Minutes of meetings

MEETING OF HYSSINGTON VILLAGE HALL COMMITTEE
Wednesday, 11th of December, 2019 at 7.30 p.m.

PRESENT:
Gary Frost, Simon Beadman, Jo Beadman, Louise Tomkins, Bob McLintock, Steve Jones, Annie Frost, Bryan Rigg, Pauline Rigg, Avril Dickinson,

APOLOGIES:
Heather Williams, Afrianne Jones

MINUTES OF PREVIOUS MEETING:
Minutes of previous meeting were accepted as a correct record of the proceedings, and signed.

MATTERS ARISING:
1. Plaques for the gazebo and gate have arrived, Steve Jones will fit them. SJ
2. The Green Grant has been received.
3. The grant from the Co-op has also been received

GROUP REPORTS:
Churchstoke Community Council: There continues to be a lack of progress with the Village Green and Horse Well Committee. The situation was outlined to the VH Committee and discussed, and an agreement has been reached on how to progress. Bob and Gary are to coordinate.
Some pot holes in the area have been repaired, although there are many more to do.
Social Club: The final event of the year, the Christmas Party, was well attended. 3 out of 4 committee members are stepping down, and an appeal for new committee members has so far received no response, so the future of the group has yet to be decided.
Book Club: The Club continues to meet regularly and enjoy their discussions.
Friendship Group: No representative present.
Church and Chapel: No representative present.
Village Watch: Nothing to report.

FIRE AND HEALTH & SAFETY:
Monthly Fire and Safety checks are continuing on a monthly basis. A meeting of the sub-committee has taken place, a review of the Risk Assessments has been completed, and everything was signed off satisfactorily.

FUNDRAISING:
The Fundraising sub-committee has had a very satisfactory year. The Coffee Morning continues to be well supported. A recent Bingo Evening raised £164, and more of these are planned for next year. 100 Club money for next year is now being collected. A.F. Blakemore, owners of the Spar in Bishop’s Castle, have very kindly donated a voucher for raffle prizes for the Xmas Eve event, and entertainment is being organised. Other events in the pipeline for next year were outlined.

ELECTRICAL QUOTES FOR HEATING AND LIGHTING:
The quotes obtained from Lennox Electrical and D. Jones Electrical were discussed. It is hoped that grants will be available. Gary is to get the specification for radiators from Lennox, and Simon will get like for like quotes from Jones. GF, SB

CAR PARK AREA DEVELOPMENT:
Two grants of £250 each have been received from the Green Grant (Churchstoke Community Council) and the Co-op Fun Day Grant towards improving the area around the septic tank. Designs were discussed and agreed. Simon is to proceed. The septic tank needs emptying before any work is carried out. Bob and Gary to obtain quotes for this. SB, BM, GF

Mound area – Gary will research available grants GF

MAINTAINANCE ISSUES:
Some windows are getting condensation inside, Simon is to get new panes and replace the problem ones. SB
Some of the wood cladding on the ends of the hall is rotting. Simon will get quotes. SB
The guttering is still leaking. Simon is waiting for a dry spell to attempt further repairs. SB
Simon has completed painting wood preserver onto the gazebo, and the fridge is working well.
Gary asked if the urinals were running all the time, and if this was costing us money if we are on a water meter. Following a discussion, it was decided that there was not a problem, as the hall is not on a meter and the urinal system is controllable.

VILLAGE HALL CHARGES AND BOOKINGS:
It was agreed that there would be no change in the Village Hall charges for 2020. Bookings continue to be low, and it was agreed that once planned improvements are carried out, we would look at advertising the hall. The website is not working efficiently, and Gary will speak to Trevor Hedges (who is currently managing the site) to see if we can have better access. GF
Annie is to take over as Bookings Clerk, Chris Jones will continue as caretaker. AF

ANY OTHER BUSINESS:
None

Date of AGM and next meeting: 4th of March 2020 at 7.00pm

There being no further matters to discuss, the meeting was declared closed at 9.05 p.m.


MEETING OF HYSSINGTON VILLAGE HALL COMMITTEE
Wednesday, 4th of September, 2019 at 7.30 p.m.

