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HAWKESBURY UPTON HALL COMMITTEE
 
Minutes of Meeting held on Monday 9th July 2018
 
 
Present
Kate Bashford    Angelo Sauro   Chris Rispin     Phil Dennett     Pat Sherry    Fiona Steeds      Jane Stanbridge   Neil Fozard     Bill  Cullen     Sam Allen     Hilary Rogers    Derek Higgs       Jackie Sandy      Sophia Doughty
 
Apologies for Absence
Lorraine Rutter      
 
Minutes of the Last Meeting            
These were agreed as a true record.
 
Chris introduced Jackie Sandy who is taking over from Lorraine as Bookings Secretary.
 
PROJECTS :
Constitution – Phil has not heard back from the Charities Commission yet.  They have advised him that we should hear within the next two weeks.  To open the new bank account, the bank has now asked that all Trustees sign a form. We also need to confirm as there are some discrepancies between names on the Trustees list and bank.
Chris has done the Annual Return for the Charities Commission and has prepared a draft “Complaints Procedure”.  Derek asked if the final version could be sent to Hazel before Monday.
Play Area –  Karen emailed during the meeting advising that if they get a zipwire it has to be sited alongside the Play park or directly opposite on the tree line.  The Committee needs a specification before any decisions can be made.  Angelo was concerned that the Play Committee were considering using “Just Giving” which charges a monthly fee when they could use “My Donate” for free.  Kate will ask Karen to speak to Angelo.  Bill said that whatever system is used it must clearly stipulate whether funds are for the Hall or Play park.
Windows   The windows will be fitted w/c 6th August.  Following a power cut the Front Door key fob system stopped working, so Chris asked CR Windows to quote for new door and entry system which will be around £2000.  This will be included with the windows and also a new stage door.  Access to the Hall is by the back door until we get the new main door, unless Angelo can rig up a temporary reader. There are a limited number of keys which Chris has been holding.  He will sort a rota for passing on keys. 
Upstairs Room – Kate has ordered carpet tiles – we need to measure landing area to finalise.  They will be fitted after the windows have been done.  The Youth Club cupboard has not been included in the estimate.
CCTV – This should be fitted during the school holidays.
Heating/Boiler – Angelo has emailed the plumber but has not had a reply.  He will follow up.
Car Parking/Sign – Neil to source an A Frame board with interchangeable inserts which can be used by all Hall groups to advertise events.
GDPR – Kate has finalized this but will wait until the new Charity is set up before circulating.  Angelo suggested we have a Hall logo.
Open Day – Only Pre-school have expressed an interest in being involved.  Sophia said Toddlers would take part too.
 
 
FINANCE:
Treasurer’s Report – Bill had distributed the report which was discussed.  There is a duplicate payment from Tim Watts.  Chris will speak to Tim.  There was a bounced cheque from the Parish Council for a grant.  Bill asked if this could be paid by BACS but Derek said PC do not do online banking.  Bill to speak to Hazel about a replacement.  Bill asked Derek to confirm that PC will pay defibrillator costs.  He said they will be discussing this on Monday.
Parish Council Report  - Nothing from Parish Council this month.
Car Parking Fees – Neil collected £7.56 this month.
 
INCOME:
Bookings – Jane has found a company who will put on a Gin Tasting evening.  She has asked FOSM if they would run it as a joint fundraiser and they have agreed. A date of 9th November has now been confirmed.  Kate and Chris offered to help plan the event along with Jane and FOSM reps.  Committee members will be needed to help on the night.
 
MAINTENANCE:
Meter Readings  The oil tank now records in percentage used rather than inches.
Water Softener/Boiler  – Sam Blakeney quoted for a water softener (£1770) although we asked for a quote for the Cracker unit. We need to discuss the merits of different systems before deciding. Kate, Chris and Angelo will work on this.
Hall Floor – Luke will revarnish.  Date to be advised.  Cost will be around £600.
Canopy – ongoing.
 
PLAY AREA / SKATEPARK REPORT:
Parish Council want to know when the welding damage highlighted in RosPA report (Skatepark) would be repaired.  This was classified as amber (not urgent) and the Committee will continue to monitor it.  They also asked about holes in the matting in the Play area.  This has the same amber rating.  Here the problem is that tiles shrink in the hot weather and will expand when it rains.  There is a risk to children due to gaps and Kate will put a sign up.  However it is up to Pre-school and Toddlers to decide if they wish to continue to use the area.  The Committee felt that it is not necessary to close the park.
 
RISK ASSESSMENT:
Health & Safety –  no other issues.
Safeguarding Report – Kate is working on it.
Dogs on the Rec – The situation seems to have improved.
Emergency/ Lighting/Fire Bells  Chris will do these.
 
CORRESPONDENCE:
The Show Committee would like to put up a shed in the old composting area to store logs and deer roast equipment.  In return they would landscape the area and put in raised flower beds which could be used by Pre-school. The Committee is in agreement with the proviso that the Show Committee maintains the area.  Chris is concerned that the gardening area Pre-school have at present is a mess and not being maintained.
 
Sue Hope had emailed concerning a complaint about the recent Cotswold Way walk during excessively hot weather conditions, where the Rec was used as a support station.  The Committee felt that it was well organised, with St Johns Ambulance staff on hand.  They have provisionally booked for next year.
 
ANY OTHER BUSINESS:
Derek asked if the Hall has space to store the Community Christmas Tree decorations.  We do not, but Chris suggested if Show Committee get a shed they might be able to help.
 
Pat pointed out that there is no sign to indicate where the First Aid Kit is kept in the kitchen. Kate will make a sign.  There is also no washing up liquid.  Chris to speak to the cleaner.
 
Sophia asked if the Committee would be prepared to pay for a course in how to use the Fire Extinquishers correctly for Pre-school and Toddlers.  It was felt that individual Hall Users need to familiarize themselves with the instructions but Chris asked Sophia for more information on costs.
 
Derek is concerned about the risk of Legionnaires disease as the Changing Room Showers are not being used.  Maintenance party to look at this.
 
Angelo advised that the Urn was left on after Library last week.
 
Date of Next Meeting
The date of the next meeting will be 13th August 2018 at 7.45pm. 
 
There being no further business the meeting closed at 9.30pm.
 
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