2026 Management Committee Minutes

Action

Status 

Apologies: Angela

Present: Frances, David C, Dave H, Jane C, Richard B, Debbie R, Debbie M, Dorreen, Ray, Emma, Charles, Jon B, Jackie D

Approval of previous minutes:  Approved

Treasurer’s report:  David C confirmed a final balance of £1,827.09. This is after the final 25% of the SKDC grant allocation had been paid and £4,000 from WoTH Parish Council’s payment towards the refurbishment of the hall. All invoices had been paid and there was nothing at the moment due for payment.

DC

How was it?

1

Summer Picnic/BBQ – The event was attended by approximately 20 residents from the village. Pimms was made available by the committee to all attendees. Petanque and Bat & Trap were played and a BBQ was organised and handled by both Richard B and David C. Overall, it was a good afternoon and the committee have agreed to repeat the session again next year at the appropriate time.

Closed

Items to be discussed:

1

Funding Update – Of the four grant applications made earlier in the Summer, three have been unable to assist the PHMC in our refurbishment project. The Mick George application is still live and will be chased by DH in order to ascertain whether there is still a possibility of this being made available. Of the £12k that was necessary for the latter stages of the refurbishment, £4k has been paid by WoTH PC and this was used for the recent hall decoration invoice. The remaining £8k from Manthorpe PC and the Trustees will be allocated to phase 3 of the project, being the LVT flooring throughout the building. 

DH

2

Kitchen Equipment – Frances suggested that we purchase replacement pans, baking trays etc. for the new kitchen. While some of what was previously available remains, it was requested that we bolster these with new items to aid those who use the kitchen on a regular basis. This would also be more attractive to anyone wishing to use the hall in the future. It was agreed for this to take place.

Closed

3

Electrical Testing update – An electrical test was carried out upon completion of all kitchen works during Phase 1 of the refurbishment at a cost of £300. There were no faults found with our wiring system and the certificate is now valid for 5 years, until June 2031. The certificate is available and is retained within the kitchen in the miscellaneous drawer.

Closed

4

Consideration of new PHMC - Comms has been issued in the 3 Towers for the past 2 editions and a flyer created by Debbie R to encourage more residents to join the PHMC, especially those from Manthorpe, Toft & Lound. Unfortunately, no-one from the outlying villages has responded as yet. DH will add a notice to the village website as well as advertising the link on the village Whatsapp group. The same link will be passed to Manthorpe for addition to their website, specifically for their residents.

Closed

5

Curtains or Flooring – This was discussed at length, predominantly to ensure everyone understood the current situation with funding for Phase 3. While curtains will add an immediate warmth and bring character back into the hall due to the originally curtains having been removed for redecoration purposes, it was agreed that flooring was the next item to be replaced due to the conditions under which the funding from Manthorpe PC was being made. It was recognised that curtains would be the more sensible way forward at this moment, but funding for this item will need to be sought from alternative routes in the future, perhaps the Mick George grant if successful, or else the Trustees. For now, the refurbishment project remains on track with new LVT flooring being installed at the earliest opportunity.  Regarding the existing curtains, they will be looked at with a view to being cleaned, steamed and rehung until such time as new funding is available.

FP

6

Who are we? – Debbie Rogers created a flyer, explaining the PHMC’s duties and this was distributed along with the August’s edition of the 3 Towers. The flyer also asked for volunteers who may like to join the committee and assist in the management of the hall’s ongoing commitments. To date, Emma & Charles from West Farm Cottages have replied and kindly attended this evening’s meeting which was very much appreciated.

Closed

7

Advertising the hall – Frances suggested we commission a large, weatherproof banner for displaying outside the hall. This would encourage passers-by to take up the offer of the hall being made available for events such as children’s birthday parties, yoga, christenings etc. Frances will place an advert in the Witham School newsletter and DH will obtain figures for the banner’s creation. Laminated flyers for display in the notice boards and local supermarkets were also considered. Debbie R will deal with the artwork for this, ensuring the banners design matches that of the flyers. 

FP

DR

DH

8

Ongoing Social events – Three events were discussed and agreed upon for later in the year.

31st October – Saturday – Halloween Quiz Night with chilli con carne supper
29th November – Sunday – Christmas Lights Switch-On with mince pies
16th January – Saturday - Race Night with fish & chip supper

A flyer will be issued, advertising all three events with links posted on the website and village whatsapp group.

DH

8

Next AGM – This will take place on Thursday 7th Jan at 7pm.
As part of this year’s AGM, there will be an election for the positions of Chair, Secretary and Treasurer.
The current office holders are happy to stand for re-election, but nominations are also welcome from anyone who would like to take on one of these roles. The positions will therefore be decided by a vote at the AGM.
This is a good opportunity for members to have their say and help shape the committee for the year ahead. Anyone interested in standing for one of the positions is encouraged to come along and put their name forward.

FP

Any other business

1

3 Towers – It was discussed how the magazine is currently being dealt with; costs, advertisements, printing, delivery, coverage, benefit etc.  While there were no decisions to be made by the PHMC, it was felt an understanding by those present would be beneficial should their input be required at a later date. Father Ed and Tom McWilliams of Manthorpe are currently in discussion about the future of the magazine and will themselves decide. For the avoidance of any doubt, the PHMC are now aware of the situation.

2

Cleaning Duties – There has been an incident just recently where the hall was required for an event but was unfortunately in a poor state before it could begin. It was raised as a matter of concern that the number of hours the current cleaner has available against the number of events that is hoped to be generated in the future may not be sufficient. Funding for more hours was considered and will be again be considered and adopted nearer the time if necessary.

Date of next Meeting:      Thursday 29th October @ 7pm