| MINUTES OF THE ANNUAL GENERAL MEETING King`s Somborne Village Hall Management Committee Tuesday 23rd April 2013 Present: Terry Mackintosh (Chairman) VHMC Eileen Reynolds (Secretary) VHMC Linda Aucock (Invoice Secretary, Parish Church W.I.) VHMC Mary Bradley Ian Bradley Lucy Chadwick (Baby and Toddler/Pre-school) VHMC Dick Dyke (Football Club) VHMC Frank Fahy (Parish Council) VHMC Tracey Harris (Co-opted Committee Member) VHMC Bill Hartley (Co-opted Committee Member) VHMC Wendy Hartley (Twinning Association) VHMC Chris Kirby (Cricket Club) VHMC Nola Mackintosh Mike Reynolds (Somborne Society) VHMC The Chairman, Terry Mackintosh, opened the Meeting by welcoming all present. 1. Apologies: Apologies were received from Tony Brooke-Webb, Vicky Burden, Val Chapman, Chris Hall, Duncan Natt, David Pepperell, Sandie Pepperell, Peter Storey and John Vanderpump. 2. Minutes of the last AGM: The Minutes of the last AGM held on 3rd May 2012 were considered a correct record. Their adoption was proposed by Frank Fahy and seconded by Tracey Harris 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, reported that he was delighted with the progress that had been made over the past year. He then commented as follows; a) Involvement with the Community; The Pre- school set up last year is now well established. The Pre-school had received a good Ofsted Report and there were only a few minor matters which had to be addressed in relation to the security of the Hall. The Table Tennis Club has had its ups and downs but should start again on a regular basis in the Autumn. b) Bookings etc; The number of hirings continued to increase during the year, the new Jubilee Room being particularly popular. In addition the Hall’s two marquees had been hired out bringing in a useful sum. This year the Committee decided to move away from the system of TENs for events when alcohol was to be sold in the Hall. With the recent change in legislation we were able to apply for a Designated Premises Licence which does not impose restrictions on the number of events where alcohol is sold. We have to pay an annual fee for the licence and we levy a small charge (£15 per event) when hirers wish to sell alcohol. We hope these charges will cancel out the cost of the licence. One area of difficulty which has come to light is the need to obtain Performing Rights Society (PRS) and Phonographic Licences (PPL) so that live and recorded music can be played in the Hall. Charitably institutions were originally exempt from these charges. There is no objection in principle to these charges but in our case we had to pay £485 which included fees for the current year and some money in arrears.This is a national problem and steps are being taken to reduce these iniquitous charges. Rates of Hire were reviewed earlier this year. It was decided as our rates compared favourably with those in other halls in the area offering similar facilities to leave these unchanged for the coming year. c) Maintenance of the Hall; Apart from general maintenance which was undertaken by a working party the following has been carried out during the year. The guttering and downpipes around the Hall have been replaced by the builder. The leak in the kitchen ceiling has been mended. This involved the rotten boards on the roof and canopy being completely removed by the builder and the tiles being repaired. The window in the Ladies which had been forced has been mended. The leaking and blocked soil pipe in the car park has been mended although some levelling work has still to be undertaken. The roof space above the main store room was boarded and insulation laid. This is a very useful storage area and holds the marquees inter alia. (A slide to show the work being carried out by Committee Members was shown by the Chairman). During the year some problems had been encountered with the boiler for the central heating but these had now been resolved. Finally, attention was drawn to the problems caused by vandalism. d) Concluding Thanks; 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 and also thanked 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: Treasurer’s Report; Since Michael Templeman had handed over the role of Treasurer following the last AGM the books/financial records had been kept by The Chairman, Terry Mackintosh. Terry reported that we had had a very successful year with an increase in income from bookings and as a result we have a surplus of income over expenditure. The Annual accounts have been examined by Doug Stammers and he has certified that they are a correct record of our financial position. It was suggested that in the future consideration should be given to transferring money to the Deposit Account. It was hoped this fund would eventually provide six months running costs and meet the committee’s policy of holding this amount in reserve. Adoption of Accounts; The adoption of the accounts was proposed by Linda Aucock and seconded by Wendy Hartley. The accounts were duly adopted. The Chairman expressed the Committee’s thanks to Doug for examining the Accounts. 