Jun 26 - Hawkesbury Upton Village Hall - Hire for Weddings, Parties, Stage for Live music

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Minutes & CIO Trustees > 2026 Minutes

Village Hall Committee Meeting – 8^th June 2026

AGENDA

· Apologies for Absence (Fiona)

· Minutes of Previous Meeting (Fiona)

· Issues Arising/Decisions/Approvals

· Kitchen weekly check list status inc. fridge/freezer requirement (Katie & Kathryn)

· Hall closure – maintenance & improvement works – Aug 1st – 9th (Andrew & Charene)

· Cake Shed & Pizza Takeaway update (Andrew)

· Policy Review (updates for approval circulated prior to meeting)

· None at this meeting

· Strategic Plan Activities

· Hall ceiling & redecoration project – cost update/breakdown (Angelo/Alan)

· Recreation field topographical survey results (Andrew)

· Petanque piste (Andrew)

· Section 106 funds

· Mini MUGA update (Andrew)

· Hall Operations Status

· Hall cleaning schedule - clarification (Charene)

· Bookings & events update

· Booking updates (Charene)

· Fund raising events (Andrew)

· Upcoming Events Planning (bar, float, cleaning, special requirements etc)

· Cotswold Action Challenge (June 13^th)

· PTA HU5K (June 20^th)

· Private Party (June 20^th)

· Private Party (July 18^th)

· Tractor Run

· Horticultural Show (Aug 29^th)

· Last Night Proms, with FOSM (Sept 14^th)

· Monthly Reports (issued in advance - arisings only)

· Finance (Bill)

· Health & Safety (Andrew)

· Monthly checks register (Angelo)

· Parish Council feedback (Katie)

· Correspondence & Publicity (Fiona/Jane)

· AOB (All)

Date of Next Meeting: August 10^th at 19.45.

Note; no meeting in July

Minutes of Committee Meeting

Monday 8^th June 2026

PRESENT:

Andrew Webb, Alan Charlesworth, Bill Cullen, Fiona Steeds, Vicky Rispin,

Jane Stanbridge, Charene Winbow, Sally Roberts, Katie Griffin

APOLOGIES:

Mandy Clark, Kathryn Kempster, Neil Fozard, Hilary Rogers, Sue Hope, Angelo Sauro

MINUTES OF PREVIOUS MEETING:

The Minutes of the May 2026 Meeting were agreed as a true record.

ISSUES ARISING, DECISIONS, APPROVALS

Kitchen Weekly Checklist

Katie has implemented the checks and Vicky offered to be part of a rota doing this on a weekly basis along with Katie and Kathryn. Katie will convert the check list into a tick box format. There is a problem with the water heater in the servery leaking. Angelo is aware and will look at it on his return from holiday.

Hall Closure – maintenance and improvement works

Charene has advised Hall Users that the Hall will be closed from 1^st-9^th August for redecoration and the new ceiling to be installed. The Tractor Run takes place on the 2^nd but this shouldn’t be a problem.

Cake Shed & Pizza Takeaway

Anna Bleaken’s Cake Shed is doing very well and she is now paying the hiring fee as of June 1^st. Andrew advised that Debbie May hopes to start the Pizza Takeaway service on 2^nd July. She will set up on the left side of the car park entrance, adjacent to the trees, and is getting a sign made. She will start paying as of August 1^st.

POLICY REVIEW

None at this meeting.

STRATEGIC PLAN ACTIVITIES

Hall Ceiling & redecoration project

Angelo now has 2 quotes which cover the redecoration element of the project. Together with the ceiling tiles and lighting works the best total cost is just under £10k. We have allocated this amount in our development budget and also have a £1k grant from the PC, meaning we have adequate contingency to cover any additional or unforseen increases. John Ford will oversee the ceiling project with help from Committee members. The Committee agreed that we should proceed. The work is scheduled to commence on August 1^st. Angelo to confirm date with John Ford.

