Village Hall Committee Meeting – 11th March 2024
AGENDA
· Apologies for Absence (Fiona)
· Minutes of Previous Meeting (Fiona)
· Decisions, Approvals, Committee Ratifications (proposals circulated prior to meeting)
· Playpark maintenance request from Christmas Shopping organisers (Andrew)
· AGM plan (all)
· Policy Review (updates for approval circulated prior to meeting)
· None at this meeting
· Strategic Plan Activities
· Heating Control/Energy Management System – operation update (Angelo)
· Funding source update (Andrew)
o West of England Rural Fund – solar application £38k
o Hawksbury Show Committee – update
o Tesco young people grant (via PC) – discussion
o CIL opportunities – discussion
· Plan for the next 3 yr. Strategic/Investment Plan (Andrew)
· Section 106 funds
· De-brief from meeting with S.Glos Council & potential options (Andrew/Kate)
· Hall Operations Status (Kate)
· Nothing to report
· Bookings & events update (Jackie)
· Booking updates/info (Jackie)
· 2024 Fund raising events/bookings calendar (Andrew)
· Hall Committee fund-raising events – Sept & Dec (Alan/Neil)
· Big Breakfast – finances report (Andrew)
· PTA curry & quiz report (Andrew)
· Monthly Reports (issued in advance - arisings only)
· Finance (Bill)
· Health & Safety (Andrew)
· Monthly checks register (Angelo)
· Rec/playpark/skatepark monthly checks – formal check sheet requirement
· Parish Council feedback (Katie)
· Correspondence & Publicity (Fiona & Jane)
· AOB (All)
Date of Next Meeting: 8th April 2024 at 7.45pm
Minutes of Committee
Meeting
Monday 11th March
2024
PRESENT:
Andrew
Webb, Bill Cullen, Angelo Sauro, Neil Fozard, Vicky Rispin, Alan Charlesworth,
Hilary Rogers, Fiona Steeds, Jackie Sandy, Sally Roberts, Sue Hope
APOLOGIES:
Hannah
Herod, Mandy Clarke, Kate Bashford, Jane Stanbridge, Katie Griffin
MINUTES
OF PREVIOUS MEETING:
The
Minutes of the February 2024 Meeting were agreed as a true record.
DECISIONS,
APPROVALS, COMMITTEE RATIFICATIIONS
Playpark
Maintenance Request
The group
who very successfully organised the Christmas Shopping Evening have requested
some repairs to the Playpark: painting of swings, repaint Twister dots and a
new picnic bench. Alan is
concerned that the metal on the swings has not been coated to retain paint and
will look into costs for specialist treatment, and if prohibitive will
investigate if a protective wrap solution would be feasible. Angelo said that all woodwork needs to
be treated. The Committee agreed in
principle to the proposal. Costs to undertake the various elements to be
obtained by the Maintenance Team. (See later item on Tesco Young
People Grant)
AGM
It was
agreed that the AGM will take place on Monday 29th April 2024 at
7pm. Jane to advertise this in the Parish Magazine.
POLICY
REVIEW:
None at
this meeting.
STRATEGIC
PLAN ACTIVITIES:
Heating
Control/Energy Management System – operation Update
Angelo
has not heard back
from West Country Electrical regarding the de-stratification fans. He will
follow up. Angelo would also like
other Committee members to be able to access and control the heating App. Andrew and Jackie are happy to do
this.
Funding
Source Update
West of England
Rural Fund
Andrew
reported that we
have submitted a grant application for £38K for an extra 29kwatt of solar
panels and battery storage, plus 2 EV charging points. This would give us a
total of 40kwatt power which would cover all our electricity needs and enable
us to operate a ground source heat pump
in the future. We hope to hear next month if we are successful.
Hawkesbury Show
Committee
Andrew
and Vicky met with Julian Round who advised that the Show Committee are keen to
support the Hall over the next few years with a strategic project aimed at
increasing revenue generation for the Hall.
Andrew to continue discussions and will include this in the next
issue of the Strategic Plan.Tesco
Young People Grant
This
grant is available from Tesco via the
Parish Council and is very specifically aimed at improving Play areas and
repairing equipment. Maximum value is
£1.5k. Andrew felt that this is an ideal source of funding for the
repairs requested (see Playpark Maintenance request above). Andrew asked if the Committee would
agree to add an additional £1k of our funds, if necessary, and this was
agreed. Andrew will liaise with
Hazel Jones on the application.
CIL Opportunities
Andrew
asked Sue if she was able to give an idea of how much CIL money may
potentially be available to us to inform
our Strategic Planning, but she cannot do this. She will send an application
form to Andrew.
