HAWKESBURY
UPTON HALL COMMITTEE
Minutes of Meeting held on Monday 10th April 2017
Present
Chris Rispin Angelo Sauro Martin Horner Hilary Rogers Jane Stanbridge
Fiona Steeds Bill Cullen Sue & Pete Webb Louise Roberts Sam Allen
Apologies
for Absence
Lorraine Rutter Mark Frankcom Kate Bashford Neil Fozard Sally Bleaken
Pat Sherry Rebecca Clark
Minutes of the Last Meeting
These
were agreed as a true record.
Projects
·
Car
Park – Gnome is going to get a colleague to
look and will report back.
·
Upstairs
Room – No update from Youth Club but it has
been agreed to keep the sink. Angelo has
ceiling tiles.
·
Outside
Lights – these will be done this week and we
have grants to cover cost. They will come on when it is dark and go off at a
pre-set time.
Finance
Report
Bill had distributed the report which
was discussed. Bill paid for an oil
delivery. We paid 41p per litre. Chris has analysed our running costs and we
are just about breaking even.
Parish Council Report
No report.
Income
·
Bookings
– We had a complaint about the quality of ceiling
netting. It was felt that the hirer was
not aware that they need to decorate to their theme and hirers need to be aware
of this. Buying drapes would be too
expensive given the number of bookings we get.
Lorraine sent through bookings – PTA event is cancelled but may be
re-booked. Louise and Jane Beeley are
going to arrange a Razzle event. We need
to start planning the Sunday night after Show Day.
Jane Stanbridge paid £16 to advertise
on Facebook and got 2500 views for the Hall.
Bill agreed that she could have funds to continue to promote specific
events. Fiona to ask Lorraine if she
could send out a customer survey form after each function and send the results
to Jane.
·
Big
Breakfast – Meet at 8.15am. Any donations for the Raffle are
welcome. Louise will set up an activity
corner for kids. Flags to be put out (St
George’s Day) if we can find them. Chris
will distribute sausages for cooking. Fiona/Neil to finalise shopping list.
Maintenance
·
Meter Readings and Logs have been done.
·
Maintenance working party – 29h
April at 10am. Jane to ask for volunteers via Facebook. Jobs to include ceiling tiles for upstairs
and cleaning ceiling and possibly stage curtains. Hilary said the church has a tool for
cleaning high areas which we may be able to borrow.
Play
Area/Skatepark Report
No report. Rebecca hasn’t contacted Angelo yet regarding
MyDonate for fundraising to extend Play Area.
The maintenance group have repaired the climbing frame.
Risk
Assessment
·
Pre-school have sent a list of concerns
following their own Risk Assessment including some electrical issues which must
be attended to. Other requests include a
shed for storage on the composting site and a stair gate. Chris to draft a reply to them.
·
Constitution – Kate and Chris are
meeting with Helen Black for advice.
Correspondence
Letter from House of Commons regarding
UK Parliament week in November. Louise
offered to follow up.
Invitation to “Managing Volunteers in
Charities” conference which costs £205 + VAT.
It was felt this wasn’t appropriate for us.
Letter from Pre-school (see above).
Any
Other Business
Bill has some Certificates (eg Public
Liability) which should be displayed.
Bill has taken our copy of the contract
with Jess (the new Cleaner) to file. She
will take over all cleaning duties from 1st of May. Louise will provide holiday cover which will
continue to be paid through Beaufort Bureau.
Chris thanked Louise for the work she has done.
Angelo said that, as a charity, we can
open a trade account with B&Q. Fiona
to provide him with Headed Paper to enable this.
Sam apologised for the confusion last
month about the keys for Drama cupboard.
Martin asked if we were still in touch
with the Biker group as a possible source of income. Angelo does not think they are interested in
coming back.
Date
of Next Meeting
The date of the next meeting will be 8th
May 2017 at 7.45pm
There being no further business the
meeting closed at 9.05pm.