Yelling Village Hall Management CommitteeAnnual General MeetingMinutes of the meeting held on Friday 22 May 20091.Procedure of the meetingThe Secretary read the Minutes of the previous AGM held on 9 May 2008, which had been published on the village website (www.yellingvillage.co.uk).2Chairman’s report2.1The Chairman’s report is set out below. It was read out at the meeting by the Vice-Chairman.2.22008/9 was a good year for the Village Hall, with significant improvements made to the facilities in the installation of a disabled toilet and decoration of the hall, and also a good uptake of events organised by the trusty band of hard-working volunteers.Once again residents and Friends of the Village Hall have contributed to the cost of keeping the hall in good condition and this means that the finances were in good shape at the end of the financial year.2.3Regular users continued their valuable support over the year and the Management Committee are grateful to them for providing an ongoing focus for community activities.They are all worthy of mention:
Social Club – regular openings on Friday, Saturday and Sunday
WI – monthly meetings on Tuesdays
Art Group – regular weekly sessions on Thursdays
Parish Council – regular meetings
HolyCrossChurch – annual events such as Harvest Supper, Church Fete and Flower festival
2.4In addition, the Events Committee were very active this year, organising a wide range of activities, many of which were sold out (because of maximum capacity of the hall). The village relies on their ideas and enthusiasm and hard work in putting together and promoting these events. They are also valuable opportunities for fund raising towards the upkeep of the hall and special thanks to all those who donate prizes for our many raffles, as well as those who sell and buy the tickets.Highlights of the year were:
Chinese New Year supper (Feb)
Festive week (June) : Rounders match and BBQ ; childrens’ party; Ladies’ pamper evening; Folk concert; Barn Dance
Produce Show (Sept)
Italian Night (Oct)
Quiz Night (Nov)
Christmas Fair (Dec)
2.5Private hirings are also most welcome.These cover a wide range of activities from private parties and events, family occasions, and day time training events.The Hall is getting to be known as good value for money and a great venue for all ages.2.6The Matthew Dean memorial trophy, awarded to a young person making a contribution to village life went to Alex Zwetsloot.2.7We are very fortunate to have the Village Hall as a community resource. It gives us a valuable opportunity to come together both to celebrate being part of our village and to share with each other life’s highs and lows. It has been difficult year for many residents and we know that money is still quite tight for many families so I would like to say a big thank you to everyone who has played an active part in the Village Hall this year and hope to see this continue for many years to come.3Treasurers report3.1The Treasurer presented her audited accounts for the financial year, 12 months ended 31 January 2009 as circulated to those present.3.2Income for the year was £12,236 compared with £9,953 in 2008.Donations from the Social Club had increased (£4,626 compared with £3,033) together with other donations (£2,924 compared with £1,406). The gift aid on the sale of the HBOS shares was still to be claimed. However income from rent had fallen (£487 compared with £1,217). A one-off grant of £1,800 had been received from Hunts DC towards the cost of the disabled toilet. 3.3On expenditure, there was a significant decrease in repairs and maintenance (£4,048 compared with £9,523 in 2007/8).The cost of electricity for the year (£2,029) appeared to be much higher than anticipated but the account was £500 in credit at the end of the financial year. Oil was £1,233 compared with £955 the previous year.3.4Gordon Ascroft proposed the formal adoption of the accounts, seconded by Charles King.4Matters arising and questions4.1John Tack asked for clarification of the assets held in bank accounts.It was noted that the current account was well in credit (£5,068 compared with £1,568 in 2007/8).However, both the crisis fund (£42) and Nat West Reserve account (£20) were now almost depleted and would be consolidated into the main account.4.2When asked about buying oil, it was confirmed that there was an ongoing top-up arrangement with Shelford Oil.It was suggested that shopping around might bring the price down.5Election of members to the Village Hall CommitteeThe existing members of the Committee stood down, as was customary.Anna Upton had now moved away from the village and confirmed that she would be unable to stand for election for 2008/9. No immediate replacement was identified and Anna agreed to carry on for a short period to enable a hand over during the year. The following were re-elected en bloc for 2008/9:Colin Griffiths (Chair)Vacany (Treasurer)*Linda Newbold (Secretary and WI representative)Elly Peal (PCC)Mick Revell (Social Club)Phil Jackson (Parish Council)David Bint (Vice-chair, and Chair of Events Committee)Tracy ZwetslootDenis Hamilton-RimmerIan Newbold - Auditor*Secretary’s noteAt their meeting on 22 July 2009 members of the Village Hall Management Committee proposed and seconded Penny Bint for the office.Penny was thereby duly elected Treasurer.
Events committee members are;