KING’S SOMBORNE VILLAGE HALL MANAGEMENT COMMITTEE
Meeting of 29th March 2006,
Borne House, King's Somborne
Present:Stephen Burgess / Chairman
Sue Byram Beacham
Vicky Burden
Margaret Burgess
ACTION
1. / Apologies
Joyce Weeks, Dick Dyke, Sharon Geary
2 / Minutes of previous meeting 18th Jan 2006-03-29 were greed and signed
3 / Treasurers Report
Stephen received update from Jonathan reporting that there were very few invoices to pay recently, that he does not have a precise balance but it must be over £3000.
The 2004-05 Accounts will be lodged next week followed shortly by the 2005 - 2006 accounts.
Jonathon will be retiring as treasurer due to being very busy. Stephen will advertise for new Treasurer in Gauntlet but committee is not very hopeful of a response. The fallback plan is to use some accountants which will have a cost attached. / SB
3. / Matters Arising
Various grants are being checked out.
Stephen spoke to Tony Ward about grants but he is busy on other work but will try to look at some of them. David Bidwell will also help out.
Amongst others Stephen mentioned the following in particular: Landfill Tax credit looked like a possibility - Entrust, Big Lottery - Community buildings, Arts Council England
4. / Projects
Race night is sorted but the numbers are a bit low.
Margaret has been researching possibility of a regular monthly film show - £100 to hire, films are 10 weeks old and the Company - Tailors - suggests £4.00 for ticket.Format is cartoons first and then break for tea followed by main feature. Generally the committee thought this to be a very good idea and Margaret will find out a bit more about availability, bookings etc.
When the Race night is over the committee will concentrate on the Dinner in September.
Kitchen improvements discussed but need to sort grants first.
Sue to cost up "Rolls Royce" version and then specific funding will be sorted either from Grants or from the Parish Council. / MB
SBB
Any other business
Keys system to be sorted with keys to access Joyce's cupboard so that Committee have access to other keys eg Pavilion, back door and boiler etc. Committee also to ensure that holidays are communicated, keys handed over etc so that Hall users are not frustrated by being unable to get into the Hall.
Committee has agreed to hanging the Twinning ten year commemorative picture.
Sue is to enquire if John Sheldon would consider being a retained handy man. / ??
Everyone
SBB
Date of next meeting: Wed 3rd May at Borne House
Post meeting change to 22nd June
MINUTES OF THE
ANNUAL GENERAL MEETING
OF THE
KING'S SOMBORNE VILLAGE HALL MANAGEMENT COMMITTEE
(Registered Charity Number 301866)
26TH OCTOBER 2006
Village Hall, 7.45PM
Present: Representing
Doug and Carolyn Stammers Football Club
Melanie Lee, School Association
Jo Finch Parish Correspondent, Somborne Players & Somborne Society
Bill & Margaret Sutton Somborne Singers
Bill Fletcher Bowls Club
Joy Hunt Footpath Walks
John Green Twinning Association
Joyce Weeks Village Hall Caretaker
Eileen Reynolds
Penny Ward
Sue Byram
David Bidwell Parish Council
Margaret Burgess Village Hall Committee
Vicky Burden Village Hall Committee
Stephen Burgess Chairman Village Hall Committee
Frances (Show?) WI
Terry & Nola Mackintosh Somborne Society
Gordon Pearson Somborne Society
WELCOME
Chairman Stephen Burgess welcomed everyone present.
APOLOGIES FOR ABSENCE
Sue Jackson Badminton Group
Sharon Geary Harwood Village Hall Committee
Belinda Baker Children and Toddlers
Carolyn Ryan Yoga group
Michaeal Hunt Somborne Society
MINUTES OF LAST AGM HELD 7TH JULY 2005
The minutes of last AGM were agreed and duly signed.
CHAIRMAN'S REPORT/MAINTENANCE
Stephen Burgess summarised his report:
· Bookings have increased, testimony he felt to fact that renewing facilities helps ie the toilets
· The priorities for the Management committee continue to be redecoration, fundraising and coping with an ageing infrastructure
· Sub committee is still working on the Kitchen refurbishment
· Fundraising events such as the Trafalgar ball whilst providing good social entertainment they are not always hugely profitable. The Ball took a lot of work and thanks were given to everyone who helped. Stephen was particularly grateful as he had a very busy year personally and had covered for the Treasurer who resigned during the year
· Stephen has transferred the Hall accounts to a company of accountants to keep things in order
· The cost of the accountants was covered by a donation
· Moviola has started and will continue monthly
· Joyce Weeks was thanked for her continuing hard work in looking after the Hall
· Stephen wishes to resign as Chair of the committee but offered to continue in the absence of anyone else to replace him.
