Management Group meeting 25/3/26 at 6pm Bakehouse

 Present- Chair- Keith Quine (KQ); Secretary -Liz Broomhead (LB); Trustees- David Graham (DG) Andy Farmer (AF); Bookings Admin – Judith Chantler(JC); Kath Williamson (KW); Phillip Neal (PN); Jacqui Howard (JH); Richard Gregory (RG) Rob Tenty (RT)

Apologies- Trustees-Kate Craven (Treasurer), David Annat, Phillip Neal

  • Minutes of meeting of 15/10/25 – Agreed as true record. Proposed by LB and 2nd DG – Duly signed .

 

  • Matters Arising – Fireproofing of stage Curtain – RT- has researched the cost – £750, Consider painting the back of the stage. Decision – To review at October meeting and get feedback from the 3 weddings this summer. ACTION – agenda item October meeting

 

  • Chair’s Report- Corrections- Carpet donated by Kay/David Baggley not Howard; Wedding hire -£700 not £750. Item 1– Property maintenance- ACTION – KQ/PN to check if the installation of the NEST alarm is a Carbon Monoxide monitor in Lower Bakehouse.

Item 2 Revised Constitution – RG raised 2 important points- format – is informal and not in the usual  ‘clause’ style. A missing clause-  Trustee- Indemnity/ liability It was agreed this is an important omission.

ACTION- KQ/RG to revise the constitution and add this clause. This will then be circulated by email for a vote to adopt.

Item 5 – Lottery Update- DG provided a information on the financial status- 113 members raising a surplus £3,840 There is a need to identify the target for 2026/27 – following discussion suggestions – Tarmac/paving of front area. It was also agreed that the dustbins now sited at the front of terrace should be ideally returned to the back of the 4 cottages. ACTION – LB to draft a note for the owners which will be hand delivered and addressed verbally.

Item 6 Energy Scenario – KQ proposes to use Utility Energy, as for the past two contracts, to search the market and advise on the most appropriate new contract, if agreeable to the group. It was agreed unanimously.

Item 9 – Broadband Contract The current BT broadband/landline contract runs out at the start of August.

KQ believes we should explore a new 2 year contract with Connect Fibre. AGREED. ACTION – KQ/PN to take forward.

  • Budget- (Sept- 2025- Feb 2026) this was explained by KQ – it reflects a positive picture as a half year summary.

 

  • Hire Fees from Sept 2026– KQ outlined the increases expected going forward. Heating is an unknown. Waste disposal – Annual costs current £518 to rise to £738 and increase of £218. By April 2027 we will need to separate Food Paper/cardboard and Glass,/tin/plastic  “we are ahead of the game” LB explained that the business green bin which accepts all types will continue to be collected on Mondays. The trade Blue bin – Glass,/tin/plastic will be collected  fortnightly on Tuesdays commencing April 7th .

ACTION – LB/KW to work together to establish a food waste process which is communicated to the relevant hirers e.g. parties, Funerals, Christening, weddings.

It was agreed that fees should be held at this time with the option to increase if needed as energy scenario clarifies. ACTION – LB to inform local group leaders.

  • Conditions of Hire – The amended document was accepted. The introduction of a charge for the hire of the stage was discussed. Outcome/ACTION – JC will contact Leon Goodwin to have an additional sentence to the booking form with a cost of £25 for hire.

 

  • Should we adopt a Financial Reserve Policy? Following discussion, it was agreed that this should be progressed. ACTION – KQ/KC to develop a Financial Reserves Policy.

 

 

  • Electrical rewire August 3-17th – Following the receipt of 3 tenders Projan Electrical Services (Matlock) were given the contract. JC /Leon Goodwin have blocked out these 2 weeks to prevent bookings being made.

 

  • Trustee Vacancy- ACTION KQ requested all to give thought to this  with possibly a Management Group member stepping forward or recruiting from within our community.

 

 

  • Bank House Planning Application : KQ briefed members on the issue and outlined steps taken.

 

  • Fire Risk assessment – papers produced by DG circulated prior to the meeting. DG clarified the situation regarding smoke detectors and the impact of the rewiring project in August . He also stressed the need to alert all hirers that the 2 Fire doors on stairs leading to Mezzanine and in Bakehouse MUST be closed at all times ; also to alert the cleaners that cleaning materials must not be mixed to try and enhance performance. ACTION – LB to communicate with Cleaning teams.

 ACTION -KQ asked LB to contact Pete Tapping to determine a date for PAT testing.

  • Policy Review A complete list of all policies was circulated prior to the meeting it was agreed to review again in 12 months. DG explained a process of dating reviews which he will share with KQ- The Privacy Policy is now redundant as we have a Data Protection Policy . All policies were ratified.

 

  • Bakehouse – LB explained that the revision of storage and displays of both Upper and Lower Bakehouse will be undertaken during the rewiring Aug 3-17th . ACTION – LB to ask for support with this work .

 

 

  • AOB – RT – asked for improved display areas for events taking place in the hall. The A frame outside Beresford tearoom is fine but rest are not. Remove the ones outside village hall. ACTION – RT to research and obtain a large lockable notice board to be positioned on the wall above the seat to the left of the entrance. LB to ask Carol to print the display used in the hall inset window. LB to laminate and then display .

RT suggested the wall alongside the toilet areas to be used to display regular group information.

 ACTION – RT to access appropriate simple A4 frames . LB to contact groups for information. LB to ask Carol N if she will produce a standard A4 poster for each of the groups.

The display board showing the history of the Cheese factory situated on the wall  to the left of stage to be removed and used in the renovation of the Bakehouse in August.

Date of next meeting – Wednesday October 21st -AGM 6pm Main hall;

Management meeting 7.15- Upper Bakehouse

Meeting closed at 8.30pm