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Reading Room AGM on Thursday 13 June - posted 17 May 2013 The Annual General Meeting will take place on the above date. All are welcome and refreshments will be served afterwards. If you want to add anything to the Agenda or have any queries please call either Bill England on 01295 760744 or Barbara Whitlock on 01295 768649. Before Thursday 30th May 2013
The AGM will be followed by a short meeting (of the General Management Committee only) for the election of officers.
A G E N D A
Minutes Of Reading Room Management Committee 29/11/12 - posted 10 December 2012 1. Apologies B.Whitlock, S.Lidgley, D.Moody, J.Harrold
2. Minutes of General Meeting 24/11/12 The minutes were agreed as a true record of the meeting and signed off
3. Matters arising Item 8. It was agreed to review at AGM
4. Chairman’s report See attached
5. Treasurers report Reserve account £8,029 Current account £6,400 The Committee room has been paid from general funds Dishwasher was paid from Current account Crockery and donations have been paid for from donations
Private lettings are up from previous year
6. Reading Room kitchen ware. New kitchenware has been purchased by the Reading Room. It was agreed to keep some of the old crockery back to give 80 sets, this still leaves a surplus of 15 dinner plates, 12 pudding bowls, 23 bread plates. These are available to village organisations on a first come first served basis. Requests to Steward .
It was agreed to produce an inventory of Reading Room crockery and top review annually.
7. Keys Wiggy Smith asked for an additional key to allow her to enter as and when she chooses in or to collect lists and prepare for meetings etc. The meeting felt that this was not practical although it was agreed to have a second point of collection for Wiggy only.
8. AOB
- A Non slip mat was requested for the kitchen. This was hoped to be available by Nov 30th 12. Prices are to be obtained for a non slip floor.
- The roof in the gents toilet is leaking and it was thought that the entire roof may have the same problem. The roof has to be inspected to confirm the extent of the damage. Dependant of the findings costs are to be obtained.
- Sue Wallace has offered to pay for lighting rails for use by Bridge players and other groups ( in memory of her brother, Richard Watson). The Bridge players will buy the lights. Electric supply is required and prices are to be obtained, it is not certain who will pay for this work. A further meeting of the working committee to be held w/c 15/12/12 to agree the way forward to allow the order for the rails to be placed before the end of the year.
- A manual pull down screen has been priced at £122.00 + V.A.T. and the meeting agreed to go ahead with the purchase.
The meeting was closed at 9.30.
General Management Report 29/11/12 - posted 10 December 2012
Since the last Management meeting, there has been a few more improvements to The Reading Room. The committee room has been redecorated, along with a new lead glazed window, the floor has been sanded and sealed. I think you all agree it has made a difference, and is a pleasure to be in there. A dishwasher has been installed in the kitchen, and is used regularly, by the cafe and church lunches. It caused a few problems to start with, but now people have read the user manual and understand the controls, I think most of you all feel that it is an asset, and saves a lot of time, at the end of the session. The Cafe on Tuesdays is working very well, and the revenue from that, keeps flowing in to the Reading Room funds. Again a big thanks to all the ladies who give up their time to keep this very valuable asset functioning. The hall is a very popular venue for local organisations, and also for people outside of the parish, but where some villagers get involved. Christenings, and children’s parties, and a few private parties, including weddings bring in funds, I am certain, it is because the building is now a pleasant place to be. Quite often people who have not used the RR for a function before, have been really surprised at the facilities there are available. We have had some donations, Helmdon Hurlers £100, Hyos £150, and of course The Health Walkers put their bit in as and when they can. General housekeeping has been pretty good, although there has been a few minor problems, but nothing serious. One of the big issues is the stacking of the chairs, and in fact there has been an accident, whereby an elderly gentleman, picked a stack up on the trolley, but unfortunately lifted them the wrong way round and the stack collapsed, cutting his hand rather badly. Stacking them incorrectly causes damage to the upholstery, and knocks the rubber buffers and feet from the frames. I would ask you all to pay attention when clearing away, and try to ensure the legs slide into the legs on the chair below correctly. So all in all another successful year, and at this point I would like to thank everybody for your continued support. Bill England Chairman Reading Room Minutes Of The Annual General Meeting - posted 18 July 2012, amended 20 July Held on Thursday 5th July 2012 In the Reading Room at 7.30 pm
Present: Committee Bill England Richard Foster Chris Thorpe Doreen England Barbara Whitlock
Representatives Danny Moody Morag Underwood Sue Lidgley Joan |Hadfield Judy Cairns Leslie Kinghorn Jenny Saunders Wiggy Smith 3 members of the public Chairman's welcome Apologies for absence: Audrey Forgham, Eddie Garner, Viv Watson, Jan Harrold. Minutes of the A.G.M meeting held on 23RD June 2011. Lesley proposed and Judy seconded that they be signed as a true and accurate copy of the meeting Matters arising from the minutes – none Chairman’s annual report: “The last year has seen an increase in bookings. There have been two wedding receptions, plus private parties, children’s parties, christenings and of course village organisations having their usual functions. New bookings are looking healthy, with karate on Friday evenings, involving local residents, an organisation called Total Vocal have booked for seven weeks on Sundays, to rehearse for their concert in Milton Keynes. Again local talent are involved. A company from Luton has booked Sunday 15th July to exhibit their furniture.
The Village Café seems to be going from strength to strength and is a valuable source of income for the Reading Room. I would like to thank everyone concerned with the café for their dedication and hard work, and of course the customers, young and older, who come along for their cuppa, slice of cake and a good chinwag.
The 200 Club and the participants have also got to be congratulated for their donations. These are used for the maintenance and general everyday expenditure.
Finances will be discussed after Richard’s report.
General housekeeping has been good, with only a few exceptions, which have been dealt with. At this point I would like to thank Ruby for keeping the hall up to scratch, it cannot be easy, especially after the amount of rain we have had.
So all in all, I think we can be proud of the fact that we have a village hall that some villages would give their eye teeth for. And it is all down to the support you give to the committee. Thank you”
“In the last Treasurer’s Report I warned that the year end balance £13,471 was slightly misleading as the decorations and sound system had been completed and enjoyed but the cost of £6500 had not left the bank accounts by the year end.
Now in 2012 with all the major items completed and paid for, the year end balance of £10,877 gives a fair picture and is the result of a good year for the Reading Room finances.
In 2010/11 receipts covered payments whereas in 2011/12 receipts exceeded payments by almost £3000 despite losing £1550 from The Acorns, primarily as a result of the following increases in contributions.
Café + £1600, 200 Club + £1000, Private Hire + £600, Cottage rent + £300 Plus action to control costs even after the unexpected purchase of a new boiler.
Oil - £1000, Insurance - £500, Electric - £250, Water - £100
The Fundraising Committee generated the drive to raise £25,000 enabling the majority of the planned refurbishment to be completed between 2009 2011, however a third “Fund raising” bank account has complicated the production of the annual accounts without any major benefit, so the Working Committee made the decision to close the “Fund Raising” bank account and transferred the balance to the reserve account. Today the reserve account balance is £5,756 and further improvements will be paid for from the current account and appear in the annual accounts under the heading of Repairs, Maintenance and Improvements.
I have been warned not to expect quite the same contribution from the café in the current year due to one-off grants in 2011/12, but with the continued improvements in private hire, a full year of the increased cottage rent and no increase in repairs and maintenance we should be able to transfer a further £1300 in reserves (agenda item 14) and have £2000 available for further improvements to the Reading Room facilities during 2012/13.
£700 refund received from Butler Fuels. Re-negotiated insurance. Water and electricity consumption is down. Mr Harrold asked for clarification of the reconciled cheques, could be made clearer on the accounts report. Mr Moody queried the fact that more money appears to have gone out but had more in, is the account surplus or deficit? The explanation was that we had spent money before we had received it into the bank.
A thank you letter has been received from Sulgrave PCC for the cushion pads that we donated to Sulgrave Church. A letter from John Coatsworth requesting use of the Reading Room for one hour was received. The Chairman said this would be dealt with under item 8 The renewal application for Northamptonshire Acre, was discussed. Peter Burns pointed out that they are invaluable for support and advice, for village halls. It was agreed to renew membership.
No increases for the hiring of the Reading Room. Mr Harrold proposed the motion and Morag Underwood seconded it. Motion carried. Funerals for anyone who Resided in the area of benefit, would be free of charge. Lesley Kinghorn proposed the motion and Wiggy Smith seconded. The motion was carried. Mrs Underwood said we need to be flexible as a community with regard to hiring fees. In view of Mr Coatsworth’s letter, it was proposed by Judy Cairns and seconded by Lesley Kinghorn to allow residents in the area of benefit to hire the room for 1 hour, at a cost of £5 but any time over the hour would be charged at normal price. This would be at the discretion of the steward. Motion carried.
