Davis Hall Meetings and Annual Report

 

MINUTES from before June 2018 available on request .

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The Davis Hall, West Camel

Registered Charity Number 1070729

Howell Hill, West Camel, Yeovil, Somerset  BA22 7QX

 

 

DRAFT MINUTES of the meeting held at 7 p.m. on Friday 8th June 2018 in the Committee Room

 

PRESENT:

Chairman:  Brian Broomfield

Vice Chairman:  Kathy Miller Hunt

Treasurer: Lena Morgan

Secretary:  Mary Gordon

Bookings Secretary:  Rob Gordon

Derek Street, John Saunders, Peter and Sue Agland, Graham Wreford, Jenny Down, Carol Mellish, Simon Mellish.

Nominees:  Kim Bailey, Alison Stevens, Jeff Smallwood

Joan Saunders, Barry Gadsden, Les Stevens, Nick Hill(St. Michael’s Scottish Dancers)

 

APOLOGIES:  Peter Moore, Bob MacLellan, Iain Aird, Jean Cowan, Kate Kirkham

 

  • The Trustees Annual Report, having been circulated was agreed to be an accurate record and accepted unanimously.

 

  • The independently examined accounts for the year 1st April 2017 to 31st March 2018 were approved and accepted unanimously.

Meeting closed 19.10hrs.

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The Davis Hall, West Camel

Registered Charity Number 1070729

Howell Hill, West Camel, Yeovil, Somerset  BA22 7QX

 

DRAFT MINUTES of The Annual General Meeting

held on Friday 8th June 2018 in the Committee Room at 7.15 p.m.

 

PRESENT 

Chairman:  Brian Broomfield     Vice Chairman:  Kathy Miller Hunt     Treasurer: Lena Morgan

Secretary:  Mary Gordon     Bookings Secretary:  Rob Gordon

Derek Street, John Saunders, Peter and Sue Agland, Graham Wreford, Jenny Down, Carol Mellish, Simon Mellish.

Nominees:  Kim Bailey, Alison Stevens, Jeff Smallwood.

 

Joan Saunders, Barry Gadsden, Les Stevens, Nick Hill (St. Michael’s Scottish Dancers)

 

APOLOGIES:  Peter Moore, Bob MacLellan, Iain Aird, Jean Cowan, Kate Kirkham

 

AGM18:01  MINUTES of the AGM held on 3rd June 2017 were circulated and approved at a meeting on 05.08.2017.

 

AGM 18:02  ANNUAL TRUSTEES REPORT  having been approved at the previous meeting, was presented.

 

AGM 18:03   CHAIRMAN’S REPORT  Brian Broomfield thanked retiring officers and welcomed newcomers.  He was pleased to report another successful year had passed and that the future looked assured for the years to come. (Report filed in Minute Book)

 

AGM 18:04  TREASURER’S REPORT AND PRESENTATION OF ANNUAL ACCOUNTS

Having been presented, accepted and signed at the previous meeting the accounts for the year

1st April 2017 to 31st March 2018 were presented.  Thanks to be conveyed to Cressida Goslin for once again being our Independent Examiner and to Lena for all her years looking after the funds and books.

 

AGM 18:05  ELECTION OF TRUSTEES

This year sees several changes:

 

Current Trustees

Chairman: Brian Broomfield                             Bookings Secretary: Rob Gordon

Vice Chairman:     Kathryn Miller-Hunt           Secretary: Mary Gordon

Treasurer: Lena Morgan                   

 

Representatives

All Saints Church                                                  Derek Street (retiring, Founder)

Art & Craft Group                                                Carol Mellish

Camelot Music Night                                           Iain Aird (retiring)

Camels Short Mat Bowls                                    Jean Cowan

Computer Club                                                     Peter Naylor

Cool Country                                                         Bob MacLellan(Founder)

Gardening Club                                                    Sue Agland

Methodist Church                                               Peter Moore (Founder

Model Railway Society                                       Simon Mellish

Theatre Group                                                      Peter Agland

Thornford Dancers                                              Graham Wreford (Founder)

West Camel Parish Council                                Jenny Down

Western Dancers                                                 John Saunders

 

Building Works sub committee: Simon Mellish and Graham Garrett

Lunch Club and general information are covered by Committee Members Lena Morgan and Mary Gordon

 

Nominees:  Kim Bailey,  Alison Stevens,  Kate Kirkham,  Jeff Smallwood (All Saints Church)

Four ‘Founder’ members of the Trustees were invited to stand down in order to accommodate the four new members without exceeding the numbers stipulated in the Trust Deed.  Founders will be most welcome at meetings and will receive Agendas and Minutes.  Iain Aird is unable to attend meetings and has stood down.

Jeff Smallwood will represent All Saints Church.

Kim Bailey has agreed to be Treasurer.

Alison Stevens has agreed to be Minutes Secretary .

Kate Kirkham has agreed to be Bookings Secretary.

These three were nominated by Mary Gordon and Seconded by Lena Morgan and accepted unanimously.

