KING`S SOMBORNEVILLAGE HALL MANAGEMENT COMMITTEE (Charity no: 301866) MINUTES OF THE ANNUAL GENERAL MEETING King`s Somborne Village Hall Management Committee Thursday 29th April 2010. Present: Terry Mackintosh (Chairman) Ian Bradley (Treasurer) Eileen Reynolds (Secretary) David Bidwell (KSPC) Mary Bradley (Booking Secretary) Tony Brooke-Webb (Chairman Fund Raising Committee) Norman Denison Dick Dyke (KSPC) Frank Fahy (Cricket Club) Daphne Field (WI) Bill Hartley (Neighbourhood Watch) Wendy Hartley (Twinning Association) Ethna Long (Parent and Toddler Group) Nola Mackintosh Gordon Pearson Mike Reynolds (The Somborne Society) Frances Shone (WI) Carolyn Stammers (Football Club) Doug Stammers (Football Club) Peter Storey (Parish Clerk) John Vanderpump (Responders) Pam Watson (Art Committee) The Chairman, Terry Mackintosh, opened the Meeting by welcoming all present. 1. Apologies: Apologies were received from Margaret Burgess, Stephen Burgess, Vicky Burden, John Green, Chris Hall, Joy Hunt, Michael Hunt, David Pepperell and Sandie Pepperrell. 2. Minutes of the last AGM: The Minutes of the last AGM held on 16th April 2009 were considered a correct record and signed by the Chairman. There were no matters arising not covered elsewhere on the Agenda. 3. Chairman's Report: The Chairman, Terry Mackintosh, reported that the previous year had been a good one but that one or two issues had yet to be resolved. He then outlined the following points. a) Use of Hall; The introduction of increased rates of hire and the increased use of the enhanced facilities had led to a welcome growth in income The rates had also been simplified and it had been possible for the Booking Clerk, Mary Bradley and the Treasurer, Ian Bradley, to maintain a tighter control over invoicing. A review of rates was carried out at the beginning of the year and it was decided to retain the present rates for a further year. It is anticipated, however, that once the work on the pavilion has been completed the rate for hiring this will be increased. b) Maintenance of Hall; Joyce Weekes continued to look after the hall and we would like to express our thanks for the way she is prepared to come along and clear up immediately after events. In addition, we now have deep cleaning of the kitchen on a monthly basis. The Chairman also expressed his thanks to all those who had given up time to help with the working parties. Some essential maintenance had been carried out and windows had been painted together with safety lines near emergency exits. c) Policy Statements on equality, the environment and child protection had been agreed. d) Pre-School; During the year the Committee had considered the possibility of providing a venue for the proposed pre-school. The Committee were in favour of such an initiative and after much discussion felt able to make the hall available for this purpose on three mornings and two afternoons a week without displacing existing users. This was not deemed a sufficient time and it is understood that the pre-school group are now hoping to establish a pre-school at the primary school. Should this fail, however, the Committee would be happy to consider accommodating the pre-school along the lines originally proposed. e) Fund Raising Events; Many social events had been held during the year and the chairman expressed his thanks to Margaret Burgess, Sue Byram, Sue Jackson and Pam Watson for organising these. This committee were now taking a break but he hoped that they would be back to arrange further events in the future. In particular, he expressed his concern that despite all the hard work of the Social Committee, Moviola had had to stop through lack of support. f) Financial Support; The Chairman expressed his appreciation for the financial support that the Hall had received for both maintenance and development work from The Parish Council, TVBC and HCC and also for individual donations from councillors. He also expressed his thanks for the donations received from the Arts Committee, the Football Club, the Horticultural Society and the W.I. The Quiz nights had also provided over £1,500 and he wished to thank all involved at the Crown. Tarmac had made a contribution of £500 for the possible provision of an all weather path running along the back of the Church to the Village Hall Car Park. Finally, he thanked Eileen Reynolds, the Secretary and Ian Bradley, the Treasurer and all the members of Committees for their hard work during the past year. In particular, the meeting expressed its thanks to Ian, who was retiring after three years in post. 4. Treasurer's Report and Adoption of Accounts for 2009-2010: The Treasurer, Ian Bradley presented the Annual Accounts drawing attention to the fact that income had increased during the last financial year due both to increased rates of hire and to increased use of the hall. The latter was due partly to the attractiveness of the new kitchen and committee room. He also explained that maintenance costs had been kept to a minimum as the main hall had still to be renovated and as much as possible duplication of work was being avoided. He also confirmed that the Accounts had been examined by Michael Hunt in his capacity as Independent Examiner and he thanked Michael for his work. Mike Reynolds proposed the Accounts be adopted. This was seconded by Peter Storey and agreed unanimously. 