This has not been done since 2007. Added to the conditions of use is item: 6: If you require the use of the loop/pa system please tell the steward at time of booking. A set of instructions is available in the pa cupboard. 7. Please leave the Reading Room as you would wish to find it and report any damage. 7A: The piano MUST NOT be moved unless by prior agreement with the steward/chairman. Moving it can upset the tuning. 8: The chairs should be stacked in the correct manner. 8 high and make sure the legs interlock with the chair below. Failure to do this makes the stack unstable and can damage the rubber buffers on the legs. It is easier to stack them as you collect them, then use the trolley, by placing it under the front of the stack. Then gently pull the backrest of the top chair forward. Transport the stack to the back of the building. 9. Please do not use any Cellotape / Blue tac / Drawing pins etc. to fix posters / decorations to the walls or woodwork. 13. Please do not put disposable nappies in the bins, take them home with you. 13A. Please ensure that the toilets are left in a clean and hygienic state. 19. The keys must be returned to the steward and must not be passed on to any other organisation unless agreed by the steward. Organisations using the Reading Room must not allow other groups to use the building, unless by prior arrangement with The Working Committee.
The Bridge Players use the Reading Room as a theatre and at times need to move the piano. It was agreed to have the annual tuning, after The Bridge Players performance. Insurance. We are happy with the insurers and will be staying with them.
Some found the layout of the account report confusing but Richard pointed out that it kept the cost down to have it this way.
Two quotes have been received from local businesses to do the work of refurbishing the toilets, hall and committee room. a) J Brackenborough Toilets £375.00 Hallway £375.00 Committee Room £395.00 £1045.00 b) Stuart Waldron Toilets and hallway £875.00 C/ room £930.00 Window £120.00 £1925.00 There were no more quotes so Danny Moody proposed we use J Brackenborough, Morag Underwood seconded and the motion was carried.
Closed. The money is in the reserve account along with the 200 club money. All present were agreed on this action.
All present agreed.
It was discussed to subscribe to Northamptonshire Acre Oil Syndicate, at a cost of £30 p.a. It was suggested this could save funds on the heating costs. Wiggy Smith proposed we join, Leslie seconded the motion and all were agreed, the motion carried.
Cost £76 for a 2 x 1 metre strip under the counter of the post office. Sue Lidgley said that damp had been recorded by Neil Buckley and Perspex would be a bad idea as it would not let the wall breathe. Painting would be better. The report mentioned cannot be found and Chris Thorpe proposed we go ahead and place the protective Perspex.
a) Lead Glazed window: a quote to replace is £320, to repair would cost £60 but would be a temporary measure. Bill England can get the window welded to keep the cost down if necessary. It is not an outside window and a glazier has seen it. General opinion was to get the window properly fixed. Jenny Saunders proposed, Judy Cairns seconded the motion. b) Roof Tiles: these have been replaced and most of the guttering. The overflow from the roof needs new guttering and posts to attach. c) Use of the cupboard in the hallway: Sue Lidgley suggested using it for the toys from the café. That would remove the toys from the committee room. All were in favour of this idea.
18. Tuesday Lunches; Missing cutlery: It has been noted that most of the cutlery has gone missing from the kitchen drawer. Sue Lidgley and Jenny Saunders have provided lots of cutlery in the past. There are also plates and a tray missing. Wiggy Smith will do a stock take and Jenny Saunders asked that groups should check their individual cupboards to see if any missing items are there. The fridge needs to be moved bit before that happens the electric needs to be altered for its new position in the kitchen.
Morag Underwood would like to install spot lights on a bar, to be attached to the beam on the Reading Room ceiling. They would need a control box. As they are large items caution needs to be used on where to put the control box. The items will be purchased by the Bridge Players and will be bought as and when they have the funds. There were no objections but further information is needed about these items.
Celia Terry has asked that parents should control their children as there is an accident waiting to happen with pots of hot tea and coffee coming in and out of the kitchen. Also, to ask parents not to allow children past the shuttered door, unless the parent has business with The Post Office. A notice to this effect to be placed in view, while cafe’ is in progress. Bridge Players: The Bridge Players need the Reading Room for a week before a performance. This is to be able to put up their props and scenery for dress rehearsals. Morag Underwood asked that the regular groups may be able to co-operate with this time. It was suggested the groups could cancel for the week but that was a unanimous no from all present. Bill England suggested that groups liaise with the Steward. Chris Thorpe suggested that Morag Underwood have a diary so the Bridge Players can know what is going on in that particular week.
It has been decided by the committee that a dishwasher be installed for the use of everyone, in the kitchen. One unit will have to be removed and the middle island also moved slightly. The cost of the commercial dishwasher is between £1200.00 and £1300 plus VAT. Wiggy Smith proposed and Leslie seconded the motion to purchase the dishwasher. The motion was carried.
Meeting ended at 21.35.
MEETING OF THE GENERAL MANAGEMENT COMMITTEE OF THE HELMDON READING ROOM Held in the Reading Room on 5th July 2012 at 21.35 ELECTION OF OFFICERS FOR 2012/2013
Richard Foster proposed Bill England and Leslie Kinghorn seconded
Danny Moody proposed Eddie Garner and Morag Underwood seconded
Jenny Saunders proposed and Sue Lidgley seconded
Lesley Kinghorn proposed and Jenny Saunders seconded The Chairman thanked all for attending and closed the meeting. The Steward and Secretary were presented with bouquets of flowers by Judy Cairns and Sue Lidgley in thanks for the committee’s hard work. The meeting closed at 21.40
Agenda For Annual General Meeting - posted 26 June 2012 Meeting to be held on Thursday 5th July 2012 at 7.30pm in the Reading Room
The Annual General Meeting will take place on the above date. All are welcome and refreshments will be served afterwards. If you want to add anything to the Agenda or have any queries please call either Bill England on 01295 760744 or Barbara Whitlock on 01295 768649. The AGM will be followed by a short meeting (of the General Management Committee only) for the election of officers. A G E N D A
New clause “Please leave as you would wish to find and report any damage.
A Tribute To Harold Seckington - posted 14 May 2012
Bill England, chairman of the Reading Room, unveiled a plaque to Harold Seckington at the recent Annual Parish Meeting. Harold worked tirelessly for the Reading Room for many years as steward and committee member, and this was a tribute to him. Bill read out a letter from Harold’s daughter Pat Woodhams, in which she asked that all who suggested and agreed to a plaque being placed in the Reading Room in her Dad’s memory should be thanked. She said it was a kind thought and much appreciated. Pat said that her Dad was always happy to do things for the village, and that apart from his ten years army service he never lived, or wanted, to be anywhere else than Helmdon. Although in the last few years of his life he was unable to be an active committee member he was still very interested in what was happening. Pat said that he would have been very pleased to see how nice the Reading room looks now and that he would have been very pleased to know the ceiling is back!Minutes Of Informal Meeting To Discuss Renovation Of Committee Room Of 20th January - posted 06 February 2012 Present committee members Chairman – Mr Bill England Vice Chairman – Mr Eddie Garner Treasurer – Mr Richard Foster Steward – Mrs Doreen England Village Cafe – Mr Chris Thorpe Secretary – Mrs Barbara Whitlock Representatives: Mrs Joan Hadfield Mrs Sue Lidgley Mr Danny Moody Mrs Jan Harrold Mrs Judy Cairns Mrs Wiggy Smith
The meeting closed at 20.10 Agenda For Annual General Management Meeting - posted 16 November
General Management Meeting to be held On Thursday 24th November 2011 At 7.30pm in the Reading Room A G E N D A
Annual General Management Meeting - posted 6 November 2011 The Annual General Management Meeting of the Reading Room will take place on Thursday, 24th November. It will be held in the Reading Room at 7.30pm. Any items you wish to add to the agenda, please call Bill England (Chairman) 760744 or myself Barbara (Secretary) 768649. The agenda for the meeting will follow shortly.
New Boiler For Reading Room - posted 6 November 2011 Minutes of extraordinary meeting held on October 25th 2011 in the Reading Room
Present. Bill England, Richard Foster, Doreen England, Chris Thorpe, Eddie Garner, Wiggy Smith, Jan Harrold, Judy Cairns.
1.Chairman's welcome. The Chairman welcomed all to the meeting at 19.40
2. Apologies. Sue Lidgley, Barbara Whitlock, Jenny Saunders.
3. Bill England outlined the problems with the existing boiler system, namely the problems with the flue which cannot be replaced. The option to have a new flue made has been looked into and is not feasible. This leaves the only option to have a new boiler. This was proposed by Wiggy Smith and seconded by Judy Cairns. All were in favour.
