Aug 21 - Hawkesbury Upton Village Hall - Hire for Weddings, Parties, Stage for Live music

PRESENT    Andrew Webb    Phil Dennett    Fiona Steeds   Chris Knight   Sam Allen  

Sue Hope    Jackie Sandy   Angelo Sauro    Sally Roberts    Bill Cullen   Kate Bashford

Vicky Rispin   Jane Stanbridge    Louise Roberts  (via Zoom)

 

APOLOGIES   Steve Magrath   Neil Adams   Hannah Knight   Neil Fozard    Hilary Rogers

Amy Barnfield            

The Minutes were agreed as a true record.

 

Vicky reported that the Show Committee felt that the £1000 suggested hire charge is too much, especially as they do not know how the Show will be affected by Covid.  It was agreed that they will pay £650, in line with the Show Committee’s counter proposal, and in the event that the Show makes a very low profit we will be prepared to reduce this to £500.  This was approved by the Committee.  Going forward we will put a new pricing policy in place (an action in the Strategic Plan) which will be flexible to allow for discounts to be applied for local groups and non-commercial hirers.

 

Kate had distributed the GDPR Policy which Chris had prepared.  Andrew was concerned about how we can comply with everything.  Angelo suggested that all documents containing sensitive information should be uploaded to the Cloud and only stored there.  Jackie will ensure that any booking forms she prints off will be stored securely at her home for the required time period.  Chris suggested we nominate someone to be in charge of GDPR (no volunteers at present).  Andrew concluded that as Trustees we must take personal responsibility for any confidential information we store on our laptops and use the Cloud to store documentation.  The Policy was approved with these comments.

This is approved with minor amendment to accident reporting procedure.

These will be presented next month (Bill & Jane).  Kate will find out what guidance is available on the ACRE website.  Sam is sure the shop also has these in place which can be referred to.

 

Andrew has distributed this. The leaders for each action in the plan is agreed as per the document issued, as Andrew has received several confirmations and no objections other than one individual who is unable to contribute at present due to personal requirements. Committee members are getting together to work on allocated tasks.  Andrew is happy to manage progress in the background and will request updates from activity leaders in order to maintain an updated plan. He will only bring to the committee meetings issues, problems and requests for approval/ratification of proposed solutions and budgets. We will report back on progress made next month.

 

Kate and Angelo have put in an application for a grant of up to 80% for Solar Panels.  Angelo is getting a quote and we have to register an Expression of Interest – we would like to do this by the end of August.  We may need to ask Sth Glos if planning permission is required which will incur costs. Sue said that another scheme is being launched which is for community solar power but doesn’t have details yet.

No response to Jane’s advert in last month’s Parish Mag.  Vicky will give it a full page this month.  Phil says there is a possibility that we can have a “Committee” Licence but needs to look into it further.  Jane to advertise on Facebook as well.

 

Kate advised that Karen Bexter has launched an appeal to pay for the gate between the Play areas but has only raised £210 so far.  Given this, Kate suggested that we remove the gate completely and see what feedback we get.  The other gate at the entrance will be replaced at a cost of £1700.  Jane to add this to Parish Mag news. 

Feedback from weddings was good but raised the issue of whether we need to have “posh” cups and saucers.  The consensus was that this is not a priority at the moment.

Jackie feels the information for Hirers needs to be updated and this is a specific action in the Strategic Plan so will be addressed there.   The wedding on 6/8/21 went well but there were issues with access to the bin and the code for the gate on the Rec.  Chris said the bridegroom from the July wedding thanked the Committee (especially Jackie) in his speech.  Andrew has photos which he will send to Jane to go on our website.  Angelo asked Chris if the wedding party would give us a review on Facebook or our website.

Andrew to arrange Bar staff for the Drama production in the Marquee on Monday after Show.

 

Jane will contact everyone for assistance with the Table Top sale which is now on 9/10/21.

