HAWKESBURY
UPTON HALL COMMITTEE
Minutes of Meeting held on Monday 11th February 2019
Present
Kate
Bashford Phil Dennett Bill Cullen
Martin Horner Jackie Sandy Karen Bexter
Fiona
Steeds Carol Powell Neil Fozard Angelo Sauro Hilary Rogers Pat Sherry
Rebecca
Clark Jane Stanbridge Amy Barnfield
Fiona Hurst
Apologies for Absence
Chris Rispin Sam Allen
Louise Roberts
Minutes of the Last Meeting
Carol
made some amendments to the Minutes.
These will be corrected and re-distributed.
PROJECTS:
Play Area – Karen
updated the Committee on progress with the Play Area. They have now raised a total of £62877.38
including 2 grants from Enovert and Ibstock.
They will hear on 28/2 if their application for a £50,000 LEDA grant has
been successful. The zipwire is something
they would really like to have. The
preferred location is beside the hedgerow and would involve moving the
electrics post which affects siting of Show Marquee. Angelo didn’t think this would be a problem
for the Show Committee if Play Area cover the cost. Karen will liaise with Angelo and our
electrician and then ask Keith again. Martin asked if there are increased
Insurance costs for the zipwire. Karen
doesn’t think so but Phil will check with our Insurers. Kate asked if we could see a scale plan of
the proposals at the next meeting (by which time they will know how much money
they have) and for a project plan to show timings, particularly of
money, so we can see how the cash flow will work. Carol asked that they also present to the
Parish Council. The chosen contractor is
“Urban Recreation” and a wood finish is preferred as it is more in keeping with
the rural setting. Everyone agreed the
work should be done asap and that the Play Area be closed so that everything is
done at the same time, hopefully before the school summer holidays begin. We are getting close to the stage when the
project will be finalized so if anyone has any questions this is the time to
ask them. These should be raised with
Karen or Kate. Phil confirmed that as per previous Minutes the Enovert agreement
for authorisation of Playpark grant has now been completed.
Upstairs
Room – Kate is sorting the loose carpet
tiles.
Storage
Sheds – Vicky and Jo have met up. We need Show and Pre-school to confirm where
they want the sheds as we would like to accommodate a boules pitch if possible.
Solar
Panels – We have not had any success with
grant availability so will not be taking this any further.
FINANCE:
Treasurer’s
Report – Bill had distributed his report which
was discussed. There is still a problem with MyDonate paying into the old
account and it is unclear if money is intended for Hall or Playpark. Angelo and Bill to liaise.
Parish
Council Report – The Community Land Trust are meeting
here on 16/3 and would like to put a banner on the front wall. This was agreed. Someone has asked if they can go metal
detecting on the Rec. The Committee does
not approve this as it was felt it will be disruptive and could affect the
football pitch. There is a Community
Engagement session at the Methodist Hall on 12/2.
Car
Parking Fees – Neil collected £16.54 this month.
Grants
– A big thank you to Cllr Hope who has donated £500 to Hawkesbury at Play to
help pay for the repair to the Skatepark.
She also donated £600 to the Hall to enable us to get new square tables. Angelo and Neil will source these when the
money has been received.
Lack
of Support from Certain Groups – to be discussed
at next meeting.
INCOME:
Bookings
– Jackie asked if it is ok to give out
the key the evening before a booking if it is an early start. This was agreed. Someone organizing a private party has asked
for a reduced rate if they give a donation to Pre-school. This was rejected. Dog Show Fundraiser for Hawkesbury at Play,
PTA and Pre-school in May. Last time we
didn’t charge Hawkesbury at Play for Hall hire but it was felt that we cannot
do it free of charge. It was decided to
give a third off cost towards Playpark fundraising. The 3 organisations can decide who pays what.
Bill asked if Pre-school can advise how
many sessions they hold each month for billing purposes. Amy to follow up.
Card
Payments – Jackie donated an IPad to enable us
to take payments. Kate thanked her very
much on behalf of the Committee. Angelo
has bought a card reader.
Football
Club – It will cost £600 to clean and
disinfect the Showers. It was felt that
this was excessive as we don’t yet know if they will be used. Kate suggested we look for grants to properly
refurbish the Changing Rooms. Bill felt
that the space could perhaps be better used for a different purpose.
Hall
Breakfast – Date set for Sunday 14th
April. Neil and Fiona to sort food. Further discussion at March meeting.
MAINTENANCE:
Meter
Readings – Angelo to do these.
PAT
Testing – Amy to find out if Pre-school need
anything to be tested on 21/2.
Maintenance
Working Party – Neil and Angelo will liaise with Chris. Kate will let Amy know when lino is being
fitted in Pre-school cupboard. It would be good if some of the Pre-school dads
could help out with this. Angelo will arrange for Steve Blakeney to look at
loose tap in ladies toilet. Toilet seat
also to be replaced. Doorbell to be
fitted. Rubbish in changing rooms to be
cleared. Angelo is going to set up an
email address for reporting Maintenance problems.
Water
Softener – IND looking at this on 12/2.
Lighting – In hand.
Wall
– Chris has inspected it and thinks it is no worse than 12
months ago and will continue to monitor it.
CR
Windows – they are coming on 18/2.
Initial
– Phil has contact details to follow up.
PLAY
AREA / SKATEPARK REPORT:
John Day has repaired the Skatepark.
RISK
ASSESSMENT:
Health
& Safety – no issues reported.
Emergency/
Lighting/Fire Bells – Chris to do these.
CORRESPONDENCE:
None.
ANY OTHER BUSINESS:
Amy
said her husband is a website designer and would be happy to work on our
website free of charge.
Bill
is concerned that the only back up copies of the Accounts are on his PC. Angelo is setting up a “Cloud” where these
can be stored along with Minutes etc.
Amy
was pleased to report that Pre-school have found the Hall to be much warmer
since the new windows and doors were fitted.
Jane
is completing a Mental Health First Aid Course and has done it through our
Charity which means she will officially be our Mental Health First Aider.
Angelo
would like to re-start the process for “Hallmark” accreditation. He will send details to Kate.
Martin
said that anyone who wants the plastic chairs should take them before he goes
to the tip with the final load. The
Committee thanked him for sorting this.
Date
of Next Meeting
The date of the next meeting will be 11th
March at 7.45pm.
There being no further business the
meeting closed at 9.30pm.