May 12 - 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 21 st May 2012

Present:  
Angelo Sauro    Neil Fozard      Chris Rispin   Hilary Rogers      Bryan Robinson         
            Fiona Steeds     Pete Webb       Sue Webb     Dave Anderson  Lorraine Rutter   

1. Apologies
Apologies were received from Mick Bendeaux, Kath Harkness,  Pat Sherry and Louise Roberts.         
            
2. Previous Minutes
The Minutes of the previous meeting were signed as a true statement.

AS
introduced Helen Black from CSV Glos who was attending the meeting to advise on Trustee Roles and Responsibilities.  She identified the following areas which need to be looked at:
Health & Safety Policy
Annual Risk Assessment
Trustee Liability Insurance
Entry with Land Registry

HB’s
interpretation of the Trust Deed is that the Parish Council are Holding Trustees and the Hall Committee are Managing Trustees.  She proposed to meet with AS, CR BR and the Parish Council for further discussion and will then report back to us – probably at the August meeting.

3. Matters Arising
Boundary
– ongoing.  We are still trying to locate the deeds, as they were not in the safe.  It is thought these may have been deposited at Lloyds Bank in Wotton on behalf of the Hall Committee.  AS to contact the manager there.
Car Park – we won’t know until next month if we have the grant MB applied for.  If we are successful we should be able to patch repair the car park.
SkateparkDA advised that £48,000 has now been fundraised.
Marketing of Hall - AS is gradually updating website. BR suggested photos of Hall be put on front page of website.
Spring Cleaning Sessions –  AS thanked Sue & Pete for cleaning the upstairs room.  SW pointed out that after they had done this the carpet had been stained (following a function) and the stains cannot be removed.  She asked if the door could be locked during functions in the Hall.


Wish list (Pending)
These are items which will be put on hold until funds are available:
Resurface Car Park; New Kitchen; Bench for Playground; Stage Curtain Tabs & Lighting

4. Treasurer’s Report
MB
distributed the report by email.  Profit from Breakfast was £223.95 (not included).  Charges for Internet/phones seem high.  AS to follow up.

5. Emergency Lighting/Fire Bells/Extinguishers & Meter Readings

CR
carried out the Emergency checks - all ok.
CR supplied readings:  Electricity 245879;  Water 998/965;  Oil 32"
AS advised that there is still a problem with the heating being adjusted and left on by Hall users.  It was also felt that oil usage/prices were high.

6. Playground Check
No report due this month.

7. Correspondence
Email from MB regarding Jubilee weekend.  He suggested we do a Pimms Tent on the Sunday as we have a lot left.  AS to see if feasible (staffing may be a problem). HR suggested FOSM may buy our leftover stock for Show Day.

We will have a new cleaner from June.  A cleaning schedule is required.  SW had previously prepared one.  FS to see if there is a copy amongst old Minutes.


8. Any Other Business

AS
to get bar staff for June events.

BR handed over the RoSPA report carried out on this month to NF.  The main criticism was poor condition of some paintwork.

9. Date of next meeting

The date of the next meeting will be Monday 11 h June at 7.45pm.

There being no further business the meeting was closed at 9pm.




 
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