Recreational Field Topographical Survey

Andrew presented the full survey plan to the Committee. The plan provides very accurate distance measurements as well as ground levels.It shows the proposed siting of the new MUGA alongside the current playground in front of the aerial runway. This is based on the Surveyors advice for field levels, the Contractors advice to minimise groundworks cost and the need to avoid adjacent large trees, and the premise that all the outdoor facilities should be aligned along the same boundary to maximise the remaining usuable space on the rec for the village show, bonfire event and other uses. Vicky asked if the MUGA could be sited further along the boundary toward the skatepark. Andrew confirmed that he will consult with the Contractor and Rispins before a decision is made. The Show Committee have been provided with a copy of the survey and will look at how they wish to accommodate the space when planning the 2027 show layout.

Petanque Piste

Andrew confirmed that the Show Committee wish to support this development financially, and he has received a lot of requests for such a facility. He suggested that the ground immediately behind the hall which is quite messy and gets very muddy could be levelled and improved with a suitable aggregate surface (which could be used for picnic benches, additional event parking etc) and the piste placed alongside this. To be considered at a future meeting.

SECTION 106 FUNDS:

Mini MUGA (Multi Use Games Area)

Andrew made an application for CIL funding at the Parish Council meeting and was successful in obtaining a £12k grant. By using £12k of our own funds as previously agreed, along with the Section 106 grant already secured, we are now fully funded. Planning permission is required and Carol Fowler has offered to help with this. It is hoped to start work the second week in September. Charene asked about maintenance costs and Alan said that this would come under the Maintenance Team schedule and costs would be minimum as all the labour is provided by volunteers.

HALL OPERATIONS STATUS:

Hall Cleaning Schedule

Charene to speak to Ange to familiarise herself with current arrangements.

BOOKINGS AND EVENTS:

Booking Updates

Charene has taken a booking for a Christening on 26/7. Badapple Theatre booked in for October. We also had an enquiry for a Folk Festival next year. We have quoted and await their response. Charene & Fiona Webb have sorted through all the chair & table covers and Fiona has kindly laundered the rectangular ones and the stains have been removed so these are now hirable again. The circular ones are still badly stained, not hirable at present, and Fiona will try to get them clean. Vicky to send Crockery Inventory to Charene.

Fundraising Events

Nothing added. Current confirmed schedule of events for the year is looking good and Andrew thinks we do not need to organise any more Committee fundraisers this year.

EVENTS PLANNING (bar, float, cleaning, special requirements etc)

Private Party (June 20^h)

Charene is happy to run the bar with her son. Bill to do a bar float.

Private Party (July 18^th)

Charene should be available for the bar. Float required.

Tractor Run (August 2^nd)

Andrew to organise outside bar the same as last year. Float required.

FOSM Proms Event (September 12^th)

Andrew will speak to Mike Bendry to check roles between Hall and FOSM.

MONTHLY REPORTS:

Finance

Bill’s Finance report for April was distributed. He also presented a new summarised format which he will send out going forwards. Vicky asked if we could still receive the full report which was agreed.

Health & Safety

The water checks on the shower in the disabled toilet has shown bacteria present. This has been properly cleaned but we need to determine a new process for preventing any re-occurrence. Angelo is looking at this. In the meantime, the shower remains unavailable for use. All other showers in both changing rooms have been decommissioned previously.

Monthly Checks

Andrew went through Angelo’s Report. No major issues.

PARISH COUNCIL FEEDBACK

Katie confirmed the CIL grant of £12k and was thanked by the Committee.

CORRESPONDENCE & PUBLICITY

Nothing to report. Jane will do Parish Mag entry.

ANY OTHER BUSINESS

Katie advised that the Youth Club will definitely close due to no interest from anyone willing to operate the club. The committee have informed the Charity Commission that they will formally close down. The Hall Committee confirmed their agreement for all the equipment to be offered to the School/PTA. Any remaining equipment will be down to the Hall Committee to dispose of as they see fit. Any monies left over will transfer to the Hall Funds. The Hall Committee will look to use these to benefit youth programmes/playpark as some of these monies were donated or given as grants for the use of the Youth Club.

Alan said that Hazel Jones had asked if the PC could have lighter weight tables for the upstairs room for their meetings, as the new ones intended for less frequent business meetings, AGM’s etc are very heavy. Andrew said that we need to look at replacing some tables for downstairs as well and suggested that if we do this then one or two of them could be stored upstairs for PC meetings.

There being no further business, the meeting was closed at 9.58pm.

Date of next meeting 10^th August 2026 at 7.45pm

THERE WILL BE NO MEETING IN THE MONTH OF JULY