| MINUTES OF THE ANNUAL GENERAL MEETING King`s Somborne Village Hall Management Committee Tuesday 6th May 2014 Present: Terry Mackintosh (Chairman) VHMC Eileen Reynolds (Secretary) VHMC Mike Reynolds (Treasurer) VHMC Linda Aucock (Invoice Secretary, Parish Church W.I.) VHMC Claire Bevan Mary Bradley Ian Bradley, Web-editor Tony Brooke –Webb (Chairman Fund Raising Committee) VHDC Vicky Burden (The Somborne Players) VHMC Lucy Chadwick (Pre-school) VHMC Val Chapman (Booking Secretary) Co-opted Committee Member) VHMC Katy Grant (Pre-school) VHMC Bill Hartley (Co-opted Committee Member) VHMC Wendy Hartley (Twinning Association) VHMC Elisabeth Kirby Nola Mackintosh Pollyann Monk (Horticultural Society) VHMC Gordon Pearson Roy Pigeon Doug Stammers (Football Club) John Vanderpump VHDC The Chairman, Terry Mackintosh, opened the Meeting by welcoming all present. 1. Apologies: Apologies were received from Chris Hall, Chris Kirby, Peter Storey and Cllr. Tony Ward. 2. Minutes of the last AGM: The Minutes of the last AGM held on 23rd April 2013, which had been circulated in advance of the meeting, were considered a correct record. These were adopted and were then signed by the Chairman. There were no matters arising not covered elsewhere on the Agenda. 3. Chairman’s Report: The Chairman, Terry Mackintosh, said that the last year had been a very busy and active one and he reported as follows; a) Bookings; These had increased over the course of the year and during the last month this increase had been significant due to the transfer of bookings from the Epworth Hall following the floods. It had been possible, however, to overcome some potential clashes. There have been some problems when the Hall has been left in a dirty condition after use and in particular the dishwasher had not been left in a good state for the next hirer to use. Pre-school continues to be very successful and good relationship had been built up with Becky and others running the School so that they are kept informed when work men and others have to visit the Hall. Rates of Hire will be reviewed after the summer when work on the Main Hall should take place. b) Licences; The system introduced when the Hall obtained a Designated Premises Licence appears to be running well and is much more user friendly. The Hall still pays a large amount for the Performing Rights Licence and Phonographic Licence and the Village Hall Advisor has indicated that many community halls are having difficulties and efforts are continuing at national level to try to reduce the amount halls have to pay. c) Maintenance and improvements to the Hall; Apart from general maintenance the main problem has been with the central heating boiler when the oil burner started to cut out. This problem was finally overcome and the boiler now seems to be working normally. However, alternative sources of heating are being investigated as part of the renovation programme. The depression left in the Car Park after work to the drainage pipe has now been rectified and the leak in the kitchen ceiling required some roof tiles to be replaced. There have been minor incidences of vandalism the most significant of which was when someone let off a fire extinguisher in the kitchen and then stole the extinguisher. This was later found on the Recreation Ground and has since been re-filled. At the moment the PIR by the front door has been damaged and is not working. A Health and Safety check has been carried out recently and only a couple of minor matters were noted and these will be dealt with in the near future. During the year Frank Fahy had arranged for signs to be manufactured indicating the entrance to the Hall and Recreation Ground. These have been erected and make it much clearer for strangers. Other improvements include the provision of new notice boards, re-gilding of the original shield of dedication and moving the floodlights so that they now point in a better direction and for some obscure reason moving the position of the lights caused the one that appeared broken to start working! In respect of the previous phases of development we have now received the completion certificate from TVBC for the refurbishment of the Jubilee Room and the new Store Rooms. The bricking in of one of the external pillars still needs to be undertaken. d) Cleaning; At present the Changing Rooms are cleaned by the Football Club after matches and the arrangements for this will be reviewed before the next season. In connection with this the Football Club had a working party when the floors of the changing rooms were re-sealed which produced a major improvement. In addition, it is difficult to keep the carpet in the Entrance Hall clean during wet weather. Concluding Thanks; The Chairman then expressed his appreciation to Sheila for all her hard work in keeping the Hall clean during the year. Finally, the Chairman thanked the all the VHMC for their help and in particular wished to thank Eileen Reynolds for all her hard work as Secretary He also thanked Mike Reynolds for his work as Treasurer, and Linda Aucock and Val Chapman who manage the crucial work of booking and invoicing. He also expressed his thanks to the Fund Raising Committee which was led by Tony Brooke-Webb and to the vital contributions made by Doug Stammers and John Vanderpump. 4. Financial Matters: a) Treasurer’s Report; Mike Reynolds opened his report by thanking Doug Stammers, our Independent Examiner, for checking the figures making some corrections and putting them in presentable form. This year’s accounts showed a steadily improving financial position with healthy operational surplus and reserves as well as a sound development fund to be taken forward for the next stage of Hall refurbishment. He then looked at the Accounts in three stages. i) Management (operational) Account; the income from hirings was similar to last year at just over £17,000. He drew attention to the increase in income from £6,800 in 2008-2009 to £9,900 the following year and in 2010-2011to £12,200 and £17,000 in 2011-2012. This steady increase was the result of improved use of Hall facilities since the advent of the Jubilee Room and other facilities, the review of charges two years ago and an increased number of bookings by new users especially the Pre-school. Expenditure has also been kept under control. Although £1,000 had been spent on boiler repairs this had been offset by £1,100 received as a rebate from Southern Water from billing mistakes over several years. At the end of the year we had a surplus of income over expenditure of £5,200. This was twice as good as for the previous year. Some small rebates had been made to users during the year to compensate for when the boiler had broken down and the Main Hall was without heating. The flooding of the Methodist Hall had resulted in some additional bookings most of which would be reflected in next year’s accounts. In order to help the Methodist Hall they had been