Alphamstone Village Hall Trustees Meeting
Subject: Roofing Works
2nd April 2026 @ 16:30
1. Apologies
Laura Richardson
2. Attendees
Kathryn Parsons (Chair)
Lynne Potter
Sue Gardiner
Sue Faull
3. Village Hall remedial building works
KP stated meeting required as Old School House conservatory has been demolished prior to the immediate construction of a new annexe. This has enabled us to undertake a survey of the rear wall and roof of the Village Hall. Survey revealed a diagonal crack from the centre towards the left as viewed, largely covered by ivy previously. Going forward it is important to prevent plant growth in the gap between the buildings. Builders are putting in a french drain, weedkiller should be sufficient in future and monitoring any weed growth will be added to the annual checklist. It is imperative that the remedial work is done as the wall is in a very poor state at present. The chimney is not required and currently potentially dangerous and removing and not replacing it will reduce the expediture needed.
Survey to be sent to Simon to add to the website.
4. Review and discuss the quotation tendered by Chester & King Roofing Limited
With the existing builder in place next door and the short timescale it was agreed that it was not practical to seek further quotes, and KP had researched reviews and Companies House as well as having the quote overseen by a retired builder. Bee removal also to be undertaken as an extra to the quote. Footings done and steel rods to be inserted next week. Works will not prevent the Fete going ahead. Roof work when started is expected to take 12-15 days, to start once works are completed at Old School House.
5. Reserve Funds & Approval of Quote
Current VH reserves £23,090 after paying insurance premium. All present were unanimous in agreeing to proceed with the building work and approved the quote.
6. Agree strategies for revenue regeneration to replenish Reserve Funds
Discussion re wording for a ‘Sponsor a Tile’ flyer asking for donations, to be distributed to the extended village area. Flyer to be put on Facebook and the Alphamstone & Lamarsh Parish Council website and a write-up in Lookout. Additional fund-raising
events to be arranged/discussed, including VH 150th Birthday Picnic with raffle, and Fete will have a board, possibly with someone available to talk visitors through the details.
Quiz night to be arranged for Sep/Oct rather than November due to proximity of date to the Winter Warmer.
KP has investigated Grant availability but this is not possible, and none will look at retrospective applications. New tranches of funds become available in June, which may possibly help with running costs. KP has also researched VAT reclaim, and there is no VAT reduction available on this type of work.
SF to consult HF regarding claiming Gift Aid on donations.
KP to check with Ian about whether we need to inform our insurers.
7. Next steps
KP to contact Chester & King Roofing to give our agreement to the quote and will organise with Ian regarding the deposit. She will also regularly monitor the ongoing works. She will advise on timelines once known and feels we should not accept new rental bookings until the work has been completed. Existing weekend bookings should be fine. Alternative disabled parking arrangements will need to be made for the Fete as scaffolding and materials will be in place in the VH car park.
8. Date of AGM
Saturday 13th June @ 09:30
9. Community Benefit Power Grants
KP & LR had discussed the UK Power Networks grant funding, and whether this could be pursued in connection with a new and larger brick-built shed to replace the existing wooden shed nearer the road. Quote to be requested from Nigel.
Meeting closed at 17:48
Alphamstone Village Hall 