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KIBWORTH COMMUNITY HUB

MINUTES OF TRUSTEE MEETING HELD MONDAY 3 FEBRUARY 2025

Present:

Caroline Abbott           – KHPC                                   (CA)

Amanda Bland            – KBPC                                    (AB)

Andrew Dawes                                                           (AD)

Andrew Munro            – KBPC Chair                          (AM)

Maria Smith                 – KBPC Clerk                          (MS)

Kevin Feltham             – KHPC Chair                          (KF)

Lynn Williams                                                              (LW)

Martyn Wyburn                                                           (MW)

Janet Dowling                                                             (JD)

 

Apologies:

Kelly Knibbs                – KCH Office Manager (KK)

 

 

  1. Declarations of Interest

AD is a member of Mainstage Theatre Company and Last Minute Theatre Company

MW is a member of Mainstage Theatre Company

 

  1. Minutes of the Special Meeting held Wednesday 29 January 2025

The minutes were AGREED

 

  1. Co-option of 3 new Trustees

                                                                                                           

  1. Janet Dowling

JD as Trustee PROPOSED by AB and SECONDED by CA. APPROVED and APPOINTED

                                                                                   

  1. Lynn Williams

LW as Trustee PROPOSED by AD and SECONDED by CA. APPROVED and APPOINTED

 

  1. Martyn Wyburn

MW as Trustee PROPOSED by CA and SECONDED by AD. APPROVED and APPOINTED           

            It was noted that there is no Smeeton Westerby Parish Council appointed Trustee                        

  1. Discussion on way forward

It was AGREED that the Trustees would work together with the Parish Council and Library to agree the best model moving forwards. This is to be presented at the AGM on March 26th 2024. In the Interim MW was elected as Chair

MW as Chair PROPOSED by CA and SECONDED by AB. APPROVED and APPOINTED.

 

It was AGREED that MW would work with KK on finances and that AB would support the production of financial reports.

 

JD suggested that consideration be given to being registered as an ‘Asset of Community Value’ which would protect against commercial interest.

 

ACTION: MS and AM to investigate registration as an ‘Asset of Community Value’

 

AM AGREED to prepare a statement to be submitted to the Kibworth Chronicle regards the changes in Trustees

It was AGREED that the next scheduled meeting of the Trustees would be on 18th February 2025. At this meeting Trustees will review all plans and the current financial and management situation and agree a new recovery plan including a clear action plan for the Trustees. The main priority is to increase utilisation of KCH, alongside increasing community engagement.

ACTION: MW, KK and AB to produce a financial situation statement

 

It was AGREED to ask the steering group to give consideration to a refreshment of the project plan, particularly in terms of

  • a refreshment of the needs analysis,
  • the consideration of the best way forward in regards a lease and charity status, and any financial/ management barriers within these and if no lease is given how payment for services will be made
  • whether the front entrance to the lounge is still required following the completion of the new entrance vestibule to both the Library and the rest of the KCH or whether the phasing of this is changed
  • consideration of the extra room/ sensory garden in what is currently the outside space.
  • the phasing plan for the project

 

It was suggested a Business plan is required to support the bids for the next phases of the project

 

It was AGREED to liaise with Library Trustees regarding supporting a smooth transition to the new Library space.

 

The grant from East Midlands Railway was discussed. This needs to be investigated as a priority to ascertain any expiry date.

ACTION: JD to ask Steve Parker for a copy of the EMR grant agreement

 

AM noted the proposed ‘History in Kibworth in photos’ and all agreed this was a good idea and should be a priority

 

Storage space was discussed.

ACTION: AD to undertake a survey/ inventory of all storage space and what is currently being stored to be presented on 18th February 2025 when a storage plan will be agreed

 

The terms of the Charity Commission scheme need to be clarified as to whether fundraising directly by Trustees is permitted. It is suggested that if current lease does not permit direct fundraising then then is considered within the terms of any new lease.

 

ACTION: AB to contact Charities Commission for advice.

ACTION: KF to review lease of the current Library due to expire in 2026

ACTION: AM to contact other parish councils with community premises to ascertain how their leases are worded/ configured.

 

  1. AOB
    1. Insurance

MS agreed to look into insurance position

  1. Roof repair

Small area of tile damage – current quote is for £1850 – further quotes to be obtained

  1. Music Licence

It was confirmed that the music licence is essential and should be retained

  1. VE day May 2025

It was suggested that an event could be held in the hall. Trustees AGREED to consider if this was possible

 

  1. Date & Time of Next Meeting

Tuesday 18th February 2025 7pm – Studio KCH

 

 

 

Minutes prepared by Amanda Bland

KIBWORTH GRAMMAR SCHOOL HALL