HAWKESBURY
UPTON HALL COMMITTEE
Minutes of Meeting held on Monday 10th December 2018
Present
Chris
Rispin Kate Bashford Sam Allen
Phil Dennett Bill Cullen Martin Horner Jackie Sandy Fiona Steeds Carol Powell
Jane Stanbridge Angelo
Sauro Vicky Rispin
Apologies for Absence
Neil Fozard Mandy Clark Louise Roberts Hilary Rogers Pat Sherry
Minutes of the Last Meeting
These
were agreed as a true record.
PROJECTS:
Play
Area – Phil has looked at the funding
agreement sent by Ibstock for the £15k grant. It was agreed that Karen and Bill
will be the authorised signatories. There are concerns about ongoing maintenance
of both the Play Area and Skatepark, due to a lack of support from people who
had originally committed to getting involved. It therefore needs to be clearly
defined what the succession plans will be for this sub-committee. Kate will speak to Karen.
Upstairs
Room – The window blinds have been
fitted. These were paid for from a kind
donation by the Parish Magazine. The
fridge will be moved into the side storage area at the next working party.
Storage
Sheds – Pre-school have asked for a “Wendy
House” and Show Committee would like a lockable shed to store deer roast
equipment and a log store. The Committee
agreed to this on condition that Pre-school and Show Committee pay for the
groundworks and sheds, and the sheds must be sited in line with the existing
Hall shed. The sheds must also be
maintained to a good standard by both organisations and if they fall into
disrepair then the Management Committee will insist that they are removed.
Vicky will liaise with Pre-school. Carol
will ask Addy to arrange removal of the horse box and if we cannot get rid of
the plastic chairs on “Second to None” they will be taken to the tip.
Solar
Panels – Angelo has a quote for 60 panels at a
cost of £13,200. Although the return on
investment is good, the Committee felt that we need to be able to finance the
cost from savings made and therefore in the early years this may not be
feasible unless we can get a grant for at least 50%. Sam offered to speak to her contact at the
Energy Trust. If funding looks possible
Angelo will arrange for the company to come and speak to us.
Caravans
– deferred to next meeting.
Show
Committee Money – money was found in the office which
we think belongs to the Show Committee.
Vicky has taken it and will pass it on to Dick (Treasurer).
FINANCE:
Treasurer’s
Report – Bill had distributed his report which
was discussed. £1200 each was raised for
the Hall and St Mary’s from the Gin Evening.
Year
End Requirements – Bill
will prepare the accounts for the AGM and get Mick to approve them. Chris will put notice of AGM in the Parish
Magazine.
Drama
– Bill thanked the Drama group for their contribution to Hall funds from their
latest production.
Parish
Council Report – No report.
Car
Parking Fees – Neil collected £7.00 this month.
INCOME:
Gin
Evening – The Committee thanked Jane and Kate
for arranging the event and Chris has emailed to thank the other
organisers. We are also grateful to all
those who helped with preparations, setting up and on the evening.
Bookings
– Mel is organising everything for the Christmas Disco. Tickets are on sale. There are not many bookings for the new year.
Welcome
Pack – Kate will send details to Colin.
Booking
Form – update is ongoing. Angelo is looking at introducing automated
invoicing.
MAINTENANCE:
Meter
Readings - Chris has done these.
PAT
Testing – Quote is for £27 per hour. Phil also quoted for replacing fluorescent
lights with LEDs. Cost is £1237 + VAT.
The Committee approved this and Sam will ask if the Energy Trust gives grants
for this.
Maintenance
Working Party – Chris will email around.
Water
Softener – Chris and Kate have 3 quotes. IND will have a look.
Hall
Floor – Luke will do the work over Christmas
and will look at the stage. Kate suggested
we get Jess to do a deep clean after the work has been done.
Cleaning
– Kate to check with Louisa from Pre-school if they are prepared to cover in
the case of an emergency.
PLAY
AREA / SKATEPARK REPORT:
Louise cleaned out the den with the
help of some children from the village.
Tim to take the debris away. John Day has quoted £521.50 for the
repair. Angelo to ask him to re-quote
for mesh. Fiona to thank Louise.
RISK
ASSESSMENT:
Risk
Assessment – Carol reported that the lights in the gents
had gone off leaving an elderly person distressed. Angelo to add to electrician list.
Health
& Safety – no issues reported.
Emergency/
Lighting/Fire Bells – Chris did these.
CORRESPONDENCE:
BIU
Group Service Level Agreement – Phil has agreed
a 3 year contract. He will sign off on
this.
Suez
– they have been sending our correspondence to the wrong address. Chris has
emailed them and is awaiting a reply.
ANY OTHER BUSINESS:
The
school are reviewing their Emergency Policy and Kate asked if they can use the Hall
as a refuge in the event of an evacuation.
The was agreed subject to agreement of Pre-school.
Date
of Next Meeting
The date of the next meeting will be 14th
January at 7.45pm.
There being no further business the
meeting closed at 9.45pm.
Private
Minute – not for circulation beyond the Trustees
It was appreciated that a lot of work
has gone into getting the current grants and raising the funds to date,
however, the Management Committee was concerned that the Play Committee is not
on track to reach their Plan A target in time to comply with the Ibstock terms
which require work to commence by 30/6/19.
The Committee’s advice is that the
Ibstock agreement should not be signed without a realistic appraisal of whether
targets can be achieved within the timescale and whether a refurb of the
current Play Area would be a better option.
Martin
is concerned that the new door locking mechanism is not as efficient as the
previous one. We are aware of this but
it cannot be changed.