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

 

Present – Chris Rispin    Sue Hope    Bill Cullen     Neil Fozard    Phil Dennett    Fiona Steeds  

Angelo Sauro   Jackie Sandy   Sam Allen   Kate Bashford   Amy Barnfield   Jane Stanbridge

 

Apologies – Steve Macgrath   Louise Roberts   Sally Roberts   Mandy Clark

The minutes were agreed as a true record.

 

The Hall is still only open for Pre-school.  The main Hall was not up to temperature so they have moved to the upstairs room.  They have done a Risk Assessment. Amy said they only have 5 children at the moment and are currently open Tuesday-Friday so their income has dropped. They have asked for a reduction in rent.  One staff member has been furloughed.  It was agreed to charge them £5.00 per hour and review the situation again at half term. Bill & Kate to reply to Rosie’s letter.

Regarding the Hall heating – Angelo has arranged for Jez Rutter to do an analysis of the heating system.  This will include data analysis of the utilities records, thermal imaging of the whole building and 3 probes to be put in the hall to monitor temperatures.   Angelo will also look at how much insulation we actually have and we would hope that grants would be available if this needs upgrading. Meanwhile Angelo will speak to Sam Blakeney to establish whether the current boiler is fit for our needs.  Amy will ask Pre-school to agree to allow access to Jez to do the survey whilst they are upstairs if necessary.  Chris will let the cleaner know that the Hall is not being used and will only need to be cleaned weekly.  Kitchen, toilets and entrance to be cleaned as normal. Pre-school to be asked to clean upstairs as they leave their equipment out.

Bill’s report was distributed and discussed.  Bill has been working with Emma Edwards to create a spreadsheet tailored to our needs which will show profit and loss in each month exclusive of grants.  Bill will run a dual system until he is comfortable with the new one. 

Chris had distributed the Business Plan which he has been working on.  We have to find a way to increase our income and 3 options have been put forward.  The first suggestion is a 25% increase in rents plus a big increase in fundraising events.  Option 2 is a big re-development of the Hall to include other community enterprises like the shop.  Option 3 is to do nothing and see what happens.   Jane has offered to set up a short survey to ask what the village actually wants from the Hall and how they will use it.  Kate and Jackie will work with her on this.  Bill asked if the Parish Council would be prepared to underwrite some of the Hall expenditure.  Sue is supportive of giving assistance to keep the Hall going but PC would have to decide what level of support they can give.

 

Sue reported that they will set the Precept at their meeting next Monday.  Hazel had emailed regarding grass cutting.  The maintenance committee will review this asap.

No one has volunteered to Chair the Committee.  The Chair’s duties have been allocated amongst what will be an “Executive Committee”.  Chris & Fiona have compiled a document outlining this which will be distributed at the AGM.  Jackie’s daughter (Emma) has agreed to review our current Health & Safety document and advise on it.  Kate to liaise with Jackie. Martin Gardener has agreed to do a monthly check to identify H&S issues and Andrew Warner will do the meter readings and checks and report to Kate.  Chris will distribute a key holder list.

A notice of the meeting has gone out.  Chris will chair the meeting.  Phil to amend the AGM agenda and send to Fiona for distribution.  Fiona to check that there are no changes to the named Trustees.

Steve had done the checks on Play Area and submitted his report.  

Graffiti – no update from Louise.

CCTV – Angelo and Kate will finalise the Safeguarding Policy.  Angelo to examine footage after someone dumped rubbish, including a bicycle, in the bin.

The window at the bar was broken by two boys playing football.  They have offered to do some work by way of reparation.  Chris to contact them and invite them to join the a Maintenance Working Party when Covid restrictions are eased.   Cost of repair is £178.22 to be done on 25/1/21.

 

None

 

The Textile Bin has been well used and we have received £45 from them.  Jane said there has been a good response from social media.

Angelo will distribute a Fundraising Report from Amazon Smile and Easyfundraising.

Jackie reported that she has arranged a Zoom meeting on Wednesday with Jack to look at the bookings system.  Bill and Angelo will also attend.

Neil collected £27.14 from the car park.

There being no further business the meeting was closed at 21.50pm.

 

The date of the next meeting will be 8th February at 7.45pm.