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Tennis & Football Tomorrow On Big Screen - posted13 July 2018 The Reading Room will be open tomorrow for Wimbledon Ladies' finals at 2pm and the football world cup 3rd place match at 3pm. We might have to switch to and fro or maybe we could organise half a screen for each match! Come along and join in - it's very sociable. Buy your drinks at the pub and bring them over. On Sunday it is Wimbledon men's finals at 2pm and the Football world cup final at 4pm. I shall not be around on Sunday but if someone would like to open up and supervise the equipment just let me know. Morag Underwood 01295 768922 / e-mail Minutes of the Annual General Meeting - posted 07 July 2018 Annual General Meeting - Minutes Present: Morag Underwood – Chairman
More World Cup Football - posted 28 June 2018 The Reading Room will be showing the England v Belgium match Thursday 28 June at 7pm for the benefit of Helmdon families. Tea and coffee will be available but please buy your drinks at the pub. £2 per person or £5 per family. See you there. Some World Cup Football On The Big Screen In The Reading Room - posted 21 June 2018 The Annual General Meeting of the Reading Room agreed to action some of the excellent suggestions received from the village via the recent questionnaire/survey. So first off...we are going to show some of the world cup matches on the big screen in the Reading Room. The first one will be England v Panama at 1pm on Sunday 24th June to be followed by England v Belgium on Thursday 28th June at 7pm. We shall make a small charge of 2 pounds per person to cover costs. Families welcome for 5 pounds. Some tea/coffee will be available but please buy beer and wine at the pub. Hope you can make it! Draft Agenda For The Reading Room AGM - posted 23 May 2018 Meeting to be held on Thursday 7th June 2018 at 8-00p.m In the Reading Room Opportunity to see the results of the Questionnaires from 7.15pm 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
Questionnaire Responses At Reading Room AGM - posted 18 May 2018 Remember the questionnaire about the Reading Room which many of you completed? There were 110 responses - 53% of responses came through the Facebook link, 28% through the Helmdon website link and 19% were hard copies. Lots of really interesting suggestions from you all which we are sifting through. We are very grateful for all your responses. Why not come along to the Reading Room AGM on Thursday 7th June at 7:15pm to see what everyone said. We shall try to create an interesting display of responses! Meeting starts 8pm and there will be opportunity for discussion and you get a vote too! If you don't want to stay for the meeting you can disappear early. Diary date now. Morag Underwood Chair 01295 768922 / e-mail Open Morning At The Reading Room - posted 11 April 2018 The Reading Room Management committee are keen to make sure that the Reading Room is used to the maximum. In addition to the survey we are opening the Reading Room this Saturday morning, 14th April between 9.30 am and Midday for those in the village who maybe unfamiliar with the venue. Please pass on this date to anyone you know that maybe interested in coming to look round this great village amenity. There will be tea and coffee available. Read more and fill in the survey by using the link below: https://www.surveymonkey.com/r/28WHHVY Reading Room Survey - posted 01 April 2018 Do you know what goes on in the Reading Room? Do you participate? Would you join in if there were more varied activities? What would you want these to be? The Reading Room Management committee are keen to make sure that the Reading Room is used to the maximum and to that end would ask you to fill in the following survey which closes on 1st May. Responses are invited from young and old. This is your chance to mould the future of the Reading Room, your village hall, so please don't waste it. Read more and fill in the survey by using the link below:
https://www.surveymonkey.com/r/28WHHVY Morag Underwood Chair 01295 768922 / e-mail Minutes Of The General Management Meeting Held On Thursday 22 February - posted 12 March 2018
Present: Morag Underwood Representatives: Jennifer Saunders Judy Cairns Angela Goodall Paul Underwood Cec Harrold Richard Foster Michelle Rimmer Alex Corrin Sue Lidgley Audrey Forgham Cliff Netten Chris Thorpe Barbara Buxton D. Moody Jo Kirtland C. WaKefield.
Agenda For The General Management Meeting To Be Held On Thursday 22 February - posted 18 February 2018 At 7.45pm In the Reading Room
A G E N D A
Minutes 0f General Management Meeting Held On 21 August - posted 12 September 2017 Held at 7.30 p.m. in the Reading Room
Present: Morag Underwood, Angela Goodall, Richard Foster, Sue Lidgley, Chris Thorpe and Jo Kirtland Representatives: Jennifer Saunders, Paul Underwood, Judy Cairns, Audrey Forgham, Cec Harrold, Alex Corrin, Bill England, and Cliff Netten.
