We are pleased to welcome Mark Singleton as a new trustee, representing the Computer Café group.
28 December 2011
As a registered Charity, Slinfold Village Hall is obliged to submit annual 'SORP' (Statement of Recommended Practice) Reports to the Charity Commission.
The Reports that we submitted for 2008-09 and 2009-10 have recently been added to the Hall's website, and the Report for 2010-11 will be added within the next few weeks.
These, and other documents relating to the running and governance of the Village Hall Charity, are available from the Downloads column of the Trustees — Contacts — Volunteers page of the Village Hall website.
24 December 2011
Some of you will know that there was a problem with the cooker after the Carol Service on 18th December, in that the hobs apparently did not work and could not be used for heating the mulled wine. Later that evening the hobs seemed to be working properly.
We have since had an engineer out to look at the cooker and he could find no problem with it: intermittent faults are, of course, notoriously difficult to identify. Nevertheless, it does now seem to be working properly - but please advise us if any further problems are encountered.
(Also, please note that the hobs operate only when the glass cover is raised: if the cover is lowered when the hobs are switched on, they will automatically turn off.)
Following complaints that the dishwasher was washing glasses with cold water, we have been in touch with the manufacturers. They have now advised us - contrary to the advice that we were originally given - that, as the dishwasher is not in regular/continuous use, it is necessary to allow a warm-up time of 60 - 90 minutes for the wash and rinse water tanks to heat up prior to use. Once the tanks have heated up, each wash cycle takes only about 2 minutes.
So please switch the dishwasher on - at the wall socket and on the front panel - at least 60 minutes before you expect to need it for washing up.
We would also remind users that the cylindrical 'plug' inside the dishwasher must be pushed in firmly (such that it needs a 'tug' to pull it out again) otherwise hot water will be continually leaking from the machine and be being replace with cold water.
22 December 2011
- The Charity Commission and various fund-awarding bodies (eg. WSCC) require a forward plan and policy on Reserves.
- In order to maintain the excellent state of the hall, an annual allocation of funds enables major fluctuation in maintenance and replacement costs to be averaged out over several years.
- Each year, the forward plan is reassessed as part of the annual inventory audit, and then the budget, including Reserves allocation/draw-down, is discussed and agreed at the AGM – which is open to all local residents. This year’s AGM agreed a net reduction in Reserves of £3.1k, in part to fund the redecoration programme outlined at the top of this article.
- More information on Reserves and their calculation is available on the Hall’s website.
- The amount of Village Hall information readily available far exceeds that previously published, and is actively being increased when volunteer resource permits. As well as the detailed information on the website, the ‘News’ column on the home page is regularly updated; and news items are included in most issues of this magazine.
- The Village Hall is a registered charity not a public body. Charities do not normally publish minutes of their operational meetings, which may include confidential business – and as far as the current Trustees are aware it has not ever been the practice for the Hall to do so.
- The Governing Document provides for the AGM to be the primary forum for accountability of the Trustees to local residents. The AGM is held in June each year and is open to all local residents, and the minutes and accounts are published on the Hall’s website.
- The majority of the trustees are representatives of local groups that regularly use the Hall – this provides an ongoing mechanism for communication between regular hall users and the Trustee body. There are also four trustees who are nominated and elected by public vote at each AGM.
- Trevor Dayneswood (as Web-Manager) has authority to develop, test and release web-site changes in line with agreed prioritisation. Mark Singleton (on behalf of Computer Café group) can develop Computer Café group page(s) in line with overall slinfoldvillagehall.co.uk guidelines. Code to be tested and released by Trevor
- Hall premises licence to be changed so that Designated Premises Supervisor (DPS) is the Management Committee, and that operational restrictions (no films Monday to Thursday) are ‘tidied-up’ to reflect experience.
- Slinfold Village Hall will not follow other halls in granting Trustees free-of-charge use of the hall for personal events.
- Delegated Authority limits changed to £150 for Minor Repairs and £250 for Urgent Work & Repairs.
- A Morris Dancing group can use the free Wednesday-night slot on a renewable six-month basis. A Furniture Restoration group can use the Parish Room, subject to them using adequate floor protective sheeting.
