HAWKESBURY
UPTON HALL COMMITTEE
Minutes of Meeting held on Monday 12th November 2018
Present
Chris
Rispin Kate Bashford Sam
Allen Phil Dennett Pat Sherry
Bill Cullen Hilary Rogers Martin Horner Jackie Sandy
Fiona Steeds Carol Powell Jane Stanbridge Angelo Sauro
Apologies for Absence
Neil Fozard Mandy Clark
Minutes of the Last Meeting
These
were agreed as a true record.
PROJECTS:
Play
Area – They have been awarded a £15,000 grant
from Ibstock Enovert Trust. The Christmas Shopping Evening is this week but
that money will go towards Insurance for the Skatepark.
Upstairs
Room – It was decided that we need to get
the window blinds as we do not know what is happening with Youth Club. It was
decided to go for a Roller blind style.
Kate will have a look and email options to everyone. Parish Mag have kindly offered a donation
which could go towards the cost. Once the cost is known we will need to report
back to the Parish Mag committee.
FINANCE:
Treasurer’s
Report – Bill had distributed his report which
was discussed. He is now operating both
old and new accounts until everything has gone through, when the old account
will be closed. A closing statement will be produced for this account. Online
banking is now operational.
Year
End Requirements – AGM to be discussed at December
meeting.
Parish
Council Report – There has been a request for bins
suitable for disposal of incontinence pads to be provided. Bill will ask PHS.
Gardening Club have advised PC that they are disbanding but have donated a
bench to the cemetery from leftover funds. Pat explained that there is more
money to be split between PROPS and the Hall Committee. PC had asked if they could pay for a bench to
go by the Monument. It was felt that if that was the decision then Parish
Council should be responsible for it.
Pat will go back to Gardening Club and ask if they would prefer to
donate something for the Rec.
Car
Parking Fees – Neil absent, so nothing this month.
INCOME:
Booking
Feedback – Having recently hire the Hall Jane
raised some issues:
Bar
- She felt that we need to be accepting card payments. Kate said that PTA use iZettle. Once the card reader has been purchased the
only charges are 1.5% per transaction for charities. Chris asked for more information on the
security aspects as money goes into a holding fund, but the Committee agreed
this would be a good facility to have.
Cleaning
– Jane suggested we include cleaning charges for the next day in the fee,
rather than rely on the hirer to clear up.
Chris explained that contract cleaners will not come out to the village
so we are reliant on local staff. Jess
is back from maternity leave but we could do with having back up relief staff.
Booking
Form – Jane felt the form was confusing. She
asked if we could have a “shopping trolley” style form where you add extras
like stage hire, lighting etc. This
would give an exact confirmation of total cost and this could be used to
generate an invoice. Angelo will have a
look and liaise with Jackie.
Gin
evening – 122 tickets have been sold. Jane & Kate
are meeting with the Bendrys on Thursday, after which they will send a
spreadsheet to Bill with payments.
Helpers needed from 5pm to set up hall.
There will be a table plan. There
are enough volunteers for the bar. Angelo has arranged for Will Robson to set
up the bar.
Parish
News Welcome Pack – Kate and Jane are finalizing this.
Caravan
Club – they have cancelled.
MAINTENANCE:
Meter
Readings – No readings. Chris has been ill but
will resume readings next month.
PAT
Testing – Angelo will ask Phil Thompson to do
this. When a date is arranged Fiona to
email Hall Users and ask them to make available any equipment which needs to be
tested.
Firemark
– the inspection has been done and recommendations
implemented. Angelo will put the
certificate on the website.
Skatepark
– Chris handed round photos of the den which has been
made. A youth was seen taking a package
from under the roundabout and going to the den.
Police have been informed and will check the area periodically. Still waiting for a quote for the
metalwork. Bricks will not be
suitable. The equipment is still safe to
use. Tom to be asked to clear everything
out and we will monitor the situation. If we do not use Parish mag grant for
blinds it could be put towards another CCTV camera. Chris asked Show Committee to secure the deer
roast equipment. There is a concern that
the Playground Committee do not see Skatepark maintenance as being their
responsibility. This needs to be
clarified.
Maintenance
working party – Chris to email a new date.
Water
Softener – ongoing.
Hall
Floor – Angelo is still chasing this up. Sam said that Drama have a £300 grant towards
the work on the stage. Bill will provide
them with paperwork for the grant provider.
It is hoped to have the work done over Christmas.
PLAY
AREA / SKATEPARK REPORT:
No report.
RISK
ASSESSMENT:
Risk
Assessment – Issues
with lighting in ladies toilet.
Health
& Safety – no issues reported.
Emergency/
Lighting/Fire Bells – Chris will do these.
CORRESPONDENCE:
BIU
Group Service Level Agreement – ongoing.
ANY
OTHER BUSINESS:
Jackie asked what to charge for NYE
2019 booking. Hourly rate to be
applied. There is only one available
shower.
Sam reported that after the Cricket
Club event the tables were not put away properly and had to be taken out and
sorted. There was also beer spilled on
the stage which was very sticky and rubbish left there. Fiona to email them.
Martin asked if we were getting a Smart
meter, but this is not happening yet.
Pat asked if it is possible to keep the
front door on a latch as with previous one.
Angelo is looking at this but the design is different. He will also install a wireless
doorbell. The alarm which alerted
Pre-school if the door was open is no longer activated. Angelo also will see if the Fire Alarm can be
integrated so that the door handle is released in an emergency.
A £125 donation was received from
Ecclesiastical. Fiona to thank Helen
Guyan who arranged it.
Bonfire Committee are donating £450 to
the Hall. Fiona to thank them. They would like to keep some equipment in the
shed. There are old plastic chairs in it
which we need to get rid of. Jane will
put them on Second to None. This will
free up space in the shed.
Angelo suggested we could provide
around 5 caravan spaces with hook-up as an income source. To be
discussed next month.
Angelo also proposed getting FIT solar
panels before the scheme ends. To be discussed next month.
Date
of Next Meeting
The date of the next meeting will be 10th
December at 7.45pm.
There being no further business the
meeting closed at 9.45pm.