HAWKESBURY
UPTON HALL COMMITTEE
Minutes of Meeting held on Monday 16th October 2017
Present
Chris Rispin Neil Fozard
Bill Cullen Phil Dennett Pat
Sherry Martin Horner
Fiona Steeds Kate Bashford Rebecca Clark Louise Roberts Sam Allen Steph Weeks
Apologies
for Absence
Derek Higgs Pete
and Sue Webb Angelo Sauro Jane Stanbridge
Minutes of the Last Meeting
These
were agreed as a true record.
PROJECTS
:
Windows
– Jane has confirmed that planning consent is not
needed. Awaiting quotes.
Upstairs
– no update.
Car
Park – Louise will post on facebook asking
for anyone who could patch repair it.
Kate has looked at the possibility of a grant from the EU LEDA
programme.
Constitution
– Kate & Phil distributed a notice to go in Parish mag
inviting people to attend a public meeting to be held at December Committee
meeting. Fiona to write to Parish
Council and invite them to attend the meeting.
Kate also distributed the draft proposed consititution for the new
CIO. Phil explained the differences
between old and new consititutions. There
will be legal costs involved in setting up the CIO. It is hoped to get a pro bono solicitor for
this. All Committee members will be
trustees under the new set up. Fiona to
email and ask for personal contact details which is a Charities Commission
requirement.
Library
– Pat said that they hope to be running by 12th
January. Library will open from 2-4pm
every second Friday. Pat asked if our
insurance would cover them but they will need their own public liability
insurance. Pat to find out if they will
cover before we approach our insurers.
Any additional premium would have to be paid by the library group. The Committee would also look for the Hall
hire (approx. £12 per session) to be covered from money received selling
refreshments. Pat to ask Parish Council
if they would give financial support to cover hire. Sam said that the piano is
WI property and Chris said that they should arrange for it to be removed. Subsequent
to this minute we have been advised that WI need to consult on whether it can
be removed.
Hallmark
Scheme – Angelo not at the meeting.
FINANCE:
Treasurer’s
Report - Bill presented the report which was
discussed. Income from Christmas shopping evening to be moved to Skatepark
account. Skatepark Insurance is due –
Steve Magrath is dealing with it. Phil asked that he be consulted as the change
to CIO could affect the policy. Louise
has cheaper alternative to PHS but we are locked into a contract now. Chris thanked Mick Bendeaux for reviewing the
accounts.
Parish
Council Report - No
report as no representative present.
Car
Parking Fees – Neil collected £11.75.
INCOME:
Bookings
– We have quite a few bookings in the pipeline. Angelo had
to buy new bar equipment as it broke down just before a party. He wants to give
up licensee responsibilities. Chris will
advertise with job description but it is an unpaid role. Following a recent incident at a Hall party,
Chris has produced a sign stating our zero tolerance policy on illegal drug use
to be displayed in the Hall. He will
also put something in the Parish Mag. We
lost income because of this due to extra cleaning bills and Pre-school
cancelling for 2 days. Chris and Fiona
are meeting with Pre-school on Thursday to discuss cleaning, communication and
sorting out written agreements.
MAINTENANCE:
Chris has done the Meter Readings and
Logs. Excessive water usage was due to
broken ladies loo cistern.
The following items were added to
Maintenance Working Party list:
- Climbing
frame loose step – again
- A cover
required for the electric box in the Hall as it will not lock
- Nosings
for the stairs
- Loose
rail to the ramp and fill holes – concrete seems to work so Chris will buy
some more
- Pre-school
cupboard floor – key to be obtained for the cupboard
- Loose
strip in Hall floor
Next working
party agreed for 18th November 2017 - 10.00
Play
Area/Skatepark Report
The film event raised £180. 30 tables have been sold for the Christmas
Shopping evening and they will also have a photographer. They will let Lorraine know that they need to
set up in the afternoon. They would like
to use the rec for stallholders’ only parking and will have stewards to monitor
it. Karen Bexter is now the official
Chair and they are applying for grants to Aviva and possibly LEDA and
Quartet. They are on the waiting list
for Waitrose community fund. Other
events are in place for next year and Rebecca confirmed that they are aware of
the need to cover Insurance costs annually.
They are getting quotes in and will add Wicksteed to the list. Louise to pass on folder from original
playground project.
Pre-school
Chris asked Steph if there was any
progress on their plans for an extension.
She said no as they have just elected a new Committee. Steph asked for items to go on Maintenance
list (above). They want a stairgate at
the bottom of the stairs (agreed). Chris
confirmed that the Hall has been PAT tested. They had reported that the kettle
doesn’t work but there is another one.
They want to lock the changing room – Chris to put the key with boiler
room key.
Emergency
Lighting/Fire Bells – all ok.
Correspondence
Email from Colin Dixon offering a 7’
wide pull down screen for the wall.
Fiona to let him know that the Committee would like to accept this.
Any
Other Business
Chris to ask Angelo to look at
replacement for Burco as a matter of urgency.
Martin has sand which could be used to
secure slabs. Maintenance party to look
at this.
Date
of Next Meeting
The date of the next meeting will be 11th
November 2017 at 7.45pm.
There being no further business the
meeting closed at 10pm.