Village Hall Minutes

Alderholt Village Hall – Main Committee Meeting

held on 19th September 2017 at 19:30

 

Attendees

Chris Fryer – Chairman

Jo Greenland – Treasurer

Norman Jones – Vice Chair

Derek Agent

John Zebedee – Saturday Market

Richard Wood – Saturday Market

 

 

Lawrence Fordham – Trustee

Jean Mortimer – Trustee

Elizabeth Edmunds – Trustee

Norma Trickett – Hillbury Park

Val Swain – Friendship Club

Tina Clapston

Apologies

 

Maria Sulman – Secretary                             Molly Cross – Skittles

Alan Newcombe – Short Mat Bowls              Janet Walker

Chris Walker – Website Management            Mandy Robbins (Bookings Officer)

John Hensel – President                                 Janet Walker – Parish Council

Diana Haynes                                                 Tim Meadowcroft

Jason Routley – Trustee                                 Julie Meadowcroft

Paul Haynes – Short Mat Bowls                     Frank Simms – Drama Group

 

Action
1.    Introductions

Jo Greenland was welcomed to her first meeting as Treasurer. Mandy Robbins had taken the role of Bookings Officer.

 

2.    Minutes of the meeting held on the 13th July 2017

Minutes of previous meeting agreed as correct but a vote of thanks offered to Mike and Wendy Whiteley had not been included in the minutes and was recorded at this meeting.

In the absence of the Secretary, Richard Wood took minutes for this meeting.

 

3.    Matters arising from the minutes (not on the agenda)

None.

4.    Finance

No formal report as this was the first meeting attended by the new Treasurer.

NJ stated that he had checked the balance which stood at £10,293 in credit at the end of August as this was relevant to the expenditure discussed below. The Committee had previously agreed to maintain a credit balance of £10,000 but it was agreed that item 5 was essential and the balance would be restored whenever possible.

 

Fundraising

CF advised that the Parish Council had offered a contribution of £500 towards the fire alarm installation but this was conditional on work starting within 28 days (from 12 September). An application for grant from the Local Councillor’s Community Fund was being made.

 

NJ stated he wished to stand down as fundraiser. Jo Greenland said she would look at grant applications and Norman would provide his file for reference. Norman was thanked for all his past efforts including the successful fundraising for the chairs. He advised a further 15 blue chairs were to be provided for the meeting room.

 

Lettings

A number of private lettings were still being made.

 

 

 

 

 

 

 

 

 

 

 

 

CF

5.    Fire precaution equipment upgrade quotation

The Fire Risk Assessment initiated by the Parish Council had recommended the interlinking of detectors, provision of sounders and manual call points at exits. The options for the fire alarm upgrade, quotes received and recommendations to accept the quote from Firelec were discussed. A reduced cost for a partial installation of £2,430 including VAT was advised but it was considered that the full install should be instructed at a cost of £3,114 including VAT. The cost of £55 for replacement of the defective emergency light in the meeting room was also agreed.

 

It was unanimously agreed that Firelec be appointed to start this work before 10 October in order to assure the Parish Council funding.

 

 

 

 

 

 

 

 

 

 

 

CF

6.    Service of central heating boiler

CF advised that no service contract for the boiler was in place and it had not been serviced since installation 2 years ago. A quote from Darren Sherwood of £65 had been obtained to service the boiler which was agreed. [DA reported on the 25th that the boiler had been serviced, inhibitor added, thermostat batteries replaced and re-calibrated and time clocks re-set. Final cost £118.]

 

 

 

 

DA

7.    Cleaning schedule

DA had reviewed all cleaning materials used in the Hall and lack of data on handling and storage. A cleaning programme had been prepared which would be given to Selina as there was still concern over the level of service provided. There were problems in getting her to respond to comments and requests although she was very helpful in putting out furniture for such events as the Market. She would be requested to follow the schedule to the end of the year and tick off tasks carried out. DA and NJ to discuss with Selina.

 

The Committee understood that she was engaged on a self-employed basis. In the event of her being unavailable her mother had stood in. It was noted that some of her time was paid directly by clubs in addition to the Hall.

 

 

 

 

 

 

 

DA/NJ

8.    Items for AGM

The following items would be added to the agenda for the AGM on October 19th.

  • 50th Anniversary event
  • Appointment of officers (Chair, Vice Chair, Treasurer, Secretary, Bookings Officer and President)

CF advised that he may have to opt out of his post as Chair. NJ said he would offer to stand but   for 1 year only. JM would insert an item in the Parish magazine inviting interest.

 

 

 

 

 

ALL

 

 

JM

9.    AOB

Meeting minutes

EE and NT requested hard copies of meeting minutes as they were not on email.

 

Asbestos survey

Quotes had been received for an asbestos survey and the lower price would be considered.