Cupboard Discussion/Key Distribution Meeting - posted 23 August 2017 Village representatives are kindly invited to come to the Reading Room on Saturday 09 September at 9.a.m. when there will be a disucssion about the use of the cupboards and allocation of keys to village groups. Morag Underwood Agenda For General Management Meeting To Be Held On 21 August - posted 14 August 2017 Time: 7.30 p.m. in the Reading Room A G E N D A
Minutetes Of The AGM Held On Wedesday 25 May - posted 30 May 2017 Present: Bill England - Chairman Cec Harrold – Vice Chairman Richard Foster - Treasurer Chris Thorpe – Village Cafe Doreen England - Steward Jo Kirtland – Secretary
Representatives: Jennifer Saunders Michelle Rimmer Paul Underwood Judy Cairns Audrey Forgham Sue Lidgley Barbara Buxton Danny Moody Morag Underwood Angela Goodall
No apologies received.
These were signed as an accurate record of the meeting.
No matters arising.
“2016/17 has once again been very successful for the Reading Room, with the hall being used most nights of the week and quite a few weekends. Financially its doing OK, as Richard will report in a few minutes. A new boiler has been installed in the cottage which has led to a very happy chappie tenant. We have been without a slot meter for the use of electricity in the kitchen for some little while, reason for this is a slot meter for the capacity of loading the kitchen is subject to, at certain times, is not available, we will be talking about this later on in the agenda. As most of you know Doreen and myself will be retiring as your Steward and Chairman, we have finally decided to hang the gloves up. It has been an interesting journey over the last 17 years, when I took over, sometimes it was easy going, but sometimes it was a damn hard slog, but over those years, I realise how many people out there were always up for it, helping out, rising funds, and generally jut being supportive. Those of you who can remember just what the Reading Room was like all of those years ago, and what it is now, will know where I am coming from. So if I can offer a bit of advice to the new regime. Learn how the Reading Room works, refer to the constitution, or scheme as it is called, this was agreed by members of the Reading Room Committee and the Charity Commission in 1979. The secretary has a copy, and I am sure she will let you have a peek, if you ask nicely. The Reading Room is actually owned by the people in the area of benefit, in other words us, with the custodial trustees being the Parish Council. I am telling you this , because I would hate to see the real function of this hall disappear in the midst of time, after the hard work that has been put into it in the past. Please remember the members of the parish make the decisions, not any one person, that is why we have an AGM, this is where decisions are made and rules are changed, these changes are then carried out by the Working Committee. It is all to easy to say, we don’t like this rule, lets change it to suit our purpose, that is a decision for members of the public. Hopefully I will be serving on the committee as a representative of The 200 Club, and I wish whoever takes over, success, and hope you are afforded the support and friendship that we have been. On behalf of Doreen and myself, I would like to thank everybody who have supported, worked and befriended us in the past, and helped to make the Reading Room the place it is today.”
“Our closing balance was £26,202, an increase of £3524 on the previous year. However Town and Country Plumbing only sent us an invoice for £4190 after the end of the financial for the installation of the new cottage boiler. Which would have given a balance of £22,000. The drop in receipts is due to the one off receipt last year of £2000 from the redemption Government stock generously donated to the Reading Room at some time in the past and the timing of banking the Café surplus. The reduction in payments are a result of 50% of the Cottage kitchen improvements being included last year and the general repairs including the cost of the redecoration of the hall. I think the only outstanding major expense is the £2600 + VAT to resolve the damp discussed at the December meeting.”
“The cafe continues to be well supported and is now in its seventh year. From a financial standpoint the cafe figures differ from those presented by Richard Foster as the RR uses the standard financial year. The cafe having been established in a January reports its figures as a calendar year. In the year Jan -Dec 2016 the cafe contributed £2,000 to the the Reading Rooms. In the current calendar year, Jan to end May 2017 it has contributed £1,000 ,so hopefully it is shaping up to be another good year. I would like to thank all the volunteers and cake makers who make the cafe such a great success. “
The only correspondence was the confirmation of the TV License that is now in place.
We are happy with the current auditor. All were in favour to leave it as it is.
Paul Underwood asked what the Insurance covered as the lighting set up in the Reading Room is very expensive. It does cover contents which will cover this.
The cleaner’s wages are currently £7 per hour and overtime is £10 per hour. Currently the Standard Living Wage is £7.50 per hour. Sue Lidgley proposed a raise to £8 per hour and £10 per hour overtime and Judy Cairns seconded. All were in favour. Michelle Rimmer brought up about Holiday Pay. It was confirmed that the cleaner gets paid monthly, even if she has a week off, so holiday pay is paid. There is a cleaners Duty List, so everyone knows what jobs the role covers. All the equipment is now up to date.
Morag Underwood asked about the electricity tokens as it doesn’t get much towards the electricity bill. It was discussed that it was pointless having it as it does struggle and you can’t get one that will cope with the high load. Bill England suggested the cooker meter ought to stay and did we need to increase the letting fees? Morag Underwood proposed an increase in the external group letting and keep village group rates as they are. Sue Lidgley seconded. Currently fees are Childs Party £30. Evening Party £100. Village groups £15. Government Elections £120. Morag suggested Child Party up to £40 – Sue Lidgley seconded. Evening Party up to £125 Danny Moody seconded. Everyone was in favour. It was suggested to ask Gilberts to quote to take the meters out.
