UTKINTON VILLAGE HALL MANAGEMENT COMMITTEE
Utkinton Village Hall – Annual General Meeting, 2021
This meeting will be held on Wednesday 30th June 2021 in Utkinton Village Hall from 7:00 pm
Residents are welcome to attend.
Please observe the Covid regulations; sign in using the ‘QR Code’ on the front door, wear a mask, use the hand sanitiser provided and maintain social distancing.
Agenda:
| Item | Description | Led by |
| Residents are welcome to offer their thoughts on the hall, how it is used and the facilities it offers. Limited to 15 minutes | Chair | |
| Minutes of the last meeting held February 2020 | Outgoing Chair (F Tunney) | |
| Outgoing Chairman’s Report | ||
| 2020 – 2021 Financial Statement | Treasurer (G Harrison) | |
| Appointment of Chair and Treasurer for the period July 2021 to June 2022 (nominations from Committee Members are welcome, however only Members of the Committee are allowed to vote.) | ||
| Structure of Trustees and UVHMC | Margaret Bowers | |
| Reports from existing groups and activity | Members Club WI – Plant sale WI – Cook Book Tennis & multi-sport Diary | Richard Francis Liz Hannath Karen Murray Kath Dahill Graham Harrison |
| Items submitted for discussion by UVHMC Members | ||
| Amenity | Consider the provision of bench seating, seeding grass in the gravel area and planting a small shrub border alongside the boundary hedge at the rear of the hall. | Karen Murray & Graham Stewart |
| Possibility of a picket fence alongside the path joining the tennis court and the rear door of the hall, including an access gate to the car park. | Karen Murray | |
| Communication | Broadband | Frank Tunney: |
| Website | Frank Tunney: | |
| Events | Centenary of the Hall (almost coincides with HM’s Platinum Jubilee) Garden Party 2022 (combine with Jubilee) | Frank Tunney: |
| Christmas 2021 | Frank Tunney: | |
| Plant sale and allocation of the funds | Liz Hannath | |
| Quiz Night | Richard Francis | |
| Suggestions for other outdoor events at the hall this summer and autumn. | Liz Hannath | |
| External & fabric of hall | Car Park extension (viability?) and tidy up | Frank Tunney & Graham Stewart |
| The foot path to the tennis court could be made to match existing foot paths. | Graham Stewart: | |
| Veranda across the back (west wall) to allow for watching or relaxation (may need a larger store) | Frank Tunney: | |
| Fence at front of Hall (remove and pave area) The fence at the front is rotten in places. Could a gate be provided so the meter can be read without the need to climb over. | Frank Tunney & Graham Stewart | |
| Repair work to cladding on the outside of the hall. | Kath Dahill | |
| Solar panels to west roof and battery system | Frank Tunney | |
| The structure of the premises is critically important to our future and then, in my view, we need to address our proposition to potential users of the Hall in order to generate revenue. | Graham Harrison | |
| Maintenance | A maintenance contract | Frank Tunney |
| Ongoing maintenance of structure | Frank Tunney: | |
| The brick work at the front needs some repair and pointing. | Graham Stewart: | |
| The Cladding at the back of the hall needs attention | Graham Stewart & Kath Dahill: | |
| The concrete plinth at the rear and the brick work could do with attention. | Graham Stewart: | |
| Hall Cleaning | Graham Harrison | |
| Safety | A safety mirror placed opposite the exit to the car park | Karen Murray |
| Consider enclosing the underneath of the hall at the rear with mesh fencing. | Karen Murray | |
| Future | Financially we are in a strong position and as a committee our job is to make sure that we secure the Hall for the foreseeable future. | Graham Harrison |
| From the current Treasurer’s point of view, the future of the Hall is paramount. | Graham Harrison | |
| There is lots of competition out there so we need to invest our funds, within reason, into those areas which we, as a committee, feel will potentially generate the most revenue without too much risk to our costs and to our currently healthy bank balance. | Graham Harrison | |
| Groups | Long term future for Tennis court and possible conversion to short tennis and Play Area | Frank Tunney & Graham Harrison |
| Youth Group Table Tennis | Frank Tunney Graham Harrison |
AOB:
Should you wish to put forward issues for discussion, please forward to utkintonvillagehall@gmail.com or by post to The Chair
Utkinton and Cotebrook Community Website 