 

Frequency of meetings

The management committee met monthly; full committee every 2 months; trustees were invited to attend any meeting and at least once a quarter. Additional ad hoc meeting were arranged to deal with specific issues and this was thought to be sufficient.

 

Market

JZ advised he would be dropping back from organisation of the monthly market. RW would continue.

 

Open Gardens

JZ confirmed the event had been booked for 6-7 July 2018.

 

Entertainment – upcoming events:

Jazz night – 21 October.

Bumblefly Theatre – 22 December

Bingo – last session 11 December plus special for anniversary.

 

Tapestry

The Tapestry was progressing  well and the plaques above the kitchen hatch would need to be relocated.

 

 

 

MS

 

10.  Date of next meeting

Thursday, 19th October @ 19:30 – Main Hall

 

 

 

Alderholt Village Hall – Main Committee Meeting

held on 11th May 2017 at 19:30

Attendees

Chris Fryer – Chairman

Lawrence Fordham – Trustee

Mike Whiteley – Treasurer

Richard Wood – Saturday Market

 

Norma Trickett – Hillbury Park

Paul Haynes – Short Mat Bowls

Frank Simms – Drama Group

 

Apologies

Norman Jones – Vice Chair                           Val Swain – Friendship Club

Maria Sulman – Secretary                             Molly Cross – Skittles

Wendy Whiteley – Lettings Officer                 John Zebedee – Saturday Market

Alan Newcombe – Short Mat Bowls              Chris Walker – Website Management

John Hensel – President                                 Janet Walker – Parish Council

Jean Mortimer – Trustee                                Diana Haynes

Elizabeth Edmunds – Trustee                         Tim Meadowcroft

Jason Routley – Trustee                                 Julie Meadowcroft

Derek Agent                                                    Mandy Robbins

 

Action
1.    Minutes of the meeting held on the 12th January 2017

Minutes of previous meeting agreed as correct.

 

2.    Matters arising from the minutes (not on the agenda)

Maintenance – PH gave an update on progress: Interior painting progressing well with Gents Toilets and Entrance Lobby complete, Hall dado colour repainted and remaining work should be completed in next 4 weeks; exterior lights replaced; gravel laid on east side of Hall. PH would confirm materials costs to MW, expected to be less than £100.

50 year celebration – The sub-committee had met on 6th April. timing of the event would be 12.30-18.00 with the opening by Lord Salisbury at 13.00. Organisations attending include Lions, Scouts, 6d Brewery (now in Cranbourne), Supertots and Sunbeams Play Groups. David Rose would be there to take photos. A marquee would be considered to allow for poor weather. Signs would go up prior to the event and a town cryer was suggested. The Chris Walker Jazz Band was also suggested. The wall hanging was progressing well; it would be placed over the hatch and redundant speakers would be removed to make room.

3.    Finance

MW shared latest financial position.

 

4.    Lettings update

 

5.    Fundraising Initiatives & Events update

 

Fundraising

Fundraising for new chairs was going well with one application for £1,000 from the Parish Council awaiting response which should cover the full cost. A number of the existing chairs would be retained as a reserve and some offered to the Parish Council.

Events

Bingo – only 22 attended the last session and the amount raised was limited. The next session on 1 June would go ahead followed by a break until October. If there was no improvement by Christmas the event would be cancelled.

Quiz – 30 tickets sold to date but other group known to be interested. Numbers were needed for catering but food for 50 was being arranged.

Open Gardens – 8th & 9th July. RW confirmed 14definite gardens to open and 3 possible. The aim was to find 20.  JZ was putting up posters and a notice appeared in the Parish News. Insurance was queried and RW asked if the Hall’s insurance extended to events in the village. [MW checked after the meeting and while the Hall’s insurance would cover events in the Hall and staged by the Hall, gardens would be covered by owner’s public liability insurance]. JZ/RW to check

Skittles – 15th July, event organisation in hand.

Concert – LF suggested consideration of a ukulele band concert.

 

JZ/RW

 

6.    Any other Business

Maintenance Smells had been noted from the Gents Toilet. This may be due to infrequent flushing of urinals which would be checked.

A loose bracket to a handrail on the stage steps and a loose toilet roll holder in the Ladies had been noted. [Repaired by PH after the meeting.]

PH advised that a gap in the Hall floor boarding needed filling and the floor was very dirty. This raised queries on the cleaning and it was agreed to take up Derek Agent’s offer to prepare a new job description.

