Village Hall Committee Meeting – 14th April 2025
AGENDA
· Apologies for Absence (Fiona)
· Minutes of Previous Meeting (Fiona)
· Issues Arising/Decisions/Approvals
· P.C. Funding plan – update from Hall/PC meeting (Andrew)
· Policy Review (updates for approval circulated prior to meeting)
· None at this meeting
· Strategic Plan Activities
· Electric Vehicle charging update (Angelo)
· Emergency exit corridor & security gate/Solar protection update (Angelo)
· Ceiling improvement proposal (Andrew/Angelo)
· Section 106 funds
· Hedge planting – update (Jane/Andrew)
· Basketball court refurb (Andrew)
· Hall Operations Status
· None at this meeting
· Bookings & events update
· Booking updates (Jackie)
· Fund raising events calendar (Andrew)
· Events Planning (bar, float, cleaning, special requirements etc)
· Caravan Club rally (April 18-21)
· Drama Murder Mystery (April 25-26)
· HU5K (June 14)
· Cotswold action Challenge (June 20)
· Magician show (June 27)
· Monthly Reports (issued in advance - arisings only)
· Finance (Bill)
· Health & Safety (Andrew)
· Monthly checks register (Angelo)
· Parish Council feedback (Katie)
· Correspondence & Publicity (Fiona/Jane)
· AOB (All)
Date of Next Meeting: 12th May at 19.45
Minutes of Committee
Meeting
Monday 14th
April 2025
PRESENT:
Andrew
Webb, Jackie Sandy, Fiona Steeds, Angelo Sauro,
Alan Charlesworth,
Katie
Griffin, Vicky Rispin, Kathryn Kempster, Sue Hope, Hilary Rogers
APOLOGIES:
Mandy
Clark, Neil Fozard, Bill Cullen, Jane Stanbridge, Sally Roberts, Charene
Winbow, Mark Strange
MINUTES
OF PREVIOUS MEETING:
The
Minutes of the March 2025 Meeting were agreed as a true record.
ISSUES
ARISING, DECISIONS, APPROVALS
PC
Funding Plan
Andrew
had distributed a
report on the meeting held with the Parish Council. The PC are keen to support the Hall but they
need to have specific proposals put to them, rather than being able to create
long term funds for future building infrastructure issues that will inevitably
occur and may require substantial funds to address. Katie & Sue said the Councillors
would like to have a list of projects which we would like to be funded and they
will consider these, probably for CIL funds, but there is no guarantee of
approval. The PC are reluctant to increase the Precept even by a very small
amount to dedicate funds toward the upkeep of the Hall. Alan suggested the Fire Safety
upgrades would be a good project to start with.
Andrew will go through our Strategic Development Plan and submit a list of projects to them.
If the PC can fund those it means the Hall can use its own finances to build a
long term fund for the building repair and upkeep. Vicky was concerned
that the PC viewed their hire of the upstairs office as a “donation” to the
Hall when this is a commercial hire agreement (on very favourable terms to the
PC!).
POLICY
REVIEW
None at
this meeting.
STRATEGIC
PLAN ACTIVITIES
EV
Charging Update
Angelo reported that the maintenance team
are on schedule to mark out the area using a thermo-plastic kit. The App is up
and running and we should be able to announce that the facility is available by
the end of this month. Andrew has had a new sign produced that will be
installed in that location.
Emergency
Exit Corridor & Security Gate
The
equipment has been ordered and it was suggested that we apply for CIL Funding
for this. If we do that then we cannot apply for any retrospective costs.
Ceiling
Improvement Proposal
Andrew said that we will need to get a
cherry picker in to remove the Destrat Fans, replace some high-level lighting
and fit Fire Sensor equipment. He
suggested we replace the ceiling tiles at the same time. This was unanimously agreed by the Committee
and will improve the appearance of the ceiling.
SECTION
106 FUNDS:
Hedge
Planting
Jane has sent out the Expression of
Interest Form for contractors and has had 2 quotes so far. The grant
application needs to be submitted to Sth Glos Council this week. The grant will cover planting and a 5 year
maintenance plan. Andrew has been advised that Gloucestershire Wildlife
Trust will be able to provide volunteers to maintain the hedging after that. Vicky
asked if the LleylandiI hedge could be included in that. Jackie asked
who would award the contract and Andrew hopes we will have the final say
but needs to check with the Council.