Remaining Trustees were re-elected en bloc as below:

 

Chairman: Brian Broomfield                             Bookings Secretary: Kate Kirkham

Vice Chairman:     Kathryn Miller-Hunt           Admin Secretary: Mary Gordon

Treasurer: Kim Bailey                                         Meetings Secretary:  Alison Stevens                             

 

Representatives

All Saints Church                                                  Jeff Smallwood

Art & Craft Group                                                Carol Mellish

Camels Short Mat Bowls                                    Jean Cowan

Computer Club                                                     Peter Naylor

Cool Country                                                         Bob MacLellan(Founder)

Gardening Club                                                    Sue Agland

Methodist Church                                               Peter Moore (Founder

Model Railway Society                                       Simon Mellish

Theatre Group                                                      Peter Agland

Thornford Dancers                                              Graham Wreford (Founder)

West Camel Parish Council                                Jenny Down

Western Dancers                                                 John Saunders

Davis Hall Cinema                                                Rob Gordon

Lunch Club                                                            Lena Morgan

 

Model Railway Society and Projects Sub Committee         Simon Mellish

 

MG to check with Graham Garrett whether he wishes to remain on the Projects sub-committee.

 

All regular hirers had been invited to put forward a representative with the very satisfactory result that almost all hirers are represented across a wide variety of interests

 

AGM 18:06  CARETAKING REPORT  David Torrance continues to clean once a week with hirers keeping an eye throughout the week and ensuring the Hall is ready for the next hiring.  There were no outstanding problems to report

Les Stevens suggested it might be worth installing a battery to store electricity from the Solar Panels.  MG to meet with Les to ensure we are getting as good a return as possible from the system.

 

AGM 18:07 USER GROUP COMMENTS  Simon Mellish requested that the store room be locked during parties as Railway layouts have been interfered with.  Key to be kept with other keys.

Feedback from occasional hirers has been very positive on all aspects of the hall and continues to bring in increasing numbers of childrens’ parties.

Short Mat Bowls and Thornford have had no further problems since they store their possessions in a cupboard.

 

AGM 18:08  QUESTIONS AND COMMENTS

St. Michael’s Scottish Dancers, as very regular hirers, would like to hold a key.  All in favour.  MG to supply key.

Meeting closed at 20:08 hrs.

 

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DRAFT MINUTES of the meeting held on Friday, 8 June 2018 immediately following the Annual General Meeting.

 

Present: Brian Broomfield; Kathy Miller-Hunt; Kim Bailey; Alison Stevens; Mary Gordon; Lena Morgan; Rob Gordon; Derek Street; Peter Agland; Sue Agland; John Saunders; Graham Wreford; Jenny Down; Carol Mellish;  Simon Mellish; Jeff Smallwood;

Joan Saunders; Barry Gadsden; Les Stevens; Nick Hill (St Michael’s Scottish Dancers).

 

Apologies: Peter Moore; Bob MacLellan; Jean Cowan; Kate Kirkham.

 

18:15 Declaration of Acceptance of Office and GDPR – a document was circulated for signing by all trustees present  .

 

18:16 Election of Officers

Chairman – Brian Broomfield agreed to continue for a further year.

Vice-Chairman – Kathy Miller-Hunt.

Treasurer – Kim Bailey

Booking Secretary – Kate Kirkham

Meetings Secretary – Alison Stevens

Admin Secretary – Mary Gordon

 

18:17 Minutes of the previous meeting held on 6 April 2018 had been circulated and were agreed to be an accurate record and signed.

 

18:18 Treasurer’s Report

Bank current account balance                   £  2,441

Base rate savings account balance             £12,230

Total funds                                            £14,671

 

Lena, as the retiring Treasurer, had prepared a draft budget for the coming year (18:18a).  A loss of £1,528 had been suffered during 2017/18, mainly due to the works to the car park, but it was anticipated that 2018/19 should see a profit in the region of £7,500, based on the information available.  No large projects have been planned.  Lena thanked everyone for their patience over the last few years.

Rob G proposed a vote of thanks.

 

18:19 Bookings

Rob reported healthy bookings, with a monthly average turnover of £1,100.  Summer months are usually quieter with more bookings anticipated from September to November, but they were expected to reach the forecast level.

Two handover sessions had been held between Rob and Kate, with further contact as matters arise, to ensure a smooth transition.

A vote of thanks was made to Rob.

 

18:20 General Data Protection Regulation (GDPR)

See note 18:15.

As the Davis Hall is not a private dwelling it had been necessary to pay for a CCTV licence.  This is now displayed on the statutory notice board.

 

18:21 Caretaking Maintenance and Repairs

This item was covered at the AGM.

The floor in the gentleman’s toilet will be monitored as it may need some attention.

18:22 Events – list of forthcoming events:-

 

Day Date Event
Saturday 23 June Model Railway Exhibition
Wednesday 27 June Camelot Music Night
Friday 29 June Film – Find Your Feet
Saturday 30 June Village Fete

Cam’s Kitchen – Italian Evening

Friday/Saturday 21/22 July Proctor Wedding
Wednesday 25 July Camelot Music Night
Thursday 26 July Film – Paddington 2
Friday to Sunday 27-29 July Art Exhibition – Wales Barn Group

 

An appeal was made for raffle prizes for the Village Fete

 

18:23 User Group Comments

Rob Gordon mentioned that, following Mary’s visits to other halls, it was apparent that the Davis Hall hire charges are low by comparison.  It was felt there was no urgency to increase the charges as costs are being covered but that they should be reviewed in the near future.

 

Lena Morgan advised that the new monthly charge from OneCom for the broadband is a fixed fee.  However, the phone is not covered by this and any outgoing calls made will mean an additional charge.  This is to be monitored.

Mary Gordon agreed to review the current hall policies to see if anything needs changing or updating.

DATE OF NEXT MEETING – 3 August 2018   (apologies from Peter and Sue Agland)

Meeting closed – 20:20

mg10.06.18

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MINUTES of the meeting held on Friday, 3 August 2018.

