Hampton Bishop Villagers’ Association (HBVA) AGM 2025 Chair’s Report
Hampton Bishop Villagers’ Association - Charity Number 701184
HBVA continues to meet every 2 months and monitor bookings and our finances, consider actions we must take to maintain the hall in a safe and secure condition, and develop future activities. We have a regular hirer on the committee who is an active member and represents hirers interests. We have not, unfortunately, been unable to find any representation from the PC or Church, both of whom have significant interests in the hall.
As a member of Community First and ACRE we receive regular updates on guidance and legislation as it applies to Village halls.
During the last 12 months the hall has been used very regularly for parties, wakes etc, and increasingly for community gatherings to celebrate Onam, Ede, Diwali etc.
HBVA - behind the scenes
A committee meets every 2 months to monitor the hall issues and management. With a set agenda, we include H&S, Finance, Booking updates and future planning.
The Trustees
-
Chair - Val Watson (& bookings)
-
Treasurer - Jo Evans
-
Communications - Kate La Barre
-
Other committee members
-
Steve Turner
-
George Kerr
-
Peter Mulderrig - H&S advice
-
Tom Hughes, representing Hirers
To assist our hirers to understand and comply with our T&Cs we have continued to modify and use:
-
❖ pre large party/event checklists and deposits in advance to ensure we are fully informed about the nature of the event before authorising
-
❖ ‘end of event’ checklists to hirers with the keysafe code and wifi password to ensure ease of access and they understand what is expected of them
-
❖ monitored procedures for hirers to report/deal with concerns
-
➢ further work is required on this to ensure hirers with english as their second language have all the information they need.
-
❖ kept under review our H&S procedures
-
❖ kept the Hallmaster booking system updated
In response to villagers' preference in 2022, the Villagers Association produced a printed Village Scene magazine every 2 months, delivered to every parish household. The print run doubled, with the inclusion of a new estate within the parish boundary, not only increasing printing costs but requiring volunteers to deliver them.
- There is a H&S risk accessing some main road properties
AGM Chair's report 2025 page 1 of 2
-
evidence shows that only around 30% of such publications are actually read
-
enquiries were often made for information contained in the magazine e.g. contact details, adding to the evidence that the parishioners were not referring to the magazine for information
-
Future editions will be digital, published on HBVA webpage, Facebook and circulated via community Whatsapp.
To fundraise we have:
-
❖ Continued to recruit villagers to use Easyfundraising.com and so far, raised £388.08 ❖ Held a really well attended Quiz night
-
❖ Submitted a successful grant application to the National Lottery Fund
-
❖ Received financial support from the Parish Council
We’ve continued to make improvements over the past 12 months:
-
Started the gradual process of replacing chairs to replace old damaged ones
-
Improved the safety of the biodisc area by installing a gate close to the meters and replacing grass with low growing alternatives
-
Put fixed hooks on the main hall walls to enable hirers to put up decorations
-
Employed a cleaning company, who book time to clean according to occupancy
-
Replaced the main entrance doors and 3 fire exit doors to improve energy efficiency and security
-
Remote monitoring of heating system
Review of our Hire Charges
Hire charges have not changed during the year but will be reviewed during 2025.
Finance
Increased bookings maintain a fairly healthy financial position however, this is actively monitored.
HBVA Pledges for 2025
-
To respond to community and hirers feedback
-
To try to involve the residents more in what we do
-
Expand the range of events at the hall
-
Improve the local environment more, increasing sustainability
-
Reach out to people who don’t use the hall at present
-
Engage more with the young in the community
AGM Chair's report 2025 page 2 of 2
*othm J o¥ r4 Ln &n tr) r4 rrico o u ¢n • t¥ W
of40 OOWJ Ln Qri Ln rythr Ln frI ID r fripiTrioor¢ 15¥
*othm J o¥ r4 Ln &n tr) r4 rrico o u ¢n • t¥ W
of40 OOWJ Ln Qri Ln rythr Ln frI ID r fripiTrioor¢ 15¥