Minutes

In attendance

R Kay, C Brown, A Tankard, B Thompson, J Ellis, D Burton, D McKenzie, S White, K Scott, M Williams. There were also 5 in the audience.

Apologies

P Thompson, S Chapman, D Dwight.

Minutes of previous AGM

CB opened the meeting and asked if every one had read the minutes of the previous meeting.

Items Arising

There were no items arising.

Chairman’s Report

RJK read the chairman’s in his absence.

Great Ouseburn Village Hall Committee AGM 2006.

Chairman’s Report

Last years AGM saw the election to office a management committee comprising a dedicated and effective team of people who, over the past year have selflessly given much of their time and energies to improving the Village hall for both the Great Ouseburn community and the more commercial users of its facilities.

Whilst in no way wishing to denigrate efforts of any preceding management committees, the new team inherited a “still to do list of items” with respect to the general maintenance and well being of the hall itself, and some more inspirational ideas in respect of larger and more costly projects.

I can report that the team set about resolving both lists with vigour and determination; with the result that over the last year much has been achieved, some of which the evidence is plain to see:- especially as we now have a full set of fluorescent lights in the main hall; things like the much improved cleanliness, the overall upkeep and maintenance despite having neither a full nor part time caretaker. Other improvements are not quite as visible like the more mundane but necessary electrical safety audit of the building’s wiring and electrical installation, the constant never ending battle with 20 year old plumbing fixtures and fittings, renewal of fire certificates and compliance with the ever changing and increasingly onerous governmental legislation relating to Public buildings etc etc.

As I am sure we are all too well aware the only thing that keeps the hall going for all to use and enjoy is continued funding; and therefore a reliable revenue stream made up of monies from its many and varied lettings is essential. The monies from occasional fundraising events or donations, whilst being welcome cannot be relied upon, with this in mind, in May last year a financial sub committee was tasked to investigate the hall’s financial viability for the coming year, with the expectation that the sub committee would make recommendations in respect of charges that would need to be made of users. The outcome was indeed that hire charges would have to increase substantially if only to cover the projected costs, and that users would have to be charged properly at an hourly rate for the time used. Initially this was not popular with all user groups, some of which find real difficulty in funding themselves, but eventually all saw the wisdom in our collective thinking; and, coupled with the new Hire Agreements that were needed to address modern legislation and which some committee members spent a considerable time researching and implementing, we now have a reasonably stable income. However given the current cost of oil these charges may well have to be reviewed again this year by the new committee.

To augment income from lettings the committee also organised a number of special events like the very successful 70s Disco evening where some of our more reserved parishioners attended in fancy dress and actually let their hired hair down, and the extremely popular St. Valentines Dance, which proved that with the help of dedicated volunteers and determination, a five course meal and an excellent evenings entertainment could be extended to those in the community who prefer a somewhat more sedate event than that of the more usual “Thrash”.

Possibly the most popular and immediately visible achievement of the committee this year has been the resurfacing and extension of the Village Hall car park. This was a co funded project with the Parish Council costing approx £11,000; and whilst some people were not too happy that some trees had to be removed initially, I am happy to report that these will be replaced along with some fencing to protect the verges in the coming weeks thereby completing a long awaited improvement to the village & hall amenities.

I think I am safe in saying that the new committee will continue to raise funds, to apply for grants, and seek sponsorship where possible towards the already ring fenced amounts allotted to many projects on the agenda, namely the Sound System with Induction Loop, the refurbishment of the kitchen & toilets together with the more ambitious projects like providing an upstairs function room & viewing platform, and a dedicated storage room for users paraphernalia.

In conclusion I would personally like to publicly thank all members of the current committee for their unstinting efforts throughout the year, and especially Chris Brown for his efforts with bacon and a frying pan at the Car Boot Sale, but more seriously who as Vice Chairman has been called upon on numerous occasions to chair meetings because of my enforced absences. I ask that you, as members of user groups and the general public continue to support this year’s committee by attending, the now public forum style, committee meetings to express your views and ideas.

Treasurers Report

AT gave the committee an overview of the accounts from the 1^st April 2005 to 31^st March 2006.

AT stated the accounts are currently 25p out and she will endvour to find the anomaly.

During the previous year the income stream was increased by.

Lettings £1691.53

Equipment hire £300

Fund raising £6535.34

During the past year we have seen a big increase in additional running cost, which have increased by £3400. The introduction of revised hall charges has and will help to the overall running of the hall. AT stated that all though the cost of energy is continually increasing we would be able to maintain the current pricing schedule for the village hall.

Great Ouseburn Village Hall

Receipts and Expenditure 1st April 2005 to 31st March 2006.



Receipts	£	Expenditure	£

Current Account	1148.21	Cleaner	3573.50
Money Manager Acc	11852.24	Cleaning materials	169.93
		Harrogate BC	500.07
		Electric Equipment	305.04
Lettings	9185.51	Electricity	818.50
Badminton/casual hire	714.30	Hamper	19.29
Hire of Equipment	312.50	Water	303.49
Fundraising	6535.34	Heating	1701.05
Electricity tokens	24.50	Maintenance	6746.06
Insurance	25.00	YRCC	25.00
Bonds	600.00	Insurance	1457.49
Interest Ent. Account	264.22	Training	211.50
Interest Treasurers Acc.	2.99	Misc	125.04
Bond Account	2.57	B. Ball expenses	1370.12

		Current Account	2621.77
		Money Manager Acc	10116.46
		Bond Account	602.82




Total	30667.38	Total	30667.13

RK commented how the cleanliness of the hall has improved vastly thanks to Pauline Philips.

SW wanted to extended the committees thanks to Elaine Welford who kindly audits the accounts free of charge.

The committee agreed to send a thank you letters to both Pauline and Elaine for their continued service.

DM raised his concerns regarding the state of the boiler. CB confirmed that the boiler is under going maintenance and parts are readily available for the boiler for the future. The new thermostat and timing switchgear has been ordered and will be installed shortly.

That conclude the Chairman and Treasures reports and CB moved the meeting forward to ask for the nominations from member organisations to be represented on the committee of management.

RK informed the committee the following had agreed to stand.

Nomination for member organisations representative to join committee of management.

Great Ouseburn Parish Council Paul Thompson

Great Ouseburn Parochial Church Council Margaret Williams

The Ouseburn Women’s Institute Sue White

Great Ouseburn Cricket Club Eric Bryant

Great Ouseburn School PTA (now called F.O.G.O.S) No one stood

Ouseburn and District Youth Club (now called T.O.Y.F) Keith Scott

Great Ouseburn Over 60`s club No one stood

Great Ouseburn Village Hall Indoor Bowling Club Don McKenzie

CB asked for nominations from the audience for up to 5 elected members.

Nominations from the audience for up to 5 elected members to be elected to the committee of management of GOVH.

CB read out the nominations

Peter Goldsmith

Jane Ellis

Chris Brown

Anne Tankard

Richard Kay

The above nominations were elected to the committee of management

Vice Chairman asked if there was any further questions form the audience.

DM asked at the next meeting if we can get a resolve to the nights which the bowling clubs have requested and take a vote on this issue.

Keith Scott thanked the previous village hall committee on behalf of the Parish Council for all their hard work and delivery the car park project in the previous year. CB expressed his thanks to the committee for all the effort they had put in over the previous year.

There was no further questions and Vice chairman closed the meeting @ 8pm.