Basketball
Court
No one
has come forward to help. Andrew has agreed an extension for the
application until 1st October. The plan is to fence in the court and
also install some other equipment/facilities depending on the
affordability. The Roberts are happy
with the plan, as is Louise. The Council have passed on details for 4
Contractors to Andrew. Angelo
suggested we get Ken Fowler to draw up plans.
HALL
OPERATIONS STATUS:
Hall
Floor –
Jackie to get
contact details for professional cleaning of the floor.
Kathryn
said that the kettle
is leaking. Vicky will buy a new one.
NOTE
TO ALL HALL USER GROUP TRUSTEES: Please ensure the
Dishwasher is drained and empty after use.
Kettles and Urns should also be emptied. The fridge should also be
emptied and cleaned after use. These tasks are the responsibility of the User
Groups and not the cleaner.
BOOKINGS
AND EVENTS:
Booking
Updates/Info
Jackie has a booking for a cycle time trial
(Hall & Kitchen). Katie said
Tennis Club are starting a Pickle Ball session during Autumn/Winter and will
use the Hall. Angelo recommended she look for a booking slot ASAP.
2025
Fundraising events/Bookings Calendar
Bookings
for the year so far are healthy and we don’t necessarily need to worry about
arranging another big fundraiser as the Committee have already planned four for
this year.
Big
Breakfast
Everything
went smoothly, thanks to everyone who helped.
However numbers were down and we believe that it was because many people
were away for Easter. It was agreed to
hold next year’s Breakfast on Sunday 8th March 2026. Vicky would like to get a large sign to
put up outside the Hall for the week prior to the event to advertise it.This
was agreed but don’t put an actual date on it so it can be used every year and
it needs to carry the Hall branding.
EVENTS
PLANNING (bar, float, cleaning, special requirements etc)
Caravan
Club Rally –
Angelo/Andrew have this in hand. Alan/Angelo to move goalposts from
Rec.
Drama
Murder Mystery –
all sorted.
HU5K
– nothing
needed.
Cotswold
Action Challenge – nothing needed.
Magician
Show – 59
tickets sold so far. Andrew sorting
Bar. Jane to re-advertise.
MONTHLY REPORTS:
Finance
Bill’s Report was presented by Andrew. No issues arising.
Health & Safety
Andrew has completed the 6
monthly update of the Risk Register. The Fire Safety System needs to be
upgraded.
The damaged fences are
owned by the Roberts, and they will arrange the repairs. Until this is done the
wildlife garden remains closed as a safety precaution.
Andrew will circulate the Top Risks list and would welcome any suggestions to further
reduce/mitigate risks.
Monthly Checks
No report from Andrew
Warner yet this month.
Kathryn agreed to review the Cleaning Policy. Angelo will send it to her.
PARISH COUNCIL
FEEDBACK:
Sue is attending a Community Renewable Energy Scheme Forum
on 28/4 and will report back.
CORRESPONDENCE &
PUBLICITY
Youth Club emailed to say that Hannah Jones has come forward to
help with the restructure. Katie is
also helping.
Julie Gardener sent a very
touching thank you card to the Committee which Andrew read out.
Fiona to ask Jane to publish a “Polite Notice” asking
people to refrain from using the Hall Bins for their rubbish. These are for our commercial use only and
cost the Hall over £1000 per annum.
ANY OTHER BUSINESS:
Alan has identified
very reasonably priced chairs and will follow up with Angelo. The
brown chairs in the Hall are looking very shabby. However, we do have chair
covers which can be used for events and they look very good.
Kathryn asked if we can start meetings earlier but the
Committee would like to stick with 7.45pm start.
Hilary said that Roy has asked when the ceiling striplight
will be repaired. Andrew said we will do it when the other ceiling work
is being carried out.
Knead Bakery have
requested a change from £10 to £8 fee.
The Committee rejected this.
There being no further
business, the meeting was closed at 9.50pm.
Date of next
meeting: Monday 12th May 2025