOLOGIES:
Hannah
Herod, Mandy Clarke, Steve Magrath, Vicky Rispin, Alan Charlesworth, Steve
Magrath
MINUTES
OF PREVIOUS MEETING:
The
Minutes of the December 2023 Meeting were agreed as a true record.
DECISIONS,
APPROVALS, COMMITTEE RATIFICATIIONS
Re-instatement of
Tennis Club as a User Group
The
Tennis Club had requested they be re-instated as a User Group which was agreed
earlier this month. Following a
successful event in the Hall last Saturday, they hope to arrange more events
and possibly children’s indoor tennis.
Increase in pay rate
for cleaner
This needs to be reviewed,
in line with the forthcoming increase in National Living Wage in April. Andrew,
Bill & Fiona to agree new rate.
Request by Poppy
& Boo to hold weekly pizza sales on the car park
Ed has asked if they can
continue this, following the trial period in December. It was agreed that Andrew will
negotiate a monthly fee for them to continue on a Wednesday or Thursday
evening.
Premises licence
Update
Our application to extend
our hours until 00.30 on Friday and Saturday evenings was approved on condition
that it is only used for a maximum of 12 sessions per year. This limitation was
proposed by us in order to address the formal objection that had been raised
from one of our neighbours. We are also permitted to have an “Off Licence” but
any outside bar on the Rec will require a TENs Licence application. Our Music Licence remains unchanged – 11.30pm
finish. The application to change to a
Committee Licence had been lost by the Licensing Committee but was eventually
located and will be approved by them.
This means that all Committee
members are jointly responsible for the operation of the bar in accordance with
our premises licence. We also need to
keep a record of who has been trained to run the bar and when this was
done. Details of anyone who is refused
alcohol must also be kept. Andrew
will update the Policy accordingly when the new licence is received.
Discounted hiring
charge introduction for new groups
Andrew proposed giving a discount to new
Hirers for an introductary period to encourage new Hall Users. It was agreed to allow the first month free
of charge, regardless of the number of sessions booked in that period. Sue is trying to organise Chair Yoga.
POLICY
REVIEW:
Employment
Policy
Bill to circulate prior to next month’s
meeting.
Hiring
Charge Policy
Andrew has proposed allowing User Groups of
the Hall to run their own bar at their events (eg Drama) and take 30% of nett
bar profit restricted to once per year. They still pay for Hall Hire but it
seems a good way to encourage Hall hire and was welcomed by Drama Group, Tennis
Club and PTA. The User Group will have to run the bar and find voluntary staff
to do so. The Hall will ensure the bar is adequately stocked and undertake the
opening up and closing down actions and the User Group Committee member must be
present to oversee sale of alcohol in accordance with our premises licence. The
Hall still benefits from Bar Sales. Andrew’s proposal was seconded by Bill and
approved by the Committee.
STRATEGIC
PLAN ACTIVITIES:
Heating
Control/Energy Management System – CIL Update
Andrew
attended the
December Parish Council meeting and was told that because our application had
been submitted prior to them changing their Policy, they would consider
it. Having explained that our
application for £2500 was less than the £4500 grant requested from Thrive
Renewables in order to enable distribution of CIL funds to other parish
groups, the Parish Council very
generously awarded us the full £4500. Fiona to send formal thank
you.
Heating
Control/Energy Management System – Operation Update
Angelo arranged for the work to be done in
December and he demonstrated how the different heating zones are controlled via
the App. Jackie & Andrew to
be shown how to change the settings according to Hall Bookings. Jane to
include heating system update in Parish Mag. Unfortunately the Destratification
Fans have proved ineffective and are not fit for purpose. Angelo & Andrew are meeting with
West Country Plumbing to find an alternative solution (Angelo has sourced a
better unit) but there may be a financial implication. The system which uses our solar panels to
heat the water has also been installed.
Status on 2023 plan
& actions to carry forward into 2024 plan
The
actions which had not been completed this year were discusssed. It was decided that the Upstairs Meeting
Room is adequate and doesn’t merit further expenditure at the moment.
Jane suggested that we replace the
internal Hall Signage (eg Chair Store) with metal signs which are more
durable. Hallmark scheme to be
carried forward to 2024. Communication/Marketing
is well in hand and was marked as completed. Andrew to present 2024 Action Plan at
March meeting.
SECTION
106 FUNDS:
Kate
& Andrew to go
back to SGC for further discussion on this.
HALL
OPERATIONS STATUS:
Nothing
to report.
BOOKINGS
AND EVENTS:
Jackie has confirmed the new monthly
booking for Children’s “My Town” event, and will ask the organiser if they need
our assistance in advertising this, e.g. a dedicated advert in the parish
magazine
There is
a private party requiring a Bar on 26th January. Andrew & Jackie will run the bar
but asked for more volunteers. Please let Andrew know ASAP if you can do an
hour or two.
Kate
(and Rory) and Katie
offered to run the bar for Tango Calor on 2nd February. Sue will do the Raffle.
Big
Breakfast 2024 -
Sunday 3rd March
Fiona to order all food for the
event. Neil will provide gf
Bread. Several Committee members have
offered to help on the day and to cook sausages and bacon. Fiona to send out Rota. It was agreed that Newspapers will not be
provided this year. Kate to buy a
new 4 slice toaster for the kitchen.
MONTHLY REPORTS:
Finance
Bill presented his Report which was discussed. He has secured payment of all outstanding
invoices for 2023.
Health & Safety
No accidents or incidents
reported since last meeting. Angelo to follow up action on Entrance
Canopy with Alan.
Monthly Checks
A new pump was purchased
for the boiler room. Angelo is
arranging for the dishwasher to be repaired.
PARISH COUNCIL
FEEDBACK:
Revenue Grants are
available from PC - £3300 is available to Village Groups. Applications to be submitted by 30th
January. It was agreed that the Hall
will not apply immediately on this occasion, but will wait and allow other
groups to go first, and submit an application only if any residual funds remain
available. This is due to the increased CIL grant received for the Heat
Management System and the Hall’s current position following an exceptional year
in 2023. Fiona to write to User Groups and encourage them to do so.
CORRESPONDENCE &
PUBLICITY
No correspondence. Jane prepared an article for the
Parish magazine during the meeting.
ANY OTHER BUSINESS:
Sue wants to get a banner printed to advertise the
Community Library, instead of using the Board which is very heavy to
manoeuvre. It was agreed that any banner
should be no more than 1m x 2m in size.
It can be put up 24 hours before the event and should be taken down
immediately after the finish time. Andrew believes Toddlers also want to
use a banner.
Angelo said that the outside storage shed is becoming
unusable and beyond repair. It will need to be replaced at some point and will
probably cost around £600.
Vicky had emailed to request permission to buy a shelving
unit for Toddlers, to be stored in the Library cupboard. This should also make access to the Library
trolleys easier. She will cover the cost by applying for a Grant from the Show
Committee. This was approved. She also gave contact details for Parish
Mag and Show Committee who are offering grants at the moment. Fiona to pass on to Hall User Groups.
Neil collected £40.60 from the Car Park honesty box.
There being no further
business, the meeting was closed at 9.55pm
Date of next meeting:
Monday 12th February 2024 at 7.45pm