MARLDON VILLAGE HALL COUNCIL Minutes of the Annual General Meeting on Tuesday 20[th] July 2021 – 7.30 p.m. in the Main Hall
Present: Ray Harrison, Viv Arscott, Nicky Bailey, Debbie Capel, Stephanie Webb, John Traves, Sue Muller, Pam Neale, Marilyn Eastley, Gill Bryant, Amanda Eager, James Wheatley, Carol Peakman, Glynis Tame, Dale Summers, David Alcorn and Kevin Gue in the Chair.
Apologies :
Helen Burns, Kay Martin, Stephen Metcalfe and Mary Olliphant
Minutes of the last AGM held on 18[th] February 2020 were read, approved and signed.
Chairman’s remarks
Kevin reported that not much had happened since the last AGM apart from an invasion of mice, which a pest control firm were brought in to deal with but there is still some evidence of their presence. The old Trestle Tables belonging to the Gardening Club had been sold and new ones bought to replace them. We were able to give a cheque for £270 to the gardening club and had received £214 back from them. A carpenter has built a rack in the understore to hold the new tables. The hall chairs have been recovered, saving a huge cost of replacing them. Whilst the hall was closed from March 2020 to date, the Pre-school has continued running in the main hall, term time and a lady who does 11+ tutoring has used the community room term time on 2 afternoons a week. Also the Cricket Club has used the downstairs toilet and their changing room when they had a match on the meadow.
A Risk Assessment had been done and the hall was split into 2 zones being the main hall, kitchen and foyer and toilets and the community room lower landing and toilet. Information was gathered as to which organisations will want to continue when the hall re-opens.
The APF has been moved to September 4[th] and will probably continue to be held in the first week of Sept. subsequently.
It is clear that more volunteers are needed to run the hall and Kevin said he will be proposing a slight change in the committee set up. Kevin said he was relieved to see that financially things look a lot better than 18 months ago when it was thought we may become bankrupt and Ray will report on that next.
Kevin concluded by thanking the APF committee, who have being doing extra work for the Village Hall in general during the past year with regards to the tables and chairs. He also thanked, Dale and Eileen and Ray and Viv.
Viv thanked Kevin for his commitment especially having to deal with some very unexpected occurrences since he took over as Chairman, i.e. the rockfall and the ensuing discussions with the Parish Council, and then Covid 19.
Treasurer’s report
Ray read his report which is attached herewith.
He reported that 2020 had been an exceptionally unusual year for the finances of the Village Hall.
We had less than £10,000 in the account as a result of the unexpected cost of the rock fall at the rear of the building. We had paid Robin Hood Associates for the initial assessment and emergency stabilising work but fortunately in January 2020 we received £9164 from the Parish Council as a repayment as they had accepted that the work was their responsibility.
So the first two and a half months of 2020 proceeded as normal until the hall had to close in mid March due to the Covid Pandemic and all activity ceased. Even though the Village Hall remained completely out of use for a few months, we still had to pay the usual running costs of the building, including the standing charges for electricity, gas and water together with insurances and licences, amounting to more than £1000 per month.
We had some income when Pre-School restarted and received Local Council grants totalling £11,334 for the year ending 31[st] Dec. 2020. The APF had to be cancelled with the resulting loss of funds.
As a result of Pre-School and an 11+ Tutor being allowed to resume as they came under Education regulations, our income for the year (including the first 2 ½ months of normal trading) was £7,738 as opposed to the previous year which was £23,619. Therefore without the grants our financial position would have been dire. And the grants also enabled our employees to be paid at their basic level throughout the year.
We ended 2020 with £34,368
Of the two major items we had highlighted that needed to be done, i.e. replacing the chairs and renewing the main hall floor, the chairs have now been recovered so the hall floor is a major priority still to be done.
Ray confirmed that so far this year (2021) we have received further grants and donations. The Panto Group donated £400 to cover the cost of one year’s pest control when the mouse problem was reported. Grants from Government and SHDC total £19,164
We had a grant of £800 from SHDC for the purchase of the new tables At 20/7/21 the bank balance is £42,659.02
Ray concluded by saying we were in a very healthy position now and therefore he will not be proposing any rent rises for the next six months except for Pre-school which is on a increasing rate agreed with them. Kevin thanked Ray.
Questions of the Treasurer : A few people asked for a copy of the current rents. Ray had one copy so that can be copied and distributed.
Election of Officers
As is the usual practice, all 3 officers stood down. Kevin expressed his willingness to stand for another year and Viv said she would continue if she could have a deputy. Ray said he did not want to stand again.
Kevin said that as Ray had previously said he would like to hand over the job of treasurer, he had already discussed with 3 of the APF ladies who were willing to step up and he would therefore like to nominate Ray has a Project Manager to take some of the load off himself, and he would like to nominate Nicky Bailey and Stephanie Webb to take on the Treasurers’ role and Debbie Capel as deputy secretary.
There were no other nominations and therefore the following were elected en bloc :
Chairman : Kevin Gue Treasurer: Nicola Bailey Deputy Treasurer: Stephanie Webb Secretary: Viv Arscott Deputy Secretary : Debbie Capel Project Manager : Ray Harrison
This was proposed by John Traves and seconded by Pam Neale and carried unanimously.
Other Business
Discussed the re-opening and agreed that as the APF is to be held on 4[th] Sept. the hall would re-open to regular Community Organisations on Monday 6[th] Sept. Viv has a list of reserved bookings which she will forward to Dale and users are asked to let Dale know when they will be restarting. It was agreed that no bookings would be taken from outside groups, or one off bookings at least until Christmas in order that the process can be monitored and the ongoing situation with Covid assessed.
Dale was concerned that a substantial amount of money has been received in the past from outside bookings, but it was generally felt that was not important at the moment.
Agreed that groups would undertake the clean/wipe down all surfaces they had contact with and time would be allowed between bookings for that to be done. Dale will wash the hall floor each evening and clean the kitchen and toilets regularly. The main hall will be repainted during the summer holidays. The Chairman, Secretaries and Treasurers would have a brief meeting on Aug. 3[rd] to finalise plans and
the date of the next ordinary meeting was set for Tuesday 24[th] August at 7.30 p.m. in the main hall.
The meeting then closed.
Marfdon Vlllage Hall Income and Expenditure Account For the Year Ended 31st December 2021 2020 INC 2021 Interest 7738 Leths 4437 Apple P Fair (Net) 5866 Insurdn 9214 Mi84XJllaneL 815 11334 Covid Grants 18569 28286 29487 NDI 455 2393 Gas 2815 1549 Insurance 2038 378 Caretaker 637 2404 2150 1355 Cleaning & waste distK>sal Bookings Secretsry 1185 807 731 Maintenar 7263 1449 Repaiis 4297 731 Intent 816 1176 Miscellaneous 3007 12579 Excess of Incx)rne Over ExFnditure 2467 28286 29487
0&fi6 Marfdon Willage Hall Balance Sheot as at 31st December 2021 Con801idated Fund 88 at 1st January 2020 Plus Exc838 of Incm over EX[WltUre 2467 77153 Equipment 606 National Weslminster Bank 36680 Bu8in888 ReseThe 12 New Village H811 Less Grants arKI Donations 124590 39855 77153 I have prepared th8 1rKxM and ExdItUte Account8 from the books and receipts produced to me by the TasUrer, and in my onIOn the accounts are correct and the Balance Sheet Sh the true financial position as at 31 st December 2021 J (hen MAAT AATQB