Alphamstone Village Hall Meeting
27 March 2025, 1.30pm
1. Attendees
Kathryn Parsons (Chair)
Laura Richardson
Lynne Potter
Nicola Waters (secretary)
Apologies from Sue Gardiner.
2. Approval of minutes
Minutes for 16 Jan meeting approved.
3. Policies and procedures
KP has been busy ensuring all policies and procedures are up to date.
- Public liability insurance – covered for £10 million but not for negligence, insurance would cover legal costs for Trustees but not if negligent.
- Health and safety kitchen advice – need to put notice about allergens, also put on website. Also a note on the kitchen door about unauthorized entry.
- Legionella risk assessment – low risk therefore do not need to test.
- Annual checklist introduced eg alarm in toilet, fire exit. Will be checked during first coffee morning of the calendar year.
- KP Is looking into changing the Village Hall from a charity to a CIO – this reduces liability for trustees. The change would be a lot of work and KP will continue to research.
- Fire gathering – need a sign for the green.
- Need to keep paperwork for 6 years.
It was agreed to meet with Ian, Treasurer, to ensure we were providing all necessary for accounts.
3. Heating
KP met with a heating engineer that specialises in infrared – he said that heaters will not heat up the room because it is too big of an empty space. He recommended air conditioners that could be turned on by app – quote coming. It might be possible for the Hall to get a grant – David Holland is the contact – KP to pursue quote and waiting to hear on grant in May.
4. Website
Agreement to go ahead with new website, at cost of £3 a month and £11 annual charge for the domain name: http://www.alphamstone.com
Agreement on a new group email, which LR and NW will monitor: Alphamstonevillagehall@gmail.com
All phone numbers to be taken off the website, except LP’s mobile for bookings.
KP to update the ad in lookout.
NW to contact Ed to delete the old website.
5. Events
Mums group – fortnightly on a Thursday morning – going well. Keep Thursday morning free.
Watercolour event went well – two ‘no shows’, send reminder in future. KP will get some feedback from those who attended.
Fete on 26 May
Art walk 28 and 29 June – need to find some helpers for cafe, will sell maps beforehand
Games on the green – 25 August.
6. AOB
LP asked if we should we put prices up to cover hearings costs? It was agreed that as we put prices up earlier in the year, we would not put them up again.
7. Next meeting
Date for next meeting: 12 June 1.30pm
AGM 21 June 10.30am
- Need to do Charity Commission submission afterwards
Alphamstone Village Hall 