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. The Jubilee Room was almost totally finished in time for the official opening in June by Lady Appleyard in her capacity as Deputy Lieutenant for Hampshire. Planning for work on the Entrance Hall then commenced and following a joint meeting of the VHMC and VHDC in January it was decided to offer the building contract to Lee Young and the electrical contract to All Electric. The building work involved entailed fitting a new entrance door, re-boarding and plastering walls and ceilings, fitting new doors and redecoration. In addition a considerable amount of electrical work was needed in order to upgrade the emergency lights, fit a PIR at the entrance, install new LED lights, install a timer for the heating and re-mount the controls for the floodlights on the Recreation Ground. Terry said that both the builder and electrician had worked hard to get the bulk on the work done over the Easter holidays when there were few bookings and he was very grateful to them. Carpet for the area had been ordered and should be laid once the decorating was completed. Frank Fahy asked if the threshold to the door connecting the Jubilee Room to the Main Hall had been corrected. Terry agreed to look into this. Slides showing the improvements to the Hall were shown to illustrate the progress made. Terry also expressed his thanks to the Parish Council, TVBC and HCC for their financial support for the project. Future Work; He started by saying that there was now no intention of re-positioning the stage and this had been generally accepted. Preliminary work had started on what was needed in connection with re-furbishing the Main Hall. Professional help would be needed for this as the various aspects of the work interlocked/overlapped. It had been decided that work on the present Hall would be a priority and this would be completed before any extension to the area at the back of the stage was undertaken. Slides showing improvements undertaken at other halls in the area and the possible differing designs for the extension at the back of the stage, prepared by Rob Wilson and Outlook Windows, were then shown. Investigation was also to be undertaken into installing photo-voltaic panels to provide electricity to the Hall. Frank Fahy asked if consideration could be given to raising the ceiling in the Main Hall so that the Hall could be used for Badminton matches in the league. Terry said the VHDC would look into this suggestion again. 6. Report of the Fund Raising Committee: The Chairman of the Fund Raising Committee, Tony Brooke-Webb, was unable to attend and so this report was given by Tracey Harris on behalf of the Fund Raising Committee. Tracey started by reminding everyone that since this Committee had started work five years ago thirty four fund raising events had been held. Last year the Committee ran twelve events – six Somborne Sessions, the Beer and Music Festival, the Clay Pigeon Shoot, a Variety Show, a Dog Show, a Coffee Morning and a Curry Evening. The sum raised from these activities amounts to approximately £15,000. This amount added to the grants we have received from the Parish Council, HCC and TVBC have resulted in sufficient funds being available to build the store rooms develop the Jubilee Room and refurbish the Entrance Hall. For the future the Committee is planning to run a Coffee Morning on 27th April, the fifth Clay Pigeon Shoot on 10th May, the Beer and Music Festival on 18th May, the Dog Show on the 27th July and an Indulgence Evening on 31st October. In addition, the Somborne Sessions will continue. The Fund Raising Committee is small and in addition to Tony Brooke-Webb comprises Terry Mackintosh, Doug Stammers, John Vanderpump, Eileen Reynolds and myself, Tracey Harris. However, we get tremendous support from the Village community not only in supporting our events but also in all the hard work needed in preparation and clearing up. The Committee hope you will all continue to support our efforts and enjoy our events. Terry thanked Tracey for her report and said ideas for new events would be welcome. He also commented how important the Hall was as a focal point for most activities and events in the Village. 7. Trustees for 2013-2014: 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 Mike Reynolds and seconded by Wendy Hartley. Secretary; Eileen Reynolds, proposed by Tracey Harris and seconded by Val Chapman. Treasurer; Mike Reynolds, proposed by Bill Hartley and seconded by Tracey Harris. 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) Lucy Chadwick (Pre-school/ Baby and Toddler) Dick Dyke (Football Club) Frank Fahy (Parish Council) Wendy Hartley (Twinning Association) Chris Kirby (Cricket Club) Duncan Natt (Community Responders) Mike Reynolds (Somborne Society) 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) Tracey Harris Bill Hartley 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 2013-2014: It was agreed that Doug Stammers should be formally invited to fulfil this role for a further year. 9. AOB: . There were no matters raised from the Floor but the Chairman invited Lucy to comment on the Pre-school. She was able to report that all was going well and that numbers were holding up. As they were a new school another inspection from Ofsted was expected soon. Finally, Mike Reynolds on behalf of all present 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 patience and Terry’s commitment had ensured success. This tribute was endorsed by all present. The Chairman closed the meeting by thanking all present for coming. Draft ER/ 29.4. 2013 | 