Fire Risk Assessment – MS had advised as Clerk to the Parish Council that an FRA should be done by the Village Hall. FS queried the maximum seated capacity of the Hall which was advised as 150. This leaves adequate gangway widths for safe movement. The Insurance gave no limit, subject to a fire risk assessment. Advice from the Fire Service was for chairs to be capable of being linked but did not need to be fixed to the floor. A new fire risk assessment was required following the advice from the Fire Service and Insurer. RW would forward a copy of guidance for Small and Medium Places of Assembly but advised some sections may not be relevant. CF to liaise with Maria Humby to organise a suitable date for the Safety Fire Officer to come and carry out the assessment.

 

 

Committee posts – MW reminded the committee that he and Wendy will be leaving the village at some point this year due to a relocation. The positions of lettings officer and treasurer will become vacant.

A new organiser was needed for the Skittles as Molly was giving this up.

Piano – FS said the Drama Group appreciated the decision to retain the piano.

Planning application – CF advised that the Hall had been notified as a neighbour of a planning application for extension of Charing Cross Cottage. He saw no reason to object and this was agreed.

DA

RW

CF

 

7.    Date of next meeting

Thursday, 13th July @ 19:30 – Committee Room

 

Alderholt Village Hall –

Main Committee Meeting

held on 16th March 2017 at 19:30

 

Attendees

Norman Jones – Vice Chair

Maria Sulman – Secretary

Janet Walker – Parish Council

Lawrence Fordham – Trustee

Richard Wood – Saturday Market

Wendy Whiteley – Lettings Officer

 

Norma Trickett – Hillbury Park

Mike Whiteley – Treasurer

Paul Haynes – Short Mat Bowls

Derek Agent

Mandy Robbins

Apologies

Jason Routley – Trustee                                 Val Swain – Friendship Club

Alan Newcombe – Short Mat Bowls              Molly Cross – Skittles

John Hensel – President                                 Elizabeth Edmunds – Trustee

Jean Mortimer – Trustee                                Diana Haynes

Chris Walker – Website Management            Tim Meadowcroft

Chris Fryer – Chairman                                  Julie Meadowcroft

John Zebedee – Saturday Market

Action
1.    Minutes of the meeting held on the 12th January 2017

Minutes of previous meeting signed as correct. NJ passed his thanks onto TM for undertaking the PAT testing.

 

2.    Matters arising from the minutes (not on the agenda)

None.

 

3.    Finance

MW shared latest financial position. MW advised members of the donation made by the Drama Club. MS confirmed that a letter of thanks has been sent to their treasurer.

 

MW advised the committee that he and Wendy will be leaving the village at some point this year due to a relocation. The positions of lettings officer and treasurer will become vacant. NJ expressed the sincere thanks of the committee and wider community for all their hard work.

 

4.    Lettings update

WW said that a new Pilates class will be starting on Tuesday evening. The hall  is very busy with birthday bookings.

 

5.    Fundraising Initiatives & Events update

 

Fundraising

NJ confirmed that the Tarmac Group has donated £5k, Lions Ferndown £500, Gina Logan £600. Awaiting approval from the Parish Council for a further £1k. MW passed thanks on from the Committee for NJ’s efforts and perseverance.

 

RW confirmed that the application for the Dorset Community Innovation Fund wasn’t successful. However it was a worthwhile process to gather much needed policy documentation for the hall, such as a safeguarding policy.

 

MS confirmed that JR has applied for additional funding from the Good Energy fund in order to make up the shortfall required for the purchase of new chairs.

 

Events

Bingo – it was agreed that a final decision will be made at the next Bingo event to consider future events on an ad-hoc basis rather than a permanent feature due to dwindling numbers.

 

8th & 9th July – Garden event. RW confirmed that a lot of progress has been made so far but are in need of additional gardens. Interested parties to contact RW.

 

20th May – Quiz – Ploughmans. MS to do posters and notice for Parish magazine.

 

15th July – Skittles with fish and chips. MS to do posters and notice for Parish magazine.

 

TUFF (turn up for fun) – MR explained how TUFF sessions work and wider benefit in the community. MW proposed no charge for the village hall and suggested that MR contacts the Parish Council for additional funding. MR to propose dates for use of hall.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

ALL

 

 

MS

 

MS

 

 

MR

6.    Any other Business

Maintenance – PH has offered to undertake the internal painting, supported by DA. The Committee will pay for all materials. Maintenance day is set for Sunday, 2nd April at 09:30 to undertake mostly internal work to prepare the hall for painting.

50 year celebration – A sub-committee of MS / CF / NJ & PH will commence planning on 6th April at 20:00.