Morag Underwood asked about the large green bin and what happens with the rubbish collected from it. Does it get sorted for recycling as all sorts of rubbish gets put in there. We need to talk to the council about what we can do, if we can get blue bins and sort recycling out from general rubbish? Angela Goodall has asked for an additional efficient kettle for Tuesday lunches? Bill England suggested to just get a new one.
Bill England tried to get quotes, but no one was interested. We want to keep it as wood and not upvc. The doors need replacing and the security and locks need improving. The fascia at the back can be done in upvc as it is unseen. The building is not listed, but needs to be kept in the same manner it is now.
Peter Cox have done a survey and quoted to sort out the damp problem in the committee room, in the corridor by the toilets and kitchen and under the hatch. The working committee have accepted the quote and said that the work is to be carried out in August when the Reading Room has the least bookings. Peter Cox will need to be contacted to arrange a date.
Morag Underwood is thinking of ways of access that doesn’t reply on someone being available to meet for handover of keys before and after use of the Reading Room, so a key safe or something similar sounds ideal. Danny Moody suggested that if we are looking at replacing the front door and improving the lock that there is a way to link the two ideas with something like a digital lock. Bill England suggested that a small committee is formed to look into options for this and also to take into consideration from an Insurance Policy point of view.
Morag Underwood suggested looking into a booking system on the internet to make it easier. Danny Moody suggested looking into other local venues that already use these methods and get an insight into what options are being used. Local groups are usually booked a year in advance so they can be block booked and show as not available to others. All agreed to look into this.
Bill England suggested that this is to be left until all of the damp proofing work has been completed and everyone agreed.
Bill England closed the meeting, again thanking everyone for their support, and also thanking the secretary for her help.
Meeting Start: 8pm Meeting Finish: 9.00pm
Meeting To Elect Officers Held After The General Management Meeting On 25 May - posted 30 May 2017 Chairman - Bill England retired from his position. Danny Moody proposed Morag Underwood and Angela Goodall seconded. All were in favour.
Vice Chairman - Cec Harrold said that he was standing down from his position. Paul Underwood proposed Angela Goodall and Danny Moody seconded. All were in favour.
Treasurer - Richard Foster said that he was happy to stand for another twelve months. Danny Moody proposed Richard Foster and Sue Lidgley seconded. All were in favour.
Steward - Doreen England retired from her position. Sue Lidgley said that she would cover the position for 12 months Danny Moody proposed Sue Lidgley and Angela Goodall seconded. All were in favour. Retirement Of Bill And Doreen England - posted 26 May 2017 From Bill & Doreen England..... "We would like to thank all concerned for the lovely arrangement of flowers, and vouchers, presented to us after the Reading Room AGM. We would also wish the Reading Room all the best & success for the future. Thanks to all who have supported us in the past."
At the meeting Morag Underwood was elected as Chair, Angela Goodall as Vice Chair. Jo Kirtland remains as Secretary, Richard Foster as Treasurer, and Sue Lidgley has undertaken the role of Steward and will take bookings. General Management Meeting to be held after the AGM on Thursday 25th May 2017 - posted 20 May 2017
A G E N D A
1a Election of Chairman 1b Election of Vice Chairman 1c Election of Treasurer 1d Election of Steward
Only elected trustees are eligible to vote at this meeting (1 organisation 1 vote only) Agenda For AGM On 25 May 2017 - posted 19 May 2017 The Annual General Meeting will take place on the above date at 8.p.m. All are welcome and refreshments will be served afterwards. 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
Any item not on the agenda will not be resolved at this meeting, but will be an agenda item in the General Management Meeting held in November. Draft Agenda For AGM - posted 23 April 2017 The Annual General Meeting will take place on 25 May in the Reading Room at 8oc. All are welcome and refreshments will be served afterwards. 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
All additions to the agenda must be submitted to the secretary by Saturday 13th May. Any item not on the agenda will not be resolved at this meeting, but will be an agenda item in the General Management Meeting held in November. Reading Room Steward Vacancy - posted 24 March 2017 The present steward, Doreen England, has carried out this role in a very efficient way over many years, but she is vacating the position shortly. The steward’s duties are:
To take and log bookings, that includes regular bookings. To give keys, to users, and collect fees, as and when, and again log. Make up books on a 6 monthly basis, and present to the Treasurer. Responsible for the replenishment of consumables, ie kitchen/cleaning/toiletries. Show new users, private parties, around the hall.
Are you the one to take up this challenging role ?
