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

PRESENT   Hannah Knight   Neil Fozard   Hilary Rogers   Fiona Steeds    Sue Hope    Jackie Sandy   Angelo Sauro    Sally Roberts    Bill Cullen   Kate Bashford   Jane Stanbridge   Louise Roberts 

 

APOLOGIES   Steve Magrath    Neil Adams   Vicky Rispin   Andrew Webb    Phil Dennett     

Chris Knight    Sam Allen   Mandy Clarke   Amy Barnfield (resigned)  

 

The Minutes were agreed as a true record.

 

Kate had distributed the tree planting proposal (that had been submitted by the Parish Council) prior to the meeting.  She read out comments from Committee members who were unable to attend and invited comments from those present. There were a number of concerns raised regarding maintenance and the scale of the proposed planting. This included ensuring space for events such as the bonfire and show, as well as consideration of alternative uses of the space in the future. The Committee were in agreement that one of the biggest attractions of the Rec is that it offers a large open space. There was some discussion and the following decisions were agreed:

 

Area 1 - proposed planting encroaches too much onto the Rec.  Reject.

Area 2 – possibility that the planting should be from second red marker on plan towards the corner to screen the football hut.

Area 3 - agree proposed planting (possibly extend this?)

Area 4 – nothing above fence height as falling leaves could make play area surface slippy. Requires something very low maintenance (no regular pruning required), or reject.

Area 5 – minimal low height planting with fewer plants than in proposal. Please take into account neighbour’s suggestions for some of the plants.

 

Kate emphasised that the Committee is keen to encourage planting and wildlife, but we have to consider maintenance issues and the impact on the recreation space.

 

These still require some work (Bill & Jane).  Kate couldn’t find any guidance is available on the ACRE website re complaints policies.  Jane will follow up with the Shop Committee.

Hannah had distributed a summary document including a survey done on Hawkesbury Second to None Facebook page which elicited 71 reponses.  Activities throughout the day and evening had been proposed but it was felt that we would not have enough volunteers to do everything.  We do not want the day to be expensive for the community and the consensus was that a daytime event, free of charge (ask for donations) would suffice.  Hannah’s group will follow up and present to Committee next month.

Kate asked if each Strategic Plan sub group could report back on their progress next month.

Following Kate’s submission of an Expression of Interest we have been given the go ahead to formally apply.  Angelo will get 3 identical quotes, ideally by 20/10 for our application.

Still ongoing.  Angelo will follow up with Jes Rutter who is on holiday until 23/9.

Still no response to the adverts in the Parish Mag. Angelo has spoken to South Glos council about the possibility of applying for a premises Licence to cover the whole of the Rec (not just the Hall). The possibility of the licence being held by the Committee is also being investigated: Phil thinks that in theory it is a possibility. However Bill is concerned that without Angelo’s expertise and experience we may struggle.   It was decided that when position with the Licence is sorted and we understand whether a licence holder is required,  we should advertise the Bar Manager vacancy as a paid employee role.

 

Charity Commission return – Phil has completed this.

Jackie had a request for a 2pm booking on the day of the Table Top Sale.  Jane was confident the Hall will be cleared in time for this to go ahead.

Youth Club have temporarily closed due to lack of a Leader.  They asked for their slot to be kept open until 12/10 when they will meet and update us.  We have a one-off booking on 9/11 but will keep the intervening Tuesdays free.

There is a wedding booked for next June.  Jackie to advise them that they cannot pay hourly but we will let them have our wedding package t&cs as soon as possible.

Mandy had emailed to advise that she is consulting Evergreens to ask if they want to meet up and will carry out a Risk Assessment.

Badapple Theatre – Hilary offered to do the Raffle and Sally will let Louise know if she can help as well.  Chris Knight, Sarah Couzins Short and Jill Bendeaux are all helping.  Andrew had suggested a bar but he is away so refreshments will be served from the kitchen.

Louise has booked The Schmoozembergs for Saturday 13/11.  She will ask for volunteers to help next month.

Volunteers required to run the bar for the Drama production on 16/10.  Hannah volunteered.

Jane will email to ask for help running the Table Top Sale (9/10)

Bonfire Evening – The Bonfire Committee will insure and run the event independent of the Hall.  Donations of wood to be left adjacent to the fence where logs are currently stacked.

Angelo demonstrated the new bookings system.  Jackie and Bill are finding it easy and efficient to use.  Jackie had a query on the “private” status of some bookings which she felt may be open to the public.  Angelo will look at this.

Bill had distributed his report which was discussed.  He advised that the Profit & Loss account will be operational from this month which should give a clearer picture of our financial situation.

Nothing report this month but Chris emailed to say that he is working on the COSHH assessment.

Progress with “red” items on the Risk Assessment to be reviewed next month.

Nothing to report.

Angelo’s report was distributed.  Smart meter has been fitted.  Angelo to ask West Country Plumbing to look at the tap on the field.

Angelo’s purchase requests were agreed.  He also thinks we need a tall ladder.  Kate asked him to run this by Chris first for the H&S implications.

Drama to find a place to store the Buff’s Podium.  The eaves was suggested but there may not be room there.

Andrew is going to bulk order new signage and asked people to let him know if they have any signage requests.  It was also felt that the main Village Hall sign on the end of the building is looking a bit shabby.

CCTV – this was temporarily disabled due to Internet cutting out but is working again.

 

Sue advised that the Parish Council will be holding an Open Morning for the community in the Hall.  It will be a drop in session focussing on issues like car parking in the village.

Vicky emailed to say that Toddlers will be using the Hall on Wednesdays from 1-30 to 2.30.  Kate is liaising with Pre-school regarding storage for the Toddlers toys and refreshments.

Jane to liaise with Jackie for events to be advertised in the Parish Mag.

 

Neil collected £37.25 from the car park.

Louise has ordered various Kitchen/Bar items and is awaiting delivery.

 

Angelo has been approached by a Car Park Management firm with a proposal for our car park which he will circulate.

 

A date for the Hall Big Breakfast was agreed as Sunday 6^th March 2022.  There will be football that day but it was felt that this would not be a problem for us.  Angelo to advise them

 

There being no further business the meeting was closed at 9.55 pm.

 

The date of the next meeting will be Monday 11^th October 2021 at 7.45pm.