HAWKESBURY
UPTON HALL COMMITTEE
Minutes of Meeting held on Monday 12th March 2018
Present
Pat Sherry Kate Bashford
Neil Fozard Bill Cullen
Sam Allen Hilary
Rogers
Angelo Sauro
Phil Dennett Derek Higgs
Martin Horner Fiona Steeds
Apologies
for Absence
Jane Stanbridge Chris Rispin Mark Francom Rebecca Clark Mandy Clark
Louise Roberts Lorraine Rutter
Minutes of the Last Meeting
These
were agreed as a true record.
PROJECTS
:
Windows
– Kate is ready to
submit our application to Awards for All.
If the Hall is unsuccessful then the Park Committee will apply.
Upstairs
Committee Room – We would like to do the lighting but
don’t want to proceed unless Youth Club are going to get the floor done. Angelo will contact the Electrician to
confirm lighting quote. Kate to speak to Mark.
Constitution/Charity
formation – the solicitor is working on the Trust
Deed. We will transfer all assets and
fixtures and fittings to the new Charity. Phil gave the Certificate of
Incorporation for the new Charity to Bill as this is needed for the Bank. We
will need to hold another Public meeting to confirm the transfer to the new
Charity. This will have to be publicised
and held when the new bank account is confirmed.
It is hoped the transfer can be
completed in May. Derek will go back to
PC regarding their solicitor. Bill has
spoken to the Insurance Company and they will update our documentation on the
day of transfer. Bill will have to wind
up the accounts for the old Charity and transfer everything over.
Breakfast
Event – Fiona will liaise with Neil &
Sam regarding supplies from the shop.
Louise has organised children’s activity and asked for Raffle Prizes in
Parish Mag. Derek will ask PC for
volunteers to help on the day. Several
Committee members volunteered to help and to cook sausages. We will meet at 8.30am to set up. Angelo to advertise event on the website.
Open
Day Proposal – to be discussed when Chris gets back.
FINANCE:
Treasurer’s
Report – Bill had distributed the report which
was discussed. Pre-school are to be
invoiced on a monthly basis. Kate to ask them to advise Bill of dates when they
do not use the Hall. A new battery was
bought for the Defibrillator. Bill asked Derek if PC would re-imburse the cost
which was £250. Hazel Jones had advised
Fiona that PC have awarded us £200 and the same amount to the Park group.
Financial
Procedure – Bill has prepared this as it is
required for grant applications. At
present we have no online account but this will change with the new Charity. The Committee unanimously endorsed the
Procedure and thank Bill for his work on it. Angelo will add this to the list of Policies
on the website minus any confidential information. Kate requires the final version to send with
grant application.
Insurance
– to date no meeting has been arranged with Chris Harding.
Parish
Council Report -
The village Spring Clean is on Saturday 17th March. Equipment will be available for people to
use. Volunteers required. The Annual Assembly will be held on 16th
April in the Methodist Hall. All are
invited to attend. There will be
speakers including John Ruthven on the
subject of Plastic Pollution. Derek
asked for a brief report from the Hall Committee which he will read out. Fiona to add Hazel to circulation list for
Minutes and Treasurer’s Reports.
Car
Parking Fees – Neil collected £10.80 this month.
COMMITTEE:
Kate to follow up on Buffs and Tennis
Club representatives.
INCOME:
Bookings
– Lorraine circulated the bookings which are looking quite
healthy. Regarding the Action
Challenge/Dog Show booking at the end of June, Kate advised that Action
Challenge hope to have gone by Saturday night and only booked overnight as a
contingency. Karen Bexter has been
advised of this. Karate no longer use
the Hall on a Sunday either. Karen asked
if our Insurance covers the Dog Show. Phil/Bill
will try to find out and let them know.
MAINTENANCE:
Meter
Readings – AS had done, and all okay.
Cleaning
– No response so far from the adverts Kate placed.
Hedge
Laying – NF advised that this will start in
the Autumn but some preparatory work will be carried out.
Working
Party – Date set for 24th March.
PLAY
AREA / SKATEPARK REPORT
No report.
RISK
ASSESSMENT:
Insurance
– Bill can get an Insurance reduction if
we can show we carry out Risk Assessment.
Health
& Safety - nothing to add.
Emergency/
Lighting/Fire Bells – some of the lighting is getting
dimmer. AS to sort.
CORRESPONDENCE:
Email received from South Glos
regarding Equalities Conference. Fiona
to forward to all Hall User groups.
ANY
OTHER BUSINESS:
The Library opening had to be cancelled
due to bad weather. It will open this
Friday (16th March) from 2.15-4.15pm.
Neil suggested they should have their own A-Board to put outside. Kate suggested they put out a “Library Open”
sign this week as many parents will be attending school assembly at 2pm.
Neil asked about tables. Kate to follow up with Siobhan and also ask
about Water Softeners.
Pre-school had to be cancelled on
Monday because someone switched off the heating at the weekend. We need to address this urgently. Angelo to look at cost of an internet system which would email us when heating goes
off.
Angelo proposed a fundraiser with a
band who take a share of ticket revenue.
The Committee thought this was a good idea. Angelo will find out what dates are
available. Sam and Phil offered to help.
Angelo has added front door handle to
the maintenance list as it needs a repair.
He wanted to alert people in case there is a problem.
Angelo has registered for a Microsoft
portal which we could use to access documents remotely. He will update at next meeting.
No progress on water heater. Water quality is a worry but we cannot use a
softener on drinking water. Angelo will
look at models again. There is a magnet
on the water system which is broken but could be the solution. Kate to ask Steve Blakeney to look at it.
Louise will not be in a position to
take on bookings until Spring 2019.
Fiona to ask Lorraine if that is a problem. Kate offered to help show people round the
Hall if that is a problem.
Date
of Next Meeting
The date of the next meeting will be 9th
March 2018 at 7.45pm.
There being no further business the meeting
closed at 9.35pm.