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

Go to content

Main menu:

Archive & Links > Minutes & Docs > 2017 Minutes
HAWKESBURY UPTON HALL COMMITTEE
 
Minutes of Meeting held on Monday 16th October 2017
 
Present
Chris Rispin   Neil Fozard   Bill Cullen  Phil Dennett   Pat Sherry   Martin Horner
Fiona Steeds  Kate Bashford  Rebecca Clark Louise Roberts Sam Allen  Steph Weeks
 
Apologies for Absence
Derek Higgs   Pete and Sue Webb    Angelo Sauro    Jane Stanbridge  
 
Minutes of the Last Meeting
These were agreed as a true record.
 
PROJECTS :
Windows – Jane has confirmed that planning consent is not needed.  Awaiting quotes.
Upstairs – no update.
Car Park – Louise will post on facebook asking for anyone who could patch repair it.  Kate has looked at the possibility of a grant from the EU LEDA programme.
Constitution – Kate & Phil distributed a notice to go in Parish mag inviting people to attend a public meeting to be held at December Committee meeting.  Fiona to write to Parish Council and invite them to attend the meeting.  Kate also distributed the draft proposed consititution for the new CIO.  Phil explained the differences between old and new consititutions.  There will be legal costs involved in setting up the CIO.  It is hoped to get a pro bono solicitor for this.  All Committee members will be trustees under the new set up.  Fiona to email and ask for personal contact details which is a Charities Commission requirement.
Library – Pat said that they hope to be running by 12th January.  Library will open from 2-4pm every second Friday.  Pat asked if our insurance would cover them but they will need their own public liability insurance.  Pat to find out if they will cover before we approach our insurers.  Any additional premium would have to be paid by the library group.  The Committee would also look for the Hall hire (approx. £12 per session) to be covered from money received selling refreshments.  Pat to ask Parish Council if they would give financial support to cover hire. Sam said that the piano is WI property and Chris said that they should arrange for it to be removed. Subsequent to this minute we have been advised that WI need to consult on whether it can be removed.
Hallmark Scheme – Angelo not at the meeting.
 
FINANCE:
Treasurer’s Report - Bill presented the report which was discussed. Income from Christmas shopping evening to be moved to Skatepark account.  Skatepark Insurance is due – Steve Magrath is dealing with it. Phil asked that he be consulted as the change to CIO could affect the policy.  Louise has cheaper alternative to PHS but we are locked into a contract now.  Chris thanked Mick Bendeaux for reviewing the accounts.
Parish Council Report  - No report as no representative present.
Car Parking Fees – Neil collected £11.75. 
 
 
 
 
 
INCOME:
Bookings – We have quite a few bookings in the pipeline. Angelo had to buy new bar equipment as it broke down just before a party. He wants to give up licensee responsibilities.  Chris will advertise with job description but it is an unpaid role.  Following a recent incident at a Hall party, Chris has produced a sign stating our zero tolerance policy on illegal drug use to be displayed in the Hall.  He will also put something in the Parish Mag.  We lost income because of this due to extra cleaning bills and Pre-school cancelling for 2 days.  Chris and Fiona are meeting with Pre-school on Thursday to discuss cleaning, communication and sorting out written agreements.
 
MAINTENANCE:
Chris has done the Meter Readings and Logs.  Excessive water usage was due to broken ladies loo cistern.
The following items were added to Maintenance Working Party list:
  • Climbing frame loose step – again
  • A cover required for the electric box in the Hall as it will not lock
  • Nosings for the stairs
  • Loose rail to the ramp and fill holes – concrete seems to work so Chris will buy some more
  • Pre-school cupboard floor – key to be obtained for the cupboard
  • Loose strip in Hall floor
 
Next working party agreed for 18th November 2017 - 10.00
 
Play Area/Skatepark Report
The film event raised £180.  30 tables have been sold for the Christmas Shopping evening and they will also have a photographer.  They will let Lorraine know that they need to set up in the afternoon.  They would like to use the rec for stallholders’ only parking and will have stewards to monitor it.  Karen Bexter is now the official Chair and they are applying for grants to Aviva and possibly LEDA and Quartet.  They are on the waiting list for Waitrose community fund.  Other events are in place for next year and Rebecca confirmed that they are aware of the need to cover Insurance costs annually.  They are getting quotes in and will add Wicksteed to the list.  Louise to pass on folder from original playground project.
 
Pre-school
Chris asked Steph if there was any progress on their plans for an extension.  She said no as they have just elected a new Committee.  Steph asked for items to go on Maintenance list (above).  They want a stairgate at the bottom of the stairs (agreed).  Chris confirmed that the Hall has been PAT tested. They had reported that the kettle doesn’t work but there is another one.  They want to lock the changing room – Chris to put the key with boiler room key.
 
Emergency Lighting/Fire Bells – all ok.
 
Correspondence
Email from Colin Dixon offering a 7’ wide pull down screen for the wall.  Fiona to let him know that the Committee would like to accept this.
 
 
 
Any Other Business
Chris to ask Angelo to look at replacement for Burco as a matter of urgency.
Martin has sand which could be used to secure slabs.  Maintenance party to look at this.
 
Date of Next Meeting
The date of the next meeting will be 11th November 2017 at 7.45pm.
 
There being no further business the meeting closed at 10pm.
 
Search
Back to content | Back to main menu