 

Present: Brian Broomfield; Kathy Miller-Hunt; Kim Bailey; Alison Stevens; Lena Morgan; John Saunders; Bob MacLellan; Graham Wreford; Jenny Down; Carol Mellish;  Simon Mellish; Jeff Smallwood;

 

Apologies: Peter Agland; Sue Agland; Mary Gordon; Rob Gordon; Derek Street; Peter Moore; Jean Cowan; Kate Kirkham.

 

18:24 Minutes of the previous meeting held on 8 June 2018 had been circulated and were agreed to be an accurate record and signed.

 

18:25 Treasurer’s Report

Bank current account balance                   £ 3,954.40

Base rate savings account balance             £12,233.29

Total funds                                            £16,187.69

 

Kim reported that she had registered the change of office with Barclays.  Advising other suppliers would be done as and when invoices are received.  SSE however, had been spoken to by telephone and updated their records.

 

18:26 Bookings

Booking enquiries had been received from:-

  • The Young Farmers’ Union for Bingo Night – confirmed for Friday, 2 November 2018
  • Vicky Helyar (newly qualified Zumba instructor) regarding holding classes in Davis Hall. As Vicky is a former resident of West Camel it was agreed that, although this is a commercial venture, a preferential start-up rate would be offered for the first 4 works to then be reviewed.  It had been suggested that Wednesday night might be available between 5.45-6.45, but after speaking with Mary Gordon it was agreed that this would be difficult at the end of each month with the setup for the music night.  A message was left with Vicky suggesting either Monday or Friday between 5 and 6 pm but she had yet to respond.

 

The use of the hall lighting and sound equipment by hirers was discussed.  It was suggested that we investigate moving the controls behind the stage and having a basic setting, which most hirers would use and others would then be able to reset at the end of their sessions. (Derek and Barry Gadsden to be consulted). It was also suggested that a separate charge should be made for the use of this facility, rather than having it included in the basic hire charge – to be discussed further at the next meeting.

 

Simon asked whether the Proctor Wedding booking had been charged even though the hall was not required that weekend (due to the good weather), as regular events had been cancelled to accommodate them.  A fee had been paid and they made use of the hall car park.

 

Jeff advised that the next 4 film bookings had been confirmed.  Alison agreed to liaise with Rob to confirm the dates for the diary.  There was also the potential to show a ‘one-off’ film about the spitfire, which is only 1 hour long and therefore not suitable for the normal film night.  The date is to be confirmed.

 

18:27 Caretaking Maintenance and Repairs

Graham Wreford reported that the third window down on the far side of the hall will close but not lock.

 

The state of the footpath access to Fore Street was discussed.  Peter, from Avalon Surfacing who had laid the original path, had been to assess it and advised it would need to be replaced as it was beyond repair.  He had quoted for using edging boards, as it is now, or kerbing.  It was agreed that the kerbing would potentially be more of a trip hazard, and hindrance to the mowing team.  Further quotes are to be obtained, including one from the Patio and Drive Company who had done several driveways for village residents – Jeff to provide contact details.

There had been some confusion over the solar panel contract.  Kim confirmed she had spoken to SSE and our current contract is due to expire on 31 January 2019.  If we wish to change we will need to advise them before 1 January 2019.  Kim mentioned that no FiT payments are being made on any new customers so we need to confirm whether changing our contract to a different supplier would class as ‘new’ and therefore not attract any payments.  FiT payments are made on the full amount generated.  It was felt that generation currently seemed low.  Alison to liaise with Mary about the control panel instructions for the heating and hot water systems.

 

Simon mentioned that the perimeter hedge required trimming and felt that it should be done twice a year.  Chris (the tree man) to be approached, but may be unable to do this until September due to nesting birds.

 

The floor coverings in the gentlemen’s toilet and the kitchen need some attention.  Need to check whether Mary is organising quotes.

 

18:28 Events – list of forthcoming events circulated with agenda:-

Date Event
04/08/18 Bible study group
03/08/18 Davis Hall committee meeting
04/08/18 Cool Country
18/08/18 Gardening Club Annual Flower Show
29/08/18 Camelot Music Night
31/08/18 Film Night – ‘Darkest Hour’
01/09/18 Cool Country
05/09/18 Computer drop in
06/09/18 West Camel Parish Council meeting
26/09/18 Camelot Music Night
28/09/18 Film Night

 

Carol mentioned that the Art Group have booked the hall for an exhibition on Sunday, 21 October 2018.

 

18:29 General Data Protection Regulation (GDPR)

The policy review was deferred to the next meeting.

 

18:30 Amendment to title deed

A draft amendment concerning the format and numbers for the management committee was read out.  It was agreed that the Projects Sub Committee was no longer required so Alison would update the amendment and bring it to the next meeting for ratification.

 

18:31 Correspondence

A letter had been received from the West Camel Theatre Group enquiring about the purchase of raised staging.  Lena provided additional information and it was agreed that further details should be obtained, giving particular regard to storage and cost.

 

18:32 User Group Comments

It was mentioned that the Davis Hall is one of the cheapest local halls available for hire.  It had been agreed at the last meeting that a review of our charging prices should be undertaken.  A comparison should be made to other hall prices and a 3 year projection of income and expenditure prepared.  Caution should be observed to ensure that use of the hall does not decrease.

 

Lena requested that a note be circulated to regular user groups to ensure that a ‘2nd in command’ to deal with the hall lock-up etc was in place.  Alison agreed to type something to be circulated by Kim with next month’s bills.

18:33 Any Other Business

A list of required hall maintenance to be prepared to aid with prioritising what needs doing.

A vote of thanks was made to Brian for the PAT testing regarding the hall electrical equipment.

