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None, as anything needing discussion would be highlighted by the Treasurer’s report.
Declaration of Other Interests
Now that there is a close connection between Henton Hall Limited (Green Henton) and The Henton Village Hall Trust it is appropriate for Trustees who may hold offices in both to declare the matter.
It was thus noted that Liz Little, Gerry Cox and David Vincent are Directors of Henton Hall Limited however, it was not considered that there would be a conflict of interest in relation to the matters being discussed at the meeting.

 

GC had circulated his latest report (attached) prior to the meeting, for consideration by Trustees. However, to give trustees an opportunity to comment he went through the items in order.
The key fact to be noted was due to the Covid 19 pandemic we had been rewarded by the Local Council with a £10,000 grant. This therefore put the finances in good shape and despite no hirings we would still have a surplus at the end of the financial year on 31 August 2020 of about £7,000.
We were continuing to pay our contractors, although Ursula the cleaner had done some painting in lieu of cleaning as no hirings and Vanessa, Booking Secretary had fielded the queries over possible refunds or as agreed carried forward of fees for dates not used. At the moment there were about £1,500 fees being carried forward to allocate to hiring days in the future when we could get back to a more normal situation.

GC had attended (on-line) a Webinar about finances organised by CCS (Community Council for Somerset) He had found this very helpful and it had highlighted a few aspects of our current financial procedures we might need to adjust. It was apparent that we should be obtaining a “Damage Deposit” as in the unlikely event there was an issue needing “repair” it would be difficult for us to insist on restitution. At the moment of course, we had waived that requirement as it had become and unnecessary administration burden. We may also need to review our present contracts with Ursula and Vanessa to ensure they were recognised by the Revenue as self-employed.  

 

The Webinar also gave some pointers as to setting up appropriate Financial Policy and Procedures.

As regards increasing Hirings there was mention of using Local Radio and Advertising thereon.

Business Planning

GC was keen to develop a proper Business Plan. The current Projects plan was helpful but we need to have an annual review meeting to decide what we would like to achieve in the next financial year then set out the various requirements cost them and determine a budget.

The timing would be June:  Canvass of what people want from users which would obviously include residents. July Draft a plan and cost it and set up a budget. August Examined and finalised by Trustees

GC felt once we had a robust plan in place even if matters did not run as smoothly as hoped it was easier to adjust.

PG raised the matter of Hiring Fees and whether they were at an appropriate level for the time being he felt that they should remain unaltered.

GC said he needed to do a proper cost analysis of the possible hours the hall was available against the expected expenses. Only then could we be confident that the fee level was realistic. GC will carry out some work on this aspect. He would need to produce a “skeleton charging schedule” and determine if the this matched the budget for the anticipated Projects in the pipeline.

Defibrillator   GC advised that we now held funds totalling of £2.373.34 towards the provision of a Defibrillator(s).

The question was raised whether we need one or two, but it was felt that one was sufficient. Emergency Services keep a note of where any given defibrillator was kept. Normally they would hope to have one within 250 yards from a given building such as Church or Hall thus one held in the BT telephone Box opposite the church should be adequate. BT would provide power to recharge the equipment given that phone boxes were all built with a power source. We would pay and then give the equipment to WPC as they own the phone Box. A maintenance box would cost about £200.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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There was much discussion on the problem of ensuring we had 72 hours between Hirings or a full cleaning session The practicalities, meant that it was not reasonable to have Ursula in here every day cleaning even if she was able and willing. LL said with so few hirings at the moment the current cleaning should be sufficient, and each user was being advised that they were responsible for wiping down all surfaces such as switches, door handles chairs etc.

PG raised the issue of Kitchen use. It seemed unlikely if many groups would want two come if they could not at least serve tea or coffee. Could we not insist that groups should make just two people responsible operating the kitchen and obvious serve and clean up. In this fashion the cross contamination would be reduced rather than the free for all with lots of people jostling in and out trying to be helpful. After further discussion this idea was something that may be suggested when the government reduced the current restrictions on distancing etc  

GC advised he had been reviewing the electricity contract and had long discussions with an energy broker Currently we had a High Standing Charge and low unit rate but felt it may be better to move to a low standing change  and high unit rate The existing method on current usage produced a figure of £950 while the alternative regime would give £960 only £10 higher. What was clear, was the need to ensure we were paying per actual usage, rather than being charged on estimated readings. The new method of charging if adopted would work better if we had a battery to store our own generated electricity. DV agreed to form a sub-group with GC to look as this issue
IC mentioned a window gear mechanism for winding open and closing the front windows was needed and would cost £30

With the current restrictions, accessing the boiler room to get to the light switches has highlighted that they are perhaps in the wrong place. If these switches were in the main hall you could then see what you were switching on or off. Dave Harris will be asked to quote for this change.

There was a short discussion regarding the date for the AGM It was agreed that rather than wait until November we would hold the AGM on 8^th October 2020 (This would have to follow the appropriate Covid-19 Guidelines) The Annual Report and Annual Accounts would be issued before the meeting. This meeting would be followed by a short Trustees meeting which among other matters would formally elect the Chair.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

DV  GC

 

 

 

 

 

 

 

 

 

 

  

 

Dates of next Meetings AGM October 8^th (This meeting will have to follow Covid 19 regulations) followed by a short Trustees meeting.