Apr 21 - Hawkesbury Upton Village Hall - Hire for Weddings, Parties, Stage for Live music

 

Present     Bill Cullen    Neil Fozard    Phil Dennett    Fiona Steeds   Angelo Sauro    Jackie Sandy   

Sam Allen    Kate Bashford    Jane Stanbridge   Andrew Webb    Neil Adams    Chris Knight

Hannah Herod   Vicky Rispin

 

Apologies  Sue Hope   Steve Macgrath   Louise Roberts   Sally Roberts  Amy Barnfield  Mandy Clarke

 

Kate welcomed Chris Knight and Hannah Herod to the meeting, as they are interested in joining the Hall Committee.  Everyone introduced themselves.

The minutes were agreed as a true record.

 

Karate, Football and Brownies are all returning to the Hall and have submitted Risk Assessments.  Dance due to start next week.  Jackie will ask them for their RA.  Kate has spoken to Jess about cleaning.  It was agreed that an extra 15 minutes each side of bookings will be left for extra cleaning.  Hall Users will not be charged for this time.  It is hoped that Badminton and Library will return soon. Evergreens will not be back until August at the earliest.  Bill wants to start invoicing on a monthly basis.  Jackie will advise all regular users that they will now be billed at the end of the month for that month’s hire.  Andrew suggested payment terms be 10 days from date of Invoice.

 

Bill had distributed his report which was discussed.  Andrew asked if we still owe money for the Playpark.  We are holding back £400.  Karen Bexter has emailed the contractor to ask for the painting to be re-done.  RoSPA report is due soon.  Bill thanked Phil for replacing Chris Rispin as a signatory to the account.  The new accounting system is ongoing – Emma has been busy and temporarily unable to work with Bill on it.  Angelo asked if we had been billed by the new electricity supplier.  We paid them last month.

Sue had emailed to say that Parish Council are looking for a venue for their meetings as they are not legally allowed to hold public meetings by Zoom beyond the 7th May.  Fiona to advise Hazel that they upstairs room will be available on 17^th May but may not be suitable because of social distancing rules. Parish Council will need to check this and submit a Risk Assessment.

 

Steve had submitted his report and there are no significant issues. 

Andrew has put together a strategy plan which will be circulated. Committee members were asked to provide feedback.   The problem with the gents toilet door has been resolved thanks to Angelo and Neil.   Vicky asked how many people had responded – this was 158.

 

Jane proposed a new date of Saturday 8^th of May which was agreed.  She will advertise on Facebook and Parish Mag.  She will also contact everyone who volunteered to help and confirm if they are still available.  Two tables will be set aside as a Hall “bric a brac” stall to be run by Neil Fozard.  Kate and Jane to liaise regarding Covid rules: the event is permitted as a non-essential retail activity however measures to implement the hands, face and space requirements will need to be implemented.

 

Andrew had suggested running an event (or events) in November to mark 40 years of the Hall and also re-launch it as a venue for parties etc.  Andrew asked for volunteers to form an organising Committee - Jane, Chris , Hannah, Andrew and Sam all volunteered to help.  Please contact Andrew if you would like to be involved.  Jane suggested an 80s theme and it was agreed that any supplier we book would have to have a full refund guarantee in case of Covid.  We need to decide what sort of event or events would be appropriate – for example a dinner dance type event with a band, or a disco event. Vicky suggested a children’s event as well. It was agreed that the event would definitely need to cover costs, and would hopefully act as a fundraiser for the Hall. All Committee members were asked to bring any ideas to the May meeting, and the next steps can then be agreed. If we are aiming for the event to take place in November, work needs to start on it in June.

 

Angelo had circulated his monthly checklist which he went through.  Andrew Warner has identified a few areas of concern which have been added to the maintenance list.  Steve had noted that the Skatepark repair has been done by John Day.  Angelo has sanded down the posts in the Playpark.  New pads have been put in the Defibrillator.  Parish Council will pay for these.  The Electrics box on the field is damaged and may need to be replaced – Angelo is going to discuss this with the electrician.  As Andrew Warner is already doing a monthly look round, Angelo has asked him if he would be prepared to be involved in discussing the monthly Health & Safety assessment that has been proposed - Martin Gardener had agreed to do this but it has not been possible to show him what needs to be covered.  Andrew Webb is also happy to help and will discuss with Angelo and Chris R.

 

Angelo thinks we need at least one more camera to cover the rear of the premises and highlighted some other short comings of the existing system.  The existing cameras also need to be moved around. The Committee agreed that if a system is in place, it should be effective and capture useful information.  Angelo to get a quote for new cameras and assess whether it is worthwhile paying for two additional cameras.

 

The Hall has been surveyed for Cavity Wall Insulation and there are several areas where this could be put in. Work is ongoing with energy consultant, JPR solutions and this will include using Infrared Cameras to find out where we are losing heat.  The aim is to identify which energy efficiency measures will have the biggest impact.  The Committee can then identify what work will be done. Jane thinks grants should be available for this type of project.  We received £1100 grant from the Parish Council which could be used for new radiators and Angelo thinks a new heating control system would be beneficial.  In the longer term solar panels and a heat pump are options.  Bill was concerned that we have considered this previously and capital outlay has always been an issue. Andrew thinks Government will be giving financial incentives to encourage this type of project. We can continue to monitor this and investigate grants.

 

 

Kate has asked Jess to report any Covid concerns.

 

None

PTA would like to hold a Car Wash event.  Andrew suggested we ask for 25% of takings to cover our water costs.  Vicky was concerned about water running off onto the road. Kate will ask them to wash the cars on the field.

 

Kate suggested our first Agenda item at next month’s meeting should be electing Andrew Webb as Chair of the Hall Committee and he can then run the meeting.

 

Phil said that our contract for Hand Sanitiser ends in July.  It was suggested we source this from Yate Supplies.

 

Angelo has been trialling a Hall Bookings System which he thinks could work for us.  It would cost around £180 per annum.  He has worked on it and will liaise with Bill and Jackie first to see what they think before putting it to the Committee.  Kate thanked him for doing this.

 

The Run Fibre project in the village is going ahead and Angelo has expressed the Hall’s interest in being included.

 

Phil to contact Chris and Hannah after the meeting to confirm that they still wish to become Trustees and complete the necessary paperwork.

 

Neil has not had an opportunity to collect the car park money this month.

 

It was decided to postpone next month’s meeting until the 17^th of May as we will be able to hold a socially distanced meeting in the main Hall.  This will start at 8pm to allow time for Karate to clean after their sessions ends.

 

There being no further business the meeting was closed at 9.40pm.

The date of the next meeting will be Monday 17^th of May at 8pm.