DATE OF NEXT MEETING – 5 October 2018

Meeting closed – 20:40

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MINUTES of the meeting held on Friday, 5 October 2018.

 

Present: Brian Broomfield; Kathy Miller-Hunt; Kim Bailey; Alison Stevens; Lena Morgan; John Saunders; Bob MacLellan; Graham Wreford; Jenny Down; Carol Mellish;  Simon Mellish; Mary Gordon; Rob Gordon; Jean Cowan; Kate Kirkham.

 

Apologies: Peter Agland; Sue Agland; Derek Street; Jeff Smallwood;

 

18:34 Minutes of the previous meeting held on 3 August 2018 had been circulated and were agreed to be an accurate record and signed.

 

18:35 Treasurer’s Report

Account £
Bank current account balance 3,878.97
Base rate savings account balance 13,744.86
Total funds 17,623.83

Kim reported that the reward savings account currently attracted an interest rate of 0.4%.

 

18:36 Bookings

A review had been made of the current rental charges and it was agreed that the rates would not be changed until January 2020.

 

As Treasurer, Kim stated that we are happy with the level of income but mentioned that costs are increasing and will need to be covered in the future.  We are all pleased that the hall is well used with plenty of regular bookings.  One-off bookings and weekend rates are currently negotiable but the use of facilities needs to be taken into consideration.  It was felt that a fair rate should be charged (basic £10/hr) with consideration for whether light and sound is used, and different rates for kitchen usage.

 

As Booking Secretary, Kate asked for some guidelines to be agreed when negotiating the one-off/weekend bookings, perhaps to take into account what other halls may charge and the nature of the event.  Rob Gordon agreed to meet with Kate to discuss.

 

Storage rates are to change with effect from 1 January 2019:-

The Railway Club, currently paying £8/mth would see an increase to £10/mth and continue to be invoiced on a monthly basis.

The Little Barn Theatre Group is to be charged £5/mth (currently paying nothing), and had emailed their agreement.  An annual invoice will be raised for £60 on 1 January.

The Bowls Club will also be charged £5/mth as above.  Jean agreed on behalf of the club.

Cool Country will be charged £3/mth (currently paying nothing), with an annual invoice of £36.  A discussion followed about the improper use of some of the Cool Country equipment, specifically fans, which cannot be currently stored in their locked container.  It was agreed the issue would be looked into, with the potential of purchasing fans specifically for hall use in the warmer weather.  Roof-space extractor fans were also suggested for use in the summer and would be added to the ‘wish list’ alongside repairs and renewals.  Cool Country would see about putting something in place to secure their equipment.

 

It was also confirmed that users have their own insurance for any equipment stored at the hall.

 

As the hall is licensed for PPL (Phonographic Performance Limited) and PRS (Performing Rights Society), Cool Country enquired as to whether they would still need to purchase their own license, as they are currently.  Mary Gordon agreed to check.

 

18:37 Caretaking Maintenance and Repairs

Quotes for the replacement of the footpath through the playarea had been received as follows:-

  1. Avalon Surfacing and Construction Co Ltd – £7,060.00 plus VAT = £8,472.00
  2. Patio and Driveway Company Limited – £8,812.00

Both quotes included replacing the current wooden edging with something similar as was raised at the last meeting.  Simon suggested that perhaps the concrete edging would be more suitable and longer lasting.  It was agreed that Alison would go back to both parties and ask for updated quotes to include the concrete edging, and ask about the potential of getting the work done next spring.  It was felt by those present that it would be worth applying to the Community Benefit Fund for a contribution towards the work of up to 50%.

 

Mary Gordon mentioned that she was organising two quotes for the work to be done with the kitchen, foyer and toilet flooring.

 

During the fire alarm check the engineer had mentioned obtaining further smoke alarms for the loft areas, and that the alarm could not be set off from the new storage area.  Kim mentioned the possible use of wireless smoke alarms as had been installed at the B&B.  The extension to be checked with Keith Tingey but it was noted that this was not a designated fire escape route.

 

18:38 Events – list of forthcoming events circulated with agenda:-

Date Event
08/10/18 Bridge lessons – to be weekly
09/10/18 Bridge lessons – to be weekly
17/10/18 Bible study group
20/10/18 Quiz night
22/10/18 Gardeners’ club
26/10/18 Film Night – ‘Journey’s End’
28/10/18 Guide Dogs tea dance 3-6pm
31/10/18 Camelot music night
01/11/18 West Camel Parish Council meeting
02/11/08 Young Farmers’ Bingo
07/11/18 Bible study group
21/11/18 Bible study group
28/11/18 Camelot music night
30/11/18 Film night ‘The Hatton Garden Job’

 

18:39 General Data Protection Regulation (GDPR)

This item is to be removed from the next agenda.

 

18:40 Amendment to title deed

As this has now been agreed this item will be removed from the next Agenda.

 

18:41 Correspondence

Mary Gordon informed the meeting that the Premises License Inspection had been completed online.

 

An enquiry had been received from the BIU Group as to whether we would consider reinstating the clothing bank on behalf of the Dorset & Somerset Air Ambulance.  As there were still issues with access for collection it was agreed not to have another one.

 

A quotation had been received regarding the temporary staging and replacement chairs.  This was around £9k, which would include safety rails and 40 chairs, giving 3 tiers with 12 seats on each level.  This is a modular system with no spanners or screwdrivers required for assembly.  A sample chair had been provided but other chairs were to be investigated.  It was agreed that applications to the Lottery and Viridor would be made to fund any purchase agreed.  Kath Miller-Hunt agreed to investigate the potential of hiring raised seating.

