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Hurstpierpoint & Sayers Common
Parish Council

Minutes of the Meeting of the Hurstpierpoint Village Centre Trustees held on Thursday 30 November 2023 at 9.30pm, at Hurstpierpoint Village Centre (Charity No 305265).

Trustees Present:Malcolm Llewellyn (Chair) Michael Avery Sarah Baldey Helen Bedford Susan DykeDavid Evans Mark Froud Rodney Jackson Duncan Ranger Bob SampsonJulia Shorrocks Annette Street Lindsay Thompson

Also present:                 Sarah Groom, Clerk to the Trustees

  1. Apologies for Absence: The Trustees received and accepted apologies for absence from Claire Majsai.
  • Previous Minutes:  The Trustees agreed the minutes of the annual general meeting held on 27 July 2023.
  • Village Centre Budget Monitoring 2023/24: The Trustees reviewed and assessed the Village Centre’s financial position at the seven month stage.  It was noted that income was doing well.

4.         Main Hall Floor Repairs and Maintenance: The Trustees considered a briefing note that sets out proposals for the repair and on-going maintenance of the main hall floor and agreed to appoint East Sussex Wood Floors at a cost of £288 for repairs, £6,600 for year one refurbishment works and thereafter £3,168 per maintenance visit (i.e. 6 visits over a 15 year period).  Consideration was given to the types of floor surfaces in the rooms and whether they were best suited to both current and potential usage.

5.         Fees and Charges Review for 2024/25: The Trustees reviewed and agreed the briefing note setting out the schedule of annual charges for 1 April 2024 to 31 March 2025 for adoption.

6.         Budget Setting 2024/25: The Trustees reviewed and assessed the budget requirements for 2024/25.  It was agreed to include the subscription to AiRS of £144 and to increase Insurance by 40%. It was agreed the budget would be re-considered in February 2024 for adoption.

7.         Future of Charity:  The Trustees considered commissioning a report to set out the advantages and disadvantages for making the decision whether to dissolve the Charity.  It was agreed to ask AiRS to complete a report to review the advantages and disadvantages of the charity arrangements for the future security of the Village Centre, including a cost benefit analysis (with full cost implications included where possible) for maintaining or otherwise the Village Centre charity.  Trustees agreed the fee proposal of £1,080.

8.         MSDC’s Community Energy Project Update:  The Trustees received a verbal update on the project which involved exploring the potential to enable more rural communities to generate and share renewable energy, limiting reliance on the grid and reducing carbon emissions.  It was concluded that combining heat and solar together with storage will not be feasible but it may be possible for solar and heat improvements to be implemented separately.  The published report will be available shortly.

9.         Date of Next Meeting: The Trustees agreed the date of the next meeting as 29 February 2024 to follow the conclusion of the Parish Council meeting which starts at 7.30pm.

There being no other business, the meeting closed at 10.08pm.                                                     Chairman