Alderholt Village Hall: Full Committee Meeting
held on Tuesday 18 June 2019 at 19:30
Attendees
Richard Wood – Chair
Mandy Robbins – Bookings Officer
Jo Greenland – Treasurer
Chris Walker – Vice Chair
Derek Agent
Norma Trickett
Janet Walker – Parish Council
Liz Tooke
Action
- Apologies
Jason Routley – Trustee
Kate Mason – Trustee
Elizabeth Edmunds – Trustee
Lawrence Fordham – Trustee
Paul Haynes – Short Mat Bowls
Angela Hibberd – Supertots
Val Swain – Friendship Club
Frank Sims – Drama Club
Lin Lyons
Naomi White – Secretary - Minutes of last meeting – Tuesday 17 April 2019 – all agreed. RW would sign a copy of the minutes for archiving.
- Matters arising from the minutes
• Water butt to be obtained to discharge into gully from Ladies Toilet to help flush the drain.
• FS (Drama Club) dates for the panto received from
• Continued discussion re fire proof cabinet for archive documents; discussion to be continued with core committee on cost and location.
• The position of President had been offered to Norman Jones who had accepted and been formally appointed. Norman’s experience and contacts would be valued.
• Liz Took and Lin Lyons had agreed to join the Core Committee. - Finance (JG)
• Accounts overview tabled by JG showing current status and detailed accounts issued by email. Overall current balance at 16 June 2019 was £18,134.14. The principle expenses were for cleaning and the new dishwasher.
• CW advised he had been contacted by the IT consultant concerning an invoice for setting up the new email addresses which was outstanding and would forward the invoice to the Treasurer.
• A meeting was to be arrange with JG and Lin Lyons to confirm if she would be able to take over the treasurer’s role. JG advised that she would complete the accounts for the end of year and would not leave until a new Treasurer was in place. She was thanked for this offer. - Bookings/lettings overview (MR)
• MR reported that as before weekends are quiet at the moment. Increased advertising and PR to be considered.
• Hire by scouts and cubs confirmed. Impact on the Drama Club use for the Panto was manageable.
• Supertots would be moving to St James School after the summer and the last session in the Hall would be July 15th. This would release the room at the back of the cabin.
• Skittles and Art Club had ceased for the summer. MR asked for all users to confirm dates if they were taking a break in use of the Hall over the summer.
• An inquiry had been received from a Brass Band for rehearsal space in the Hall on 2 evenings a week which could be provided but they also wanted space for storage of instruments and equipment which would be difficult to provide. MR to respond requesting more details of storage requirements.
• MR advised that she was making a booking for a wedding reception on Wednesday 28th August.
• MR advised that under GDPR regulations, booking contact details included personal information and AVH would need to consider protection of this information. A secure location would be required for any paper records.
• Problems have occurred with users leaving collection of the Hall key until the last minute and being unable to contact Selina or Mandy. Discussion was held on provision of a key safe in a discrete location which would allow users to obtain a key if they were unable to follow the normal procedure. JG was concerned this may be an issue for the Hall’s insurer but it could offer a useful back-up for emergencies
although the code may need to be changed regularly. RW to source. A log of key holders should be updated.
- Events update
• RW reported he had submitted a bid to Artsreach and was awaiting a response.
• An enquiry had been received from Dorset Museum who were looking for venues for a roving exhibition while Dorchester Museum was being refurbished. This included an inflatable ‘Museum’ and exhibits. And they would visit to confirm if the Hall could accommodate the exhibition. - Maintenance / Health and Safety
• NT confirmed the dishwasher was working well. RW advised the redundant dishwasher and tables had been takenof to a scrap merchant by Norman Jones.
• The maintenance rota for weekly checks of fire alarm by DA, RW and LL in place. A query had been raised by a user on how to silence the fire alarm. It was confirmed that users should not attempt to do this but should evacuate the building in the event of an alarm and contact the Maintenance Team for assistance.
• The emergency lighting testing had been checked by RW with an electrician and found to be inadequate and complex. RW to continue discussions and determine costs for providing adequate test facilities.
