Village Hall Committee Meeting – 10th August 2026
AGENDA
· Apologies for Absence (Fiona)
· Minutes of Previous Meeting (Fiona)
· Issues Arising/Decisions/Approvals
· Food safety/hygiene rating registration (Sue)
· Kitchen weekly check list (Katie & Kathryn)
· Trustee register update (Andrew)
· Committee Co-opt proposal – Katie Griffin (Andrew)
· Policy Review (updates for approval circulated prior to meeting)
· None at this meeting
· Strategic Plan Activities
· Hall ceiling & redecoration project – update (Angelo/Alan)
· Website revamp – progress update (Jane)
· New bins for rec field (Andrew/Angelo)
· Additional playpark sun shelter (Andrew)
· Section 106 funds
· Mini MUGA update (Andrew)
· Hall Operations Status
· Hall Redecoration closure (Charene)
· Youth Club closure status (Bill/Andrew)
· Bookings & events update
· Booking updates (Charene)
· Fund raising events (Andrew)
· Events Planning (bar, float, cleaning, special requirements etc)
· Proms Event (Sept 12th)
· Badapple theatre production (Oct ?)
· Monthly Reports (issued in advance - arisings only)
· Finance (Bill)
· Health & Safety (Andrew)
· Monthly checks register (Angelo)
· Parish Council feedback
· Correspondence & Publicity (Fiona/Jane)
· AOB (All)
Date of Next Meeting: Sept 14th at 19.45
Minutes of Committee
Meeting
Monday 10th
August 2026
PRESENT:
Andrew
Webb, Bill Cullen, Fiona Steeds, Vicky Rispin, Hilary Rogers, Sue Hope,
Angelo
Sauro, Jane Stanbridge, Charene Winbow, Sally Roberts, Katie Griffin
APOLOGIES:
Mandy
Clark, Kathryn Kempster, Neil Fozard, Alan Charlesworth
MINUTES
OF PREVIOUS MEETING:
The
Minutes of the June 2026 Meeting were agreed as a true record. There was no
meeting held in July.
ISSUES
ARISING, DECISIONS, APPROVALS
Food
Safety/Hygiene Rating Registration
Sue,
Katie and Kathryn met
with the Environmental Health Officer from SGC.
She was happy with our current procedures but has said we must register
with the Council. She is preparing a
report with advice on how to proceed.
Awareness of Allergens was highlighted and anyone preparing food to be
served in the Hall will be required to complete an Allergy Sheet on each
occassion. This needs to be written in
to our T&Cs and in to the Hallmaster confirmation of booking message. Andrew/Charene
to action.
Kitchen
Weekly Checklist
Katie
and Kathryn have
implemented the checks and will ensure they are completed each week. Andrew
asked Katie to distribute the list to the Committee for information.
Trustee
Register Update
Andrew
will submit an
updated Trustee List to the Charities Commission, along with the Annual Report.
Bill added that this list is made available to Lloyds Bank.
Committee
Co-opt Proposal
As Katie
is no longer representing the Parish Council on the Committee it was
proposed that she be co-opted as a Trustee.
This was unanimously agreed and it was also agreed that the Pop Up Café
will be officially defined as a Hall User Group and Katie will be the User
Group Trustee representative for that group. Regarding a replacement Trustee
from the Parish Council Sue said this would need to be discussed and agreed by
the Council first. Sue will inform the Hall Committee of the PC position in due
course .
POLICY
REVIEW
None at
this meeting.
STRATEGIC
PLAN ACTIVITIES
Hall
Ceiling & Redecoration Project
Angelo advised that the lighting and
ceiling panels have been fitted and walls painted, including above the stage.
The decorator will return w/c 17th August to finish woodwork, and
final coat on walls. A number of Trustees and volunteers have spent
considerable time on the project and in particular John Ford who has led the
work. The Committee expressed their gratitude to all those who have contributed.
Website
Revamp
Angelo
and Jane have
significantly reconfigured the website to a current/modern format, added
content and made the website more user friendly. It should be ready to be presented to the
Committee by the end of September.
