HAWKESBURY UPTON HALL COMMITTEE
Minutes of Meeting held on Monday 13th February 2017
Present
Chris Rispin Angelo Sauro Martin Horner Neil Fozard Pat Sherry Rebecca Clark
Louise Roberts Bill Cullen Fiona Steeds Sam Allen Hilary Rogers Pete and Sue Webb
Sally Bleaken Mandy Clark Caroline Mockford
Apologies for Absence
Lorraine Rutter Mark Frankcom Jane Stanbridge Kate Bashford
Minutes of the Last Meeting
These were agreed as a true record.
Election of Chairman
Chris Rispin was proposed by Fiona Steeds and seconded by Sue Webb. The Committee thanked him for all his hard work.
Projects
· Windows – Jane and Kate still looking for grants. In August we can apply for a postcode lottery grant.
· Car Park – this is a priority. Quote was for £22,000. Jane suggesting getting a quote for patching. Her daughter has a contact. Kate has written to Cemex and Hanson. We received £200 grant from Parish Council and are applying to Sue Hope for Member Awarded Funding.
· Upstairs Room – Youth Club are finishing off radiators and one wall needs touching up. When the ceiling tiles have been replaced they will order the flooring. Chris asked if we can have a spare key for the cupboard.
· Porch – Richard is too busy but Chris to contact Tom Bleaken who may be able to do the work.
Finance Report
Bill had distributed the report which was discussed and agreed.
Parish Council Report
Deed Document and Title Plans – Sally reported that a statement has now been drafted ready to be signed and witnessed. Chris asked if this will clarify who owns the wall by the football field but Sally had not seen it. We may have to ask Pete Roberts to consult his title deeds.
Use of Drama Lights – Alan Hemingway confirmed that there was already agreement to use the drama lights for a fee so long as a representative from Drama Group is in attendance. This fee would be paid to Drama group. There was some confusion over what happened to the rent received by the Hall for the hire of the stage, which had originally been introduced to make it clear that this was a restricted area (Chairman’s note: This is confirmed in the Booking terms and there is a separate note relating specifically to the stage referring to the items that are the property of the Drama group), principally on the grounds of Health and Safety. There was a discussion as to what should happen to the money for the stage hire and it was agreed that the Stage was all part of the Hall and included within the insurance. Sam advised that there were a number of repairs that were to be included in a programme of work, although not all had been included in the original email so the maintenance committee will review the work and, in consultation with Drama, decide how best the work should be completed. There are some major issues following a recent case regarding the employment of contractors whether officially or unofficially for which there is a risk that liability, if something went wrong, could be directed to the Hall so any proposals needed to be passed by the maintenance committee. Bill said that we are very grateful for the contribution Drama group makes to the Hall and any maintenance costs. Sam also asked that the curtain pelmet be cleaned as this is long overdue. Chris will add it to the maintenance list but it is a problem due to the height and position and we may need to wait until the scaffolding tower is next available.
Fees – Bill is analyzing the accounts to identify actual running costs for the Hall as Chris is concerned about income levels. We may need to increase fees. Chris is keen to set up a social sub-committee to try and increase bookings.
Waste Disposal – M J Church have quoted for waste disposal but they are similar in price to Suez, who we are contracted to. We will consider them when renewing.
Income
· Bookings – only 6 big events (with bar) at the moment. We would welcome any bookings, particularly for Friday and Saturday nights. Fiona to open Hall at 3.30pm on Wednesday for Planning meeting.
· Big Breakfast on 23rd April 2017. Fiona has requested donation from Morrisons. Neil to ask Hobbs for bread. Kath will cook the bacon. We need as many volunteers as possible. Finalize at the next meeting.
· Car Parking – Tash has agreed to pay £15 per month to park. Chris has drafted an agreement and Bill will send her payment details.
Maintenance
· Meter Readings and Logs have been done.
· Maintenance working party – 4th March at 10am.
· Play area – some bolts are needed.
Play Area/Skatepark Report
Rebecca reported that their Chair has resigned. The group are going to liaise with PTA regarding fundraising and depending on how successful this is will either extend the area or replace existing equipment. They are aware that funds must cover Insurance. Chris asked Rebecca to look at painting the equipment as RoSPA have highlighted this before. Steve is still doing the bins. Their next meeting is 5th April.
Risk Assessment
· The boiler room is unlocked. Louise suggested locking it and keeping key in the kitchen cupboard to allow access. All agreed.
· Pre-school have asked for an emergency contact number. Chris and Angelo to arrange this.
· Emergency Lighting/Fire Bells – all ok.
· Constitution – Kate is looking at this.
Correspondence
Angelo has received confirmation from Mel Thomson that we will be allowed to use the Marquee on Sunday after Show Day for fundraising. Mel will co-ordinate with us. We need to decide on ticket price, bar, toilets etc. Kate has organized some helpers from PTA and several Committee members have offered to help as well.
Any Other Business
The sinks in the ladies toilets have overflowed. Steve Blakeney is looking at replacing the fittings which seems to be the problem. He will also check water temperature as Pre-school have complained that it is far too hot.
Angelo also reported that during a function recently the radiators were turned off and so the Hall was cold for the next users. He suggested an internet connected system which will alert someone by email when there is a failure in the heating system so that we can rectify it. Cost is approx. £200 + fitting. This was agreed.
Sally asked if the period when the timer for lights in the ladies is activiated could be extended. Angelo to arrange.
Louise reported that the freezer is full which could be a problem for hirers.
Neil gave Bill a cheque for £25 from the Shop for use of a Freezer.
Date of Next Meeting
The date of the next meeting will be 13th March 2017 at 7.45pm
There being no further business the meeting closed at 9.30pm.