 

 

ALL

 

 

7.    Date of next meeting

Thursday, 11th May @ 19:30 – Committee Room

 

 

Alderholt Village Hall – Main Committee Meeting
held on 12th January 2017 at 19:30
Attendees
Chris Fryer – Chairman     Norman Jones – Vice Chair
Maria Sulman – Secretary     John Zebedee – Saturday Market
Richard Wood – Saturday Market   Wendy Whiteley – Lettings Officer
Norma Trickett – Hillbury Park        Mike Whiteley – Treasurer
Paul Haynes             Tim Meadowcroft
Apologies
Jason Routley – Trustee                            Val Swain – Friendship Club
Alan Newcombe – Short Mat Bowls                           Molly Cross – Skittles
Lawrence Fordham – Trustee                           Elizabeth Edmunds – Trustee
John Hensel – President                                Janet Walker – Parish Council
Jean Mortimer – Trustee                                     Diana Haynes
Chris Walker – Website Management                                   Julie Meadowcroft
Action
1. Minutes of the meeting held on the 13th October 2016
Minutes of previous meeting signed as correct.
2. Matters arising from the minutes (not on the agenda)
None.
3. Finance
MW shared latest financial position, balance now at £8,907.75.
4. Lettings update
WW said that lettings have picked up and suggested that rates for non-regular users are increased. Everyone agreed that hall fees will be increased by £5. MS to update the relevant communications.
MS
5. Fundraising Initiatives & Events update
Fundraising
NJ confirmed that he has approached East Dorset District Council, Lions, Rotary Club, Aster Group and Tarmac Group for funding. Awaiting further information and updates.
RW to look into the Dorset Community Innovation Fund and MS to investigate Garfield Weston for additional funding.
Events
4th March – Winter Warmer Quiz with sausages & mash. MS to do poster.
8th & 9th July – Garden event. JZ & RW confirmed that a lot of progress has been made so far and that volunteers would be required to help out over the two days.
Additional suggestions included a music evening, local trades people show day, model railway. A decision will be made about future bingo events and any promotional posters required.
NJ RW / MS
MS
6. Any other Business
Maintenance – PH very kindly offered to undertake the painting of the lower section of the internal walls. PH to make a list of all the other maintenance jobs required. PH to
PH
TM
Action
liaise with DG re men’s urinals. TM to undertake PAT testing at a convenient time.
The next date for a general maintenance day is 26th March @ 09.30.
50 year celebration – A sub-committee of MS / CG / NJ & PH will commence planning.
ALL
7. Date of next meeting
Thursday, 16th March @ 19:30 – Committee Room

The Minutes and Chairman’s Report from the Village Hall AGM
Held on 13th October 2016 at 7.00pm

 

Attendees

John Hensel – President

Chris Fryer – Chairman (elected)

Norman Jones – Vice Chair

Maria Sulman – Secretary (acting chair for AGM)

John Zebedee – Saturday Market

Richard Wood – Saturday Market

 

Norma Trickett – Hillbury Park

Janet Walker – Parish Council

Jean Mortimer – Trustee

Chris Walker – Website Management

Mike Whiteley – Treasurer

Paul & Diana Haynes

Apologies

Jason Routley – Trustee                                 Val Swain – Friendship Club

Alan Newcombe – Entertainments Comm    Molly Cross – Skittles

Lawrence Fordham – Trustee                        Elizabeth Edmunds – Trustee

Wendy Whiteley – Lettings Officer

 

 

Action
1.    Introductions

 

2.    Welcome from the President

JH opened the meeting welcoming all members to the AGM.

 

3.    Election of Officers

 

–       Chairman – NJ nominated Chris Fryer as new Chairman and seconded by MS.

–       Vice Chairman – NJ proposed by NT and seconded by RW.

–       Treasurer – MW confirmed that he will be standing down after Christmas but will still be working with Wendy on hall lettings. NJ and the rest of the committee thanked MW for all his hard work and dedication.

–       Lettings Officer – WW proposed by MS, seconded by NJ.

–       Secretary – MS proposed by NJ and seconded by MW.

 

4.    Appointment of Trustees

All four existing trustees to remain in place.

 

5.    Minutes of the meeting held on the 21st July 2016

None.

 

6.    Matters arising from the minutes (not on the agenda)

None.

 

7.    Chairman’s report

See attached.

 

8.    Treasurer Report

MW discussed latest financial position. NJ formally accepted the annual statement and NT seconded.

 

9.    Lettings update

WW said that the hall continues to be very popular and is fully booked over weekends. There is a potential opportunity that a new “Keep Fit” class will be held at the hall.

 

10.  Any other business

 

–       Website – Chris Walker has very kindly offered to take on the maintenance of the Alderholt Village Hall website. All committee members to review the website http://www.alderholtvillagehall.org.uk/ and advise Chris of any comments, suggestions for improvements and general news / stories of interest, etc.

 

CW will also set up mailing list. It was agreed that mailing details will be collected at each event.

 

–       Localgiving.org – it was agreed by all that CW should terminate the membership for this organisation.

 

–       Maintenance jobs – MS thanked all helpers with recent indoor and outdoor works at the hall. NJ to provide a laminated sign for the dishwasher taps. NJ to address issue of dishwasher salt. PH offered to assist with the gate post.