PRESENT:
Gary Frost, Simon Beadman, Bob McLintock, Steve Jones, Annie Frost, Bryan Rigg, Pauline Rigg, Louise Tomkins

APOLOGIES:
Afrianne Jones, Avril Dickinson, Jo Beadman

MINUTES OF PREVIOUS MEETING:
Minutes of previous meeting were accepted as a correct record of the proceedings, and signed.

MATTERS ARISING:
Gazebo – A plaque still needs to be ordered. Steve suggested a possible supplier. GF
The application for a Green Grant was successful, and we will receive £250 later this month.
We are still awaiting quotes for heaters and lighting. An alternative contractor will now be sought. GF, SB

ELECTION OF H&S AND FIRE OFFICER
Gary outlined the duties of the role. Jo Beadman had volunteered to take on the position.
A risk assessment needs to be carried out, and a group of four people is required to do this. GF, PR, BR, and JB volunteered.
Gary, as Chairman, offered thanks to Nancy Ketchen for all her hard work whilst she was carrying out the role.

FIRE EVACUATION PROCEDURE
It was unanimously accepted that the Hall was too small, and the situation too impractical, for a fire drill to be required. New fire notices have been made, and these were shown to the Committee. It was agreed that these were adequate instructions, and they will now be displayed at various points around the Hall.

GRANT APPLICATION
Gary has applied to the Co-operative Society for a further grant towards improving the area around the septic tank.

GROUP REPORTS:
Social Club: As she was unable to attend, Avril had submitted a report outlining recent activities, which had gone well. The next meeting later this month will be a talk on Caring for God’s Acre.
Book Club: Numbers were down over the summer, as was expected, but the group was still running smoothly.
Friendship Club: No representative present.
Church and Chapel: No representative present.
Village Watch: Vehicle break-ins had been reported in Bishop’s Castle.
Churchstoke Community Council: There is still no progress with regard to the Village Green and Horse Pool – Bob is continuing to attempt to co-ordinate matters.

FIRE AND HEALTH & SAFETY:
There were no major issues raised. There are some branches in the play area that need cutting back, this
will be attended to. SJ

FUNDRAISING:
There are a number of events planned for the rest of the year. Lack of support from Villagers is disappointing.

MAINTENANCE ISSUES:
One window seal has gone. It needs to be decided if this requires repair at this point.
The wood cladding on the end gable is starting to rot, and needs assessing.
The guttering at the front of the hall is still leaking.
The Gazebo needs treating with preservative. Simon will do this.
Louise thought there might be a problem with the fridge. This will be monitored. SB, SJ, GF

ANY OTHER BUSINESS:
1. A Utilities Company had contacted Gary, offering a free audit to ensure we had the best deal available for our electricity supply. Pauline will check our current contract, and Gary will contact the Company to arrange the audit. PR, GF
2. Annie wants to buy some spring bulbs for the car park bank. This was approved. AF
3. Bob was asked to follow up the request for a defibrillator for the Village, to be provided by the Community Council. It will be sited in the Village Hall porch. BM
4. Avril has suggested that it would be useful to buy a bookcase to take the books that are sold towards Hall funds, making access easier. This was agreed. Louise will ask if there are any available from Welshpool Library. LT
5. Pauline informed the Committee that the current account balance stands at £8, 574.28, although she is still awaiting submission of some substantial invoices.

Date of next meeting: Wednesday, 11th December, 7.30 p.m.

There being no further matters to discuss, the meeting was declared closed at 8.35 p.m.


MEETING OF HYSSINGTON VILLAGE HALL COMMITTEE
Wednesday, 5th of June, 2019 at 7.30 p.m.

PRESENT:
Gary Frost, Simon Beadman, Bob McLintock, Steve Jones, Annie Frost, Bryan Rigg, Pauline Rigg, Avril Dickinson, Nancy Ketchen, Jo Beadman, Louise Tomkins

APOLOGIES:
Afrianne Jones

MINUTES OF PREVIOUS MEETING:
Minutes of previous meeting were accepted as a correct record of the proceedings.

