Minutes of the AGM held on Wednesday 12th May 2010

 

1.      Attendance: Attendance: Steve Walmsley (SW) (Chair), Steve Campbell Kelly (SCK), Roger Button (RB), Selina Taylor (ST) (Clerk), Sarah Stevens (NT), John Jenkins, Trevor & Marion, Jo & Jeff Higgins, Vicki James, Eira Button, Gill Evans, Jenny Venables, Chris & Dai Cann, John Furneaux, Sarah Walmsley, Mary Beynon, Jo Eagles, Judith Harry, Pauline Bevan
2.      Apologies:  Anne Morse-Jones (AMJ)  (Vice Chair), Sally Thomas (ST2), James Beynon (JB), Nicola Rees (NR), Doreen Leighton, Lynne & Barry Taylor, June & Dudley Thomas,
3.      Minutes of the last AGM: Were signed as correct.
4.      Matters arising:  JF asked if point 6 had an outcome.  SW said no.
5.      Election to posts: Chair: SW was proposed by SCK, RB 2nd.  Vice Chair AMJ was proposed by SW, RB 2nd.  Treasurer SCK was proposed by SW, RB 2nd.  SW was proposed as the hall rep by RB, SCK 2nd. 
6.      Report from the 2009-10 chair:  SW addressed the meeting and said that the attendance was generally good from councillors, but the greatest number of residents that we have had is about three.  If there are items that you want to talk about, contact us and come to meetings.  Main discussion items have been: Footpaths – always very good response from SCC footpath department.  New footpath map has been created, largely by RB and seems to be going down well.  Highways – is a big problem.  Things are reported and usually we don’t get a response.  Occasionally they come down and do some jobs, usually to an unsatisfactory standard.  We have had more complaints about resurfacing than anything else that has been done.  SW said that the big pothole at Kimley Moor has been reported and also by a number of residents, but it has not yet been filled.  PB said that she sent an email about the resurfacing and someone was down within two hours.  JF said that we should contact the head of the department in order to make them move.  SW asked the public if they send a letter to let us know so that we can refer to the letter when we write.  Parking on The Green; SCK and JB have been busy placing the stones on The Green to stop the parking there and it seems to be solving the problem.  Had to liase with Penrice for this.  SW thanked SCK and JB for their work on that. SCK then gave a short Treasurer’s Report:  VJ asked what the average precept per property was.  SCK said about £10-£12.  SW said if people think that the precept is wrong, they should tell us.  GE asked what the precept was and SW said that the precept is added to the Council Tax bill in order to fund RCC.  SW said that other thing is that RCC are thinking about is gifting the car park to the village hall, since they use it and get the benefit from it.  It will make it more secure for the hall for the future.  SW said we are going to make the decision at the next meeting and residents should make their opinions known either prior to, or at that meeting.
7.      Questions from the floor:  JF asked SW to outline the thinking behind the car park.  SW said that 2 things, for past x years income from car park has gone to hall and also public liability issue with car park being used by hall when they are not owner.  Also if SCC seized the asset, then the car park would be in hands of unitary authourity.  GE asked if any loss to RCC by gifting the land.    RS asked what likely solicitors costs are going to be.  ST to enquire before next meeting. 
VJ asked who the councillors are and how many places there are within RCC and if there are any places to be filled.  SW names the councillors and concluded that we are a full council at the moment.

Meeting closed at 20:02.

 

 

Village Hall AGM 2010

 

1.       Apologies: Peter Venables
2.       Minutes of the last meeting:
Error: para 4 –three separate committees and typos at paras 5 and 8. Corrected and signed by Chair.
3.       Matters Arising:
None
4.       Chair’s Report:
SVW thanked Trustees for the hours spent in making things work and thanked Jo and meeters and greeters and others who are less formally involved but who help in events etc
Trustees are trying to keep hall and BH at high specification – including new showers. We need to keep income at high level – need volunteers and for people to support events etc. Committee actively encourages membership and helpers.
The bunkhouse operation is successful, is working and is financially viable.
5.       Treasurer’s Report

Accounts

    • Current balance is £9k at end of financial year
    • Pauline has continued to give generations donations from book sales – she was thanked for this
    • Capital spend on facilities and development =£13k including rails in garden
    • Cancellation policy was outlined in response to question from Roger Button
    • Income and outcome from month to month – overall is positive
    • Income = £100k over three years

Sustainability

    • Trend in income over last four years – drop in 2009/10 owing to recession. Impact of price increase not known.
    • Running costs – always lower than income – but are high. Need to keep ahead and keep margin growing. Aim to have at least £30k income per year from BH.
    • Monthly booking trends were presented.
    • Occupancy – we are ahead this year. Late bookings anticipated for late June, July and August. Mainly up to three nights.
    • Aim = to increase length of stay.

Successes

    • Garden completed – Development is now finished.
    • Shower refurbishment completed
    • Guest survey – good feedback
    • Helping other communities with advice regarding their hall developments
    • Card payments – used by 22% of guests – costs £208 – enables us to take bookings off the street
    • Bunkhouse bond explained.
    • Website – have joined groupaccommodation.com and have secured a £900 booking as a result. Bunkhouse calendar on line. Effectiveness of search facility presented.
    • Prospects for coming year are good.

More promotion and marketing

    • Marketing sub-committee has been formed
    • VisitWales accreditation to be arranged
    • Intention to increase advertising of hall as well as bunkhouse: away days potential; work with outdoor adventure companies
    • New website is being developed for BH exclusively
    • Domain names purchased recently to increase access to website

Forward Planning

    • Financial plan will be available next month – to include costs, services, sustainability, procedures
    • Thanks to volunteers, RCC, Jo, Tina, Partners and generosity of the whole community .
    • Rob Symberlist was also thanked for his dedication and hard work.
6.       Nomination of committee members:
Church                                               Jenny Venables       
Chapel                                               Mary Beynon
RCC                                                   Steve Walmsley      
Youth Club                                       Vicki James
Keep Fit                                             Sarah Walmsley     
Wednesday Club                                     Sam Shaw
WI                                                              Gill Evans


Nominations from the floor:  John Furneaux, Helen Griffith, Judith Harry, Rob Symberlist, Pauline Bevan, Jo Eagle, Marian Potts, Sarah Stevens, Jeff Higgins. Nominated en-masse. 
Any further volunteers are very welcome either to join the committee or to offer assistance during events and for maintenance etc.
7.       AOB / Questions
JF – thanked Sarah and Steve for their hard work and efficient housekeeping and upkeep; their availability and willingness to respond to all emergencies and their generous loan for the shower improvement. 
The meeting closed at 21.15.