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HAWKESBURY UPTON HALL COMMITTEE
Minutes of Meeting held on Monday 9th May 2016
Present
Chris Rispin Angelo Sauro Fiona Steeds Bill Cullen Pete & Sue Webb
Rebecca Clark Pat Sherry Caroline Mockford
Apologies for Absence
Lorraine Rutter Neil Fozard Kate Bashford Hilary Rogers Jane Stanbridge Louise Roberts Sam Allen Sue Hope Andy Musty
Minutes of the Last Meeting
April’s Minutes were agreed as a true record and signed by the Chair.
Projects
Kitchen – email from Kate asking for amendment to booking form to ensure hirers agree to read kitchen instructions. Angelo to sort this. Pat reported that WI tried to use the hot water machine but the display showed "descale needed". The Committee was surprised that this should happen so quickly. WI are also concerned about the practicality of the unit. Fiona to ask Kate to speak to Martin.
Upstairs Room – Caroline reported that they still hope to finish decoration by the end of May. Martin Weaver is not prepared to lay the floor. Angelo may be able to do it depending on type of flooring.
Pre-School – We need an update from Kate regarding plans for the new annexe. Porch – Email from Neil advising that he cannot proceed on this as he has other commitments. We do not have the funds for it but Chris will speak to Richard Bleaken for a quote and Angelo will see if we can do anything as a temporary measure.
Finance Report
Bill had distributed his report, which was discussed. Pre-school want to stop paying for Miranda’s cleaning hours so she will have to go through Beaufort Bureau.
Parish Council Report
No report this month – Andy not at the meeting.
Income
Hall Breakfast
This was very successful. We should clear around £450 after bills.
Bookings
Lorraine emailed the latest bookings list. We need a volunteer to open the Hall at 6.10am on Thursday 23 June for Polling Day. Please contact Chris if you can do this. Angelo needs information on Bar requirements for Murder Mystery. Pat suggested he speak to Fiona Webb. Chris to put a notice in the Parish Mag advertising for a Hall Licensee. We need to find out if there is any progress with Sally Bleaken’s proposed fundraiser.
Telecoms Mast
An approach has been made by a company called Access proposing to put a Telecoms mast on the rec. If we allow this they will supply floodlighting (which the Committee feels we don’t need) or a cash incentive. Chris has passed this to the Parish Council and all agreed that this is the right thing to do.
Maintenance
Meter Readings – Chris will circulate these.
Chris has prepared a list of jobs for Maintenance team which he circulated.
Chris has replaced the post and rail fence which borders his property and the Play area. He has written a report which details ownership and responsibilities for the fence and covers future maintenance.
Outbuilding – Pete Roberts has advised that work will be done on the wall but this will take time due to conservation issues etc. He re-iterated that the surveyor’s report says there is no imminent danger from the wall.
Play Area/Skatepark Report
Rebecca reported that Fiona Hurst will sort out signage and that they appreciate that this is urgent. Chris has details for a signmaker. Invoice to go to Bill. They are looking at possible grant funding and will speak to Vicky Pember. They would like to extend the play area and perhaps incorporate equipment for disabled children. They are speaking to the Show Committee. They will also try to get cheaper insurance. Rebecca to ask Steve to do a Play Area report.
We have received a RoSPA report. Nothing was highlighted as needing attention. Bill to ask Tom Kempster to look at the gate.
Risk Assessment
Emergency Lighting/Fire Bells – checks to be done by Chris.
Chris has drafted a "Structure & Responsibilities" document to be attached to the constitution. This was discussed and approved by the Committee.
Pete said that SGC have someone who maintains and repairs play equipment in their parks. He will find out if we can pay them to do our repairs.
Evacuation Plans – Angelo to speak to Ian Rae about drawings which could be displayed and put on website.
Correspondence
Emails from Kate & Neil (see above).
AOB
Louise is concerned that doors and the kitchen hatch are often left open which is a fire risk. Kate to speak to Pre-school and Toddlers.
Bill advised that the new Public Liaibility Certificate is on the Notice Board.
Caroline asked if Youth Club can have a cupboard in the kitchen to store cooking supplies. She will speak to Kate.
Date of Next Meeting
The date of the next meeting will be 13 th June 2016 at 7.45pm
There being no further business the meeting closed at 9.15pm