Minutes of HSVH Meeting held on Monday, July 15th. 7 p.m.
1. Apologies for absence
Natalya Miles and Annette Waterman
2. Minutes of last meeting SJ
True record : Proposed Martin Waterman Seconded : David Plampin
3. Matters arising
Burger van made late contact saying they have gone out of business
4. Review of events
Summer Fair : Thanks to : Ian for setting up and clearing away; Len, Janice, Glen, Emma and Tommy for setting up the stage; Linda and Robin for manning door; and James Miles and his cadets. Dean Roper and family singers were free of charge, (in future £150) Martin and Anette will continue to do Christmas Fair but not the Summer £1152 less £60 bouncy castle - profit £1092 Well advertised and banner can be reuse. Banner, leaflets, and refreshments for Cadets and singers were funded very generously by Martin and Annette. Some stalls did very well especially the food stalls– ice cream van was not part of the event!. A bit disappointed with local support but weather doubtful and first time always a bit thin.
Committee expressed very grateful thanks to Martin and Annette for their generousity and time, acknowledging the hard work which went into organising and running it.
Cadets did a wonderful job and it was agreed to give them a donation of £75
Prosecco and Bingo successful event raised over £700 likely to attract more attendees next time as word gets around about how enjoyable the evening was. Thanks to Natayla for organising. The Hall can sit 120 but we do need to be watchful of our gaming licence which limits the amount of prize money.
5. Chair’s report LN
Boiler break down but small repair. Now running well. Pellets should last into September. Thanks to everyone for all their efforts on behalf of the hall.
6. Secretary’s report LH
We had had two brilliant events.
IPP has the hall looking great – painting has smartened up dull areas -hard to believe 10 years old.
Successful bid for £2000 has had acceptance paperwork and conditions forms returned to SCF – unsuccessful Lottery bid -it was over-subscribed
Paperwork sent to solar panel – awaiting response – may need legal support
Liaised Martin Fojit re field development and grant spending
Met with Matthew from the estate re field access and clearing
Wrote Fakenham Magna PC and subsequent meeting with self and LN – awaiting outcome but agreed that if no donation forthcoming Fakenham residents would pay external rates.
Looking at 2 more bids – not ideal for our needs but possible with a bit of creativity.
Press release for 10[th] Anniversary attached.
Need to look at advertising in addition – budget of £500
7 Booking manager’s report - IPP
Importance of advertising as bookings down including weddings and children’s parties
Website – proposed PC and HSVH merge - Committee voted against – want to keep ours discrete.
Advertising from people who support activities – e.g. caterers, bands etc. can be added to website – IPP to inform Harriet.
Parking – still some people parking inconsiderably and on days when events on – felt that these people unlikely to respond to extra signage.
5 year electrical testing needed including emergency lights and PAT testing SJ to ask Bloomfield Electrical
Water hot from both taps – water safe – temperature likely to be caused by proximity of pipes
8. Financial update
IPP can view accounts but not make adjustments
Need someone else to countersign – LH signatory currently - need to add LN
Bank £2000 grant account, £9198.77 current account as of date of meeting
Insurance £1467.89 due August 11[th] . – need to update to include field
LH check when Wedding Licence due.
Waste disposal may need to add food waste and by 31[st] March 2027 dry recyclables
Electricity – one year contract – renewal by end July for end of August – standing order same and unit rate down. Take 1 year contract 23.2p unit.
Accounts done 2023/4 £18625 income
Auction of Promises delayed until next year as we may be approaching the same people too regularly.
September rent for field due. Needs to be cut shorter and more regularly.
Field needs three cuts and shorter trim before hall event.
Field use charges agreed - £100 separate use - £5 an hour extra if also booking the Hall
9. Future events –
10 year celebration – invite AS, JS, Lady H, Duke H, and Base Commander
Food ordered and piece in newsletter.
Christmas dinner 7th. Dinner LH to contact Homefarm £20 tickets
Dean Roper Entertainment £150 LH to contact 07590879003
10. Date of next meeting
19th. August 7 p.m.
11. AOB
AJ - Bushes at side of Hall – MW ask Terry to trim and tidy
Meeting closed at 8:40 p.m.
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Minutes of HSVH Committee held on May 24[th] . at 7:30 p.m.
1. Tribute to Trevor Jay
This was the first full Committee meeting since the untimely death of the Chair, Trevor Jay. Trevor had been on the Village Hall Committee since the mid-1980s and had had two terms as Chair. He was Chair during the time when the old hall was demolished and the new one built, giving invaluable support to both processes.
The VHC is very grateful to the family, and in particular his wife Sue, for the generous donations to the Hall, including £145 collected at the wake and £673 from money given via the funeral directors. Given how much Trevor enjoyed Hall dos and live music, it was felt to be fitting to use this money to book a live band for December’s Christmas event. The meeting agreed.
2. Apologies for absence
David Plampin
3. Arrangements for AGM
To be held at the Hall on September 21[st] . 7 p.m.
4. Funding update
DP had supplied figures for current position – just over £2,000 in general account and over £3,000in grants. Money includes our PC annual grant of £1,250 which is not tied in anyway.
| Grants | £ | Expenses | £ |
|---|---|---|---|
| PC | 500 | Adult teas | 600.00 |
| SCC | 200 | Children’s | 413.00 |
| WSC | 500 | Mugs | 455.17 |
| National Lottery | 2070 | F and Cs | 1175.74 |
| Total | 3270 | Total | 2644 |
Balance £626
Grant funding, see detail above, needs to be spent on meals and events, although we can take a sum for hall use. It was proposed and accepted that we used the balance to offer those eating in the hall in June 2 for 1 tickets for July’s supper.
5. Events –
Meals – Fish and chips June 30[th] . and next supper July 28[th] . IPP advertising in newsletter. Some worry that some residents of other local villages are not sure if they can attend. LH to contact and assure them of welcome. IPP to send contact for Fakenham Magna and MW for Troston. LH to contact after Fish and Chip so that we can ensure local residents prioritised for this. In future suppers would be at 7:30 p.m. with doors opening at 7 p.m.
Village show August Bank Holiday Monday – Committee to encourage participation
Halow’een Children’s event – IPP to book Ian Lawrence AW to support and LH to advertise through school
Christmas Meal December 2[nd] – LH to advertise and take bookings – LH confirmed that all local residents who booked within the allotted time scale last year got tickets. Aim for 100 seated but some flexibility. Tickets £20.
Christmas Fair November 25[th] ./26[th] . Plans in hand
- Future plans
Some discussion about youth groups although hall is only available on the first Tuesday in month. LH to approach some parents re interest. Felt that it might be more practical to do some school holiday activities. LN raised possibility of New Year’s Eve but there had not been sufficient local support for this in the past
- Next meeting
AGM September 21[st] . 7 p.m. to be followed by a short Committee meeting
8. AOB
Discussion about field behind hall whether we could rent a strip of if we could have occasional use – LH to contact Estate Manager.