UPTON-BY-CHESTER VILLAGE HALL

28 Heath Road, Upton, Chester, CH2 1HX

www.uptonbychestervillagehall.org.uk

Registered Charity No. 520128

MINUTES OF THE ANNUAL GENERAL MEETING OF

UPTON VILLAGE HALL – 20^TH NOVEMBER 2006

Present:

Mr. R. Parker Chairman Mr. P. Pearn Vice Chairman
Mr. P. O’Neill Secretary/Treasurer Mr. N. Draper Maintenance Manager
Mrs. N. Turton Trustee Mrs. J. Smith Trustee
Mr. G. Newton Trustee

Mrs. B. Smith, Mrs. S. Edwards, Mr. K. Roberts, Mrs. C. Wilbraham, Mrs. J. Draper, Mr. H. Halliwell, Mr. M. Lowe, Mrs. S. Austin, Mrs. A. Roberts, Mrs. I. Wallington, Mrs. J. Windsor, Mrs. F. Langman, Mr. N. Subramawa , Mr. C Hewitt

1. Apologies
Mr. A. Bambroffe, Mr. C. Bowell, Mr. G. Bassett, Mrs. T. Simon, Mrs. E. Case, Mr. T. Doogan.

2. Minutes of the AGM held on 25^th November 2005
The minutes were accepted as a true record, proposed by Mrs. Smith and seconded by Mrs. Wilbraham. They were then duly signed by the Chairman.

3. Matters arising from the minutes
There were no matters arising.

4. Reports from:

a. Chairman
The Chairman said that “Undoubtedly, the most significant event since the last AGM was the successful completion of our new kitchen. This has been universally admired, and the highly complimentary comments from professional caterers give Phil Pearn and the
4-SCORE team, who were responsible for this major undertaking, the perfect seal of approval. The official opening was marked by a ‘Grand Celebration Dinner’ with sophisticated musical accompaniment and this was vastly enjoyed by all who attended. Well done Phil O’Neill!
The Hall continues to be well used for social events, and the Autumn and Spring Cheshire Rural Touring Network productions by the Hat Stand Opera and George Telfer have been very well attended. The recent History Society ‘Tapestry of Music’ event and dinner was equally enjoyable and had the added advantage of involving our local primary schools in the afternoon.
The very active help and support of Upton Heath School, particularly during the Village Hall refurbishment period, was recently marked by a presentation of class photograph albums.
I am sure that all Hall users are familiar with the quite excellent Village Hall website, which not only supplies accurate booking information in a clear and attractive format, but also provides a wealth of information about our Hall and the activities of the various groups. This website and its regular update is the responsibility of Phil Pearn, and thanks and congratulations are due from all associated with our Hall.
Hall bookings and finance remain in a healthy state. Changes occur, for instance the Hammond School left us in July of last year, but this was due to new premises being made available to them which were ‘state of the art’ in ballet terms, and their move was not in any way due to dissatisfaction with our Village Hall. New youth activities have begun, such as ‘Enjoy-a-Ball’, whilst the older generation have begun a very successful series of Tea dances. Our excellent sprung floor, lovingly cared for by Norman Draper and his maintenance team, is an important factor here.
I would like to mention here the excellent cooperation we enjoy with our colleagues at Upton United Reform Church and Holy Ascension. They have helped us with both bookings and the loan of furniture, and there have been several occasions where we have been able to return the compliment.
Finally, I am sure that all Hall users would wish me, in my capacity as Chairman, to thank and congratulate the executive committee for all that they have achieved over the past year.”

b. Hon. Treasurer
The Hon. Treasurer presented a comparison of income and expenditure with the previous year.
For the year ended 30^th April 2006, income was £66,990 against expenditure of £86,701 leading to a deficit of £19,711.
Income was £46,004 higher than the previous year, and included grants of £51,750 which contributed significantly to the funding of Project 4-SCORE.
Expenditure was £65,453 higher than the previous year. Repairs & Maintenance and Hall Renewals were kept to a minimum as we concentrated on progressing Phase 2 of Project 4-SCORE, expenditure on which amounted to £75,941 during the year.
Notwithstanding the significant deficit over the year, our year end reserves were still a respectable £11,769.

c. Social Committee
Mr. Parker reported on the two highly successful Cheshire Rural Touring Network events that were held during the year, and that our next event in the Spring was currently being negotiated. He went on to say that it was not just the events that were organised by the Village Hall committee that made up our social calendar, but that many of the user groups held their own social events which were an important part of the community.
Mr. Halliwell asked for more effective publicity of events such as the Drama production and the new Tea Dance sessions. It was agreed that user groups were encouraged to advertise on the notice board, but that due to lack of space we have to be quite strict about what goes on the board, and any advertising for events at other locations will be taken down.