MATTERS ARISING:
Fire, Health & Safety – The ill fitting keys have now been re cut.
Grounds – The repairs to the swings have now been completed.
Gazebo – Construction of the gazebo is now complete. It will need to be treated with preservative, and a plaque needs to be ordered acknowledging Churchstoke Community Council. SB, SJ, GF
Memorial Bench – This has now been installed.
Play area gates – the wider gates have now been installed.

AGREEMENT/DECLARATION OF INTERESTS FORMS:
These have now been completed by all Committee members.

GAZEBO WARMING EVENT:
This was a successful and well attended event, despite the cold weather.

OPEN GARDENS EVENT:
This was a very successful event, and a lot of people in the village were involved, whether it be by opening their garden, making cakes, serving refreshments, or simply visiting the gardens. A total of £807.50 was raised for village hall funds.

GREEN GRANT APPLICATION:
GF has made an application to the Green Grant fund for £250 towards tidying up the septic tank area, and for improving the planting around the car park area.

DONATION FROM CADS:
PR has now taken over as Treasurer, and outlined the accounts as they stand. A donation of £1060 has been made from the winding up of the CADS account. The Music Licence needs to be paid. GF is to contact Hope Village Hall to discuss their new heating system, as it is felt the current system in Hyssington is aging and needs some updating. GF will also contact Ed Griffiths to discuss updating the lighting system, which is also now aging and not really suitable for current needs. PR, GF

GROUP REPORTS:
Social Club: The Social Club recently enjoyed an evening of storytelling and music. The Annual BBQ will take place on the 22nd of June, and there will be a Mad Hatter’s Tea Party on the 20th of July.
Book Club: The Book Club is meeting regularly, but is not always as well attended as it might be.
Friendship Club: No representative present.
Church and Chapel: No representative present.

Village Watch: Vehicle thefts had been reported in Bishop’s Castle.
Churchstoke Community Council: There had been a lively meeting in May, with a large number of people attending to object against a planning application in White Grit.
Ed Humphries, Clerk to the Parish Council, has been invited to Buckingham Palace.
The Parish Council is still awaiting a response from Powys County Council in respect to planning items in Hyssington.
Village Green and Horse Pool – BM is trying to act as a go-between to allow work on this project to move forward.

FIRE AND HEALTH & SAFETY:
A fire extinguisher is being used to prop open doors. A sign is needed asking people not to do this.
It was explained that the maintenance book is for uses to report issues arising, and that if committee
members notice any issues, they should email SB or SJ.
NK issued questionnaires to group representatives asking their response to fire safety issues. This will be
followed up at a later date.

FUNDRAISING:
A summary was given of events organised by the sub-committee. There are a number of events planned in the coming months.

MAINTENANCE ISSUES:
One window seal has gone.
The wood cladding on the end gable is starting to rot.
The guttering at the front of the hall is leaking. SB, SJ

ANY OTHER BUSINESS:
1. There had been an accident on the junction nearest to Churchstoke. The speed limit on the main road is high, the verge is often overgrown, and cars frequently have to reverse onto the main road to allow cars to come down the narrower road closest to the Shrewsbury road. Louise will speak to someone in Highways at Powys CC. LT
2. The microwave doesn’t work very well. GF and AF said they had a spare one that could be used.

Date of next meeting: Wednesday, 4th September, 7.30 p.m.

There being no further matters to discuss, the meeting was declared closed at 9.00p.m.


MEETING OF HYSSINGTON VILLAGE HALL COMMITTEE
Wednesday, 6th March, 2019 at 7.30 p.m.

PRESENT:
Gary Frost, Annie Frost, Steve Jones, Avril Dickinson, Nancy Ketchen, Bryan Rigg, Pauline Rigg, Simon Beadman, Bob McLintock, Jo Beadman, Heather Williams, Louise Tomkins
APOLOGIES:
Afrianne Jones

MINUTES OF PREVIOUS MEETING:
The date on the copy of the minutes sent to members was incorrect. Other than that, the minutes were accepted as a correct record of the proceedings and signed.

