Meeting minutes 11-08-22
Date: 11 August 2022
Time: 6-8 pm
Attendees: Lynne Caulfield (Trustee Chair), Sandie Emmerson (Treasurer Trustee), Sylvia Simmonds (History Trustee), Nigel Benwell (Maintenance)
Café Update - Chair
The couple interested in the running the café business have staffing issues and may not be able to open the café until these are resolved. Trustees decided to wait until end September before offering the café business out for rental.
Chair waiting for new quotes for extraction, flooring and wall covering for kitchen. Verbal quotes looking good. As our budget is almost used up by opening the café we will look to hire any further equipment required in the servery area to give us the chance to bank some rent.
For Trustee Review and Approval-Chair
Trustees reviewed and signed off recent minutes.
Website content to be reviewed once it has been posted on website. Chair to action.
Rental for café area discussed. Chair to get commercial appraisal to help with negotiations.Trustees agreed to rent reviews after 3 & 6 months for first year.
Trustees agreed School Room room rental charges (£12 per hour for regular/multiple hires (ivinghoe Parish/Pitstone residents) - no reduction for hours afterwards, £14 hour ad hoc, (Ivinghoe Paris/ Pitstone residents), £16 per hour ad hoc (not Ivinghoe Parish/Pitstone residents).
Trustees agree to continue charging £100 per month to Electric Bike Company until the café opens and provides increased footfall/exposure. This will then go up to £200 per month.
Trustees voted to get additional quote from Gas and Extraction company for cleaning of equipment
Date for Annual and next Trustee Meetings set for October 19th. Secretary to post details on community notice board and websites a minimum of 3 weeks prior i.e., by 28 Sept.
Chair requires Trustee Bios from Sandie and Simone.
Nigel to remove Belfast sink from main room and put in courtyard for plants.
Finance Update - Sandie
Formal Accounts Review was shared by Treasurer.
Gas and electric rates have been agreed to 2026.
CuriosiTea have paid their bill
Biz Rates are being reviewed withBucks CC -Treasurer to follow up to get detail on rates for Hub and café area and request rebate as we have overpaid since café closed. Important that we have clarity on Biz rates, utilities and water charges ready for discussions with Cafe managers as part of lease negotiations (by end August latest)
Mobile phones for Maintenance and Bookings Manager are now up and running. Treasurer managing bookings until regular Booking team is finalised.
In view of important financial outlay for kitchen project it will be important to get new revenues in from rentals to help pay for utilities from October onwards.
Forward Planning
The Trustees want to be able to announce the first community events on the website and FB. First Community Event will be in Oct? Simone to organise Wine Tasting with No 2 Pound St or Tring Winery? Set date. Christmas Fair date to be decided (November) Christmas Quiz in December - Chair to follow up with Quiz master.
Treasurer to review Music Licence to make sure it is still being charged at the correct rate. Chair supplied information document.
Chair to approach potential new Trustee who might be able to help with Bookings.
Carried forward for discussion at next Trustee meeting:
Final review of Website and content before launch.
Chair to follow up with Hub solicitor to find out more about the lease documentation for the Hub so we can be sure we are fulfilling all of our short-and longer-term obligations.
Should we change Charity name and finalise Trustees on UK website -potential issues with paypal and bank accounts? Or just keep it for signage and website branding – confusing?
Review Hub policies and confirm/assign responsibilities ready for AGM.
Grants: meeting with Community Board this has now been moved to later as the attendees have Covid. Funding: What else do we need additional funding for? List so far:
Ramp for entrance
Hub History Tours project
Projector and screen for community use – community cinema grants available
Outside painting of building
Restoration of railings
Soft play kit
Plants, troughs etc
Hearing Loop
Picnic tables and chairs for front area, Picnic tables for front £289 at garden centre
Anything else?
Trustee requirements:
Bookings and Trustee Secretary, Treasurer/Finance Trustee, Maintenance (to work with Nigel), social media (including FB and website updates), Events, Volunteer Manager, Fund raising Trustee (Grants applications working with Chair).
Set up meeting with local community police to review local issues/vulnerable people – general awareness
Feedback box at hub and on website
Next Trustee Meeting: TBC
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Minutes Secretary. Date of approval