• Chairs are still being stacked in front of the alarm call point despite provision of tape to demark a clear area. RW to review space in the storage cabin for some of the chairs and other materials such as cleaning chemicals when the room was cleared by Supertots.
• The baby change had again come loose and was out of commission. RW was obtaining bolts for re-fixing through the wall.
• RW advised he was obtaining prices for replacing the external Kitchen door and had noted the kitchen extract fan was not working. There were no extract fans in the Toilets and costs would be investigated.
• DA suggested a list of contractors should be collated in case of need. Local businesses could be offered space for business cards.
• DA recommended replacement of the silicone sealant to kitchen worktops. - Fundraising/events update
• The jazz night is scheduled for Saturday 2 November 2019. Please let Chris Walker know if able to help. Tickets are now available.
• Quiz: discussion about when and how to proceed with the possibility of a summer event.
• Future events: Artsreach are meeting CW and NW on 30 April to discuss using the venue for arts events. A wider discussion about how to make contact with groups, e.g. Salisbury Big Band, and hosting events was had; any ideas for events, please contact the core committee. There was an Entertainment Committee in the past: do
we need to rectify that? Social media use to gain opinions from the community on what they would like to see at their local village hall? - AOB
• A Clean-up day would be arranged and it was suggested the Chapel who had offered help before be contacted. Volunteers could be invited on the Alderholt and Hall Facebook pages.
• New tables may be needed to replace damaged tables recently disposed of but RW advised there were sufficient for the Market and he would place an order when required.
• RW reported that a 5 star Food Hygiene Certificate had been issued for the Kitchen by Dorset Council but on the basis that no food was cooked on the premises or raw foods stored. A new fridge was desirable and a small freezer compartment was suggested although this may require removal/relocation of a kitchen unit to accommodate.
• An Entertainments Sub-committee was to be formed and a dated for a first meeting was arranged (subsequently to be revised).
• A VE Day anniversary celebration was suggested for 2020.
• RW reported that the Church had offered space for a small display/flower arrangement at the Church festival on 19/20th July. RW would review the materials from the Hall’s 50th Anniversary.
Next meeting
Core committee meeting: Wednesday 24 July 2019 at 19.30 in the Hall Committee Room
Full committee meeting: Wednesday 21 August 2019 at 19.30
Dates have now been arranged for the rest of the year, up until the AGM in October.
They have all been agreed with the Parish Council, but may change at short notice.
NW will keep all informed.
Core: Wednesday 25 September 2019
AGM: Wednesday 23 October 2019
Alderholt Village Hall Core Group
Minutes of meeting held at AVH Committee Room on 22 May 2019
Present:
Richard Wood (Chair)
Mandy Robbins (Bookings)
Elizabeth Edmunds (Trustee)
Lawrence Fordham (Trustee)
Jason Routley (Trustee)
Jean Mortimer (Trustee)
Apologies received from:
Naomi White (Secretary)
Chris and Janet Walker (Webmaster and Parish Council Representative)
Kate Mason (Trustee)
Richard noted that the meeting was not quorate, as Trustees currently do not have a vote at meetings. Any decisions would be advisory until validated by agreement by a quorate meeting of the core group.
Richard will sign the minutes of the last meeting with Naomi as there were no questions arising.
Action:
• Decisions made at this meeting to be confirmed by email following circulation of minutes, or at the next Core Meeting.
• Richard to sign minutes of the last meeting for records.
Finance Report.
No finance report had been received from Jo Greenland, although Richard says that all was well as far as he was aware, and that there had been no items of large expenditure, other than those previously discussed.
He added that Jo had tendered her resignation from the Committee, and would stand down completely at the end of year submission in September. Regret and appreciation was expressed. Richard said that he had approached Lin Lyons to see if she would be prepared to take on the role of
Treasurer, and she was considering it. Any other suggestions to be forwarded to Richard. Richard has resurrected the spreadsheet Mike (previous Treasurer) had used, and would be using this into the future, hoping that it would be easier to keep track of our financial situation.
The new dishwasher has been installed, and the old one removed from the premises.
