Hullavington Village Hall Management
Committee
Report May/Jun 2008
Village Hall Committee AGM - 2nd July 2008
The annual AGM of the Village Hall Committee was held in the Village Hall on
Wednesday 2nd July at 7.30pm. It was an opportunity to review the
running of the new hall over the first full year of operation.
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.
8)
The levels of rental charged should be reviewed in September 2008 and, if
increases are deemed necessary and these are approved by the committee, these
should be implemented from 1st April 2009. It is essential that all hall users
are informed of any increase as soon as possible after a decision is made
regarding an increase in the rental charge so that individuals and organisations
have the opportunity to amend their own budgets.
Election of Officers for 2008-2009:
Chairperson – Bob Fenner
Vice Chairperson – Julian Greenman
Treasurer – Roger Gee
Secretary – Anna Durrant
Committee Members: - Peter Parry-Williams, David Hunt
Co-opted Members: - Paul Hadlee (Booking Administrator), Geordie Stevenson
Village Autumn Show – Sep 6th – Village Hall
The Village Autumn show will soon be upon us and so please begin to think about
what you will do this year. It is a special annual village event and so let us
have a bumper entry this year especially in the vegetable classes which were a
bit down last year.
Hall
bookings – Important Notice
As mentioned in the last two newsletters the booking secretary is faced with
the difficulties of balancing having the hall booked on Saturdays for regular
users but also making it available for individual village residents to celebrate
weddings, anniversaries, parties etc
Therefore the committee proposed the following.
-
We accept the current balance between individual and “new group” (e.g. Dog
Training and Flash Dance) bookings for the remainder of 2008. At the same
time we agree that, during 2008, some of these new group bookings might need
to be cancelled in favour of those events (such as HarFest, the Village
and/or the Church Fetes, and the Annual Show) that can be seen as major
community events during the year.
-
That from now until 30th September 2008, an “advertising campaign” should be
mounted to draw attention to the fact that bookings for 2009, and for
Saturdays mornings/afternoons in particular, are now being accepted from
those individuals in the village who might want to use the hall for such
purposes as wedding receptions, birthday parties, or anniversary parties
etc. Such individuals should be urged to make their 2009 Saturday bookings
before the end of September 2008 during which time proposed 2009 Saturday
bookings from new groups should be put on hold. From 1st October 2008
proposed bookings from these groups could then be confirmed for any Saturday
sessions that still remained free during 2009.
Therefore if you as an individual feel that you might like to book the hall in
2009, particularly for a Saturday, would you please give it due consideration
and try and book before September 30th 2008.
The
200 Club
The 200 Club continues to provide an extremely valuable source of income to the
Village Hall. There are still places available. Contact John Greenwood on 01666
837227 for further information.
Booking
the Village Hall
We continue to welcome new groups and organisations to the hall and bookings are
extremely healthy. Nevertheless there are always a few spare slots. Please refer
to the sheet printed in this newsletter for details of hiring costs and booking
details. Please contact Paul Hadley on 01666837096, email auff54@dsl.pipex.com
or Bob Fenner on 01666837320, email
bobfenner.99@tiscali.co.uk for advice on hall availability and cost, or
simply access the Village Webb site where you will find booking details.
Note: to book the hall you do not need access to the internet.
David Hunt
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