MATTERS ARISING:
Any matters arising would be dealt with in later items.

ELECTION OF OFFICERS/ROLES AND RESPONSIBILITIES:
Chair – Gary Frost (proposed by Annie, seconded by Pauline)
Treasurer – Pauline Rigg (proposed by Avril, seconded by Nancy)
Vice Chair – Simon Beadman (proposed by Bryan, seconded by Annie)
Secretary – Louise Tomkins (proposed by Nancy, seconded by Simon)
Jo Beadman was Co-opted onto the Committee to help with fundraising and events. Voting rights were agreed
Other responsibilities:
Minutes Secretary – Annie Frost
Health & Safety and Fire Officer – Nancy Ketchen
Grounds – Bryan & Pauline Rigg
Maintenance – Simon Beadman and Steve Jones
Fundraising and Events – Louise Tomkins, Annie Frost, and Jo Beadman
Booking Liaison – Steve Jones. Steve agreed to contact Trevor Hedges, who maintains the Village Hall website, on a weekly basis to keep him updated of any bookings that had been made in the previous week. SJ

FREQUENCY OF MEETINGS:
The Committee currently meets four times a year. Following a discussion, it was agreed to keep it at that frequency, but to call additional meetings if it was deemed necessary.

SIGNING OF AGREEMENT/DECLARATION OF INTEREST FORMS:
Signed by all members present

CONSTITUTION DOCUMENT:
The suggestion of 3 year terms was discussed, but it was agreed that this was not practical in a small village. The decision was made that all committee members should give a minimum of one months’ notice prior to the AGM if they wished to step down from the Committee, to ensure that there was enough time to find replacements. The current document will stand.

GROUP REPORTS:
Social Club: Avril gave out copies of the 2019 programme. The first meeting of the year will take place on the 21st of March
Book Club: Two new members have joined the group, so it now has a full complement of members.

Friendship Club: There are currently 14 members. The Club has recently enjoyed a talk by a local Wildlife Group, and their next meeting will be a visit to a local Pottery.

Church and Chapel: No representative present.

Churchstoke Community Council: There is currently a vacancy for a representative for Snead, and Bob asked if anyone would be willing to volunteer.

He said that Planning issues were not being followed up by Powys County Council, and third party objections to plans were not being made public, making it impossible for the Community Council to gauge local reactions. He asked that anyone making objections to planning applications copy in the Community Council to be sure that they knew local views.

Several planning applications have been received for Churchstoke.

A new contract for grass cutting is to be allocated soon.

FIRE AND HEALTH & SAFETY:
The Maintenance book, First Aid book, and Sanitary Bins were not really being used. It is hoped that in the case of the first two items, it is because the Committee were keeping on top of required work. Nancy has asked for another key, as hers isn’t working. This appears to be problem with the extra keys that were cut. Gary will take them back to Timpsons for adjustment. GF

GROUNDS:
There were no outside issues, although the swing seats still require attention. Steve says he will address
this as soon as the weather improves. SJ

FUNDRAISING:
Annie gave details of a number of events planned for the coming year. The Coffee Morning is a very successful fundraiser, and a very enjoyable village get together. Plans were developing for the Hyssington Open Gardens, and other events are in the pipeline.

GAZEBO:
Work is continuing on the gazebo. There are still difficulties in getting the work done around other commitments and poor weather, but they hope to finish soon. SB, GF

MAINTAINANCE ISSUES:
The gutter is still leaking, Simon and Steve to have another look at it. SB, SJ

MEMORIAL BENCH:
Churchstoke Community Council has commissioned a WW1 Memorial Bench for the Village. A few of the Committee members will meet on Saturday morning to look at options for where it could be sited. The bank adjacent to the car park is the preferred option.

FUTURE DEVELOPMENT:
The heating and lighting in the hall are now getting old, and not adequate for modern use. Over the coming year, Gary is going to contact companies for advice and quotes to improve both, and possibly also look at redecoration. GF (SB, SJ)

ANY OTHER BUSINESS:
Bob said that there were plans to provide a defibrillator for the Village, probably to be sited in the Village Hall porch.