3a. 5 people have been asked to provide quotations for the work although only 3 have replied. The quotations were read in detail to the meeting and the prices quoted are:-
1. Banbury Boiler services £2,598.64 2. On Tap £2,427.27 3. Copperstones £2,700.00
All proposals were discussed and it was felt that because of the detail and selection of the most efficient boiler that the work would be offered to Banbury Boiler services. This was proposed by Judy Cairns and seconded by Wiggy Smith. All were in favour although we should try to have the price reduced or a free service to the cottage boiler.
The funding of the work will come from the general account partly funded by the £700.00 rebate from Total Butler and the money from the Café.
The boiler to be installed as soon as possible.
The meeting closed at 20.20 The new boiler will be installed on Thursday 10th November by Banbury Boiler Services. Minutes of AGM - posted 26 September 2011 Held on 23rd June 2011 qt 7.30 pm in the Reading Room Present: Committee Members
Mr England Chairman Mr Garner Vice Chairman Mr Foster Treasurer Mrs England Steward Mrs Whitlock Secretary
General Management Committee
Mrs Saunders Helmdon Church P.C.C. Mrs Cairns Helmdon Women’s Club Mrs Watson Village Café Mr Foster Footpaths Group Mrs Kinghorn Tuesday Lunches Mrs Lidgley Friends of Helmdon Churchyard Mrs Harrold Helmdon W.E.A. Mrs Hadfield Helmdon Fellowship Mr Garner RR Fundraising Committee
Chairman’s welcome The chairman welcomed all those present. Apologies for Absence Mr Moody Mrs Sue Barsby, East Midlands Lottery Fund Minutes of the AGM held on 13th May 2010 These were signed as being a true and accurate account of the meeting. Matters Arising from the Minutes There was a short discussion between Mrs Harrold, Mr Burns and the treasurer, Mr Foster on money given for grants and donations. Mr Foster cleared up the confusion. Chairman’s Welcome “This year has been a very good one for the Reading Room. The refurbishment is 99% completed. The only thing left to do is to tidy up the AV system cables, which hopefully I will sort out this weekend. Two years ago it was only a pipedream, but despite the cynics among us, with a lot of hard work and dedication, from lots of people, we’ve cracked it.
With the departure of the Acorns, it looked as if we would be struggling financially, but two new money making ventures were formed. They are of course The New Village Café and the 200 Club. These combined donations almost make up for the loss of revenue. I would like to thank all involved for their efforts.
The defunct Sadia water heater has been replaced with the more conventional Fortic tank. We have had complaints that the water in the kitchens is not hot enough, I will be looking at the problem at the weekend.
A grant of over £900 for two new cookers has been gifted to us from Councillor Andrew Grants fund. Wiggy and Doreen have found suitable ones, this had to be sorted out before the grant was released and there was a very narrow window to achieve this, so swift action was needed.
I was a bit concerned about damage in the hall, a power socket has been broken and was left in a very dangerous state, but the worst crime was the organisation who caused it did not report it. I would advise all organisations to be vigilant and if they do have an accident, something broken, marks on walls or anything else, please report it to the steward. It is not the end of the world and can be overcome.
The financial report will be next on the agenda.
I would just like to thank you all for your support and thank you for dealing with the fundraising so magnificently.”
Treasurer's Annual Report Mr Foster handed out the latest report from the auditor to everyone present. The receipts and payments are almost equal. There were unexpected expenses with some repairs and the report is not a true and accurate picture of the accounts. The blinds still had to be paid for and there was a very large electricity bill and water bill which the treasurer managed to have reduced by a substantial amount.
Mrs Watson pointed out that the fire extinguishers were very costly, but that is the cost of this equipment which had to be bought.
It was suggested that more promotion/advertising is needed for the Reading Room for parties and functions. Correspondence Reminders, renewals and the last report for the Lottery Fund which the Chairman has dealt with. Letting Fees It was agreed that it is time to increase the hiring of the Reading Room. The result after discussion for village organisations was: : Hall, extension and kitchen to stay at £15 Committee room to stay at £2-50p Children’s tea parties and Christenings from £25 to £30 Private functions previously £75 should now be £100 Mr England proposed the motion and Caroline King seconded. All were in favour so the motion was carried.
Organisations from outside the village:
Hall, extension and kitchen from £20 to £30 Committee room from £5.00 to £10 Mrs Watson proposed, Mrs Cairns seconded, all were in agreement and the motion was carried.
Any bookings already taken will be exempt from the price increase.
The cottage rent has remained the same for 4 years and it was decided that it was time to increase the rent. When the tenancy is due for renewal notice will be given of the increase. Mr Garner suggested an increase every six months to bring it in line with today’s prices. He said that in the first instance, a sum of £500 per month. Mrs Lidgley proposed this motion, Mr Garner seconded it and the motion was carried with all in agreement.
Mrs England asked for clarification on the hiring of tables and chairs. There is no charge for charities and Helmdon organisations. Private hiring is £2.00 per table and 50p for the old chairs. The new Reading Room chairs are not available for hire. Insurance The insurance does not cover any incidents through outside signage which is not on Reading Room property. The Working Committee will shop around for a different, cheaper insurance company, to be decided on before renewal in January. Auditor The treasurer said that he does a very good job and to keep the same auditor.
Refurbishment project update Everyone, local and not local, are very impressed with the refurbishment. The plaque showing it was lottery funded is now very visible on entering through the front door.
Mrs Lidgley suggested not drawing the curtains during the summer months so as to ease the risk of damaging the draw chords. Mr England replied that for security reasons they must be drawn and the chords have now been made more secure.
The screen is badly in need of repair. This will be done by Mr England. Committee Room Refurbishment Mrs Lidgley has commented on how dowdy the room and flooring is. She suggested that a working bee could do the job of taking up the carpet, remove the old hearth and redecorate. This could be done over a weekend. To be done the summer months would take up little time. Basic decorating for the present and the removal of the hearth was proposed by Mrs Lidgley and Mrs England seconded but the motion was not carried. It would cost approximately £400 for new cushion floor and curtains the same design as in the main hall. Mr Garner proposed that the funds be raised first after getting quotes for laying cushion floor and hanging curtains, Mrs Hadfield seconded and the motion was carried with most present agreeing. Cleaning of Inscription Mrs Forgham asked about having the inscription cleaned, it was last done by window cleaners. Mr Burns said that the stone mason company that cleaned the war memorial was expensive but as they are specialised, stone masons should do the job. Mr England proposed that two or three quotes be obtained before deciding how to have it cleaned. Mrs Cairns seconded the proposal and the motion was carried as all in favour.
Gift Aid Gift aid is only claimable on a private donation and not a group donation which could be fraudulent. We have had cheques from individuals on behalf of a group which have not been processed because of this reason. This point was made clear to all.
Discuss ‘Terms of Reference’ – Mr Moody As Mr Moody has not present this will be carried forward to the next meeting.
Harold Seckington’s plaque The preferred material is only available in small sizes, too small to do justice to the work that Mr Seckington contributed to the village. However, Dean Radcliffe has put up a dado rail with a large square set in the middle, on the front wall under the window. This is in nice dark wood. It was agreed that a plaque made to fit onto this square would be made in brass and would look very effective.
Reading Room Keys Any key holders must not give their keys to a third party. A new form will be given to all key holders which must be signed. The old forms will be made redundant as they are now out of date. This effectively means that they must not be used for any other purpose than what is stated on the form.
Key holders will be named for insurance purposes and also what the keys will be used for. Key holder forms will be updated.
Risk Assessment The Reading Room has been assessed for risk/safety but the report had not been received at the time of the AGM. The urn in the kitchen must be chained to the wall for safety reasons. The chairman apologised for the lack of a report..
Café The café does not pay a hire charge but is an individual group supporting the Reading Room. Mrs Watson asked if the café could become a sub group of the Reading Room as the sole purpose of the café is to fundraise for the Reading Room. They would then be covered by the insurance. They have no accounts and will give all cash over to the Reading Room treasurer as normal. Mr Foster said that the Café would need a representative on the Working Committee, in that case. Mr Garner proposed they become a sub group of the Reading Room and Lesley Kinghorn seconded. The motion was carried.
Urn As there are no handles on the urn it cannot be moved. It also does not fit in anywhere safely in the kitchen and is therefore a danger when being used. Mr England said that there is another urn and as long as it will fit under a cupboard, that could possibly be used instead.
The Chairman thanked all attending and closed the meeting. The steward, secretary and chairman were then presented with gifts by Mrs Lidgley and Mrs Cairns in thanks for their work. They were delighted and surprised and the gifts were much appreciated.
Meeting closed at 20.45 ELECTION OF OFFICERS FOR 2011/2012CHAIRMAN Mrs Cairns proposed Mr England and Mrs Lidgley seconded. VICE-CHAIRMAN Mrs Kinghorn proposed Mr Garner and Mrs Cairns seconded.
TREASURER Mrs Harrold proposed Mr Foster and Mrs Cairns seconded.
