HAWKESBURY
UPTON HALL COMMITTEE
Minutes of Meeting held on Monday 13th November 2017
Present
Chris Rispin Angelo Sauro Phil Dennett
Pat Sherry Martin Horner
Derek Higgs Pete and Sue Webb Fiona Steeds Kate
Bashford Rebecca Clark
Louise Roberts Sam Allen Rebecca
Clark Mark Frankcom
Apologies
for Absence
Jane Stanbridge Neil Fozard
Bill Cullen Mandy Clark
Lorraine Rutter
Minutes of the Last Meeting
Pat
Sherry asked that Minutes be amended to show that Library Group “find out if
Parish Council will cover Insurance”.
PROJECTS
:
Windows
– Jane was not present but will email an update asap.
Upstairs
– Mark hopes to have more information by end of November.
Car
Park – Louise had no response from
Facebook. Chris has some filler for the
holes which will be used at Maintenance Working Party on Saturday.
Constitution
– Kate & Phil have publicised the Special General
Meeting but are not hopeful of a good turnout.
Parish Councillors have been invited.
Fiona has collated the Trustee personal information. Kate will email
answers to questions which have arisen. Phil
said that it is unlikely we can get a to get a pro bono solicitor for the legal
work but he has the name of a firm whose charges should be reasonable. Derek said that the Parish Council should be
able to help to the sum of approx. £1000.
Next month’s Special General Meeting will take place before the
Committee Meeting. A register must be
taken and there will be a vote.
Library
– Pat said that they won’t now be running until February due
to trying to sort Insurance . They
propose opening on alternate Tuesday’s from 2.15-4.15pm. This gives the cleaner enough time to clean
the toilets and she now does a full clean on Wednesday mornings. Pat is concerned that they may have trouble
initially covering Hall hire. It is hoped Parish Council may be able to help. Following letters from WI and Pauline
Setterfield we know that the piano does
belong to the Hall and we think we have enough space to keep it. Kate will ask Pre-school to remove the slide
and ask if they need the display board.
Hallmark
Scheme – Angelo has emailed everyone details
of the scheme. Chris wants everyone to
have a look. There are 3 levels. Angelo
thinks level one is easily achievable.
Chris asked him to find out if it will cost us money.
FINANCE:
Treasurer’s
Report – Bill was not present but had emailed
the report.
Fees
- Chris has been looking at increasing our fees. Angelo has been organizing the bar for many
years free of charge, for which we are very grateful. Realistically we will need to pay someone to
do it going forward. We also need to
allow for increased cleaning costs.
Chris will distribute his proposals.
Louise was concerned that people pay for the Hall for their function but
come early to set up and stay late without paying. They also use the stage and upstairs room
without paying. Angelo has changed the
booking form to clarify this. Drama were
unhappy that the stage had been used on Friday, due to a misunderstanding. Chris will make a “DO NOT USE STAGE” sign for
use during Drama rehearsals and Lorraine to book stage out during these
periods. Chris will prepare an advert
for a Licensee. Martin to look a cost of
advertising in specialist publication (Morning Advertiser). Mark thanked Angelo for all the work he has
done on the bar.
Parish
Council Report - Derek
reported that the PC are concerned that there may be an overlap of Insurance
amongst Hall Users. One of the Councillors has expertise in the area and has
invited Committee members (and Skatepark in particular) to have a meeting to
discuss. However Skatepark need to renew
(Zurich) next week, so Rebecca will find out if we can get cover for, say, 3
months while we try and get some sort of “umbrella” cover. She will also make sure Zurich are informed
about the change to CIO so that we continue to be covered. Rebecca will contact Hazel to set up a
meeting with PC and Chris asked all groups to let Fiona have details of their
policies, with renewal dates. Derek also
advised that PC are donating a laptop to the Library Group.
Car
Parking Fees – Neil collected £16.95 this month.
Pre-school
– Chris and Fiona met with Pre-school
representative on 19/10 (Minutes attached).
We are now waiting for them to come back with draft hire agreement. Kate may have spare lino for under stage
cupboard.
COMMITTEE:
Chris announced that he and Angelo are
stepping down as Chairman and Vice Chairman respectively. Anyone who is interested in these posts
should speak to Chris.
INCOME:
Bookings
– Quite a few bookings between now and February. Dave Anderson wants to run a fundraiser for
RNLI and has asked for 100% of bar takings for the Charity. The Committee felt this would set a precedent
and Angelo suggested a 50/50 fundraiser.
Chris to look at this as part of the review of fees.
MAINTENANCE:
Chris has done the Meter Readings and
Logs. Working party will be 18/10 from
10am-1pm. All volunteers welcome. Fittings on gents’ sink need replacing and
Bar needs finishing following replacement of cooler and pipework. Angelo to
liaise with Louise re cleaning. Burco problem still unresolved. Bonfire Committee donated an urn to replace
the one which broke during their function.
Louise bought a new kettle. Chris
asked Angelo to arrange for the Urn and kettle to be PAT tested. Pre-school have bought their own kettle.
Play
Area/Skatepark Report:
Rebecca reported that they have raised
£400 from BBQ at Bonfire night and £900 from Shopping Evening. They are meeting next week to formalize their
Committee and will liaise with PTA & Pre-school regarding fundraising. Rebecca asked if a Hall Committee member
could attend their meetings as liaison as she is short of time. Chris stated that it was acceptable for the
Hall representative on the committee to undertake the role of representing the
Hall and perhaps someone from the Hall committee, such as the Chair or Vice
Chair, could be called for specific meetings. Fiona to email the
Committee. Pete has a contact in SGC who
maintains Play Areas. He will try to find out costs involved. Insurance was discussed (see Parish Council
Report above).
RISK
ASSESSMENT:
Health
& Safety - Angelo to ask Bonfire Committee to
leave fencing round fire area in situ until the site is completely cleared in
future.
Emergency
Lighting/Fire Bells - OK
Correspondence:
Everything covered above.
Any
Other Business:
Martin asked Angelo to give our thanks
to the Bonfire Committee for putting on a great display. He particularly like the choice of fireworks
which weren’t too loud (appreciated by animal owners).
Angelo said that the Bonfire Committee
are donating £300 to the Hall Committee. The Committee added their thanks.
Date
of Next Meeting
The date of the next meeting will be 11th
December 2017 at 7.45pm. This will be
held directly after the Special General Meeting.
There being no further business the
meeting closed at 9.45pm.