18:42 User Group Comments

There were no further comments.

18:43 Any Other Business

DATE OF NEXT MEETING – 7 December 2018

Meeting closed – 20:35

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MINUTES of the meeting held on Friday, 7 December 2018.

Present: Brian Broomfield; Kim Bailey; Alison Stevens; Lena Morgan; Jeff Smallwood; Mary Gordon; Rob Gordon.  Barry Gadsden from 7.50pm

 Apologies: Carol Mellish; Simon Mellish; Kathy Miller-Hunt; Peter Agland; Sue Agland; John Saunders; Bob MacLellan; Derek Street; Kate Kirkham.

18:44 Minutes of the previous meeting held on 5 October 2018 had been circulated and were agreed to be an accurate record and signed.

18:45 Treasurer’s Report

Account £
Bank current account balance 4,647.00
Base rate savings account balance 15,249.00
Total funds 19,896.00

Kim reported that the electricity contract with SSE had been renewed for a further 2 years, until February 2021.  Other contractors will not continue with the FiT rate payments so it was agreed to be beneficial to stay with our current suppliers.

The Ansvar Insurance policy for the hall buildings has been renewed at a cost of £1,128.42 (£60 increase on last year).

The Parish Council have written to confirm they will once again meet the costs of fuel and servicing for the community mower.

A quote had been received to change the 3 blown double-glazing panels for £308.37, with an additional £50 to carry out the annual door adjustment service.  This was accepted.

 

There is currently no wording in the Financial Policy with regard to expenditure and authorisation.  It was agreed that a note be added to the fact that any expenditure under £200 did not need to be authorised beforehand; expenses over £200 but less than £500 would need prior authorisation by the treasurer; and expenses of £500 would need the prior approval of the committee.  Expenses are only claimed by current committee members.

 

18:46 Bookings

In Kate’s absence, Kim mentioned that bookings were still good and paid on time.  The only outstanding rent is for SCC.

Mary mentioned that John Saunders had asked if Cool Country would be charged for use of light and sound under the new charging scheme.  They had attended the training on use of the equipment and made their own settings, without assistance from Derek.  Rob offered to speak to Kate about Cool Country.

After discussion it was agreed there would be 3 levels of charging:-

  • Use of hall only
  • Use of hall with light and sound equipment
  • Use of hall with light and sound equipment and assistance with setup.

Georgie, from Yoga, had queried the increase in the hire rates from 2020.  It was agreed that her Yoga class could use the committee room free of charge for the 4 nights they are unable to use the main hall due to Gardening Club events, but that the increased rate would apply to the use of the main hall.

 

18:47 Caretaking Maintenance and Repairs

Kitchen flooring – Mary confirmed she was still awaiting one further quote, which is due to arrive after 15 December 2018.  There is a split in the foyer and the gents’ toilet area is not good but not considered dangerous.  It was proving quite difficult to obtain like-for-like quotes with regard to taking out fittings or ‘cutting around’.  Mary and Lena agreed to coordinate regular cleaning of the men’s toilets.

Revised quotes for the replacement of the footpath through the playarea, to include concrete edging (as agreed with the Parish Council), had been received as follows:-

  1. Avalon Surfacing and Construction Co Ltd – £9,910.00 plus VAT = £11,892.00
  2. Patio and Driveway Company Limited – £9,057.00 plus VAT = £10,868.40

It was agreed to accept the Patio and Driveway Company Limited quote, and to arrange for works to be carried out next spring.  Alison would prepare an application to the Community Benefit Fund for a contribution towards the work of up to 50%.

It was raised that we might ask Yarlington Housing, who are responsible for the Fore Street end of the pathway, about improving wheelchair/mobility scooter access at the bottom, near the railings.  Alison to write a letter.

Other matters raised that require attention were:-

Bottom bolt on the external door to the new storage area – MG/BB

Window blinds not closing correctly – MG

Outside light requiring new bulb – MG

 

Sound and lighting access

Barry Gadsden kindly came and spoke to the meeting regarding access and use of the lighting and sound equipment.  As it stands currently, the system is setup and operated from the gallery, usually by Derek Street.  The feasibility of this going forward was discussed.  Derek, Barry and Chris Kirkham have kindly agreed to put together details of options regarding updating the system to enable basic operation from the stage area, but still bearing in mind the needs for the village panto.  Barry shared a copy of a flow chart from Cerne Abbas hall detailing their ‘quick start’ method for their audio-visual system.

The committee recognised the time and effort put in by both Barry and Derek, and their commitment to try and find a ‘fool proof’ system that would ease the burden.  Jeff Smallwood agreed to help with putting together a table showing current usage by hirers and meeting their needs.

Once details and potential costings are known it was suggested that a possible lottery funding application may be submitted.  This can only be done once every four years.  It was agreed to shelve the purchase of new staging for the time being, in favour of the upgraded audio-visual system, which is more pressing.

18:48 Events – list of forthcoming events circulated with agenda:-

Date Event
12/12/2018 Wincanton Falcons
14/12/2018 Film Night
15/12/2018 Jive
16/12/2018 Sound Healing
16/12/2018 Private party
22/12/2018 Thornford Dancers
28/12/2018 Railway Club Xmas show set up
29/12/2018 Railway Club Xmas show
31/12/2018 Cool Country

 

18:49 Correspondence

No further correspondence other than quote received as above.

 

18:50 User Group Comments

Lena mentioned that it was necessary to order more oil – 500l a time as there is a risk of theft.

The coffee morning are looking for more volunteers.

