Meeting minutes 19-04-22

Download the meeting minutes document here.

Date: 19/04/22

Time: 6pm

Attendees: Lynne Caulfield (Trustee Chair), Sandie Emmerson (Treasurer Trustee), Sylvia Simmonds (History Trustee), Tina Cardy (Trustee- Volunteer Management) Richard West (Trustee – Events and Fundraising) Nigel Benwell (Maintenance), Simone LeBoff (Horticulture)

Chair Welcome:

We have had countless unofficial meetings over the past couple of months, most of which were planning groups or Community Focus Groups, but this is the first time we have all been able to get together in the same room for a Trustee Meeting and I am glad to see everyone.

I’m sorry to say that one of our Trustees has had to resign from the Board as other commitments were making it very difficult for her to attend meetings and to fulfil her Trustee role to her satisfaction. We thank Michelle Cusick for the time and the work she has already put in on behalf of the community over the past 6 months or so, and we are only sorry that her professional commitments take her away from us at a time when things are finally happening! Thank you to Sandie Emmerson our Treasurer who will also double up as Bookings Secretary until we find a replacement for Michelle.

Agenda Items and discussion points: 

New Trustee

Simone LeBoff was proposed by the Chair as a new Trustee of this Board, seconded by Sandie Emmerson. Trustees voted unanimously in favour. With her keen interested in horticulture as well as many other creative pursuits we are very happy to have Simone join the Board. 

Focus Groups

The Focus Groups were delayed due to Covid outbreaks in the area but were finally completed last week and we were delighted with the numbers who attended and with their feedback on the Revitalisation Plan, which was extremely positive and supportive. We are still waiting for some of the online surveys to be completed but expect to have the full results by end of April. We will publish the results as part of the final Revitalisation Plan document which will posted online.

Hub Restoration 

Nigel has provided quotes to Sandie for the repainting of the interior of the Hub in preparation for the re-purposing of the rooms. A company has been selected based on their pricing and their availability to carry out the work speedily, so that we can move on to other physical alterations as soon as possible. Redecoration will take place during the months of May and June.

Further quotes for repairs/updates and general maintenance of the facilities are also in the pipeline.

Kitchen planning project

A local café and catering professional group have volunteered to help the Hub with its project for designing a kitchen space and café space. Discussions have begun on how best to design these spaces and funding required. The Café design group now composes this group as well as building and infrastructure construction professionals who have offered their services either for free or at a highly discounted rate to the Charity.

Improved Website planning

Tina has begun planning the structure of our new website with the developer selected. Content creation and photos are needed to help with design.

Hub Logo

The new Hub logo is now official and will be used for all future branding including the outside signs, the website and of course FB pages.

Policies updates

All Hub policies and procedure documents need to be updated.

Grants

The Hub has been successful in its application for a small grant of £150 towards gardening equipment for the external areas. Simone LeBoff to head up the gardening volunteers to start work on these spaces.

IT

New email boxes have been created for the Trustees along the lines of :

role@ivinghoehub.co.uk,

A new website address has been created ready for the new improved Web Site

Trustees can now work via a dedicated Hub portal and share documents.

There is now a dedicated mobile phone for Bookings Secretary and Maintenance Trustees to use.

Charity connections

Chair attended ‘Meet the Funder’ with Rothschild Foundation to learn more about what Funding organisations are looking for in grant applications. Information shared with Trustees.

Support for Ukraine Host Families and their Guests

With the arrival of Ukrainian families in the area, the Chair of the Hub has created a local support group for arrivals and their families. In liaison with a Tring Ukraine support group we will be hosting a first meeting for host families to meet each other and ask their local councillors any questions about the support the Council will be offering. We hope this will be the first of many meetings and look forward to inviting Ukrainian guests to meet each other and their fellow villagers in regular get togethers at the Hub.

Finance Update 

SE presented Hub financial report for period April 21- March 22.

Payment has still not been received from CuriosiTea Rooms for their final utilities invoice. Sandie is going to send a final reminder. 

Maintenance update -Nigel

A full list of works carried out by Nigel as part of the restoration project was provided. He has in the past 2 months contributed 140 hours of voluntary time to do jobs which would otherwise have cost the Charity a great deal of its precious budget.

Chair offered Nigel thanks on behalf of the Trust.

Next Trustee Meeting: TBC

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Minutes Secretary.                                        Date of approval