Yelling Village

3.1 The Chairman (Colin Griffiths) reported the fundraising efforts were continuing and ongoing improvements made to the fabric of the building. Having attended to the rewiring and ceilings in the previous year, attention was focussed this year on the exterior - repairing and replacing woodwork, guttering, fencing, and the front porch which was near to collapsing. In addition, the Social Club had funded a new flat roof for the bar/cellar extension. Work inside had been done to the kitchen floor and surfaces and procedures put in place to ensure that all Health and Safety standards were being fully met. In terms of decoration, new curtains were put up in the hall - these also provide a blackout facility when the hall is used for training events and presentations during the day. The Social Club have also been improving the look of the bar area, and a new carpet was fitted at Easter.

3.2 Commenting on work in progress, Colin reported that Hunts DC had given a grant for the installation of a disabled toilet. Work was already underway to convert the outside toilet block to bring this into use as a suitable facility for anyone who is not able to access the upstairs toilets. At the same time, it is planned to redecorate the upstairs toilets. The Committee have agreed that the next main project will be the replacement (or restoration) of the railings at the front of the hall. This will improve the overall look of the village hall and, given its setting in a cluster of historic buildings, will benefit all residents.

3.3 Colin reminded everyone that whilst the village hall was valued by all user groups, it was still heavily reliant upon the Social club as its main income stream. There had been a recent dip in private bookings but thanks are due to Penny Bint for recently taking on the co-ordination of the bookings.

3.4 It had been the first year for the award of the Mathew Dean memorial trophy. This was awarded to a young person for a positive contribution to the village and in 2007 the trophy went to Olivia Bint for her helping out at many village activities. Colin encouraged everyone to put forward nominations: a reminder would be circulated in the autumn and the trophy presented at a prominent village event.

3.5 Colin thanked all who contributed to the success of the village and in particular, he thanked Ian Newbold (for his professional services as auditor), Anna for her work as treasurer, Tracy for her work on maintaining the premises, and Denis for all the work he has put in to upgrading the building. Colin also praised the work of the Events Committee for their hard work in organising successful and enjoyable activities for the village, as well as making a crucial contribution to maintaining a viable finance footing for the hall. Again, he stressed the importance of the link with the Social Club as the main user. He urged everyone to support the hall in whatever way they could (eg through events, donations, fundraising and hiring) to generate the income needed to keep it in good condition.

4 Treasurers report

4.1 Anna presented her audited accounts for the financial year, 12 months ended 31 January 2008, as circulated to those present.

4.2 Income for the year was £9,553 compared with £11,500 in 2007 but the difference was largely explained by the successful campaign in 2007 to raise approximately £6.5k specifically for the electrical work. Other fund raising and donations in 2008 had brought in £4.2k. Hire charges rose to £1,217 compared with £557 in 2007 but have since dipped again.

4.3 On expenditure, there was an increase in repairs and maintenance (£9,523 in 2008 compared with £5,688 in 2007) but a portion of that was because of late invoicing for parts of the electrical/ceiling work. However, the Village Hall has largely used up its reserves plus the money raised for refurbishing the hall. The main other area of expense was the cost of fuel. The high cost in 2008 (£1,697 compared with £561 in 2007) was due to an underestimate of the standing order in previous years which had resulted in the hall being £1000 in arrears. The standing order was increased from £37 to £173 to cover the underpayment. Anna expects this to stabilise at about £1000 for the year and is keeping a close eye on meter readings to ensure that billing is accurate. The variation in oil costs (£955 compared with £1,238) was down to the timing of filling the tank.

4.4 Overall, Anna reported that the events had raised £2,816 which had made a great contribution to the finances. There was a regular income stream from the Social Club which covered the day to day running costs. More money was coming in for the next financial year (eg sale of HBOS shares) and would be used for refurbishment projects.

4.5 Phil Jackson proposed the formal adoption of the accounts, seconded by Mick Revell.

5 Events Committee

5.1 In David Bint’s absence, Anna gave a brief report on the activities for the last year. The list included the following, with associated profit in brackets:

Bollywood Night (raised £369 in this financial year, with a further £180 in previous year); Wine tasting ( £202); Fashion show ( £345); Quiz Nites (£154 combined); Treasure hunt (£138); Barn dance (£798); Cycle ride (£90); Pub games (£162); Xmas fair (£110).

6 Matters arising and questions

Tina asked the Committee to consider expanding the age-range for the award of the Mathew Dean memorial trophy as, given the current demographics in the village, very few would currently qualify.

7 Election of members to the Village Hall Committee

The existing members of the Committee stood down, as was customary and after noting that nominations would still be welcome for a replacement secretary, the following were re-elected en bloc for 2008/9:

Colin Griffiths (Chair)

Anna Upton (Treasurer and WI representative)

Linda Newbold (Secretary)

Elly Peal (PCC)

Mick Revell (Social Club)

Phil Jackson (Parish Council)

David Bint (Vice-chair, and Chair of Events Committee)

Tracy Zwetsloot

Denis Hamilton-Rimmer

Ian Newbold - Auditor

Committee Members

Minutes of meetings

Yelling Village Hall Management Committee

Annual General Meeting

Minutes of the meeting held on Friday 9 May 2008

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