HAWKESBURY
UPTON HALL COMMITTEE
Minutes of Meeting held on Monday 13th January 2020
Present
Chris Rispin Phil Dennett
Louise Roberts Jackie Sandy Fiona Steeds
Amy Barnfield Angelo Sauro
Kate Bashford Carol Powell
Jane Stanbridge Neil Fozard Martin Horner Hilary Rogers Sally Roberts
Apologies
for Absence
Mandy Clark Bill Cullen
Sam Allen Pat Sherry
Minutes of the Last Meeting
These
were agreed as a true record.
PROJECTS
:
Play
Area – Amy had spoken to Karen who said that work should be
completed by the end of January and Kate is happy that they have kept on top of
costs etc. They asked about Insurance
and Phil advised that this will cost them £175pa in addition to the cover for
the Skatepark. The Play Area policy will
be part of the Hall Policy.
Oil Tank Area –
Louise has spoken to Emma who will advise on planting. Amy and Louise agreed to take charge of this
project and to try to involve children in the village (Pre-school, Rainbows,
Youth Club etc). Chris stipulated that
the garden must be low maintenance and Louise favours a wild garden. Amy can get hold of some picket fence to
separate the Pre-school Playhouse.
FINANCE:
Treasurer’s
Report – Bill distributed his report which was
discussed. The old bank account has been closed and the money transferred.
Hall Fees –
Bill has not had time to do the cost analysis but will shortly. Kate explained that it is difficult to
compare like for like hire with other local facilities. Carol was concerned
that the high cost of Hall Hire for private parties is putting people off but
this will not solve the shortfall as last year there was an effective loss when
grants were excluded from the cash flow.
Jackie is concerned that some people are not paying and that our booking
system is not picking this up. Chris and
Bill to liaise and try to get a picture of how much income we need to generate
in order to adjust fees at the AGM. Chris will also discuss the possibility of
this year having an accountant to review the books and give advice on our systems.
Year End Requirements –
Kate will ask Youth Club about nominating a Hall Representative.
Parish
Council Report -
Carol advised that the Parish Council will have money available to village organisations
and has asked for a “wish list”
(including maintenance issues) from the Hall. Chris to email a list. Suggestions included Car Park, Ice Machine,
Water Softener, Paint. PC asked why
“Lee’s Lights” were switched off early this year. Kate messaged Andrew who thinks it may have
been water damage but it was not done deliberately. He will let us know if there is a problem
when he checks the lights.
Car
Parking Fees – Neil collected £17.26 this month. Jackie reported that the car park was full
when the new Sewing Club arrived on Tuesday.
Louise has had the same problem with Library. Kate to contact school and ask that people
respect the “Hall In Use” sign.
Grant from Parish Mag
– We have asked for something towards
the cost of the new bar Cooler.
INCOME:
Big
Breakfast – Kate to do an advert for Parish Mag. Carol offered to do the Raffle and asked for
donations. Several people volunteered to
help on the day – we need as many as possible.
Fiona and Neil to liaise regarding supplies.
Oil
– John Day has moved the oil to
our tank. Fiona to thank him and Martin
and Pam. Oil level quite low at the
moment.
VE75
Celebrations – A Committee
has been set up to oversee this. They
have sent through their proposals for the day and asked that the Hall Committee
be involved. Chris will attend their
next meeting on 29/1 and anyone who is interested is welcome to go along too.
Fireworks
Insurance – Angelo is
getting 2 quotes for this.
MAINTENANCE:
Meter
Readings –
Chris has done these. All ok.
Maintenance Working Party
– Four people attended last Saturday and a start has been made on
painting. All the equipment is there if anyone
has spare time to go in and paint. The
dishwasher is now operational and door alarm has been fixed. Tom to remove old dishwasher. Angelo has put the escape ladder in situ and
Kate has provided a “Not Drinking water” sign for the meeting room sink.. Date for next working party is 25/1/20.
EWS – there is a problem with water supply in ladies
toilets. It might be easier to replace
the taps than have EWS fix it. Chris
will meet with them to discuss when they do the Annual check.
Initial – they have taken over from PHS. There is now a Nappy bin which will be
emptied fortnightly. Ladies sanitary
bins have been replaced with automatic ones – Kate to put notices up on how
they operate.
PLAY
AREA / SKATEPARK REPORT:
John Day to
do the repair (cost could be added to
wish list for PC).
RISK
ASSESSMENT:
Health
& Safety – nothing to
add.
Emergency/
Lighting/Fire Bells –
all ok.
CORRESPONDENCE
Email from Hazel
Jones inviting us to apply for grants from PC.
ANY
OTHER BUSINESS
Louise has
booked Badapple Theatre for a performance on Sunday 31st May.
Jackie said
that Football Club are turning up on dates which aren’t on the calendar. Angelo to follow up with them.
Jane
suggested a fundraiser later in the year but thinks we need to decide on a date
asap.
Hilary said
that the table tennis table is blocking access to the books in the chair
store. Louise will move it when she gets
the chairs out on Friday for Library.
Neil advised
that the hedge laying party will be out on Tuesday 14th &
Thursday 16th January.
Date
of Next Meeting
The date of the next meeting will be 11th
February at 7.45pm.
This
will follow the AGM which will start at 7.30pm
There being no further business the
meeting closed at 9.30pm.