New
Bins for Rec/Field
Angelo suggested getting a recycling unit
for the Playpark as the bin sited there gets very overfilled. Charene suggested a combined bin but
these are very expensive. Angelo to
follow up. Jane to ask people (via Parish mag) to use the other bins or
take their rubbish home.
Additional
Playpark Sun Shelter
Andrew adivsed that there have been
requests for an additional sun shelter in the Playpark. Angelo/Andrew to get a quote from
M&G for similar to the existing structure.
SECTION
106 FUNDS:
Mini
MUGA (Multi Use Games Area)
Andrew is still in negotiation with the
Contractor and has a meeting with them on 11/8. Vicky asked that the
Show Committee be consulted regarding the siting of the MUGA. Andrew responded
that this is in progress and Julian Round has a copy of the full topographic
survey that was undertaken. Angelo suggested measuring up when the tent
is up on Show Day.
HALL
OPERATIONS STATUS:
Hall
Redecoration Closure
Charene will advise Hall Users of additional
closures.
Youth
Club Closure status
The Youth
Club has been formally wound up and remaining equipment and monies have been
given to the Hall Committee. Some
equipment/materials have been donated to a School Breakfast Club in Yate which
supports disadvantaged children. The
remainder will be sold off. It was
agreed that all monies will be used to support Hall projects for young people
and children.
BOOKINGS
AND EVENTS:
Booking
Updates
Charene
has a booking for a
Christening in October, together with a Youth Drama event. There was also an enquiry for a possible
wedding. Charene will approach
regular Hall Users to get their 2027 dates in September.
Fundraising
Events
Nothing
added.
EVENTS
PLANNING (bar, float, cleaning, special requirements etc)
FOSM Proms Event
(September 12th)
Jane advised that half the tickets have been sold and
asked Committee to try and sell them. Kathryn has kindly agreed to
co-ordinate the event as Jane will be away. Bill & Fiona have
offered to set up and Sue will run the Raffle. Jane to ask for prizes. Andrew has
organised the bar. Bill to provide float.
Christening (Sept 27th)
Bar
required inc float. Andrew will be away but can do the stock but someone needs
to volunteer to manage and run the bar
Badapple Theatre (October 3rd)
Louise has asked for a Bar and for help setting up. She will do the door and has asked if anyone
is prepared to do the Raffle. Andrew will be away but can do the bar stock but
someone needs to volunteer to manage and run the bar. Bill to provide float.
MONTHLY REPORTS:
Finance
Bill has been away so no Finance
report had been distributed. He presented the latest statement at the meeting.
Anna O’Brien has done the 2025 financial report audit and was very impressed
with how meticulous Bill’s work is. The
Committee thanked Bill for his continued work and support.
Health & Safety
Angelo advised that a piece of play equipment has been
removed as it was faulty. Alan will
check whether it is covered under the guarantee and also price up replacement.
Monthly Checks
Angelo went through his Report. No other major issues.
There was an act of vandalism on the aerial runway platform that has been
fixed. This is very disappointing. Andrew has submitted a formal police
incident report, and we have publicised the incident on our SM channels to raise
awareness.
PARISH COUNCIL FEEDBACK
Sue asked about additional lighter weight tables for
upstairs. Alan and Andrew are looking into these, as we also need some
replacements in the main hall. Sue also mentioned that people may want
to park in the Hall car park during the up coming roadworks on The Plain and
Park Street.
CORRESPONDENCE &
PUBLICITY
Nothing to report. Jane
will do Parish Mag entry.
ANY OTHER BUSINESS
Vicky asked if 2 steam engines can park up on the EV
charging area on Show Day. This was
agreed.
Charene reported that the Tractor Run had raised £4200 for
their allocated charities, and that they have asked her to thank the Hall
Committee for their support in running the event. They are booked in for 18th July
2027. Andrew said that additional
help from Committee members will be needed next year to run the bar. Angelo added
that more gazebos might be a good idea next year to provide some shelter.
There being no further
business, the meeting was closed at 9.50pm.
Date of next
meeting 14th September 2026 at 7.45pm