MINUTES OF THE
ANNUAL GENERAL MEETING
OF THE
KING'S SOMBORNE VILLAGE HALL MANAGEMENT COMMITTEE
(Registered Charity Number 301866)
26TH OCTOBER 2006
Village Hall, 7.45PM
Present:
Representing
Doug and Carolyn Stammers
Melanie Lee,
Jo Finch
Football Club
School Association
Parish Correspondent, Somborne Players & Somborne
Society
Somborne Singers
Bowls Club
Footpath Walks
Twinning Association
Village Hall Caretaker
Bill & Margaret Sutton
Bill Fletcher
Joy Hunt
John Green
Joyce Weeks
Eileen Reynolds
Penny Ward
Sue Byram
David Bidwell
Margaret Burgess
Vicky Burden
Stephen Burgess
Frances (Show?)
Terry & Nola Mackintosh
Gordon Pearson
Parish Council
Village Hall Committee
Village Hall Committee
Chairman Village Hall Committee
WI
Somborne Society
Somborne Society
WELCOME
Chairman Stephen Burgess welcomed everyone present.
APOLOGIES FOR ABSENCE
Sue Jackson
Sharon Geary Harwood
Belinda Baker
Carolyn Ryan
Michaeal Hunt
Badminton Group
Village Hall Committee
Children and Toddlers
Yoga group
Somborne Society
MINUTES OF LAST AGM HELD 7TH JULY 2005
The minutes of last AGM were agreed and duly signed.
CHAIRMAN'S REPORT/MAINTENANCE
Stephen Burgess summarised his report:
 Bookings have increased, testimony he felt to fact that renewing facilities helps ie
the toilets
 The priorities for the Management committee continue to be redecoration,
fundraising and coping with an ageing infrastructure
 Sub committee is still working on the Kitchen refurbishment
 Fundraising events such as the Trafalgar ball whilst providing good social
entertainment they are not always hugely profitable. The Ball took a lot of work and
thanks were given to everyone who helped. Stephen was particularly grateful as he
had a very busy year personally and had covered for the Treasurer who resigned
during the year
 Stephen has transferred the Hall accounts to a company of accountants to keep
things in order
 The cost of the accountants was covered by a donation
 Moviola has started and will continue monthly
 Joyce Weeks was thanked for her continuing hard work in looking after the Hall
 Stephen wishes to resign as Chair of the committee but offered to continue in the
absence of anyone else to replace him.
ACCOUNTANTS FINANCIAL REPORT
 The Accounts have been confirmed and signed off
 Receipts are up but fundraising is reduced compared to previous year
 The Carnival share out was down as Carnival didn't happen in August
 It is hoped the Arts and craft fund will generate some income in 2007
 Cleaning and maintenance costs are kept to a minimum
 The Oil tank is topped up as a policy now as opposed to letting it run low before
refilling
 Utility costs have increased
 Costs for fundraising up but events are more elaborate
CARNIVAL UPDATE
 The Carnival accounts are due to be published along with the main accounts in next
two weeks. Stephen will forward copies to anyone who would like one and a copy will
be posted to the notice board
 Traditionally the Carnival committee has been a separate committee and Stephen
was not sure how it could be reinstated or invigorated
MOTION TO FORM DEVELOPMENT COMMITTEE
 Stephen introduced the motion and expressed his support for this idea
 The express purpose of the Development Committee is to define and raise funds to
develop the Hall
 The Development Committee was proposed by Tony Ward and seconded by David
Bidwell. No one voted against
ELECTION OF OFFICERS/TRUSTEES
The following officers of the committee were elected:
Chairman - Stephen Burgess
Secretary - Vicky Burden
Treasurer - post not filled
A discussion followed about the general makeup of the committee.
 Tony Ward explained that the constitution states that Village organisations should
form part of the Hall committee as the hall is in trust to those organisations.
 Stephen commented that representatives had been invited to join from other
organisations but there had been no take up of this offer and Stephen didn’t want to
pressurise people.
 Carolyn Stammers volunteered to be their representative for the Football Club.
 Gordon Pearson raised the questions as to whether there was a limit to the number
of committee members and Tony Ward offered to check this.
 David Bidwell pointed out that members of the committee are obliged to be Trustees
of the Village Hall.
OPEN FORUM
 Gordon Pearson suggested that the committee report regularly and probably in the
Gauntlet as it was important to keep parishioners aware of Hall matters.
 Tony Ward said information and a project plan was available on the village Website
and offered to do a regular update in the Gauntlet.
 Tony was keen for people to feed back to the Development committee as it is very
important that it delivers what villagers want from the Hall.
 The Development Committee is not proposing a new village hall as it is quite sound.
 Tony Mackintosh suggested that the Village Hall Committee sent letters to user
groups to invite them to meetings as well as public notices.
Thanks were given to the Chairman and the meeting closed.