HAWKESBURY
UPTON HALL COMMITTEE
Minutes of Meeting held on Monday 10th July 2017
Present
Chris Rispin Angelo Sauro Bill Cullen
Hilary Rogers Kate Bashford Fiona Steeds Pat Sherry Phil Dennett Sam Allen
Martin Horner Neil Fozard Celia Rowlands Derek Higgs
Apologies
for Absence
Lorraine Rutter Louise Roberts Mark Frankcom
Pete & Sue Webb
Minutes of the Last Meeting
These
were agreed as a true record.
Phil
Dennett was officially co-opted on to the Committee.
Projects
·
Car
Park – Vernon
Chappell will not be able to help. Fiona
to try and find out who did the job last time.
·
Upstairs
Room – Mark emailed to say that there is no
further progress. They meet again in September and he
pointed out that they are a small team of volunteers.
·
Windows
– no update.
·
Constitution
– Kate, Chris & Phil have had two meetings with PC. Phil will work with Andy Musty & Bryan
Robinson on the missing Deed document. We discussed the reasons for moving to an Incorporated Charity - there
were 3 - to update the constitution, to reduce the personal liability of
trustees and to ensure that more Trustees from all the village groups became
involved.
All
Charity Trustees have certain responsibilities.
These are:
1.
Act
responsibly and prudently. This means not speculating with the Charity’s
assets, complying with legislation and maintaining accurate financial control.
2.
Act
together
3.
Advance
the purposes of the charity
4.
Avoid
a conflict of interest.
5.
Act
for the charity (so as a Trustee of the Hall, you must remember your first
responsibility is to the Hall, not an organisation / user group that you are a
member of).
6.
Act
gratuitously (i.e. not benefit financially from being a trustee).
7.
Delegate
responsibility where appropriate.
These responsibilities
will not change under a new structure. The potential liabilities of Trustees will
change.
A Trustee of an Unincorporated Charity can be held
liable for unpaid claims, even if they have tried to act responsibly. They can
also be taken to court, e.g. over a contract. They can be held personally
liable.
A Trustee of an Incorporated Charity can only be held
personally liable if gross recklessness or criminal negligence has occurred.
They do not have any financial liabilities.
Effectively there were three possible options:
1.
The continue as we are with an updated Constitution
and as an Unincorporated Charity
2.
For the Parish Council to take on full responsibility
for the Hall as opposed to just being the Holding Trustees and to run the
Management Committee of the Hall as a sub-committee of the Parish Council.
3.
To become an Incorporated Charity and update the
Constitution.
The Parish Council indicated that they did not wish to
take up Option 2, unless by default as a Holding Trustee.
The Management Committee after some discussion agreed
that they did not wish to continue under Option 1 for the reasons given earlier
in this minute and it was put forward that we should undertake Option 3 and the
Committee unanimously agreed to this proposal.
The working party comprising Kate, Phil and Chris will
now pursue the project plan (attached) to progress this option.
Finance
·
Treasurer’s
Report - Bill distributed the report which was
discussed. Skatepark Committee have
asked for funds to kickstart their fundraising.
Chris has asked them to put forward their proposals. They were also concerned that we might need
£480 of their funds to repair the swing but we hope to avoid this (see Maintenance
below). Angelo to advise them on using
Easyfundraising. Bill re-iterated the
importance of keeping funds in the Skatepark account topped up. Kate to speak to Jane about having a double
signatory for grant application finance.
·
Parish
Council Report - No
report.
·
Fees
– ongoing.
Income
·
Bookings
– No extra bookings until September. Mel has advertised the Sunday After Show
event. She has staff for the evening but
needs people to set up and clear away.
Angelo to get list of requirements and times for next meeting. Several Committee members have already
volunteered to help but more are needed.
Angelo to check if our Licence is being used for Sunday. Vicky Rispin has asked Bill to invoice Show
Committee in advance for use of Rec. It
was agreed to ask for money to cover extra cleaning and utilities.
·
Car
Parking – Neil collected £13.29 for parking. Celia said pre-school mums would put flyers
on cars if these could be made available.
Maintenance
·
Chris will do Meter Readings and Logs.
·
Maintenance Working Party – 22nd July
at 10am. Pre-school have arranged
volunteers to help with tiles. Angelo to
sort materials. A second date of 19th August was agreed.
·
Wickstead have advised us not to use
the broken swing and quoted £480 to repair.
Angelo and Chris have done a risk assessment and believe that the swing
is safe to use. The problem is not the
stanchions but subsidence. Chris has gone back to them and is awaiting a
further reply. Angelo and Neil will try
to sort it.
·
RoSPA
Report highlighted some medium risk areas –
tiles, squeaky swing. Chris suggested we
paint again and oil/grease the swings.
Play
Area/Skatepark Report
They are holding an open meeting on 19th July to
discuss refurbishment of the Play area.
Posters have been put up around the village. Angelo to advise them about Easyfundraising.
Risk
Assessment
Martin suggested putting a notice in
the Parish Mag reminding people that safety gear must be worn when using the
Skatepark. Chris to refer this back to
Skatepark Committee.
Emergency
Lighting/Fire Bells – all ok.
Correspondence
Louise is covering Jess’ cleaning hours
and asked if she should be paid through Beaufort Bureau. This was agreed.
Following Sue Hope’s email regarding
Land designation, we can officially confirm that the Recreational Field of the
High Street has been designated a Local Green Space (Green Space Code LGSD171)
Any
Other Business
Kate asked if anyone had a PA system
that PTA could borrow. Neil suggested
asking Barry Hope.
Sam asked for the stage to be cleared
and props box put back in place. Neil to
sort.
Pat reported that the water heater
didn’t work last Tuesday. Angelo to look
at this – we may have to return it. Pat
also requested a replacement key fob for Peter.
Angelo will sort.
Celia said that Pre-school intend to
site their new shed adjacent to existing.
It will be a similar size. They
are applying for a grant. Pre-school
understand that they will be responsible for erecting the shed and keeping it
in good repair. Neil advised siting it
on blocks and Pat warned that they should be aware that kids will try to climb
on the roof. Anti-graffiti paint was
used on the other shed.
Hilary asked if WI can park on concrete
area at rear of Hall when they have a big group meeting in October. This was agreed. She asked for the piano to be re-tuned. The Committee agreed to meet 50% of the cost.
Angelo reported that the Cotswold
Charity Walk was very successful. We
charged £280 for use of facilities. They will be back next year.
Date
of Next Meeting
The date of the next meeting will be 14th
August 2017 at 7.45pm
There being no further business the
meeting closed at 9.15pm.