Action:
• New Treasurer to be followed up – either Lin Lyons, if she is willing, or another candidate.
• Richard and Treasurer to use spreadsheet for finances into the future, and ensure that a report is available for all meetings.
Bookings Report.
On review of our regular user rates, and one off rates, alongside rates charged by other halls in the area, it was agreed that our charges are comparable, and should not be increased at the moment.
There was some discussion about whether our regular user rates should be standardised, and whether we should introduce ‘tiered’ charges. However, it was agreed that given how rarely new regular users join, all approaches could be forwarded to the Core Group to decide on a discount (if
any) when necessary. The situation of the Badminton Group was raised, as they currently pay, on average, £22 every 6 weeks, which is much lower than any other group. Lawrence explained that this had been an historical agreement, which had enabled the group to continue. However, it was noted that it is not fair to other groups, who are paying approximately 2/3 more than them, and what they pay probably doesn’t cover the costs of opening the hall. It was agreed that Mandy would contact them and request a minimum charge of at least £2 per head, with a minimum of £5 per week (whichever is the higher), which is still a substantial discount.
Mandy runs a voluntary organisation called Turn Up For Fun – TUFF, which was given free use of the hall to run free children and families’ activities over the school summer holidays for the last 2 years.
There was discussion of the situation, and it was agreed that TUFF should pay £10 per session, and a grant would be sought to cover the cost.
No news regarding Supertots moving to the school for their sessions.
Cubs and Scouts are meeting on Tuesday and Wednesday evenings as far as we know, and all is well.
Mandy noted that bookings are down, but would compare with the diary from last year. It was agreed that we should increase our publicity, and Richard planned to review the website with Chris on his return.
Action:
• Any approaches by new regular users to be referred by Mandy to Core Group before agreeing a rate in future.
• Mandy to contact Badminton Group about their hire rates.
• Mandy to increase publicity on Village Hall Facebook page.
• Richard and Chris to review the Village Hall website.
Events
Richard had circulated a PDF of the Artsreach brochure, and an email outlining the offer on 9 May.
The offer was discussed, and it was agreed that Richard would circulate his email again, but that he had to reply to Artsreach by the end of May. His choices of acts to bid for was endorsed by those present.
Forest Forge. Booked for 23 December, and it was agreed that a matinee performance was preferable. The cost for the performance would be £500, but we would keep all ticket sales,
refreshments etc.
Jazz Night on 2 November. Chris has tickets ready for sale. It was agreed to circulate a poster and advertise on the Facebook page asap.
Quiz Night. Agreed to hold in September/October.
Skittles Night. Discuss with Norma.
Future Events and Events Sub-committee. Richard would be involved, Chris had offered to join, as did Mandy, and Jason said he would support as much as possible. Any other volunteers would be welcome.
Action:
• Richard to submit completed form to Artsreach with our choices, and to keep Committee up to date with progress.
• Mandy to contact Forest Forge to confirm date and time of booking.
• Publicity for Jazz Night and Forest Forge to go on Facebook and other social media asap –
Mandy and ?
• First Meeting of Events Committee to be fixed by Richard Chris, Mandy and Jason – to consider date for Quiz Night and Skittles.
Maintenance
There was some discussion about contact with a cleaning company to approach if Selina is unable to work.
3 broken tables have been removed, and will need to be replaced.
There is a situation with the emergency lighting, and the ability to test it effectively as required by law. Richard would like to approach an electrician to put all of the lights on an easily accessible test circuit.
New dishwasher seems to be being flushed correctly, and all going well. Thanks were expressed to Richard for organizing and demonstrating use.
The issue of heating was discussed. Elizabeth said that the hall had been cold a couple of times when SMB had met, and that the heating appeared to have been turned off on a number of occasions. Richard said that it appeared that the battery to the thermostat had been disconnected.
It is important that if there are problems, they are reported straight away so that they can be rectified or investigated.
Actions:
• Replace broken tables.
• Quote obtained from electrician for emergency lighting – Richard
• Notice to be put on heating thermostat
AOB
Core team expansion. Liz Tooke and Lin Lyons to be approached.
