Village Hall Committee Meeting – 15th December 2025
AGENDA
· Apologies for Absence (Fiona)
· Minutes of Previous Meeting (Fiona)
· Issues Arising/Decisions/Approvals
· Kitchen weekly check list status (Katie)
· Policy Review (updates for approval circulated prior to meeting)
· GDPR Policy update (Kathryn)
· Hiring T’s & C’s Policy update (Andrew)
· Bar Operation & Sale of Alcohol Policy update (Andrew)
· Strategic Plan Activities – Project updates
· New football goals (Alan)
· Solar emergency battery backup module – update (Angelo)
· Section 106 funds
· Mini MUGA update (Andrew)
· Hall Operations Status
· Kitchen oven status (Angelo)
· Recent improvement and safety compliance developments (Angelo)
· Bookings & events update
· Booking updates (Jackie)
· Fund raising events – 2025 review (Andrew)
· Cheese & Port - joint event with FOSM – update (Jackie)
· Events Planning (bar, float, cleaning, special requirements etc)
· Private party (Jan 17th)
· Christening (Jan 31st)
· Monthly Reports (issued in advance - arisings only)
· Finance (Bill)
· Health & Safety (Andrew)
· Monthly checks register (Angelo)
Minutes of Committee Meeting
Monday 15th December 2025
PRESENT:
Andrew Webb, Fiona Steeds, Bill Cullen, Neil Fozard, Kathryn Kempster,
Vicky Rispin, Hilary Rogers, Angelo Sauro, Katie Griffin, Jane Stanbridge
APOLOGIES:
Mandy Clark, Alan Charlesworth, Charene Winbow, Jackie Sandy, Sally Roberts,
Sue Hope
MINUTES OF PREVIOUS MEETING:
The Minutes of the November 2025 Meeting were agreed as a true record.
ISSUES ARISING, DECISIONS, APPROVALS
Kitchen Weekly Checklist
Katie will compile this in the new year. Vicky and Kathryn volunteered to be part of a rota. It was suggested that a manual be made available to Hall Users with practical information such as fuse box location, emergency contacts etc. Andrew/Angelo to work on this.
POLICY REVIEW
GDPR Policy - Kathryn has reviewed this and no updates were needed.
Hiring Ts&Cs, Bar Operation & Sale of Alcohol and Hiring Charge Policy updates
In October the Committee decided to put a blanket ban on BYO events. Some User Groups have questioned this and on reflection this may have been too harsh. Andrew has amended the BYO Policy as follows:
BYO is only permitted in exceptional circumstances and is limited to Hall User Groups for AGM’s etc and special events e.g. weddings where clients wish to consume a specific brand that the Hall cannot/does not wish to provide. Any such exceptions are at the discretion of the committee.
In such case an appropriate cover charge can be applied if appropriate.
This was approved by the Committee and the associated documents have been amended accordingly.
STRATEGIC PLAN ACTIVITIES
Football Goals
Alan was successful in getting a 56% grant from the FA and the new goalposts should arrive in January. These are high spec FA approved with wheels that allow them to be moved easily for various events. Net cost to Hall = £1117.00
Solar Emergency Battery Backup module
Angelo explained that this is not as straightforward as was thought. The system we have would require modification and two backup units which is not feasible. It was agreed to put this project on hold for a year and review it then with a view to asking for CIL funding if anything changes.
SECTION 106 FUNDS:
Hedge Planting
Andrew put in a Planning Application to cut back the overhanging tree branches (because we are in a conservation area) and hopes to hear the outcome this week. All being well M&G hope to finish the project by the end of the year.
Mini MUGA (Multi Use Games Area)
Andrew is working with a contractor who has given an initial quote of £54-56k for a 20mx12m Muga. He has submitted the application to SGC for the grant money of £42k. There is an option to extend the area to 24mx12m which is a more standard and flexible size in terms of allowing an increased range of activities and possible hiring out for 5 a side football and netball. This would cost another £10k. Katie asked for a sketch of how this would look and Andrew will do this for the January meeting. Andrew proposed that we should ask the PC to consider a grant from their CIL funds to cover half the shortfall, with the other half being funded by the Hall from our investment fund (currently £36k available). The Committee agreed the proposal for the 50/50 split between the Hall and CIL funds, discussed the 2 options and were in favour of going for the bigger sized MUGA on the basis this is a once in a generation opportunity to install such a facility in the village and we should maximise the benefit and level of participation. Once the grant is confirmed Andrew will continue contractor negotiations, confirm the cost and submit a CIL application to the PC.
HALL OPERATIONS STATUS:
Cooker
Fiona offered to contact a service engineer to look at this. Neil suggested Gillman’s of Gloucester.
BOOKINGS AND EVENTS:
Updates/Info Booking
Jackie was not at the meeting.
Fundraising Events – 2025 Review
Andrew went through the list of events this year which was much improved from 2024.
Cheese & Port Evening with FOSM
Jane reported that Jackie is waiting for FOSM to let her have costings before a ticket price can be decided. The event has been advertised. Jackie will advise on costs asap.
EVENTS PLANNING (bar, float, cleaning, special requirements etc)
Private Party 17/1/26
Float for bar required and Bar Staff. Mandy, Katie and Jane have offered to help on the bar. Andrew will be available from 10pm and will close up. Please let Andrew know if you can do a bar shift that evening.
Christening 31/1/2 - Bar staff required during the afternoon. Andrew will email around for volunteers.
MONTHLY REPORTS:
Finance
Bill presented his Report which had been circulated. The grant for Hedge Planting has been paid to us. The Christmas Shopping Event was very successful once again. The profit of approx. £1400 is reserved for the playpark and skatepark.
Health & Safety
No Issues.
Monthly Checks
Angelo went through his Report. John Ford has done a lot of work free of charge and has supplied material at cost price. Angelo to arrange a Christmas thank you gift for him. Andrew will arrange a gift for Andrew Warner. There was an issue with the non use of Showers. It was agreed that the main showers in the changing rooms will be flushed through and turned off. The shower in the disabled toilet will remain active and will have to be run weekly. Angelo to ask Ange to do this for 5 minutes each week. Angelo suggested we might need to put a limescale preventative measure in place.
Angelo put together a Year End Review of the key aspects of the Hall operation throughout 2025. This was very informative and very well received, demonstrating that the strategic plan we are following is delivering to our expectations. This has been circulated to Committee members.
PARISH COUNCIL FEEDBACK
Nothing to report this month. The Committee asked Katie to thank the Parish Council for the grant for the floor cleaning machine, and confirmed it is working as expected.
CORRESPONDENCE & PUBLICITY
None. Jane has already submitted copy for the January Parish magazine.
ANY OTHER BUSINESS
Vicky bought a new kettle for the kitchen. Old dinner plates have been replaced and they are now in the boiler room. They are available to anyone who wants them.
Fiona asked if Committee members could please let her know if they are available to help at the Hall Breakfast on the 8th of March. Angelo, Kathryn, Hilary and Vicky have offered to help so far.
Andrew thanked all trustees for their efforts and support throughout the past year which has again been very successful in securing the future of the Village Hall and increasing the facilities on offer to the Parish.
There being no further business, the meeting was closed at 10.15pm.
Date of next meeting: Monday 12th January 2026
· Parish Council feedback (Katie)
· Correspondence & Publicity (Fiona/Jane)
· AOB (All)
Date of Next Meeting: 12th January at 19.45