HAWKESBURY UPTON HALL COMMITTEE
Minutes of Meeting held on Monday 14th November 2016
Present
Chris Rispin Fiona Steeds Hilary Rogers Martin Horner Neil Fozard
Jane Stanbridge Pat Sherry Bill Cullen Caroline Mockford Pete & Sue Webb
Kate Bashford
Apologies for Absence
Angelo Sauro Lorraine Rutter Louise Roberts Sam Allen Sue Hope
Mark Frankcom Sally Bleaken Rebecca Clarke
Minutes of the Last Meeting
October’s Minutes were agreed as a true record and signed by the Chair.
Projects
- Kitchen – Burco has been moved. Only need to paint round hatch to finish.
- Upstairs Room – Caroline brought flooring samples. Cotswold Edge Carpets quote is within £750 budget if we fit. Committee felt it would be better to pay extra for fitting. Caroline to go back for quote. Jane suggested Youth Club apply for grant from Western Power to pay for lighting – quote is £544 + VAT. They are also applying for a grant from SGC which could go towards the flooring.
- Pre-school Extension – Kate has not had an update from them.
- Porch – Richard Bleaken will quote. We can’t get a grant for this. We also need new stage doors as these are rotting.
- Windows – Jane will apply to Big Lottery Fund for grant of up to £10,000. She asked that the windows be measured. Chris to do this. We will have to make up shortfall on cost.
Finance Report
Bill’s report was distributed and discussed. Bar takings from Sally Bleaken’s party were a real boost to our income. Chris proposed a vote of thanks to Sally for this. Bill has re-negotiated the contract with PHS by almost half. Committee are happy to go with this.
Parish Council Report
Sally was not at the meeting but had emailed to say she will present Chris’s Risk Assessment report to Parish Council. Sue Hope emailed to say that although she was not an official Committee Member she can no longer attend meetings, as new Council rules prohibit Councillors from being affiliated to groups to whom they award grants. Chris has emailed to thank her for her continued support. No progress on deed document.
Income
- Bookings – the Bonfire event was extremely successful and the Committee wished to congratulate the Bonfire team for putting on a tremendous display. We are also most grateful for the £245 donation from them. Angelo will ensure a proper Risk Assessment is carried out for Insurance purposes for future events. Bookings for the next couple of months are healthy and we have some for next year. Louise has given dates when she is unavailable to clean the Hall. Kate will ask Marina/Miranda if they would be prepared to cover. Chris to speak to Angelo.
Maintenance
- Meter Readings – Chris did these.
- Skatepark – one of the boards is gone and must be replaced urgently. Funds from the Skatepark account will be used for this.
- Firemark Inspection – this has been done and we needed 2 new extinguishers.
- Electrical Inspection – 5 year condition check carried out. Some areas need urgent attention (circuit breakers, connectors). Angelo got a quote for the car park lighting. Chris to check with him as to how this will interact with CCTV.
- Microphones – Drama are installing these onstage but it won’t affect electrics.
Play Area/Skatepark Report
Rebecca emailed to say that they did not deliver the sign to the Maintenance Working Party. Fiona to email her and get this done as it is extremely urgent.
Risk Assessment
- Constitution – ongoing.
- Emergency Lighting/Fire Bells – 2 x fluorescent tubes required.
- Risk Assessment Report – Chris distributed this. He suggested a sub-group be formed to do these checks annually.
Correspondence
Email from Liz Howard asking that post and cement stored backstage be moved for Drama group. Chris to do this.
Email from Alan Hemingway asking if we want to review Louise’s hourly rate. Commiteee unanimously agreed to increase to £10 per hour. Fiona to advise Alan.
Any Other Business
Louise proposed attaching laminated tag to Hall key fobs with instructions for opening up and closing the Hall. The Committee thought this a very good idea. Fiona to liaise with Louise.
Kate asked if PTA can set up a grotto onstage on Friday evening before their Christmas Fayre on 10/12. This was agreed.
Sue Webb advised that the position of the small wooden tables makes it difficult to access the big ones. She wondered if we could get a trolley for them to be moved in and out on.
There are no instructions for operating cooker/oven. Fiona to get these and put in kitchen folder.
Date of Next Meeting
The date of the next meeting will be 12th December 2016 at 7.45pm
There being no further business the meeting closed at 9.15pm.