Minutes Of the General Management Meeting Held On 13th December 2016 - posted 05 January 2017
Present: Bill England - Chairman Cec Harrold – Vice Chairman Richard Foster - Treasurer Chris Thorpe – Village Cafe Doreen England - Steward Jo Kirtland – Secretary
Representatives: Jennifer Saunders Judy Cairns Audrey Forgham Sue Lidgley Danny Moody
Sue Lidgley asked about the rent increase for the cottage – it was confirmed that an increase had been made. Richard Foster asked about the extraction unit – it was confirmed that a decision had been made that it was not needed. Cleaning equipment – Judy Cairns will go through and list what needs replacing. Door mat – Other matters need completing first, then the mat will get sorted. Bill England pointed out that a TV Licence was now needed and Jo Kirtland will look into it.
“Another successful year for the Reading Room, with most slots being taken up by village functions, and a lot of children’s parties and christenings, although Saturday evening functions have been a bit disappointing, maybe we are not selling the venue to the private punter, that probably needs to be on the agenda for future meetings. The damp in the Committee Room cupboards has been addressed, the plaster has been stripped off for stage one, a firm quote from Peter Cox has been received, not only for the Committee Room, but also for other issues that have come to light, and will be discussed later on at this meeting, as will be other quotes for cottage maintenance. General Housekeeping has again not been too bad, but could be improved, with a little more effort and diligence before vacating the premises. I must now stress that this is my last term as your Chairman, and also Doreen has indicated that it will be her last year as a Steward. I am including this in this report to give you time to try to choose who you want to take over these positions. The chair is in actual fact the less stressful position, but I suggest you need a person who will do the best for the Reading Room and all of the folk that use it. Whereas the stewards job is a 24/7 commitment, and would suggest a person who has that commitment to take the position over. We will of course be on hand if needed to make the transition as smooth as possible. This is now in your hands. I would like to thank you all for your support, and hope we can rely on it for the next six months or so.”
Treasurer’s Report December 2016
“At the AGM I reported that the end of year closing balance was £22,678 after spending £10,200 completing the improvements to the cottage over the previous two financial years and suggested that we were in a good position to progress with the redecoration of the Reading Room. The redecoration has now been completed and paid for from income generated in the first half of this year with a small surplus of income over expenditure giving us a balance of £24,000. Following the redecoration the report from Peter Cox it appears to indicate that the rising damp problem is more extensive than we might have anticipated and we will need to consider our priorities when discussing the tenders for the three projects on the agenda. Fortunately the accounts are very healthy and if we continue to get the support of the Café and 200 Club we should be able to maintain and improve the property in the future.”
It is not bad, we still get complaints from others in after an event saying about the kitchen and toilets can be found a bit messy. It is reminded that groups leave it in a good clean condition. Doreen England mentioned that teaspoons wander! Please can you make sure that cutlery and crockery gets put back from where you found it. Doreen also asked that sellotape and blue tack should not be put up on the walls as it has pulled some of the paint off. Jo Kirtland will send out a letter to organisations reminding them to respect the room or they will be billed for the making good.
Cec Harrold has been to see Rupert in the cottage and there is more concern for a boiler replacement than a bathroom. The boiler is estimated 20 years old. Bill England agreed that a new boiler was priority. Sue Lidgely requested to get another quote for a boiler. Cec will contact RGB in Kings Sutton for this. Bill England asked that when a second quote is received if the Working Committee had permission to make a decision to go ahead asap. Judy Cairns proposed and Jennifer Saunders seconded – all were in favour. Jennifer asked about safety in cottage and about the smoke detectors etc. Bill said that a surveyor had been out and didn’t advise any different to what is already there. The bathroom alterations will be left and discussed at the AGM.
This was covered in Item 7.
Peter Cox have been out and inspected and confirmed damp in the cupboard, in the passage way and under the hatch. They can do the whole job. Cupboards will need to be cleaned out. Richard Foster asked to check on what other preparation was needed. They have quoted £2600 + vat to do all the areas. It was decided that we needed to go ahead and get it done. Chris Thorpe proposed and Sue Lidgley seconded – all agreed.
This has been covered in Item 9 as it is a damp problem. Peter Cox will be stripping plaster up to 1M high and using dry wall plaster. Sue Lidgley asked if it could be done up to the bottom of the hatch but as Bill pointed out it would be made good so you shouldn’t see joints where the work has been done. When damp work is complete a protective strip and pvc panels will be installed when the plaster has completely dried and decorations carried out.
Sue Lidgely mentioned about the Ivy growing up the side of the Reading Room wall and it becoming a problem. Bill will talk to the Leitelmayers about this as it adjoins their land.
Meeting Start: 7.30pm Meeting Finish: 8.20pm
General Management Meeting To Be Held On 13th December 2016 - posted 01 December 2016 To be held 7.30 pm in the Reading Room Draft copy, additions to be submitted to Jo by Friday 9th December 2016 No additional agenda items will be considered after this date.