- Go ahead with proposal for developing new marketing materials with Hilary Bates.
Develop Google Calendar as a short-term replacement for the various Bookings / Usage Schedules currently manually produced each month. The current Bookings-to-Invoices spreadsheet will continue to be used.
- The internal and external lock codes will be changed in January, in line with Insurance Requirements and our Security Policy,
- Internal redecoration of the hall will be done this time by Adam Cheeseman. Costs will be met from Reserves.
- Stripping and re-surfacing of hall floor will be done this time by Nigel Davies of TrueClean, Southwater. Costs will be met from Reserves.
For many years we have been very fortunate to have Barbara Muller as 'Head of House' for the Village Hall, looking after its day-to-day running, checking the hall most days, supervising the cleaning, checking supplies, setting the heating to come on for hirers, putting the wheelie bins out and in, and many other routine — and often unseen — tasks, all of which are important to ensure problem-free running of the Hall for those who use it.
Barbara resigned from the Trustees some 18 months' ago, but has continued helping in these and many other ways. She has now expressed her intention of stepping down as ‘Head of House’ at the end of October, and we should like to take this opportunity to express our huge thanks to her for all the time and effort she has spent 'behind the scenes' in contributing to the smooth running of the Hall.
Volunteers needed urgently
This brings us to the continuing need for more volunteers to help with the running and maintenance of the Hall. Several Trustees already put in a lot of time and effort in ensuring the hall is kept in good condition, and many Trustees are already committed to helping other groups too. We are looking for help in two main areas:
- to help with some of the ‘House’ tasks listed above: it does not require one person doing everything, nor being committed every day — jobs can be shared; and
- help with routine 'DIY' maintenance through occasional working parties: occasional more thorough cleaning, re-painting, gutter clearing, fixing or replacing broken items — all the type of jobs you have to do to your own property.
Earlier this year we had a commercial dishwasher installed in the Hall, capable of washing a load in just 2 minutes, after initial heating. We recently had to call out the service engineer for a fault that turned out to have been 'Operator Error'. We would ask users to note that this is a commercial dishwasher, and is not operated in the same way as a domestic dishwasher. If you use it, please ensure that you read and follow the instructions carefully - if in doubt, please ask for a demonstration. In particular, it is critical to ensure that the tubular plug inside the machine is pushed in firmly — such that it needs a firm tug to remove it. If this is not done, the machine continually replaces lost hot water and fills with cold water, resulting in the wash not being hot enough, and more than a year’s-worth of very expensive detergent being used-up in just a few washes.
- As per previous discussions, the Village Hall is not subject to the FoI Act so minutes will not be made publically available, though decisions summaries will be produced for the web-site if and when time allows.
- Agreement reached with all parties regarding Rent-Free use of Hall by St. Peter's Church
- Delegated Authority limit set at £100 for Training and Documentation.
- Slinfold Village Hall to subscribe to the new AirS Village Hall service.
- External re-decoration to proceed at once with Adam Cheeseman. Costs to be met from Reserves.
- Internal re-decoration and floor resurfacing to take place over winter, once competitive quotes have been received.
Retired Trustees: We would like to express our thanks to the following Trustees who retired either during the past year or with effect from the AGM: John Ferguson (moved away from the village); Prue Duncan (who has long represented Parent & Toddlers and Short Mat Bowls); Wendy Coad (Youth Club); Margaret Dunkerton (Parish Council); and Charles Chatwin (Village Cinema).
We would particularly like to thank Charles Chatwin for his work as Treasurer for the past ten or so years. And, although she stood down as a Trustee twelve months’ ago, Barbara Muller has continued to act as Head of House while we look for people to help with the many behind-the-scenes tasks that she has so willingly and readily undertaken for very many years. Thank you Barbara for all the many hours and much effort that you have put in since time (almost!) immemorial to help keep the Hall running smoothly.
New Trustees: We are pleased to welcome three new Trustees: Monica Edmonds (representing the Parish Council); Nick Shields (Short Mat Bowls); and David Thompson, who took over from Charles as Treasurer from 1st April 2011.
