AGM Minutes Wednesday 9th March 2022

HARTINGTON VILLAGE HALL MANAGEMENT GROUP MEETING Wednesday 9th March at 6.00 Upper Bakehouse

Attendees– Keith Quine (KQ) chair; Liz Broomhead (LB) secretary; Rob Tenty(RT) – Trustee, Kate Craven (KC)  -Treasurer, Leon Goodwin(LG)-Trustee, Andy Farmer(AF)- Trustee, Kath Williamson(KW), Penny Jones(PJ), John Grosvenor(JG), David Graham(DG)                                                        

Apologies– Richard Gregory, Adie Crowe, David Annat,

Welcome – by the chair. It was confirmed that David Annat had suffered a minor stoke in the last 48hours but was recovering well and back at home. ACTION LB to send a card on behalf of the Village Hall with best wishes for a full recovery.

Agenda

  1. Approval of minutes from 12/10/2021– circulated prior to meeting. They were approved and no matters arising
  • Review of budget plan – this had been circulated prior to the meeting. KQ reminded us of the success of the last 12 months. Lottery profit was projected at £600 over last year’s total; The electricity contract was fixed to January 2023.                                                                                                                                                                                   The plan was considered particularly in the light of recent events which have had a massive impact on all energy costs- Oil/Electricity. Heating: consumption Nov- Jan was 50 litres per week. Forecast over a year of 31 litres per week (1612 litres per year.) At 50ppl cost will be £804 per year, at 77ppl £1241, and at 131ppl £2112 per year. In recent non pandemic years £950 would be our typical cost. Current breakeven point based purely on local hire income we need £173per week (18 hours hire per week). A lengthy discussion on the review of hall hire charges followed where there was contribution from everyone present.                                                 
  • An increase in local hire from £10ph to £11ph would yield an estimated additional £600. An increase to £12ph would yield £1200.
  • An increase in external hire from £15ph to £16ph would yield an estimated £300. An increase to £18ph would yield an estimated £900. An increase to £20ph would yield an estimated £1200.                             Provisional decision to raise from September local hire to £12ph and external hire (from immediate effect) to £18ph to be reviewed again September to £20.

ACTION – LG will amend website when required

  • DDC grant for £300 – see proposal in Chair’s Report – Reference the report explained that this sum was always intended to be transferred to HCG as the application was made to cover VE Day events (which did not happen due to pandemic). It was agreed it should be used to against the HCG costs for August 21st celebration event. LG /LB thanks the trustees for these funds. ACTION – KC/KQ to transfer to HCG account
  • Property maintenance – update. KQ provided the following details – a new immersion heater, repairs to 2 leaks in ladies toilet’s, removal of Scout’s box in Bakehouse, addition of 2 shelves in lockable cupboard, boxing in of new pipe work in hall and boiler room and insulation of bakehouse and foyer toilet areas. Thanks were expressed to all the volunteers who had contributed in various ways to maintenance over recent months. Also to SWPLP for provision of a £350 grant which meets much of the cost of insulation. Going forward the 2 windows (large and small) in upstairs Bakehouse will be replaced and double glazed by Darren Barlow in the next few weeks £900 approx. The west facing gable end of upstairs wall has had a severe “running water” issue – Darren Barlow with KQ did a thorough analysis of the cause and remedial work required (re-setting of the parapet stones with a DPC plus partial repointing of gable end) resulting in an estimate of £7200. KQ to access 2 other quotes for this work but it was agreed that it was now the next priority which will impact on the opportunities for development of the kitchen. DDDC have confirmed a one-off grant payment (Omicron business interruption) of £2667 which will be in our account by middle of next week. KQ has also spoken with Mollie Mosely from the Duke of Devonshire Charitable Trust, this is looking hopeful but would not result in funds (if successful) till later in the year. ACTION –KQ to contact Darren Barlow to confirm work on windows and explain the need for 2 more quotes for the west wall. Also, to apply for a grant from the Duke of Devonshire’s Charitable Trust.

ACTION: Malcolm Withers has volunteered to stain the new boxed in woodwork.