18:51 Any Other Business

DATE OF NEXT MEETING – 1 February 2018

Meeting closed – 20:35

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Minutes of Feb and April to come: MG

 

 

 

 

 

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MINUTES of the meeting held at 5.30 pm on Friday, 7 June 2019 in the Committee Room

 

PRESENT:

Chairman:  Brian Broomfield

Treasurer:  Kim Bailey

Meetings secretary:  Alison Stevens

Admin secretary:  Mary Gordon

Bookings Secretary:  Kate Kirkham

 

Lena Morgan;  Rob Gordon ; John Saunders;  Peter Agland;  Sue Agland;  Jenny Down;  Carol Mellish;  Simon Mellish;  Jeff Smallwood;  Jean Cowan ;

Joan Saunders;  Sally Palmer.

 

APOLOGIES:  Vice Chairman:  Kathy Miller Hunt;  Peter Naylor;  Graham Wreford;

Peter Moore;  Bob MacLellan ;  Derek Street.

 

19:16    The Trustees Annual Report, having been circulated was agreed to be an accurate record and accepted universally.

 

19:17    The draft accounts for the year 1 April 2018 to 31 March 2019 were presented to the meeting.  Sally Palmer had started an external check of the accounts.  As the annual turnover was below £25,000 there was no requirement to seek an Independent Examination.  However, Kim felt that as this was her first year as Treasurer, she would like the Trustees to agree for this to be carried out to ensure the correct procedures were being followed.  This was seconded by Simon Mellish and it was agreed by all that Sally should proceed with the Independent Examination.  Sally confirmed this would be at nil cost.

 

The Trustees expressed their thanks to Kim for her hard work over the last year.

 

Meeting closed 17.40 hrs.

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MINUTES of the Annual General Meeting

held on Friday, 7 June 2019 in the Committee Room at 5.45 pm

 

PRESENT 

Chairman:  Brian Broomfield

Treasurer: Kim Bailey

Meetings secretary:  Alison Stevens

Admin secretary:  Mary Gordon

Bookings Secretary:  Kate Kirkham

Lena Morgan; Rob Gordon ; John Saunders; PeterAgland; Sue Agland; Jenny Down; Carol Mellish; Simon Mellish; Jean Cowan; Jeff Smallwood.

 

Joan Saunders; Sally Palmer.

 

APOLOGIES:  Vice Chairman: Kathy Miller Hunt; Peter Naylor; Peter Moore; Bob MacLellan;

Derek Street; Graham Wreford.

 

AGM 19:18  MINUTES – of the AGM held on 8 June 2018 had been circulated, and were approved and signed on 3 August 2018.

 

AGM 19:19  ANNUAL TRUSTEES’ REPORT – having been approved at the previous meeting, was presented.

Trustees’ Report for the year 1 April 2018 to 31 March 2019

The Charity’s governing document is the Trust Deed, the original copy of which is held by Batten & Co, Solicitors, Mansion House, Yeovil Somerset BA20 1EP.

 A Committee of 6 people will be formed each year and Representatives of User Groups will make up the remainder of the 16 Trustees.  Additional members of the Committee can be co-opted at normal meetings.  Anyone with a regular booking over twelve months is entitled to a representative.

 There are no paid staff.  Trustees receive no remuneration.  Out of pocket expenses on behalf of the Davis Hall are repaid. 

 The Charity’s Bankers are: Barclay’s Bank plc, King George Street, Yeovil, Somerset

 Our Insurers are Ansvar Insurance (through M Wood Insurance Services Ltd) 

Policy Number CCP2211976

 

The object of the Trustees is to provide a village hall for the use of the inhabitants of the Parish of West Camel in the County of Somerset without distinction of political religious or other opinions, including use for lectures and classes and for other forms of recreation and leisure time occupation with the object of improving the conditions of life for the said inhabitants.

 

The Trustees are pleased to report that these objectives continue to be met and that a diversified range of uses is successfully catered for without detriment to regular local user groups.  The Theatre Group encourages all age groups to enjoy the stage facilities; The Model Railway Society caters for a very large number of train fanciers, again of all ages, with a separate track layout for children and mobile exhibition layouts.  Lunch Club and Art and Craft provide activities for all comers and Thursday Morning Post Office/Bakery, Greetings Cards and Coffee Morning has gained sales of local produce including free range eggs, plants and seasonal fruit and vegetables.  All Saints Church and The Methodist Church (The Combined Churches) hold their monthly ‘Teatime’ welcoming all denominations to worship in a relaxed, sociable atmosphere.  Gardeners Club membership remains at a high level.  Once a month Camelot Music Night, with a variety of live performers from teenagers to ‘old stagers’, continues to thrive.  There are now two Yoga sessions each week and weekly Pilates remains popular.  Increased Bridge Lessons on two days a week are popular. Many of our ‘occasional bookings’ have become regular occasional bookings, returning each year.  Various training sessions and workshops swell the daytime bookings and birthday parties continue to increase.  Feedback from users of the Hall is vital in providing a basis for review and forward planning.

 

Fundraising activities, including the successful monthly Film Night, and generous donations from users, support the fabric of the building and provide for additional equipment.  Fundraising also provides entertainment for parishioners of all ages.  Our Premises Licence is comprehensive and covers any event anticipated in the Hall.  The Digital projector and automatic screen, lighting and sound systems add to the range of equipment we are able to offer to prospective hirers.

This year’s accounts show a surplus for the year of £9,294 and a credit balance of £22,426 at the year end.  Significant expenses were :-

Water boiler replacement; deposit for blind replacements; window and door glass replacements.

