Most Recent Minutes



  • Present – Martyn Wyburn (Chair) (MW), Caroline Abbott (CA), Lynn Williams (LW), Amanda Bland (AB), Andrew Dawes (AD), Geraldine Hulley (GH), Dave Birch Minute sec. (DB).


  • Apologies – received from and Shona Atkin.

David Brierley did not attend.

  • Declarations of interest – MW and AD are members of Kibworth Theatre Company. GH is member of Women’s Institute and Welcome Kitchen
  • The minutes of the meeting held on November 15th were agreed.


  • Matters arising

(i)Eric’s absence -Alison, Kelly, MW and AD were thanked for sharing locking up duties between December 8th and January 1st.

(ii)Staff payment via BACS – LW had been in touch with Sheila McCudden of TP Jones Accountants – payment by this method was a very simple process and is mentioned in staff contracts. GH would liaise with Nat.West bank to get this underway

(ii)Late night shopping – this was considered to have been a great success, and quite a money spinner for the Hall. All trustees were thanked for their contributions on the night. Particular thanks is due to Bex the stilt walking angel who spread her wings and was a great addition to the evening,  Special thanks too for Lynn, who arranged for Bex to attend.

(iii)New KCH road sign – MW reported that the signpost to KCH had now been ordered.


  • Treasurers report – GH presented a summary of income and expenditure since the last meeting. Total income for November was £3,111.16; expenditure for the same period was £3,115.45. Opening balance at the bank £17,917.07 and the closing balance £17,912.79.


  • Projector and screen -these have now been purchased and tested. AD arrange for them to be hard wired them into place, currently, they are operated from extenson leads . All will be completed in good time for the ABBA night, still planned for March 16th.


  • Staffing issues –Eric’s absence had raised the issue of how or whether he should receive recompense for his time off work. His weekly hours of work made him well below the threshold for eligibility for statutory sick pay. It was agreed that, as a goodwill gesture, he should be paid in full for the duration. Eric, as he should for such a long absence, provided a sick note. This was confidential information and should be stored as such. MW suggested that it would best be stored away from the Hall and that the personal records would be kept at the chair’s house. Trustees were in agreement.

MW had offered Eric a formal review but Eric felt that it was not necessary.


  • Storage – Kelly, Alison, AD, GH and MW had carried out a major spring-clean and stock-take of the kitchen. We have plentiful stocks of all but bowls. If the Hall receives a grant from Platform Housing, a little of that grant could be used to purchase bowls.

The old toilets at the foot of the stairs on the long corridor has been cleared of unwanted matter and is now the card table store for U3A.

The next stage of the rationalising the Hall’s storage space will be for the two theatre companies to clear the under-stage area of their impedimenta – MW to set this process in motion.


  • Staffing issues – MW and LW have yet to conduct reviews with Alison and Eric. MW had been speaking with Eric who had expressed satisfaction with work situation which perhaps makes a formal review unnecessary. See note 8


  • Essential maintenance – December had been a quiet month – AD had repaired the vacuum cleaner.

MW and AD had noted that the roof space above the corridor on the south side of the Hall was lacking firebreaks. MW would bring this to the attention of the Steering Group at their next meeting.

12)Risk assessment – MW had made a provisional risk assessment for ‘trips and falls’ – trustees felt that this was a good start. AB pointed out that the entrance lobby trapped lots of leaves in the autumn and winter and that wet leaves were a ‘slip hazard’. She suggested that a warning notice this effect be posted in the foyer.

13)Plans for 2024 – the next meeting would be on Wednesday February 21st. The AGM would be held at 7.00pm on Wednesday March 13th at 7.00pm, to be preceded by a trustee meeting to discuss finances.

The meeting closed at 8.00pm

Date of next meeting – February 21st at 7.00pm.









Special Meeting to co-opt Shona Atkin as a trustee

Members present – Martyn Wyburn (MW) – chair, Caroline Abbott (CA), Andrew Dawes(AD), Lynn Williams(LW, Geraldine Hulley( GH), Dave Birch(DB)

MW welcomed Shona Atkin to the meeting and invited her to tell the trustees why she wanted to join the board. She explained that she had held classes at the Hall for 18 years. She likes working in the Hall and feels very much at home there. She sees the Hall as a great asset to Kibworth and wants to support it by becoming a trustee.