A G E N D A
Jo Kirtland Secretary Minutes Of The Annual General Meeting Held On 30 June 2016 - posted 14/07/16
Present: Bill England - Chairman Cec Harrold – Vice Chairman Richard Foster - Treasurer Chris Thorpe – Village Cafe Doreen England - Steward Jo Kirtland – Secretary Representatives: Jennifer Saunders Judy Cairns Audrey Forgham Barbara Buxton Danny Moody Alex Corrin Christine Bridger Angela Goodall
Morag Underwood, Michele Rimmer, Becky Leitelmayer, Sue Lidgley
Item 16 – Damp problem in Committee Room. This issue is still in the process of being sorted, it has been advised that work will start in August 2016.
“This year has once again been very successful, with the Reading Room being well used, with village and private functions, especially Christening’s and Children’s parties. There has even been sleep overs involving the children’s groups, which I understand were very successful. We have now installed the blackout blinds, and even though the general feeling was it would spoil the décor, I am pleased to say it is in keeping with the hall, and quite unobtrusive. We got further into the 21st Century when WiFi was installed free of charge by Tove Valley Broadband, and I believe is used by the majority of the users of the Reading Room. I would like to minute a vote of Thank You to the donors. The decorating, is due to start the first week in August, along with the stripping out of the woodwork in the Committee Room cupboard, in preparation for the damp proofing, although I think it has got better since the old carpet has been discarded. Work on the rails at the front of the building have been completed, and there have been no more complaints about them as yet. Painting of lines of the steps have been re-done after a not very successful attempt the first time. Financially we are fairly comfortable, as I am sure Richard will advise in his report next. I have been asked by Jo, the Secretary how to become a member of the Reading Room Committee, so I thought I would take this opportunity to explain, as it is too late to put it on the agenda. According to the Constitution, or Scheme, agreed by the Charity Commission and the RR Committee 1979. Elected Members: May be elected at the AGM for the purpose of casual vacancy. Representative Members: (Trustees) are elected by any organisation within the area of benefit, to represent that organisation on the RR committee. There is one rep per organisation, and is expected to sit on the committee for not less than one year. This means that each organisation has one vote at a general meeting. AGM is open to public voting on any issue.
Helmdon Reading Room Treasurer’s Report 2015-16 AGM
Our closing balance was £22,678, an increase of £3000 on the previous year. Due mainly to the Government redeeming the £2000 of Government stock generously donated to the Reading Room at some time in the past.
You will also note that although the casual lettings are down £500 the regular lettings are consistent and the Café contribution is up £900 to £2400.
The expenses are down £1000 with the payments for the cottage improvements being split between two financial years and general repairs down £1500. So we are in a good position to cover the cost of redecoration in the current year. The small increase in the insurance premium is due to a revision of the valuation of the cottage and it is my intention to review our electricity supply contract as I believe we are currently being overcharged.
The cafe continues to go from strength to strength and is now in its sixth year. We having an amazing group of customers coming from all the age groups in the village.
From a financial standpoint the cafe figures differ from those presented by Richard Foster as the RR uses the standard financial year. The cafe having been established in a January reports its figures as a calendar year. In the year Jan -Dec 2015 the cafe contributed £1,900 to the the Reading Rooms. In the current calendar year, Jan to end May 2016 it has contributed £1,200 ,so it is shaping up to be another good year.
I would like to thank all the volunteers and cake makers who make the cafe such a great success.
There has been no correspondence.
We are happy with the current auditor. Richard Foster proposed to stay with them and Jennifer Saunders seconded.
We are happy with the current Insurance. Richard Foster proposed for it to stay as it is and Judy Cairns seconded. Cleaner's Wages: The cleaner gets paid £7 per hour for 4 hours a week. It was questioned if a Contract of Employment was needed. Danny Moody proposed that this was looked into and all seconded
Everyone agreed that there was no need for an increase on fees for clubs and private hire of the Reading Room. The rental rate on the cottage was discussed and we need to look at the Rental Contract to see if there is a Rate Review Clause in it. Alex Corrin and Jennifer Saunders proposed a £50 per month increase and Angela Goodall seconded. All were in favour.
There are shrubs and weeds growing up outside the cottage and the trees outside the Reading Room need trimming back. These are going to be seen to. The large window at the front was leaking water in during heavy rain. Bill is going to look into where and how it is coming in and also check if the guttering is blocked.
Eddie is going to start decorating the 1st week in August when the Reading Room is not in use. No exact date has been set yet.
The fascia is looking ‘tired’ as is the front door, and the lock on the door isn’t very good. Bill England proposed to get quotes for fascia repair or replacement and a new front door, all were in agreement.
