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HAWKESBURY UPTON HALL COMMITTEE
Minutes of Meeting held on Monday 11th January 2016
Present
Angelo Sauro Chris Rispin Martin Horner Fiona Steeds Bill Cullen
Kate Bashford Pete & Sue Webb Hilary Rogers Mark Frankcom Sue Hope
Pat Sherry Celia Rowlands
Apologies for Absence
Lorraine Rutter Andy Musty Jane Stanbridge Sam Allen Steve Magrath Neil Fozard
Minutes of the Last Meeting
These were agreed as a true record and signed by the Chair.
Projects
Pre-School – Celia Rowlands distributed their requirements for a new self contained annexe adjoining or adjacent to the rear of the Hall. They have no plans as yet but have found an architect who will proceed if Hall Committee are in agreement. Pre-school will apply for grants to fund this but do not want to be responsible for maintenance going forward. To be discussed next month.
Kitchen – Kate said Martin will arrange for painting to be done at a cost of £405 + paint. This was agreed. Monies from Dave & Jim’s fundraiser to be used. Martin also concerned about sink pipework being fit for purpose. Angelo/Chris to check this. Servery ceiling to be skimmed - £150. Key safe to be removed. Kitchen to be cleared by Committee on weekend of 18/19 March. It was decided to go for grey floor and pale blue walls. Kate is meeting Martin next Wednesday evening if anyone wants to go along or has questions.
Upstairs Room – Mark said they are meeting tomorrow night and will start on woodwork first. He will present a detailed costing for the next meeting.
Garden Waste – Pat met with John Walker who proposed turfing the area. However the Committee asked her to put this on hold given the proposals from Pre-school.
Porch – ongoing.
AGM – Chris and Bill to prepare reports. Angelo spoke to Nathan Bennett regarding becoming a Licensee and running the Hall bar.
Finance Report
Bill had distributed the report, which was discussed. Bill is concerned that the Skatepark funds will quickly diminish with insurance and maintenance costs and that they need to fundraise. Chris to follow up with Dave. Bill would like to have the accounts audited which was agreed.
Parish Council Report
Andy was absent but Sue reported a good turnout for the meeting about the shop. A working party is being set up. Deed Document is ongoing.
Constitution and policies – requirements in connection with Grants
Chris has prepared a document interpreting the Deed Document and one outlining Trustees’ responsibilities. He will circulate these along with Risk Assessment.
Income
Marketing
Fiona to email Jane & Sally regarding their proposed fundraiser. Date for Hall Breakfast to "open" new kitchen to be 24 th April. Fiona to OK with Lorraine.
Bookings
10 private party bookings so far for 2016.
Maintenance
Meter Readings – Chris did these.
Working Party on 16 th January – Chris will email volunteers. Neil & Angelo have sealed cupboard floor and karate cupboard. Pre-school cupboard needs to be done.
Clothing Bank – this has been moved.
Play Area/Skatepark Report
Report from Dave Anderson. There are a few small repairs to be done. Chris to email Dave regarding signage as this is now urgent.
Risk Assessment
Emergency Lighting/Fire Bells – checks done by Chris.
Correspondence
No correspondence.
AOB
Sue Webb reported a large number of cars left in car park by non Hall users. This was probably Pilates in the school. Chris will speak to Philippa. Mark thought we could ask the school to suggest people put money in the box as many parents are also using the car park when picking up from school.
Sue asked Chris about feedback from Parish mag article. Unfortunately the figures printed incorrectly – to be re-issued next month.
Date of Next Meeting
The date of the next meeting will be 8 th February 2016 at 7.45pm
This will follow the Annual General Meeting which will start at 7.30pm.
There being no further business the meeting closed at 9.30 pm