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WEST ASHTON VILLAGE HALL AND INSTITUTE

Notes for Annual General Meeting 3[rd] August 2022 at 7:30pm In the Village Hall, West Ashton

1. Apologies - Paul Pursey and Carol Hackett were unable to attend

2. Attendees:-

a. Committee – Richard Covington, Jean Robertson, Amanda Trim, Simon Alford,

Geoff Watkins

b. Villagers – Jackie Bradley, Ursula Jenkyn, Vaughan and Dawn Nichols, Jean
- Covington, Jo Watkins

3. Report - Richard Covington read out the annual village hall report

Committee 2022 – 2023 – No Change from 2021 - 2022

5. Public Questions:-

a. Jackie Bradley asked whether the committee planned to present a murder mystery. There were no plans to do so but Richard asked if Jackie or anyone would organise the event, there was no response. It was stated that the committee would support suitable events if anyone wanted to organise an event for the village
b. Jackie Bradley also asked about skittles, Church v Committee and the Sweetman cup. The committee has not considered events for the spring in the new year (2023)
c. Jackie Bradley, Ursula Jenkyn observed that the hall doesn’t seem very clean when used on Monday for Tai Chi. Evidencing that they had to sweep the floor on several occasions. Richard was aware of this on one occasion, which was subsequently checked and cleaned. The committee has had issues with the cleaner and this situation has improved. It was suggested that cleaning could be done on Monday rather than Friday.
d. Further suggestions were for a caretaker but it was unclear what the scope of responsibility would be(?)
e. Vaughan Nichols asked whether the hall would charge for the bar if a non committee member organised a village event. There wouldn’t be a charge assuming bar staff were available.

6. AGM Closed 8:10pm

WEST ASHTON VILLAGE HALL AND INSTITUTE

Village Hall report for 2021 AGM (AGM 3rd August 2022 )

Thank you to all the committee for their efforts during the past year 2021 – 2022. It remained a difficult time for everyone but the hall was gradually opened for use and is now up and running.

The committee for 2021 -2022

Chairman and Secretary Richard Covington
Vice Chair and Events Jean Robertson
Treasurer Carol Hackett
Bookings Amanda Trim
Maintenance Simon Alford
Bar Management Geoff Watkins
House Keeping Jean Robertson
Pub Nights and other Paul Pursey

The Queen’s Platinum Jubilee

The celebrations were modest but those who attended the events enjoyed themselves, particularly the broadcast of the jubilee concert. Thank you to everyone that helped at the events: Jean Robertson for decorating the hall; Paul Workman for the Friday afternoon ramble; Richard Covington for the Saturday presentation of the Jubilee concert and Paul Pursey for running the bar; Ron Pybus for the model railway exhibition; Paul Pursey, Simon Alford and Ben Ludlow for displaying their classic motor bikes; Carol Hackett, Amanda Trim and the WI for providing refreshments in the hall. Thank you to everyone who came along and shared with us the Queen’s Jubilee celebrations.

Events

Friday Coffee mornings continue to be popular, thank you Margaret Workman who has tirelessly organised them with help from Paul and volunteers.
Fish and Chip evening was successful
New Year’s Eve party with a live band
Sadly the Christmas lunch was cancelled, there was still some concern with COVID

Future Events

Barn Dance / Kali - dates 10[th] or 17[th] September
Halloween – End of October
November – Pub Night
Christmas Lunch – 11[th] December
NYE – with live band
Pub Nights continue to be popular

Page 2 of 4

WEST ASHTON VILLAGE HALL AND INSTITUTE

Bookings

Amanda reported that bookings were stable with an average of 2 external bookings per month and 6 regular sessions every week. Most bookings are from hirers who do not live in West Ashton. The regular hirers are the main stay of the hall’s income and the frequent children’s parties further boost income. It is notable that several parents make repeat bookings for children’s birthday parties held in the hall as they are impressed by the venue.

Previously Nathan had linked a Village hall mobile phone to the website but most hirers are using the email address or booking form which makes the booking procedure more efficient and easier to manage. There is a 90% conversion of enquiries to bookings. The fees for bookings have increased this year due to a rise in utility costs but the hall is generally less expensive than other local venues with the added bonus of free parking.

The occasional evening parties with a bar are always profitable. Sadly hall events with a meal and entertainment have on occasion been cancelled due to lack of support; perhaps a sign of the times that illustrates a different approach is necessary.

Thank you to Amanda who took on responsibility for bookings this year in place of Nathan who decided because of work commitments to leave the committee.

Maintenance

The hall is in good shape with the following repairs / enhancements having being undertaken.

Laurel hedge has been trimmed and the height reduced
Rear garden area is regularly maintained
Gutters, valleys have been cleaned
The hall will be decorated in August, in fact from the 8[th] August
PAT testing if necessary again?
Outside bench seats to be treated again

Thank you to Simon who took on responsibility for maintenance and has been tireless in fixing things.

Finance

The finances of the Village Hall still remain very healthy, thanks in part to Government grants received during COVID, and the generous donation this financial year of a will legacy – The money available at the year-end was £81,487.73.

Whilst hiring receipts have increased this year as we emerge from the effects of COVID, they have still not quite yet returned to pre-COVID levels - with some regular user groups not returning, or having to cancel bookings due to low numbers, and private one-off bookings taking a while to start picking up.

The feed-in-tariff received as a result of the solar panels, still provides a very useful top-up to the Village Hall funds, particularly in light of the recent increases in electricity costs.

Improvements have been made during the year with new LED lights, and flooring in the Meeting Room.

Page 3 of 4

WEST ASHTON VILLAGE HALL AND INSTITUTE

Purchase of the SumUp card machine system means the Village Hall can now take card payments as well as cash, and has proved very popular during the many and varied events held during the year.

All things considered; the Village Hall is in a very good financial position as we start the new financial year.

Thank you to Carol who took over responsibility from Jenny for finance this year.

Thank you

To all committee members and all those despite not being on the committee who have volunteered to help during the past couple of strange eighteen months.

Thank you...

Page 4 of 4

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2022-06-30-accounts

WEST ASHTON VILLAGE HALL AND INSTITUTE

Notes for Annual General Meeting 3[rd] August 2022 at 7:30pm In the Village Hall, West Ashton

2. Attendees:-

5. Public Questions:-

6. AGM Closed 8:10pm

WEST ASHTON VILLAGE HALL AND INSTITUTE

Village Hall report for 2021 AGM (AGM 3rd August 2022 )

The Queen’s Platinum Jubilee

Events

Future Events

WEST ASHTON VILLAGE HALL AND INSTITUTE

Bookings

Maintenance

Finance

WEST ASHTON VILLAGE HALL AND INSTITUTE

Thank you

Thank you...