Alphamstone Village Hall Trustees Meeting
12th March 2026 @ 1:30pm
1. Attendees
Kathryn Parsons (Chair)
Sue Gardiner
Lynne Potter
Sue Faull
Apologies – Laura Richardson
2. Follow up from last meeting in November
KP & SG to get together on the inventory, KP has made a start on tables and chairs.
Wall – access to roof required before the wall is done. Old School House has demolished their conservatory and is creating a new annexe, concern that the new annexe wall will be nearer the hall, which may present difficulties with future access to the roof and wall structure. SG asked if building regulations covered this, KP to check. LP pointed out that the deeds cover existing agreements for drains etc access. DB records showed plans for a damp course, and while there is some evidence of one visually confirmed by the builder, KP could not see it confirmed in the minutes. KP to contact roofing contractor, wall damp to be addressed later. Virgil Goodchild a possibility for the inside work as has relevant experience. The floor is not showing any signs of damp, issues appear to be wall related.
3. Financial Report
Total balance of £ 23,977.27. Insurance premium is £886.57, leaving net balance of £23,090.70. KP has instructed Ian to go ahead with the insurance, which is only £60 up on last year. Insurance will need to be renegotiated after the change to CIO status as trustee indemnity insurance will no longer be required.
4. Parish Council Grant
£200 grant received from Alphamstone & Lamarsh Council.
5. Dustbins
SG phoned council. They have green bin noted but no record of grey bin or sack collection. Council have now added these to their route, with the new red and blue bins to be delivered ahead of the change in June.
6. Art Walk
KP has spoken to Jules who is ok with dates previously suggested of 20th & 21st June. She has had a mixed response so far so is looking at numbers and studio locations. SG offered to help re catering.
7. Fete
Subject to availability, Fete Committee meeting date set for Thursday 26th March. KP, SG & LR to attend.
8. Village Hall 150th Anniversary
Rosemary & John had spotted the datestone of 1876 and wondered if the anniversary should be marked with an event. KP suggested that as the event schedule is full already, a village picnic with hall open for weather/toilet access might be appropriate.
A possible High Tea with sandwiches/scones was then proposed for a set price per head, possibly with prosecco available as an extra via suggested donation. Potential date of Sunday 19th July, starting at 2pm. KP to speak to LR at next Coffee Morning. Possibility of a raffle to be decided later, and whether this was appropriate for the occasion.
9. CIO update
KP has produced a CIO file of notes and Constitution details to be circulated and read by all trustees, with comments to be added and passed on. Trustees meeting to follow once all have read and commented. KP will ask Ian to set up the new bank accounts so that when we are happy with the new Constitution, we will be ready to proceed.
10. Website
Simon Johns has taken over the website and has added the last minutes. LR & SJ to get together to make sure the AGM minutes have been added as this is a legal requirement. Legal items and grants also need to be added, along with dates for forthcoming events.
11. Wine
32 bottles of wine left from DB wake, 19 white and 13 red. Possibilities of some Fete raffle prizes depending on donations received, as well as selling by the glass at the Fete.
12. Quiz Night
Possible quiz night next year.
13. Gazebos
We do not have sufficient gazebos for the Fete and last year had to borrow two, one of which got damaged. KP has seen some currently on sale, one a 3×6 expanding one @ £265 on sale. We are looking to buy two to have sufficient stock, to be purchased out of Fete proceeds.
14. Any other business
The key for the fuse box cupboard is held in the internal key safe for the hall.
15. Date of next meeting
7th May 2026 @ 11:30, to be confirmed.
Meeting closed at 14:20
Alphamstone Village Hall 