BRERETON AND RAVENHILL PARISH COUNCIL
DISTRICT OF CANNOCK CHASE COUNTY OF STAFFORDSHIRE
Minutes of the
PARISH HALL MANAGEMENT (PHM)
COMMITTEE MEETING
Held at: the Parish Hall, Ravenhill Park, Brereton, Rugeley. WS15 1DU
Thursday 4th April at 7.30pm – 8.00pm
WELCOME
Members Present:
S Merriman (SM), (Chair)
K Theobald (KT),
C Davies (CD), (Vice Chair)
R Hall-Davies (RHD),
K Paul (KP),
APOLOGIES
Members Absent: Apologises were received from A. Cowdell (AC), C Boulton (CB), R Hall (RH), D Blocksidge (DB), which were accepted.
In Attendance: M. Blackham (MB)(Council Chair) J Smith (JS)(Caretaker), PR Whibley (Clerk), L. Featherstone (LF)(RFO), arrived at 7.45pm
10. DECLARATIONS OF INTEREST IN ANY ITEMS ON THE AGENDA
None
11. AGREEING THE MINUTES FROM THE PREVIOUS MEETING
The minutes were agreed and signed as a true record.
12. MATTERS ARISING
4.4a. That MB will discuss with a contractor who had given a previous quote, whether he would be still interested in tendering for the work concerning solar panels. No update on this contractor, but new contractors are being sought. There is the possibility that there may be the opportunity of being able to secure a grant through Keele University for the work. It was agreed that a Working Group of DB, MB, and CD would carry this forward. Due to work commitments and other council business this meeting did not take place.
4.4a. Resolved: That the clerk would place this on next month’s agenda.
6.3a That JS purchase new CCTV signs for the exterior of the Parish Hall using the Amazon account. The present method of purchasing goods will be changed and an Amazon business card for JS will be organised.
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6.3a. Resolved: That the clerk would place this under Matters Arising on next month’s agenda.
6.4a. Three separate quotes being sought for the new meeting room floor. MB will place all three quotes in the office for filing.
6.4a. Resolved: That the clerk would place this under Matters Arising on next month’s agenda.
6.2. That when the council feel that the activity involves children or adults at risk, without parents present, hirers will be required to add their DBS number to their booking documentation. That SM will make the necessary alterations to the booking form.
6.2. Resolved: That the clerk would place this under Matters Arising on next month’s agenda.
8.1. CCTV: JS would like the facility of having CCTV access on his phone but must be aware of the relevant data policy regulations covering this. That CD will investigate. Completed.
9.2. That the clerk put the position of the designated smoking area on the agenda at the next meeting. Completed (Agenda Item 14)
10.1. That the clerk would register and apply for a copy of the Kings Portrait before Thursday 28th March. Completed. (Attached confirmation)
10.1. Resolved: That the clerk contact the distributor of the portrait and find out whether it would be possible for the portrait to be delivered to the caretakers’ home or whether the caretaker could be contacted and given a delivery date/time.
24.3b.1. (Full Council Matters Arising)
That a Car Boot sale, on the date agreed would be organised. Details for the Hall element to be organised by the Parish Hall Management Committee.(PHMC) That the clerk would place this on the next agenda of next month’s PHMC. (Completed Item 16)
13. PUBLIC PARTICIPATION
None.
14. DESIGNATED SMOKING AREA (See Matters Arising 9.2)
After discussion it was agreed that:
1. The designated smoking area be moved to the left hand side of the Parish Hall building.
2. That the present cigarette bin be removed by JS from the front doorway and repositioned away from the entrance on the left side wall.
3. That an additional cigarette bin be purchased by JS and positioned at the back left hand side of the parish hall.
14.1. Resolved: That JS would facilitate points 2 and 3.
15. PARISH HALL HIRE
Following the Full Council decision that members do not pay for the hire of the Parish Hall premises whilst on agreed Council business: if a member hires the hall not on official business they will pay the agreed hiring rate.
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Minutes Approved by Chair / Acting Chair : ……………………… Date: ……………………………
It was highlighted that there are presently two hirers who are well in arrears concerning non-payment of fees. LF has sent letters to them with an itemised bill explaining that payment is well overdue. If these are not settled quickly, SM will attend one of their sessions and ask them to pay, giving them a deadline date or failing that they will have to cease using the hall.
This raises the question of what the council’s agreed procedure is over non-payment or overdue hiring fees. This will be placed on the agenda of the next meeting.
16. CAR BOOT SALE (See Matters Arising 24.3b.1.)
KT led a dialogue about the initial thoughts concerning the organisation of the event. It had previously been agreed that the kitchen/catering part would be run as a charity funding event by RH but the Table Top element in the Hall would be organised by the PHM committee. All proceeds will be placed into a ‘future events fund’ which will build-up over time and be used to allow the PC to organise bigger events in the future.
There are application forms being produced and already much interest shown. Pre-payment was required per table but if the event was cancelled all monies would be refunded.
 Date: Sunday 28th April
 Time: 09.00 – 14.00
 Hall open from: 07.30 till 15.00
 JS to be paid overtime to unlock and relock.
 18 – 20 tables available
 £10 hire cost per table.
 Change the title of the event to: Table Top Sale
16.1. Resolved: That KT would send all committee members’ comprehensive details concerning the event.
16.2. Resolved: That KT would send CD ideas on any specific requirements needed to help her create an advertising poster/flyer for the event.
17. DATE OF NEXT MEETING
Thursday 2nd May 2024 at 7.30pm