HAWKESBURY
UPTON HALL COMMITTEE
Minutes of Meeting held on Monday 14th January 2019
Present
Chris
Rispin Kate Bashford Phil Dennett Bill Cullen
Martin Horner Jackie Sandy
Fiona
Steeds Carol Powell
Neil Fozard Angelo Sauro Louise
Roberts Hilary Rogers Pat Sherry
Rebecca Clark
Apologies for Absence
Mandy Clark Jane Stanbridge
Minutes of the Last Meeting
Phil
made some amendments to the Minutes.
These will be corrected and re-distributed.
PROJECTS:
Play
Area – Rebecca
said that they are waiting to hear about grant applications made to Ibstock,
Inovert and LEDA. They should know by early March if they are successful and
will then decide on options, based on the funding they have. Rebecca will find out if the Ibstock deadline
is negotiable. She will liaise with
Chris regarding costs for the various options.
Upstairs
Room – Fiona to thank Parish Mag for
donations for blinds. Carpet tiles are coming apart. Kate will speak to the fitter. Fiona to email Pete Webb re. moving fridge.
Storage
Sheds – Vicky will contact Pre-school re
last month’s discussions. Chris
suggested we put a boules pitch adjacent to the oil tank. Pat said that Gardening Club will donate £400
to the Hall for a specific project and was happy with the Boules idea. It was agreed that we will get the hardcore
for the whole area.
Solar
Panels – ongoing. Fiona to email Sam and ask if she has any
further information about grants from the Energy Trust. Carol asked that Parish Council be kept
informed if things progress.
FINANCE:
Treasurer’s
Report – Bill had distributed his report which
was discussed. The old account is still open and Mydonate have been using
it. Phil advised that accounts will be
required for both the old and new charities.
Bill has this in hand. Year End
Statement of Income and Expenditure to include Skatepark Account.
Year
End Requirements – CIO
Trustees to be re-appointed at AGM and officers re-elected. Jackie will replace Lorraine and Carol
replaces Derek. Fiona to find out who
will represent Youth Club. Kate will chair
the AGM in Chris’s absence.
Parish
Council Report – It has been reported that the email
address for bookings in the Parish Magazine is incorrect. Jackie was not aware of any problems and
wondered if a hyphen had been typed instead of an underscore. Sue Hope has grant money available this month. Kate will apply to her for a grant to cover
new square tables. She will also ask for
something towards Skatepark repairs.
Louise to speak to John Day about the work.
INCOME:
Booking
Form – update is ongoing.
Bookings
– Debbie Young wants to use the Hall for
her Literary Festival but wants a discounted rate. Unfortunately we cannot make an exception as
this could well breach the rules governing our Charitable status. Jackie will let her know. Mountain Kingdoms have asked for use of car
park and toilets. Jackie to ask Lorraine
how much they paid previously. A touring
Shakespeare Company are looking for outside venues. The Committee was keen and asked Jackie to
follow up.
Football
Club – Chris is working on this but we will
need to refurbish the Showers if we want to go ahead and charge for facilities.
Chris will look into Legionella testing
MAINTENANCE:
Meter
Readings - Chris has done these.
PAT
Testing – electrician doing this on 21/2. Groups to be invited to have their items
tested for a small charge. He will also
replace lights and sockets and sort toilet lighting.
Maintenance
Working Party – Kate has spoken to Pre-school about
damage to the floor from their trolley.
She has offered carpet or lino to protect it but we need an urgent reply
from them. CR Windows have been
contacted re the “thumb turn” on the front door.
Water
Softener – ongoing.
PLAY
AREA / SKATEPARK REPORT:
No report.
RISK
ASSESSMENT:
Louise is concerned that the front wall
is bulging and could be unsafe. Chris
will look at it.
Health
& Safety – no issues reported.
Emergency/
Lighting/Fire Bells – Chris did these.
CORRESPONDENCE:
BIU
Group Service Level Agreement – all sorted now.
Planning
Application - approval has been
requested to repair the outbuildings adjacent to the Hall (the Old Vicarage).
ANY OTHER BUSINESS:
Andrew
Warner and helpers have taken down the Christmas lights. They were happy with the new lights and it
has all been stored in the upstairs cupboard.
Chris thinks someone has offered to pay for more lights for next year.
Kate
asked to proceed with arranging online payments for the Bar. It was agreed that Angelo will buy a Reader
and Chris has an old phone which can be linked to it. Kate will set up an account. Carol was concerned that a procedure should
be put in place to ensure whoever uses it fully understands how everything
works.
PHS
– Phil has looked at the agreement which has one year left to run, but we need
to give 3 months’ notice before the contract term ends and Phil will get a new
quote from Initial.
Martin
needs to cut up the doors to take to the dump.
Angelo offered to help.
Date
of Next Meeting
The date of the next meeting will be 11th
February at 7.45pm.
This
will follow the AGM which will start at 7.30pm
There being no further business the
meeting closed at 9.50pm.