Alphamstone Village Hall Trustees Meeting
2Oth November 2025 @ 11:00 am
1. Apologies
Sue Faull
2. Attendees
Kathryn Parsons (Chair)
Laura Richardson
Lynne Potter
Sue Gardiner
3. Follow up from September meeting
SG – obtained a further quote for the tree felling from Tom at Treetops in Henny, £250 to include wood removal. As this was a much cheaper quote it was agreed that she should go ahead and accept this.
KP – still unable to book CPR course as firm had not responded, she will continue to chase them.
LR – reported that registering the Village Hall with the Land Registry looks a complicated process. It was agreed to pay a firm to do this but to defer this until completion of the possible change to CIO status. In the meantime, KP would scan in the paperwork we have and send to our email address for safety.
LR – will try and sort the website after Christmas.
4. Financial Report
Current balance of £23,136.42 (was £23,580 at last meeting) which includes the £1,000 for the oven and the WW money of £600 is yet to go in so all ok. LR reported that the annual submission to the Charity Commission for the last financial year was completed.
5. Air Conditioning
All up and running. KP has painted around the units and all the follow-up paperwork for the grant has been sent off.
6. Quotes for Solar Panels
KP has obtained 2 quotes for 14 solar panels, batteries and switch for use in a power cut. This is in preparation for any money becoming available from National Grid following their new pylon works.
7. Other Charities
We had been asked to help another charity at one of our events but are mindful that we also have to raise our own money, so it was agreed that the next September coffee morning won’t be in aid of Macmillan but for one local and one national charity. The two charities will be decided by drawing slips from suggestions of those who attend the summer coffee mornings.
8. Meter Cupboard
The door has been replaced by KP as it had broken off in high winds.
9. Loan of Equipment
It needs to be made clear on the website that we no longer lend any tables etc as LP is having to explain this on the phone which is awkward. There is currently no inventory of the equipment we have and those at the winter warmer felt we are missing plates. We should also have an inventory for insurance purposes. SG & KP to do an inventory in the New Year.
10. Side Internal Wall
SG pointed out that this is getting more damp and needs to be addressed. None of us know what factors are causing this so it was agreed to get 2 builders to survey and suggest a course of action as there are probably multiple causes. LP suggested that given the complexities of the VH build and history of damp on the wall in question that one of the surveys/quotes should be done by a damp specialist. SG to action in the New Year.
11. Oven Grant
We have received £1,000 from EALC to replace the oven. We agreed on a Belling stainless steel range from AO, ordered now to benefit from Black Friday savings. Easy fundraising and £200 cashback from Belling if we can sort it by 16th December. KP to action. For ease we agreed to pay AO to disconnect and dispose of the old oven and connect the new one.
12. Lobby Light
The lobby has no light at all and represents a safety risk. KP obtained a quote from a local electrician for £214.72 to fit a motion sensor light, and it was agreed to go ahead.
13. Charity format
We have all individually researched the benefits of changing the charity structure from the current incorporated form to a Charitable Incorporated Organisation (CIO) in the Association Model. We are all in agreement that to do this is going to be a huge undertaking but that we should do it for the long-term stability of the charity and the main benefit that it holds that no trustee is then financially liable if there are any issues. This could help encourage other people to be trustees in the future.
To start the process, we have to ask our members who can vote for trustees, i.e. all villagers, to vote on the proposal at an EGM. This will be held on Saturday 17th January. We will do a leaflet drop after Christmas and advertise on Facebook.
The meeting closed at 12:45
Next meeting 09:30 Saturday 17th January.
Alphamstone Village Hall 