  • Refurbishment of kitchen -the group visited the kitchen and stage area for a lengthy debate on the various options- a summary of the input 2 main options -refurbishment of current area to meet H&S standards and be more efficient; or extension out over cellar and equip as a kitchen to meet more cooking opportunities. A detailed discussion outlining “pro and cons” of the later option led to a consideration of possibly bringing the area forward which would encroach on the badminton court. Consequently, the group went to the stage end of hall to consider some options to reduce the size, or a reconfiguration when not in use. PJ was concerned that the large cost of the 2nd option would never be recouped with the potential number of bookings that would require this increased facility.  It was agreed that the other costed areas needing to be addressed- bakehouse- windows, west wall were the priority at this time, so the kitchen refurbishment will need to be deferred at this time.

ACTION: KQ to seek an estimate from one of the builders invited to quote for gable end for an extension to the rear of the existing kitchen.

ACTION: JG and PJ to draft a refurbishment plan for existing kitchen space.

ACTION: JG to investigate possible options to reduce space taken up by stage. (LG has provided online options for potable staging.)

  • AOB
  • KQ proposed the addition of a new trustee- David Graham, who is currently leading on the Lottery. He has  previous experience as a trustee of a national charitable organisation. Agreed unanimously. ACTION: KQ will notify the Charity Commission.
  • KC reported that audited accounts would be ready by the end of the month.
  • PJ remined the group of her previous request of a foldable baby changer in the disabled toilet. ACTION : LB to add to the grant application that she is currently completing for the Parents and Child Friday Group.
  • Date of next meeting – 12/10/22 to include AGM

HARTINGTON VILLAGE HALL MANAGEMENT GROUP MEETING Wednesday 9th March at 6.00 Upper Bakehouse

Attendees– Keith Quine (KQ) chair; Liz Broomhead (LB) secretary; Rob Tenty(RT) – Trustee, Kate Craven (KC)  -Treasurer, Leon Goodwin(LG)-Trustee, Andy Farmer(AF)- Trustee, Kath Williamson(KW), Penny Jones(PJ), John Grosvenor(JG), David Graham(DG)                                                        

Apologies– Richard Gregory, Adie Crowe, David Annat,

Welcome – by the chair. It was confirmed that David Annat had suffered a minor stoke in the last 48hours but was recovering well and back at home. ACTION LB to send a card on behalf of the Village Hall with best wishes for a full recovery.

Agenda

  1. Approval of minutes from 12/10/2021– circulated prior to meeting. They were approved and no matters arising
  • Review of budget plan – this had been circulated prior to the meeting. KQ reminded us of the success of the last 12 months. Lottery profit was projected at £600 over last year’s total; The electricity contract was fixed to January 2023.                                                                                                                                                                                   The plan was considered particularly in the light of recent events which have had a massive impact on all energy costs- Oil/Electricity. Heating: consumption Nov- Jan was 50 litres per week. Forecast over a year of 31 litres per week (1612 litres per year.) At 50ppl cost will be £804 per year, at 77ppl £1241, and at 131ppl £2112 per year. In recent non pandemic years £950 would be our typical cost. Current breakeven point based purely on local hire income we need £173per week (18 hours hire per week). A lengthy discussion on the review of hall hire charges followed where there was contribution from everyone present.                                                 
  • An increase in local hire from £10ph to £11ph would yield an estimated additional £600. An increase to £12ph would yield £1200.
  • An increase in external hire from £15ph to £16ph would yield an estimated £300. An increase to £18ph would yield an estimated £900. An increase to £20ph would yield an estimated £1200.                             Provisional decision to raise from September local hire to £12ph and external hire (from immediate effect) to £18ph to be reviewed again September to £20.

