CHEDDAR VILLAGE HALL
Trustees Report for AGM, September 26[th] 2022
Since the last AGM on September 27[th] last year the Hall committee have worked hard to manage bookings and maintenance issues whilst also planning longer term for future improvements. The committee has met on 9 occasions with 3 on the Zoom platform. Meryl Sammut and Heather Scourse have been appointed Joint Chairpersons.
The gradual easing of Covid restrictions has meant a return to more normal booking arrangements and the 30 minute interval between sessions deemed necessary to reduce infection risk has been suspended. As a result consecutive bookings have given increased scope for hire of the hall.
During the year the lease allowing the Hall CIO to manage the building was (at last) signed and agreed along with an agreement with the PCC regarding the use of the car park. A schedule of condition had to be completed to accompany the lease to provide a benchmark of hall fabric conditions and this took the form of a large number of photographs illustrating conditions throughout the hall. In addition, because the management team had been operating prior to the completion of the lease it was agreed that another document tabulating all the works and improvements made in recent years should accompany the legal lease and schedule of condition. This recognizes improvements made by the hall management prior to lease completion.
The trustees wish to thank the Booking Secretary, Samm Richards, for her considerable efforts in managing the bookings. She has worked conscientiously to arrange and liaise timings with clients and has been creative in suggesting ways forward as well as uploading valuable hall information to the hall FaceBook page.
On Saturday, November 13th 2021 serious vandalism occurred in the hall. This was caused by a group of youngsters illegally entering the hall and discharging fire extinguishers, soap and sanitizer dispensers and poster paints all over the main hall floor with additional damage to the kitchen floor and side room containing the bar. This resulted in a photographic record, police involvement and subsequent enquiries and actions which the police have pursued with some benefit for the community at large. The damage resulting necessitated an emergency committee meeting on November 15[th] and as a consequence an insurance claim was made with particular reference to the floor damage. This has been a successful claim and arrangements are to follow concerning floor resurfacing.
An immediate consequence of the damage was the clean up required and it is appropriate to record our thanks to the cleaning company Maid2Clean run by Sarah Betts. Her partner, Will, does most of the actual cleaning and he worked long hours on November 14[th] to try to restore the floor to a useable condition. We were
particularly grateful for his efforts but wish also to record our thanks for maintaining a clean hall throughout the past year.
Another consequence of this vandalism has been the installation of a CCTV system and this will hopefully act as a deterrent to further break ins. This was negotiated through the efforts of John Morgan. John has worked tirelessly during most of the year and we are sorry to record his departure from the committee during the recent summer. In effect he acted as a caretaker and was very proactive in dealing with practical issues and maintenance. The trustees and the committee thank him for all he has done not least during the times of Covid restrictions.
Heather Scourse and Meryl Sammut have worked hard to try to secure grants for hall improvements and as a result funding support has been gained for a project to link the 2 meeting rooms by removal of the intervening wall. This work should take place during the autumn and the intention is to create a more useful space available for hire in addition to the main hall. This involves the relocation of the bar and reorganization of storage cupboards. A Foodshare Pantry scheme is being considered for this space on one day per week. This has the aim of supporting efforts to provide food to members of the scheme at affordable prices during the current time of rising living costs.
The Friday line dancing group led by Richard Lovell initiated a fund raising effort to install a defibrillator at the hall. This project was supported by some other users as well but particularly by the local Lions organization. The Lions took responsibility for purchase and installation and the defibrillator is located just outside the front door of the hall. The trustees and committee are grateful for this effort and welcome the installation for the benefit of the whole community.
Patrick Westby continues to provide helpful advice regarding fire risk assessment and the actions needed to mitigate risks. He has also regularly checked emergency lighting provision and given helpful suggestions and advice in a number of areas. He has also on several occasions helped considerably in clearing weeds from the car park perimeter and in the area of the access ramp.
All future improvements continue to depend on local fund-raising and grant support. Local fund-raising has been difficult during the pandemic and grant support is very difficult to obtain in a highly competitive “market”. However a very successful brass concert took place recently raising £850 for the hall and organized by the Cheddar Valley Music Club directed by Anne Higgs. A fund raising dog show is planned for September using the old Vicarage lawn by kind permission of Dawn Hill. Thanks to line dancers and a grant from the Parish Council 41 new chairs have been purchased and also 2 new tables.