Presidency – Richard has approached Norman, who has said he would be delighted to accept. No other suggestions were received at this point.
Jason suggested that Trustees should be able to vote at meetings, which would help with the quorum situation, and was done with other groups. It was agreed to check with Kate to see what is happening with the redrafting of the Constitution, and whether this can be incorporated.
Fireproof cabinet for archives. We need a way to safely store records, but the cost of a fireproof cabinet may be prohibitively expensive, and it may also not be practical.
Whatsapp group for Committee members to enable faster discussions and decisions to be made Important to print important emails to add to archive, so that there is a paper trail for the future.
Promotion of the Hall. There is going to be a review of the website, but other options need to be explored.
Gardener. The current gardener has put up his charge twice in quick succession. Was agreed to look in to this and see what he is charging, and whether it is still reasonable.
There hasn’t been a clean up day by volunteers, and it was agreed that this may be useful.
New kettles – is this situation now resolved?
Fundraising – there have been various purchases recently, and it would be good to have a look at the possibility of bidding for some funding for the future. Elizabeth suggested an Alderholt’s Got Talent Show for the Events Committee.
Action:
• Liz Tooke and Lin Lyons to be approached by Naomi about joining Core Group.
• In the absence of alternative suggestions, Richard to confirm the invitation to Norman to become President.
• Jason to contact Kate about progress on the Constitution drafting, and to see whether there is a problem with Trustees having a vote at meetings.
• Richard to continue investigating safe, practical archive storage.
• Naomi to set up Whatsapp group.
• Chris to review website – other suggestions for publicity and online presence to be explored and reported back.
• Charges made by current gardener to be clarified, and issue referred to full Committee meeting.
• Clean Up Day to be discussed at next Full Meeting.
• Jo to report whether kettle situation now resolved.
• Richard to check with Norman about who has regularly supported the Hall financially.
• Events group to consider an Alderholt’s Got Talent.
• Jo to be asked for a full set of accounts for the next meeting.
Next meeting:
18 June – Full Group
Meeting closed at 9pm.
Alderholt Village Hall – Committee Meeting
held on Wednesday 21 November 2018 at 19:30
Attendees
Richard Wood – Chairman
Chris Walker– Vice Chairman
Mandy Robbins – Bookings Officer
Jo Greenland – Treasurer
Naomi White – Secretary
Linda Lyons
Angela Hibberd – Supertots
Carol Jugg
Caroline Marlow – Bingo
Janet Walker – Parish Council
Derek Agent
Apologies
Action
- Apologies
Apologies to all representatives and interested parties who were not aware of this meeting. There was some confusion as to the status of this meeting, therefore formal invitations were not forthcoming. Please note that there is a revised meeting schedule discussed in these minutes beginning from January 2019.
- Confirmation of Committee Officers / Members
- Chair – Richard Wood (richard@hbc-alderholt.co.uk)
- Vice chair – Chris Walker (chris.walker@swingtet.co.uk)
- Bookings – Mandy Robbins (mandysrobbins@gmail.com)
- Treasurer – Jo Greenland (jokgreenland@hotmail.com)
- Secretary – Naomi White (naomiwhite.avh@gmail.com)
Finance
- JG confirmed that the financial position continues to be healthy.
- Both the fire alarm and gas central heating has been serviced.
- The storage container roof repair is going ahead as per minutes from the AGM.
- The Saturday market requires a new organiser in light of RW’s move to Chair; it is essential that this is supported.
- Lettings
- MR and JG to discuss how best to proceed with the bookings procedure in regard to taking deposits and dealing with cheques; meeting to take place in the new year to discuss ways forward to streamline the process.
- Discussion around how best to make bookings easier for all concerned; this to be an ongoing agenda item for the core team.
- MR requires all users to confirm regular bookings and their dates, especially around holidays. (RW to send market dates to MR.)
- Church fete needs confirming in the summer to avoid clashes.
- Bumblefly happening on 21 December; JG to contact Forest Forge about refreshments (everything else is being run by them).