STEWARD Mrs J Cairns proposed Mrs England and Mrs Lidgley seconded.
The meeting closed at 20.55
Amended AGM Agenda - posted 17 June 2011
THE HELMDON READING ROOMANNUAL GENERAL MEETINGTo be held on Thursday 23rd Juneat 7.30 p.m. in the Reading Room
The Annual General Meeting of the Reading Room will take place on the above date. All are welcome and refreshments will be served afterwards. If you want to add anything to the Agenda or have any queries, please call either Bill England on 01295 760744 or Barbara Whitlock on 01295 768649 before Thursday 16th June
The AGM will be followed by a short meeting of the General Management Committee only for the election of officers. A G E N D A
a. Committee Room – Mrs S Lidgley b. Cleaning of Inscription – Mrs A Forgham
Notice To Reading Room Representatives Re The Forthcoming General Management Meeting on 25 November - posted 6 November 2010 To All Representatives You are invited to the General Management Meeting to be held on 25th November at 7.30p.m. in the Reading Room. If you have any items for the agenda please call Bill England on 01295 760744 or Barbara Whitlock on 01295 768649. Details of the agenda will sent to you shortly. Reading Room Ceiling Gets Go Ahead - posted 2 October 2010 Minutes Of Annual General Meeting May 2010 - posted 25 May 2010 held in the Reading Room, Helmdon on Thursday 13th May 2010 at 8.00 p.m.
1. CHAIRMAN’S WELCOME The Chairman welcomed all those present, especially Mrs. Barbara Whitlock who has agreed to become the new Reading Room Secretary.
2. APOLOGIES FOR ABSENCE:
Mr. H. Seckington Mrs. J. Heady Mrs. M. Reardon Mrs. M. Underwood Mr. P. Burns
3. MINUTES OF THE AGM HELD ON 14TH MAY 2009 Mr. Moody proposed that the Minutes were a true and accurate account of the proceedings. Mrs. Cairns seconded the proposal. The Chairman signed the Minutes.
4. MATTERS ARISING There were no matters arising.
5. CHAIRMAN’S ANNUAL REPORT: “We have had a lot happening since the last AGM. Remedial work on the outside of the building is still ongoing. The refurbishment program is still under way. The hiding of pipe work has already been completed, as has the lighting in the top of the building. By the end of the summer this year the rest of the electrical work, lighting, fire alarm system and audio system should be completed. This is all thanks to Caroline who with a lot of hard work has secured two grants: one for £9,868 from Awards For All; this is Lottery funded. Although we were informed about the success of this grant a few weeks ago, we didn’t make it general knowledge because one of the conditions of the award was that Awards For All would anounce it first to the media. So the least people who knew about it, the less chance of it getting out. Please accept my apologies for this but better to be safe than sorry.
A grant from Councillor Andrew Grant’s fund for £920 for new chairs has also been secured. Other avenues are being explored for more funding by the Grants Sub Committee who are also doing a lot of hard work.
In the hall tonight are two sample chairs and we would like you to try them out during the evening and at the end of the meeting we will take a vote as to which one to purchase.
Last year a Fundraising Committee was formed by people who care about the Reading Room and a lot of functions were held. Not just by the Committee but by your good selves and your organisations. The outcome of this has been a whopping £5,000 into the coffers. All of these issues will be discussed later in the meeting.
I would like to welcome three new representatives on to the General Management Committee: Richard Foster (Helmdon Parish Paths Group), Danny Moody (Helmdon Parish Plan) and Eddie Garner (Reading Room Fundraising Committee). I would also like to welcome Barbara Whitlock who has kindly offered to take over as Secretary from Caroline. I hope you will enjoy working with the Committee and I know you will not be on your own. Caroline is always on the other end of the phone and I know she will give you all the help and guidance that you need. Oh, and by the way Caroline, .... the man doesn’t talk with forked tongue!
Now we come to the bad news. Harrold Seckington has resigned his position as Treasurer and Steward due to ill health. I don’t know how long he has been doing these jobs but I am guessing it must be getting on for 40 years. I for one am very sorry to see him go. For the past few years Pat & John Woodhams have been officiating for him and they have done a marvellous job. Pat and John have informed me that they are still willing to carry on taking the bookings if you so wish. We can talk about this at the meeting following this AGM.
Also Jan Harrold has resigned her position as Vice Chair and will be a big loss to the Management Committee. She has, however, agreed to stay on as a member of the Grants Sub Committee.
Then we have Caroline who has resigned as Secretary: another big loss.
I would now like to propose a vote of thanks to all of the people who are resigning, for the time and effort they have put in over the years and have helped to make the Reading Room the place it is today.”
6. TREASURER’S ANNUAL REPORT Unfortunately both Mr. Seckington and Mrs. Woodhams were unable to attend the meeting, the Chairman therefore gave the following report.
The Current Account holds £12,833. The grant from Awards For All has just been paid into the account and this amount (£9,868) will be transferred into the sixty day account soon. The sixty day account holds £7,501.45p.
Looking at the audited Report and Accounts ending March 2010 the Chairman explained to the meeting why such a large amount had been paid out under the Electrical and General Repairs: £2,185 has been paid to Mr. Valentine for his work on the lighting and smaller amounts paid to Mr. Bliss for PAT testing, Mr. Smith for work on the Reading Room Cottage and the boiler, toilets and radiators, Deddington Roofing, Mr. Brackenboro for boxing in the pipes, Mr. Holt for repairs to the front of the building, Gilbert Electrics who were called out to look at the oven, there were roof repairs and a new ‘fridge and new kettle bought.
Mr. Moody asked the Chairman why the Reading Room Fund Raising money did not appear on the accounts and some other queries regarding amounts paid out by the Helmdon Parochial Church Council and the Parish Council were raised by members.
Mr. Moody said that if the role of the AGM was to approve the audited accounts, it was clear that this couldn’t happen in this case because of the queries. Mr. Harrold agreed. The Chairman agreed that there should be a meeting with Mrs. Woodhams who would explain the accounts and answer peoples queries and the newly elected Treasurer should be present at such a meeting.
A question was raised about the loss of revenue when the Acorns Pre School Nursery move to their own premises. The Chairman said the the Fund Raising Committee would continue to raise money, even when the refurbishment project was completed and this should cover the loss.
7. SECRETARY’S CORRESPONDENCE The Secretary reported that there had been the usual routine correspondence with the insurers, the Charity Commission, the Licensing Department, Acre, Northants County Council (updating them on the facilities in The Reading Room in case the premises has to be used as a designated place of refuge), correspondence with village organisations re fund raising and many letters and e-mails with various grant giving bodies, especially Awards For All.
8. LETTING FEES The Chairman quoted the present fees charged for hiring the premises (which can be found on the Helmdon website). Mr. Brookhouse proposed that they remain the same for the coming year. This proposal was seconded by Mrs. England.
Mrs. Forgham asked about the rent for the Reading Room Cottage. The Chairman told her this was £5,520.00 per annum. Mrs. Cairns proposed that the rent remain the same and this was seconded by Mrs. Saunders.
9. INSURANCE The Vice Chairman said that this was still (despite general price rises) cheaper than it was with our original insurers two years ago. Mr. Moody proposed that we stay with the same insurers for the time being. Mrs. Cairns seconded the proposal.
10. AUDITOR Mr. Brookhouse proposed that the auditor be retained. Mr. Moody seconded the proposal.
11. P.A.T. TESTING The Chairman explained that the questions here was whether all electrical equipment brought in to the Reading Room should be P.A.T. tested or not. The Reading Room’s insurers, however, said that all such equipment must be tested for the Reading Room’s insurance cover to be valid.
The Chairman said that if we abide by our insurers demands, the Conditions of Use document would have to be amended and he read out the proposed new clause that would be added to the Conditions of Use (using wording supplied by Mr. Philip King, solicitor).
There was some general discussion about testing of equipment used by groups regularly hiring the Reading Room and the Parish Clerk suggested that all such groups should have their electrical equipment tested together.
The Vice Chairman wondered how people bringing in their own equipment from outside of the village (i.e. visiting lecturers, bands etc.) could be regulated. The Chairman explained that all such equipment that has been P.A.T. tested will have a sticker on it with the date the examination was carried out and that it would be the responsibility of the person hiring the Reading Room to ensure that they checked this and that they understood that in the event of any damage being caused to The Reading Room (e.g. electrical fire) by unsafe equipment they could be held to be responsible.
It was agreed that the new wording covering P.A.T. testing would be added to the Conditions of Use (which can be found on the Helmdon website). Secretary to arrange.
12. REFURBISHMENT PROJECT UPDATE
a) The Chairman asked Mr. Richard Foster, Grants Sub Committee (comprising also Judy Cairns and Jan Harrold), to report to the meeting on their progress:
“The Sub-Committee was set up at the last General Management Committee to help the Secretary with the additional work involved with seeking grants from funding sources.