Routine maintenance to water heater, Boiler, Fire Extinguishers, Fire Alarm and Intruder Alarm are carried out on an annual basis.  Routine risk assessments are carried out throughout the premises providing a record of any problems and how and when they have been solved.  Repairs and Maintenance are dealt with as they arise by the Trustees.

Portable Appliance Testing is done on an Annual Basis each April.

The annual inventory reveals very few losses or breakages so we can meet our 120 crockery and cutlery places advertised.  The Lunch Club provided a new fridge freezer for the Committee Room, which is useful for storing Lunch Club food and bar use.

Minutes of regular meetings show clearly defined processes for maintaining and running the hall and continuing satisfaction among user groups.  Trustees continue to look for opportunities to broaden the user base.    The Davis Hall website (www.davishall.co.uk) has earned good feedback and is the main source of new bookings.  The Calendar is popular and the ‘Cinema’ section gets regular ‘hits’.

Cleaning continues on a voluntary basis with the assistance of David Torrance working on a self-employed basis for up to two hours each week.  Contracts are renewed annually.  Tree Surgeon Chris Lee has carried out hedge cutting.  Window Cleaning is done professionally two or three times a year as necessary.

The removal of the bund, which was replaced with a sound deadening 6’ high fence and hardstanding, to the east of the car park has provided a much needed additional parking area.

Grass mowing is done by a group of volunteers on a rota basis, using the Parish Mower in return for a contribution towards running costs and fuel.  This fee has been waived for three years.

The ‘Lending Library’ continues with books donated by the public.  We are indebted to Debbie Pledge, for looking after the Library.

The Computer Club provide a PC with High Speed Broadband connection, printer and scanner for the benefit of the Parish for which we are most grateful.

 

It has been another busy year providing a facility that more than meets the objectives set out.  The regular high level of bookings reflects the fastidious care for the Hall shown by all users and caretakers, and the repeat bookings reflect not only the condition of the Hall but the welcoming atmosphere afforded by all involved in running it.  Trustees continue to put in considerable effort to maintain the premises, including the car park and surrounding area, in good shape.

 

AGM 19:20   CHAIRMAN’S REPORT – Brian Broomfield thanked everyone present for all their hardwork and support during his time as Chairman, with thanks to Kim for her year as Treasurer.

As Brian had decided to step down as Chairman and a Trustee, he was heartily thanked by all for his ‘years of Chairmanship’ and a card was presented to him.

 

AGM 19:21  TREASURER’S REPORT AND PRESENTATION OF ANNUAL ACCOUNTS

The draft accounts for the year ended 31 March 2019 had been presented and approved at the previous meeting.  The final accounts will be brought to the next meeting in August, following the Independent Examination by Sally Palmer.

 

AGM 19:22  ELECTION OF TRUSTEES

 

Current Trustees

 

Chairman: Brian Broomfield

Vice Chairman: Kathryn Miller-Hunt

Treasurer: Kim Bailey

Meetings secretary: Alison Stevens

Admin secretary: Mary Gordon

Bookings Secretary: Kate Kirkham

 

 

 

Representatives

All Saints Church Jeff Smallwood
Art & Craft Group Carol Mellish
Camels Short Mat Bowls Jean Cowan
Computer Club Peter Naylor
Davis Hall Cinema Rob Gordon
Gardening Club Sue Agland
Lunch Club Lena Morgan
Model Railway Society and Projects Sub Committee Simon Mellish
Theatre Group Peter Agland
West Camel Parish Council Jenny Down
Western Dancers John Saunders
Cool Country Bob MacLellan(Founder)
Methodist Church Peter Moore (Founder)
Thornford Dancers Graham Wreford (Founder)

 

Jeff Smallwood would be stepping down as a Trustee with Jenny Down taking over as the All Saints Church representative on behalf of the Parochial Church Council (PCC).

As Bob MacLellan had not been well and will retire as the representative for Cool Country, John Saunders agreed to take over.   Mrs MacLellan remains the contact for billing.

Brian Broomfield is to step down as a Trustee.

 

Taking into account the above changes the Trustees were re-elected en bloc as follows:-

 

Chairman:

Vice Chairman: Kathryn Miller-Hunt

Treasurer: Kim Bailey

Meetings secretary: Alison Stevens

Admin secretary: Mary Gordon

Bookings Secretary: Kate Kirkham

 

Representatives

All Saints Church Jenny Down
Art & Craft Group Carol Mellish
Camels Short Mat Bowls Jean Cowan
Computer Club Peter Naylor
Cool Country John Saunders
Davis Hall Cinema Rob Gordon
Gardening Club Sue Agland
Lunch Club Lena Morgan
Model Railway Society and Projects Sub Committee Simon Mellish
Theatre Group Peter Agland
West Camel Parish Council Jenny Down
Western Dancers John Saunders
Methodist Church Peter Moore (Founder)
Thornford Dancers Graham Wreford (Founder)

 

All regular hirers are invited to put forward a representative with the very satisfactory result that almost all hirers are represented across a wide variety of interests

There are potential spaces for new Trustees regarding Cool Country and the Methodist Church.

AGM 19:23  CARETAKING REPORT  David Torrance continues to clean most weeks for 2 or 2½ hours.  Hirers are responsible for keeping an eye throughout the week and ensuring the Hall is ready for the next hiring.

There had been occasional issues when the hall was hired for a private party and the floor had not been left as clean as would be expected.  A discussion followed on the best way to deal with this issue, with one suggestion of including mats in the main hall by the fire doors when these are left open and people use them as access points, especially during the warmer weather.  It was felt that dealing with returnable deposits would cause too many issues at this time.  Simon offered to help with evening closures if required.