 

–       Promotions – PH offered to undertake all the organisation of promotional posters, laminating, erecting them around the village, etc. NJ to provide necessary details.

 

–       Saturday Market – Post the AGM, RW offered to assist JZ with the running of the Saturday Market.

 

–       50-year anniversary celebration (23rd June 2018) – NJ gave latest update. CW’s bank Pedigree Jazz will be providing entertainment. NJ also spoke about use of an additional band (rock ‘n roll). MW said that the design of the wall hanging is nearing completion and good progress is being made. MS to ensure a working party is set up in 2017.

 

Fundraising Initiatives

–       Quiz night planned for 22nd October and a Skittle evening for the 12th November.

–       The Elves and the Shoemaker (forest forge and Bumblefly productions) is scheduled for the 23rd December – this should be another great success.

–       Open Garden – JZ confirmed that this event is planned for 8th and 9th June 2017. A working party is already established and any interested volunteers should make contact with JZ.

–       Talbot Trust – NJ discussed £6k funding from this trust for the lights. It was agreed by all that NJ should pay for the lights in order to  benefit from the guaranteed rates but request that the company stores the lights until AVH is ready to install them.

 

 

 

ALL

 

 

 

CW

 

 

CW

 

 

NJ

NJ

PH

 

NJ / PH

 

 

RW

 

 

 

 

 

MS

 

 

 

 

 

 

 

ALL

 

 

NJ

 

11.  Dates of next meetings

 

Thursday, 12th January @ 19:30 – Committee Room

Thursday, 16th March @ 19:30 – Committee Room

Thursday, 11th May @ 19:30 – Committee Room

Thursday, 13th July @ 19:30 – Committee Room

Thursday, 19th October @ 19:30 – Committee Room – AGM

 

 

Chairman’s report 2016

As we don’t have an elected Chairman since Roy left earlier in the year, the chair has rotated between Jason, Norman and Mike and so this is ‘joint’ report.

Can we begin with giving my thanks to all members of the village hall committee who without their support and help we would not be able to run this hall and keep it in such good shape. You all do a really fantastic job together with busy family lives and full-time jobs in several instances. Without you all this hall would not work, thank you.

My thanks also go out to all the other volunteers who support us at events and give their valuable time.

I should also mention our trustees who are always there to call upon for advice and support.

2015/16

 

The past year has been another busy one for the Village Hall. We have lost valuable volunteers (and our Chairman) with Roy & Sarah’s relocation but have gained new volunteers with new skills and, once again, I’d like to thank you all.

 

We all have busy lives and it’s gratifying to see that so many people still demonstrate a strong community spirit and are willing to contribute towards our village hall.

 

We have had two successful maintenance days this year undertaking much needed indoor and outdoor jobs. This is in addition to the tasks that are carried out behind the scenes where immediate action is required and I would like to say a big thank you to Norman in this respect for the time he has spent on the drains which have been a major issue this year.

 

We’ve seen the Saturday Market going from strength to strength and I’d like to thank John, Sarah and their team for breathing new life into the market and keeping it as a going concern. They have put a huge amount of work into the market and will continue to do so in order to attract more people from Alderholt and surrounding areas.

 

We have also had a number of successful fundraising events over the past year such as Hansel & Gretel Christmas show, a jazz night, skittles and a quiz and curry evening. We are seeing mixed results on bingo and after a break for the summer have recommenced in October.

 

These fundraising events bring in much needed funds in order to keep the hall as a going concern and of course also offer a central meeting place for many residents.

 

Lettings has seen us lose the regular Pilates and Dog Training this year, but private lettings are up by 6% and the hall is now used nearly every weekend for children’s parties and the like. A new regular dog training session has re-started in October and there are plans to hold a keep-fit class in the evening in the near future.

 

 

GRANTS AND FUNDRAISING

Norman has once again been successful in obtaining a grant from Talbot Village Trust for £6,000 towards the Hall Lighting Project. These funds can be requested once all other monies are in place for the project to commence. The estimated cost for materials and installation is £10,500. We were not successful in our applications to both POPPS and Veolia. Currently he is considering an application to Tarmac for funding.

 

2016/17

In the forthcoming year we have much to do and should continue fundraising for the next project. As already mentioned we have a grant in place for part of the cost for new lighting, and new tables and chairs are still on the agenda.

Your Committee continues to stage events and already have a busy programme lined up including:

  • Bumblefly Theatre are returning with their Christmas Matinee show on the 23rd December with ‘The Elves and the Shoemaker’ and tickets have already been reserved
  • A Skittles night in November
  • Quiz nights
  • Bingo

We must continue to seek out grants to help us with the ongoing costs with improvement works and any help is gratefully received.

