Jan 22 - Hawkesbury Upton Village Hall - Hire for Weddings, Parties, Stage for Live music

 

PRESENT    Hilary Rogers     Fiona Steeds    Phil Dennett     Angelo Sauro   Vicky Rispin     Andrew Webb   

 Jackie Sandy    Sally Roberts   Kate Bashford   Louise Roberts    Bill Cullen    Sam Allen

 Sue Hope  &   Jane Stanbridge  (via Zoom)

 

APOLOGIES   Steve Magrath   Mandy Clark   Neil Fozard    Hannah Herod    Chris Knight

 

The Minutes were agreed as a true record.

 

We had an enquiry from Joy Salvage about the vacancy and she met with Andrew and Jackie to discuss the role requirements etc. Andrew had previously met with Bill & Angelo to agree the proposition to Joy, which was also agreed with Kate.  Joy has now accepted the role and will start as soon as required. Angelo is liaising with her and providing training as necessary. She will not be an employee but will invoice for her services on a fixed rate per event. She will take charge of stocktaking, ordering supplies and setting up/clearing away after functions and providing additional bar staff as required. The Committee fully endorsed the appointment and are pleased to welcome Joy to the Village Hall team.

The Cricket Club have asked to be removed from the User Body List. Their request was approved by all 14 trustees in attendance (thereby satisfying the requirement in the Constitution that the approval come from at least two thirds of all trustees).

Andrew had circulated the proposal and stressed that the amounts listed are indicative of what we are willing to spend in various areas, but not definitive. He has included a reserve fund to cover potential match funding for other activities as suggested by Sue. The Proposal was endorsed by the Committee.  Kate said that she and Sally will put forward their proposal for decoration at next month’s meeting.  This will include the floor, as maintaining the floor adequately and keeping it clean is proving difficult. Kate and Jane to look at possible grant funding for Solar Panels and Hearing Loop.

The Methodist Hall is closing at Easter and Brownies have enquired about moving their meetings to the Hall.   They would also require storage space. Andrew said that provision for storage has been made but we need to find a mutually suitable time slot for them. They would like a Wednesday from 5.45 to 7.45 but this slot is already taken in the main Hall.  Kate had the impression that they would be happy to use the upstairs room but Sam said she does not think it is big enough. Sam will ask Liz Howard if Brownies would alternate between the main Hall and upstairs and also how much equipment they have. Jackie agreed to look at what times are available in the Hall and let Liz know.

 

Bill will circulate the final version to the Committee.

 

Kate has not heard back yet about our grant application but hopes to hear in the next week or so.

Angelo said that Dan has now left the Company but Jes is liaising with him to get our report done. Angelo to ask if we can have the data, without the report if that will speed things up.

Following the tidy out by Committee members and Hall User groups on 4/1, Vicky had circulated her report.  The understage trolleys have been tidied but guide rails are needed for three of them along with new wheels.  Table Tennis table and Library Boxes will be moved into the chair cupboard, leaving the alcove free except for the piano.  Kate asked Hilary if the WI would consider replacing the piano with a digital piano or keyboard that could be stored elsewhere.  Hilary to go back to WI with this, but their funds are very low at the moment. Andrew suggested the Hall Committee may be able to fund this but requested an indication of likely cost for a good second hand version. Kate said that feedback from the questionnaire suggested demand for an area of more comfortable seating and the alcove could provide a suitable space for this. The Parish Council safe to be moved under the stairs.  The filing cabinets in the office have been sorted out and Parish Council have said they will pay for shredding of documents. Phil asked that the Parish Council be thanked for arranging this.

 

No update on this as the Parish Council meeting has been postponed until next week.

Sue invited us to email and formally request funding.  Kate to email and ask for money towards the Solar Panels and Hearing Loop System.

 

Kate has updated the latest T&Cs and Risk Assessment. Fiona to send out to all Hall Users, and Angelo to confirm they are available on the website.