Concern was expressed about the use of the wrong cleaning products on the hall floor.  Instructions are provided with the hire agreements as to how the hall should be left for the next user and all cleaning substances and equipment are clearly labelled.

It was felt that perhaps we could do with another Trustee to join the Projects and Maintenance Committee.

AGM 19:24 USER GROUP COMMENTS  Kate mentioned that as Booking Secretary she receives a large number of positive comments from hall users as to the standard and facilities available.  The hall is sometimes difficult to book due to its popularity.

AGM 19:25  QUESTIONS AND COMMENTS

There were no further questions or comment.

Meeting closed at 18:05 hrs.

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MINUTES of the meeting held on Friday, 7 June 2019 immediately following the Annual General Meeting.

 

Present: Kim Bailey; Alison Stevens; Mary Gordon; Lena Morgan; Kate Kirkham; Rob Gordon; Peter Agland; Sue Agland; John Saunders; Jenny Down; Carol Mellish;  Simon Mellish; Jean Cowan.

Joan Saunders; Sally Palmer.

 

Apologies: Kathy Miller-Hunt; Peter Naylor; Derek Street; Graham Wreford; Peter Moore; Bob MacLellan;;.

 

20:01 Minutes of the previous meeting held on 6 April 2018 had been circulated and were agreed to be an accurate record and signed.

 

20:01a Election of Officers

As Brian had stepped down as Chairman and a Trustee, Lena Morgan was nominated by Mary Gordon, seconded by Simon Mellish, and unanimously agreed upon to be the new Chairman.

 

Chairman – Lena Morgan.

Vice-Chairman – Kathy Miller-Hunt            (to be confirmed as not present at the meeting).

Treasurer – Kim Bailey                             (proposed – Lena Morgan; seconded – Simon Mellish)

Meetings Secretary – Alison Stevens        (proposed – Mary Gordon; seconded – Kate Kirkham)

Admin Secretary – Mary Gordon               (proposed – Alison Stevens; seconded – Pete Agland)

Booking Secretary – Kate Kirkham            (proposed – Simon Mellish; seconded – Sue Agland)

 

20:01b Declaration of Acceptance of Office and GDPR – a document was circulated for signing by all trustees present            .

 

20:02 Treasurer’s Report

Bank current account balance                   £  2,571.88

Base rate savings account balance             £13,278.95

Total funds                                            £15,850.83

 

There were currently two outstanding invoices regarding hirings:-

  1. Rachel Shore (private party £34) – Kim had been assured Rachel would pay upon returning from holiday. Two chasers had subsequently been sent.

 

  1. Radio Club (5 bookings during March £40) – Bob Harris from Galhampton has not been well. Simon agreed to pass on a reminder invoice via Pete Tilbury.

 

The Trustees agreed that Kim should try two further chasers with Rachel for the outstanding £34 and, if nothing is forthcoming, write the amount off as a bad debt.  No further bookings would be taken from Rachel Shore.

 

The booking process is working well with Kate taking the bookings and issuing the hire agreements and Kim raising the invoices.

 

20:03 Bookings

Kate reported plenty of bookings into 2020 and beyond.

There had been a report of the gate not being locked properly but mostly there were no issues of concern.

IT for online bookings had been considered, such as ‘Hall Master’.  The Trustees agreed this should be investigated further and potential costs examined.  A sub-committee would be formed to look at requirements and software available.  Kate K; Kim B; Mary G; and Lena M agreed to action this.

 

20:04 Caretaking Maintenance and Repairs

This item was covered at the AGM.  Further items were raised as follows:-

Simon asked about the policy for paying bills regarding larger projects, such as the replacement flooring.  He felt that the completed work should be checked before final bills are paid.  A ‘bubble’ that had appeared in the flooring near the cleaning cupboard is to be dealt with.

 

A circuit board in the kitchen water heater had been replaced under warranty.  Richard Hooper had kindly given his time free of charge – ALS to write a letter of thanks.

 

The additional blind is to be fitted on Tuesday.  The question was raised regarding the additional cost.  Also, MG to enquire as to whether there is a way to secure the blinds when windows and doors are open.

 

The Kitchen door had been done earlier that day.

 

The Parish Council had asked that the verge to the top side of the driveway be re-instated where the Water Board had been digging.  ALS agreed to write to Wessex Water regarding the works that had taken place on Howell Hill and explain that we are now unable to mow the visibility splay at the driveway entrance to the hall.

 

20:05 CORRESPONDENCE

There had been no further correspondence, other than those items already discussed above.

 

20:06 USER GROUP COMMENTS

MG had reviewed the current hall policies to see if anything needed changing or updating.  An addition had been suggested for the Hiring Policy as follows:-

‘While occasional booking fees can be set at the Booking Secretary’s discretion, best practice demands that there should be a discussion with the Treasurer and one other Trustee before the rate is altered from the regular booking rates.

Occasions such as wakes, charity events and emergencies are the most usual events to fall into this category.

Anyone borrowing equipment is asked for a donation and is expected to pay for the replacement of any breakages.’

 

All policies were reviewed and the addition to the Hiring Policy agreed.

 

20:07 ANYTHING TO BE DISCUSSED BEFORE THE NEXT MEETING

The timing of the meetings was discussed as Peter Naylor had mentioned he was unable to make the earlier time of 5.30pm due to other commitments.  As the majority of the Trustees were able to make the earlier time it was agreed to continue the meetings at 5.30pm where possible.

 

DATE OF NEXT MEETING – 2 August 2019 5.30pm

 

Meeting closed – 18:42