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.