- Fundraising
- Jazz night on 8th December: tables left out after the market to help with set up; RW to help with running the bar.
- Christmas Bingo night on 17th December: CM would appreciate any offers of help. Please contact carolinejaneevans@hotmail.com if you are available.
- Quiz night on 16th February going ahead with Jason Routley as compère. Any offers of help appreciated.
- If there is an event happening, please email posters to CW to put onto the website. PDFs are the preferred format.
AOB
- DA will be putting a maintenance rota together to check fire extinguishers, etc. Please can you email NW naomiwhite.avh@gmail.com) if you are a) able to help with this five minute checking job and b) if so, which days you are/are not available.
- The Drama Club have been successful in securing some funding to help with their endeavours. As previously discussed, the Village Hall will be donating £60 towards the cost of a control box for the DMX lighting, which can be used by all. Frank Sim to email JG with invoice. NW has a copy of the instructions if needed by anyone.
- For information: there are plans to merge Sunbeams with St James’s School, which could have implications for Supertots using the village hall. AH to advise.
- The Christmas tree is being decorated by JG this month and has been kindly donated by trustee, Elizabeth Edmunds.
- There will be a card to say thank you to Mandy Sexton for all her work. Mandy is retiring from involvement with the village hall.
Meeting dates for 2019
Meetings will revert to system of alternate months for core committee meetings and full committee meetings (core meaning the five appointed officers; full meaning all users and interested parties). Consequently, dates are as follows:
Core committee meeting: Wednesday 16th January 2019 at 19.30
Full committee meeting*: Wednesday 6th February 2019
Venue: village hall meeting room
*Please note that there is a limit on the capacity of the village hall meeting room of 20 persons.Please ensure you RSVP when reminders are sent, so an alternative venue can be sought if likely to exceed this.
March 2019: core committee
April 2019: full committee
May 2019: core
June 2019: full
July 2019: core
August 2019: full
September 2019: core
October 2019: AGM and Parish Council meeting
Specific dates will be confirmed in the new year. Extraneous meetings may be added if necessary.
Alderholt Village Hall Committee
and
Alderholt Parish Council Annual Meeting
held on Tuesday 16 October 2018 at 13.00
Attendees
|
Norman Jones – Chairman Chris Fryer – Vice Chairman Maria – Parish Council Clerk
Apologies None |
Naomi White – shadow secretary Jo Greenland – Treasurer Janet Walker
|
|||
|
Action |
||||
|
1. Minutes of the previous meeting Minutes of previous meeting agreed as correct. |
||||
|
2. The impending change of Alderholt Village Hall Committee members · NJ and CF to return keys to village hall at the end of their tenure as Chair and Vice Chair respectively. Keys to then be redistributed to newly elected Chair and VC after the AGM on 19 October 2018. · Information regarding all newly elected Committee members to be passed to the Parish Council as soon after the AGM on 18 October as possible. · All future communication to be made the newly appointed secretary. |
NJ, CF
NJ, NW
|
|||
|
3. Clause 20 of rent agreement · Clause 20 that states that St James’s Church has use of the room needs to be deleted from the original rent agreement.
|
?
|
|||
|
4. Drama Club · Issues raised in respect of the poor treatment of the office after the annual pantomime. The new Chair to write a letter to the Drama Club to make clear expectations. NJ to send NW copy of previous letter sent.
|
NJ, NW
|
|||
|
5. Flowers · Proposal for NJ to buy flowers for front of the Hall for 2019, with financial responsibility moving to Parish Council for 2020 and 2021. NJ has stated that he is happy to care for the flowers during this time. Approximate cost of flowers £250. · Above proposal to be considered by Parish Council and decision communicated to NJ via M at earliest convenience.
