HAWKESBURY UPTON HALL COMMITTEE
Minutes of Meeting held on Monday 13th
July 2020
The meeting was held online via
Zoom
Present
Chris
Rispin, Kate Bashford, Bill Cullen, Jackie Sandy, Angelo Sauro, Sam Allen, Fiona Steeds, Louise
Roberts, Amy Barnfield, Phil Dennett, Steve
McGrath,
Neil
Fozard, Jane Stanbridge, Karen Bexter, Sue Hope
Apologies
for Absence
Martin
Horner Mandy Clarke Sally Roberts
Minutes
of the Last Meeting
The
Minutes were signed as a true record.
Review
of Opening Hall for Pre-school
This
seems to have gone smoothly and the one way system works well. Pre-school staff have undertaken extra
cleaning tasks. There is an issue with finger marks on the windows but Louise
felt this was a job for our cleaner. Amy said that from September they will
open 5 days per week.
Sue
asked if we have a strategy for re-opening the Hall for other Users. Pre-school
was the pilot for re-opening and we will gradually look at other users. Kate
advised that all Users will have to do their own risk assessment and then
compare that to the one for the Hall, together with our revised Terms and
Conditions Jackie has had an enquiry from the Dance School to run during the
school holidays. Carly has done a risk assessment and she needs make sure it is
in line with our RA and T&Cs. Jackie
to get back to her. It is possible
Karate may also want to come back and we need to consider cleaning implications
between sessions.
All
Hall Users will have to understand that it is not a sterile environment and all
activity is “at own risk”. Kate said
more government guidance is going to be released next week.
This
year’s Hawkesbury Show has been postponed until August 2021.
Process
for Re-opening Play park
A Risk
Assessment was undertaken in accordance with government advice., however, we
are very reliant on parents or cares using common sense and considering the
safety of their own children as well as others.
The junior play area will not open as it is difficult to see how this
area can comply with current guidance, but this may be reviewed as more
information is released. Karen said that
the seat on the zipwire has been provided and it will be in use, but not
cleaned and notices will state this.
We
will try to disinfect regularly when the weather allows and see how it
goes. The product we have should last 72
hours. There are some restrictions on
equipment in the Infant area. Signs have been put up but if parents do not
supervise children as requested, or the rules about maximum numbers (10 maximum)
are broken, we will have to consider closing the area again. This needs to be
monitored and Sue was concerned about how we implement this. Louise & Jackie were happy to monitor the
situation if they were passing. Chris advised that any discussion with parents,
especially if they were out of the village, should be avoided as this has led
to some abusive reactions recently.
Angelo
said that CCTV can be installed (cost would be £350) as a preventative measure
against vandalism and for health and safety reasons and as long as it’s use adheres to Safeguarding requirements and CCTV protocols then it could
be a useful tool. Karen to prepare
notices for Social Media (Chris to forward info to her). Chris will prepare one for the website and the
Parish Mag. Kate will review the wording on our documentation and Angelo to
update Hall website. Steve has done a Health & Safety Assessment of the
equipment which was a requirement of our risk assessment. The issues raised by RoSPa have been notified
to the contractor and he will fit strips on the “finger trap” area. The repaired slide is ready but has to be
despatched from Austria. Karen to ask
Ed/Rosie to remove the orange netting and the grass needs to be cut. Amy asked if there was a specific parent to child
supervision ratio, but it varies according to age of children and we hope
parents will use common sense. We do not
want the area filled with adults. A handgel dispenser will be put in the porch
of the hall and another in the shelter actually in the Park. The providers of
the containers suggest that they are under cover.
There was
discussion about potentially opening the Junior playpark but Bill felt we
should not open it until we can do so safely and in accordance with Insurance
requirements.
Community
Garden
Louise
has done a lot of work on this and spent £100 on plants and equipment. A bench was donated from Steve Hindle’s
estate and the Gilby family have offered to repair it. Louise has had offers from villagers to help
with ongoing maintenance. Louise was thanked for her work. Chris said the metal fences will be moved
from behind the shed and the goal posts also need to be moved. The Playpark contractor left behind some
barriers. Karen will ask him to remove
these.
Finance
Bill distributed
his report which was discussed. The
current balance is £19095.35. Chris
asked if Bill can monitor our extra costs from PPE and cleaning, plus the loss
of income which he will do. Neil
collected £35.29 from the Car Park box.
Air
Ambulance Bin
Phil
has given notice that we do not wish to have the clothes bin as it no longer
supports Air Ambulance. It should be
removed in October. We will consider
whether we want another one at next meeting.
Sue pointed out that textiles can be recycled with weekly kerbside
collections.
Maintenance
List
Angelo
has prepared a list which Chris will circulate.
Health
& Safety Considerations
Louise
asked if signage needed to be put up in the Community Garden. Nothing is obligatory but she can do so if
she wants.
Any
Other Business
Bill
asked if we should be comparing electricity suppliers with Utility Warehouse,
who we think are quite competitive, but we should be undertaking regular
reviews and he agreed to do this.
Phil
confirmed that he does have a Waste Transfer Note from Initial. Bill thinks this needs to be displayed on the
notice board.
Angelo
is still waiting for John Day to do Skatepark repair.
Mandy
emailed to say that Evergreens will not want to re-start any time soon due to
safety concerns but she will keep us posted.
Liz
Howard has discovered old drama staging which was in Derrick Watts’s barn and
needs a new home. There is no room in
the Hall. Chris will ask Show Committee if they can store it as they are the
most likely users, although it could be made available to others. She also asked about a PDF to go on the
Village website. Angelo has sorted this
for her.
Louise
asked Bill if she can be paid for her expenses on the Garden. He will arrange this. She would also like to paint on the oil
tank. This was agreed.
Jackie
has had a request to complete an audit survey about Community Centres. Sue asked if she could look at it on behalf
of the Parish Council. Jackie to also discuss with Kate and Jane
Chris
reported that the Starling family had kindly said they would give a donation
from Arthur’s funeral collection to the Hall.
Bill will advise if monies are paid into our bank account.
Date of Next Meeting
The date
of the next meeting will be 10th of August at 7.45pm (via Zoom)
There
being no further business the meeting closed at 9.15pm.