Minutes of the 2016 AGM of the King’s Somborne Village HallManagement Committee
Held on 12th July 2016
Seventeen persons attended the meeting
The Chairman, Terry Mackintosh, welcomed those present
1. Apologies
Apologies for absence were received from Polyann Monk, TheOranges, David Pepperell, Linda Aucock and Tony Brooke -Webb
2. The Minutes of the 2015 meeting were presented and confirmed as a true record nem con
3. Matters arising not on the agenda.
Nil
4. Chairman's Report
4.1 Booking record
TM announced that The VH had experienced a successful year.Bookings had increased, especially for the weekends, as a result ofthe refurbishment of the hall which makes it more attractive as avenue.
4.2 Clean-up excess charge
Last year it was decided to incorporate a £100 excess in the bookingfee for parties. This is fully refunded to hirers who leave the hallsufficiently clean and tidy that no extra effort is demanded of the VHcleaners. ln the case of less diligent hirers who leave the Hall in a lessthan satisfactory state, a charge will be made against the excess tocover the cost and time necessary to restore the Hall to a satisfactorycondition.
4.3 Major sources of regular income
T M reported that the two largest sources of regular income from VHuse were about £6000 per year from the preschool and £2000 peryear from the dog trainers.
4.4 Future of the preschool
Concern was expressed that the government plans to increasepreschool populations might overload the current facilities anddiscussions on this matter will take place during the coming year.
4.5 Safety checks
All the VH electrical systems have recently been tested and passedas satisfactory. Inspections of possible hazards and fire risk havegiven a clean bill of health.
4.6 Maintenance matters
TM reported that the air source heat pump (ashp) had completelyreplaced the oil fired boiler heating system. This has operatedsuccessfully so far. An accurate estimate of the likely number ofyears before the capital cost of the ashpwill have been paidoff by running savings is not possible after such a short period ofoperation because there are many factors which complicate themaking of such an estimate including the future climatic conditions.
All the windows of the main hall had to be replacedfree-of-chargebythe suppliers because some seals had failed.
The lock of the front door jammed and had to be replaced atconsiderable cost.
Water supply pipes have suffered leaks and recently a replacementplastic pipe has been installed
4.7 Vandalism
Vandals damaged the crush doors leading to the pavilion changingrooms. They had to be replaced by new doors paid for by insurance.
4.8 Carpet cleaning
TVBC will cover the cost of cleaning the carpets soiled by foot trafficon the occasion of the elections and the referendum
4.9 Facilities
Photo-Voltaic panels were installed in October 2015 on the roof ofthe hall at a cost of £15,000. This sum was taken from the £20,000loan from the Community Action Fund of which £150 was repaid in October and £190 in March.
Wi-Fi has been installed for VH users
4.10Future developments
The old chairs will be replaced once the new store is available. Theconstruction of latter is proceeding well.
The quality of the cleaning of the toilets needs to be improved
The heat insulation over that area of the ceiling that has not beenfitted with thicker insulation will be treated.
It is proposed to make the hall entrance more attractive by installinga new porch outside the current front door and fitting new tiling tothe front façade of the building. This plan is on hold at presentawaiting the required three cost estimates.
The all-weather paths from the Gorringsto the hall will be installedin the coming September.
4.11 Recreation Ground
Proposed transfer of ownership of the recreation ground by theParish Council is the subject of current negotiations with 'Fields inTrust'.
TM concluded by thanking all the committee members for theircontributions during the past year. He expressed particular appreciation of the contributions of the Treasurer, Claire Bevan; of theBooking Clerk,Sarah Pennington; of the key holder Val Chapman; andoftheInvoice Secretary,Linda Aucock
5. Treasurers Report
Claire Bevan explained that she had to prepare and submit a ninepage report to the charities commission. She tabled a three pagesummary for the convenience of members.
She explained that there are two parallel funds; the ManagementFund that handles day-to-dayhiring and running the VH; and theDevelopment Fund that is principally concerned with fund raising.
Claire announced that it is the Management Committee intention to identify fixed assets such as the PV solar panels, the Sound System,the Lighting system, so that their depreciation can be recognised andtaken into account for insurance cost and other purposes.
Atthispoint, the purpose of the Community Fund Loan that was usedto purchase the solar panel system was questioned. - The reason was that the loan was agreed at a very low interest rate of approx. 2% which would be paid out of the income generated by the P V panels.
The quality of the current hall cleaning needs to be improved and theaccompanying increased cost has to be addressed in the coming year.
Acceptance of the Treasurer's report and adoption of the Accountsfor 2015-2016 were proposed by Sandy Pepperell, seconded byJohn Vanderpump, and agreednem con
6. Reports of the Development and Fund Raising committee
The Fund Raising Committee raised a total of £16,000 this year.
John Vanderpump explained the cancellation of the variety show due to negligibleticket take up.
A very successful Open Gardens weekend was organised inconjunction with the KS Horticultural Society. It is hoped to repeatthe event next year.
A number of successful coffee mornings have been organised.
Somborne Sessions continues to be very popular and an importantcontributor to the VH funds. The original organiser, Doug stammershas been succeeded by Trevor Ryan
A successful fashion show was organised by Eileen Reynolds
The Murder Mystery by the Geriactors was a great success and hasbeen booked with a new plot in the future.
The major contributor to VH funds, the Clay Pigeon Shoot was againa great success. Already twenty teams have been entered for nextyear.
A combined dog show and car show will take place this year.
£15,000 has been donated bytwoanonymous benefactors.
The Fund Raising Committeehaveraised a total of £160,000 since inception.
7. The rates of VH hire were noted
Question from Sandy Pepperell
Should the VH charge less for hall hire to village charities?
It was agreed that the same rate will be charged for all hirers
8. The officers previously serving resigned
9. Elections of the following VHMC for the year ahead
Chairman
TM stands
Proposed by Sandy Pepperrell and seconded by John Vanderpump
Agreed nem con
Treasurer
TM nominated Claire Bevan: Mike Reynolds seconded
Agreed nemcon
Secretary
No proposal received .
10. The following representatives are nominated by villageorganisations to serve as Members/Trustees
- Bill Hartley
- Wendy Hartley
- Janet lngleson
- Linda AucockA rep from the school is needed. Action TM
11.Co-optionof Booking Secretary
- Sarah Pennington isco-optedas Booking Secretary
12. To appoint an independent examiner
TM will approach Bryan Blamey Action TM
Mike Reynolds then stood up to offer thanks to various persons andgroups who contribute substantially to the continued success of theVHMC.
He praised the development committee for doing a tremendous job
He paid tribute to active members of the Village Hall Management Committee for keeping the 'show on the road, which is the envy ofmany local villages.
On behalf of the community he offered Terry gratitude for hislengthy and unstinting contribution to the VH and his diplomatic skillin keeping confrontation to a minimum.
He thanked Nola for her support for Terry and for many differentcontributions to the life of the community.
The AGM was followed by a talk by Kevin Sawers of ‘ActionHampshire’ entitled “Where can our organisation obtain grants andhow do we ensure our applications are attractive?”