Village
Hall Committee Meeting – 9th May 2022
AGENDA
·
Apologies for
Absence (Fiona)
·
Minutes of Previous
Minutes (Fiona)
·
Election of
Officers
·
Decisions,
Approvals, Committee Ratifications (proposals circulated prior to meeting)
·
Use of dogs on
the recreational playing field (Andrew)
·
Policy Review
(updates for approval circulated prior to meeting)
·
None at this
meeting
·
Strategic Plan
Activities
·
Investment/Development
plan – financial summary update (Andrew)
·
Solar Power – programme
status and payments (Kate)
·
Hall
refurbishment – update (Kate)
·
Hearing loop
system – supplier update (Angelo)
·
Hall floor
(sanding, cleaning, sealing) – timeframe update (Kate)
·
Bar refurbishment
– update (Angelo)
·
Energy Project –
final report timescale (Angelo)
·
Section 106
funds
·
Section 106 &
CIL funding – Village Hall inputs & approach (Andrew/Sue)
·
Hall
Operations Status (Kate)
·
Bookings &
events update (Jackie)
·
Booking updates/info
(Jackie)
·
2022 Fund raising
events/bookings calendar (Andrew/Jackie)
·
Jubilee live
screening event (Andrew)
·
Thornbury Swing
Band – promotion/advertising/ticket sales
·
Badapple theatre
production – ticket sales (Louise)
·
Monthly
Reports (issued in advance - arisings only)
·
Finance (Bill)
·
Health &
Safety (Chris) – arisings, key risk mitigation actions
·
Playpark/Skatepark
(Steve) – RoSPA report & actions (Kate)
·
Monthly checks
register (Angelo)
·
Monthly
maintenance update/ planned activities (Angelo)
·
Parish Council feedback (Sue)
·
Correspondence & Publicity (Fiona & Jane)
·
AOB (All)
Date of Next Meeting: 13th June 2022 at 8.00pm
HAWKESBURY VILLAGE HALL
Minutes of Committee Meeting
9th May 2022
PRESENT
Andrew Webb Bill Cullen
Kate Bashford Hilary Rogers Sam Allen
Vicky Rispin Phil Dennett Louise Roberts Jane Stanbridge Sally Roberts Fiona Steeds
APOLOGIES
Angelo Sauro Jackie Sandy Sue Hope
Hannah Herod Chris Knight Mandy Clarke Steve Magrath Neil Fozard
The Committee decide
that going forward all meetings will start at 7.45pm promptly.
MINUTES OF PREVIOUS
MEETING
The Minutes of the March
meeting were agreed as a true record.
There was no meeting held in April.
ELECTION OF OFFICERS
The Committee approved the
continuation of the 4 Officers – Andrew Webb (Chair), Kate Bashford (Vice
Chair), Bill Cullen (Treasurer), Fiona Steeds (Secretary)
Kate stated that she
intends to step down as Vice Chair next year but will remain on the
Committee. There is currently no
succession Policy in place and Andrew will look at this.
DECISIONS, APPROVALS,
COMMITTEE RATIFICATIONS
Use of Dogs on the Recreational
Playing Field
Andrew had circulated a
proposal Document regarding dogs on the recreation field prior to the
meeting. The document proposed implementing a policy which would require
all dogs to be kept on a lead whilst on the field which Andrew stated he was in
favour of. Andrew had reviewed the position adopted by 8 local village
halls/recreation grounds, 5 of which implemented dog bans and 2 implemented a
dogs on lead policy. The proposal was discussed in full and several Committee
members had reservations. There have been no recent reports of dog mess
being a problem and Sally pointed out that the risk of serious illness from
contamination is very rare. The Committee has not received reports of
problems with dogs at the rec. and Committee members were concerned about how
the Policy would be implemented in practice. It was felt that it was
unlikely we would be held responsible for a dog attack (this being the dog
owner’s responsibility). Bill suggested that we could add this to the
Risk Register to show that we take the matter seriously. Louise suggested
new signage stating “Owners Must Keep Their Dogs Under Control”. Kate suggested
that a more positive approach could be adopted which would encourage more
responsible dog ownership.
The Committee rejected the
proposal by a majority vote but it was agreed that Phil would provide an
alternative proposal on the matter and report back to the Committee.
POLICY REVIEW
None at this meeting.
STRATEGIC PLAN
ACTIVITIES
Investment/Development
Plan
Andrew went through the
spend to date and forecast spend at completion and we have stayed within budget
overall on the 10 projects. Bill is
keeping track of expenditure in the accounts for each project individually.
Solar Panels
These are in place but not
connected. This will be done on
30&31st May.
Hall Refurbishment.
This is well under way and
looking good. Vicky asked if the area
under the serving hatch could have some sort of covering to protect from
scuffs. Kate is ordering the seating
pads for the alcove area. Cotswold Edge
Carpets are fitting lino in it.