Annie said that she was now maintaining the area of garden outside the Hall.

The gate into the play area needs to be enlarged to allow access for mowing and other vehicles. We can either have a 6ft gate put on, or a second 4ft one. This is the cheaper and easier option, and was the one agreed by the Committee.

Bob informed the Committee that he was the Community Council representative to the Montgomery Medical Practice, if there were any comments or problems.

Date next meeting: Wednesday, 5th of June 2019 at 7.30 p.m.

There being no further matters to discuss, the meeting was declared closed at 8.55 pm




HYSSINGTON VILLAGE HALL ANNUAL GENERAL MEETING

Wednesday, 6th March, 2019 at 7.00 p.m.

PRESENT:
Gary Frost, Clare Beaumont, Annie Frost, Alan Morris, Steve Jones, Avril Dickinson, Nancy Ketchen, Bryan Rigg, Pauline Rigg, Simon Beadman, Bob McLintock, Heather Williams

APOLOGIES :
Afrianne Jones
.
PREVIOUS MINUTES:
The minutes of the last Annual General Meeting held on 21st March 2018 were read
and approved with no matters arising.

CHAIRMAN’S REPORT:
A copy of the report was issued to all Committee members and discussed. Gary thanked the Committee for all their hard work and support.

TREASURER’S REPORT:
Copies of accounts for the year were distributed to the meeting. The Treasurer gave her report on the accounts at this time.

ELECTION OF COMMITTEE:
Gary notified members of the decision of Clare and Alan to step down from the Committee. He thanked both members for their hard work during the time they had served on the Committee. The remaining members expressed their willingness to stand for the coming year.

The Committee then stood down. Steve Jones and Louise Tomkins had both been proposed and seconded as new members, and a vote was held to re elect the remaining Committee. This was agreed unanimously.

ANY OTHER BUSINESS:
There was a suggestion from Clare that the Committee might discuss the possibility of 3-year terms for Committee members. It was agreed to look at this possibility.

CLOSE OF MEETING:
There being no further business to discuss, the meeting closed at 7.30 p.m.

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MEETING OF HYSSINGTON VILLAGE HALL COMMITTEE
Wednesday, 5th December, 2018 at 7.30 p.m.

PRESENT:
Gary Frost, Simon Beadman, Bob McLintock, Heather Williams, Steve Jones, Annie Frost, Bryan Rigg, Pauline Rigg, Avril Dickinson, Clare Beaumont

APOLOGIES:
Nancy Ketchen, Alan Morris, Louise Tomkins, Afrianne Jones

MINUTES OF PREVIOUS MEETING:
Minutes of previous meeting were accepted as a correct record of the proceedings.

MATTERS ARISING:
Fireproof letter box – There was a query over suitable positioning. It was agreed that the box would be moved to the other side. SB

Heather had been unable to trace the owner of the sheep behind the play area, but the
situation appears to have been resolved.

It was agreed to ask the contractor to fit a larger gate to allow easier access for the mower, and to fit a spring to ensure that the gate wasn’t left open, thereby allowing sheep to get onto the play area. This would also remove the need for a sign. SB

GROUP REPORTS:
Social Club: Everything was ready for the Christmas Meal, and 36 people were expected to go.
Book Club: The Club has space for another couple of members, and is currently advertising.
Friendship Club: The Club had enjoyed an interesting talk on Ancient Buildings, and was looking forward to their Christmas meal next week.
Church and Chapel: No representative present, but a report had been submitted.
The last service at the Chapel will take place on the 16th of December at 6.30pm. There are discussions taking place to ensure the safety of the War Memorial, and more information will be available after these meetings had taken place.
The Carol Service at St. Etheldreda’s will take place on Christmas Eve at 6.30pm.
Churchstoke Community Council: Things were fairly quiet in the run up to Christmas, and there were no new Planning issues to discuss. The frustration that issues were not being addressed because of staff shortages at Powys Council continues.
Village Watch: A caravan has been stolen from Daisy Bank Caravan Site.

