Jun 21 - Hawkesbury Upton Village Hall - Hire for Weddings, Parties, Stage for Live music

PRESENT    Andrew Webb   Phil Dennett    Fiona Steeds   Kate Bashford   Chris Knight  Hilary Rogers

Hannah Herod  Sue Hope  Louise Roberts   Neil Fozard   Neil Adams  Jackie Sandy (via Zoom)

 

APOLOGIES   Steve Magrath    Mandy Clarke    Angelo Sauro   Sally Roberts     Amy Barnfield              Bill Cullen       Vicky Rispin          

The Minutes were amended to include Apologies from Sam Allen and agreed as a true record.

 

 

The Committee co-opted Hannah Herod as a Trustee, proposed by Sue Hope and seconded by Fiona Steeds.

 

Jackie reported that she, Bill and Angelo have trialled the system which works well and they want to implement it as soon as possible.  This means that they will start with the current pricing system, to be reviewed later. We are still on a free trial and Angelo is looking into a discount through WERN.  Although there is an annual charge, the new system will ensure all invoices are sent out and hopefully paid promptly.  The fee also includes technical support. Proposal Approved.

 

No update as Angelo was not at the meeting – to be discussed next month.

 

Jane had reported that she had not heard anything from the guy who had enquired about running monthly sales in the Hall, so she felt he was no longer interested.  Fiona to ask her to get confirmation of this, but if he does want to do it we would need to know under what  terms.  Sue asked if the Committee would want to run these events.  The general consensus was that we could only do it twice a year at the most. Jane to feedback at the next meeting.

 

Bill had updated this to include a £500 limit on spending for maintenance activities without Committee approval and at the discretion of the Committee Maintenance Representative.  Sue was concerned that this was high.  However, Chris and Phil thought it a reasonable amount and enables maintenance issues to be dealt with promptly.  Kate confirmed that two signatories are required before any payments can be made in any case.  The Policy was approved.

Kate and Chris have linked this to the Health & Safety Policy.  The policy  was approved.

Chris has updated the language and Phil has checked it over.  Neil Adams pointed out that the date was incorrect.  Kate will change this and the Policy was approved.

This is more of a procedure and was OK’d as such. Creation of a comprehensive Bar Policy is an item within the Strategic Plan and will be addressed as such.

Andrew and Angelo have made a start on evolving this into a Plan but it is ongoing.  Sue reported that Parish Council felt it lacked vision, but Andrew reminded her that part 3 of the plan scope was deliberately left flexible for longer term proposals once the hall operations had been stabilised and enhanced under the current remit.  Kate pointed out that the Plan was based on feedback from the Community and was tailored to that.  Sam said that 2020 had shown us how difficult it is to plan ahead.  Andrew asked people to email him if there is any area of the Plan in which they would particularly like to be involved, otherwise he will propose leaders for each activity in the plan for full committee review.    

Pre-school had commented about daily cleaning of the floor, but Kate spoke to the Cleaner who has had no such feedback and preschool haven’t provided any further details.  Sue asked about changes to Covid restrictions in relation to the Library re-opening.  It appears that they remain the same as now for a further 4 weeks so they probably will not open.  Evergreens have been in touch about meeting in the Hall in August.  Kate to get back to Mandy. The quilting group are waiting until next year.

 

No new bookings but Jackie said the couple whose wedding is booked for August still hope to go ahead. Andrew thought this might be an opportunity to publicise the Hall as a potential wedding venue. Jackie asked for a costing to hire the Hall and Field for a 5k event and also for the Show Committee.  Andrew, Kate and Bill will get together and discuss before the next meeting.  The Dance teacher has asked if she can put up a banner on the building like the one Pre-school have.  The consensus was that they are not a community group so we should refuse permission.

 

Bill’s report will be circulated after the meeting.  He has implemented the monthly invoicing system which works well.

 

Chris had distributed his report and there were no issues with it.

Steve sent his report in.  The only issue is a loose ladder.  Kate will pass to Angelo for maintenance group to monitor.  Kate has discussed the issue with the gates with Karen Bexter.  Karen suggested an online fundraising campaign to raise the money due to high cost (£1500 + VAT). This is to replace the gate between the two play areas, the committee having already approved the decision to replace the gate on the boundary of the playpark using the reserved fund. Chris has put a warning on the gate.  Hannah wondered if we should remove it until the issue is resolved but Karen has said that a lot of parents want a separation between the two areas.

 

Andrew went through Angelo’s report. The trees at the front are close to the power lines.  Chris thinks Angelo has reported this to Western Power and will update within the Risk Assessment. 

Fiona to ask Angelo to confirm that the Showers have been descaled and cleaned (Section 6).

Chris will undertake the H&S Monthly check (Section 7) with Andrew Warner and update the Risk Register quarterly as per policy. These two activities will be included in the check list in section 7 (Angelo to note).

Andrew felt that we should separate policies from procedures in section 8 and strive to get a complete up to date status by the next meeting. This was agreed and Andrew will liaise with Angelo.

Andrew thinks we need a Complaints Procedure and Employment Policy which will be added to the list. Many of the policy updates and revisions have direct implications on the Hall Hire Terms and Conditions and Phil agreed to review our T&Cs in this respect once all policies have completed their updates.  We must ensure that the approved versions of our Policies are posted on the website. 

Phil also agreed to look at the Certificates and Licences section and update the check list as many of the “review dates” are currently blank.

 

Sue said that PC are taking professional advice on what trees are suitable.  Angelo and Sally have agreed on a location.  Sue said grants are available and PC may contribute as well.  Kate asked that any quotes include protective materials.  Hannah suggested a community tree planting event.

Angelo to confirm that this has been done.

 

Phil asked if a regular maintenance date could be set.  It was suggested this be the 1^st Saturday in every month from 10am to 1pm, to allow time for feedback to the Committee meeting.  Kate will pass this on to Angelo along with the details of people who said they are happy to help when they completed the questionnaire.

Sue advised that there is a vacancy on the Parish Council and that the Annual Assembly had taken place online.  Parish Council have no objection to us using their Projector, so long as it is kept in the locked office.  Kate to liaise with Hazel.  Neil Adams kindly offered use of his projector if required.

No correspondence.

Nothing for Parish Magazine – Fiona to let Jane know.

Angelo has emailed to ask the Committee to implement a plan which will enable him to give up his role as Bar Manager.  Andrew suggested we undertake this as part of the strategic plan action to review the Bar Policy and Operation and he will pull this forward in the plan.  Fiona to ask Angelo for a list of duties/responsibilities for the role.  Kate thinks we may have to employ someone for this.

 

Sam suggested running a monthly fundraising event, but Andrew is concerned that there is a lack of volunteers prepared to help.  Sam also has some good ideas for the 40^th Anniversary celebration and this will be discussed at the September meeting.

 

Neil Fozard collected £40.69 from the car park.

 

Drama Group will be putting on a Hall fundraiser on August Bank Holiday Monday.  Hall Committee will run the bar.

There being no further business the meeting was closed at 9.45pm.

 

The date of the next meeting will be Monday 12^th July 2021 at 8pm.