Jackie has another possible wedding booking for September.  She also has found out that Pre-school do not use the Hall on INSET days, so it will be available for hire on those dates. Jackie also confirmed that she has contacted the person who left a message in the Hall Inbox, but they have not got back to her yet.

Fiona will order supplies for the event based on 2019 usage.  She asked for volunteers and will email round.  Vicky offered to cook sausages and Fiona will ask Moira if she can do a batch.  Louise will donate veggie sausages and bacon.  Vicky volunteered to do the Raffle. Jane will publicise the event in the Parish Mag. Kate can wash up.

Andrew has compiled a list of events booked so far this year which was distributed.  He re-iterated the need for at least one fundraiser every month to keep our finances healthy.  Louise has booked Badapple Theatre for 19^th June.  Chris had emailed to say that he is involved with Wotton Wind Band and offered their services free of charge (expenses only) for an event.  Andrew to get back to him and suggest September.

Sue asked that we bear in mind the Queen’s Jubilee celebrations in the first week of June and to avoid another big event around that time. Andrew suggested we could live stream the concert from London on the Saturday evening on the Rec with the Bar open.  The Sunday is the national Street Party day.

 

Bill had distributed his report. Bill will prepare the accounts for next month but won’t be at the meeting.  Preparation of AGM accounts is in hand.  Bill asked if he could give Anna O’Brien access to our One Drive so that she can audit the accounts.  This was agreed.  Neil collected £12.34 from the car park box.

Chris had emailed to say there is nothing to add to his H&S report.  He is meeting with the cleaners this week to go over COSHH requirements.

Steve had circulated his report.  There is a problem with one of the bins.  Angelo thinks we need to replace it and will add it to Maintenance list

Angelo had done the checks and noted that water usage is down.  Andrew Warner had highlighted loose tiles in the changing room. Angelo will look at this.  Louise offered to go through the First Aid Kits and check they are up to date. Angelo said that The Circuit, who monitor the Defibrillator, do not know why it was used but not reported as such last month.  It is possible that whoever used it, took it by using the code and not by phoning 999. Angelo has put a sign on the unit with instructions.  Sue said that the Parish Council will raise the matter with Beaufort House and ask if they have their own unit.

CCTV – a cable has been put in place for the camera at the back of the building. Just awaiting mounting box for the camera.

 

No session in December. The PC in the upstairs office broke and Angelo has replaced it at minimal cost. Phil advised that we do not need a Gambling Licence as all the Raffles we do are drawn on the same day.

Phil is in discussion with Suez regarding our contract and also negotiating with PPL/PRS regarding payment.  Bill will let Jane know how much has been raised through the Clothing Bank so she can put it in the Parish Mag.

 

Sue asked if Drama had received a grant from them previously for a Hearing Loop but Sam said not.  Sue also asked about the regularity of the Covid van which comes to the village and it is coming every Wednesday morning.  Sue also passed on the Parish Council’s thanks for the Christmas Lights (Lee’s Lights) which looked great.

 

This will be held on Monday 21^st March.  We will start at 8pm and offer free Nibbles (Kate & Vicky offered to organise this) with the bar open to encourage more people to come along. Jane to advertise in the Parish Mag.

 

No Correspondence.  Jane to add Table Top Sale in April to Parish Mag/Facebook publicity.  Date for this event to be set at February meeting.

 

 

 

 

Fiona advised that Chris Rispin had been removed as a Delegate from the NEST Pension Scheme.  Bill offered to replace Chris and Fiona will get him added.

Neil Fozard had emailed suggesting we apply to the Parish Magazine for a grant. Kate will send a formal application to cover the Guide Rails for understage trolleys.

Louise said that the Wildlife Garden had been vandalised and wants to add some bigger shrubs at the front.  She will apply for a Parish Mag grant to pay for this.

Kate will speak to Pre-school about the barricading being stored away as it is being used by children at the Rec.

Vicky asked for the bags of rubbish left on the Rec by the Bonfire Team to be removed. Angelo will speak to them.

 

Monday 14^th February 2022 at 7.45pm.

 

There being no further business, the meeting was closed at 10.10pm.