ACTION – LG will amend website when required

  • DDC grant for £300 – see proposal in Chair’s Report – Reference the report explained that this sum was always intended to be transferred to HCG as the application was made to cover VE Day events (which did not happen due to pandemic). It was agreed it should be used to against the HCG costs for August 21st celebration event. LG /LB thanks the trustees for these funds. ACTION – KC/KQ to transfer to HCG account
  • Property maintenance – update. KQ provided the following details – a new immersion heater, repairs to 2 leaks in ladies toilet’s, removal of Scout’s box in Bakehouse, addition of 2 shelves in lockable cupboard, boxing in of new pipe work in hall and boiler room and insulation of bakehouse and foyer toilet areas. Thanks were expressed to all the volunteers who had contributed in various ways to maintenance over recent months. Also to SWPLP for provision of a £350 grant which meets much of the cost of insulation. Going forward the 2 windows (large and small) in upstairs Bakehouse will be replaced and double glazed by Darren Barlow in the next few weeks £900 approx. The west facing gable end of upstairs wall has had a severe “running water” issue – Darren Barlow with KQ did a thorough analysis of the cause and remedial work required (re-setting of the parapet stones with a DPC plus partial repointing of gable end) resulting in an estimate of £7200. KQ to access 2 other quotes for this work but it was agreed that it was now the next priority which will impact on the opportunities for development of the kitchen. DDDC have confirmed a one-off grant payment (Omicron business interruption) of £2667 which will be in our account by middle of next week. KQ has also spoken with Mollie Mosely from the Duke of Devonshire Charitable Trust, this is looking hopeful but would not result in funds (if successful) till later in the year. ACTION –KQ to contact Darren Barlow to confirm work on windows and explain the need for 2 more quotes for the west wall. Also, to apply for a grant from the Duke of Devonshire’s Charitable Trust.

ACTION: Malcolm Withers has volunteered to stain the new boxed in woodwork.

  • Refurbishment of kitchen -the group visited the kitchen and stage area for a lengthy debate on the various options- a summary of the input 2 main options -refurbishment of current area to meet H&S standards and be more efficient; or extension out over cellar and equip as a kitchen to meet more cooking opportunities. A detailed discussion outlining “pro and cons” of the later option led to a consideration of possibly bringing the area forward which would encroach on the badminton court. Consequently, the group went to the stage end of hall to consider some options to reduce the size, or a reconfiguration when not in use. PJ was concerned that the large cost of the 2nd option would never be recouped with the potential number of bookings that would require this increased facility.  It was agreed that the other costed areas needing to be addressed- bakehouse- windows, west wall were the priority at this time, so the kitchen refurbishment will need to be deferred at this time.

ACTION: KQ to seek an estimate from one of the builders invited to quote for gable end for an extension to the rear of the existing kitchen.

ACTION: JG and PJ to draft a refurbishment plan for existing kitchen space.

ACTION: JG to investigate possible options to reduce space taken up by stage. (LG has provided online options for potable staging.)

  • AOB
  • KQ proposed the addition of a new trustee- David Graham, who is currently leading on the Lottery. He has  previous experience as a trustee of a national charitable organisation. Agreed unanimously. ACTION: KQ will notify the Charity Commission.
  • KC reported that audited accounts would be ready by the end of the month.
  • PJ remined the group of her previous request of a foldable baby changer in the disabled toilet. ACTION : LB to add to the grant application that she is currently completing for the Parents and Child Friday Group.
  • Date of next meeting – 12/10/22 to include AGM

HARTINGTON VILLAGE HALL MANAGEMENT GROUP MEETING Wednesday 9th March at 6.00 Upper Bakehouse

Attendees– Keith Quine (KQ) chair; Liz Broomhead (LB) secretary; Rob Tenty(RT) – Trustee, Kate Craven (KC)  -Treasurer, Leon Goodwin(LG)-Trustee, Andy Farmer(AF)- Trustee, Kath Williamson(KW), Penny Jones(PJ), John Grosvenor(JG), David Graham(DG)                                                        

Apologies– Richard Gregory, Adie Crowe, David Annat,

Welcome – by the chair. It was confirmed that David Annat had suffered a minor stoke in the last 48hours but was recovering well and back at home. ACTION LB to send a card on behalf of the Village Hall with best wishes for a full recovery.

