HAWKESBURY UPTON HALL COMMITTEE
Minutes of Meeting held on Monday 13th June 2016
Present
Chris Rispin Angelo Sauro Pat Sherry Hilary Rogers Neil Fozard Martin Horner
Jane Stanbridge
Apologies for Absence
Lorraine Rutter Kate Bashford Hilary Rogers Louise Roberts Sam Allen
Fiona Steeds Bill Cullen Rebecca Clark
Minutes of the Last Meeting
May’s Minutes were agreed as a true record and signed by the Chair.
Projects
- Kitchen – there are a few minor maintenance items to be completed and await outcome on the water heater.
- Upstairs Room – progressing slowly. Mark had sent an email (which did not arrive until after the meeting) setting out his programme.
- Pre-School – an email arrived after the meeting which stated that Pre-school have a meeting with the Architect, therefore we await further developments.
- Porch – we met with Richard Bleaken and discussed the original proposal to put up a canopy over the front entrance door. This included moving the front doors, which we now consider unnecessary. The original plans will be put out for another tender and we will also seek alternative options for a raised canopy.
- Windows – Jane will look into grant availability for all new windows, based specifically on saving energy and as the current ones do need extensive maintenance.
Finance Report
- Bill Cullen is to be congratulated on working hard at getting in outstanding funds and now the bank balance looks reasonably healthy. We have had some good events and a special thanks went to the Drama group for organizing the very successful Murder Mystery night.
No report this month. No news on Deed Document and Title plans.
Income
Jane agreed to open and Martin to close the Hall on Polling Day.
No further major event was planned for this year, but there is thought to be a “Rock on the Rec” for next year.
Maintenance
- Meter Readings – Chris did these.
- Maintenance Working Party – Angelo is working on getting someone to fix the outside lighting. August date was planned for the next working party. See list below.
- Boundary Fence - Chris produced a note which was read out at the last meeting and circulated regarding the new arrangements for the boundary fence between Coombe View and the Village Hall. This was agreed and needs to be deposited in a file for future reference.
- Play Equipment Maintenance – no report.
Play Area/Skatepark Report
No report.
Risk Assessment
- Constitution – this matter was held over for the next meeting but there have been no adverse comments so we need to implement – CR.
- Emergency Lighting/Fire Bells – report submitted.
- Evacuation Plans – Health & Safety issues were discussed. WI reported that they do an annual fire check at one of their meetings – other groups should be encouraged to do the same.
- Risk Assessment Report – held over.
Correspondence
- Cleaner Cover – Martin (lives next door to Angelo) agreed to do it but we need to establish if he is self employed.
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Date of Next Meeting
- The date of the next meeting will be 11th July 2016 at 7.45pm
There being no further business the meeting closed at 8.50pm.
Maintenance Items
· Skate Park Notice Board
· Electrical safety check and electrical items
· External lighting
· Boundary fence
· Signs in kitchen - Yes
· Paint outstanding woodwork in kitchen
· Donation box – suggest simple wording – CAR PARK DONATION – this is a private car park please contribute towards its maintenance Car park donation box behind you
· External decoration
· Cutting back foliage in play area – weed killer?
· Gate spring – in hand
· Lock for main gate – ordered
· Steam cleaned all the chairs - Done