We have reviewed a list of all the suggested funding sources supplied to Caroline by the Northamptonshire Community Assets Project and have written to the following four Charitable Trusts that appeared most likely to help us.
There were two other funding sources that the Sub Committee considered could make substantial contributions: ‘South Northamptonshire Council Capital Grants’ up to 35% of the total cost after the majority of the funds have been raised and ‘The Trusthouse Charitable Foundation’ up to £10,000. However the Sub Committee did not feel that they were in a position to provide all the supporting information required by these two organizations at this stage.”
b) This was followed by a report from the Secretary about the grants she had applied for:
“As you have just heard from Bill we are delighted to have received a grant from Awards For All (National Lottery) for £9,868.00 to help with the cost of new lighting, fire alarms and an audio system. There are a few very important things to bear in mind with this grant, namely:a) It is part of the contract we signed with Awards For All that we will publicise this grant. Bill and I have already spoken to the Banbury Guardian, the Brackley and Towcester Advertiser and the Northampton Chronicle and Echo. The Banbury Guardian will possibly be coming to take some photographs soon. We also have to ensure that we send to Awards For All for some stickers or a plaque which must be displayed prominently in the hall. b) The work being funded by this grant must be finished by mid April 2011. c) Just as important is the End of Work Report. This is a record of monies spent and work done using money from this grant. Receipts must be kept and the report filed when this work is completed. As I am resigning as Secretary, it is necessary that somebody takes over this monitoring role.
Apart from Awards For All I applied to Councillor Andrew Grant from Northamptonshire County Council for a grant and he will be sending us a cheque for £920 to help purchase some (about 20) new chairs.”
This was followed by a report from Mr. Garner – Treasurer of the Reading Room Fund Raising Committee:
“We now have £5,027 in the Fund Raising bank account. There have been tremendous individual efforts by certain people in the village including the magnificent contribution from Sue Lidgley with her Greek Night. It has been a wonderful effort by the whole village but, having said that, we must not stop now. We must show that we can generate as much money this year as we made in the last six month period; if we can do that we will be well on the way to getting a good result. Thank you to each and every single person who has done anything to raise money for this cause.”
CHAIRS: Concerning other refurbishment matters, the Vice Chairman explained that she had brought two sample chairs with her and asked people to try them and see which they thought was the best. She went on to say that there had been some queries about the (high) cost of these chairs but she had done a lot of research and they represented the best value for money. Of the two chairs available for testing, the vote was in favour of the black chair.
c) CEILING: Mr. Moody had been asked at a meeting of the Reading Room Management Committee on 19th February 2010 to investigate the possibilities of reinstating some kind of false ceiling. Mr. Moody presented his very detailed report, explaining that there were three issues to consider: acoustics, aesthetics and energy performance and he went through all three points. Mr. Moody’s report was discussed and it was concluded that it might be best – in view of people’s differing ideas – to hold a survey to decide which option the Reading Room should adopt. [For copies of this report please ask the Chairman, Vice Chairman or Secretary] 13. One final point of business was discussed and that was the news that Mr. Seckington, Treasurer and Steward has resigned. The Chairman told the meeting that Mr. Seckington had been doing this job for at least forty years and he proposed that a small plaque be fixed in the Reading Room thanking him for his services to the Reading Room. This proposal was seconded by Mr. Harrold.
The Chairman ended the meeting by thanking the departing Vice Chairman and the Secretary for their help. Mrs. Cairns, on behalf of the meeting, thanked Mr. England for all his hard work
The Chairman ended the meeting at 9.30 p.m. MEETING OF THE GENERAL MANAGEMENT COMMITTEE OF THE HELMDON READING ROOM
Held in The Reading Room, Helmdon At 9.30 p.m. on Thursday 13th May 2010 following the AGM
ELECTION OF OFFICERS FOR 2010/2011
1. CHAIRMAN Mrs. Cairns proposed that Bill England be Chairman and this proposal was seconded by Mr. Foster 2. VICE CHAIRMAN Mrs. England proposed that Eddie Garner be Vice Chairman. Mr. Foster then proposed that Danny Moody be Vice Chairman and this proposal was seconded by Mrs. Lidgley and the vote was unanimous in Mr. Moody’s favour. 3. TREASURER Mrs. Cairns proposed that Richard Foster be Treasurer and this proposal was seconded by Mrs. Harrold 4. STEWARD Mr. Foster proposed that Doreen England be Steward and this proposal was seconded by Mrs. Cairns. [Bookings: It was also proposed, by Mrs. England, that Mrs. Pat Woodhams continue to take bookings for the Reading Room. This was seconded by Mrs. Lidgley.] Working Committee as at 13th May 2010:
CHAIRMAN MR. BILL ENGLAND VICE CHAIRMAN MR. DANNY MOODY TREASURER MR. RICHARD FOSTER STEWARD MRS. DOREEN ENGLAND SECRETARY MRS. BARBARA WHITLOCK
NEW READING ROOM SECRETARY’S CONTACT DETAILS:
Mrs. Barbara Whitlock 4 Station Road, Helmdon, Northants NN13 5QT
Tel: 01295 768 649 E-mail: babzncol@yahoo.com.au The meeting ended at 9.55 p.m. ATTENDANCE RECORD of Members of the General Management Committee of The Helmdon Reading Room at the AGM on 13th May 2010
Your Personal Invitation To The Reading Room AGM - posted 9 May 2010 Annual General Meeting - posted 28 April 2010 The Annual General Meeting of the Reading Room will take place on 13th May 2010 at 8.00 pm in The Reading Room
All are welcome and refreshments will be served afterwards. If you want to add anything to the Agenda or have any queries please call either Bill England on 01295 760744 or Caroline King on 01295 768695.
The AGM will be followed by a short meeting (of the General Management Committee only) for the election of officers.
A G E N D A
2. Apologies for absence
3. Minutes of the Annual General Meeting held on 14th May 2009
4. Matters arising from the Minutes
5. Chairman’s Annual Report
6. Treasurer’s Annual Report
7. Correspondence
8. Letting fees
9. Insurance
10. Auditor
11. PAT testing on electrical equipment/amendment to Conditions of Use
12. Refurbishment project update: (a) Richard Foster to give update on grant applications (b) Update on Awards For All grant & Councillor Grant’s grant (c) Eddie Garner to give update on fund raising (d) New chairs for the Reading Room
Report From Spring 2010 Talkabout - posted 19 April 2010 Hello everyone. There have been a few developments since the last issue, but something that hasn’t changed is the popularity of the hall. It is already booked most evenings and of course daytime slots. This may change however if the Acorns get their wish and build a venue of their own. I wish them luck in their venture. This will mean of course that daytime slots will become available, and we will do our best to make sure the Reading Room is still used to the full. A fundraising committee was formed during the middle part of last year, to raise funds for the refurbishment of the hall, and with its help and the fundraising of individual organisations a fantastic sum of over £4000 has been raised, and many more fundraising events are arranged for this year, some are already posted on the Village Diary. If anyone has any ideas raising funds or would like to help in any way, we will only to pleased to hear from you. I would at this point like to thank all those involved with this venture, GREAT EFFORT THANKS. Certain works have already been completed, the pipe work in the main hall has been successfully hidden, and new lighting has been installed at high level. A lot of remedial work has been completed to the exterior of the building, and in fact is ongoing, it’s no good looking to make the inside of the building looking good if the building falls down around us (it’s not that bad really ). An efficiency report was compiled by Mr Neil Buckley which pointed out certain shortfalls, and these are being considered to be rectified. Again I must thank Neil for his report. This report seems to be full of thank yous but it only reflects on the generosity and kindness of the people of Helmdon. I have however one more thank you to deliver and that is to our secretary (Caroline) who unfortunately resigning in May. This is a big loss to The Reading Room, she has shown so much dedication and commitment in her duties, and without her the hall would not have moved this far forward. I thank you very much Caroline, and I know you will be sorely missed by us all who cares for The Reading Room. So having said that, we need a replacement, to work with Caroline until May, and then take over full duties. If anyone feels they would like to take on this role please let us know. This only leaves me to say thanks for your continued support, and may the Reading Room go from strength to strength. Bill England Helmdon Needs You - posted 22 February 2010 I think we all agree that the Reading Room is the social, cultural and educational heart of Helmdon. Without it the village would be a much poorer place and would lose that special feeling of unity we enjoy so much in Helmdon. We have all enjoyed many hours in The Reading Room at parties, club meetings, film shows etc. The Drop In Centre, especially, is vital for the welfare and social needs of the elderly. Like any building, the Reading Room needs to be administered and the Management Committee do a great job making sure they cater for everybody’s needs. BUT we do need a new Secretary. If you would like to help Helmdon maintain this wonderful facility, perhaps taking on the role of Secretary is for you? You would be very much at the heart of the important things that Helmdon has to offer and would enjoy meeting new people and getting involved in village life. Please consider this idea and if you need any more information, don’t hesitate to call either Bill England (Chairman) on 01295 760744, or Caroline King (Secretary) on 01295 768695.
