Hartington Village Hall Management Group Meeting – 26th March at 6.00pm in the Upper Bakehouse

Present – Keith Quine (KQ)- Chair, Liz Broomhead LB (Secretary- Trustee)- Judith Chantler (JC) -Booking Secretary, David Graham (Trustee- Lottery) (DG), Kath Williamson(KW), Andy Farmer(AF Trustee), Richard Gregory (RG), Rob Tenty (RT Trustee) Malcolm Withers(MW);  Phillip Neal (PN),

Apologies– John Grosvenor(JG), Leon Goodwin (LG Trustee), Kate Craven – Treasurer, Adie Crowe.

Agenda:

  • Minutes of 16/10/2024 – approved and signed
  • Matters arising:
  • Organisations sharing event information- resolved
  • Chair’s Report – issues and queries
  •  Property maintenance–    the first 6 items completed – the remaining 4 ongoing

KQ explained an offer by JG to paint the wooden panels between the display frames around the hall. It was agreed that some examples of different colours would be displayed for group leaders to consider. JG has agreed to produce a panel for us. ACTION: All- Feedback to be given to LB by 31/5/25. Need to clarify why this is needed– to modernise the area?

  • Key Changes – 4 battery operated smoke alarms fitted Upper & Lower Bakehouse, space above the kitchen, and in the hall.PN, KQ, DG all connected to the Nest monitor alert . It was agreed that no smoke machines would be allowed at events – this will be added to the Conditions of Hire. ACTION- KQ/LG – forwarded to JC. RT has researched a company to provide fireproof hanging at the back of stage.  ACTION-RT to order. The Fire Risk Assessment Report was proposed by KQ and seconded by DG to be formally adopted by the Trustees . Accepted
  • Lottery- Between Sept 23-Aug 24 £5,900 was raised .What should the 2025/6 be targeting? Suggestions- a)- KW- waterproofing the cellar: b) PN- Revamping the front area where the steps are above the cellar. c) RT – screening the oil tank/bins. D) reducing the size of stage and buying a portable sturdy extension. ACTION: KQ to get advice re feasibility and costs.
  • Energy scenario/Mid Year Budget Review– KQ provided detail in the report of costs and savings since Sept 2024. The energy audit from the ‘E Midlands Accelerator Project’ was briefly discussed. The projection is with continued increase in bookings and with good management we will stay on track and potentially deliver an operational surplus for the first time in many years.
  • Hire Fees from 1.9.25- following discussion it was agreed unanimously to maintain the current structure. ACTION: LB & KQ to share with regular group leaders and to Lottery subscribers plus on local social media.
  • Constitution- following discussion it was agreed that this requires updating and modernisation – ACTION- KQ /DG

Policies and WIfi-

  • Connect Fibre we have taken out a pre-contract agreement for a faster service at a lower price from August 25- there will be no landline from August 2025.
  • Safeguarding – no change – Adopted
  • Health and Safety – premises number has been added and position of First Aid kit updated- Adopted
  • Data Protection– reviewed and simplified. Adopted.

 

Need to produce a calendar of review dates for policies-  ACTION –  KQ to advise on period each policy should stand for.

 

Future of the Bakehouse: feedback on plans  -RG reported back on the meeting he held with LB and Janet Bray to consider the next steps for the downstairs area; also included the use of the space during July-August 2025 of a display for the Village Hall Centenary. After much deliberation it was not considered feasible as a permanent display area for all the history resources. However, the purchase of 2 filing cabinets and a display unit using the Leaden Boot grant of £500 has been used and will be an asset to the storage of these resources. Further consideration will be continued. Safer storage of vulnerable items, improved access by the community and cataloguing of resources remain issues to resolve.

 

Security – PN had produced a detailed paper which was circulated prior to the meeting. RT said it was essential that this area is addressed and thanked PN for his paper. One member expressed concern about cameras inside – this will be revied in the short term and hirers thoughts will be sought. Outcome of the discussion- Alarm system agreed -with 2 outside cameras- front and back – (positioning of the back space camera to be carefully considered as this borders on a public footpath.) Timeline tbc. ACTION-  PN to order

 

Centenary celebrations: update – The notes from the meeting of planning team – circulated with these minutes- Trustees to agree the charities to receive funds raised from any centenary events ( and April 19th – Rotters/DJ Rob) – KQ proposed- Buxton Mountain Rescue; Hartington and District Community First Responders(HDCFR)and Canine Partners- Agreed unanimously

The allocated budget, £2000, set in Oct 2024 will be used against various items- see notes- the purchase of 3 “market Stands” will be available for the wider community to utilize at future events when needed.

 

AOB- none

Date of AGM/Oct meeting   – Wednesday October 15th – LB to book hall and bakehouse 

Following the close of the meeting KQ/LB alerted the group that we needed to make a decision on whether to follow up with “The Big Adventure Theatre- A Country House Murder Mystery” -possible Nov 25 or Feb 26. It was agreed to gauge the thoughts of the wider community – ACTION – KQ to ask Lottery tickets holders