The Village Hall

Annual Report of the Chairman

for the year ending March 2009

Review of Activities

The Village Hall continues to operate efficiently and to a very high standard under the control of the Committee of Trustees, the Hall Manager Susan Everest, and the Caretaker and Bookings Secretary Janet Johnson.

The Trustees have met on five occasions during the year to discuss the operation of the Hall, its financial issues and suggestions for the future. They are supported by the Operations Committee who meet quarterly to review and plan operations for the smooth running and regular maintenance of the Hall. This committee comprises six Trustees and two village representatives.

There are now 30 organisations using the Hall on a regular basis. It is also used for private functions, weddings and for occasional meetings by a wide range of organisations. The Hall continues to be licensed to enable the Fundraising Committee and local organisations to sell alcohol at their functions, if they so choose. It is still policy that outside organisations and individuals should obtain their own Temporary Event Notices when they wish to sell alcohol.

In order to maintain the high quality of the Hall, an ongoing programme of hall maintenance is still in place and this year the Main Hall has been decorated. The ceiling above the stage area professionally cleaned along with the stage lighting. New pictures and paintings are now adorning the walls in the Main and Small Halls. A new mezzanine storage area has been built in the Storage Room to accommodate lighter screens and other pieces of equipment in order to free more space in the Storage Room.

As the Hall has to act as meeting room, theatre, dance and sports hall, there can very occasionally be a conflict of interest and requirements, such as the temperature of the Hall and use of the kitchen facilities. The Trustees continue to ask all users to be flexible and cooperate in these instances.

The Village Spotlight has unfortunately been suspended at the beginning of 2009. This is due to duplication of events with the Parish Magazine. The Village Diary is still being produced on a quarterly basis and is distributed with the Parish Magazine on these occasions.

The Fundraising Committee is still flourishing under the Chairmanship of Peter Hobbs, holding community events to ensure that funds are available to maintain and run the Hall well into the future and enable charges to be kept to a minimum for the local community. The quality of these events is so high and enjoyable that they are usually sell outs. This year they have included a 60s Disco evening, Jazz Band BBQ, Last Night of the Proms, Wonderful World of Wine, New Years Eve Dinner and Dance and a Valentines’ Dinner and Dance.

Financial Performance

Disappointingly, the year ended with a loss of £7,206, of which £6,672 was the charge for depreciation so, in cash terms, the loss was a mere £534. Depreciation, however, cannot be ignored as, only by setting money aside on this basis, will there be money available to fund replacements of equipment etc. in the future and, in the very long term, the Hall itself. The main reason is a reduction in turnover, particularly in the income from local organisations, which has been more evident in the second half of the year. It is reasonable to suppose that this is linked to the global recession that really started to bite at that time. Hiring charges were raised marginally in October 2008 and the reduction in income may reflect an adverse reaction.

As a Charitable Trust, the Trustees have an obligation to the residents in the so-called Area of Benefit and this obligation must not be overlooked in the general running of the Hall.

Again no transfer has been made to the reserve fund for future major maintenance or improvement of the Hall. Consideration continues to be made in constantly reviewing a reserves policy taking
account of the fact that the Trust's interest in the Hall is leasehold.

The Trustees have not identified any uninsured major risks to which the charity is exposed. The repair and operation of the Hall is constantly under review.

The Executive Committee met to review the salaries of Susan Everest, Janet Johnson and Daniel Hillier and a 3% salary increase has been awarded for the next financial year.

Acknowledgements

The Trustees have all worked hard during the year and most of them now have a job in the running and maintenance of the Hall. I would like to thank the Trustees and many of their spouses for the jobs they do quickly, willingly and voluntarily, and for which the Trust would otherwise have to pay an outside workforce.

I would particularly like to thank Frances Mace and her Operations Committee, Peter Hobbs and the Fundraising Committee and the Treasurer Ron Pringle. I would also like to express thanks to Rita Laws for running the monthly Coffee Morning and to Val and Muriel Wills for an excellent Luncheon Club. Ron Franklin has been an exceptional help over the past year. His expertise for designing and building major items, such as the new storage area and the sound proof doors in the Small Hall, makes him a true asset to the Village Hall.

In conclusion, I would like to thank Susan Everest, Janet Johnson and Daniel Hillier for all the dedicated and hard work they put into running the Hall so efficiently and smoothly. I would also like to thank Dave Light, the gardener, for keeping the grounds looking so neat and tidy.

This completes my third year as Chairman of the Trust, which I still enjoy and find very rewarding.

Ron Laws
Chairman

Susan Everest
Telephone: 01323 422216
Email: villagehall@eastdeanvillage.org.uk

This page last modified on: 29 June 2009