Reading Room Secretary Wanted - 14th January 2010 We are looking for someone to take over the position of Secretary. This is a very important job, as the Reading Room cannot function without someone to fill this position. I must remind anyone who applies that it is purely voluntary but any expenses incurred will, of course, be paid.
It would be ideal if anyone who would like to take over this role could start as soon as possible, so as to work alongside the present Secretary (Caroline) and take over full duties in May 2010.
This is a very crucial time for the Reading Room, as many of you know, especially with the refurb. and money raising, but with Caroline and the Committee’s guidance, I’m sure the transition will run smoothly.
If anyone is interested could you please contact
Bill England Tele. 01295 760744 e-mail bill_england@btinternet.com or Caroline King Tele. 01295 768 695 e-mail carolineking@dsl.pipex.com
Minutes Of Annual General Meeting - posted 7th June 2009 THE ANNUAL GENERAL MEETING OF THE HELMDON READING ROOM GENERAL MANAGEMENT COMMITTEE
Held in the Reading Room, Helmdon on Thursday 14th May 2009 at 8.00 p.m.
1. CHAIRMAN’S WELCOME The Chairman welcomed all those present.
2. APOLOGIES FOR ABSENCE
Mr. Harold Seckington Mrs. Doreen England Mrs. Janet Heady Mrs. Margaret Reardon
3. MINUTES OF THE AGM HELD ON 28 TH MAY 2008 it was unanimously agreed that the Minutes were a true and accurate account of the proceedings. The Chairman signed the Minutes.
4. MATTERS ARISING Mrs. Harrold asked whether the missing Deeds to the Reading Room had been found. The Chairman replied that he had looked on the internet but couldn’t find a trace of them. Mr. Forgham asked why it was necessary to find the Deeds and the Chairman explained that whilst it wasn’t actually necessary (see past correspondence, copied to all representatives, from the Charity Commission), it was a matter of historical value only. Mrs. Cairns will try to procure the Deeds from the Land Registry.
5. CHAIRMAN’S REPORT
“The last year has not seen much going on with the refurbishment of the hall unfortunately; this is due to the fact that we had not got all of the estimates together until just recently. I will go into the whys and wherefores later on in the meeting. However, we have installed two new oil tanks for the Reading Room and the Cottage, a job that had to be undertaken (a) to comply with the new regulations and (b) because they had got past their sell by date (which is how I sometimes feel!). Getting everything organised, getting estimates, looking for suitable organisation from whom to apply for grants and making sure of the day to day running, and maintenance of the Reading Room has been hard work and indeed sometimes a headache for those involved, so don’t be surprised if later on in the meeting I ask for volunteers for several ideas which we have in mind.
Financially the Reading Room is sound but I’m afraid we need to spend. We will venture on this subject later.
I would like to thank you all on the good housekeeping. Hardly any complaints at all this year.”
6. TREASURER’S REPORT (Read out by the Chairman in the absence of the Treasurer). As at the end of March 2009 there was £4,908.77 in the current account (although today there is more than that due to a payment of £750 from the Carnival Committee) and £7,461.87 in the deposit account giving an overall total of £12,560.64 as at the end of March 2009..
7. CORRESPONDENCE The Secretary told the meeting that there had not been much correspondence apart from the usual Charity Commission Annual Return to complete; some correspondence with Anglian Water re a replacement water meter for the Reading Room (which has been done) and the usual ACRE newsletters and magazines - copies of which (magazines only) are always put in the Committee Room for anyone to read.
8. ROOF TILES The Chairman explained that Johnny Wilson has been round to look at the roof and has replaced one or two tiles. The chimney needs to be sorted out but otherwise the roof isn’t too bad. However, a leak has developed in the passage leading to the kitchen and it has been discovered that the kitchen flat roof is rotten. Unfortunately within the next two to three weeks this is going to have to be dealt with. The Chairman is asking Deddington Roofing and Andy Page for estimates. Mrs. Saunders suggested asking ‘Ken-Nick’ and will provide the Chairman with their telephone number. The Chairman said that unfortunately it would not be possible to get a grant for a flat roof. Mr. Moody asked if the Chairman had looked into the feasibility or cost of putting on another sort of roof and the Chairman replied that he wondered if there could be a rake off the present roof and also wondered whether this would require planning permission.
9. LETTING FEES It was proposed by Mrs. Lidgley and seconded by Judy Cairns that these should remain the same.
Mrs. Harrold asked if the Cottage rent was the same as it was some years ago and the Chairman confirmed that it was. There was some discussion about this and in the end Mrs. Hadfield proposed that the rent be left as it is for the present and only if the tenant left or there was some urgency about getting repairs done should the Committee look into it at the next AGM. This proposal was seconded by Mrs. Saunders.
10. INSURANCE The meeting unanimously approved the new insurers (who are some £300 cheaper than the previous ones).
11. AUDITOR The meeting unanimously agreed to keep the present auditors.
12. KITCHEN EQUIPMENT Mrs. Saunders asked if the kettle in the kitchen could be replaced by a bigger one. Mrs. Underwood proposed this and all were in favour.
The Chairman explained that all the equipment in the Reading Room had to be PAT tested. This applied to ACORNS too and it was agreed that the ACORNS should leave out their portable equipment for testing over the coming weekend. Ms. Tracey Hall (the new ACORNS representative) wondered what the legal position was when people hiring the hall brought equipment in for just one session. The Chairman said that perhaps the Conditions of Use should be changed to accommodate this problem. Secretary to include a new sub-section in the Conditions of Use.
13. REFURBISHMENT The Chairman read through some notes that the Secretary had prepared about grants and the process of applying for grants. He went on to say that nobody would consider giving a grant to the Reading Room without the Reading Room being seen to be doing fund raising of its own. The Chairman said that just two of the ideas for fund raising were starting up a 200 Club and bingo and he asked for volunteers from the representatives to organise this. Nobody volunteered.
There was further discussion about fund-raising and it was suggested that people and organisations should be approached directly, that notices were posted on the Helmdon website and articles published in the Talkabout magazine. Nobody volunteered .
It was then suggested that the Secretary write to all the organisations using the Reading Room asking if they could fund-raise on behalf of the Reading Room occasionally. The letter might also ask for their help in running the 200 Club or bingo. The Secretary was also asked to approach the Young Husbands organisation to see if they would consider giving the Reading Room a percentage of the profits they make at the Barn Dance this spring. These ideas were proposed by Mrs. Lidgley and seconded by Mrs. Saunders.
The Chairman suggested that with regards the actual work, the pelmet should be done first to accommodate the next step which would be the electrics. He said that the Reading Room should pay for this first piece of work itself. This idea was proposed by Mr. Forgham and seconded by Mrs. Underwood. Although Mr. Brackenboro had given an itemised estimate for this and other work, the other person who had given an estimate, Mr. Holt, had not given a separate price for fixing the pelmet and so the Chairman said he would ask Mr. Holt for this. It was then suggested that whoever was the cheapest, should get the job. Mrs. Cairns proposed this idea and Mrs. Lidgley seconded it.
With regard to the electrical work the Chairman had two quotes: one from Mr. Valentine and one from Mr. Bliss. They both had different views on how best to light the hall but it was agreed that the Chairman would ask Mr. Valentine how much he would charge to install fluorescent lights rather than the spotlights mentioned in his estimate. Then Mr. Valentine’s quote could be compared like for like with Mr. Bliss’ quote. It was agreed to go for the cheapest quote. This was proposed by Mrs. Saunders and seconded by Mrs. Hadfield.
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Mrs. Cairns thanked the Working Committee for all their hard work and the meeting ended at 9.50 pm HELMDON READING ROOM GENERAL MANAGEMENT COMMITTEE MEETING
Held in the Reading Room on Thursday 14th May 2009 following the AGM
THE ELECTION OF OFFICERS 2009/2010
Mr. Bill England was re-elected as Chairman; proposed by Mrs. Cairns and seconded by Mrs. Lidgley. All in favour; motion carried.
Mrs. J. Harrold was re-elected as Vice Chairman: proposed by Mrs. Hadfield and seconded by Mrs. Cairns. All in favour; motion carried.
Mr. H. Seckington was re-elected as Treasurer/Steward; proposed by Mrs. Saunders and seconded by Mrs. Lidgley. All in favour; motion carried.
The Helmdon Reading Room Working Committee for 2009/2010 is:
Chairman Mr. Bill England Vice Chairman Mrs. J. Harrold Treasurer Mr. H. Seckington Steward Mr. H. Seckington Secretary Mrs. C. King
The meeting ended at 10.10 p.m.