d. Booking Secretary
Mr. Pearn was pleased to announce that every user group now had at least one e-mail contact which greatly assisted communications. The 2007 calendar was now up on the website and we were now taking casual bookings. As yet the 2008 calendar only contains bookings for those groups that have to arrange events a long way ahead, in order to book speakers for instance.
As a result of the publicity the Hall has received, and the existence of the website, we are getting an increasing number of enquiries for bookings. As a result we are in the process of tightening up the booking rules for private events.

e. Maintenance Manager
Mr. Draper reported that the Hall floor had been sanded and resealed in the Summer, and that we would shortly be conducting a trial by polishing a section of the floor.
Potholes in the car park will be repaired this week and we will also be putting down IN & OUT markings and signs and lines for disabled parking. Mrs. Austin praised the new ramped entrance and said that it would be preferable if the disabled parking provision could be on that side of the building.
Interior and exterior decoration will probably now be left until completion of the next phase of 4-SCORE.
The meeting was asked to please make note of any maintenance items in the Maintenance Book which is checked regularly. Also if there is an electricity trip, users must inform Norman Draper or one of the Committee so that we can ensure that vital equipment, such as the boiler, are working for other users.
It was the strong view of the meeting that we had to install lighting under the stage and that if this was on a time delay it had to be for at least 20 minutes. The Board of Management undertook to pursue this as a matter of priority. In addition, it was felt that the lighting in the main entrance was too dark. The cover for this light will be cleaned and if it is still too dark an alternative will be pursued.

f. Project 4-SCORE
The remaining work on the Project between now and our 80^th anniversary in two year’s time consists of three areas. Firstly, the lighting and temperature control in the main Hall. This week we will be blacking out the skylights as a trial (for maybe 6 months) to decide just how important is having daylight. Users will be encouraged to provide a considered, written response after a reasonable period of time. We will be seeking professional advice on all green and eco aspects and in particular will be using the Carbon Trust for advice on such aspects as solar gain from the skylights. All this analysis and consultation should put us in good stead when it comes to applying for a grant, which we will need.
The second area will be the refurbishment of the Committee Room, and the third area will be an overhaul of the electrical system. The need for more power points throughout the building was well understood.

5. Election of Trustees for the year 2006-2007
Proposed by Mr. Halliwell and seconded by Mrs. Langman, the current Trustees were re-elected unanimously:
Mr. R. Parker Mr. P. Pearn Mr. P. O’Neill
Mr. G. Newton Mrs. E. Case Mr. N. Draper
Mrs. N. Turton Mrs. J. Smith

6. Any Other Business
Mrs. Langman observed that the Hall was once again acquiring a lot of rubbish, such as the old chairs on the stage, a tea trolley and a clothes trolley. It was agreed that the Drama Society will be asked to remove what belonged to them and the rest would be dumped.
In response to a comment that the dustbin lids don’t fit, Mr. Pearn said that we had already received a recommendation from the fire service to change the bins for metal ones and if possible re-site them. We are currently looking for a single, larger metal bin with a hinged lid.
Mrs. Langman asked if we know if users are selling alcohol. Mr. O’Neill said that it was made quite clear in the terms and conditions of hire that the Secretary must be informed if alcohol is to be provided at a function and permission must be obtained if alcohol is to be sold because the hirer will have to apply for a Temporary Events Licence of which we are only allowed 12 per year. He went on to inform the meeting of the Government’s decision to remove the requirement for Village halls to have a Designated Premises Supervisor if they want an alcohol licence. This amendment to current legislation is at the consultation stage. The Board of Management has already agreed that as soon as this becomes law we will apply for a full alcohol licence, which will very much simplify the whole issue.
Mr. Hewitt said that the piano needs tuning. It was felt that it is not too bad at present and is perfectly good enough for current uses. Furthermore, even when tuned to the best of its ability it will never be good enough for a professional pianist.
Mr. Newton told the meeting about the forthcoming evening of Christmas carols and secular readings, with the Salvation Army band, to be held on 22^nd December.
Mr. O’Neill thanked users for their response over the Key Holders Register which was almost complete. In due course all key holders will be issued with numbered tags.
Mr. Subramawa concluded with a vote of thanks for the work done by the Board of Management over the last year.

There being no other business, the meeting closed at 8.30pm.