Andrew Langford and Elaine Reynolds continue to work on the website development. This has developed further during the year and is more informative and engaging with photographs of events in the hall and information about booking procedures as well as a link to the calendar.
The trustees are also very grateful to Adrian Targett who acts as Secretary and to Mark Voice as Treasurer. Their efficient, accurate and quick recording of affairs is much appreciated. Thanks also go to Ade Macrow and Robin Boyd for their continuing contributions to committee decision making and voluntary help at various times..
Whilst some named persons have been included in the above report the trustees continue to be grateful to all the committee members and the many volunteers who help to make the hall a vital local venue for the community. Many people attending and participating in events also help considerably especially as the hall doesn’t have a caretaker in post. The hall is a valuable and much loved place in Cheddar and the trustees look forward to reporting more activity, improvement and development in the next AGM report.
Rev. Stuart Burns Mrs Dawn Hill Mr Richard Scourse
CHEDDAR VILLAGE HALL CIO ACCOUNTS FOR THE PERIOD 1 JANUARY 2021 TO 31 DECEMBER 2021
GENERAL FUND
Payments and Receipts for the period ending 31 December 2021
| £ £ £ £ £ Payments Receipts Heating 1655.97 1817.38 Income from lettings Lighting 339.58 126.76 Water Rebate Water 232.00 372.00 Bank interest Telephone 280.58 61.81 Sedgemoor COVID grant for running costs Total utilities 2508.13 2377.95 Cleaning services 3387.50 3153.12 Cleaning materials 108.79 581.75 Total cleaning 3496.29 3734.87 Booking secretary 1670.00 810 Community Council 100.00 Performing Rights 267.64 Insurance 1239.66 1238.69 Building Maintenance 12418.96 3060.13 TOTAL EXPENDITURE 21700.68 11221.64 TOTAL INCOME Excess of Receipts over Payments 7437.97 Excess of Payments over Receipts 21700.68 18659.61 £ £ £ £ £ Payments Receipts Fund Raising Events Audiovisual and projector systems 245.00 7072.53 Line Dancing 2100.80 New Year Party Mothers and Toddlers Donations / Grants Surplus from clock donation Cheddar Parish Council 0.00 Somerset Community Foundation 2500.00 In memory of Gerald Deane 2000.00 Rotary Club 2000.00 Other donations 170.00 TOTAL EXPENDITURE 245.00 7072.53 TOTAL INCOME Excess of Receipts over Payments 8525.80 Excess of Payments over Receipts TOTAL 8770.80 7072.53 2021 2020 General Fund Cash at bank Opening Balance 13814.15 6376.18 Nat West Current Account Income 13285.18 18659.61 Lloyds Current Account Expenditure -21700.68 -11221.64 Closing Balance 5398.65 13814.15 Improvement Account (Restricted Funds) Opening Balance 3702.24 6168.32 Income 8770.80 4606.45 Expenditure -245.00 -7072.53 Closing Balance 12228.04 3702.24 Total Opening Balance 17516.39 12544.50 Income 22055.98 23266.06 Expenditure -21945.68 -18294.17 Closing Balance 17626.69 17516.39 Signed by: Stuart Burns, Dawn Hill, Richard Scourse Trustees Date September 21 st 2022 IMPROVEMENT ACCOUNT (RESTRICTED FUNDS) Payments and receipts for the period ending 31 December 2021 2021 2020 2 Statement of Assets and Liabilities as at 31 December 2021 2021 2 2020 |
£ £ 8110.50 193.71 0.00 4980.97 13285.18 8415.50 21700.68 £ £ 1267.20 213.00 250.00 2100.80 50.00 1000.00 1500.00 326.25 6670.00 8770.80 8770.80 2021 0.00 17626.69 17626.69 2 021 021 2 |
£ 8565.00 72.06 22.55 10000.00 18659.61 020 |
|---|---|---|
| 18659.61 | ||
| £ 1730.20 2876.25 020 |
||
| 4606.45 2466.08 |
||
| 7072.53 | ||
| 2020 0.00 17516.39 |
||
| 17516.39 | ||