Rental Charges: The AGM decided that, despite there being a small operational deficit and given the financial constraints facing us all, we should keep rental charges unchanged at present.
At the July Trustees’ Meeting, the Trustees re-elected Neil Peachey as Chairman, and Trevor Dayneswood as Vice-chairman.
Finally, you should soon see a new brass plaque in the entrance hall acknowledging — some 10 years’ late! — all those who helped towards the extension and refurbishment that gave us the excellent facilities we now enjoy.
- Neil Peachey and Trevor Dayneswood unanimously re-elected as Chairman and Vice-Chairman.
- Donation from Slinfold Society should be used toward the improvements items agreed at the recent AGM.
- External repairs to elevated woodwork to proceed as soon as possible.
- Pro-active replacement of boiler parts not required, as call-out service is good.
Village Hall Kitchen: the kitchen facilities have recently been enhanced by the addition of:
- An Autofill Water Boiler (replacing the old urn): once up to temperature (about 20 mins), almost-boiling water (96 deg C) is available ‘on tap’ for hot drinks and washing-up. For only small amounts of washing up, it may be easier and more economical to use a small amount of very hot water from the new Water Boiler rather than switch on the immersion heater for the hot tap water.
- A commercial Dishwasher with a wash cycle time of 2 mins per wash & rinse (again, after an initial heating time of about 30 mins). This is not expected to be used for small amounts of washing up, but should prove very useful for larger functions and parties.
- Trustee Indemnity Insurance agreed to cover the event of anyone challenging the Trustees’ running of the charity, at a cost of £110 per annum.
- Brass Plaque to be produced in appreciation of the all the time and effort put in to delivering the hall’s extension and refurbishment in 2000.
- We should consider taking a stall at next year’s school fair.
- No events to mark hall’s 130th anniversary, it would clash with the church’s 150th anniversary.
- Not feasible to get hirer’s electrical equipment PAT tested. It is the responsibility of the hirer to ensure the suitability of any electrical equipment that they bring in.
- For the next door code changes, cards will be numbered and kept track of.
- New web-based accounting packaged agreed at a cost of £5 per month.
- Trevor Dayneswood to be added as authorised signatory.
- Fidelity Insurance agreed to cover the event of fraudulent administration, at a cost of £10 per annum.
- External door code to be changed as per security policy.
- New Treasurer to be David Thompson
- Oven and Parish Room carpets to be professionally cleaned
- External Lettering repainting (as agreed at AGM) to go ahead once the weather improves. Costs to be met from Reserves.
The Trustees are now pleased to announce a new Village Hall website at SlinfoldVillageHall.co.uk. Please visit it, and if there is any information about the Village Hall that you cannot find and would like to see there, please let me know.
Details of each forthcoming Village Cinema are shown on the home page, together with other news items.
You may be interested in the list of organisations regularly using the hall. If any group feels they have been omitted, again please contact me. Please note that it is the responsibility of the respective group to advise of changes to their information.
People retire; they are made redundant - even retire early.
They soon find they have time on their hands; yes they do!
There are some parents whose children have moved on to a senior school not in this village.
Some of these men and women could now contribute to - or if you don't like the phrase - help - this village, the village where you live.
All sorts of things have to be done to keep it ticking so well - and to keep it up to a high standard for your children's use, for the old people, and indeed for everyone's use because, let's face it, the Village Hall is at the centre of this community. Granted, there are tennis, cricket and football clubs and the churches, but everyone can use and be entertained in the Village Hall. But a fact of life is that the team now helping out in running and maintaining it have been at it for 20 years or more and new blood is now needed.
Why not give it a try? All sorts of people are needed - YOU could be one of them.
and Vice chairman Trevor Dayneswood
21 December 2011
which covered most of the cost of the new facilities and equipment.
please contact ... .
Slinfold Village Hall A.G.M.
Monday 21st June – 7:30 pm – Parish Room
“Slinfold Village Hall Refurbishment 2000 – 2009”
a new video compilation by Jeremy Atkinson,
accompanied by tea & coffee — followed by A.G.M. (about 8:00 pm)
ØØ All residents are welcome ××