|
NJ
M
|
|||
|
6. Rent calculation · Parish Council need to have calculation of rent increase with note of the percentage interest for their auditors as soon as possible. · JG confirmed that there will not be a rent increase next year; the rent cost is to remain in place for 1st September 2019. · All further impending rent increases are to be discussed at the annual meeting between Alderholt Village Hall and Alderholt Parish Council in the preceding October before the September renewal. |
NJ, JG
JG, new Chair
|
|||
|
7. Fire Policy · Fire Tech need to add stickers to the fire extinguishers in the office. · A reminder that fire regulations need to be upheld in respect of capacity: 150 seated in the main hall or 200 standing; 20 in the committee room. A notice making these regulations clear to be made by NJ as soon as possible. It is important these regulations are adhered to and lead to removal of persons if breached.
|
CF NJ |
|||
|
8. Cleanliness · Issues with inconsistent cleaning routines, e.g. taking away rubbish, toilets not cleaned to an acceptable level. This is to be monitored by the Parish Council employees using the facilities. NJ to discuss with Selina as soon as possible. · Consideration of more hygienic hand driers for the female toilets; JG to look into possibilities. |
NJ
JG |
|||
|
Proposed date of next meeting: Tuesday 22nd October 2019 (time to be agreed) |
||||
Alderholt Village Hall – Main Committee Meeting
held on Thursday 20th September 2018 at 19:30
Attendees
|
Norman Jones – Chairman Chris Fryer – Vice Chairman Richard Wood Chris Walker Janet Walker Mandy Robbins – Bookings Officer
Apologies Angela Hibberd Elizabeth Edmunds Lawrence Fordham
|
Jason Routley Norma Trickett Maria Sulman – Secretary Naomi White – shadow secretary Caroline Evans – Bingo Jo Greenland – Treasurer Frank Sims – Drama
Val Swain Jean Mortimer |
|||
|
Action |
||||
|
1. Minutes of the previous meeting Minutes of previous meeting agreed as correct. |
||||
|
2. Matters arising from the minutes (not on the agenda) · Bumblefly / Forest Forge Christmas theatre show has been moved to 6pm on 21st December due to children still being at school during the day. Company will be running the event independently without any help needed from the committee. JK has offered to run the bar for drinks/coffees, etc. · Query re back door: door is sound and poses no immediate concern, although there were concerns about security raised. Further concern of damp in kitchen. RW to investigate with Ray Lockyer. · Roof repair on portacabin: JR presented quote from A-Class Roofing and Construction Ltd for £3780+VAT. Committee voted to spend the necessary money on replacing the roof. JR to confirm the 25 year guarantee and whether it can be underwritten by insurer. |
RW
JR |
|||
|
3. Finance · JG confirmed that the financial position is looking healthy for this period with no major projects planned, aside from the agreed roof repair. · Monthly market footfall decreased: can social media help? · Bingo: are there any ideas for increased participation? · Gas and fire certificates need checking (maintenance folder?) and fire tech visit needs organising.
|
All All NJ / CF |
|||
|
4. Lettings · Issues with cheques being made out in the wrong name; should read ‘Trustees of Alderholt Village Hall’ – change to the booking form needed, which also makes clear deposits are preferred by cheque. · Discussion about a post-Halloween disco for families on 3rd November 2018.