FIRE AND HEALTH & SAFETY:
The fire doors are now working properly, and there were no other problems. Nancy
continues to monitor the ‘Problems’ book.

There were no new problems with the Playground, although the swing seats still need
replacing. Steve is dealing with this. SJ

FUNDRAISING:
The Fundraising sub-committee outlined the events that they hoped to organise for next year, and a meeting will take place in the new year to finalise dates. The Chairman expressed his thanks to the sub-committee for all their hard work.

GAZEBO:
Simon and Gary have been working hard constructing the Gazebo. There were difficulties in getting the work done around other commitments, but they are willing to carry on for now.

MAINTAINANCE ISSUES:
There is a leaking gutter, and the outside light by the doors is not working. Simon is to
Check these items. Gary is to buy a toilet roll holder for the Gent’s toilets. SB, GF

PUBLISHING OF MINUTES:
Though not a legal requirement, it was proposed that a basic form of the minutes
of meetings be published on the Village Hall website, for a trial period. This was agreed .

AGM:
The procedures for the AGM were explained and agreed. It was also agreed that any questions would need to be submitted in advance to ensure that the correct information was available.

VILLAGE HALL CHARGES:
It was agreed that there would be no change in the Village Hall charges for 2019.

TREASURER’S REPORT:
Money for the Gazebo, the Green Grant, and various fundraising activities had all been received. The invoice for the work on the car park and fencing was still outstanding.

ANY OTHER BUSINESS:
Avril suggested considering a keypad entry system at a future date.

More magnetic pins are needed for the notice board. Annie to buy. AF

It was suggested applying to the Green Grant for a screen and projector.

Bob said that there may be money available to provide a defibrillator for the Village. Ideas will need to be put forward for a suitable situation.

Funds are available from the Community Council to replace the Village notice board, currently situated on the Chapel railings. A new location will need to be decided.

A water leak near the phone box has been reported to the Water Company.
Date of AGM and next meeting: 6th of March 2018 at 7.00pm

There being no further matters to discuss, the meeting was declared closed at 8.50 p.m.

___________________________________________________________________________

MEETING OF HYSSINGTON VILLAGE HALL COMMITTEE
Wednesday, 5th September, 2018 at 7.30 p.m.

PRESENT:
Gary Frost, Alan Morris, Simon Beadman, Bob McLintock, Heather Williams, Steve Jones, Annie Frost, Louise Tomkins, Bryan Rigg, Pauline Rigg

APOLOGIES:
Clare Beaumont, Avril Dickinson, Nancy Ketchen

MINUTES OF PREVIOUS MEETING:
Minutes of previous meeting were accepted as a correct record of the proceedings.

MATTERS ARISING:
Fireproof letter box – Simon is to check with Nancy if any standard was specified by the Fire Officer, and purchase accordingly.

Re varnishing of the front of the Hall is now completed.

Extension to Car Park and fencing of play area completed.

Thanks were given to Steve and Keith Perks for the cutting up of the trunk in the play area.
It was agreed that Steve should claim this work as an extra mow, as grass cutting has not
been needed so frequently because of the hot weather. Some pieces of the wood have been taken, but it was agreed that any still left in two weeks time would be put under the hedge to rot down as insect habitat.

GROUP REPORTS:
Social Club: No representative present
Book Club: It was reported that the Book Club is flourishing, and has a full complement of members.
Friendship Club: The Club had enjoyed a canal trip last month, and were looking forward to a visiting speaker at the next meeting.
Church and Chapel: No representative present.
Churchstoke Community Council: Things have been quiet over the summer. There was some frustration that issues were not being addressed because of staff shortages at the Powys Council.
Thanks were expressed to Ed Humphries, Community Council Clerk, for his prompt action in dealing with a recent fly tipping incident at Llan Corner.
Village Watch: Steve urged people to be vigilant after a number of van break-ins in Chirbury. A silver Vectra with an ’08 registration had been seen in the area around the time of the break-ins.
There was also a report of two sheep being savaged at the start of the Bank Holiday weekend at Llanerch.

