AGM Minutes June 2019
SCOPWICK & KIRKBY GREEN VILLAGE HALL
ANNUAL GENERAL MEETING
MINUTES OF THE AGM OF THE SCOPWICK & KIRKBY GREEN VILLAGE HALL MANAGEMENT COMMITTEE HELD IN THE VILLAGE HALL ON 25th JUNE 2019
Present:
Mrs Janet Flett Chairman
Mrs Liz Banks Secretary
Mr Joe Kennard Booking Secretary
Mrs Tracy Fenwick Caretaker
Mr Owen Davies Vice Chairman
Mr Michael Dowse
Mr Chris Medcalf
Mr John Woodward
Sue Wroe
Mr Paul Skinner
Mrs Sue Skinner
1 Welcome
The Chairman welcomed all present, commenting how good it was to see other people from the village attending. Everyone introduced themselves.
2 Apologies
Mrs Rosa Nelson, Treasurer.
3 Acceptance of minutes from AGM 10/07/18
These were accepted as a true and accurate record, proposed by Owen Davies, seconded by Mike Dowse.
4 Chairman’s Report – (see attached report).
The Chairman apologised for starting on a sad note by mentioning that since our last AGM we had lost two valued members of the committee, Bev Kitchen and Peter Baumber. Both had been great supporters of the Village Hall. Bev has a rose planted outside the hall in her memory and Peter will be remembered by a memorial stone, to be put in the wall of the beck near the Baumber family home. It was funded by a coffee morning which raised £500.
The Chairman mentioned the improvements in the hall, such as new chairs stage curtains and carpet. The new pale grey square tables, tablecloths and bunting, all of which maintain the bright and fresh appearance. The sound system has been totally upgraded and a hearing loop installed.
The chairman drew attention to the measures in place regarding safety and compliance and the updating of some policies where necessary.
The regular activities taking place in the hall were mentioned.
The Chairman mentioned the wide ranging programme of events that had been held over the year, Quiz, carols, Christmas Market, Village Show, Wedding reception, First Aid training, Coffee mornings, end of World War 1 celebrations and a most enjoyable Cuban Night with Son Yambu.
The Chairman mentioned that the hall is well used and provides excellent quality and value.
There are various means of communication used, the Village Hall News Group are kept up to date by email, the parish website www.scopwickparish.co.uk with news, events and hall booking calendar, notices in Church Parish Magazine, social media, village noticeboards and letterbox drops.
Finances – Chairman mentioned £1000 grant from Parish Council, gratefully received. All the money raised through entertainment, events and regular bookings and small amount as a Coop Community Champion is used wisely and prudently to provide and maintain a wonderful facility.
Finally the Chairman offered thanks for the time and effort given by the volunteer committee members throughout the year and for their support. Especially mentioning those with additional responsibilities, Secretary, Treasurer and Booking Secretary, the Caretaker and the Village Show Committee. Thanks also given to those who work behind the scenes at functions.
The report concluded with the sentences “The Village hall is a precious resource that belongs to all of us. Please help us to keep it at the heart of our villages”
The Vice Chairman, Owen Davies proposed a vote of thanks to the Chairman for all her hard work over the year, this was seconded by Mr John Woodward.
5 Treasurer’s Financial Report and Draw Collector’s Update
Treasurer was unable to attend meeting, but had prepared a hand out of the Financial Summary 1st April 2018 to 31st March 2019, this was given to all present and showed the income and expenditure for the past three years. Secretary led this item.
Income for the year £11001.88, Expenditure £18103.92, Excess of Expenditure over Income £7102.04
Balance as at 31st March 2019 £10947.35
Income - Donations during year included £1000 from the Parish Council.
Christmas Draw up at £1040.48, Hall Hire £5802.50, Hub £100, Village Show £1071.85, Village Draw £1822.00
Expenditure – Equipment £11030.75, this included new chairs, new stage and side door curtains, curtain tracks, square tables and deposit for sound system. Fees of £353.83 include Fire equipment checking, PAT testing and auditing. Repairs and improvements of £673.69 include two fan heaters, stage and steps carpet
The accounts were audited by John Woods.
A question from the public was asked as to whether the Treasurer ever changed electricity provider to get better deals, suggesting that it was possible to set up a comparison site which did the work for you once you had entered your information. Secretary commented that she was sure that the Treasurer did look for a good deal, but with all work being voluntarily done maybe changing at regular intervals was not practical. The question will be asked to the Treasurer.
Adoption of accounts was proposed by Owen and seconded by Mike Dowse.
Draw -Still a lot of spare numbers. Some members are overdue on their payments. At the end of the meeting Village Draw membership forms were given to those attending the meeting who were interested in joining.
6 Booking Secretary Report
The Booking Secretary reported that the facilities and condition of the hall are good and word is getting around, which is good for bookings, two weddings have been booked for next year. Having events in the hall advertises the facilities e.g. after the Military Wives Choir four have come back to book events. The Parish Council have improved the car park which improves things for bigger events avoiding congestion at the front of the hall.
Bookings are generally going well, the Booking Secretary confirming usage and Treasurer issuing invoices.
He reported that the hall was still in a healthy situation even though a lot has been spent, it is a good community facility.
The bookings can be seen on the Scopwick and Kirkby Green Parish Website, www.scopwickparish.co.uk, which is managed by Stephen Flett and Joe Kennard. A suggestion was made that houses for sale in the village could be shown.
Owen congratulated Joe for his work with the bookings and keeping it all up to date.
7 Committee Membership
The Secretary asked the existing members of the committee if they were willing to remain on the committee.
Owen Davies wished to stand down from the committee due to commitments as Church Warden and Parish Council duties. The Chairman thanked Owen on behalf of the committee for all his work and help with so many jobs over the years.
A nomination for the committee has been received, Wendy Stacey, resident in Scopwick, she was elected onto the committee in her absence (this will be confirmed in her presence at the next meeting) proposed by Liz Banks and seconded by John Woodward.
8 Issues from the Parish
Mr John Woodward introduced himself as chairman of the Neighbourhood Plan Committee, he had brought with him a copy of the Neighbourhood survey, drawing similarities between it and the Village Hall, both involved in development of facilities. John emphasised that it is necessary for all in the village to take part so that their views are represented. The plan is for the economic, environmental and social side of the village. In the Village Hall and pub there is an atmosphere of friendship and the aim is that the whole village should be friends. The plan covers more areas than just housing, such as footpaths, green spaces and traffic issues. Further details can be found on the Scopwick section of the LCC website, the Chairman suggested that the Neighbourhood Plan could also go on the parish website www.scopwickparish.co.uk,
A question was asked about the availability of a defibrillator in the village, it was pointed out that it was on the outside of the hall. Awareness, as to its location, needs to be increased in the village. It could be included on the next flier distributed. The Lincolnshire map of active defibrillators is not up to date.
The AGM was closed and the Chairman thanked everyone for their attendance.
June Village Draw
1st Prize - £40 K9 Emma Squires
2nd Prize - £20 D14 Dianne Whitfield
3rd Prize - £10 H15 Sandra Hayward
Drawn by Sue Wroe and Sue Skinner, witnessed by Chris Medcalf
Liz Banks Secretary