bmvh BISHOP MIDDLEHAM VILLAGE HALL ANNUAL GENERAL MEETING MINUTES 18 OCTOBER 2023 ttendees: ommitt88 hair.. Jane Brownlee (Trustee) Luke Bamford (Trustee) ohn Burrows rrrustee) ane Dove (Trustee) arah Oakley (Trusteey ulie Thomson (Administrator) vonne Houston {Caretaker) epresentatives of User Groups ulie Hall {W.l.) Welcome and Apologies ane Brownlee (Chair) opened the meeting and welcomed everyone. o apologies. Minutss of 2022 AGM inutes from the previous AGM meeting were accepted. Chairfs Report lJane Brownleo) I look back over the last year and see how far we have come with our objective to regenerate the illage hall and make it a welcoming and safe Spa forthe community- his year we have welcomed two new trustees to the board., Mr John Burrows and Mr Luke amford, both of whom, like the rest of us, work hard on behalf of the Village Hall and give freely o heir time and expertise. e are especially fortunate too, to have been able to employ our administrator, Julie Thomson. It ould be no exaggeration to say that wtthout her V would not be Whe we are today. She has ecome a popular and welcome member of ourteam, but so much more than that. There is more nd more demand from government regarding the running and management of community nIreS uch as ours. There are a lot more legislative hoops we must jump through and a lot more enalties if we fail to comply. Julie's help in guiding us through all this continues to be invalu8ble. he (with the help of John) has spent hours and hours checking compliance, and I would urge you 11 to look at the folder of policies which Julie has compiled. which is on display, and which is imed at ensuring the safety of everyone.
Ith regard to hall improvernents, we have successfully bid for funding from our local Area Action Partnership and reiVed a substantial donation from Bishop Middleham Parish CounGil which have enabled us to= Resurfa the car park. Have new doors, windows and blinds fftied. Replace and add new and more efficient lighting. Improve our kerb appeal with new extemal signage, a planting area and troughs. Purchase a large screen television. Progress our intemal storage solution. by reCOnfUring the large cupboards. Have the kitchen floor re•laid. Purthase new chairsArollies. Have Ihe drains unblocked. Uently, we are purchasing new fumiture for the large meeting room, exploring how we can mprove our technology. and installing new intemal signage and smoke alarms. e have hosted a number of wonderful events over recent months. including music and dance rom Groovy Street. Skeme Folk Band, Joannie's Blitz and Pieces, and discos for the children. We Iso had the Coronation weekend. the Model RaiaY Exhibition, Summer Fete, and a Table-Top ale. hese are in addition to the regular activities, weeY and monthly sessions and classes, which keep the community and the hall engaged and busy. Their time, effort and contribution is very much appreciated. he ethos, the motive for. the purpose of our. and indeed of all village halls, remains the same as it was 50 years ago. to provide a wami and welcoming place offering the opportunity for leisure ctivities for all members of the communty. However. we must recognise that life in the 21 entury is very different from Itfe all those years ago. Access to other, more exciting. venues in owns and cities is now within easy reach of rural communrties. foreign holidays are there on emand, and people's lives are such that they no longer have the time to volunteer. All these actors lead to a falling demand for what we offer. and we need to look at more imaginative ways o ttracting people to become involved. e want to continue to survive and thrtve going forward, and to do that. the village hall needs upport and to be used by our residents. family and friends. We are always open to new inttiatives r classes and would love to hear from our communty about what they would like to see. oming up we have the children's Halloween disco on 2P OctotEr. St Michael's Church Fele on 1" Dernber, Christmas Paty Night with Michelle Black on 81h December and a Jazz Night being lanned for earfy in the new year.. oh, nd I nearly forgot, tomorrow night at 8pm. 'an evening of Itness and craic the Irish way.. I'm intri ed to see what that's all about. Why not check it out on ur Facebook page and then come down and see. 11 in all, l am proud of what has been achieved this year, the things we have managed to get one, the challenges we have faced and the lessons we have learned along the way. inally I would like to thank all my fellow Committ member5 who are so committed to this ommunity for sharing so generously of their time and skill, I would like to thank Julie, who does uch a greatjob for us and perhaps the most important lady of all, who puts up with all of us and ur mad schemes, who is here at all times of the day and night and keeps this hall so immaculatel resented. That of Gourse, is our ovffl... Yvonne. nd let's not forget you. our clients. who make it all worthwhile.
