Jul 17 - Hawkesbury Upton Village Hall - Hire for Weddings, Parties, Stage for Live music

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HAWKESBURY UPTON HALL COMMITTEE
 
Minutes of Meeting held on Monday 10th July 2017
 
Present
Chris Rispin   Angelo Sauro    Bill Cullen  Hilary Rogers   Kate Bashford   Fiona Steeds     Pat Sherry     Phil Dennett   Sam Allen     Martin Horner    Neil Fozard    Celia Rowlands   Derek Higgs
 
Apologies for Absence
Lorraine Rutter    Louise Roberts   Mark Frankcom   Pete & Sue Webb
 
Minutes of the Last Meeting
These were agreed as a true record.
 
Phil Dennett was officially co-opted on to the Committee.
 
Projects
·         Car Park    Vernon Chappell will not be able to help.  Fiona to try and find out who did the job last time.
·         Upstairs Room – Mark emailed to say that there is no further progress.  They meet again in September and he pointed out that they are a small team of volunteers.
·         Windows – no update.
·         Constitution – Kate, Chris & Phil have had two meetings with PC.  Phil will work with Andy Musty & Bryan Robinson on the missing Deed document.  We discussed the reasons for moving to an Incorporated Charity - there were 3 - to update the constitution, to reduce the personal liability of trustees and to ensure that more Trustees from all the village groups became involved. 
All Charity Trustees have certain responsibilities. These are:
1.      Act responsibly and prudently. This means not speculating with the Charity’s assets, complying with legislation and maintaining accurate financial control.
2.      Act together
3.      Advance the purposes of the charity
4.      Avoid a conflict of interest.
5.      Act for the charity (so as a Trustee of the Hall, you must remember your first responsibility is to the Hall, not an organisation / user group that you are a member of).
6.      Act gratuitously (i.e. not benefit financially from being a trustee).
7.      Delegate responsibility where appropriate.
These responsibilities will not change under a new structure. The potential liabilities of Trustees will change.
A Trustee of an Unincorporated Charity can be held liable for unpaid claims, even if they have tried to act responsibly. They can also be taken to court, e.g. over a contract. They can be held personally liable.
A Trustee of an Incorporated Charity can only be held personally liable if gross recklessness or criminal negligence has occurred. They do not have any financial liabilities.  
Effectively there were three possible options:
1.      The continue as we are with an updated Constitution and as an Unincorporated Charity
2.      For the Parish Council to take on full responsibility for the Hall as opposed to just being the Holding Trustees and to run the Management Committee of the Hall as a sub-committee of the Parish Council.
3.      To become an Incorporated Charity and update the Constitution.
The Parish Council indicated that they did not wish to take up Option 2, unless by default as a Holding Trustee.
The Management Committee after some discussion agreed that they did not wish to continue under Option 1 for the reasons given earlier in this minute and it was put forward that we should undertake Option 3 and the Committee unanimously agreed to this proposal.
The working party comprising Kate, Phil and Chris will now pursue the project plan (attached) to progress this option.
 
 
Finance
·         Treasurer’s Report - Bill distributed the report which was discussed.  Skatepark Committee have asked for funds to kickstart their fundraising.  Chris has asked them to put forward their proposals.  They were also concerned that we might need £480 of their funds to repair the swing but we hope to avoid this (see Maintenance below).  Angelo to advise them on using Easyfundraising.  Bill re-iterated the importance of keeping funds in the Skatepark account topped up.  Kate to speak to Jane about having a double signatory for grant application finance.
·         Parish Council Report  - No report.
·         Fees – ongoing.
 
Income
·         Bookings – No extra bookings until September.  Mel has advertised the Sunday After Show event.  She has staff for the evening but needs people to set up and clear away.  Angelo to get list of requirements and times for next meeting.  Several Committee members have already volunteered to help but more are needed.  Angelo to check if our Licence is being used for Sunday.  Vicky Rispin has asked Bill to invoice Show Committee in advance for use of Rec.  It was agreed to ask for money to cover extra cleaning and utilities.
·         Car Parking – Neil collected £13.29 for parking.  Celia said pre-school mums would put flyers on cars if these could be made available.
 
Maintenance
·         Chris will do Meter Readings and Logs.
·         Maintenance Working Party – 22nd July at 10am.  Pre-school have arranged volunteers to help with tiles.  Angelo to sort materials.  A second date of 19th August was agreed.
·         Wickstead have advised us not to use the broken swing and quoted £480 to repair.  Angelo and Chris have done a risk assessment and believe that the swing is safe to use.  The problem is not the stanchions but subsidence. Chris has gone back to them and is awaiting a further reply.  Angelo and Neil will try to sort it. 
·         RoSPA Report highlighted some medium risk areas – tiles, squeaky swing.  Chris suggested we paint again and oil/grease the swings.
 
Play Area/Skatepark Report
They are holding an open meeting on 19th July to discuss refurbishment of the Play area.  Posters have been put up around the village.  Angelo to advise them about Easyfundraising.
 
Risk Assessment
Martin suggested putting a notice in the Parish Mag reminding people that safety gear must be worn when using the Skatepark.  Chris to refer this back to Skatepark Committee.
 
Emergency Lighting/Fire Bells – all ok.
 
Correspondence
Louise is covering Jess’ cleaning hours and asked if she should be paid through Beaufort Bureau.  This was agreed.
 
Following Sue Hope’s email regarding Land designation, we can officially confirm that the Recreational Field of the High Street has been designated a Local Green Space (Green Space Code LGSD171)
 
Any Other Business
Kate asked if anyone had a PA system that PTA could borrow.  Neil suggested asking Barry Hope.
 
Sam asked for the stage to be cleared and props box put back in place.  Neil to sort.
 
Pat reported that the water heater didn’t work last Tuesday.  Angelo to look at this – we may have to return it.  Pat also requested a replacement key fob for Peter.  Angelo will sort.
 
Celia said that Pre-school intend to site their new shed adjacent to existing.  It will be a similar size.  They are applying for a grant.  Pre-school understand that they will be responsible for erecting the shed and keeping it in good repair.  Neil advised siting it on blocks and Pat warned that they should be aware that kids will try to climb on the roof.  Anti-graffiti paint was used on the other shed.
 
Hilary asked if WI can park on concrete area at rear of Hall when they have a big group meeting in October.  This was agreed.  She asked for the piano to be re-tuned.  The Committee agreed to meet 50% of the cost.
 
Angelo reported that the Cotswold Charity Walk was very successful.  We charged £280 for use of facilities. They will be back next year.
 
Date of Next Meeting
The date of the next meeting will be 14th August 2017 at 7.45pm
 
There being no further business the meeting closed at 9.15pm.
 
 
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