|
MR |
|||
|
5. Fundraising · Successful quiz night thanks to JR. Discussion about regularity of future quiz nights with JR continuing to host. Next quiz night: Saturday 16th February. MS to liaise with friend who can help behind the bar. · Jazz night on 8th December: CW is currently making promotional material. MS to advertise via social media. RW to leave tables out after market day. |
JR / MS
CW / MS / RW
|
|||
|
6. AOB · Parish Council meeting: rent increase needs discussing. Meeting with the Parish Council will be held on Tuesday 16th October at 1pm in the committee room to discuss. · Chair, vice-chair and trustees need to be found. Promotion of the committee via word of mouth and social media needed. · Constitution presentation by CF: trustee document has been passed on by MS since meeting to NW and current chair. Draft needs approval from the charities commission. JG to check with charities commission re five honorary members chosen at the AGM and necessary protocols. Extraordinary meeting proposed to discuss constitution document more fully after the AGM. All to read and make notes. Thank you to CF for the extensive amount of time undertaken so far. · Drama Club: grant has been applied for which, if successful, will mean installation of a control box for the DMX lighting, fixed to the wall, to allow access to the advanced bar of lights for all events. If not successful, committee will consider the purchase of one instead (£60 estimate). All cleared with insurance. · Plant maintenance: Wolvercroft thanked for their contribution. NJ will continue to take responsibility for the plants for another year – agreed by committee. Finance for the plants to be agreed at a later date. |
NJ / NW / JG / CF All
CF JG
All
NJ All |
|||
Alderholt Village Hall – Main Committee Meeting
held on Thursday 20th September 2018 at 19:30
Attendees
|
Norman Jones – Chairman Chris Fryer – Vice Chairman Richard Wood Chris Walker Janet Walker Mandy Robbins – Bookings Officer
Apologies Angela Hibberd Elizabeth Edmunds Lawrence Fordham
|
Jason Routley Norma Trickett Maria Sulman – Secretary Naomi White – shadow secretary Caroline Evans – Bingo Jo Greenland – Treasurer Frank Sims – Drama
Val Swain Jean Mortimer |
|||
|
Action |
||||
|
1. Minutes of the previous meeting Minutes of previous meeting agreed as correct. |
||||
|
2. Matters arising from the minutes (not on the agenda) · Bumblefly / Forest Forge Christmas theatre show has been moved to 6pm on 21st December due to children still being at school during the day. Company will be running the event independently without any help needed from the committee. JK has offered to run the bar for drinks/coffees, etc. · Query re back door: door is sound and poses no immediate concern, although there were concerns about security raised. Further concern of damp in kitchen. RW to investigate with Ray Lockyer. · Roof repair on portacabin: JR presented quote from A-Class Roofing and Construction Ltd for £3780+VAT. Committee voted to spend the necessary money on replacing the roof. JR to confirm the 25 year guarantee and whether it can be underwritten by insurer. |
RW
JR |
|||
|
3. Finance · JG confirmed that the financial position is looking healthy for this period with no major projects planned, aside from the agreed roof repair. · Monthly market footfall decreased: can social media help? · Bingo: are there any ideas for increased participation? · Gas and fire certificates need checking (maintenance folder?) and fire tech visit needs organising.
|
All All NJ / CF |
|||
|
4. Lettings · Issues with cheques being made out in the wrong name; should read ‘Trustees of Alderholt Village Hall’ – change to the booking form needed, which also makes clear deposits are preferred by cheque. · Discussion about a post-Halloween disco for families on 3rd November 2018.
|
MR |
|||
|
5. Fundraising · Successful quiz night thanks to JR. Discussion about regularity of future quiz nights with JR continuing to host. Next quiz night: Saturday 16th February. MS to liaise with friend who can help behind the bar. · Jazz night on 8th December: CW is currently making promotional material. MS to advertise via social media. RW to leave tables out after market day. |
JR / MS
CW / MS / RW
|
|||
|
6. AOB · Parish Council meeting: rent increase needs discussing. Meeting with the Parish Council will be held on Tuesday 16th October at 1pm in the committee room to discuss. · Chair, vice-chair and trustees need to be found. Promotion of the committee via word of mouth and social media needed. · Constitution presentation by CF: trustee document has been passed on by MS since meeting to NW and current chair. Draft needs approval from the charities commission. JG to check with charities commission re five honorary members chosen at the AGM and necessary protocols. Extraordinary meeting proposed to discuss constitution document more fully after the AGM. All to read and make notes. Thank you to CF for the extensive amount of time undertaken so far. · Drama Club: grant has been applied for which, if successful, will mean installation of a control box for the DMX lighting, fixed to the wall, to allow access to the advanced bar of lights for all events. If not successful, committee will consider the purchase of one instead (£60 estimate). All cleared with insurance. · Plant maintenance: Wolvercroft thanked for their contribution. NJ will continue to take responsibility for the plants for another year – agreed by committee. Finance for the plants to be agreed at a later date. |
NJ / NW / JG / CF All
CF JG
All
NJ All |
|||
|
Date of next meeting – Thursday, 18th October 2018 – AGM – Committee Room, 19:30
|
||||
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.
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
|
|||||||||||||||||||||||||
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.