KIBWORTH GRAMMAR SCHOOL HALL
MINUTES OF THE MEETING OF TRUSTEES HELD ON WEDNESDAY APRIL 20TH 2022
- Present – Martyn Wyburn (Chair) (MW), Ed Burgess (EB), Andrew Dawes (AD), Joan Fillingham (JF), Caroline Pitcher (CP), Pat Malpass (PM), Lynn Williams (LW), Paul Scourfield (PS), (MW), Dave Birch (DBi).
- Apologies – received from David Brierley (DBR), Amanda Bland (AB)
- The minutes of the meeting held on Wednesday February 20th 2022were agreed as accurate.
- Matters arising
- Re January 19th minutes, ACTION: MW to contact AB to remove ‘DRAFT’ from minutes as they have been agreed.
- ‘Skills and interests’ of trustees – LW reported that most trustees had now informed her of their relevant skills and interests.
- Raising of Children’s Party rate from £35 to £40 – DB reported that the website had been amended to reflect this change.
- Possible letting of ‘upstairs room’ – MW reported that the organisation who had expressed an interest were no longer interested.
- Hall thermostat – MW reported that the thermostat was now functioning as it should and that he, Kelly and Allison had ‘apps’ on their phones enabling them to adjust the temperature.
- MW reported that the Users Group meeting of 24.02.22 was not very well attended but members present agreed to be mindful of the rising cost of energy and to be economical in their use of Hall heating and lighting.
- Grant application – MW had had a fruitful meeting with Steve Brooklands (grant searcher and bid writer) the result of which was a grant of £10,000 (£8,000 after Steve’s commission deducted) from the Heritage Lottery fund to put towards new projector and screen for the main hall and to build a furniture store at the back of the main hall. The grant has now been received and Mr Brooklands fee has been paid.
- Financial update
As of the start of April, the current account stood at £24,983.98 (which included the lottery grant) and the deposit account stood at £15,127.41.
MW reported that in February and March income and outgoing were in balance but he expected that income in April would be much lower as there are fewer lettings during school holidays.
There have been no new ‘regular lets’ since the last trustee meeting but there is an upcoming booking for a ‘play session’ for small children which involves a model village. If this session proves successful, it is hoped that this could become a regular booking.
Numbers of bookings for children’s parties are pleasing and the raising of the letting fee from £35 to £40 has been no deterrent.
- Hospitality policy
LW reported that this is now complete and is ready to be signed off by trustees. Update on Employment Contracts. PM asked if the library and Parish Councils also had hospitality policies, CP said that she would find out on behalf of the Parish Councils and MW will ask the library if they have such a policy.
LW reported that Alison’s contract is agreed and will be signed on 22.04.22 and that Kelly’s is also agreed and ready to be signed.
Eric asked that his contract be changed – he and LW have now agreed a new contract for him which is ready to be signed.
LW reported that Kelly is due an appraisal. ACTION: LW and MW arrange an appraisal date
- Feedback from last Steering Group meeting
An application for outline planning permission for Kibworth Community Hub had now been submitted to HDC.
MW reported that the Hub’s bid for Section 106 funding needed to be submitted by the end of 2022.
Governance of Community Hub – MW and PS reported that the relevant working party was progressing a ‘Charity by Incorporation’ model which incorporated KGSH and KCL.
Bats in the roof – an inspection had resulted in the welcome report that the particular type of bat there isn’t so rare as to pose problems for construction work on the Hall.
The recent meeting with local residents had been supportive of the project and another meeting would be scheduled once outline planning permission had been granted.
An enquiry had been made of HDC regarding the possible loss of parking space if a new entrance hall and atrium was constructed on the front of the Hall and they had replied that they were willing to give up two parking spaces for this.
Currently the Hall pays an annual rent of £5 to KBPC – when and if new construction is carried out, this would be subject to VAT at a rate of 20%. If, however the rent was reduced to £1 pa, the work would be VAT exempt. Both KGSH and KBPC felt that the rent should be reduced to £1 pa, but in order to do this, a variation in the lease was required. Trustees agreed that such a variation in lease should be made – ACTION MW to write to KBPC suggesting that we pay £1.00 per annum.
- Any other business
- MW reported that EICR/PAC testing on the Hall’s electricity circuits and electrical equipment is recommended to be carried out every 5 years and was now overdue. He advised, and trustees agreed that this work should be carried out asap. The last time this work was done it cost £650 +VAT and he anticipated that it might well cost considerably more this time around ACTION: Kelly to arrange for work to be done.
- MW reported that the next Users Group meeting was scheduled for 26.05.22 but that he was now unable to host the meeting on that day – POST MEETING NOTE MW CAN DO THE MEETING AS ORIGINALLY ARRANGED
- CP commented that she was recently asked by someone where the KGSH was whilst they were actually standing in the carpark and wondered what could be done to improve signage.MW reported that KBPC were keen to improve signage for the Hall, but is also shows the importance of improving the entrance to the hall. ACTION MW TO DISCUSS SIGNAGE WITH STEERING GROUP
- Internet banking and payments using credit cards – MW felt, and trustees agreed that in order to do this the Hall would need a mobile phone dedicated to that purpose. MW offered to donate his ‘old’ mobile phone to the Hall and that the Hall purchases a new SIM card for it. Trustees took up MW’s offer.
- The Hall had received a letter from the Community Manager of Central England Cooperative Ltd. Pointing out their commitment to helping local communities through their Community Dividend Fund and that the Hall might like to apply for an improvement grant from this fund. It was agreed by trustees that this was an offer well worth exploring. ACTION: MW TO DISCUSS WITH KELLY AND TRUSTEES TO CONSIDER OTHER WAYS IN WHICH WE COULD UTILISE THIS POTENTIAL GRANT
- Raising of minimum wage -MW/LW advised that TP Jones & Co., who handle the Hall’s payroll should be reminded of this and adjust salaries of employees accordingly and they would liaise with Sheila McCudden of TP Jones to ensure that this is done. ACTION LW/MW TO LIAISE WITH PAYROLL.
- Unsightly weeds around the Hall – there were lots of them. It was felt that the best way to get rid of this was to spray them with weedkiller. ACTION: MW TO EFFECT.
The meeting closed at 8.00.
Date of next meeting – Wednesday May 18th.
Dave Birch 25.04.22