Alphamstone Village Hall Trustees Meeting
30th April 2026 @ 10:30
Attendees
Kathryn Parsons (Chair)
Lynne Potter
Sue Gardiner
Sue Faull
1. Apologies
Laura Richardson
2. Accounts & Gift Aid
Current total balance £15,284. We have already paid out £2,200 for the bee removal and just under £5,000 deposit for the roof. Ian has put on notice £8,000 from the 35 day a/c so that this will be available in the current a/c. KP to suggest to Ian that he closes one of the accounts, we currently have a Business account paying only 0.25% and a Liquidity Manager a/c paying 2%. We may end up with only the current a/c and the change to CIO status will also require a new set-up.
Gift Aid forms emailed to all Trustees by KP in case donors request. KP has a Gift Aid folder, to be held in the coffee draw, with 2 forms, one for one-off single donations and one for ongoing contributions which remains valid unless cancelled by the individual.
3. New Trustees
Laura is sadly stepping down at the AGM. Once the Fete is out of the way and roof work underway KP will be actively looking for 2 new Trustees.
4. Roof & Wall – Update & Funding
Jason has rodded the majority of the wall and the bees have been removed. A number of bricks had to be taken out for the bees and these have been replaced, with 2 more rods to be completed once the new mortar has set. Roofers expected mid-May to replace the tiles and remove the chimney. KP still has some flyers to deliver, details will be circulated to the Cinema Club and the appeal has appeared in the current Lookout magazine. We would use the Fete to make further requests for donations for the roof and KP is making a donation box to sit on the Raffle stall, with Gift Aid forms available.
5. Fete
KP reported that we are very short on bottle donations, we need 100 and should be proactive in asking for more. Books also short on last year. We are also well behind last year on raffle prizes for Tracy to make the hampers up with. Fete flyers and advertising has been done, still awaiting donations. Rosemary will also need cakes for the cake stall.
6. Art Walk
Ready to go ahead 20/21 June weekend. Julia is sorting the artists and doing the marketing. KP to start on food for the freezer and after the Fete will look for help in the hall over that weekend. Donation box but no raffle.
7. AGM
09:30 Saturday 13TH June, which we are required to advertise. KP to put a notice in VH window and on website.
8. Birthday Tea
Will be held on Sunday 19th July, 12-4 with a raffle. No food or drink provided.
9. Website
All running well under Simon.
10. CIO Notes
Notes currently with SG, after reading to pass to SF & LP.
11. Film Club
The projector is malfunctioning and is not repairable. KP has looked at prior year film club profits, which were: 23/24 £591, 24/25 £326, 25/26 £300. Film Club will need a new projector and are researching specification and costs. We will need to take into account the cost of the licence and the profit they make, which may require an increase in the price people pay. Situation to be assessed once costings are known.
12. Cleaning
VH has no regular cleaner. SG to ask Ellie if she could do a one-off clean post Fete and occasionally thereafter when needed.
13. New Shed
SG met with Nigel Aulton who will get a quote for the new shed in the next 2 weeks, on the back of which we can apply for UK Power Networks grant funding.
14. Date of next meeting
Thursday 16th July @ 10:30
Meeting closed at 11:45
Alphamstone Village Hall 