ACCOUNTANTS FINANCIAL REPORT
· The Accounts have been confirmed and signed off
· Receipts are up but fundraising is reduced compared to previous year
· The Carnival share out was down as Carnival didn't happen in August
· It is hoped the Arts and craft fund will generate some income in 2007
· Cleaning and maintenance costs are kept to a minimum
· The Oil tank is topped up as a policy now as opposed to letting it run low before refilling
· Utility costs have increased
· Costs for fundraising up but events are more elaborate
CARNIVAL UPDATE
· The Carnival accounts are due to be published along with the main accounts in next two weeks. Stephen will forward copies to anyone who would like one and a copy will be posted to the notice board
· Traditionally the Carnival committee has been a separate committee and Stephen was not sure how it could be reinstated or invigorated
MOTION TO FORM DEVELOPMENT COMMITTEE
· Stephen introduced the motion and expressed his support for this idea
· The express purpose of the Development Committee is to define and raise funds to develop the Hall
· The Development Committee was proposed by Tony Ward and seconded by David Bidwell. No one voted against
ELECTION OF OFFICERS/TRUSTEES
The following officers of the committee were elected:
Chairman - Stephen Burgess
Secretary - Vicky Burden
Treasurer - post not filled
A discussion followed about the general makeup of the committee.
· Tony Ward explained that the constitution states that Village organisations should form part of the Hall committee as the hall is in trust to those organisations.
· Stephen commented that representatives had been invited to join from other organisations but there had been no take up of this offer and Stephen didn’t want to pressurise people.
· Carolyn Stammers volunteered to be their representative for the Football Club.
· Gordon Pearson raised the questions as to whether there was a limit to the number of committee members and Tony Ward offered to check this.
· David Bidwell pointed out that members of the committee are obliged to be Trustees of the Village Hall.
OPEN FORUM
· Gordon Pearson suggested that the committee report regularly and probably in the Gauntlet as it was important to keep parishioners aware of Hall matters.
· Tony Ward said information and a project plan was available on the village Website and offered to do a regular update in the Gauntlet.
· Tony was keen for people to feed back to the Development committee as it is very important that it delivers what villagers want from the Hall.
· The Development Committee is not proposing a new village hall as it is quite sound.
· Tony Mackintosh suggested that the Village Hall Committee sent letters to user groups to invite them to meetings as well as public notices.
Thanks were given to the Chairman and the meeting closed.
Following 6 MARCH 2007
KING’S SOMBORNE VILLAGE HALL MANAGEMENT COMMITTEE
Minutes of meeting held on
6th March
8.00pm at Bourne House
Present:Stephen & Margaret Burgess / Caroline Stammers
Sharon Geary Harwood / Vicky Burden
Terry Mackintosh
Apologies:
Joyce Weeks
Sue Byram-Beecham
Frank Cavelly
ACTION
1. / Apoligies as above
2 / Minutes of previous meeting were agreed and signed
3 / Matters Arising
Development committee has met two times and provided copies of reports on the condition of the hall to the Management Committee. Copies of these reports were circulated at the meeting. A number of urgent action points were identified and are being actioned by Stephen Burgess. The chief concern being the existence of inert asbestos bearing materials (ABM's) in the structure of the hall.
Jenny Hadley, who is new to the community has volunteered to be Treasurer in April 07 and has also joined the entertainment sub committee.
Showers have been fully refurbished and are now working. Caroline Stammers requested that thanks of appreciation from Football club be minuted. / SB
3. / Treasurers report
In the absence of a Treasurer Stephen circulated a report that he had generated.
Total funds to date are £3081.99
£174 was received from the Short Mat Bowls club which was appreciated and has been acknowledged by letter.
£150 was received from the Football Club for use of the Pavilion for 06/07.
It was discovered that the Hall is overpaying Southern Electric. This is to be rectified and the surplus of £2000 is being recovered.