Attendance at the Annual General Meeting of the Helmdon Reading Room 2009
Mrs. J. Saunders Helmdon Church PCC Present Mr. Michael Ayres Helmdon Sports & Social Club
Mrs. Michele Rimmer Helmdon Girl Guides
Mrs. Michele Rimmer Helmdon Bridge Players
Mrs. J. Cairns Helmdon Womens Club Present
Mrs. Janet Heady Drop In Centre
Mrs. Doreen England Helmdon W.I.
Mr. David Brookhouse, Helmdon Conservatives
Mrs. S. Lidgley Friends of Helmdon Churchyard Present
Ms. T. Hall Acorns Pre-School Present
Mrs. J. Harrold Helmdon W.E.A. Present
Mrs. M. Reardon, Helmdon Gardening Club
Mrs. J. Hadfield Helmdon Fellowship Present
Mr. B. England Helmdon Parish Council Present
The Working Committee: All present except Mr H Seckington. Annual General Meeting - 27th April 2009
The Annual General Meeting of the Helmdon Reading Room will take place on the Thursday 14th May 2009 at 8.00 p.m. All are welcome. Refreshments will be served.
If you want to add anything to the Agenda or have any queries, please call either Bill England (Chairman) on 01295 760744 or myself, Caroline King (Secretary) on 01295 768695.
The AGM will be followed by a short meeting (of the General Management Committee only) for the election of officers. Agenda 1. Chairman’s welcome 2. Apologies for absence 3. Minutes of the AGM held on 28th May 2008 4. Matters arising from the Minutes 5. Chairman’s annual report 6. Treasurer’s annual report 7. Correspondence 8. Roof tiles 9. Letting fees 10. Insurance 11. Auditor 12. Kitchen equipment 13. Update on the refurbishment project 14. Reading Room Deeds Quotes Invited For Making New Curtains For The Reading Room - 21st January 2009 The Helmdon Reading Room Management Committee is seeking quotes for new curtains for the Reading Room as part of its refurbishment programme for summer 2009.
Please ring either myself (secretary) or Mrs Jan Harrold (vice-chairman) if you are interested in making (not necessarily supplying the material) two sets of curtains for the hall. If you have been into the Reading Room you will know that there is a pair of very large curtains across the window facing the street, and another, smaller pair, covering the window above the sliding doors.
We look forward to hearing from you and providing you with more details. Thank you
Caroline King (secretary) (01295) 768251 Jan Harrold (vice-chairman) (01295) 760122 Report Of General Management Committee - 22nd December 2008 At the meeting of the General Management Committee on 9th November several ideas were discussed about the proposed renovation of the Reading Room. (The renovation will probably have to take place in the summer holidays when the hall is not so fully booked and Acorns Pre-School Playgroup have broken up.)
The ideas discussed and agreed to are as follows:
1. Leave the ceiling exposed 2. Fluorescent lights to be fitted underneath a false beam all the way round the hall (four lights on each side) 3. A pelmet to be fitted around the hall incorporating a spotlight track and hiding the wiring and the horizontal pipes. The vertical pipework will also be boxed in and painted the same colour as the wall 4. The ceiling to be insulated and decorated and the hall to be completely decorated 5. A switch to be installed to make it easier for people entering a dark hall. 6. A PA system with a remote microphone and a ‘disco’ system (hidden away) to be installed. (The loop system will stay) 7. A new fire alarm system 8. New curtains 9. Possibly new chairs
Quotes and estimates are being sought for all of the above and when they have been gathered in grants will be applied for.
Before any work is done, the General Management Committee will be asked to a meeting to discuss the finer points, e.g. paint colour etc. Please ring either the Chairman, Mr. Bill England, on 01295 760744 or the Secretary, Mrs. Caroline King on 01295 768695 if you would like more details. Report From Autumn Talkabout - 11th November 2008 We all deserve to have a party when the refurbished Reading Room is officially opened. By the time that magic day comes we, (and I mean everyone who looks after, uses and loves the reading Room), will be thoroughly fed up with wet paint, cement dust and scaffolding. I haven’t run this idea past Bill England (Chairman) yet but I know he enjoys a good ‘do’ as much as anybody! How about it Bill!
Seriously though, it may seem that progress on the refurbishment front is slow but these things do – frustratingly – take time. The new future will see more consultative meetings, getting estimates and then delving into the mysterious world of grants.
The difficult thing about this sort of project is that the hall belongs to all of us and all of us have different ideas about how things should be done. So far, like any large family, there have been a few differences of opinion but we all seem to be pulling together at last.
However, it WILL all get one and then we will have a wonderful building in which to meet. It is bound to attract even more bookings which are lovely and at the same time a bit tricky when the hall is so well booked up already. Still, I’m sure we can squeeze everyone in.
As ever, thank you all so much for supporting the Reading Room and if we can get through the next few months of disruption, we will come out the other end with rather smug looks on our faces.
Anyway, about that party Bill ……..
Carline King Secretary to the Reading Room
Annual General Meeting 2008 - 11th June 2008
Annual General Meeting 2008 - 1st May 2008 ANNUAL GENERAL MEETING OF THE HELMDON READING ROOM GENERAL MANAGEMENT COMMITTEE
TO BE HELD ON THE 28TH MAY 2008 AT 8.00 P.M. IN THE READING ROOM
You are invited to attend the Reading Room AGM on the above date. Everyone is welcome. After the meeting there will be another short meeting to elect officers on to the Committee (voting is by existing Committee members only) followed by refreshments. If you wish to add anything to the Agenda, please call either Bill England (Chairman) or myself; telephone numbers printed above. Please come.
AGENDA
Chairman’s welcome Apologies for absence Minutes of the AGM held on 5th June 2007 Matters arising from the Minutes Chairman’s annual report Treasurer’s annual report Correspondence Building and refurbishment:
Acorns Carnival float Arrangements for funeral receptions in the hall Letting fees Insurance Auditor The electric organ
Caroline King (Secretary)
Minutes Of Reading Room Public Meeting - 15th April 2008 MINUTES OF A PUBLIC MEETING HELD ON WEDNESDAY 2 APRIL 2008 AT 8.00 P.M. IN THE READING ROOM TO DISCUSS REFURBISHMENT PLANS FOR THE READING ROOM Members of the Reading Room GMC present: Mr. Bill England, Chairman Mrs. J. Harrold, Vice Chairman Mrs. C. King, Secretary
The Chairman of the Helmdon Reading Room General Management Committee, Mr. Bill England, welcomed everyone to the meeting and apologised that on the Helmdon Website the meeting had been described as an ‘Extraordinary Annual General Meeting’ when this was not the case. The Chairman went on to say that the only item on the agenda was the refurbishment of the Reading Room and that he had received many comments and suggestions which he would read out later. The reason for holding a public meeting was that the Reading Room belonged to everyone in Helmdon and it would be quite unfair for the General Management Committee to go ahead with any plans without referring to people living in the village. Most of the feedback the Chairman had received concerned the ceiling. The Chairman went on to read the various comments and suggestions he had received re the proposed refurbishment. He explained that he would read the comments without giving any names. “As you know, I am heartily in favour of removing the suspended ceiling and doing what is necessary to clean up what is behind it. If the worst comes to the worst, and no-one likes it, there is nothing lost. The other things I feel would significantly improve the Reading Room are (I know that some of these are planned already): 1. new curtains. 2. new lighting to give some atmosphere to the place (hopefully not entirely politically correct low energy lighting, because this doesn’t add any atmosphere at all in my experience). 3. replacement of the plastic folding doors by a sliding/folding dividing wall. (I know this could be quite expensive) 4. redecoration. 5. try to hide the pipework. 6. open up the fireplace – possibly put some lighting in there. I think it would be a great shame to lose this opportunity to bring back the original character to the building. I speak with some authority because I am one of the few people (if not the only family) in Helmdon to live in a house built by Charles Fairbrother at around the same time as the Reading Room. My house was badly affected in the 60’s and 70’s by covering up or removing some of the original features and we have been able to restore most of them. So far in over 20 years no-one has commented that “it looked better before you restored it”. I am sure the same would apply to the Reading Room.” “With regard to the Reading Room ceiling, I make the following observations: 1. I think the existing ceiling should be removed and the vaulted roof exposed. I do not think that the ceiling adds to the insulation. 2. if possible the vaulted roof should be sympathetically illuminated with uplighters if possible. This should add to the ambience. 3. I have always thought the flat roof extension is gloomy and unwelcoming even during the hours of daylight. Consideration should be given to better artificial lighting. I also think that a frosted glass window in either the back wall or side wall or both would enhance the ambience of that area. Like everything else you can only spend what the budget allows but I hope the above is of interest.” “I’m only an infrequent visitor to the Reading Room but my preference would be for it to be restored to its former condition.” “Expose it and tell people to wear jumpers! It is such a lovely building and anyway winters are getting warmer.” “I would love the ceiling to be opened up as long as not too much heat was lost. In fact, it would be terrific!” “My view is that, if possible, we should open up the ceiling. I think it would add to the character of the building (though I am not sure what it would do to the acoustics).” “I have just read your report on the Helmdon website and I personally think it would look better and more in keeping with the building to expose the original roof. By looking at your photographs I think the original wood looks most attractive and it seems sad to keep it hidden especially when there is no heat advantage to the room.” “As a relative newcomer to the village I would like to respond to your invitation: it does seem a shame to cover up those fantastic beams and if heat is not lost then why should they not be on show; this would only add to the beauty of the building. My only query would be, will it change the acoustics of the hall? Bearing in mind the different activities that the Reading Room is used for?” “I agree with you – my vote would be to remove the suspended ceiling and redecorate the ceiling above. I don’t think the heating issue is a significant one. I also recommend getting in touch with Pam Wilton, the village halls’ adviser at ACRE; she might have ideas having seen lots of other village halls.” “Thank you for the invitation to a meeting regarding the refurbishment of the Reading Room. I would like to put forward the following suggestions which were banded about by various Helmdon residents this morning. 