CONSTITUTION:
The new constitution has been read by the Committee, and agreements signed. The constitution now has to be enforced. All hirers will be required to sign a lettings agreement, including existing groups. These will need to be renewed annually.

Thanks were proffered to the sub-committee members for all their hard work in drawing up the new constitution.

HEALTH AND SAFETY:
It was noted that Nancy had been diligent in carrying out all the required checks.

FUNDRAISING:
The Fundraising sub-committee had met this week, and a number of events were planned for this year and for 2019. There will be a Coffee Morning in September, a Quiz Night in October, an evening of songs and sketches on the theme of ‘A Night at the Movies’ in November, and a Village get-together and Mummers’ Play on Christmas Eve. Events planned for next year include a Bingo Night, a ‘Gazebo Warming’, a Fashion Show, a Hyssington Open Gardens event, and the setting up of a 100 Club.

GRANTS:
Alan had successfully applied for a Green Grant of £250 from Churchstoke Community
Council, towards the cost of re varnishing the Village Hall. We have also received a grant of just under £2000, again from Churchstoke Community Council, for a wooden gazebo to go on the play area. There will be some money left over to allow us to buy some solar lighting, bark for the floor, and possibly another picnic table. We will need to set up a work party to clear the site and build the gazebo.

ANY OTHER BUSINESS:
Sheep are managing to get through the hedge from the field behind the play area. Heather will try to find out who owns the sheep, and discuss the problem with them.

The new playground gate has been left open on several occasions. Gary will get a sign made asking people to close the gate.

The Green Grant will be discussed at the next meeting to discuss what we should apply for.

Date of next meeting: 5th of December 2018 at 7.30 p.m.

There being no further matters to discuss, the meeting was declared closed at 8.30 p.m.

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MEETING OF HYSSINGTON VILLAGE HALL COMMITTEE
Wednesday, 6th June, 2018

PRESENT:
Gary Frost, Alan Morris, Clare Beaumont, Bob McLintock, Avril Dickinson,
Heather Williams, Steve Jones, Nancy Ketchen, Annie Frost, Louise Tomkins, Brian Rigg, Pauline Rigg,

APOLOGIES:
Simon Beadman, Afrianne Jones

MINUTES OF PREVIOUS MEETING:
Minutes of previous meeting were accepted as a correct record of the proceedings and signed.

MATTERS ARISING:
It is not yet known when the contractor will start work on the car park, but it will hopefully be later this month.

The lock on the front door has been changed, and keys distributed.

We are awaiting a start date for the re varnishing of the front of the Hall.

The Village Hall Facebook page and website were up and running.

Maintenance and First Aid books were now in place.

CONSTITUTION AND SAFEGUARDING:
The new Constitution is almost complete and ready for sending to the Charity Commission. It is a much larger document than the previous one. It was pointed out that in future, Hirers will need to sign an agreement. If the document is accepted, Trustees will need to read and sign the new document.

HEALTH AND SAFETY:
The appendices of the Health &Safety document will need to be updated. The County Fire Officer inspected the premises on the 29th of May. The procedures that we have in place were deemed adequate. The Officers report was read to the Committee. Wedges are no longer to be used to prop open the doors, as this can cause warping of the frame. One fire door is difficult to open. Nancy is to ask the contractor to have a look at this. The steps should be edged with fluorescent paint. Alan will need to pass any fire and electrical paperwork to Nancy. A fire proof box is needed on the letterbox where keys are posted. Simon will look at these items

FUNDRAISING:
A couple of successful events have been held, with more ideas for later in the year. Louise will make enquiries about what regulations we need to comply with if we want to run a 100 Club.

MOWING:
Mowing is no longer being done by Churchstoke Community Council. Gary had obtained three quotes from contractors for the mowing, but asked if anyone else might be interested in tendering. It was agreed to maintain the car park and play area as mown grass.

TREE TRUNK:
The large trunk in the play area has finally disintegrated. A number of suggestions were discussed, but it was agreed that it was now dangerous and had to be removed. Steve is to undertake this, with hopefully, some additional help from Andrew Tomkins and Ade Lewis, and a decision will then be made as to what to do with the wood.