Finally, can I once again thank all committee members for all the hard work over the last year and in anticipation for the next year plus the support of our Trustees who oversee what we do and offer advice and guidance, when required.

 

The Minutes and Chairman’s Report from the Village Hall AGM
Held on 14th October 2015 at 7.00pm

Attendees       

John Hensel – President

Chris Fryer – Chairman (elected)

Norman Jones – Vice Chair

Maria Sulman – Secretary (acting chair for AGM)

John Zebedee – Saturday Market

Richard Wood – Saturday Market

 

Norma Trickett – Hillbury Park

Janet Walker – Parish Council

Jean Mortimer – Trustee

Chris Walker – Website Management

Mike Whiteley – Treasurer

Paul & Diana Haynes

Apologies

Jason Routley – Trustee                                 Val Swain – Friendship Club

Alan Newcombe – Entertainments Comm    Molly Cross – Skittles

Lawrence Fordham – Trustee                        Elizabeth Edmunds – Trustee

Wendy Whiteley – Lettings Officer

 

 

Action
1.    Introductions

 

2.    Welcome from the President

JH opened the meeting welcoming all members to the AGM.

 

3.    Election of Officers

 

–       Chairman – NJ nominated Chris Fryer as new Chairman and seconded by MS.

–       Vice Chairman – NJ proposed by NT and seconded by RW.

–       Treasurer – MW confirmed that he will be standing down after Christmas but will still be working with Wendy on hall lettings. NJ and the rest of the committee thanked MW for all his hard work and dedication.

–       Lettings Officer – WW proposed by MS, seconded by NJ.

–       Secretary – MS proposed by NJ and seconded by MW.

 

4.    Appointment of Trustees

All four existing trustees to remain in place.

 

5.    Minutes of the meeting held on the 21st July 2016

None.

 

6.    Matters arising from the minutes (not on the agenda)

None.

 

7.    Chairman’s report

See attached.

 

8.    Treasurer Report

MW discussed latest financial position. NJ formally accepted the annual statement and NT seconded.

 

9.    Lettings update

WW said that the hall continues to be very popular and is fully booked over weekends. There is a potential opportunity that a new “Keep Fit” class will be held at the hall.

 

10.  Any other business

 

–       Website – Chris Walker has very kindly offered to take on the maintenance of the Alderholt Village Hall website. All committee members to review the website http://www.alderholtvillagehall.org.uk/ and advise Chris of any comments, suggestions for improvements and general news / stories of interest, etc.

 

CW will also set up mailing list. It was agreed that mailing details will be collected at each event.

 

–       Localgiving.org – it was agreed by all that CW should terminate the membership for this organisation.

 

–       Maintenance jobs – MS thanked all helpers with recent indoor and outdoor works at the hall. NJ to provide a laminated sign for the dishwasher taps. NJ to address issue of dishwasher salt. PH offered to assist with the gate post.

 

–       Promotions – PH offered to undertake all the organisation of promotional posters, laminating, erecting them around the village, etc. NJ to provide necessary details.

 

–       Saturday Market – Post the AGM, RW offered to assist JZ with the running of the Saturday Market.

 

–       50-year anniversary celebration (23rd June 2018) – NJ gave latest update. CW’s bank Pedigree Jazz will be providing entertainment. NJ also spoke about use of an additional band (rock ‘n roll). MW said that the design of the wall hanging is nearing completion and good progress is being made. MS to ensure a working party is set up in 2017.

 

Fundraising Initiatives

–       Quiz night planned for 22nd October and a Skittle evening for the 12th November.

–       The Elves and the Shoemaker (forest forge and Bumblefly productions) is scheduled for the 23rd December – this should be another great success.

–       Open Garden – JZ confirmed that this event is planned for 8th and 9th June 2017. A working party is already established and any interested volunteers should make contact with JZ.

–       Talbot Trust – NJ discussed £6k funding from this trust for the lights. It was agreed by all that NJ should pay for the lights in order to  benefit from the guaranteed rates but request that the company stores the lights until AVH is ready to install them.

 

 

 

ALL

 

 

 

CW

 

 

CW

 

 

NJ

NJ

PH

 

NJ / PH

 

 

RW

 

 

 

 

 

MS

 

 

 

 

 

 

 

ALL

 

 

NJ

 

11.  Dates of next meetings

 

Thursday, 12th January @ 19:30 – Committee Room

Thursday, 16th March @ 19:30 – Committee Room

Thursday, 11th May @ 19:30 – Committee Room

Thursday, 13th July @ 19:30 – Committee Room

Thursday, 19th October @ 19:30 – Committee Room – AGM

 

 

Chairman’s report 2016

As we don’t have an elected Chairman since Roy left earlier in the year, the chair has rotated between Jason, Norman and Mike and so this is ‘joint’ report.

