Organisations

The following document considers the organisations represented by the Village Hall Management Committee. The method of appointment is considered, together with lists of organisations that either are represented or could be represented.

Details as to how representatives can be found in the Governing Document. The full text of this document can be viewed by accessing the documentation page of the Village Hall website and clicking on KSVH_Constitution.

Clause 3 provides that each of the 13 organisations mentioned in the Governing Document should appoint one member to the VHMC.

Clause 5 allows other organisations to be added. The VHMC must pass a resolution whereby 2/3 of all members of the committee to allow a new organisation to be represented. To me, it is unclear as to whether the new organisation is to be within the original count of 13 or to allow the count of 13 to be increased. It is unlikely that more than 13 organisations will provide representatives.

Clause 6 requires that all organisations nominate a representative “at any time within one month before the Annual General Meeting”.

Clause 7 allows vacancies caused by “death or resignation or removal” to be replaced. An appointed member may be replaced by the relevant organisation. A Committee member elected at the AGM may be replaced by the VHMC.

The actual list of organisations has changed over the years since the date of the Governing Document, 17th February 1955. In the decade prior to the opening of the current hall in 1975, the number of representatives varied between 11 and 13 (see KSVH_1975.pdf in General Documents section of VH website-documentation).

At the AGM of 30th April 1985, the chairman reported on a constitutional change as follows:

“Our Committee is comprised primarily of representatives from organisations within the Village. The organisations that are allowed ‘official’ representation were laid down in the conveyance of 1955 when the Farmers Club property was conveyed to the Trustees of the King’s Somborne Village Hall. On April 2nd 1984, a majority of the Committee (eleven members) signed a document allowing ourselves to make up our own resolutions with regard to alterations in the makeup of the Committee. In other words, instead of applying to the Charity Commission every time we wished to make changes we can now do so in Committee. At the 1984 AGM, we dropped the ‘Child Welfare Clinic’ as an organisation requiring a representative, and substituted the Sunshine Club.”

As it happens, the “Child Welfare Clinic” appears to have been dropped by the time of the 1975 hall opening.

At this stage, 7 of the original 13 organisations still exist (Table 1 below), but only four are sending representatives.

There are another 12 organisations (Table 2) who have been known to send representatives recently.

The current representatives of all organisations, according to an email from Terry Mackintosh dated 8th January 2017, are listed in these two tables. By all means, advise me if the designated organisations are incorrect.

There are another 9 village organisations (Table 3) who use the hall with some degree of regularity. Sue Jackson (Badminton) in particular has expressed an interest in joining.

I recommend that John Vanderpump or Janet Ingleson forward a letter to all organisations likely to be able to nominate a representative. Hopefully appointees will be available by the time of the AGM on 27th April 2017.

I would suggest that all trustees elected, appointed or co-opted at the 27th April 2017 AGM sign forms indicating their acceptance of trustee responsibilities, before or at the first VHMC meeting following the AGM. At this meeting, the trustees should pass a resolution in accordance with clause 5 of the constitution authorising the represented organisations to be added to the list of organisations referenced in the Governing Document. This can be communicated to the Charity Commission.

Ian Bradley

28 February 2017

Table 1: The following organisations listed in the Governing Document still exist, maybe with a different name:

Mentioned in Governing Document / Current Name / Represented
King’s Somborne Parish Council / King’s Somborne Parish Council / Frank Fahy
Kings Somborne Parochial Church Council / Friends of the Parish Church of SS Peter and Paul King’s Somborne / Linda Aucock
Kings Somborne Methodist Church / Methodist Church / No
Kings Somborne Mens’ Club / Kings Somborne Working Mens’ Club / No
Kings Somborne Comrades Club
Ancient Order of Forester Friendly Society (Kings Somborne)
Kings Somborne Scouts’ and Cubs’ Committee / 11th Romsey (King’s Somborne) Scout Group. / No
Kings Somborne Child Welfare Clinic Committee
The Committee of The Kings Somborne Womens’ Institute / King’s Somborne Women’s Institute / Janet Ingleson
Kings Somborne Detachment of the British Red Cross
Kings Somborne Youth Organisation Committee
Kings Somborne Sports Club Committee
The Committee of The Kings Somborne Horticultural Society / King’s Somborne Horticultural Society / Pollyann Monk

Table 2: The following organisations have appointed trustees in the recent past:

Name / Represented
Kings Somborne School Association / Not at moment
Somborne and District Society / John Ingleson
The Sombornes' Pre-School / Katy Grant
Football Club / Not at moment
Cricket Club / Chris Kirby
Parent & Toddler (Mother &Toddler/Baby and Toddler) / Katy Hughes
Somborne Players / Peter Grace
Arts Committee / No
Neighbourhood Watch / No
Community Responders / No longer active?
Twinning Society / No longer active
WI Sisterhood / ? (Sarah Pennington)

There should be (but probably will not be) documented evidence of these organisations being accepted by resolution of 2/3 of the members of the VHMC sometime in the past.

Table 3: Other organisations who use or have used the hall that could potentially be acceptedinclude:

Badminton / Sue Jackson
Pilates / Trisha Parsons
RIVA Dog Training / Val Kelsey
Platform School of Dance / Sarah Provins
Seated Exercise Class / Tanya Gard
Zumba Toning / (Valley Leisure}
Somborne Sessions / Trevor Ryan
Christians together in Somborne and District

Most of these are mentioned on the Village Hall website under Regular Activities. For Somborne Sessions and Christians Together, they are currently on Forthcoming Events.