Items 16-19 were items added to the agenda by Sue Lidgley, who was unable to attend the meeting. The points were discussed as best we could without Sue’s input and in brief: Item 16 – New door mat, it has been previously discussed and quotes obtained. Nothing will happen until the decorating and possible new front door are completed. Item 17 – The left hand cupboard in the central station in the kitchen could do with a half shelf fitted to utilize the space. Item 18 – Not sure what the missing items are. Item 19 – Better care needs to be taken of the tables. They need to be cleaned and dried properly before being put away. These items will be discussed properly at the next meeting.
Meeting Start: 8pm Meeting Finish: 9.00pm Minutes Of The General Management Meeting Held On 30/06/16 The Election of Officers Bill England and Morag Underwood both put themselves forward for the position of chairman. Morag was unable to attend the meeting so Jo read out a short speech that Morag had sent on why she would like the position, as follows:
“I am standing for election because I believe the Reading Room needs a further plan for improvement and refurbishment to ensure that it remains at the heart of the village. Bill has done a great job over the years. He presided over the last period of refurbishment and the hall and kitchen are looking welcoming and smart. It is my belief that the hall should be more easily accessible to the people of the village to use as a place of recreation. In my view we need to consider a new system of entry such as a keysafe or an entry tag system which records all entries to the building. We need an electronic booking system. We need to fix the damp, as the walls are crumbling in places. We need to preserve the Victorian character of the building whilst upgrading its facilities to fit with the demands of a village population of all ages and with diverse needs. The young people of the village need to be encouraged to take an interest in our village facilities. I would hope to be able to provide the leadership and the energy to make these things happen and I would be looking to all of the management committee to assist me in this task”. Morag Underwood
The position went to vote and with 7 votes to 5 – Bill England will be the Chairman.
Vice Chairman - Christine Bridger proposed Cec Harrold and all were in favour.
Treasurer - Doreen England proposed Richard Foster and all were in favour.
Steward - Jennifer Saunders proposed Doreen England and all were in favour. Agenda For Annual General Meeting To Be Held On 30/06/16 - posted 08/06/16 The Annual General Meeting will take place on the above date. All are welcome and refreshments will be served afterwards. 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 Chairman’s welcome
All additions to the agenda must be submitted to the secretary by Saturday 25th June. Any item not on the agenda will not be resolved at this meeting, but will be an agenda item in the General Management Meeting held in November. Jo Kirtland General Management Meeting Held On 4/12/15 - posted 02 January 2016 Present: Bill England - Chairman Cec Harrold – Vice Chairman Richard Foster - Treasurer Chris Thorpe – Village Cafe Doreen England - Steward Jo Kirtland – Secretary
Representatives: Judy Cairns Sue Lidgley Barbara Buxton Danny Moody Christine Bridger Enid Kebble
“Another successful year for The Reading Room, with most slots being taken up by village functions, and a lot of children’s parties and christenings, although Saturday evening functions have been a bit disappointing, maybe we are not selling the venue to the private punter, that probably needs to be on the agenda for future meetings. The cottage has a refurbished kitchen, and up to now it seems the damp proofing has been a success, which makes for a very happy tenant. There has been a survey of the cottage to give a true assessment of the rentable value of the property, and I will ask Richard to read out the points of value during his report. Next I would like to say thank you to those of you who have shown me support over the last sixteen years, and helped to make this Reading Room what it is today, but unfortunately all good things must come to an end, and as I said at the AGM, Doreen any myself are not going to stand for re-election in the May meeting. I will be perfectly honest, after certain events this last couple of months, I had already written my letter of resignation to take effect at this meeting, but I was persuaded against it. I am sure whoever replaces us will get the same support as you have shown us. Just be careful to elect someone who has the Reading Room at heart, and not just their own organisation. Whoever is elected will have Doreen’s and my help for the first few months if required, so that there is a smooth transition.”
“At the AGM I reported that the end of year closing balance was exaggerated by £5230 of unpaid invoices for improvements to the cottage which would be paid in the current year. Their payment has resulted in an excess of payments over receipts of £1600 in the first six months of the year but if we avoid any unexpected repairs before the year end, the closing balance should recover to £20,000, which will be similar to the previous two years despite the £10,200 invested in the cottage.
My suggestion that we should commission a rent review of the cottage was accepted at the AGM and I have the report with me if anyone wishes to read it.
In summary the current rent is £500 per calendar month and we are due to review it at the next AGM following the improvements. Davies and Partners suggest the best achievable and sustainable rent would be £600 per calendar month without any further improvements. However, if the cottage was completely re-decorated throughout and new carpets fitted they estimate a monthly rent of £825 could be achieved”.
Enid Kebble, stepping in for Angela Goodall, had been asked to ask if some eyelet hooks could be put on top of the pelmets to hang decorations etc from. If it can be done without them being seen there were no objections to doing this.