Can we begin with giving my thanks to all members of the village hall committee who without their support and help we would not be able to run this hall and keep it in such good shape. You all do a really fantastic job together with busy family lives and full-time jobs in several instances. Without you all this hall would not work, thank you.

My thanks also go out to all the other volunteers who support us at events and give their valuable time.

I should also mention our trustees who are always there to call upon for advice and support.

2015/16

 

The past year has been another busy one for the Village Hall. We have lost valuable volunteers (and our Chairman) with Roy & Sarah’s relocation but have gained new volunteers with new skills and, once again, I’d like to thank you all.

 

We all have busy lives and it’s gratifying to see that so many people still demonstrate a strong community spirit and are willing to contribute towards our village hall.

 

We have had two successful maintenance days this year undertaking much needed indoor and outdoor jobs. This is in addition to the tasks that are carried out behind the scenes where immediate action is required and I would like to say a big thank you to Norman in this respect for the time he has spent on the drains which have been a major issue this year.

 

We’ve seen the Saturday Market going from strength to strength and I’d like to thank John, Sarah and their team for breathing new life into the market and keeping it as a going concern. They have put a huge amount of work into the market and will continue to do so in order to attract more people from Alderholt and surrounding areas.

 

We have also had a number of successful fundraising events over the past year such as Hansel & Gretel Christmas show, a jazz night, skittles and a quiz and curry evening. We are seeing mixed results on bingo and after a break for the summer have recommenced in October.

 

These fundraising events bring in much needed funds in order to keep the hall as a going concern and of course also offer a central meeting place for many residents.

 

Lettings has seen us lose the regular Pilates and Dog Training this year, but private lettings are up by 6% and the hall is now used nearly every weekend for children’s parties and the like. A new regular dog training session has re-started in October and there are plans to hold a keep-fit class in the evening in the near future.

 

 

GRANTS AND FUNDRAISING

Norman has once again been successful in obtaining a grant from Talbot Village Trust for £6,000 towards the Hall Lighting Project. These funds can be requested once all other monies are in place for the project to commence. The estimated cost for materials and installation is £10,500. We were not successful in our applications to both POPPS and Veolia. Currently he is considering an application to Tarmac for funding.

 

2016/17

In the forthcoming year we have much to do and should continue fundraising for the next project. As already mentioned we have a grant in place for part of the cost for new lighting, and new tables and chairs are still on the agenda.

Your Committee continues to stage events and already have a busy programme lined up including:

  • Bumblefly Theatre are returning with their Christmas Matinee show on the 23rd December with ‘The Elves and the Shoemaker’ and tickets have already been reserved
  • A Skittles night in November
  • Quiz nights
  • Bingo

We must continue to seek out grants to help us with the ongoing costs with improvement works and any help is gratefully received.

Finally, can I once again thank all committee members for all the hard work over the last year and in anticipation for the next year plus the support of our Trustees who oversee what we do and offer advice and guidance, when required.

The Minutes and Chairman’s Report from the Village Hall AGM
Held on 14th October 2015 at 7.00pm

 

John Hensel – President

Maria Sulman – Secretary

Mike Whiteley – Treasurer

Wendy Whiteley – Lettings Officer

Val & Ray Swain – Friendship Club

Wendy Whiteley – Lettings Officer

Roy McCrudden – Chairman

Norma Trickett – Hillbury Park

Janet Walker – Parish Council

Jean Mortimer – Trustee

Chris Fryer

Norman Jones – Vice Chair

Apologies

Angela Hibberd – Super Tots                         Jason Routley – Trustee

Alan Newcombe – Entertainments Comm    Molly Cross – Skittles

Lawrence Fordham – Trustee                        Elizabeth Edmunds – Trustee

 

Action
1.    Introductions

CF was welcome to the committee. CF has recently relocated to the village and is keen to get involved in the local community.

 

2.    Welcome from the President

JH opened the meeting welcoming all members to the AGM.

 

3.    Election of Officers

 

–       Chairman – RMc proposed by NJ and seconded by MS. RMc gave provisional notice of his intention to stand down due to a possible relocation out of the village. The committee thanked RMc for his continued support.

–       Vice Chairman – NJ proposed by VS and seconded by RMc.

–       Treasurer – MW proposed by RMc and seconded by NT.

–       Lettings Officer – WW proposed by MW, seconded by RMc.

–       Secretary – MS proposed by RMC and seconded by NJ.

 

4.    Confirmation of Trustees

All four existing trustees to remain in place.

 

5.    Minutes of the meeting held on the 20th and 30th July 2015 and the AGM of 14th October 2014

One change made to the AGM minutes to reflect that AVH approached the Parish Council for a donation towards the replacement doors and porch.