provided with a credit note for their own bookings in the Village Hall. It was proposed to review the rates of hire once the building work had been completed in the Summer. ii) Development Account; This showed a straightforward record of income from grants and fundraising activities and expenditure on the Jubilee Room and Vestibule. The healthy situation recorded is a tribute to the work of the Fund Raising Committee and the many individuals and organisations who have contributed to the fund raising events. He also wished to record the Committee’s appreciation to the Crown and Cross Stores for their donation which although recorded in the Management Account had in fact been credited to the Development Bank Account. iii) Balance Sheet; This showed a healthy picture providing for a reserves policy of six months running costs and money for future development. Creditors and debtors figures shown a healthy position as both had been reduced. Appreciation to those involved; As well as expressing his appreciation to Doug Stammers he also wished to thank Val Chapman for keeping control of the bookings and to Linda Aucock for her excellent work as Invoice Secretary. b) Adoption of Accounts; The adoption of the accounts was proposed by Tony Brooke-Webb and seconded by Wendy Hartley. The accounts were duly adopted. The Chairman expressed the Committee’s thanks to Mike and all involved in achieving this satisfactory position. 5. Report of the Development Committee: Terry Mackintosh, as Acting Chairman of the Development Committee, reported that the last year had been one of considerable activity. He then gave a presentation based on architect’s sketches produced by Rob Wilson showing the renovation work to be carried out in the Main Hall. He also showed examples of work that had been undertaken recently at other halls in the area, which had been visited by Committee Members, with special reference to lighting, including the light control panel, heating and under stage storage at Stockbridge, lighting and heating at Longstock and general renovation at Longparish with special reference to the light control panel. He also showed the treatment of the stage area at Crossfield Hall in Romsey. A recent visit had also been made to the Arch Youth Centre to study their heat exchange system which may be suitable for the Hall. A builder to carry out the next phase of construction work had been identified and a visit had been made to Lyndhurst Community Centre to see the work that had been undertaken by this builder. This had proved satisfactory and a specification had been sent to the builder for pricing. Whitwhams had also been contacted in connection with improving the sound system in the Hall. He was also pleased to report that a successful grant application had been made to HCC and a sum of £20,000 had been awarded towards the project. Negotiations on the transfer of land from Fields in Trust to The Parish Council are taking place. If these are successful it is hoped that the land needed for the extension at the back of the stage can be transferred to the VHMC. This extension will form the next phase of development and he showed some attractive elevations provided by the Architect to illustrate this. He closed the presentation by thanking all the members of the Development Committee for their painstaking hard work during the course of the year and looked forward to what was to be achieved in the coming year. 6. Report of the Fund Raising Committee: The Chairman of the Fund Raising Committee, Tony Brooke-Webb, reported that the Committee had been running for six years and during this time had run more than forty events and raised in excess of £120,000. In addition nearly £60,000 in grants had been received. He then summarised the main work of the Committee for the coming year. On the musical side Doug Stammers, whose brain children the Somborne Sessions and the Beer and Musical Festival have proved extremely popular will continue again this year. There will also be another Variety Show which Jo Finch, representing the Players, joins the Committee to organise. Next Friday the sixth Clay Pigeon Shoot will be held. Last year this made £18,000 of which £13,000 came to the Hall. John Vanderpump leads the team to organise this large scale event and enlists the help of nearly forty villagers on the day. Tracey Harris will be running another popular Indulgence Evening later in the Year. Eileen Reynolds had held three Coffee Mornings since the last AGM and will be organising a Fashion Show during the summer. Terry Mackintosh will lead the team that runs the very popular Dog Show again this year. John Davies, who has re-joined the Committee, will be organising a Village Open Gardens Event in conjunction with the Horticultural Society next year. Tony felt there was a very co-operative spirit in the Committee which ensures that each event is fully supported not only by Committee Members but by all those co-opted to help. He then concluded by thanking everyone for their support and asking that this should continue during the many and varied programme of events planned for the future. 7. Trustees for 2014-2015: The resignation of all officers/ trustees elected at the last AGM was accepted. Election of Officers; The following were then proposed to serve for the coming year; Chairman; Terry Mackintosh, proposed by Eileen Reynolds and seconded by Mike Reynolds Secretary; Nominations awaited Treasurer; Claire Bevan, proposed byTerry Mackintosh and seconded by Linda Aucock. There being no other nominations the above were elected unopposed. Nominations of representatives from Village Organisations to serve as Members/Trustees on the Committee for the coming year were as follows; Linda Aucock (W.I./Parish Church) Vicky Burden (Somborne Players) Katy Grant (Pre-school) Wendy Hartley (Twinning Association) Chris Kirby (Cricket Club) Pollyann Monk (Horticultural Society) Mike Reynolds (Somborne Society until July) Additional nominations were expected in due course. Co-opting of Members/Trustees to serve on the Committee for the coming year. It was expected the following would be co-opted at the next VHMC Meeting. Val Chapman (Booking Secretary) Bill Hartley (Health and Safety Matters) It was noted that Linda Aucock was prepared to continue as Invoice Secretary. Terry Mackintosh then thanked all for their willingness to serve on the Committee. 8. Appointment of Independent Examiner for 2014-2015: Doug Stammers was invited to continue as Independent Examiner and he agreed. John Vanderpump on behalf of all present then paid tribute to Terry for his tireless efforts on behalf of the Hall. During the last year there had been many difficulties which had required considerable dedication and hard work and Terry had exhibited these in full measure. This tribute was endorsed by all present. The Chairman closed the meeting by thanking all present for coming. Draft ER/ 12.5. 2014 | 