Meeting Start: 7.30pm Meeting Finish: 8.40pm General Management Meeting - posted 25 November 2015 This will be held on Friday 4th December 2015 at 7-30 pm in the Reading Room. A G E N D A
Jo Kirtland
To All Users Of The Reading Room - posted 07 October 2015 If you have any electricity meter tokens, which you have obtained or bought, and will not be using, can you please, please return them to me and you will be reimbursed for the cost. We have just given out the last 2 in our possession, and somewhere there is another 38. We do not seem able to purchase any more, and unless we get some returned, there will be problems using the power in the kitchen. I thank you in anticipation. Bill England
Lost Property Left In The Reading Room - posted 29 August 2015 Girl’s red GEORGE anorak (age 10 or 11) Long bright pink evening dress in a bag Three long winter scarves: Red, mauve and purple Please collect from the Porch. Minutes of Reading Room Annual General Meeting held on Thursday 25.0615 - posted 22 August 2015
Bill England - Chairman Cec Harrold - Vice-Chairman Richard Foster - Treasurer Chris Thorpe – Village Cafe Doreen England - Steward Jo Kirtland – Secretary Representatives: Becky Leitelmayer Judy Cairns David Brookhouse Sue Lidgley Barbara Buxton Morag Underwood Judith Elkington The Chairman welcomed everyone to the meeting.
“Another successful year for The Reading Room. We are financially sound as will be reflected in Richard’s report next. I believe we have all addressed most of the problems we had, and I’m sure if we haven’t, someone will tell us during the course of this meeting. Three new representatives have joined our happy band: Angela Goodall who is the Tuesday Lunches Representative, Danny Moody who is the Parish Council Representative, replacing yours truly. I have taken over the roll of 200 Club Rep. All of these rolls must be registered with the Charity Commission and I am sure Jo will furnish us with the appropriate paperwork later on. The biggest work completed was the Cottage Kitchen, we have a very happy tenant, although he had to have the patience of a saint to live with no water, and no sink, no proper cooking facilities for 3 weeks. He never complained and still offered to do his own decorating. It didn’t go as smoothly as we would have liked, but all’s well that ends well. The Kitchen has had a lick of paint, and it obviously was approved by the health & hygiene because they awarded Tuesday Lunches 5 stars, well done for that. We continue to take bookings and the Reading Room is very well used, and many people who have not used it before comment how pleased they were with the venue. We must not stand on our laurels however, it won’t be long before we will have to redecorate the main building before it gets too bad. I think I have covered most of what I wanted to say, except thank you for your continued support and thank you for your patience over the delay of the AGM.”
I am pleased to report that the Reading Room income for 2014/15 has remained reassuringly consistent at £12,471.92. Many of you will recall that there was some concern around 2010 when the income from the Acorns was lost with their final payment contributing to an income of £11,750 in 2010/11. This concern proved unfounded with the launch of the 200 Club and opening of the Café and after much hard work and commitment from many in the community the Reading Room income was not only been maintained but increased. Helmdon Reading Room Income 2011 £13,400 2012 £13,500 2013 £13,500 2014 £12.860 In addition £23,000 was raised in grants and fund raising and £28,800 spent on refurbishing the facilities between 2011 and 2013. Last year we agreed that with a very healthy closing bank balance of £20,470 we should endeavour maintain to the cottage, which generates half the Reading Room income, to the same high standard as the hall. During the past year £10,200 has been invested in double glazing, damp proofing and replacing the kitchen so you may be asking how we have maintained the closing bank balance at £19,672. It is not creative accounting but due to a few delays only invoices totalling £4975 were paid before March 31st , the balance of £5230 have been paid in the current financial year giving a more realistic closing balance of £14,442. I will just take this opportunity before the discussion on agenda item 11 “Letting fees & Refunds” to suggest that during our considerable investment our tenant has shown great patience and understanding despite the rather protracted renovation of the kitchen and offered to undertake the redecoration himself. Therefore we should not be looking for a rent increase for the next twelve months. However as none of us are experts in the field I think we should be considering asking a local letting agent to undertake a rent review which could inform us of any further investment required to bring the cottage facilities up to the same standard as the rest of the property.
“The café entered its 5th year as of the start of 2015, having been established in 2011. It has continued to grow and appears as popular as ever with customers from right across the age spectrum. The café from a financial perspective works on the calendar year as this ties in with its establishment. Therefore the figures I am about to give will differ from the RR Treasurer’s financial reports which are tied to the financial year, i.e. April to March. All the profits from the Café go directly to the RR. In 2011 the café gave £1000 to the RR after start up costs. In 2012 this increased to £1600. 2013 saw a contribution of £1700. In 2014 this dropped back to £1600 as we needed a refresh of equipment. £390 was spent on new table cloths and all new cafetieres. In the current year, as of the end of June £1100 has been handed over, having also bought new teapots and flowers to the sum of approximately £100. So it would suggest we will be looking at another successful year. Finally, I think it would be appropriate to thank all of the volunteers who make cakes and run the café.”