1. Redecorate etc. as no doubt you will be planning. 2. Remove the ceiling in the back room and renew throughout with lighting incorporated within the new ceiling if appropriate. 3. Renew the sliding door between the front hall and the back room. 4. Renew the floor covering. 5. Better access – external doors to be self-closing and disabled access/facilities provided. Other ideas include: sound system/wi fi availability; big screen TV that may be locked in situ. You will appreciate that these are just thoughts and ideas, and that we have no idea of the budget you are adhering to. However, I hope that our ideas are of some use to you and that the meeting progresses well tomorrow evening.” The Chairman then asked the meeting for their suggestions. Mr. Underwood thought there were three important things to discuss: the ceiling, the concertina doors and the lighting. He went on to say that the chapel in Weston was an example of an old building which had been really well transformed. It was obvious that somebody had an idea about what should be done and Mr. Underwood suggested that perhaps somebody with vision should be brought in to give advice about what was possible. Mrs. Lidgley suggested that we use Pam Wilton’s (ACRE) expertise. Mr. Moody, who works with Pam Wilton, said that she would be willing to come to see the Reading Room. Mrs. Lidgley said that if Pam Wilton could come in the day time, it could be arranged for people to be present so that they could meet her. Mrs. Saunders wondered if fans to circulate the hot air could be installed but the Chairman thought this was not necessary. He went on to explain that when he had gone up into the roof (i.e. the other side of the suspended ceiling) it was very warm and there seemed to be no heat loss from the hall. Mr. Moody added that the space above the suspended ceiling was not large – about four foot high. Mrs. Wheeler wondered whether it was possible to add some ventilation to the hall because she thought it was often too warm in the hall. She liked the idea of having some windows which could be opened and fitting thermostats on to the radiators. Mrs. Wheeler (representing ACORNS) also requested baby-changing facilities in the disabled lavatory. She presented the meeting with some quotes for this facility and thought the price would be about £250. Mrs. Harrold thought that Mrs. Wilton should be asked to visit the Reading Room before the ceiling is taken down. The Chairman said that one idea was to take only half of the ceiling down so that people could compare between the suspended ceiling and the original. Mr. Woodhams wondered whether anybody could remember what it looked like before the ceiling was put in. Mr. Burns said that if it was possible to have somebody come along to give their ideas of how things would look in the future, they should be asked to do so. The Chairman agreed with this. Mrs. Forgham asked how much money was available to spend on refurbishment. The Chairman told her that it would be best to see what was required before starting to cost it. He told her that the finances in the 60 day account came to £12,353 and in the current cheque account £2,865. The Chairman said that only a certain amount of the 60 day account could be used; some money would have to be left in reserve in case of other expenditure. Mrs. Forgham said that perhaps plans should go ahead only after seeking advice about what we want. The Chairman suggested taking down the picture of the Queen and the various awards and replacing them on the beam dividing the room. His other ideas were: Box in all the pipes with a false beam (removable) Move all the coat hooks and put them in the Committee Room – making this into a cloak room as well as a committee room. Move all the notice boards into the extension. Mrs. Vicars asked that a few hooks be left so that people having parties in the hall could use them to help fix their decorations. Mr. Underwood asked where Pam Wilton worked and Mr. Moody replied that she works for ACRE and that she gives advice on all aspects of village halls. Mr. Underwood said that it should not be assumed that curtains were needed again. Mrs. Wheeler spoke about the floor and said that if anything was spilt on the floor one not only had to clean it up immediately but had to wax it to avoid stains and she wondered whether anything could be done to help preserve the floor. Mr. Coatsworth agreed that Pam Wilton should be asked to come to Helmdon and then it was necessary to get somebody to advise on what sort of design we are looking at. It would be good to produce a computer generated image of what we are looking at. We also need some costings and in that way we could work out our priorities; it might be necessary to pay for a professional. The Chairman said that it was unlikely that all the plans could be carried out in one go. Mr. Moody wondered whether it would be possible to advertise for a designer and the Chairman suggested asking Mrs. Irene Inness. Mr. Moody wanted to know who would be supervising all of this and the Chairman said that a contractor could manage the whole project but that he would be happy to do this himself. Mrs. Lidgley said that this would have to have the approval of the Reading Room Committee. Mr. Moody asked whether there was a particular time scale to complete the work and the Chairman said that there wasn’t although the work would mainly have to be done in the summer holidays. Mrs. Lidgley said that the ceiling should be the first job done and the Chairman suggested that it be taken down within the next few weeks. Mr. Burns said that once the ceiling was down Pam Wilton should be asked to see the hall fairly rapidly afterwards. The Chairman asked the meeting formally whether the ceiling should be taken down and the meeting agreed that it should. Mr. Short made a point about natural light and suggested installing a frosted glass window in the extension. The Secretary explained that she had started looking into funding and grants and was receiving information packs from several sources. She also said that crack-measuring devices had been installed (by the surveyors Peter North) in several of the larger cracks in the extension and main hall and these could not be taken down for a year. Repainting etc. would have to be carried out with these in place. The Chairman thanked everybody for attending and closed the meeting at 9.05 p.m.
Reading Room Extraordinary AGM - 10th March 2008 Reading Room Refurb The Reading Room is about to receive a 'makeover' and your ideas will be greatly valued because, after all, the hall belongs to everybody in Helmdon. The Reading Room Committee is holding an Extraordinary AGM in the Reading Room on: WEDNESDAY 2nd APRIL 2008 @ 8.00 P.M. Everyone is welcome and it would be great to hear your ideas. We are so lucky to have such a wonderful facility but the hall needs a new look and that's where you come in. Please come along on the 2nd April and be a part of the planning process for the refurbishment of the Reading Room. If, sadly, you can't make that date, please ring either Bill England on 01295 760744 or Caroline King on 01295 768695 and let us know how you think the Reading Room could be improved. Caroline King, Secretary, Reading Room.
Reading Room Refurb - Your Choice - 11th February 2008
The discussions so far have been whether to expose the original ceiling, or to have another suspended one, as is there at the moment. There have been one or two issues on this matter; one of them is heat loss if the ceiling is exposed, another is the condition of the original ceiling. As the photos show the condition is pretty good and in my opinion will not take much work to bring it back to its original glory. Where the heat loss is concerned, when I opened up the suspended ceiling I found it to be as warm above as it was in the main hall. It is YOU who should have the say on this matter. It is YOUR hall. Please let us know what you want. Reply to:- Bill England 760744 email bill_england@btinternet.com or Caroline King 768695 carolineking@dsl.pipex.co.uk. A meeting will be arranged sometime in March so could we have your comments by the end of this February. Bill England
Reading
Room Report -
September 2007
Bill England Chairman: Reading Room Management Committee 01295 760744 Reading Room Report - March 2007 The Reading Room is still being used to the full, with almost every weekday and evening being used up by one organisation or another, which proves the fact that it is a very popular amenity. Sundays are being booked, especially for birthday parties and christenings. This year we are looking to refurbish the main hall, finances permitting, and a flyer was sent round the village asking for comments on what you would like. Even though the response was somewhat disappointing, the main comment was to “do something with that awful ceiling.” We have received one quote, and the secretary is busy seeking more, which should be forthcoming in the near future. We can then set about seeking some funding for the project. After this will come the rest of the plan ie. reecorate, floor, curtains, electrics, it seems never ending, but when it is all completed, we will have a building that the whole community can be proud of. I look forward to your continued support. Bill England Chairman: Reading Room Management Committee 01295 760744 |
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