COMPLAINTS:
A complaint has been received from a user whose event was disrupted by the smoke alarm going off. It was agreed to offer a small reimbursement as a goodwill gesture.

It was agreed to buy a new kettle as a result of a complaint about one of the existing ones having a broken handle.

ANY OTHER BUSINESS:
Alan has applied to Churchstoke Community Council for some money from the Green Grant.

Steve offered to spray the car park weeds, but will need some Roundup. This was agreed.

Clare pointed out that the May electricity bill was abnormally high. She will continue to monitor the situation.

The telephone pole by the phone box has now been removed.

Bob said that the Community Council were aware of work being carried out in the village without the required consents. The situation is being monitored.

Date of next meeting: 5th of September 2018 at 7.30 p.m.

There being no further matters to discuss, the meeting was declared closed at 9.00 p.m

___________________________________________________________________________

Minutes of Extraordinary Meeting of Hyssington Village Hall Committee
held on the 11th April 2018

PRESENT:
Gary Frost, Annie Frost, Bob McLintock, Pauline Rigg, Brian Rigg, Alan Morris, Nancy Ketchen, Clare Beaumont, Steve Jones, Simon Beadman, Louise Tomkins

APOLOGIES:
Heather Williams, Avril Dickinson, Afrianne Jones

PREVIOUS MINUTES:
It was pointed out that the time given for the next meeting was incorrect. Other than that, the minutes were accepted as an accurate record of the proceedings.

MATTERS ARISING:
Steve is still to do repairs to swing seats.

Simon has managed to secure a further discount off the quote given for the car park and playground railings. This was accepted. There were a couple of different options for the playground fencing, and it was decided to go for 3 rails and wire as the most secure option to prevent children escaping onto the road, and to prevent sheep accessing the playground. Simon is to contact an engineer to discuss a possible cover for the septic tank in the car park.

Roger Morris has given a quote for treating the front of the Hall. It was agreed to accept this quote.

Nancy has checked and updated the First Aid Box and provided an accident book. We are waiting for the electrician to come back to test the emergency lighting, which should be done next week.

Annie has bought a maintenance book, which will be kept in the Committee Room, and will make a notice to go on the board to tell users where it can be located.

The Village Hall Facebook page was now live, and work on a web page is well underway.

CONSTITUTION AND PROCEDURES:
Gary outlined the current Constitution and discussed Committee numbers. He explained that there were new regulations, and that the Constitution needed to be revised. It needs to reflect the fact that the Committee is discussing important and relevant matters.

HEALTH AND SAFETY:
The Health & Safety policy needs reviewing annually to make sure that it is up to date. It will need four people looking at the policy to ensure that it remains valid.

Alan explained the fire procedures. He confirmed that extinguishers are checked monthly. Nancy is to contact the Fire Brigade Safety Officer regarding a check of the premises to ensure that we are up to date.

SAFEGUARDING:
The Committee need to draw up Safeguarding and Complaints Policies.

FUNDRAISING AND PUBLICITY:
It was agreed that it would be of benefit to set up a Fundraising group to enable improvements to Hall facilities.

ROLES AND RESPONSIBILITIES:
It was agreed to set up a number of sub-committees to deal with new policies and revision of old ones. The groups looking at these areas are as follows:

Constitution: Gary, Simon, and Clare

Health & Safety: Pauline, Alan, Nancy, and Steve

Safeguarding: Louise and Gary

Fundraising: Annie, Louise, Simon, Jo Beadman (Co-opted member), Trevor Hedges (Consultant)

SECURITY:
There are a number of keys in circulation. It was agreed to change the lock and refine the list of keyholders. Gary will buy a new lock, and look at the possibility of adding a new Yale lock. An ‘odd job man’ will probably be required for this. Gary to investigate.

ANY OTHER BUSINESS:
Jeanette Griffin had asked if she could continue to maintain the garden area at the front of the hall. This was agreed.

The next meeting will be on Wednesday, 6th of June 2018, at 7.30 p.m.

There being no further business to discuss, the meeting was declared closed at 8.25 p.m