Andrew is in the process of compiling the
next Strategic Plan and will pull together the above different sources into
that plan for presentation at a future meeting.
SECTION
106 FUNDS:
Kate
& Andrew have
met with SGC on this. The money
available from the Park St housing development must specifically be spent on
facilities on the Rec as a first option, as agreed between SGC and the
Developer (£42.5K Children & Young People and £27k Nature & Open
Spaces). These categories of spend are not negotiable as they are aligned to
the SGC Local Plan, and agreed by the Planning Dept and the Developer. If we do
not use it then the money can be reclaimed by
the Developer. Kate is
negotiating an extended deadline for our application. Andrew and Kate
have considered the existing basketball area and the poor condition of it.
Despite this it is popular with young children and teenagers so they
propose we ask contractors for cost
estimates on establishing a multi use games area (MUGA). Alan felt this was just the right type of
facility that is currently missing in the village. Sue thought it very
important to include young people and Andrew will ask Youth Club and PTA
for input. The Nature and Open Space
money could be used for new fencing, hedge screening and possibly relocating
and expanding the wildlife area.
HALL
OPERATIONS STATUS:
Nothing
to report.
BOOKINGS
AND EVENTS:
Jackie has taken a lot of bookings for
children’s parties. Some are very close
together time wise but all have been informed that cleaning between bookings
will not be possible. There are two
events which will require a Bar – 12/4 and 1/6.
Jackie to follow up.
Karate have given up their Monday night booking. Jane to advertise this availability in
the Parish Mag and generally promote the Hall as an ideal venue for “All Life
Events”. Andrew emphasised that private bookings with a bar provide our best
revenue opportunities and is especially important this year as we have no
weddings booked.
Hall
fundraising events – Alan reported that the cost of an
Oompah Band for “Oktoberfest” would be £2.5k which would make it difficult to
turn a profit. Also Horton are doing a
similar event in September. The alternative is to hold a live music
event featuring a band who have previously been popular. Angelo will speak to Sally Bleaken for
ideas. As there is no event taking place
on the Sunday after Show Day this could be a good opportunity.
For December,
Neil has spoken to the FOSM committee who are very keen. Andrew asked Neil to go back to them
and ask if they will come up with a theme and be responsible for organisation
this time. The Hall Committee will of
course assist with the event.
Big
Breakfast 2024 made
a profit of £590. Vicky has made a list of suggestions to
make next year’s event run more smoothly.
This will be discussed when planning for next year (along with
suggestions from Mandy).
PTA
Curry & Quiz
This
event was run under our new policy arrangement where User Groups get a share of
nett bar profit providing they supply the staff to operate the bar. The evening was extremely successful
resulting in good profits for both the
Hall and PTA. These examples are demonstrating “win/win” scenarios for both the
Hall and User Groups and prove that eliminating BYO events is the right policy.
MONTHLY REPORTS:
Finance
Bill presented his Report which was discussed. He is struggling to get payment from one of
our event hirers but will continue to chase that down and get Andrew’s support
if required. February was a healthy month for our finances with good bar
receipts and good receipts from Children’s parties. Despite paying for repairs
the dishwasher is still not working properly and may require a new
element. Angelo to investigate.
Health & Safety
Alan has fitted the bump strip to the Entrance Canopy. Andrew
to update the H&S risk management plan.
Monthly Checks
Angelo reported that the annual Playpark inspection had been
carried out by Rynat. Two issues were
highlighted which have been addressed. Angelo
has also repaired the Clothes Bank and has a key for it. Steve Magrath is no longer doing the
monthly Play area checks. Andrew was
concerned that there is not a specific checklist for this. Angelo and the Maintenance Team have
taken over and will work to a checklist based on the Rynat report. The monthly report will be signed by the
person undertaking it. Alan has been emptying the bins on the Rec and
thinks this needs to be done at least twice a month. Andrew to arrange a present for
Steve. Fiona has written to Steve to
thank him.
PARISH COUNCIL
FEEDBACK:
The Parish Council tidy up
will take place on 23rd March.
The Parish Plan requires more planting and Andrew commented that
the Section 106 funding referenced above may provide an opportunity for the
Hall to provide some additional hedging/trees.
CORRESPONDENCE &
PUBLICITY
No correspondence. Fiona to email Jane a list
of items for the Parish magazine.
ANY OTHER BUSINESS:
Alan asked Neil if he could have the field rolled
before the Caravan Club event and they will arrange this.
There being no further
business, the meeting was closed at 10pm
Date of next meeting:
Monday 8th April 2024 at 7.45pm