 

6.    Matters arising from the minutes (not on the agenda)

None.

 

7.    Chairman’s report

See attached.

 

8.    Treasurer Report

MW discussed latest financial position. NJ formally accepted the annual statement and NT seconded.

 

9.    Lettings update

WW said that the hall is proving very popular and is fully booked over weekends until the end of December. There is a potential opportunity that Weight Watchers will be returning to the hall.

It was agreed by all that the rates for private lettings will be increased. MS proposed and NJ seconded. MW / WW to email all existing hall users to advise that this increase relates to private lettings only. MS to update the ad for the parish magazine.

 

 

 

 

 

WW / MW / MS

10.  Any other business

 

–       Stair gate for Super Tots – MS to advise AH that the committee has agreed to the installation of a stair gate (or similar). Super Tots to be responsible for all costs associated with the purchase and installation of any equipment and would need to share plans in advance with RMc or NJ.

 

–       MW stressed need to recruit additional volunteers. To be discussed further to get ideas to encourage more input from the community.

 

–       NJ – secured £1k towards the purchase of new chairs. Funding was provided by Ian Monks and will be available from May 2016. NJ is hopeful that another £1k will be secured from Steve Butler. The committee thanked NJ for his continued support in raising funds for the hall.

 

–       VS requested NJ to display the 4 photos of the hall showing recent refurbishments, i.e. “before and after” photos.

 

–       RMc to liaise with Maria Humby re Parish Council’s intention to create awareness of the “best village award” won by Alderholt. MS & NJ to organise a banner to display at the entrance of the village hall, subject to RMc gaining the Parish Council’s approval as well as agreement to fund costs of promotion.

 

 

 

AH

 

 

 

 

ALL

 

 

 

NJ

 

 

 

NJ

 

 

RMc/ MS / NJ

 

 

11.  Date of next meetings

Thursday, 13th October @ 19:00 – Main hall  – AGM

 

Chairman’s report 2015

Can I begin with my normal thanks to special members of the village hall committee who without their support and help we would not be able to run this hall and keep it in such good shape, for the record these are Norman who as vice chair keeps us on a steady path of improvements to our hall, Mike for keeping the accounts in such good shape, Maria for the superb secretarial support and Norma who just keeps on giving time. Without you all this hall would not work, thank you

My thanks also go out to all the other committee members and volunteers who support us at events and give their valuable time.

When I look back over the last year it is easy to forget what we have all achieved between us but let me remind you of some of the highlights.

Entrance doors and porches

As you arrived at the hall tonight how good do those new doors and entrance porches look both on the village hall and Parish offices, this was a major project undertaken by Norman in particular, what a difference it makes to the first impressions and overall appearance of our village hall.

Lobby area

What was once a bare brick wall and cold tiled floor is now a bright, well lit hallway with superb lighting, fantastic floor and perfect walls, all of which enhance our user experience

Heating

Our next large project this last year has to replace the old heating boiler and radiators. The cost of this has been met by Good Energy who supplied and installed the solar farm in the village, should this have been funded by the hall and using British gas then the cost may well have been in excess of £10k.

My hope is that with the new boiler and radiators our heating costs should fall by more than 30% , so a long term benefit for us all.

We have over the last year seen some changes and one of note is the lettings, once Wendy took this huge task on we have seen a resurgence of bookings, with the parish council income and other long term bookings our “rental income” is more than £14K, well done Wendy.

Events

I am happy to report that every event we ran over the last year was a success

  • Bingo, this went through a poor patch earlier this year but through the hard work of a few people it has picked up again and continues to be a firm favorite.
  • Quiz night:-we had 5 quiz nights over the last year and special thanks to Mike (quizmaster) Whitley for running these, they are great fun and we have a loyal following with new people at each event.
  • Beer festival;-our first time at such an event and lots of lessons learnt for the next one.
  • Music events:– Salisbury big band, Verwood Brass band and Cool hand Ukes have all played for us over the last year, attracting different crowds to please all musical tastes within the village.
  • Other events:– these include skittles night, car boot sales and the regulars such as our market days all continue to help the village hall.

 

2015/16

Looking forward we have much to do and should continue fundraising for the next project, whatever that may be. I would like to see new lighting installed, a few have suggested new chairs for the hall and at some point we are going to have to take up the floor in the hall and investigate why the hall floor has sunk in the corner, this is going to be an expensive process.

Your committee continues to stage events and already have a busy programme lined up including

  • Forest Forge, a Christmas matinee
  • Skittles
  • Quiz nights
  • Bingo

We must continue to seek out grants to help us with the ongoing costs with improvement works and any help is gratefully received.

Finally can I once again thank all committee members for all the hard work over the last year and in anticipation for the next year plus the support of our Trustees who oversee what we do and offer advice and guidance when required.