Mar 21 - Hawkesbury Upton Village Hall - Hire for Weddings, Parties, Stage for Live music

 

Present – Sue Hope    Bill Cullen    Neil Fozard    Phil Dennett    Fiona Steeds  

Angelo Sauro    Jackie Sandy    Sam Allen    Kate Bashford    Jane Stanbridge

Steve Macgrath   Louise Roberts    Sally Roberts    Andrew Webb    Neil Adams

 

Apologies –   Mandy Clark   Amy Barnfield  

The minutes were agreed as a true record.

 

The new government guidelines were discussed along with the advice from ACRE.  Football can restart from 29/3 but only outside.  Angelo to liaise with them. Children’s activities (eg Dance, Karate, Youth Club) can start from 12/4 with social distancing rules.  Neil said that Youth Club were looking for guidance from the Committee before they make a decision on starting up.  Kate will send the ACRE advice to all.  Louise asked if Girl Guiding can use the Rec from 29/3 which was agreed, but there will be no access to toilets. Indoor exercise is ok from 17/5.  Fiona to email user groups and ask them about their plans to return. All users will need to submit an updated Risk Assessment when they want to come back to the Hall – this document will need to be approved by 2 Committee members.  Kate also confirmed that we are eligible for another grant from South Glos Council for the period up to 31/3.

 

Bill had distributed his report which was discussed.  The transfer of last year’s accounts to the new system is ongoing.  The Committee thanked Bill for all his work on this which is greatly appreciated.  Neil collected £20.24 from car parking.  Louise asked how the clothes bank money is calculated.  Phil said it is done by weight and paid monthly.

Sue reported that the grass cutting contract has been awarded to Ian Jones and thanked the Committee for the updated specification.  A Notice Board with suggested walks round the Parish to be sited at the bus stop (not the Hall as had been suggested). Sue asked if we are interested in planting trees round the perimeter of the Rec.  Kate asked the Committee to consider this and we will discuss at the next meeting.

 

Steve had submitted his report and there are no significant issues.  He thanked Louise for sorting out the Graffiti project and repair to the Skatepark.  John Day still has to replace wooden side panels which are rotting.  RoSPA are due to inspect soon.  Last summer we sanitised the equipment and we debated whether to continue with this.  It was decided to use up supplies of sanitiser and then re-assess the situation.  Local schools and other Play Areas do not seem to be doing this.  Kate will ask Ange if she is prepared to do it.  Phil suggested we cancel the Initial Hand Sanitiser contract (due for renewal) as it is very expensive.  This was approved by the Committee and we will seek alternative supplies.

 

 

 

The results had been circulated and Angelo had put them into a spreadsheet.  Sue thanked Jane, Jackie and Kate for their work on this.  Jack is no longer able to develop a revised online booking system. Angelo offered  look at an “add on” to the current website. Jane thought it may be possible to get a grant for this. It was decided that we would try to address the short term projects listed in the summary document straight away and Andrew offered to head up a team to work out a long term strategy based on the feedback we have had.  Kate will liaise with him initially to categorise projects.  Iain Rae has offered us the Buffs cabinet for extra storage and Youth Club are having their fridge. 

 

Angelo has put all the checks on a spreadsheet for which Kate thanked him.  She explained that the CCTV is not constantly monitored and only accessed if there is an incident. Access to the CCTV system is recorded in a log. The log will be shared at the Committee meeting each month to demonstrate when the system was accessed, and show that it is not being monitored on a regular basis.

 

 

Angelo said that a Working Party had cleared brambles which were pulling down the fence adjacent to Audrey’s land and that the fence had been put upright.  Louise cleared rubbish from the Skatepark.  Sally said that she and Pete have repaired fencing bordering their property.  Kate thanked everyone for their hard work.  Bill asked about the cost of the EWS contract.  It is expensive but Angelo explained that it is essential and they were quite a bit cheaper than competitors.  Angelo will send a copy of the contract (which has just been renewed) to Andrew and Kate. 

The Energy Review is ongoing.  A check on insulation is being arranged.

 

There were no issues.

Mick emailed to say that he no longer wants to audit the accounts.  Fiona to email and thank him for his help.  Kate has approached Anna O’Brien who is a Chartered Accountant and she is happy to take over.  The Committee approved this.

 

Angelo pointed out that Steve’s checks on the Play Area had gone from 3 monthly to monthly.  It was decided to stay with monthly until after the RoSPA inspection.  We still owe the contractor money but there are still issues to be sorted.  Kate will liaise with Karen Bexter.

 

Andrew has discovered that the Hall celebrates it’s 40^th Anniversary this year and suggested a big celebration/fundraiser in the Autumn.  The Committee thought this was a good idea which will be discussed at next meeting.

 

Louise reported that Badapple Theatre have postponed their May production until 2022.  They are doing a family show from June-September which can be performed outdoors if necessary.  The Committee asked Louise to book this in.

 

Sally said that, whilst they are happy to pay for the repairs they have done to the fencing, going forward they feel it is unfair that they have to bear the cost of damage caused by Hall Users.  This has been noted and Kate thanked her and Pete.

 

Jane asked Angelo to take the survey off the website.  She also mentioned the Table Top Sale and it was decided to cancel it and review it in the summer.  Jane will submit the report for the Parish Mag to include Skatepark update, Clothes Bin and repairs to Skatepark.

 

There being no further business the meeting was closed at 9.35pm.

 

The date of the next meeting will be 12^th of April at 7.45pm.