Treasure¢s Report (Sarah Oakley) During 2022, the Hall r1Ved £3.140.00 in grants for a variety of purposes. These include th purchase of a new bowling mat for the Carpet bowis club. a TV screen for use in meetings, fil ights, and screening live events." assistance with various ftjnd raising events and new blinds for th ain hall. During the year, Fnday night live shows were put on. increasing the income Strea ignificantly. Room hire income increased significantly as the hall was reopened for bookings afte he lifting of restrictions during COVID. he Willage Hall Lottery has continued to be a small but signtficant fundraiser. with, on average, 2 people regularty Contributing their £2 a month. he Financial report for 2022 is summarised below and the fu51 accounts for the year are sent to th harities Commission where they can be viewed online. Balance brought forward 1° Jan 2022 Income £33,925.92 2022 Unrestricted Room Hire 10.170.95 8,126.41 608.42 Income Donations Grants 205.00 Lottery Grants 578.C() Restrirted 3,140.00 Donations Totsl Income 22,828.78 Expenditure Unrestricted Building & Maintenance Expenses Utilities 10.236.75 10.650.00 3.238.47 1.070.16 410.(K) Insurance Wages Lottery Fees 326.00 644.51 Restricted Building & Maintenance Expenses Wages Donations 10,171.00 2.751.96 5,769.01 Total Expenditure Balance @ 31 Dec 2022 45,272.86 £11,481.84 Annual Review of Constitutional and Operational Matters (Julie Thomson) he Constitution has been reviewed, there are no changes. ecently, I wrote to all representatives of user groups for feedbacklcomments on the village hall. o responses were received. None were received at the meeting. Regular users were also advised in wrsling that the Tem)s & Conditions and the Policies had all enu dated to reflect chan esto uidance and I islation. es ciall to kee eo le safe.
hese can be found at our website. WFih a hard copy available on site. Fire Risk Assessment was also undertaken, concurrently with the Policies. The Fire Service isited the hall and offered further guidan. Written confimiation was received to advise that the illage hall is broadly compliant. This will be improved however, On smoke alarms have been itted, along with new signage and some replacement bulbs for the emergency lighting. perationally, things are going well with positive feedback. atthough funding remains a challenge. hat brings us to financial planning. rent meeting that Jane and I had wtth Peter Garrod from 4Together Partnership helped focus ur minds towards finanaal forecasting. No doubt our current charges for hall hire require onsideration and some research needs to be undertaken. to enable us to plan for the future I propose a full financial review and forecast to enable the direction of travel. As part of that we will urther engage with regular user groups for their opinion and thoughts. e proposal was agreed by the Commtttee and a finan meeting is to be booked for the ollowing Wednesday 25kn October 2023. Electlon of Trusteeslofficers rustees in post, remain as follows- ane Brownlee uke Bamford ohn Burrows ane Dove Sarah Oakley ane Brownlee was re-nominated as Chair of the Tmstees, seconded and elected. Sarah Oakley expressed a wish to resign as Treasurer. She agreed to remain in post until the end of December 2023 to allow for a new appointment and handover. Sarah requested to focus solely on funding applications in the fijture. . Any Other Business ulie Hall IW.l. representative) mentioned access to tables is awkward rf there is a class being onducted in the main hall. where they are stored. In future, W.1. to let Yvonne know how many ables are required in advance of the meeting. ane Brownlee mentioned the land at the back of the village hall that was occupied by children's utdoor toys. It is not financially feasible for the village hall to take tt over, it will remain the responsibility of the Parish Council. who intend to repurpose rt as a seating area. Meeting conGluded at 7.20pm Mlnutes agreed and signed Jane Brownlee (Chalr of the Trustees)
CCi•• Al
EndoMYO•Tht DèLIi Iv 1711Vb
Illliii i IIÉ * i ¥l.S 889¥
>•
¥iJ' ¥ Ei i# i¥*t# IÉ I
¥ *
¥l==t