Village Hall Committee Meeting – 22nd May 2023
AGENDA
· Apologies for Absence (Fiona)
· Minutes of Previous Meeting (Fiona)
· Decisions, Approvals, Committee Ratifications (proposals circulated prior to meeting)
· Decision re action to be taken regarding accident on Playpark (Andrew/Kate)
· Policy Review (updates for approval circulated prior to meeting)
· None at this meeting
· Strategic Plan Activities
· Product marketing brochures – meeting update and outcomes (Jane/Kate)
· Wedding fayre feedback (Fiona/Louise)
· Environmental Strategy Development
· Nothing more at this meeting
· Section 106 funds
· Park St. plan on hold
· Hall Operations Status (Kate)
· Christmas shopping evening – volunteers’ status (Kate)
· Bookings & events update (Jackie)
· Booking updates/info (Jackie)
· 2023 Fund raising events/bookings calendar (Andrew/Jackie)
· July wedding (Andrew)
· Monthly Reports (issued in advance - arisings only)
· Finance (Andrew)
· Health & Safety (Andrew)
· Playpark/Skatepark (Steve)
· Monthly checks register (Angelo)
· Parish Council feedback (Sue)
· Correspondence & Publicity (Fiona & Jane)
· AOB (All)
Date of Next Meeting: 12th June 2023 at 7.45pm
HAWKESBURY VILLAGE HALL
Minutes of Committee Meeting
22nd May 2023
PRESENT
Andrew Webb Angelo Sauro Sue
Hope Fiona Steeds Alan
Charlesworth
Vicky Rispin Jackie Sandy
Neil Fozard Sally Roberts
Hilary Rogers
Katie Griffin Hannah
Herod
APOLOGIES
Mandy Clarke
Steve Magrath Kate Bashford Jane Stanbridge Bill
Cullen
MINUTES OF PREVIOUS
MEETING
The Minutes of the April meeting
were agreed as a true record.
DECISIONS, APPROVALS,
COMMITTEE RATIFICATIONS
Playpark Accident
A full investigation has
been carried out and we have spoken to the Installer and Manufacturer. The equipment meets the European safety standard
both in design and installation: we could order a guardrail but there is no
legal requirement to do so and it would limit the play aspect of that section
according to the manufacturer. We have
established that the equipment in question is designed for 3-5 year olds (the
child involved in the accident was under 2).
Andrew proposed putting up signage indicating this and will
establish whether all equipment in the junior play area is designed for 3 and
up. However, we do not want to have too
many signs and it is imperative that children are supervised when using the
Playpark. The Committee rejected the
idea of the guardrail.
POLICY REVIEW
None at this meeting.
STRATEGIC PLAN
Marketing Brochure
Jane, Jackie, Kate and
Andrew have met to design this. Kate will also look at possible grants
for website development. The plan is to
have a consistent logo/branding. Sally
has passed on the contact who did the new Tennis Club logo to Andrew. Andrew will also speak to Naomi
Couzens Short. Jackie asked if we
can have a “Village Hall” sign outside so as people know where we actually are.
Andrew said that is on the list of new signs and also we will look at hall name
signage at the entry to the car park where the wooden barriers are located.
Wedding Fayre Feedback
Louise
and Fiona spoke to several caterers, photographers, car hire people etc and
Louise collected business cards. Fiona to ask her to pass these on
to Jackie.
ENVIRONMENTAL
ACTIONS:
None at this meeting.
SECTION 106 FUNDS
On hold.
HALL OPERATIONS STATUS
Christmas Shopping
Evening
Several people have now
come forward and volunteered to run this.
Kate is liaising with them.
BOOKINGS & EVENTS
UPDATE
Bookings update/info
We have a Christening with
Bar booked for September.
Jackie has emailed HU5K regarding use of the Rec.
There have been several
requests to hire tables, chairs and crockery.
Jackie asks for a donation for this which the Committee is happy
with.
July Wedding
Andrew has been liaising on this and has arranged for his
son to provide hay bales and firepit – he is dealing direct with the customer
so not related to the Hall. Andrew will
update at the June meeting and will need volunteers to help on 8th
July.
2023 Fundraising
events calendar
We need to decide whether
we want to do a Music event in September.
Alan suggested an “Oktoberfest” event which was well received. He also mentioned camping over Badminton
weekend as a possible income source.
MONTHLY REPORTS
Finance – Bill had distributed
his report. No issues raised.
Health and Safety – It was agreed that in the event of an Accident, this
should be recorded in the Accident Book and a copy of the report photographed
and sent to Angelo. Vicky will
put a note on the Accident Book.
Playpark / Skatepark – Steve’s report
was received – everything ok.
Monthly checks register – A stone is loose on the drystone wall. This is
being monitored. The tap on the field
has been replaced. Alan has
updated the Fire Safety Report.
The following policies are
due to be updated in June 2023:
Financial Procedures - Bill
Equality & Diversity –
Andrew & Kate
Cleaning Policy – Kate (Fiona to email Kate as ask her to do
this)
Bar Procedure – Angelo
& Andrew
Andrew to look at the Charity Commission submission.
PARISH COUNCIL FEEDBACK
Sue reported that The Fox is going to be registered as a
Community Asset. This will give the
community 6 months to bid for the property.
There is the possibility of setting up a Land Trust to help with this. Sue also advised that the Church is
removing pews with the aim of hosting events.
CORRESPONDENCE
Email from Andrew McLaughlin
(Parish Councillor) requesting permission to put a sign on the Playpark
railings regarding hedgehog conservation.
This was agreed but Fiona to advise him that the sign may have to
be moved at a later date when we put our own signage up.
AOB
Sue & Vicky are having trouble with keys for their respective
Hall Cupboards being difficult to open. Angelo
to have a look.
Neil suggested getting a Maypole which would create an
opportunity for a community event. We need to decide what type of event this
would be and who would organise and run it. He also thinks we should put in a
Boules pitch and Andrew said he will add that to the list of potential hall
improvements/investments.
Alan asked what is happening with the carpet bowls. Angelo says we have the carpet and
Dave Harris has some spare bowls. Angelo
will organise a session to gauge interest.
There being no further
business the meeting was closed at
22h00.
Date of next meeting: 12th
June 2023