HAWKESBURY
UPTON HALL COMMITTEE
Minutes of Meeting held on Monday 11th June 2018
Present
Kate Bashford
Angelo Sauro
Chris Rispin Phil
Dennett Pat Sherry Martin Horner Fiona Steeds Jane Stanbridge
Apologies
for Absence
Louise Roberts Lorraine Rutter Sam
Allen Bill
Cullen Mandy Clark Hilary Rogers
Neil Fozard
Minutes of the Last Meeting
Pat
asked that it be noted in the Minutes that the grant from the Parish Council
for the Library will not stretch to the cost of an A board. The Minutes were then signed by the Chairman.
PROJECTS
:
Constitution
– Phil has not heard back from the Charities Commission yet.
Play
Area – Kate
reported on behalf of the Play Committee that they are looking at ways of
fundraising including match funding.
They have been advised that they may be able to claim VAT back through
the PC but we do not think this is possible as grants have to go through the
Hall Committee. Karen Bexter was
concerned about RoSPA giving amber
ratings to some of the play equipment.
Chris said this is not a problem as the Maintenance working party are
monitoring everything. Any help with
maintenance from the Play committee would be welcome.
Windows
– We have been
awarded £10,000 from the National Lottery for Windows. The Committee thanked Kate and Jane for their
work on this. There will be a shortfall
of £354. During the meeting Jane emailed
CR Windows to ask them to proceed and they replied asking to come out to
finalise everything. Chris will meet with
them. Work to be carried out during the
school holidays.
Upstairs
Committee Room – Kate and Chris met with the carpet
man who advised against using lino. He
recommended commercial carpet tiles which are hard wearing and easy to
replace. The Committee decided to extend
the area to cover the upstairs landing.
Kate has spoken to Mark Frankcom who said the preferred option for Youth
Club is laminate, but this is over budget by around £500. Kate will find out if they want to cover the
difference in price. If not we will
proceed with the carpet. Fiona to email
an ask for the Committee to be given the number of the combination lock on the
cupboard.
CCTV
– Angelo advised that the quote includes 2 cameras: one to
be sited outside covering the car park entrance; the other inside facing the
main doors. If necessary another 2
cameras can be included at a cost of £150 each.
Martin asked if we would need to put up a sign advising CCTV in operation. This will be done and hopefully act as a
deterrent. This system will only need to be monitored in case of an incident,
as footage will be stored. The Committee
decided to go ahead with the installation.
Heating/Boiler
– Chris has switched the heating off. Angelo to look at having the boiler serviced.
Car
Parking/Sign – The Committee felt that if we pay for
an A Board it should be adaptable for everyone to use – not just the
Library. We will await Neil’s advice on
cost.
GDPR
– Kate and Angelo have discussed this and will add the
Privacy Policy to our website when it has been finalized. It was decided to keep booking forms for 24
months.
Open
Day – Chris will draft an email to Hall
User Groups inviting them to participate.
Fiona to circulate.
Insurance
– ongoing.
FINANCE:
Treasurer’s
Report – Bill had distributed the report which
was discussed.
Parish
Council Report -
No report this month.
Car
Parking Fees – Neil collected just over £14.00 this
month.
INCOME:
Bookings
– Lorraine circulated the bookings. Saturday’s “Whalebone” concert had to be
cancelled due to lack of ticket sales. No functions with bar booked until
November. We need to think of ideas for
fundraisers. Jane suggested a “Gin
Tasting” type event. It was also
suggested that joint fundraisers tend to be more successful due to wider
audience. Martin suggested advertising
to Caravan Club but it was felt that we could not charge very much due to lack
of facilities on site.
MAINTENANCE:
Meter
Readings – Chris has done these.
Maintenance
Working Party – arranged for Saturday 23rd June at
10am.
Water
Softener/Boiler –
Kate has not heard back from Sam Blakeney but will contact him again. We need the new boiler for Show Day.
Canopy
– deferred to next meeting.
PLAY
AREA / SKATEPARK REPORT
No report.
RISK
ASSESSMENT:
Health
& Safety – we
should have an accident book.
Stair
Lighting – Angelo is looking at this.
Safeguarding Report – Kate is reviewing this.
Cleaning Policy – Kate will email this to Chris for review.
Dogs on the Rec – The new sign is up.
Emergency/
Lighting/Fire Bells – light over main door is very dim.
CORRESPONDENCE:
Invitation from Amazon to join their
“Smile” fundraising group. We already
have Easy Fundraising so it is not of interest.
ANY
OTHER BUSINESS:
None.
Date
of Next Meeting
The date of the next meeting will be 9th
July 2018 at 7.45pm.
There being no further business the
meeting closed at 9.15pm.