UNDERRIVER VILLAGE ASSOCIATION
Registered Charity Number: 302831
Minutes of a meeting held on Wednesday 26th March 2025 at The Village Hall at 19.45 hours.
Present: Miles Hayward (MH), Angus Macdonald (AM), Robert Talbot (RT), Vicky Hall (VH), Belinda Goodwin (BG), Jennifer Fair (JF), Angela Ridge (AR), Mike Clyne (MC), Phillip Payne (PP).
Apologies: Ruth Bligh (RB), Mary Owlett (MO), Richard Perry (RP).
- CONFIRMATION OF MINUTES OF MEETING HELD ON 26th February 2025.
- The minutes were approved & duly signed by the Chairman.
- MATTERS ARISING
Newcomers: VH had reviewed the latest Welcome Letter & suggested that details of the monthly pub night be added. Action RT.
Hall Bookings Update: ES reported that bookings had improved greatly & April to June was now quite busy. Tree House Training an old regular had returned after a break. Encore Theatre School had now booked for a 3 day course in half term & Shakespeare Players are booked in for a number of dates in June/July.
ES looking to update hiring forms with new info on the audio & Loop system. MC has produced a set of instructions which were currently being checked & would then be passed to ES. Action MC/ES
PP suggested it would be a good if we had a better idea what had influenced this flurry of bookings & perhaps we could ask new hirers where they heard about us. Action ES
- FINANCE
Account Balances:
- Current Account £8371.65 (movement of 879.68CR)
- Events Account £351.23 (movement of £488.77DR)
- Deposit Account £58,187 (no movement (I assume), next interest payment 30th of April – however the interest rate is dropping from 4.5% to 4.05% on the 4/4/2025 AND we have also been informed of a further reduction on the 27/6/2025 to 3.8%.
Current Account Movement – 13 payments into the account:
- 11 for Hall booking/deposits £1651.35
- Quiz raffle £380
- Quiz balance £840 payment from events account
- Total £2871.35
There were 12 payments out of the account
Payment Type Feb-25 Feb-25
EON 2 £51.69
Finance 2 £105.70
Cleaning 0 £0.00
Refund 2 £200.00
Bank Charges 2 £8.92
Ufest 2 £299.26
Hearing Loop 1 £1,291.20
Charity - Action with comminity 1 £35.00
Total 12 £1,991.77
Events account – we moved the balance of £840 as of the 26th of Feb (the quiz revenue) into the current account – re-setting the account to zero – we have had 5 payment in for UFEST totalling £351.23
- VILLAGE HALL/GREEN
Maintenance works completed:
-
Maintenance works that have been agreed & planned:
- Resealing of main hall floor in Aug/Sep £994 – Tedd Mills
Maintenance works discussed/signed off:
External Hall Decorations:
- After a discussion it was agreed that we would go ahead with all the external painting works this summer. We had received two quotations & the committee agreed on Ben Packham who had previously carried out the works. Action RT to progress.
-We have planned to potentially replace the windows in 2032 in our Major Expenditure Plan. AM is currently verifying the costs of all major projects he had received 4 quotes to replace the windows with PVC ranging from £17k to £22k. He suggested that we should also look at aluminium which will last much longer. It was agreed that we should use the next 5 years to fully investigate all options. It will also give us time to investigate what grants are available for this type of project. Action AM
- U.V.A. SOCIAL OCCASIONS
-Quiz Night (All) – Feedback
- Once again this had proved to be a successful event that had been a sellout. Food costs were up on last year resulting in a surplus of £1034, down £160 on last year. It was agreed that we would increase the ticket price to £17.50 next year. MH thanked all the committee for their support with this event.
VE Day 80th Anniversary (All) – 8th May
- Originally the 8th May was made a bank holiday, but the government scrapped it & are still proposing that VE activities take place on the 8th rather than the 5th which is May BH. Given that it will be a normal weekday the main audience will be retirees.
-So we will go ahead with a VE Day Tea Party on 8th May 3pm to 5pm focused on older villagers & organised by UVA Committee. The event will be free, however attendees will bring cakes/sandwiches. Action Plan attached.
-Golf Day (Colin Goodwin) – 16th May
- This year’s event will take place at Wrotham Golf Club & all arrangements in hand. Tickets sold were currently circa 16 but Colin hoped that this would increase nearer the time. BG flagged that next years event would take place at Wilderness Golf Club on 30th April.
-UFest – (MH) 21st June
- This will be our big summer Community Get Together. MH updated the committee on progress. Ideally we would like to encourage villagers to purchase their tickets well in advance & it was decided to start this in the next village email going out at the weekend. Action MH/RT.
-Juke Box Bingo – (MC/BG) – 11th Oct
- MC & BG had already started working on this. Ticket price of £25 would include a freshly cooked Fish & Chip supper + a sharing plate of dessert cookies etc. BYO refreshments. Initial interest in the event had been good with some tables already booked.
-Christmas Dinner – (Sophie Honnywill) 5th Dec
We would also investigate a “Speaker” event for either Sept or early Nov. MC suggested Tim Stanley who gave talks on the last US election & AR suggested Rob Owen on the Invictus Games. Further suggestions to be brought to next meeting. Action All
ASSOCIATION & CLUB REPORTS
Hort. Soc: AR said there had been lots of entries for the Spring Show on Saturday.
Future Dates: Plant Sale 10th May, Autumn Show 20th Sept, AGM 6th Nov.
P.C.C: PP reported that The Church Electoral Roll needs to be renewed & application forms needed to be completed by 26th March. Lent courses are taking place every Saturday morning.
Future Dates: APCM 26th April
Cricket Club: MH reported that the Village Cricket Match has been pencilled in for 20th July. He will be progressing further with Ed Rook & Mary Owlett.
- AOB
-None
7. NEXT MEETINGS
|
NEXT THREE MEETING DATES |
||
|
DATE |
TIME |
VENUE |
|
30-Apr-25 |
7.45pm |
Village Hall |
|
28-May-25 |
7.45pm |
Village Hall |
|
27-Aug-25 |
7.45pm |
Village Hall |
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