Oct 25 - Hawkesbury Upton Village Hall - Hire for Weddings, Parties, Stage for Live music

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   Village Hall Committee Meeting - 13th October 2025                                   
AGENDA


 
·     Apologies for Absence (Fiona)
 
·     Minutes of Previous Meeting (Fiona)
 
·     Issues Arising/Decisions/Approvals
·     Sound System/Hearing Loop update (Andrew/Angelo)
·     Main Hall floor cleaning update (Jackie)
·     Hirers insurance – reminder on booking system (Andrew)
·     Critical Facebook post regarding party bookings (Andrew/Jackie)
 
·     Policy Review (updates for approval circulated prior to meeting)
·       Health & Safety policy (Andrew)
·       Equality & Diversity policy (Kathryn)
 
·     Strategic Plan Activities
·       Review of Strategic Plan projects – phase 3 (Andrew)
 
·     Section 106 funds
·       Included in agenda item above
 
·     Hall Operations Status
·       None at this meeting
 
·     Bookings & events update
·       Booking updates (Jackie)
·       Fund raising events calendar (Andrew)
·       Proms Evening report (Andrew)
·       Private party bookings in September/October report (Andrew)
 
·     Events Planning (bar, float, cleaning, special requirements etc)
·       Bonfire Night (Nov 8th)
·       Drama Group Pantomime (Nov 28th & 29th)
 
·     Monthly Reports (issued in advance - arisings only)
·     Finance (Bill)
·     Health & Safety (Andrew)
·     Monthly checks register (Angelo)
 
·     Parish Council feedback (Katie)
·     Correspondence & Publicity (Fiona/Jane)
 
·     AOB (All)
 
 Date of Next Meeting:  10th November at 19.45



Minutes of Committee Meeting 
Monday 13th October 2025                                                                    
                                                                                                            
 
PRESENT:
Andrew Webb, Jackie Sandy, Fiona Steeds, , Bill Cullen, Jane Stanbridge,
Kathryn Kempster, Alan Charlesworth, Mark Strange, Katie Griffin, Vicky Rispin
 
APOLOGIES:
Mandy Clark, Sally Roberts, Neil Fozard, Hilary Rogers, Angelo Sauro, Sue Hope
 
MINUTES OF PREVIOUS MEETING:
The Minutes of the August 2025 Meeting were agreed as a true record. There was no meeting held in September.
 
ISSUES ARISING, DECISIONS, APPROVALS
Sound System/Hearing Loop
Katie used the Hearing Loop in the upstairs room and it worked very well.  She expressed her gratitude for it having been sorted. Andrew said that the Loop in the main Hall is being enhanced in the next 3-4 weeks by the Drama team and will enable the loop to be effective for stage presentations (using the dedicated microphones), drama productions, general announcements using the mini-amp microphone and a  table microphone linked to the Loop will be purchased  for meetings.
Main Hall Floor Cleaning
The machine has been purchased at a cost of £2700 and Jackie is meeting with Craig at 3.30pm on Friday for a demo on how to use it.  Everyone is welcome to come along and she will invite Ange to attend. Andrew has asked the PC for a £1k grant towards the cost which has kindly been given to the Hall.
Hirers Insurance
The question has arisen of whether anyone who uses the Hall for a café or party (or any type of event/activity) should have their own insurance.  The Hall has Public Liability Insurance that covers any incidents that are hall related, and our Policy clearly states that we recommend Hirer’s insurance  and most Hirer’s are covered under their own policies.  Jackie was asked to check that our booking system states “we recommend that all Hirers have Insurance cover appropriate to the activity taking place” (or similar wording).
Critical Facebook Post
Jackie explained the circumstances surrounding these 2 instances and said that she had apologised for the delayed response.  She had spoken to both parties and thought the matter to be resolved. It was therefore very disappointing to see the issue raised in such a public forum. The underlying cause for the delay was that both booking requests required aspects that are not in line with our Hiring Policy and several of the Executive Trustees were all on holiday at the time and not contactable to seek exceptions. Neither of the bookings were accepted in the Hallmaster booking system. The Committee was unanimous that the Upstairs Room is not appropriate for Children’s Parties, due to the open stairway and lack of toilet facilities.  A discussion was held on the request for Bring Your Own  (BYO) alcohol, which the current policy does not allow except in certain circumstances. The Committee were reminded that the hourly charge for hiring the hall falls significantly short of the actual operating cost, and therefore the bar is required to cover the costs and enable a profit, unless a hefty corkage fee is added to the booking price.  A vote was taken on whether to allow BYO Parties in the Main Hall and the decision was that we will not consider them in future. This will also ensure no delay in replying to this sort of enquiry. We will review our Bookings procedure to ensure that if someone is on holiday enquiries are picked up by another Committee member.
 
