MINUTES OF HULLAVINGTON VILLAGE HALL MANAGEMENT COMMITTEE

ANNUAL GENERAL MEETING

WEDNESDAY 24^TH MAY 2006, 7.30PM IN THE CHURCH

PRESENT: Dave Hunt, Bob Fenner, Julian Greenman, Victor Rawlins, William Harmer, Paul Hadley, John Metters, Maggie Bawden, Anne Durrant,

1.1.  Apologies: Peter Parry-Williams, Joan Shaw, Liz Parry-Williams

1.2.  Minutes of the last AGM held on 24^th May 2005 were agreed and signed.

1.3.  Chairperson’s report – The chairman commented that it had been a year of progress. The village fete in July netted £430 and Jebbie and Dudley had their second successful year as Autumn Show organisers in September. Dave thanked Victor for the use of his barn for storing the old hall furniture over the last 2 years. The 200 Club continued to raise valuable funds for the hall after a year of changes, with Peter Morris resigning as co-ordinator and Doug Butler as collector. Fortunately, John Greenwood took over as co-ordinator and Peter Rawsthorne, Sandy Lark, Rachael Hurst and Dennis Shaw are new collectors. This year’s Village Fete will be held on 8^th July in the school field and the Autumn Show will be on 1^st September in the new hall. The New Hall Project had progressed very well in the last year. The Charity Commission agreed to grant an Albermarle Scheme authorising a new 35 year lease. After being informed by pre-school that it was planning its own building we refined the new hall design and reduced the size by one unit. We finally put out the detail design for tender to 4 companies at the end of July with a return deadline of 2^nd September. A sub-group of 7 committee members considered the tenders on 5^th September and there was complete agreement on choosing Terrapin. A professional surveyor was appointed in November. The planning application was granted in January and we received notification of a grant of £15K from the landfill tax credit scheme. At a meeting in February Terrapin satisfied our surveyor that it could meet our design requirements and the order was placed. Work began just before Easter and the main body of the building arrived on May 3^rd as scheduled. The roof is now on and we expect to be handed the keys in mid July. The hall booking system still needs to put in place, as does the hiring agreement and the entertainment licence. Dave thanked the committee as a whole with special thanks to Bob for his work as project co-ordinator. He also thanked William, for his role as the link man with Terrapin; John Metters, for his work with the lease and for the use of his house for meetings, and Anne as secretary.

1.4.  Treasurer’s report and issue of annual accounts for 2005/2006 – the annual accounts are attached. The entry for the Wiltshire Village Halls Association (WVHA), shows £70 for 2005/2006 which represents annual payments for this year and next year. The £105 donation for the use of the church to the PCC has been adjusted to show in the accounts for 2005/2006. Bob will prepare separate New Hall accounts for the building of the hall.

1.5.  200 Club Report – John Greenwood was not present to give a report.

1.6.  Appointment/Election of Committee and Officers

1.6.1.     Appointment of User Representatives –

Mount Zion Church                -                       Julian Greenman

Short Mat Bowls                    -                       Victor Rawlins

Ramblers                               -                       Paul Hadley

Art Class                                -                       Liz Parry-Williams

PCC                                       -                       John Metters

PC                                          -           `           William Harmer

WI                                            -                       Joan Shaw

1.6.2.     Election of five committee members –

Elected                                              Proposed                              Seconded

Dave Hunt                                          Anne Durrant                         Victor Rawlins

Bob Fenner                                        Dave Hunt                              Paul Hadley

Anne Durrant                                     John Metters                          Bob Fenner

Peter Parry-Williams                        Anne Durrant                         Dave Hunt

1.6.3.     Election of Officers –

Elected                                  Proposed                             Seconded    

Chairperson                        Dave Hunt                              Anne Durrant                         Bob Fenner

Treasurer                  Bob Fenner                            John Metters                          William Harmer

Vice-Chairperson   Julian Greenman                   William Harmer                     Dave Hunt

Secretary                  Anne Durrant                         Dave Hunt                              William Harmer

Bob commented that this will be his last year as treasurer. Later in the year he would like to have someone shadow him before handing over the reins next year. John commented that we need to ensure that correct procedures are followed to bring in new user groups and representatives to the new hall. Anne asked if user groups could please send her a written confirmation of who will be their representative for the next year.

There being no further business the meeting closed at 8.15pm.