Whalton Village Hall Committee
Minutes of the Annual Meeting held on 14[th] September 2021 at 7.00pm
Present: Stephen Trobe (Chair), Richard Grix (Vice Chair), Nicola Robson (Treasurer), Jamie Thompson (Secretary), Linda Willis, Anna Sill, Bev Wales, Shelley Clough, Karen Fenwick, James Metcalf, Ed Bishop, Helen Talbot, Anna Rainbow, Richard Potter
Apologies: Ross Hobson, Geoff Bird
Minutes
Minutes of the Annual Meeting of 11th August 2020 were summarised, agreed and signed as a correct record.
Chair’s Annual Report
Welcome everyone to the 2021 Village Hall annual meeting. It has been another year disrupted by Covid but I think we have come through ‘not so bad’. I would like to thank all the committee for their work over the year. I would also like to thank Linda (and her partner Andrew) for keeping this hall in this spotless condition. Without Linda’s outstanding work our re-opening would almost certainly have been delayed. I am sure that we are all aware that Linda’s duties go far beyond cleaning and looking after the hall’s appearance. In fact that is now the easy part of the job! As a small token of our appreciation Linda, we have bought you some flowers. Thanks also to my Vice Chair Richard, Secretary Jamie and Nicola our Treasurer …. But I’m afraid we haven’t bought you anything!
Apart from the 100 club all our fund-raising events had to be cancelled due to the second wave of Covid. Linda squeezed in a bingo night for the local residents but there was no Village Show, no bonfire, no Burns night … there wasn’t even a jumble sale or carol service. We did however receive a kind donation from Mrs Barbour of £10k which was the average profit from previous shows. As customary with the Show profits we shared this gift with the school and the church. Dame Barbour’s gift was timely, thoughtful, generous and very much appreciated. We also received a Covid compensation payment for loss of income which our treasurer will report on. Finally, I would like to thank both the Parish Council for their grant which subsidises rental costs for our village groups and of course to all the people and groups who use the hall.
In November Linda moved out of the cottage. The committee decided it the cottage should be let out and we engaged an estate agent (Rook Matthew Sayer). The old stone cottage had heating, damp and water issues and achieving an Energy Performance Certificate (EPC) was not straightforward with further complications obtaining Economy 7 supply and with electricity suppliers. However, we can now say that the cottage is up to standard and ready to be let. Particular thanks to Shelley and Bev for their hard work with this.
In December the 100 club kicked off again with 11 extra members bringing the total to 333 members.
In February Whalton Hall was entered onto a Village Hall Portal run by CAN with the idea of promoting halls to a wider audience and market.
In April and May we saw some of our user groups return. We have two new yoga classes (making a total of 3) and an additional art group (making total of 2). We also have a keep-fit class. The carpet bowls group have just started again. Whist group and WI are deciding shortly about their future.
Mellissa Stevenson started as the new Toddler group leader bringing a new lease of life to the group and (happily) renewing and reducing the number of toys.
Over the year from July 2020 to September 21 we hosted seven weddings with income £5295. Going forward we have nine more booked for the coming year. There is also quite a bit of interest in hiring the hall for music nights, parties etc.
Our meetings. Because of Covid restrictions we decided to use Zoom to hold virtual committee meetings. When we were allowed to meet again in person we decided that we can manage our agenda with bi-monthly meetings with the option to insert additional meetings as circumstances require. This arrangement has worked well to date.
We held the village Baal fire as normal on 4[th] July. It was nice, relatively small event but well supported by the village (despite the rain). The Morris Men danced, and Richard organised an excellent fire.
The plans to extend the hall for storage and to repair the cottage gable end are no further forward due to problems finding builders at this time. However, storage at the hall is still a huge problem and both projects will be addressed this year.
The hall stands in a good financial position and in good repair which is a considerable achievement considering the challenges we have all faced this year. We look forward with hope to a more prosperous year ahead.
