Hullavington Village Hall Management

Committee

MINUTES OF HULLAVINGTON VILLAGE HALL MANAGEMENT COMMITTEE

ANNUAL GENERAL MEETING

  WEDNESDAY 2nd JULY 2008, 7.30PM

PRESENT: Dave Hunt, Bob Fenner, Paul Hadley, Joan Shaw, Rachel Hurst, Sharon Lamont, Geordie Stevenson, Peter Parry-Williams, Roger Gee, Alan Henson, Anne Durrant, Maggie Bawden.

 1.       Apologies: William Harmer, John Metters.

 2.       Minutes of the last AGM held on 2nd May 2007 were agreed and signed.

3.       Matters arising - there was none.

4.       Chairperson’s report – this is attached. Rachel suggested that Bob include the work done on safety procedures for the benefit of the Charity Commission.

 5.       Treasurer’s report – this is also attached.

 6.       200 Club Report – John Greenwood was not present to give a report. We need to remember to invite him to next year’s AGM.

 7.       Appointment/Election of Committee and Officers – all committee members stood down at this point.

7.1.    Appointment of User Representatives –

Mount Zion Church - Julian Greenman

Short Mat Bowls - Alan Henson

Art Class - Liz Parry-Williams

PCC - John Metters

PC - ` William Harmer

WI - Joan Shaw

Jolly Tots - Sharon Lamont

                        Village Voices                          -                       Rachel Hurst

Bob will write to users who regularly use the hall to invite them to nominate a representative to join the committee:  yoga, Wellbeing Systems, rainbows, brownies, ballroom dancing and line dancing.

7.2.    Election of five committee members –

Elected                                     Proposed                                Seconded

Peter Parry-Williams                                  Joan Shaw                            Rachel Hurst

Dave Hunt                                         Bob Fenner                          Paul Hadley

Roger Gee                                          Rachel Hurst                            Paul Hadley

Bob Fenner                                      Peter Parry-Williams                      Geordie Stevenson

Anne Durrant                                      Bob Fenner                          Geordie Stevenson

Election of 2 co-opted members - 

Elected                                     Proposed                                Seconded

Paul Hadley                                      Anne Durrant                          Bob Fenner

Geordie Stevenson                                 Anne Durrant                          Dave Hunt

Bob pointed out that all committee members were equal and able to stand for an officer role.

 7.3.    Election of Officers –

Elected                               Proposed                              Seconded

Chairperson                 Bob Fenner                          Roger Gee                              Paul Hadley

Treasurer                     Roger Gee                            Rachel Hurst                          Joan Shaw

Vice-Chairperson        Julian Greenman                     Anne Durrant                          Dave Hunt

Secretary                     Anne Durrant                         Roger Gee                              Dave Hunt    

 8.       AOB – there was none.

 There being no further business the meeting closed at 8.01pm.

Chairperson’s Report

1)        The period from April 2007 to March 2008 saw the first full operational year of the new village hall. By all standards, criteria and systems of evaluation this year was outstandingly successful, and this success can be defined in terms of:

a)       The financial performance of the village hall rental system and the operating profit that resulted from this (see details as presented in the Treasurer’s report below).

b)       The increasing diversity of use of the hall by both individual and groups, and the increase in the range of new hall users.

c)       The efficacy of the on-line booking system both in managing hall bookings and facilitating the financial management of hall rental income.

d)       The active support given to the development and management of hall operations by the hall management committee in general.

e)       The particular areas of activity undertaken by individuals or sub-groups on the hall management committee in such areas as hall bookings, the preparation and submission of accounts, the preparation and submission of meeting minutes, hall and ground maintenance, and the promotion of social and artistic events.

2)       Achievements throughout the year:

a.         The establishment and maintenance of a full committee comprising the main, village-based core user group representatives, elected members, and co-opted members.

b.         Managing effectively the business of the village hall through just six village hall meetings each year, compared to the previous eleven meeting per year, supported by approved documents such as the “Rules for the Management of Hullavington Village Hall” and the “Conditions for the Hire of Hullavington Village Hall”.

c.         The resolution of all matters associated with the “New Village Hall Project”, particularly in relation to final business with Terrapin and the reduction of £2,600 deducted from the final retention payment, and the final Lease registration matters conducted through Goughs Solicitors.

d.         The ongoing equipping of the hall with items such as lockable letter boxes, clocks etc., either through purchase or donation, and the setting up of an inventory of items owned by, and kept in, the hall.

e.         The fitting of the dado rail in the main and side halls.

f.           The acquisition, supported by a generous donation from the Church (HarFest Funds), of stage/hall lighting and associated control equipment.  This equipment is stored in the village hall, and can be used by all appropriate events in the hall as well as supporting events and activities outside of it.

g.         The upgrading of the hall’s PA system.

h.         The fitting of additional external lighting.

i.           The management of regular hall and site maintenance work (such as re-sealing the hall floor and dealing with weeds and spread gravel outside) through the work of both volunteer individuals and small groups from the committee.

j.           The maintenance of high levels of hall usage by different groups and individuals, and the growth of such levels throughout the year, with comparatively few conflicts or problems.

k.         The implementation of a hiring policy that has dissuaded or prevented the use of the hall by groups that presented a high risk of causing damage to the hall and its environments, or disruption to the neighbourhood.

3)       Future Challenges:

a.         Maintain a sound business plan that recognises and reflects likely:

                         i.                   changes in hirer profiles – those that use the hall today might not be doing so in future years.

                        ii.                    Increases in hall operating expenses – annual Lease rental, insurance etc.

b.         Maintain an appropriate balance of hall usage between different categories of users.

Continue the development and refinement relating to the organisation and delivery of the committee’s legislative responsibilities

Treasurer’s report: 2007 – 2008

1)       2007 – 2008 was a very sound year in terms of the hall’s operational finances and there was a surplus of approximately £1,500 after the annual expenditure had been deducted from the annual income, 93.5% of which derived from rental income.  Within the expenditure figure, nearly £3,000 was spent on equipment to provide new, or enhance existing, facilities.

2)       The positive outcome illustrated at (1) indicates the soundness of the business model on which the hall’s finances were based from the time it re-opened in September 2006.

3)       The online booking and financial administrative system works very well in both managing bookings, recording rental income, and providing income profiles for the whole range of hall users.  Minor glitches and shortcoming have been dealt with quickly and effectively by the system’s developer, Alan Jones, and the hall’s Booking System Administrator, Paul Hadley.

4)       Rental payments throughout the year have generally been made promptly and on time and there have no recorded instances where a rental payment due has not been paid.

5)       There is probably a case for researching a possible alternative deposit for the funds currently held in the hall’s Post Office Investment Account to see whether a higher rate of interest can be earned.

6)       Now that the “project” phase of the hall’s activity is finally complete there is probably a case for reviewing the average balance of funds held in the hall’s current bank account with Lloyds TSB (which is non-interest bearing) to see whether some of these funds can be transferred to the Post Office Investment Account or its replacement.

7)       The business model on which the hall operates needs to be reviewed annually and promoted through the annual budget presented to the committee.

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