HAWKESBURY UPTON HALL COMMITTEE
Minutes of Meeting held on Monday 9th April 2018
Present
Kate Bashford Bill Cullen Angelo Sauro Phil Dennett
Martin Horner Fiona Steeds Chris Rispin Jane Stanbridge Mandy Clark
Apologies for Absence
Mark Francom Rebecca Clark Louise Roberts Lorraine Rutter Sam Allen Pat Sherry Hilary Rogers Neil Fozard
Minutes of the Last Meeting
These were agreed as a true record.
PROJECTS :
Play Area – Ed Littlewood and Helena Sadler joined the meeting to update us. They have 5 quotes to put forward to the community for consultation at a public meeting on 20/4. Local school children have asked for a zip wire as part of the upgrade. Siting this could be a problem and the Committee were concerned about Insurance implications of it being unsupervised. Bill reminded Ed and Helena of the ongoing need for fundraising to cover future insurance and possibly maintenance.
Windows – The grant application to Awards for All for £10,000 has been submitted. It includes Stage Doors. Total cost of work is £10,300.
Upstairs Committee Room – Angelo has had the lighting done and the Committee agreed that the floor should now be a priority. Youth Club Committee are meeting this week to discuss.
Constitution/Charity formation – Parish Council should be signing the Declaration of Trust tonight. The public meeting is scheduled for 14/5 when a vote will be taken. Once that is approved we can formalize the Trust Deed, providing the Bank Account is sorted. This is taking longer than anticipated. Phil to get notice for meeting to Chris to put in Parish Mag.
Breakfast Event – Fiona will liaise with Neil to finalise shopping list. Sausages are ordered – Fiona to add 12 gluten free to the order. Chris will collect and distribute for cooking. Sue Hope offered to pay for Bacon again. Mandy said Neil will help in the kitchen on the day. Volunteers to meet at 8am. Fiona to email everyone.
FINANCE:
Treasurer’s Report – Bill had distributed the report which was discussed. PC have paid for the new Defibrillator battery. Angelo advised that new pads are also needed. Bill has thanked the PC for the £200 grant they awarded us. He has received emails about switching our electricity and is awaiting further information.
Parish Council Report - No report this month.
Car Parking Fees – Neil collected £9.15 this month.
INCOME:
Bookings – Lorraine circulated the bookings which are looking quite healthy, including the PTA Pledge Auction on Friday 27/4.
MAINTENANCE:
Meter Readings – Chris will do these.
PLAY AREA / SKATEPARK REPORT
Steve McGrath submitted the quarterly inspection.
RISK ASSESSMENT:
Health & Safety - nothing to add.
Emergency/ Lighting/Fire Bells – checks to be done.
CORRESPONDENCE:
Email from Charities Commission about Safeguarding. Kate to look at this.
ANY OTHER BUSINESS:
Angelo has had to re-issue key fobs for the Hall as there has been evidence of unauthorized use of the premises. He will distribute new ones to authorized users.
Mandy said that the boiler had been very noisy during the last Evergreens meeting.
Due to the shortness of the meeting, the following topics were deferred for discussion next month:
CCTV
HEATING
CAR PARKING AND PARKING SIGN
GDPR (Data Protection)
OPEN DAY
INSURANCE (Meeting with Chris Harding)
MAINTENANCE WORKING PARTY
WATER SOFTENER
CANOPY
Date of Next Meeting
The date of the next meeting will be 14th May2018 at 7.45pm.
There being no further business the meeting closed at 8.30pm.