Stephen Trobe (Chairman)
14.9.2021
Treasurer’s Annual Report
See separate document
Appointment of Trustees
None
Election of Officers
Nominations were sought for the five committee posts and the results were as
follows:
----- Start of picture text -----
Officer Name Proposed Seconded
Chair Stephen Trobe Richard Grix Nicola Robson
Vice Chair Richard Grix Anna Sill Stephen Trobe
Treasurer Nicola Robson Richard Grix Shelley Clough
Secretary Jamie Thompson Richard Grix Shelley Clough
----- End of picture text -----
All officers were elected unopposed. The remaining trustees (8) for 2019/2020 are:
Karen Fenwick, Richard Potter, Anna Rainbow, Shelley Clough, Bev Wales, Helen Talbot, Geoff Bird and Timmy Norton (honorary).
Stephen Trobe assumed the chair for the remainder of the meeting.
Co-opted Members
Julie McGorrie, Ed Bishop, Chris Allison, Ross Hobson and James Metcalf remain as co-optees to the committee.
Next Annual Meeting
The AM for 2022 is provisionally scheduled at 7 pm on 12[th] July.
Treasurerfs Re ort for the Year endin 30th ri12021 Whalton Wll Hall TTUSt Income Hall Rent- regular groups Hall Rent- Parties, etc WeddFn8s Fund Ralslng 100 Club Grants & Donations Bank Interest 1,303.50 185.00 1.560.00 3.330.U) 17,598.50 io.oo Tab'le Hire £23,987.00 tnditure Elettricity Repairs & aeaning Telephone Water Rates Caretaker InsLtrance Petty Cash Sundry Expenses Wetjding refunds- Covid cxl IIXI club Allocation of donation recd in October 2020 Cottage Website 985.15 1,284.09 519.99 367.67 6,147.89 2,033.58 285.51 209.88 980.00 1,985.00 6,666.65 3.471.49 133.18 £25,070.08 Income ExF¥rnlltwe Surptus 23.987.00 25,070.08 41.083.08 Bank an$ at 30A2021 Cuyrent Account VirBin deposit 100 Club Float monies Petly Cash Lés5 Reserve5 £14,914.91 £46,512.00 £4.867.00 £500.00 £iCK>.00 £42,000.00 £24,893.91
Whalton Villa e Hall Treasurers Report for Year Ending 30th April 2021 Income Our income has b'een badly affected by the Covid-19 pandemic, the first nional lockdo starting in March 2( and continuing unlil 4th July 2020, when we hekl the annual Ba'al fi. Several weddings were postponedlcanc&ilo<) changed des, unfortunately this was not unique to us. We managed a small amount of income bet•en July and the next lockdown. which was from Novembér, but guidelines such as the'Ruie of 6, and the Tier. system were introdu¢ed from September, which reduced any chance of in¢omd further. In January. another IGrkdown commenced, and wa$ not laXed until wdl into April, whi¢h is the end oy our financial year. Grants have beery almost the onty income stream forlhe whole year, we have Leen fortunate to have received just over £IOk from a combinalton of County Council, Barbour Foundation and Wh8lton Parish Council all generously contributing. The 100 Club continues to t* a good Sour of incomè, and our thanks go to the Chaiman, for his time and effotsto en5urB thB smooth running of IL enditure As always the njnning and maintenance of the Hall is our main expense.Even tholtgh it has not been open for4lk majority of the year, utility charges, general repairs, cleaning, including enhanced procedu$ to en$ure we stay Covid safe, . Average monthly costs over the year are £1600, whrh is a dUct[On on the previous year, but this year has been like no other. and IE is drffi¢utt for any real comparison. Summa Now that the pandemic lockdowns seem to have eased. and life is gettiw some Semblan of 'nornial' again. we have alwdy F)ad some weddings taking place, and various groups have retumed to use the Hall. Fundrasing should be able to recommence. with our main events 'n9 Bonfire Night & Bums Night. neither ol which have been held for the last 2 years. Hopefully this ye¥, 2021- 2022, will have some healthy income. and t too many expensesl