LW proposed that Shona be invited to become a trustee and the proposal was seconded by AD. She was unanimously elected to the trustee board.

Trustee Meeting

1)Present – Martyn Wyburn (MW) – chair, Caroline Abbott (CA), Andrew Dawes (AD), Lynn Williams (LW, Geraldine Hulley (GH), Shona Atkin (SA) Dave Birch (DB) Minutes

2)Apologies – received from Amanda Bland (AB)

3)Declarations of interest—MW and AD are members of theatre companies using the Hall and SA is a regular hirer of the Hall. MW to give SA a ‘Declaration of Interest’ form to complete.

4)The minutes of the meeting held on Wednesday September 20th – LW pointed out that item 12 should have read ‘LW and MW had still to conduct reviews with Alison and Eric’ – MW to amend. That apart, the minutes were agreed as accurate.

5)Matters arising

(i)Internet banking: deposits – after consultation with Kelly, it was agreed that deposits should be paid either by BACS transfer or by credit/debit card. Payment by cash is to be discouraged with a view to phasing out cash payments.

It was agreed that users who chose to pay by credit/debit cards should be charged an administration fee of £1.00.

LW will be liaising with Sheila McCudden of TP Jones Accountants, who administer our employee salaries with a view to paying employees via BACS transfer.

(ii)Projector and screen – MW/AD had been unable to get a second quotation for this work and the quotation from Noizboys had been accepted but they are unable to do the work until January.

(iii)Late night shopping – trustees were reminded to give the times they will be available to help to LW asap. LW will then prepare a rota. LW and Kelly to meet with Becky Whitehouse to discuss Hall arrangements

(iv)Piano – agreed that it was surplus to requirements and AD would arrange its removal.

6)Resignation of Pat Malpass – after many years of loyal service, Pat had informed MW that she has resigned as a member of the trustee board. There was a unanimous vote of thanks to Pat for all her hard work over the years.

7)Financial report – GB presented a summary of income and expenditure since the last meeting. Total income for September was £2,645.87; expenditure for the same period was £4,019.68. Opening balance at the bank £17,315.47 and the closing balance £15,942.46. The outstanding amount of £3k was due for payment in October (remittance arrived after the meeting to confirm this).

8)Platform Housing Association – this organisation has a policy of supporting local charities and is considering ways in which they can support the local community and it may include a KCH – MW to meet with a representative of PHA on October 26.

9)Report on steering group meeting of September 28th– having secured £263,000 funding through Section 106 contributions, a further £80,000 is needed before work on extensions can begin. Tenders for the work are now to be invited – KBPC to arrange tendering process. The fund raiser appointed by KBPC is now working on securing this funding which will be in the name of KGSH. It is hoped that work on the library extension will start towards the end of 2024.

10)Essential maintenance- the water heater in the kitchen is currently unusable – MW has judged that we may not currently be able to afford its afford its repair., but will investigate further.  At present we are making do with two electric kettles and an old (but still functioning) Burco boiler is soon to be pressed into service.

11)Staffing issues – MW/LW have still to fix dates for reviews with Alison and Eric.

12)Any other business

(i)New road sign to Kibworth Community Hub near end of School Road – KBPC and KCL are each putting up £100 towards the cost of this. KGSH is invited to put up £100 – it was agreed that we should.

(ii)GH explained that as she had recently changed jobs she is finding it very difficult to commit to Wednesday trustee meetings. Trustees could find no evening that all trustees could regularly attend so GH suggested a rotation of Mondays, Tuesdays, Wednesdays and Thursdays for meetings. This was agreed to be a sensible solution. GH to prepare a form where trustees would record their availabilities up to summer 2024. She would email such a sheet to all trustees, to be completed and returned to her asap.

(iii)MW suggested that communication between trustees might be improved if we had a WhatsApp group – trustees thought this to be an excellent idea – MW to set up the group.

(iv)Notice boards – David Waller Smith, a Hall user, has suggested to MW that the experience of entering the Hall could be made more inviting and better at advertising our activities. He has expertise in this field and has offered to advise on a revamp. Trustees were very much in favour of such a revamp. GH  to arrange meeting with David.

(v)SA agreed to look into whether the Hall might benefit financially from joining the Market Harborough Lottery

The meeting closed at 20.15.

Date of next meeting – Wednesday November 15th.


Signed…………………………………………………………..Date 15 November 2023