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HAWKESBURY UPTON HALL COMMITTEE
Minutes of Meeting held on Monday 11th April 2016
Present
Angelo Sauro Martin Horner Fiona Steeds Bill Cullen Louise Roberts
Kate Bashford Hilary Rogers Rebecca Clark Pat Sherry Jane Stanbridge
Apologies for Absence
Pete & Sue Webb Lorraine Rutter Mark Frankcom Neil Fozard
Angelo welcomed Rebecca Clark who has joined the Committee in place of Steve Magrath, representing the Skatepark Committee.
Minutes of the Last Meeting
February Minutes were agreed as a true record and signed by the Chair. There was no meeting in March.
Projects
Kitchen – the work has been completed and the kitchen looks great. There are a few small snagging issues. The "instant hot water" was not what we had envisaged - Kate to speak to Martin. Each lockable cupboard costs £25 plus VAT. Pre-school & WI to be invoiced for these. Kate to ask Neil to put up the Lottery Plaque. The logo has gone on the website. Kate to email it for use on papers. Kate & Fiona to liaise regarding signs and an instruction folder. Angelo to speak to Martin re circuit breaker & lights. Jane to try social media to try and find someone who can do PAT testing. The Gazette will cover the "official unveiling" of the kitchen. Chris was nominated to perform the ceremony. Kate has applied for the remainder of grant from SGC. Bill will allocate final payments.
Upstairs Room – Email from Mark. Paint & materials purchased – cost covered by HYC funds thanks to a generous donation from Parish Mag. First coat of primer applied. Woodwork should be finished end of April, walls end of May. We need someone to lay flooring. Bill will speak to Martin Weaver.
Pre-School – The Committee feels that until we have an idea of what the maintenance and running costs of the new annexe are likely to be, it is difficult to make a decision. There is a concern about future costs – will we be able to increase our income to cover this? Bill suggested that as we don’t use the changing rooms these should be part of the new development. Kate said Celia will liaise with Sam for advice on the previous application for an extension.
Porch – Neil was not at the meeting.
Finance Report
Bill had distributed his report, which was discussed. Pre-school owe some money but have not invoiced us for cleaning. Bill to contact Celia. Mick Bendeaux has verified the Annual Accounts.
Parish Council Report
No report this month – Andy not at the meeting.
Income
Hall Breakfast
We will meet at 8am to set up for 9am start with walkers. Angelo is concerned we won’t have enough bacon (we ran short last time). Fiona to ask Chris to get 250 rashers. Fiona to ask Kath to cook first batch for Martin to collect at 8.45am. Karen kindly supplying eggs for £20. Chris to get sausages, bacon & eggs. Angelo will get black pudding. Moira will get gluten free bread. Fiona to get everything else.
Bookings
Lorraine emailed the latest bookings list. HCC Race Night and Afternoon Tea this weekend.
Maintenance
Meter Readings – Chris did these.
Play Area/Skatepark Report
Steve Magrath emailed the report which was read out by Angelo. Fiona Hurst is the new Chair of Skatepark Committee. Rebecca asked if it would be possible to extend the footprint of the Play Park. They would like to fundraise for new equipment. Angelo asked Rebecca to let us know what they have in mind and suggested they consult the Show Committee regarding space. Rebecca to speak to Dave/Steve about sign. Bill pointed out that future annual insurance costs must be factored in as part of any fundraising initiative.
Risk Assessment
Emergency Lighting/Fire Bells – checks done by Chris.
Electrical Safety check is due. Angelo to speak to Chris.
Pre-school are concerned about ongoing monitoring of unsafe wall. Angelo to ask Chris to speak to Pete Roberts.
Correspondence
Letter from SGC asking us to fill in Food Saftey form for Hall. Fiona asked for an extension to the deadline in view of new kitchen being fitted.
Bill received new Public Liaibility Certificate which must be displayed.
Angelo had a request for use of Rec for a marquee and toilets for a stop on Bath to Gloucester charity walk/run in July 2017. 1000 participants overs 12 hour period. Concerns about disruption to village. JS suggested asking for people’s views via shop/facebook. We are not sure what we can charge. Angelo to reply and try to ascertain what they would expect to pay.
AOB
Bill attended a Health & Safety talk which covered our responsibilities as a venue for hire. These should be covered in our terms & conditions. Evacuation plan in case of Fire needs to be addressed.
Louise suggested the car park donation box should be sited nearer the Hall door as she has been asked about parking when cleaning the Hall.
Date of Next Meeting
The date of the next meeting will be 9 th May 2016 at 7.45pm
There being no further business the meeting closed at 9.40pm