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

PRESENT   Chris Knight   Sam Allen   Hilary Rogers   Fiona Steeds    Sue Hope    Jackie Sandy 

Angelo Sauro    Sally Roberts    Bill Cullen     Louise Roberts   Neil Adams    Vicky Rispin

Andrew Webb    Phil Dennett    

 

APOLOGIES   Steve Magrath   Mandy Clarke   Hannah Herod    Neil Fozard   Jane Stanbridge

Kate Bashford

 

The Minutes were agreed as a true record.

 

Our response to the Plan has been referred back to Parish Council for consideration.  To be discussed again at the December meeting.

Angelo reported that the recent fitting of the smart meter had flagged up some serious problems with our electrical system.  The electrician we regularly use has checked it and quoted £875.96 + VAT to fit new MCBs and RCBOs.  Angelo felt that as this needs to be done urgently we should stick with the electrician who knows the building and not look for a second quote. As this is not in line with the Finance Policy (single quotes only allowed for work up to  a max cost of £500) a vote was taken and the majority agreed to go with this quote from Glenroy Ltd.  Bill confirmed that we have sufficient funds to cover the work.

Bill had circulated the Employment Policy which was discussed.  Chris recommended some changes and Bill will expand on these and redistribute the updated report.

Jane had circulated the Complaints and Policy procedure which was approved by the Committee.

 

Kate and Angelo have continued to work on the Grant application.  We need to identify what sort of system we need for the Hall.  Angelo has several quotes and he and Andrew will look at which is most cost effective.  Kate thinks a maximum of £10k will be available and we would have to be prepared to top this up by several thousand pounds. It was agreed to continue and to submit the grant application on the basis that if at the end it proved too expensive we would simply withdraw at that point, however there are opportunities to get other grant support as well so hopefully it would not come to this.

Each sub group reported on what progress has been made and most groups are on schedule. Andrew will update the progress tracker and send it out.

 

Andrew felt that we need to be more ambitious in our plans, following on from last month.  Chris said that Hannah was also disappointed that activities had been scaled back.  Sally will contact her and their sub committee will review the situation.

Vicky reported that the Toddler group are meeting on Wednesday afternoons, but a Tuesday slot would be more popular and they would like to change if possible.  Subsequent to the meeting Toddlers have decided to meet on Tuesdays and, when Evergreens return, they will use the upstairs room on the second Tuesday of the month.

Mandy has said that Evergreens hope to restart in January 2022.

Neil reported that Youth Club have been unable to find someone to lead their sessions, although they have quite a few helpers.  They are advertising and hope to be able to continue.   He will contact Jane for help with publicity and keep the Committee updated.

Hannah and Andrew are helping on the bar.  Neil Adams will be there on the night and willing to help if required.  Angelo will stock the bar.

The Schmoozembergs – 13^th November

Andrew offered to help  manage the bar and Angelo will do stock. Volunteers are required to operate the bar – please contact Andrew if you are willing to help.

This will go ahead on 6^th November.  The Bonfire Group are now independent from the Hall Committee and have their own Insurance.

Sue is concerned about hire charges for letting the Rec out separately from the Hall.  Andrew to ask Phil to explain  the rules regarding this at next month’s meeting.

Jackie reported that we have quite a few bookings for children’s parties and private events.  However Saturday nights are still quiet.  She also said that two weddings are booked in for next year  and she and Andrew have agreed to produce bespoke pricing quotations for weddings given each one has different requirements and they will meet with the hirers in advance to provide a more personalised service.

 

Bill had distributed his report which was discussed.  He and Andrew have been looking at what level of funds we should hold in reserve to cover low levels of bookings, increasing costs and emergencies, and what funds should be made available for investment and development in support of the Strategic Plan.  They aim to have a proposal for the Committee next month.  Andrew asked if in the meantime the Committee are happy to commit to topping up any grant received for Solar Panels.  There were no objections.

Chris distributed his report which was discussed.  There are a few key actions for Chris, Phil and Angelo to resolve that are mitigations to our top risks and so need urgent attention. Chris is completing all COSHH assessments and is concerned that some of the cleaning products in stock should not be used and he will remove them.  He will liaise with the cleaner.

Nothing to report.

Angelo’s report was distributed and discussed.

The gate between the play areas has been taken away but the hinges are still there.  Angelo will arrange for these to be removed. The CCTV upgrade should be completed this month.

Sue advised that the Parish Council have booked the Hall for the Open Morning  on 20/11.  It will be a drop in session focussing on issues like car parking in the village, traffic calming measures and climate change and nature to try and engage community interest. 

Terry Truebody has suggested Thornbury Swing Band for a fundraising event in the Hall.  Andrew to follow up.

Hilary asked if WI can display their competition shield underneath the tapestry in the Hall.  This was agreed.

Vicky said the Show Committee are withdrawing their request for the red barrier to be removed as it is not a problem.

Andrew asked if the Run Fibre project is going ahead and Angelo confirmed that it is.

There being no further business the meeting was closed at 10.28 pm.

 

The date of the next meeting will be Monday 8^th November 2021 at 7.45pm.