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

HAWKESBURY UPTON HALL COMMITTEE

Minutes of Meeting
Held on Monday 13June 2011

Present:
Angelo Sauro Mick Bendeaux Fiona Steeds Pat Sherry
Terry Gardener Chris Rispin Neil Fozard Bryan Robinson
Sue Webb Pete Webb Sue Hope Debbie Young
Kate Bashford Kath Harkness Louise Roberts


1. Apologies
No apologies received.

2. Previous Minutes
The Minutes of the previous meeting were signed as a true statement.

3. Matters Arising
Chair Cleaning – ongoing.
Stage Curtains - PS announced that Drama Group are going to pay for the stage curtains but would still welcome donations from other groups. They asked that any Hall Hirers pay an extra charge for using the stage which will go into a “curtain contingency” fund. £10 per hire was agreed. PS will also prepare a manual with user instructions. A grant has been applied for and if successful Drama will pay for the tabs as well. A green fabric has been chosen. MB asked PS to show the swatch to Joan Yuill who is making the blind for the upstairs window. AS to amend booking form to include above.
Outside Lights – TG is dealing with this.
Crockery – MB has bought 120 of everything and it is stored above the bar. We will charge for use of this crockery. DY and NF to ask PTA and FOSM what they would normally pay to hire same.
Skateboard Track – SH reported that a meeting has been held with parents and youngsters interested in this project. They have visited Sherston’s and are happy that a similar area would suit all ages. We need sizes and costings. They are keen to apply for a grant but short of time. MB suggested they ask for grant to enable them to get proper plans/costings sorted out. AS suggested they form a group and have a rep come to Hall Committee meetings so that we can work with them.
Boundary – ongoing.
Family Fun Day – CR has volunteers for most activities and has arranged music.
CR to circulate list of who is doing/buying what. Donations of Raffle Prizes are needed. Posters to be done as soon as possible.

Wish list (Pending)
These are items which will be put on hold until funds are available:
New Kitchen; Bench for Playground; Stage Curtain Tabs & Lighting


4. Treasurer’s Report
The report was distributed at the Meeting.


5. Emergency Lighting/Fire Bells/Extinguishers & Meter Readings
Emergency checks all carried out by TG.

TG supplied readings: Electricity 236833; Water 863/413; Oil 3’5”

MB reported that the annual Fire Check had been carried out.


6. Playground Check
No Report this month.

7. Correspondence

Email from Barbara Stephens (via Vicky Rispin) asking to borrow our plates. FS to reply that this is ok unless they are being used and that we would appreciate a small donation.

8. Any Other Business

A point to note, due to some village feedback the Committee are aware that there are still concerns in the village about the up and coming Bikers weekend in October.

KB reported that Pre-School have had a recommendation that children should have access to outdoor play other than the Playground. They propose creating an area outside the Fire Exit which would be gated when in use but left open for safety reasons at all other times. Plans attached to Minutes. This needs approval from the Fire Dept and a light would need to be put up in the existing adjacent covered outdoor area. The Committee support this, subject to official approval.

PS advised that the area for green waste will be concreted at some point during this financial year. This should improve it.

SH said that there will be a meeting on 7/7 regarding domestic renewable energy sources, which may be of interest.

TG reported that someone had left the heating on 24 hour setting.

DY reported that the light in the first changing room is not working. NF to sort.


9. Date of next meeting
The date of the next meeting will be Monday 11 July at 7.45pm in the Village Hall.

There being no further business the meeting was closed.