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Hullavington Village Hall ManagementCommitteeReport July/Aug 2009Village Hall Management Committee AGM Wed 8th July. Chairperson’s report (Bob Fenner): 2008 – 2009 1) The performance of Hullavington Village Hall Management Committee during the period April 2008 to March 2009 can be defined as very successful in the way that the hall was managed, used and maintained. In particular this success can be defined in terms of: a) The excellent quality of the members of the village hall management committee and their willingness and ability to deal, on a voluntary basis, with the wide range of operational, maintenance and administrative work that needs undertaking. b) The way in which the hall is managed so that it meets entirely its requirements, in the way that the hall is used by people in the community, as defined in the Lease and Trust Deed. c) The continuing number and range of both individuals and groups who use the hall for increasingly diverse purposes. d) The ongoing use of, and support from, the on-line booking system both in managing hall bookings and facilitating the financial management of hall rental income. e) The success of the hall committee’s annual budget and business plan, as prepared and presented by the new treasurer, which has resulted in an operational cash surplus at the end of the 2008-2009 financial year. 2) The committee welcomed Roger Gee as the new treasurer with effect from 1st April 2008. 3) Regrettably, at the end of the current reporting year the committee had lost three of its valued members – members who had served the committee through hard work and dedication for many years and, in particular, during the new village hall project phase. These members are: a. John Metters – PCC representative on the village hall committee b. William Harmer – Parish Council representative on the village hall committee c. Geordie Stevenson – Co- opted member As Chairperson I can only express my sincere thanks, and offer genuine acknowledgement, to the contributions that these three colleagues have made both to the new village hall project and the actual management and running of the village hall in its first three years.
Nick Fry will be joining the committee with effect from the village hall’s AGM on 8th July 2009, representing both the PCC and the Parish Council.
4) With respect to paragraph (1.c) above the actual usage of the village hall by different individuals and groups throughout the year can be defined as follows:
5) Achievements throughout the year: a. The establishment and maintenance of a good committee comprising the main, village-based core user group representatives, elected members, and co-opted members and managing effectively the business of the village hall through just six village hall meetings each year. b. Successful negotiation and implementation of an increase in rental charges. c. The repayment of a further Ł5,000 from the capital of the PWLB loan through which the new village hall project was partly funded. d. The acquisition of additional wiring for the stage lighting system through the generosity of HarFest funds. e. Further upgrading of the hall’s PA system. f. The presentation of RAW events g. 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. h. 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.
6) Challenges for the future
a. Maintain and “tweak” the on-line booking system so that it remains the useful tool it is. b. Become more disciplined with more “awkward” user groups who misuse the booking system. c. Find ways on increasing membership of the hall committee with younger, pro-active and involved people d. Keep and maintain the hall in its present excellent state – through a balance eg voluntary and paid labour. e. Maintain effective and achievable business plans. f. Continue the development and refinement relating to the organisation and delivery of the committee’s legislative responsibilities. Treasurer’s report – Roger Gee presented the annual audited report, a summary of which appeared in the last newsletter. The total income is higher than last year with slightly lower running costs. The total reserves have increased by 7% from last year to just over Ł34K, with a total of Ł5K being paid back to the PWLB. Appointment/Election of Committee and Officers – all committee members stood down at this point. Appointment/confirmation of user group representatives – Mount Zion Church - Julian Greenman Short Mat Bowls - Alan Henson Art Class - Liz Parry-Williams PCC - Nick Fry PC - ` Nick Fry WI - Joan Shaw Jolly Tots - Sharon Lamont Village Voices - Rachel Hurst Election of 5 committee members – Peter Parry-Williams Dave Hunt Roger Gee Bob Fenner Anne Durrant Co-option of 2 people onto the committee - Paul Hadley Frank Birlison Election of Officers – Chairperson Bob Fenner Treasurer Roger Gee Vice-Chairperson Julian Greenman Secretary Anne Durrant Appointment of Booking Systems Administrator - Paul Hadley. Hall Maintenance Tasks During the months of July and August a number of Hall maintenance tasks were completed by members of the Management Committee and Hall users in addition to the re-sealing of the floor mentioned in the last newsletter. These included emulsioning and painting the foyer, cleaning the fabric of 80 chairs, fixing the leaking gutter, re-organising the storage area, trimming the vegetation at the back of the hall and fitting a new outside notice board.Rural Arts Wiltshire – 24th Oct 2009 On Saturday evening 24th October, in the Village Hall, Michael Lunts, an actor and pianist will perform ‘ A Dramatic Portrait of Frederick Chopin’. Please come along for what we are sure will be an entertaining evening. Tickets available in advance. Village Autumn ShowAs this newsletter report had to be submitted just before the Autumn Show a report will be in the next newsletter. The 200 Club John Greenwood was not able to be present to give a report at the AGM, bur Dennis Shaw reported that at present there are 198 members and it is expected that a cheque for Ł1150 will be presented to the hall committee in September. Bob Fenner gave a vote of thanks to all those involved with the 200 club. If you would like to become a member please 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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