Dec 12 - Hawkesbury Upton Village Hall - Hire for Weddings, Parties, Stage for Live music

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HAWKESBURY UPTON HALL COMMITTEE

Minutes of Meeting
Held on Monday 10th  December 2012

Present:  
Chris Rispin          Bryan Robinson      Kath Harkness    Pat Sherry
Fiona Steeds        Angelo Sauro          Neil Fozard          Pete & Sue Webb
Kate Bashford      Hilary Rogers

1. Apologies
Apologies were received from Mick Bendeaux, Louise Roberts, Sue Hope and Dave Anderson.

2. The Hall Committee – Roles & Responsibilities
For the first part of the meeting we were joined by Helen Black from CVS South Glos and Hazel Jones and Andy Musty from the Parish Council.

Helen Black advised that following several meetings with the working group she was here to explain to members of the hall committee their individual and collective roles and responsibilities. Basically all members of the hall committee, regardless of their other interests, are defined as Managing Trustees and as such are governed by the rules and regulations of the Charities Commission.  

Managing Trustees have ultimate responsibility for directing the affairs of the Parish Hall & ensuring that it is solvent and well run delivering charitable outcomes for the benefit of the people of the parish.

A number of documents were reviewed including “The responsibilities of Charity Trustees” & “The liabilities of the trustees” and members took part in a “Trustee Quiz” – this enabled members to better understand their roles, responsibilities and liabilities as Trustees. In addition simple guidelines to minimise liability were discussed & will be underpinned by a number of new policy documents to be put in place very shortly. These documents and policies will be published on the village hall website for all to see.

It was emphasised that this is not something new since the general management and control of the hall has always been vested in the Hall Committee as established in the Trust Deed of 1951 – however following the open discussion and introduction of the new policy documents Trustees are now much better informed and in a stronger position than previously.
The conveyance document for the recreation field has still not been found and consequently it might be necessary to register the land with the Land Registry.


The West of England Rural Network is promoting “Hallmark” which recognises standards in community Halls.  HB suggested we put ourselves forward for this award next year.

HB, HJ and AM left the meeting at this point.

NF proposed that any new Committee member be given the handouts which HB had prepared and BR suggested that they are also discussed with new members as part of an induction process.

2. Previous Minutes
The Minutes of the previous meeting were signed as a true statement.

3. Matters Arising
Bank Documents – ongoing.
Hall Website  - ongoing.
Boiler – CR has written to Dept of Energy for advice.
Lighting – scaffolding is available.  AS, CR, PW, BR and NF arranged to meet on 22/12 to replace lights.  AS will order lamps and starters.
Dog Mess –  CR/BR have prepared a notice for Parish mag.
Lead for Roof – MB emailed that he wanted to pay Carl in advance to prevent an imbalance in year end accounts, but Committee would prefer to wait until work is done.
Goal Posts – ongoing.
Trees – ongoing.
Cycle Sportif Event – ongoing.  BR again asked that any such future events are well publicised in advance.
Wall – FS contacted the Chancellors who recommend replacing the wall.  Cost would be minimum of £3500.  CR to find out if grants are available.
School Emergency Plan – FS emailed Tracy who has contacted Pre-School regarding possible access to Hall.
Bonfire Night – still not had follow up meeting.
Skatepark – Email from DA. It is open but very muddy. CR thinks a little water has settled on it.
Wishlist
These are items which will be put on hold until funds are available:
Resurface Car Park; New Kitchen; Stage Curtain Tabs; New Wall

4. Treasurer’s Report
No report available.

5. Emergency Lighting/Fire Bells/Extinguishers & Meter Readings
CR to carried out checks.  Steve Watts knows exit lights need attention.
CR did meter readings:  Electricity 251731;   Oil  15” ;   Water 1139 734

6. Correspondence
Emails from MB and DA (see above).

7. Any Other Business
MB has bought three new kettles for the kitchen.

Another advert to go in Parish magazine re Treasurer vacancy.

NF concerned at cost of auditor.  Matter to be raised at AGM.

KB asked if pre-school could put “hot water” signs above sinks in toilets.  This was agreed.

PS asked for confirmation of Hall seating capacity.  It is 120.  She also asked if office window could be made to open as it has to be taken out for spotlights during Drama productions.  NF to look at this.

9. Date of next meeting
The date of the next meeting will be Monday 14th January 2013 at 7.45pm.

There being no further business the meeting was closed at 10pm.

 
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