Village Hall Committee Meeting – 9th March 2026
AGENDA
• Apologies for Absence (Fiona)
• Minutes of Previous Meeting (Fiona)
• Issues Arising/Decisions/Approvals
• Food safety/hygiene rating registration & kitchen manager - update (Sue/Andrew)
• Kitchen weekly check list status (Katie)
• New external hall sign – info (Jane)
• Recreational field measurement survey (Andrew)
• Recreational field boundary definition with Pete & Sally (Andrew)
• Policy Review (updates for approval circulated prior to meeting)
• None at this meeting
• Strategic Plan Activities
• Hall ceiling project – update & PC grant (Angelo/Alan/Andrew)
• Fire Safety – system upgrade update (Angelo/Alan/Andrew)
• Section 106 funds
• Mini MUGA update (Andrew)
• Hall Operations Status
• Heating boiler essential maintenance - info (Angelo)
• Bookings & events update
• Booking updates (Jackie)
• Fund raising events (Andrew)
• Events Planning (bar, float, cleaning, special requirements etc)
• PTA curry & quiz (March 21st)
• Caravan Club rally (April 2nd – 6th)
• Monthly Reports (issued in advance - arisings only)
• Finance (Bill)
• Health & Safety (Andrew)
• Monthly checks register (Angelo)
• AGM – planning (March 23rd)
• Parish Council feedback (Katie)
• Correspondence & Publicity (Fiona/Jane)
• AOB (All)
Date of Next Meeting: 13th April at 19.45
Minutes of Committee
Meeting
Monday 9th
March 2026
PRESENT:
Andrew
Webb, Fiona Steeds, Jackie Sandy, Hilary
Rogers, Angelo Sauro,
Alan
Charlesworth, Vicky Rispin, Jane Stanbridge, Sue Hope
APOLOGIES:
Mandy
Clark, Charene Winbow, Bill Cullen, Neil Fozard, Kathryn Kempster
MINUTES
OF PREVIOUS MEETING:
The
Minutes of the February 2026 Meeting were agreed as a true record.
ISSUES
ARISING, DECISIONS, APPROVALS
Food
Safety/Hygiene Rating Registration – kitchen manager
Sue contacted SGC who have sent us some
questions to clarify the type and regularity of the activities involving use of
the kitchen. Dick Whittington also sent a long advisory document that appears
quite cumbersome. The Committee does not want to be involved in registration,
given the small number of activities which may merit it, and the consequent
burden it would bring. Sue will
arrange an informal chat with the Council and report back.
Kitchen
Weekly Checklist
A number
of unlabelled food items have been left in the fridge and freezer. Fiona to email Hall User Groups to ask them to remove unused items and for
any food storage to be placed in sealed containers and properly labelled with
User Group name, date of storage and expiry date of contents. Katie to
add Fridge and Freezer Checks to the weekly kitchen checklist. Any items not
complying with the requirements will be disposed of by Katie during the weekly
check.
New
External Hall Sign
Jane has ordered a sign to go up on the
framework at the Hall entrance. She also
got us a Big Breakfast sign which can go up annually.
Recreational
Field Measurement Survey
Andrew
suggested we have a
proper survey done to have an accurate measurement and record of the field
given there are several new facilities we would like to provide. His son who is
a qualifed land surveyor is prepared to do the survey and just be paid his expenses
which will be less than a third of the regular cost. Andrew left the meeting to allow the
Committee to discuss and it was unanimously agreed to go ahead with this.
Recreational
field boundary definition
There is
an issue as to where the boundary with the Roberts’ property lies along the
popular tree line. Fencing was removed
during the hedge planting which the Roberts believe belonged to them. Andrew
has met with Pete and Sally to discuss possible solutions. The Committee
felt that we need a proper plan of the grounds and Alan ordered
documentation from the Land Registry for rererence. Andrew to follow up.
Vicky asked about the tap on the field which is now behind the hedging
and inaccessible. Angelo confirmed
that there is a tap on the other side of the Rec which can be used.
POLICY
REVIEW
None at
this meeting.
STRATEGIC
PLAN ACTIVITIES
Hall
Ceiling – Parish Council have provided a £1k grant to
help towards this. John Ford has kindly
offered to do the work and will source
materials. He will also remove
the fans. It is hoped that the work can
be done during the first week of August but the main Hall will have to be
closed for the week. This date is subject to a Decorator being available.
Fire
Safety – John is also willing to do the
electrical work for the fire system upgrade including sensors on this at the
same time. No sprinkler system is required. A new digital control unit and
alarm plus internal fire doors with auto closing will be required and we will
apply to the PC for CIL funds to help fund this.
Andrew
& Alan are happy
to help. Angelo to book
Decorator.
SECTION
106 FUNDS:
Mini
MUGA (Multi Use Games Area)
Andrew
is still waiting for
an update from SGC.
HALL
OPERATIONS STATUS:
Boiler
– Angelo advised that there have been lots of
issues with this recently and the engineer came out to assess it. His advice was to replace the burner
unit. This has been done at a cost of
£550.
BOOKINGS
AND EVENTS:
Updates/Info
Booking
Jackie
has had bookings for
a few parties, but nothing requiring the bar.
Fundraising
Events
Nothing
added.
Cheese
& Port Evening with FOSM
Bill is finalising the accounts for this
but there were a lot of overheads.
Big Breakfast
We did 80 covers on the
day and it all went well. Accounts to be
finalised when zettle totals come through.
EVENTS
PLANNING (bar, float, cleaning, special requirements etc)
PTA Curry & Quiz
Night
All organised.
Caravan Club
All organised. Angelo/Andrew to ask neighbours to
kindly use the car park during the event to help with access.
MONTHLY REPORTS:
Finance
Bill’s report was presented by Andrew.
No questions raised, report accepted.
Health & Safety
Vicky reported that the linoleum in the Toddler cupboard is
sticking up. Angelo to sort.
Monthly Checks
Angelo went through his Report. Jackie has had a complaint that people
cannot access the EV Charging points as people are parking there. There is also
a general issue with parking at school drop off/pick up times. Andrew/Fiona to email the school.
AGM
Monday 23rd
March 7pm for 7.30pm start confirmed.
Vicky will get some nibbles for the evening. It would be good to have as many Trustees as
possible in attendance.
PARISH COUNCIL FEEDBACK
Nothing to report.
CORRESPONDENCE &
PUBLICITY
An email was received
inviting applications for grants from Cotswolds National Landscape. Fiona to
forward to User Groups.
Andrew had an email from WERN regarding grants to support
rural communities. He will forward it to
Sue for Parish Council.
ANY OTHER BUSINESS
Katie has asked for another dishwasher basket. Angelo to
source.
Ange advised that the dishwasher was not drained after the
WI event last week.
There being no further
business, the meeting was closed at 9.35pm.
Date of next
meeting: Monday 13th April 2026