UVA Committee Meeting - Febuary 2022

UNDERRIVER VILLAGE ASSOCIATION

Registered Charity Number: 302831

Minutes of a meeting held on Wednesday 23^rd February 2022 in The Village Hall  at 19.45 hours. 

Present: Miles Hayward (MH),), Robert Talbot (RT), Belinda Goodwin (BG), Vicky Phillips (VP), Phillip Payne (PP).
Apologies: Ruth Bligh (RB), Jennifer Fair (JF), Mary Owlett (MO), Angela Ridge (AR), Mike Clyne (MC), Omar Mullick (OM), Edward Rook (ER).

1. CONFIRMATION OF MINUTES OF MEETING HELD ON 26^th January 2022.

- The minutes were approved & duly signed by the Chairman.

2. MATTERS ARISING

Newcomers: Nobody aware of anybody new.

Hall Bookings Update: .ES had reported that bookings were continuing to come back & that we were also receiving new enquiries from other halls.

3. FINANCE

-  Bank balances: Current - £16063, Deposit – £63768.

- MH talked through the minutes of the Finance Meeting held on the 14^th February. The main expenditure item this year would be replacing the kitchen which has been budgeted at £20000, to be funded from “Major Expenditure Plan” (£10000) & grants that have been applied for from S.P.C & S.D.C. (£11000).
It was proposed that having not increased hall hire rates in 2021 that they should be increased by 5.0% from 1^st October 2022.
This was agreed by the committee.

 

4. VILLAGE HALL/GREEN
   
   

Maintenance works completed:
 - The new picnic benches provided by Seal Parish Council had now arrived & were in situ.

Maintenance works that have been agreed & planned:

- New benches for patio area  - agreed to buy two Arlanza 5ft oak benches at Sept meeting (£1212 each inc VAT, & delivery in 12 weeks), decided to have them engraved in situ nearer to June.
 
                     

Maintenance works discussed/signed off:

-Kitchen Refurbishment: - BG & LH had met again with Kevin from K&M Equipment who had recently completed a complete kitchen installation in Fordcombe Village Hall. Were we to try & manage the refurb ourselves it would involve micro managing a number of trades people, therefore it was felt better to go with one company if possible. K&M had just supplied a quote that afternoon which included different options. BG has a further meeting booked with Kevin for the 8^th March to review/tailor the quote further.
Ideally we need 2 further quotes to ensure “due diligence”, this will not be simple as installing a commercial kitchen on a small scale is quite a niche sector. However BG was following up with one other company to progress.

5. U.V.A. SOCIAL OCCASIONS
   
   

Quiz Night (MC) – 5^th March
- MC had confirmed all arrangements were in hand. RB & RT were coordinating the food. VP & Fraser setting up the hall, MH sorting & setting up projector/screen.
- 6 teams now confirmed – 51 people.
- We would like circa 6 raffle prizes, we have purchased one from The Chocolate Shop & PP, MH & RT would also supply prizes. It would be great if other committee members entering teams could also supply a prize. Action RT

Golf Day (CG) – 20^th May

-BG confirmed arrangements were all in hand with 21 entries to date, the aim was to hopefully increase this to 24.

Platinum Jubilee – 2^nd to 5^th June
The schedule of events now finalised:

Thursday 2^nd June – Lighting of Beacon & Fireworks at St Julian’s.
Friday 3^rd June – Sunday 5^th June:
- Flower Festival in Church (St Margaret’s)
- Royal Scarecrow Competition
Friday 3^rd June – Music Concert in Church
Saturday 4^th June – Village Cricket Match followed by Hog Roast & Band.
Sunday 5^th June – Street Party “Big Lunch” Picnic & Village Photo

The Commemorative Service will be held at Seal St Lawrence.

Update/Actions:
- VP updated the progress of the Saturday Committee & next meeting is 9^th March
- RT updated the progress of the Sunday Committee & next meeting is 2^nd March
- Launch email to be sent out 27^th February.

Last Night of the Proms (BG) – 10^th September.

Fireworks Night (RT) – 28^th November
- RT had held a review meeting with The White Rock after last year’s event. Mark & Tania were keen to manage all food options going forwards, which included the BBQ. Recognising the loss of income to the UVA they would cover 75% of the fireworks cost. They were also investigating new options to make it a bigger event.
The UVA would continue to organise the Bucket Collection, Halloween Fancy Dress & we could also investigate other options of selling non food items. We would also continue looking after safety & security aspects on the night through marshalls & covering the public liability insurance. The UVA would cover 25% of the fireworks cost. This proposal would reduce UVA surplus from this event from circa £600 to £300.
The committee were concerned with this reduction, however they were prepared to trial it for this year & then review it.

Christmas Dinner (FM) – 9^th December
-This has been booked at St Julian’s.

7. ASSOCIATION & CLUB REPORTS
   
   Hort. Soc: No Update
   
   P.C.C: PP had reported that further refurbishment to St Margaret’s was ongoing, particularly refurbishment of organ & church windows.
   He talked through the importance of keeping the church electoral roll up to date & would arrange for text to be sent to RT to include in next village email. Action PP

Cricket Club: Close season

Wildlife: VP reported newts had been spotted in her garden.

8. 
   A.O.B
   - MH proposed that he would like to hold the meeting on 27^th July at Ducks Grove.

9. NEXT MEETINGS

NEXT THREE MEETING DATES
DATE	TIME	VENUE
30-Mar-22	7.00pm	Absalom's
27-Apr-22	7.45pm	Village Hall
25-May-22	7.45pm	Village Hall