5. Report by Acting Chairman of the Development Committee: Terry Mackintosh, in his role as Acting Chairman of the Development Committee, was pleased to report the following; a) Kitchen and Committee Room; This part of the work had now been completed due to the efforts of the Development Committee led by Tony Ward and had now been certified by TVBC. This phase of the project was proving very successful. The original estimate of £33,000 had been exceeded as some additional work was undertaken to enhance the facility. This had been made possible by a very generous donation by the Haydon family and a plaque was unveiled at a very pleasant ceremony dedicating the kitchen to the memory of Edith May Haydon. b) Pavilion; Outline planning consent has been obtained for the work to refurbish the pavilion and discussions are taking place to prepare a submission for building regulations approval. Four estimates were obtained for the work and a local builder has been selected. An application has been submitted to the Football Foundation for a grant although further information and drawings have been requested in connection with this bid and an architect has been approached to draw up the necessary plans and elevations. At a special meeting of the VHMC/VHDC it was decided that this phase of the project should go ahead at the end of May irrespective of whether a grant was received from the Football Foundation or not. It is hoped to complete the work before the next football season. c) Final Phase; The final phase of the plans incorporating additional storage, a community room and changes to the main hall to give it an open aspect to the Recreation Ground had been presented by Tony Ward, the then Chairman of the VHDC, at an open meeting on 17th November. These proposals, which included re-locating the stage and replacing it with a more flexible arrangement, had been approved by the VHDC but had still to be ratified by the VHMC. Although opposition to this plan at first seemed to come from one section of hall users it became apparent that there was widespread concern regarding this proposal. As Tony felt he could not give the time to drawing up alternative plans he resigned together with several other members of the VHDC. Because of the concern amongst users with regard to the best way forward it was decided to seek the services of a architect with experience of working on village halls. David Gregory, a local architect, has this experience and gave a presentation of his ideas of how the final phase might appear. This was a very visionary concept and further discussion will have to take place to decide the best way to proceed d) All Weather Path; English Heritage, who are responsible for the John of Gaunt Site, had arranged for two archaeological digs to take place on the two mounds located on the line of any proposed path. This was necessary before any work could be considered and a report on their findings would be made available to the VHMC in the near future. This report, which had been sent to the Peter Storey, had been funded by the donation made by Tarmac. 6. Report by the Chairman of the Fund Raising Committee. The Chairman of the Fund Raising Committee, Tony Brooke-Webb, reported that the Committee had provided a wide ranging programme of events and were to a large extent different from events run by other village organisations. During the last year these had included a Casino Night, a Clay Pigeon Shoot, a Variety Show, a Village Picnic at Ashley, a Dog Show and a talk given by Gordon Pearson on the History of the Crown Inn. He was also pleased to report that the original target of £75,000 was being approached. However, this figure was based on the assumption that only 20% of the total cost would have to be raised as the remainder would be met from grants. Unfortunately, this may no longer be the case as grants are more difficult to obtain than they were. Events in the pipeline for the remainder of 2010 included another Clay Pigeon Shoot on 14th May, which it is hoped will raise a figure in excess of £10,000, a Beer and Band Festival on the 19th June, a Dog Show to be held in conjunction with the Horticultural Show and a Ladies Indulgence Evening in October. The Clay Pigeon Shoot is the event that gives the best return on the time and effort expended and so efforts next year will be once again focussed on this. Tony then made a plea for additional help in planning and running events. New members would be very welcome to join the Fund Raising Committee and share their ideas. 7. Election of Officers/Trustees for 2010-2011: The resignation of all officers/ trustees elected at the last AGM was accepted. The following were then proposed to serve for the coming year; Chairman: Terry Mackintosh, proposed by Norman Denison and seconded by Bill Lomas. Secretary: Eileen Reynolds, proposed by Bill Hartley and seconded by John Vanderpump. Treasurer: Michael Hunt, proposed by Peter Storey and seconded by Ian Bradley. All three were elected unopposed. Those present also agreed for the name on the bank mandate for both the VHMC and the VHDC Accounts to be changed from Ian Bradley to Michael Hunt. 8. Nominations of representatives from Village Organisations to serve as Members/Trustees on the Committee for 2010-2011: The following nominations were received; David Bidwell (Parish Council) Frank Fahy (Cricket Club) Chris Hall (Somborne Players) Bill Hartley (Neighbourhood Watch) Wendy Hartley (Twinning Association) Mike Reynolds (Somborne Society) Carolyn Stammers (Football Club) John Vanderpump ( Community Responders) Pam Watson (Arts Committee) Additional nominations were expected in due course. 10. Co-opting of Members/Trustees to serve on the Committee for 2010-2011: Mary Bradley, who acts as Booking Secretary, was co-opted. After much discussion, it was decided to leave the question of further co-options to the next meeting of the VHMC. In answer to a point made by Frank Fahy in connection with the role of trustees, Eileen Reynolds affirmed that she would be sending out copies of the booklet "The Essential Trustee" produced by the Charity Commission to give relevant guidance. Forms seeking basic information on members for the Commission would be distributed at the same time. All present felt that the meetings of the VHDC and VHMC should be held in chronological order with the VHDC preceding the VHMC so that any recommendations of the VHDC could be considered without delay by the VHMC. This was noted by the Chairman and the Secretaries of both Committees. Terry Mackintosh then thanked all for their willingness to serve on the Committee. 11. Appointment of Independent Examiner for 2010-2011: All present accepted Norman Denison's kind offer to act as Independent Examiner. The meeting was then closed with John Vanderpump proposing two votes of thanks. One to Tony Ward for all his hard and successful work as Chairman of the Development Committee and one to Terry Mackintosh for his tireless efforts on behalf of the Hall. These were both seconded by Peter Storey and heartily endorsed by all present Draft ER/ 8.5 2010 | 
