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Minutes Approved by Chair / Acting Chair : ………………………………… Date: ……………………………
BRERETON AND RAVENHILL PARISH COUNCIL
DISTRICT OF CANNOCK CHASE COUNTY OF STAFFORDSHIRE
Minutes of the
PARISH HALL MANAGEMENT (PHM)
COMMITTEE MEETING
To be held at: the Parish Hall, Ravenhill Park, Brereton, Rugeley. WS15 1DU
Thursday 7th March at 7.30pm – 8.00pm
WELCOME
Cllrs Present:
S Merriman (SM),
C Boulton (CB),
R Hall (RH),
C Davies (CD),
K Paul (KP),
D Blocksidge (DB),
R Hall-Davies (RHD),
[M. Blackham (MB),]
K Theobald (KT),
APOLOGIES
Cllrs Absent: Apologises were received from A. Cowdell (AC) who would be arriving late.
In Attendance: J Smith (JS)(Caretaker), L. Featherstone (LF)(RFO), PR Whibley (Clerk),
1. DECLARATIONS OF INTEREST IN ANY ITEMS ON THE AGENDA
None.
2. ELECTION OF CHAIR AND VICE-CHAIR
SM was proposed, seconded and unanimously elected as Chair. She agreed to this on the condition that her tenure would cease at the next Annual Council Meeting due to her ever increasing work commitments.
CD was proposed, seconded and unanimously elected as Vice Chair.
3. AGREEING THE MINUTES FROM THE PREVIOUS MEETING
(February HMCE minutes presented to Full Council)
The minutes were agreed and signed as a true record.
4. MATTERS ARISING (selected from February HMCE meeting)
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.
6.2a. That the clerk would send DB information on ‘drop’ bollards and contact details of the person at CCDC who may be able to help her. Completed
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Minutes Approved by Chair / Acting Chair : ………………………………… Date: ……………………………
6.2b. That DB would investigate the range and costings of ‘drop’ bollards. Completed. Contractor’s quote who completed the pathway included the erected of the three bollards.
6.3a That JS purchase new CCTV signs for the exterior of the Parish Hall using the Amazon account.
Work in progress. The present method of purchasing goods will be changed and an Amazon business card for JS will be organised.
6.4a Three separate quotes being sought for the new meeting room floor. MB will place all three quotes in the office for filing.
6.5a That JS would bring an oral report on the reliability and operation of both the phone line and broadband to the next meeting. Presently both are working well and ‘call diversion’ is also operating smoothly.
14.2a. That the clerk contact Cannock Chase District Council and inform them that the PC have never given permission, supported or taken responsibility for the training to take place on CCDC land. Completed
14.2b.That the clerk contact Cannock Chase District Council and discuss the safeguarding issue raised. Completed but new guidance given (see Agenda item 6)
5. PUBLIC PARTICIPATION
None
6. SAFEGUARDING (C)
6.1. Recommendation from the Safeguarding team: Advice to show Due Diligence: Attached to the conditions of hire documentation and the additional checklist discussion with JS, that ALL hirers must supply their DBS checked number to the forms where there could be the possibility of a safeguarding issue. This will not be necessary for hirers who have:
 adult classes
 or infant classes where the parents are present
 or birthday parties where invited childrens’ parents have decided to send them and usually many attend
6.1. Resolved: 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.
6.2. Resolved: That SM will make the necessary alterations to the booking form.
7. ALLOTMENTS (KT)
KT has sent reminders to all Allotment Holders who have any outstanding fees for this year.
8. CCTV (CD/C)
8.1. Does John have CCTV access on his phone ? (CD) No.
8.2. Is there a Plan B if the CCTV stops working ? What happens with checking that the Hall is secure? Overseeing Health & Safety when hirers are in the building ? (C)
The meeting was informed that there is a backup ‘live stream’ running, but unsure what the position is if there is a power failure. JS would like the facility of having CCTV access on his phone but must be aware of the relevant data policy regulations covering this. CD will investigate.
8.1. Resolved: That CD will investigate.
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Minutes Approved by Chair / Acting Chair : ………………………………… Date: ……………………………
9. HIRERS (CD)
9.1. All hirers have been informed by email/letters about the requirement of the 15 minutes flexibility before and after hall hire.
9.2. CD and RH-D gave feedback on their discussions with some hirers. All hirers agreed to the new pricing policy but some would have preferred more notice prior to the increase. When asked to comment on the level of satisfaction with the hiring arrangements, their answer was simply John (JS). He is by far the principal reason for their satisfaction with the venue. His help, and organisation throughout is evident by the fact that if he isn’t present, their satisfaction diminishes sharply.
The hirers felt the new council members hadn’t taken the time to formally introduce themselves and felt this should have been done prior to Christmas.
The recent redecoration of the hall was well received. Hirers have asked whether the outside designated smoking area could be moved?
Further discussion involving an individual hirer and the use of Council Vouchers concluded with the feeling that the members were trying to be as fair as possible with the implementation of the pricing structure.
A further review is planned around July with the emphasis towards the new hiring season beginning in September.
9.3. As there is now a key safe in operation on the front door, it was confirmed that all past hirers have returned their keys.
9.4. It was confirmed that the Parish Hall Shared Calendar was working.
9.2. Resolved: That the clerk put the position of the designated smoking area on the agenda at the next meeting.
10. KING’S PORTRAIT (C) (see attached PDF document)
10.1. It was agreed that the parish would request a portrait.
10.1. Resolved: That the clerk would register and apply for a copy of the Kings Portrait before Thursday 28th March
11. DATE OF NEXT MEETING
Thursday 4th April 2024 at 7.30pm