LESBURY VILLAGE HALL
Minutes – LVH Management Meeting – at 7pm Tuesday 21 October 2025
1. Welcome
The chair thanked everyone for attending the meeting
2. In Attendance
I Fordham, M Davies, A August, N Richardson, J Humphrys, J McMahon, P Davidson, T Stroud.
Apologies
K McKenna
3. Minutes of the last meeting
Minutes of meetings on 16 September 2025 were approved and signed.
4. Matters Arising
Jan T is in hospital awaiting surgery. JH will run the Highlights November event and the Spring event with help from Mary H & Roger S. The committee will continue to seek someone to take on the work in the longer term.
Action: IF to find out when the annual payment to Highlights is due.
5. Declarations of interest and update conflicts of interest
No declarations
6. Action Log
Date | Action | Person responsible | Progress 21 October 2025 |
|
New Actions from 20 May 2025
20.5.25 | Seek advice on the best way to repair the damage in the corner of the yard | KM | Note from Kevin provided. Further consideration to be given. |
|
New actions from 16 September
16.9.25 | Seek LBC for the hall flooring & sound out NE about the proposed work | JH | N Estates asked for preference and N Edwards will help with application. Waiting for response from Estates Team. |
|
16.9.25 | Check hall capacity for events | IF/JH | Information in Hiring policy; Fire report to be checked. | Completed |
16.9.25 | Identify income from Highlights | IF | Income £192.40 | Completed |
New Actions from 21October 2025
21.10.25 | Seek cost of a gravel covering for the yard | KM |
|
|
21.10.25 | Draw up specification for painting the interior of the hall | MD |
|
|
21.10.25 | Seek 3 quotes for internal painting | KM |
|
|
21.10.25 | Recommend priority area for repair of external stonework | KM |
|
|
21.10.25 | Thanks to Audrey M for donation | JH |
|
|
21.10.25 | Research suitable clock with funds from Audrey M | JM |
|
|
21.10.25 | Review Hiring Agreement Form | MD |
|
|
7. Treasurer’s report
Trading year to date surplus is £465.07. September was a quiet month for bookings. The report was submitted in advance of the meeting and there were no questions for the treasurer.
8. Power supply & energy update
Progress continues to be slow. Apology received from solicitor promising action soon.
9. Development Plan update – floor & front yard
Note from KM stating no easy way forward to deal with the yard erosion. It could be treated or sections replaced at a similar cost. Covering the yard with gravel to protect it could also be considered.
Action: Ask KM to seek cost of a gravel covering for the yard and committee will give this matter further consideration at the next meeting.
Internal decoration is due in line with the lease requirements.
Action: MD to draw up a specification and KM to seek three quotes.
There is still funding available for further external work to the building.
Action: KM to recommend next priority area.
10. Holmes Miller donation discussed. The preferred option is to buy two good quality wall clocks with an inscription to Holmes.
Action: JH to send a letter of thanks to family and ask if they have any preference for the use of the fund.
Action: JM to research suitable clocks
11. Policy Review
Hiring – Policy and Agreement Form were reviewed. Policy accepted with stylistic changes to align to VH style. Amendments recommended by IF to be made to the Hiring Agreement Form. MD to review the form in the light of Xero invoicing and present revisions at next month’s meeting.
Agreed: Policy updated to match VH style.
Action: Hiring Agreement to be reviewed further by MD
12. AOB
· Responsibility for checking the guttering is with NR
The Meeting ended at 19.50pm
All meetings start at 7pm
Tuesday 18th November 2025 |
Tuesday 16th December (if needed) |
Tuesday 23rd January 2026 |
Tuesday 17th February 2026 |
Tuesday 17th March 2026 |
These minutes represent a true and accurate record
Signed………………………………………………………
Chairman
Date………………………………………………………….