HAWKESBURY UPTON HALL COMMITTEE
Minutes of Meeting held on Monday 13th August 2018
Present
Angelo Sauro Chris Rispin Phil Dennett Pat Sherry Fiona Steeds Jane Stanbridge Bill Cullen Hilary Rogers Louise Roberts Martin Horner
Apologies for Absence
Lorraine Rutter Kate Bashford Neil Fozard Sam Allen Jackie Sandy Mandy Clark Rebecca Clark
Minutes of the Last Meeting
These were agreed as a true record.
The Chairman welcomed everyone to the first meeting of the new Incorporated Charity
Appointment of Officers:
Phil Dennett proposed Chris Rispin as Chairperson, Bill Cullen as Treasurer, Kate Bashford as Vice Chairperson and Fiona Steeds as Secretary. All were seconded by Pat Sherry.
Phil proposed that the new Charity adopt the Policies of the old Committee which are:
Bar Policy Cleaning Policy
Equality and Diversity Policy Financial Policy
Food Safety and Hygiene Policy GDPR Policy
Health and Safety Policy Safeguarding Policy
Smoke Free Policy Complaints Procedure Policy
Chris Rispin seconded this.
Bill has an appointment with the Bank tomorrow when he hopes to finalise the transfer of the Bank account to the new Incorporated Charity.
PROJECTS :
New Complaint Procedure – Chris emailed this to the Committee prior to the meeting. It has been agreed with the Parish Council.
Play Area – no representative at the meeting.
Windows – These have been fitted. The panels on the back door will be changed when the front door is fitted. Angelo to arrange a date. Each window has a key and Chris is concerned these will get lost. He suggests they be fitted with a large key ring and hung on hooks adjacent to the windows. There is a new way to operate the stage door. Chris will make a sign with instructions. Angelo suggests painting the windowsills white.
Upstairs Room – Kate has arranged for the carpet tiles to be fitted.
CCTV – In hand and will be fitted during the school holidays.
Car Parking/Sign – Neil not at meeting.
GDPR – Kate to update next month.
FINANCE:
Treasurer’s Report – Bill had distributed the report which was discussed. We are switching from BT to Utility warehouse for phone and internet. Bill will close the Improvement Account when we move to the new Charity as this is not used.
Gambling Licence – Hirer’s need to be aware that Raffles or any form of gambling they organize must be covered by a Licence. We need to include this on the booking form.
Parish Council Report - Nothing from Parish Council this month.
Car Parking Fees – Neil collected £11.20 this month.
INCOME:
Bookings – Gin Tasting evening is confirmed for 24th November. Jane will liaise with FOSM and decide on price and what food to offer. Helpers needed to organize the event and on the night.
MAINTENANCE:
Meter Readings – Chris has done these.
Boiler – is being serviced this week. The plumber will also look at the stop tap outside.
Water Softener – ongoing.
Hall Floor – Angelo to speak to Luke about date for floor to be done.
Door Lock – to be fitted when doors are being done.
PLAY AREA / SKATEPARK REPORT:
No report.
RISK ASSESSMENT:
Health & Safety – no other issues.
Emergency/ Lighting/Fire Bells – Light by exit to Pre-school area not working.
CORRESPONDENCE:
None.
ANY OTHER BUSINESS:
Pat said that a set of small steps has gone missing. Fiona to email and ask if anyone knows where they are.
The Community Library is a great success and well attended. They have signed up 25 children on the Summer Reading Challenge.
Louise pointed out the our Booking Form says “Hirer will be provided with a copy of emergency procedures”. This is not being done. Angelo to follow up.
Sally Macfadyen has asked Louise to pass on the large flags which are stored in the Hall for her British Legion event in October. This was agreed.
Date of Next Meeting
The date of the next meeting will be 10th September 2018 at 7.45pm.
There being no further business the meeting closed at 8.50pm.