 

Presentation on new bookings system to be postponed until September.

 

Bill presented his report which had been distributed.  He thanked Kate for getting us a £8k grant from South Glos as part of the Covid recovery scheme.  Andrew queried the need for a TV Licence but Youth Club do use a TV.  Andrew recommended we need to plan at least one big event each month in addition to our regular hiring to keep our finances healthy and we should start to put an event calendar in place for this. The wedding in July resulted in a gross income of approx. £2055. Andrew and Bill will work out the net profit.  Louise will contact the Gypsy/Swing band she was in touch with and try to book them for this year.

Neil collected £38.65 from the car park.

 

Chris provided a list of risk mitigation actions that need addressing on our “red” classified risks;

Chris asked Angelo if yellow cross hatching lines can be painted by the gate to the Rec to stop people parking there.  Kate to ask Ian if he puts warning signs up when he is mowing the Rec.  Angelo to add inspection of the Drystone walls to Maintenance list.  Chris/Fiona to look at possibility of Food Hygiene training. Phil to add pitch inspection prior to playing on them to the conditions of hire contract and to set out hall user’s safety responsibilities in the document.  Signage needed for Skatepark – this will be looked at with other signage which is required around the site.

Steve sent his report in.  One of the planks on the Zipwire has split and needs to be replaced.

RoSPA report highlighted possible finger traps in infant play area.  Committee to look at this and assess/suggest possible solutions, but the equipment does comply with safety regulations.  Issue with paintwork is ongoing. Angelo to look at additional fencing. Kate will update the Rospa report action log and share with the Committee.

Angelo’s report was distributed.  Water usage was up again this month.  The tap on the Rec is still a problem.  It was suggested the stopcock be replaced the next time the plumber comes but Angelo says there is an issue with access.  Showers to be descaled in November.  The Energy Survey is due to be completed at the end of August. CCTV cameras to be re-sited this week. Sally & John Bleaken kindly disposed of a wasps’ nest in the eaves free of charge.

Angelo is working on this.

 

Sue liaised with Sally regarding tree planting. The people who designed the trees around the cricket field have been consulted and a detailed plan has been generated for a significant number of trees at several locations around the rec. Andrew informed the committee that in discussions between him and Sue 3 criteria would be addressed in a proposal that could be put to the committee; confirmation of no detriment to current rec use, confirmation of total cost and grant funding, confirmation of an on-going maintenance plan.

 

Email from Action Challenge who held another successful event in June on the Rec.  They have booked again for 25-26 June 2022.

Louise to forward information on Badapple Theatre event to Jane for Parish magazine.

 

Louise is organising Badapple event and will serve refreshments.  Andrew suggested opening the bar if we can staff it.

Bill said that a Smart Meter will be fitted on the afternoon of Monday 6/9/21.

Jackie asked if we are continuing to leave 15 minutes between sessions for cleaning.  This was confirmed by Kate.

Sam is concerned with the proposal to remove latches from fire doors as part of the H&S policy.  Andrew said that Chris will address the issue in his fire safety review and we can then discuss it.

Jane asked if we have considered putting an electric car charging point in the car park.  Chris is looking at this.

Vicky asked if there is room to store the Parish Magazine archive. It will be looked at as part of the Strategic Plan storage action.

Andrew asked Kate who we use for printing signs.  We use Sprintprint and Kate hopes we may secure a discount as we need so many new signs. Andrew said he is happy to co-ordinate all the various sign requirements with those actioned to produce them so we have one order.

Louise offered to buy baking trays, water jugs and a green chopping board – all of which were flagged up as being needed at recent events.  This was approved.

Angelo reported that the PAT Testing had been done.  One problem item was found – an extension lead in the bar. This has been disposed of.

Neil Fozard confirmed he will review signage for the car park collection box.

 

There being no further business the meeting was closed at 10.10pm.

 

The date of the next meeting will be Monday 13^th September 2021 at 7.45pm.