Tag Archives: Committee Minutes

Minutes from April & June

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Please find below minutes from the Working Group from April and June.

10th April 2025

2nd June 2025

Kaber Show Reminder

Also do not forget that the Kaber Show is happening on Saturday the 6th September, we will distribute schedules and entry forms to all village households, and also make these items available for download from the WebSite.

We will also publish the minutes from the Show Planning meeting you were all invited to on the 9th June in the next couple of days, with details of changes from last year and plans for this

2024 Village Hall Trust AGM

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The AGM for the village hall Charity was held at the village hall on 16th September 2024

This followed the Agenda previously published here 

As noted there, this meeting was held in two parts:

  1. Part 1 – The Statutory Meeting required by the Charity’s Constitution
    1. This included the Chair’s Report which can be read here,
    2. The Treasurer’s Report which can be read here., She also provided printed copies of her accounts sheets, , the accounts for the previous year (as compiled by her) copies of which can be seen here, and will be submitted to the Charity Commission’s website in due course.
    3. A Review of the year was also provided for attendees, this can be read here.
      All of the above documentaiton was also printed and made available for attendees, and a slide presentation was provided with many pictures from the last year and to accompany the various reports.
    4. This part of the meeting concluded with the resignation of the existing trustees (as required by  the Trust’s constitution). There being no other nominations to be a Trustee for the coming year, the existing team agreed to stand again and were elected unanimously by the meeting.
  2. Part 2 – A Meeting Looking at the Trustee’s and Working Group’s plans for 2024/25
    1. Rachel Green provided a review of the This year’s events, those planned for the rest of the year and our thoughts on new events.
    2. Damon Green provided an update on works, grants and future plans.

The notes from Damon and Rachel’s talks are included in the slides we presented – a printable copy of which is included here

Full minutes from the AGM are provided here, [these are of course draft and will be approved (assuming they are acceptable) at next year’s AGM]

Thank you to all who took time to come and support the team working to provide a community hub for the village, and we are all looking forward to working together in the coming year.

Ready to Go – AGM 2024

Draft Minutes from 8th July 2024

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Again, sorry for the delay, but please find below a summary of, and link to, the draft Minutes of the Kaber Village Hall Working Group meeting minutes from 8th July.

Notable Items

  1. Agreement to update 6th May Minutes to reflect decisions on Working Group in a format suitable for the CC submission.
  2. An update on financial matters (including the fact that our estimates & calculations for cost of heating were remarkably accurate (an error of less than £7 on a total bill of £778).
  3. Procedural and Work-list updates.
  4. Building Work update (expect to see a LARGE crane in the next couple of weeks removing the old Calor gas tank and installing bottles for winter heating)!
  5. Events and booking update
  6. Plans for a regular “Club Night” on Thursdays from September – keep your eyes open for a “flyer” on this.

You can read the complete minutes here 

Thank you all – lots happening!

Minutes from 6th May

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Sorry for the delay, but attached are the draft Minutes from the Working Group meeting on  6th May.

Notable items

  1. Feed back from Charity Commission on  proposed changes to constitution.
  2. Adoption of Damon Green as Trustee
  3. Establishment and operation of Working Group
  4. Decision to drop FoKVH due to lack of interest
  5. Finance & Procedural Updates
  6. Building Work progress, update and grants
  7. Events and Bookings

The full draft minutes  can be read here

Thank you….

An Organisational Update.

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The Trustee Problem

As you may recall, Kaber Village Hall Trust (“the Charity”) had difficulties because all committee members were automatically made legal Trustees of the charity and there had to be 10 such Trustees.

As part of the work that the people you elected to run the hall in October 2023 agreed to undertake was to update all this, so that the people running the hall did not need to be Trustees of the Charity and we had a more realistic number of Trustees (given the size of the community).

Fixing the Problem

The complexity in fixing this situation is that it involved amending the Charity’s “governing document” held by the Charity Commission – not trivial!

Fortunately, our Chair (Sarah Lofthouse) is a past master at “Charity-Commission-wrangling” , and following a couple of meetings/telephone conferences and letters we have a proposed new Governing Document (based on their requirements) which we have submitted and are awaiting their approval.

However, this also requires changes to the way we run the hall, and we wanted to update you on this – and that’s really what this post is all about….

Re-organisation

We have created a Working Group to run the Hall. This is composed of the FOUR Trustees, and others they appoint to help (the people you all know).

This is all explained in this document (Getting Legal: A New KVH Organisation)

Please take a read, and if it doesn’t make sense let one of us know.

Minutes from Committee Meeting 4th March

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Please find below a link to the latest minutes from the Committee Meeting of the 4th March.

Notable items:

  • Hall booking agreements complete.
  • Rachel Green (booking manager) agreed to join Committee
  • Side Door (brown one) refitted and painted (to resolve sticking)
  • The decision to go-ahead with secondary glazing for larger rear window (components added, frame prepared).
  • Plan to install additional loft insulation.
  • Charlotte Hinks’, and Alan King’s resignation from Committee accepted (personal and church commitments).
  • Savings Account set up to hold balance (initially £10k) provide some income.

To read the full minutes, please click here.

Minutes 5th Feb 24 & FY23 Accounts

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Please find below a link to the minutes from our latest Committee meeting. A wide range of topics this time 🙂

We have also published below the Treasurer’s Summary for 2023 We will also print this and make it available to read on the Village Hall notice boards .

We intend to publish Monthly Account summaries in the Hall, so that people can understand how we are doing, in terms of running the hall as a financially sustainable project.

Click here to read the minutes

Click hear to read the 2023 Account Summary

A Year End Review

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It being 12 weeks since your new committee & trustees were elected, and, as we get to the end of 2023, it seems a good time to provide a review of this year. Both to remind us of what has been achieved in building a Community Hub in Kaber and, in a “spirit of openness”, to provide as much information as we can on the state of and plans for the Village Hall.

So, please read our year-end report here.

We will be printing copies of this, which you will find in the noticeboards, and we will arrange to deliver a copy to each household.

If you have questions or information, then just speak to one of the Committee.

Happy 2024!