Agenda

  1. Approval of minutes from 12/10/2021– circulated prior to meeting. They were approved and no matters arising
  • Review of budget plan – this had been circulated prior to the meeting. KQ reminded us of the success of the last 12 months. Lottery profit was projected at £600 over last year’s total; The electricity contract was fixed to January 2023.                                                                                                                                                                                   The plan was considered particularly in the light of recent events which have had a massive impact on all energy costs- Oil/Electricity. Heating: consumption Nov- Jan was 50 litres per week. Forecast over a year of 31 litres per week (1612 litres per year.) At 50ppl cost will be £804 per year, at 77ppl £1241, and at 131ppl £2112 per year. In recent non pandemic years £950 would be our typical cost. Current breakeven point based purely on local hire income we need £173per week (18 hours hire per week). A lengthy discussion on the review of hall hire charges followed where there was contribution from everyone present.                                                 
  • An increase in local hire from £10ph to £11ph would yield an estimated additional £600. An increase to £12ph would yield £1200.
  • An increase in external hire from £15ph to £16ph would yield an estimated £300. An increase to £18ph would yield an estimated £900. An increase to £20ph would yield an estimated £1200.                             Provisional decision to raise from September local hire to £12ph and external hire (from immediate effect) to £18ph to be reviewed again September to £20.

ACTION – LG will amend website when required

  • DDC grant for £300 – see proposal in Chair’s Report – Reference the report explained that this sum was always intended to be transferred to HCG as the application was made to cover VE Day events (which did not happen due to pandemic). It was agreed it should be used to against the HCG costs for August 21st celebration event. LG /LB thanks the trustees for these funds. ACTION – KC/KQ to transfer to HCG account
  • Property maintenance – update. KQ provided the following details – a new immersion heater, repairs to 2 leaks in ladies toilet’s, removal of Scout’s box in Bakehouse, addition of 2 shelves in lockable cupboard, boxing in of new pipe work in hall and boiler room and insulation of bakehouse and foyer toilet areas. Thanks were expressed to all the volunteers who had contributed in various ways to maintenance over recent months. Also to SWPLP for provision of a £350 grant which meets much of the cost of insulation. Going forward the 2 windows (large and small) in upstairs Bakehouse will be replaced and double glazed by Darren Barlow in the next few weeks £900 approx. The west facing gable end of upstairs wall has had a severe “running water” issue – Darren Barlow with KQ did a thorough analysis of the cause and remedial work required (re-setting of the parapet stones with a DPC plus partial repointing of gable end) resulting in an estimate of £7200. KQ to access 2 other quotes for this work but it was agreed that it was now the next priority which will impact on the opportunities for development of the kitchen. DDDC have confirmed a one-off grant payment (Omicron business interruption) of £2667 which will be in our account by middle of next week. KQ has also spoken with Mollie Mosely from the Duke of Devonshire Charitable Trust, this is looking hopeful but would not result in funds (if successful) till later in the year. ACTION –KQ to contact Darren Barlow to confirm work on windows and explain the need for 2 more quotes for the west wall. Also, to apply for a grant from the Duke of Devonshire’s Charitable Trust.

ACTION: Malcolm Withers has volunteered to stain the new boxed in woodwork.

  • Refurbishment of kitchen -the group visited the kitchen and stage area for a lengthy debate on the various options- a summary of the input 2 main options -refurbishment of current area to meet H&S standards and be more efficient; or extension out over cellar and equip as a kitchen to meet more cooking opportunities. A detailed discussion outlining “pro and cons” of the later option led to a consideration of possibly bringing the area forward which would encroach on the badminton court. Consequently, the group went to the stage end of hall to consider some options to reduce the size, or a reconfiguration when not in use. PJ was concerned that the large cost of the 2nd option would never be recouped with the potential number of bookings that would require this increased facility.  It was agreed that the other costed areas needing to be addressed- bakehouse- windows, west wall were the priority at this time, so the kitchen refurbishment will need to be deferred at this time.

ACTION: KQ to seek an estimate from one of the builders invited to quote for gable end for an extension to the rear of the existing kitchen.

ACTION: JG and PJ to draft a refurbishment plan for existing kitchen space.

ACTION: JG to investigate possible options to reduce space taken up by stage. (LG has provided online options for potable staging.)

  • AOB
  • KQ proposed the addition of a new trustee- David Graham, who is currently leading on the Lottery. He has  previous experience as a trustee of a national charitable organisation. Agreed unanimously. ACTION: KQ will notify the Charity Commission.
  • KC reported that audited accounts would be ready by the end of the month.
  • PJ remined the group of her previous request of a foldable baby changer in the disabled toilet. ACTION : LB to add to the grant application that she is currently completing for the Parents and Child Friday Group.
  • Date of next meeting – 12/10/22 to include AGM