POLICY REVIEW
Health & Safety Policy – Andrew had circulated this and the Committee approved it. Equality & Diversity Policy - Kathryn had reviewed this and confirmed that it is in line with Government advice.  She will let Angelo know that it has been approved.
 
STRATEGIC PLAN ACTIVITIES
Andrew went through the remaining Phase 3 investment & development projects:
 
Furniture Upgrade
New chairs have been purchased for the Upstairs Room and new tables will be ordered, along with an additional 4 chairs.
Website Update
Andrew to meet with Marie Whitehead to move this along.
Marketing Brochures
We will delay a decision on this as it was felt a digital brochure linked to a new website may suffice.
Fire Safety Audit
This has been done and we have a list of what is required. Whilst the current system is fully operable and meets legal requirements, this is a very substantial programme to bring the Hall’s fire safety system up to modern day standards.  Andrew/Angelo are working on it and Andrew will apply for CIL funding.
Main Hall Emergency Exit external corridor improvement
Materials have been purchased.  Angelo will either do the work with the Maintenance team or get a local builder to do it.  It is urgent.
Blinds for Main Hall and bar
Kathryn has ordered these and is awaiting a date for them to be fitted.
New Ceiling Tiles, Painting and dimmable LED strip lights
Andrew thinks this can be done by the Maintenance team with some electrical support. Alan confirmed that the tiles are eco friendly and we will seek tiles with excellent thermal insulation and noise dampening.
Hedge Planting
In progress, Section 106 grant funding approved.
Basketball Court/Mini Muga
Andrew is working with Jack Anderson on this.  The section 106 grant application needs to be submitted to SGC early in November.
Outdoor Gym & Fitness Trail
Both of these are popular requests and will be decided at a later date.
Petanque Pitches
To be installed next Spring. The Show Committee are keen to fund this.  A decision is required on  where to site it.
Football Goals
These need to be replaced. Alan will follow up and approach the FA & Sport England for possible funding.
Solar Emergency Battery Backup module
In progress.  This would allow the Hall to be used as an emergency venue/shelter providing heating and lighting in the event of any major issues/weather storms with prolonged duration. It would provide a valuable  community asset and Andrew will apply for CIL funding..
New Heating System
A Ground Source Heat Pump is the recommended solution from the initial energy survey that has been undertaken.  SGC are keen to support us with this project. It will be a major project and require very substantial grant funding, but will enable the hall to eliminate use of oil, and by using the excess solar electricity to drive the pumps will provide a significant cost saving and very significant environmental benefit.
 
The Committee re-confirmed its agreement to pursue all of these projects. We will continue to advertise for volunteers to help us undertake the projects.
 
SECTION 106 FUNDS:
See above.
 
HALL OPERATIONS STATUS:
None at this meeting.
 
BOOKINGS AND EVENTS:
Booking Updates/Info
Katie asked if we would consider an Art Class in the upstairs room, which was agreed (nothing confirmed as yet).
The Proms Evening yielded a profit of £850 each for the Hall and FOSM.
It was suggested that we organise a joint Port & Cheese Evening in January.  Andrew to ask FOSM if they would be interested. Kathryn to ask Emma Roberts if she would be willing to be the expert on Port.
Andrew said that the two events in September/October made us a combined profit of £550.  The Committee also thanked Drama Group for the upgrade they have made to the stage Lighting system.
2025 Fundraising events/Bookings Calendar
Nothing new added to this.
 
EVENTS PLANNING (bar, float, cleaning, special requirements etc)
Bonfire Evening – Deb Boyle organises volunteers for this. Angelo has done the TEN.
Drama Pantomime – They will staff the bar.
 
MONTHLY REPORTS:
Finance
Bill presented his Report which had been circulated. Lloyds Bank have implemented new charges.  Anna O’Brien has done the audit of the accounts.
The Committee thanked Bill for the hard work and attention to detail he puts into the Accounts. Andrew confirmed he has submitted the annual return to the Charity Commission.
Health & Safety
No Issues.
Monthly Checks
Andrew went through Angelo’s Report.  Kathryn offered to review the GDPR Policy. Bill will review the Finance Policy.
 
PARISH COUNCIL FEEDBACK
Katie encouraged the Committee to apply for PC CIL Funding sooner rather than later.
 
CORRESPONDENCE & PUBLICITY
Jane prepared the article for the Parish Magazine.
 
ANY OTHER BUSINESS
Mark asked for the details for our page on the PTA Calendar which we have agreed to sponsor.  Andrew to liaise with him.  Bill will arrange the £50 payment.
Vicky said that she and Fiona will do an inventory of the kitchen tomorrow and report back.
Alan suggested advertising the EV Charging Point on a sign at the car park entrance.  It was agreed that we will use the sign set up by the Show Committee to do this and advertise the Hall in general.
 
There being no further business, the meeting was closed at 9.55pm.
 
Date of next meeting: Monday 11th November 2025
 
 
 
 
 
 
 
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