Hall Floor
The new Floor protective
covering will be laid on 15th-18th August.
Hearing Loop
This is delayed until the
autumn due to supplier issues.
Bar Refurbishment
The bar has been decorated
and the roller shutters repaired. A new
fridge is needed for the bar plus work in the cellar on shelving/storage etc.
The Committee are
very grateful to Angelo for all the work he has been doing recently in the Hall
and thanked him very much.
Sam asked if space has
been created by Pre-school in the cupboard.
This is ongoing. Vicky asked if
we could have a trolley for the square tables as they are difficult to access. Andrew to follow up.
Jane suggested that when
the first 10 projects are completed we take a break before undertaking new
ones, to take pressure off those Committee members who have been doing a lot of
work. Kate would like to hold a “launch”
event for the Solar Panels (which is a condition of the grant we received) and
to show off the refurbishment of the Hall to the Community. September may be ideal once the floor sealing
is completed and school holidays are over.
SECTION 106 PLANS
Bill and Angelo attended
the meeting regarding this funding and Bill said that the Cricket Club have
been in discussion with the Council for some time. Bill felt that they hope (along with the
Tennis Club) to access all the available money and unless we have a specific
need that we may be better looking at CIL funding. This will be discussed at the next meeting
when Sue is available.
HALL OPERATIONS STATUS
Nothing to report.
BOOKINGS & EVENTS
UPDATE
We have had a request from
a local resident who is setting up a Pizza business to store his dough making
machine in the Hall Kitchen. Andrew to
follow up and ask for more information. He will liaise with Vicky regarding
potential storage availability.
Vicky has spoken to Jackie
about the Hall Calendar. Some bookings
are not showing up on the website.
Jackie has asked Angelo to look at this.
The Calendar of
Fundraising Events was discussed. A
wedding planned for September has been cancelled so Andrew requested we think
about what event could be undertaken to compensate that loss in revenue. Vicky
asked if we charge the PTA for use of the Rec during the Hawkesbury 5K. It was felt that they should contribute to
this in a similar manner to the Show Committee.
Kate to speak to them.
Louise said that 14
tickets have been sold so far for Badapple Theatre but more people have said
they will be coming. We will get
proceeds from the Bar and Raffle.
Andrew to speak to
Thornbury Swing Band to get an idea of ticket pricing. Jane highlighted the date clashed with two
key other events in the village. Jane needs the information asap to publicise
it in the Parish magazine and facebook. The importance of publicity and ticket
sales for both the Thornbury Swing Band and Moscow Drug Club band was discussed
and on-line ticketing will be utilised for both.
Post meeting note:
considering the potential importance to finances of the Swing Band event Andrew
has postponed the July date and the Band are available in September which will
be confirmed.
The proposed live
screening of the Jubilee celebrations has been cancelled due to costs being
prohibitive and no support being volunteered other than from the hall
committee.
MONTHLY REPORTS
Finance
Bill had distributed the
March and April reports. He has added a
column to show income/expenditure on Hall projects. Bill thanked Angelo for his persistence in
getting the Football to pay their hire charges.
Health & Safety
Nothing to report from
Chris.
Playpark/Skatepark
Steve has done the
checks. We have received the latest
RoSPA report. There are no major
concerns. Andrew and Kate are concerned
that the checks are sub contracted out and not to the best standard. Phil will
check if a 3rd party annual inspection is required in the terms of
the insurance policy.
Monthly Checks
Angelo has done these. All
have been completed on time with no arisings.
PARISH COUNCIL FEEDBACK
Sue has advised that the
PC are considering passing on the management of grass cutting and the annual
inspection of the playpark/skatepark to the Hall Committee but they will
continue to pay for them.
CORRESPONDENCE
Jackie emailed to advise
that the Yoga group as still unhappy with the state of the Hall floor. Kate will speak to Pre-school about doing an
extra sweep of the floor and we will advise Joan that there will be a new floor
soon. Jackie also asked for help to do
an Inventory of cutlery, china and glassware.
Fiona & Vicky offered to help with this.
Pete Roberts emailed
regarding boundary issues. Andrew will
liaise with Angelo and get back to him.
Bill has had a request
from a Hirer to pay per term, rather than monthly. Bill would prefer to stick with monthly
billings and this was agreed.
AOB
Sam said that 3 tables
from the Methodist Hall had been donated to Brownies and are in their store
cupboard. They are happy for other
groups to use them so long as they are returned after use.
Vicky has put a Chair Plan
up in the Chair Cupboard which should ensure they are stored correctly. The small chairs have been put outside in the
shed.
Sam is standing down as
Drama rep after more than 25 years’ service.
Andrew thanked her on behalf of the Committee for all she has done for
the Hall over the years.
Louise asked if she can
borrow some Hall kitchen items for the Jubilee event on Sunday 5th
June. This was agreed.
There being no further
business the meeting was closed at 21h59.
Date of Next Meeting
will be Monday 13th June at 7.45pm