HAWKESBURY
UPTON HALL COMMITTEE
Minutes of Meeting held on Monday 8th October 2018
Present
Kate
Bashford (Chair) Phil Dennett Pat Sherry
Bill Cullen Hilary Rogers Martin Horner Neil Fozard Jackie Sandy Fiona Steeds Louise Roberts Carol Powell
Apologies for Absence
Lorraine Rutter Sam Allen Mandy
Clark Jane Stanbridge Chris Rispin
Minutes of the Last Meeting
These
were agreed as a true record.
PROJECTS:
Play
Area – They have fundraised almost £10k so far
and have applied for several big grants.
If they are unsuccessful with grants they will refurb the Play Area with
flooring being the priority. They are
also trying to recruit more Committee members.
Upstairs
Room – Only outstanding item is window
blinds. Youth Club are struggling to get
Committee members and may have to close.
This will be decided by Christmas.
It would be good to promote the room for meetings.
FINANCE:
Treasurer’s
Report – Bill had distributed his report which
was discussed. Bill has set up the new
bank accounts which he is running in tandem with the old ones for the time
being. He will send round an email with
new payment details for Hall Users. Some
payments for the Gin Evening have gone into the Hall account and other directly
to Mike Bendry. After the event Bill
will make sure proceeds are fairly distributed between Hall and FOSM. Jackie asked if we need to take a deposit
from people who only book a couple of hours in the Hall in the daytime. It was decided that this is not necessary.
Parish
Council Report – Carol reported that the lights in the
gents kept coming on when PC were leaving the building last week. Neil will look into it but it was thought
that the lights are on a timer. PC asked
for an update on the Skatepark:
Kate explained that the Skatepark has
been vandalised and a den has been made underneath it. The Police were called out and have offered
to give us signs stating that the area is regularly patrolled which may be a
deterrent. Louise said that people were
keeping an eye on the Skatepark and that someone had spoken to youngsters who
were hanging around (not skateboarders).
The Skatepark remains open as it is still safe to use. Options for repairing the damage are to
replace the side panel with steel or breeze block. John Day has been asked to quote for steel
and Neil is getting a quote for blocks which he thinks will be cheaper. If we
choose this option Martin has offered to donate the sand. Neil will update the
Committee by email and it may be necessary to carry out the work before next
month’s meeting.
Car
Parking Fees – Neil collected £11.75 this month. There are still concerns about people using
the car park regularly and not paying whilst the Hairdresser pays every
month. For discussion next month.
INCOME:
Gin
evening – Gin Tasting evening tickets sold out
almost immediately. Helpers will be
needed on the night. Fiona to email
everyone. Carol and Martin offered to
help. Louise is doing a “Gin themed”
Raffle and would welcome any donations.
Pam Bendry is organizing the food.
Parish
News Welcome Pack – Kate has produced a very good
leaflet about the Hall which could be included in the Welcome Pack. She will go back to Colin Dixon and ask if
this is ok.
Booking
form – Angelo and Phil are liaising with
Iain Rae regarding floor plan and Emergency Procedures.
Caravan
Club – they have asked if they can bring 30
caravans to the Rec for Easter weekend 2020 (Thurs-Mon). They will pay a fee for the Rec and also Hall
hire. It was decided to go back to them
to clarify terms – i.e. they will have to manage access to the field; no cars
to be left in the car park; maximum 30 caravans; will they require water and
electricity?; there will still be public access to the Skatepark and Play Area
over the weekend. Kate to ask Lorraine
to go back to them.
MAINTENANCE:
Meter
Readings – no readings (Chris is ill)
Skatepark
– See above under Parish Council report.
Maintenance
working party – Chris to set a new date.
Water
Softener – Kate has details of 3 different
systems. Louise will email surrounding
Village Halls to ask what system, if any, they use. There is also the issue of a separate
unsoftened drinking water supply. Kate
will discuss with Chris.
Hall
Floor – Neither Angelo nor Drama Group can find
someone to sand down the floor. To be discussed next month.
Relief
cleaner – We have been unsuccessful in finding
cover for Jess’ maternity leave. This is
now urgent. Louise will post on Second
to None. If anyone knows of someone who
would cover (doesn’t have to be every
day) please let Chris know. Kate is
contacting Hillesley and Didmarton Halls to see if their cleaners are
interested. Louise offered to clean the
Bar as there were complaints that surfaces are sticky and dusty.
PLAY
AREA / SKATEPARK REPORT:
No report.
RISK
ASSESSMENT:
Risk
Assessment Report – Pre-school
reported that the Toaster plug is broken.
Martin took it away to repair and another toaster was left out for them. Report of broken handle in ladies toilet.
Health
& Safety – no issues reported.
Emergency/
Lighting/Fire Bells – No report.
CORRESPONDENCE:
BIU
Group Service Level Agreement – Phil still
dealing with this.
ANY
OTHER BUSINESS:
Karen Bexter needs Public Liability
Certificate for grant applications and Bill could not find this. He will follow up with Angelo.
Bonfire Night – this will be held on
Saturday 3/11. Angelo not at meeting so
no further information.
Date
of Next Meeting
The date of the next meeting will be 12th
November at 7.45pm.
There being no further business the
meeting closed at 9.15pm.
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