Most Recent Minutes

Minutes of Kibworth Grammar School Hall

Trustees Meeting

Wednesday, 15 December 2021

Studio, KGSH

1.PRESENT: Martyn Wyburn (MW)                           Chair Amanda Bland (AB) (minutes)             Trustee (KBPC)        Andrew Dawes (AD)                            Trustee Caroline Pitcher (CP)                           Trustee (KHPC) Paul Scourfield (PS)                            Trustee Lynn Williams (LW)                              Trustee  Ed Burgess (EB)                                  Trustee 
 KEY Kelly Knibbs (KK) 
2.APOLOGIES FOR ABSENCE: Trustees – Ryan Greer (RG) Pat Malpass (PM) Joan Fillingham (JF) Dave Birch (DB) 
3.DECLARATIONS OF INTEREST No declarations of interest made for this agenda. MW has noted the current interests declared. AB volunteered to formalise the  register Action 2021 12 01 – AB to develop formal register of Interests.        AB
4.MINUTES OF THE PREVIOUS MEETING The minutes of the meeting held on Wednesday, 22nd November 2021 were agreed subject to ; the correction of Kelly Knibbs’ name. To note accountant’s fee had been paidSpecial rate for Scouting/ Guiding and Theatre Groups to be 50% of regular rateRewording of Business Continuity actionAdd EW to contracts action. Approval of minutes PROPOSED by LW and SECONDED by EB Minutes APPROVEDPaper A
5.Matters arising & ACTION LOG 
5.1ROOM PRICING/ HALL USAGE KK was asked whether the new Village Hall Groups had made enquiries at KGSH and confirmed that no enquiry had been made.     
5.2Action 2021 10 07 – In progress 
5.3Action 2021 11 01 – Action completed. User’s group is agenda item 8 
5.4Action 2021 11 02 and Action 2021 11 03 – In progress 
5.5Action 2021 11 05 – Completed – Decision made to continue with current accountant. 
5.6Action 2021 11 06 – Completed. No issues raised re pricing by user group. 
5.7Action 2021 11 08 – In progress 
6.TREASURER’S REPORT Current Account Balance is £13836.16 and Savings account Balance is £15000. The current account balance has again reduced from last month. It was noted that currently the bank charges are £5 per month, however this will reduce with online banking. Income in December is reduced due to it being a holiday period. Energy costs are currently around £500 per month and salary costs £1389.96 per month. Therefore it was noted that there is currently las than 18 months finance available. It was agreed that grants should be explored in the new year. PS suggested that someone could be appointed to support looking for grants and developing bids on a percentage basis rather than a fee. It was agreed that MW will write a report for the parish councils to appraise them of the current financial situation. Action 2021 12 02 – MW  to write to parish councils to appraise of current financial situation.Verbal                               MW
7.  CANCELLATIONS DUE TO COVID It was noted that hall usage remains lower than pre-covid levels- Hall- October 2019 118 hours with October 2021 83 hoursLounge – October 2019 100 hours with October 2021 57 hoursAnchor Tenants (School) have been lost. There have been cancellations due to COVID. For Example the Kibworth Band have just cancelled their Christmas concerts, due to the COVID (Omicron) surge. It was noted that cancellation within 21 days of events engenders no refund. It was suggested that in light of current financial situation that all bookings require a deposit and that all users making a booking are made aware of the cancellation policy within the terms and conditions of booking. Action 2021 12 03; MW to check that the current booking form (signature area) includes signing to agree Terms and Conditions.   Action 2021 12 04; KK to ensure that deposits are taken for all bookings and all users making a booking are made aware of the Terms and Conditions of booking.Verbal                       MW       KK
8.USERS GROUP The first Users Group was held on 25th November 2021 chaired by MW. The aim of meetings was agreed as 1 To provide an interface between the trustees of KGSH and the regular users of the hall. 2 To update users on any changes to the hall and to provide a forum for discussion. 3 To deal with any possible areas of conflict that may arise. 4 To allow users to have their say on the hall and to provide a forum for constructive discussion. MW gave an update on the work that has been done with regard to merging the KGSH and the library and development of a Kibworth Community Hub. A further users meeting was planned for February 24th 2022 at 6pm. Minutes from the meeting are attached as Appendix A.PAPER B
9.JOB DESCRIPTIONS/ EMPLOYMENT CONTRACT The Hall Premises Officer job description is many years old and has been noted to not accurately reflect the current role due to changes in personnel, roles and technology.  MW and LW had a positive meeting with KK who has held this role since 2004 and a new revised contract has been developed. Next steps are to develop the Human resource policies to be attached to the contract. ACAS templates will be used and when drafted will come to Trustees for approval. Job Descriptions have been drafted for comment.Verbal
10.UPDATE FROM STEERING GROUP MW fed back the issues raised at the Steering Group held on 29th November 2021. Key points to note;- A meeting with hall neighbours will take place in mid-January 2022A meeting with Nortoft, PS and HDC about the car park will take place in mid-January 2022.The project is known as the Kibworth Community Hub, and it was agreed that the formal change from KGSH would be when the new building was opening.The new Hub construction phasing and programme will aim to minimise disruption to users.A governance working party is to be convened with a suggested 3 or 4 people being 1 each from the Hall, PCs, and Library, plus PS as chair**. All parties have already agreed to the principle of new governance ion the MoU. Date of next Meeting: Monday 31st Jan 2022Paper C
