HAWKESBURY UPTON HALL COMMITTEE
Minutes of Meeting held on Monday 20th
April 2020
The meeting was held online via
Zoom
Present
Chris
Rispin, Kate Bashford, Bill Cullen, Angelo Sauro, Sam Allen, Fiona Steeds,
Louise
Roberts, Amy Barnfield, Phil Dennett,
Jane Stanbridge, Neil Fozard
Apologies
for Absence
Jackie
Sandy, Carol Powell
Minutes
of the Last Meeting
The
date was amended to 9th March 2020 and were signed by Chris
as a true record.
Update
on Closure of Hall
The
Hall was closed to all Users in accordance with Government advice and the door
has been locked by key. The heating is
off and Angelo has drained and refilled the tanks. This will be done every two weeks. The Hall was thoroughly cleaned after being closed. Angelo has cleaned the beer lines and turned
off the fridges. He has taken the
bottled beer which was going out of date and will make a payment for this. He
will check dates on soft drinks. Insurance
requirements regarding empty premises have been suspended until 30/6, but insurance
is still in place. Phil reported that
they have advised we check premises weekly, ensure doors and windows are
locked, waste removed etc. They recommend
draining heating system to avoid flood risk, however we cannot do this. Chris will check Suez have emptied our bins.
Bill has raised a query with them about non collection and has suspended the
service. Amy will let us know if
Pre-school need access to the Hall.
Recreation
Ground
The
Playpark is closed and the gates have been boarded off. The Playing field and Skatepark remain
open. The Skatepark is not being used
although there has been a problem with youngsters using the underneath area as
a drinking den. Angelo to contact John
Day and ask if he can repair the side where they have access. RosPA did an inspection and found that some
of the welding had come undone and Angelo will see if John can fix this as well.
Nothing else was highlighted. The grass
has been cut. Parish Council were
reluctant to ask Ian to do it but he was happy that it was safe to do so. It took him 2 days and we hope that PC will
cover the extra cost. Firework area was
seeded last weekend.
Kate
contacted Karen who confirmed that the contractor should have come back to
attend to snagging last week but had not appeared. The slide needs to be replaced but is coming
from Austria. Bill has paid all the invoices and £2,000 has been held back. The remaining account balance is £8708.49
Finance
Bill
had distributed the reports for February and March. Balance as of today is £10533.61. We currently have no income and Bill has asked
Utility Warehouse if we can suspend our electricity and phone payments. PPL/PRS have indicated that they will give a
3 month credit (backdated). We may be
able to claim Rates Relief. Bill has
stopped the standing order for Oil. Bill and Jackie have collected all
outstanding monies due. The Committee
thanked them for their work on this.
Jane asked if Bill could let us have a projection of our account balance
in 3 months time. Kate and Jane advised
that there does not seem to be any help for small charities like ours whilst
ever we have reserves. Neil wondered if
we should fill the oil tank now as prices are so low. Bill will go back to them
and find out
Current
and Future Bookings
Jackie
has tried to postpone bookings, rather than cancel them but anyone who has
asked for a refund will be given one.
Jackie and Jack (Amy’s husband) have been liaising regarding the
upgrading of our bookings system. . We
will need to liaise with Pre-school before they re-open to make sure the Hall
is safe for use. Kate suggested getting supplies of PPE and hand
sanitiser. Sam said that it is in stock
at Yate Supplies. Kate to ask Jess to
check supplies of all cleaning products.
She will undertake a good clean if necessary.
Parish
Mag Inserts
Chris
has put a notice in the Parish Mag about the Hall/Playpark closure. It was not felt necessary to contact
individual Hall Users at this stage.
Maintenance
Projects
Neil
will fix the sign. Dave Lowe might do
the fencing at the front. Anyone who
wants to paint inside to let Chris know and he will arrange access. Louise to check if wildlife area needs
attention.
Health
& Safety Issues
Sam
said that the Drama trolley has been stored under the stage.
Any
Other Business
Phil
is arranging for the nappy bin to be emptied on Thursday. This had not been done.
Fiona
had a letter from Air Ambulance charity asking if we are happy to continue
having a clothing bin from a different provider. Phil to look at the letter and review the
contract.
Bill
said we need to give meter readings to Utility Warehouse but Angelo has already
done this. They also want us to have a
smart meter but we can’t because we have 3 phase.
Date of Next Meeting
The date
of the next meeting will be 11th May at 7.45pm (via Zoom)
There
being no further business the meeting closed at 8.45pm.