There will be significant out goings in the coming months to cover Health and Safety issues
and refurbishment of major systems of the hall and renewing them eg girls changing room.
Two important items to be dealt with first are the annual renewal of the insurance for the premises, likely to be £1300, and ramps to replace to replace the steps on the fire exits. The cost of the ramps is also likely to be significant and an application for a grant to the Parish Council is recommended.
4. / Action Plan following Condition Reports
Being a 70s building there is asbestos which has to be removed when the hall is refurbished, meanwhile any contractors or associations needing to carry out work will have to follow a procedure to ensure that any ABM is not disturbed. The report was commissioned by the Development Committee and paid for by the Parish Council.
Re-instatement value of the Hall was re-assessed at £540,000 in January 07 and the Hall insurance has been upgraded to reflect this but the premium has not increased as a result of the increase in value.
Risk assessment Report
Legionares disease - concern about the 3 hot water systems and the possible growth of legionellae bacteria in the three hot water systems. The systems have all been set at 65 degrees Celsius which is adequate to prevent growth of the bacteria.
Control of Contractors - must obtain written permission from committee and be qualified to work in the environment of the hall.
Fire exits must have ramps and not steps - this will be expensive.
People hiring the hall should have fire Marshals and be made aware that the fire alarm is only a hand bell and hard of hearing people must be properly identified and a system of warning them must be arranged by the hirer's.
A lot of recommendations have been made and Development committee need to have a clear overview of this and the amount of money we will need to raise.
An action plan has been created to cover and address the health and safety issues.
A refurbished hall will not generate enough revenue to cover the running costs in the view of the VHMC. The hall will need ongoing financial support to bridge the gap between revenues from bookings and fundraising and the cost of operating and maintaining the hall properly. The view of the VHMC is that we should lobby the Parish Council with a view to them supporting the revenues of the hall with an element of the precept.
Any other business
need to set a date for AGM, 30th April proposed - 7.30 Village Hall
Terry has offered to be Chairman of the Village Hall Management Committee
Date of next meeting: To follow after the AGM
Minutes of the Annual General Meeting
of the
King's Somborne Village Hall Management Committee
30th April 2007
Welcome
The Chairman Stephen Burgess introduced himself and welcomed everyone to the meeting.
Present:
Ian Bradley
Bill Hartley - Neighbourhood Watch
Wendy Hartley - Twinning Association
Polly Ann Monk - Horticultural Society
Madeleine Edmonds - Art Exhibition Committee
David Bidwell - Chairman, Parish Council
Gordon Pearson
Peter Storey - Parish Clerk
Joyce Weeks - Caretaker
Terry Mackintosh - Somborne Society
Sharon Harwood - Parish Council representative & VHMC
Carolyn Stammers - Football Club
Belinda Baker - Parents and Toddlers
Margaret Burgess -KSVHMC
Sue Byram - KSVHMC
Sue Jackson - Badminton
David Pepperell - Gauntlet
Sandie Pepperell - Church
Mike Reynolds
Eileen Reynolds
Jonathan Rickard - Development Committee
Tony Ward
Stephen Burgess - Chairman
Vicky Burden - Secretary
Apologies:
Frank Fahy
Carolyn Ryan - Yoga Class
Minutes of the last AGM
The Minutes were duly agreed and signed.
Chairman's report
Report was tabled, briefly reviewed and accepted as no questions were raised.
Treasurer's report
For clarity Stephen removed the toilet project and accompanying grant in order to show the general and more normal flow of activities.
Stephen pointed out that actual revenue on bookings is lower year on year and replaced by lower generating bookings.
Running costs included Professional costs e.g. checking electrical systems, H & S etc.
Electricity rebate has been received.
Election of Officers
Chairman
Stephen Burgess is retiring from the position of Chairman.
Terry Mackintosh was proposed by Tony Ward and Seconded by David Pepperell - this was agreed and Terry was voted in unanimously.
Treasurer
Ian Bradley was proposed by Tony Ward and seconded by Stephen Burgess – this was agreed and voted in unanimously
Tony Ward is to be co-opted onto the Committee as Chairman of the Development Committee
Secretary
Vicky Burden would like to stand down but agreed to remain as Secretary temporarily until a replacement could be found.
Stephen Burgess offered to remain on the committee to help.
Carolyn Stammers will be on the Committee as representative of the Football Club.