11.CONSTITUTION PS outlined possible options regarding the charity status of KGSH, the Library and the new Kibworth Community Hub. As per the Steering group minutes a Governance group will be convened – ** LW agreed to be the KGSH representative on this task and finish group.Verbal
12.CHRISTMAS BONUS FOR EMPLOYEES KGSH has offered a Christmas bonus to its’ employees in previous years.   It was PROPOSED by PS that a £25 gift card be given to each KGSH employee as a token of Appreciation and this was SECONDED by AB.   Action 2021 12 05; A £25 gift card be given to each KGSH employee as a token of Appreciation.Verbal             MW
 AOB AB suggested that a Gifts and hospitality policy be produced to support the Register of Interests. LW agreed to add this policy to the list of policies to develop. Action 2021 12 06; LW to draft Gifts and Hospitality Policy.        LW
 There being no further business, the meeting closed at 21.00pm.   
9.Date of Next Meeting: Wednesday, 19th January 2022 7.00pm – 9.00pm Studio/ Hall KGSH 
6.TREASURER’S REPORT Current Account Balance is £13836.16 and Savings account Balance is £15000. The current account balance has again reduced from last month. It was noted that currently the bank charges are £5 per month, however this will reduce with online banking. Income in December is reduced due to it being a holiday period. Energy costs are currently around £500 per month and salary costs £1389.96 per month. Therefore it was noted that there is currently las than 18 months finance available. It was agreed that grants should be explored in the new year. PS suggested that someone could be appointed to support looking for grants and developing bids on a percentage basis rather than a fee. It was agreed that MW will write a report for the parish councils to appraise them of the current financial situation. Action 2021 12 02 – MW  to write to parish councils to appraise of current financial situation.Verbal                               MW
7.  CANCELLATIONS DUE TO COVID It was noted that hall usage remains lower than pre-covid levels- Hall- October 2019 118 hours with October 2021 83 hoursLounge – October 2019 100 hours with October 2021 57 hoursAnchor Tenants (School) have been lost. There have been cancellations due to COVID. For Example the Kibworth Band have just cancelled their Christmas concerts, due to the COVID (Omicron) surge. It was noted that cancellation within 21 days of events engenders no refund. It was suggested that in light of current financial situation that all bookings require a deposit and that all users making a booking are made aware of the cancellation policy within the terms and conditions of booking. Action 2021 12 03; MW to check that the current booking form (signature area) includes signing to agree Terms and Conditions.   Action 2021 12 04; KK to ensure that deposits are taken for all bookings and all users making a booking are made aware of the Terms and Conditions of booking.Verbal                       MW       KK
8.USERS GROUP The first Users Group was held on 25th November 2021 chaired by MW. The aim of meetings was agreed as 1 To provide an interface between the trustees of KGSH and the regular users of the hall. 2 To update users on any changes to the hall and to provide a forum for discussion. 3 To deal with any possible areas of conflict that may arise. 4 To allow users to have their say on the hall and to provide a forum for constructive discussion. MW gave an update on the work that has been done with regard to merging the KGSH and the library and development of a Kibworth Community Hub. A further users meeting was planned for February 24th 2022 at 6pm. Minutes from the meeting are attached as Appendix A.PAPER B
9.JOB DESCRIPTIONS/ EMPLOYMENT CONTRACT The Hall Premises Officer job description is many years old and has been noted to not accurately reflect the current role due to changes in personnel, roles and technology.  MW and LW had a positive meeting with KK who has held this role since 2004 and a new revised contract has been developed. Next steps are to develop the Human resource policies to be attached to the contract. ACAS templates will be used and when drafted will come to Trustees for approval. Job Descriptions have been drafted for comment.Verbal
10.UPDATE FROM STEERING GROUP MW fed back the issues raised at the Steering Group held on 29th November 2021. Key points to note;- A meeting with hall neighbours will take place in mid-January 2022A meeting with Nortoft, PS and HDC about the car park will take place in mid-January 2022.The project is known as the Kibworth Community Hub, and it was agreed that the formal change from KGSH would be when the new building was opening.The new Hub construction phasing and programme will aim to minimise disruption to users.A governance working party is to be convened with a suggested 3 or 4 people being 1 each from the Hall, PCs, and Library, plus PS as chair**. All parties have already agreed to the principle of new governance ion the MoU. Date of next Meeting: Monday 31st Jan 2022Paper C
11.CONSTITUTION PS outlined possible options regarding the charity status of KGSH, the Library and the new Kibworth Community Hub. As per the Steering group minutes a Governance group will be convened – ** LW agreed to be the KGSH representative on this task and finish group.Verbal
12.CHRISTMAS BONUS FOR EMPLOYEES KGSH has offered a Christmas bonus to its’ employees in previous years.   It was PROPOSED by PS that a £25 gift card be given to each KGSH employee as a token of Appreciation and this was SECONDED by AB.   Action 2021 12 05; A £25 gift card be given to each KGSH employee as a token of Appreciation.Verbal             MW
 AOB AB suggested that a Gifts and hospitality policy be produced to support the Register of Interests. LW agreed to add this policy to the list of policies to develop. Action 2021 12 06; LW to draft Gifts and Hospitality Policy.        LW
 There being no further business, the meeting closed at 21.00pm.   
9.Date of Next Meeting: Wednesday, 19th January 2022 7.00pm – 9.00pm Studio/ Hall KGSH