Minutes of Committee
Meeting
Monday 12th
January 2026
PRESENT:
Andrew
Webb, Fiona Steeds, Bill Cullen, Jackie
Sandy, Sally Roberts
Although
we need 7 members present to be quorate, it was decided to go ahead with the
meeting as no major Policy or Key Decisions were on the Agenda.
APOLOGIES:
Mandy
Clark, Alan Charlesworth, Charene Winbow, Neil Fozard, Kathryn Kempster,
Vicky
Rispin, Hilary Rogers, Angelo Sauro, Katie Griffin, Jane Stanbridge, Sue Hope,
Mark Strange
MINUTES
OF PREVIOUS MEETING:
The
Minutes of the December 2025 Meeting were agreed as a true record.
ISSUES
ARISING, DECISIONS, APPROVALS
Food
Safety/Hygiene Rating Registration – kitchen manager
The issue
of food safety registration arose as a consequence of the Parish Council investigating the
use of the Hall as a “warm space” with grants from the local authority.
Previously SGC Environmental Health have not required registration for the
activities that normally take place in the hall, however they have now responded to Sue with a list of criteria
for the type of activities that require registration. This is focussed on
regularly scheduled, repeating events where food products are served. The registration
would require some kitchen modifications which are doable with some low level costs, however it
will also require a significant amount of “kitchen management”. This would
likely require one of the trustees volunteering to act as a “kitchen manager”
to implement additional cleaning rotas, ensuring adherence to all requirements,
facilitating inspections etc (similar to the bar manager role). However the Council have not clarified how
the rules apply in respect of food prepared off the premises by a third party
and what our liability is in the event of an issue arising from this (which is
generally the situation). Also it is not clear if the requirements are only
because the PC want to use SGC grant funding. Therefore before any decisions
can be made the Committee require more information. Sue to go back to SGC for
clarification and further understanding and it was also suggested to seek
advice from Dick Whittington on the practices and registration status of other
Village Halls in a similar position.
This
subject to remain on the agenda until resolved satisfactorily.
Kitchen Weekly Checklist
Katie not at the meeting. This still needs
implementing irrespective of the direction on food safety registration.
POLICY
REVIEW
None at
this meeting.
STRATEGIC
PLAN ACTIVITIES
PRIORITIES
FOR 2026
Andrew
detailed the priority developments from the approved strategic plan that we are
intending to implement this year.
Football
Goals
Alan has advised that these will be
delivered on Wednesday.
Fire
Safety modernisation
Andrew/Angelo are looking at the recommendations
from the fire safety audit and will decide on a plan of action and produce a
detailed specification. Quotes will be
obtained from fire security companies. This will be presented to the Parish
Council with a view to applying for CIL funding. Note the hall is fully
compliant with fire regulations, but our equipment and systems are now 40 years
old and outdated.
Hall
Ceiling – we
need someone on the Committee to project manage this – volunteer requested
please.
Website
Update -ongoing.
Petanque
Piste – ongoing,
liaison regarding location with the Show Committee who are funding this.
SECTION
106 FUNDS:
Mini
MUGA (Multi Use Games Area)
Andrew
is still awaiting
confirmation of the grant from SGC. The Hall Committee have agreed top up
funding (Dec ’25) and the PC will be approached for CIL funds to also help top
up the grant.
Hedge
Planting
Planting
is now complete. Andrew has
submitted the end of project report
which should trigger the final payment from SGC. He has written a maintenance
Agreement for the 5 years and is discussing it with M&G Countryside
Development.
HALL
OPERATIONS STATUS:
Cooker
Fiona has arranged for Gillman’s of
Gloucester to come and look at the cooker on 14/1.
BOOKINGS
AND EVENTS:
Updates/Info
Booking
Jackie
advised that we have
3 additional big private parties with bar booked for this year (on top of the 2
in January) and a lot of children’s
parties.
Fundraising
Events
Nothing
added since last month.
EVENTS
PLANNING (bar, float, cleaning, special requirements etc)
Private
Party 17/1/26
Andrew still needs help on the bar . Jackie offered to help early evening.
Bill to do float.
Christening 31/1/2 -
Bar staff required during the
afternoon. Bill to do float.
Cheese
& Port Evening with FOSM
Jackie has met with FOSM and things are
progressing well. Bread to be supplied
by Hobbs. Cheese and Port suppliers are sorted and Speakers booked. Ticket price will be £18.00 and 3 tables are
already sold. Jackie to speak to Jane about table plans. The bar will need to be staffed and the
projector available.
Big Breakfast
Fiona will buy provisions and cater for 100 people. Help will be needed with cooking bacon and
sausages. Fiona to email
Committee.
MONTHLY REPORTS:
Finance
Bill presented his Report which had
been circulated. No issues raised.
Health & Safety
No Issues.
Monthly Checks
Andrew went through Angelo’s Report. A lot of essential and regulatory maintenance
activities undertaken. Nothing major to report.
HALL COMMITTEE ANNUAL
GENERAL MEETING
A provisional date of Monday
23rd March 7pm for 7.30pm start was agreed.
PARISH COUNCIL FEEDBACK
Katie not at the meeting.
CORRESPONDENCE &
PUBLICITY
Fiona to email Jane with content for February Parish
Magazine.
ANY OTHER BUSINESS
Katie had emailed to ask if plastic glasses/tumblers can be
purchased for the kitchen. Fiona to ask her to let us have details for
decision at next quorate meeting.
Bill advised that the Indoor Bowls players have found a
tool for moving the mats and safely storing them. This has been approved previously. He will
ask Chris Rispin to buy it and Bill will transfer the money to
him.
There being no further
business, the meeting was closed at 9.30pm.
Date of next
meeting: Monday 9th February 2026
Please note,
if any trustee has a subject they feel requires committee discussion/exposure
then please email Andrew the subject title and a short context a minimum of 7
days in advance of the meeting and be prepared to attend the meeting to present
the subject.