Meeting Start: 8pm Meeting Finish: 9.10pm Jo Kirtland Secretary
Final Agenda For Reading Room AGM to Be Held on Thursday 25 June - posted 23 June 2015 The Annual General Meeting will take place on Thursday 25th June. All are welcome and refreshments will be served afterwards. The AGM will be followed by a short meeting (of the General Management Committee only) for the election of officers.
Jo Kirtland Secretary
AGM to Be Held on 25 June - posted 10 June 2015 The Annual General Meeting will take place on Thursday 25th June. All are welcome and refreshments will be served afterwards. 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
All additions to the agenda must be submitted to the secretary by Thursday 18th June. Any items not on the agenda will not be resolved at this meeting, but will be an agenda item in the General Management Meeting held in November. Jo Kirtland Secretary Postponement of AGM - posted 16 May 2015 Unfortunately the Reading Room AGM due to be held on Thursday 21st May is going to have to be postponed, because of the Chairman's incapacity following an accident. Secretary AGM to Be Held on 21 May - posted 10 May 2015 The Annual General Meeting will take place on the above date at 8-00 p.m. in the Reading Room. Alll are welcome and refreshments will be served afterwards.
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
All additions to the agenda must be submitted to the secretary by Thursday 14th May Any item not on the agenda will not be resolved at this meeting, but will be an agenda item in the General Management Meeting held in November. Reading Room Left In Untidy State - posted 07 December 2014 There have been a few complaints from users of The Reading Room, concerning the condition of the room after other functions. The conditions of use clearly state :
9. Please sweep the floor and if there have been any spills, please mop them up. Brooms, mop, etc can be found in the cleaner’s cupboard at the rear of the kitchen. 10. Please wipe down all tabletops, then stack the tables away in the extension room ensuring that the safety chain is in place. Please wipe down the kitchen table and surfaces. 11. Please empty all waste bins as required into the commercial waste bin situated on the drive and replace liners. These can be found in the cleaner’s cupboard in the kitchen. 12. Please completely empty the refrigerator before leaving the building.
Unfortunately this is not always the case.
The cleaner is only employed for 4 hrs a week, and cannot be expected to be in attendance after each function. The Steward however has in the past cleaned up when she has found it necessary, this cannot be expected of her on every occasion. We therefore intend to ask the cleaner to attend if cleaning up etc. is needed, at a cost of £10 ph, and will be reimbursed from the offending party.
It would be appreciated if you could make sure the chairs are stacked in a safe manner, it has been found 6 in a stack is more convenient, dishwasher is drained and clean [ procedures for this can be found in the kitchen window sill ] We know you will do your best to help in this matter, and look forward to improvement.
Bill England [Chairman] On behalf of Reading Room Committee. Minutes Of The Management Meeting Thursday 20 November - posted 30 November 2014 Committee Present: Bill England (Chairman) Cecil Harrold (Vice Chairman) Richard Foster ( Treasurer) Doreen England (Steward) Chris Thorpe (Village Café) Barbara Whitlock (Secretary) Jo Kirtland (Secretary)
Present: Judy Cairns David Brookhouse Sue Lidgley Barbara Buxton Morag Underwood Wiggy Smith
Becky Leitelmayer Jenny Saunders
Mondays are booked for Art Group and Pilates. The rest of the week is taken up by Helmdon Café, Post Office, Reiki sessions and once a month the Church Lunches. In fact the only day that is comparatively free is Wednesday. Weekends are frequently taken up by christenings and children’s parties.
General housekeeping unfortunately needs to be addressed. One or two organisations are letting their standards slip concerning the way the room is left and a few complaints have been received. We will discuss this in item 6 on the agenda. There is still some concern over the stacking of the chairs, it really should not need notices put up, except maybe for the casual bookings. I think the real reason more care is not taken is people rushing to get away.
Financially we are doing alright but I will leave it for Richard’s financial report. We have of course a new vice chairman, so I will welcome Cec Harrold on to the committee.
I would also like to welcome Jo Kirtland who has volunteered to be the new secretary of the Reading Room. All will be revealed in Item 13 on the agenda.
Once again I thank you for your continued support for the Reading Room and I have no doubt it will continue in the future.
Those who have not been the Treasurer of their organisations may not appreciate how generous the Reading Room hire terms are for village organisations giving up to six months to pay, so a quick response to the invoices is expected and appreciated.
Year to date income is steady at £6500, just £130 up on last year, expenditure at £4500 is up £1200 after spending £2500 on the cottage double glazing and less on other repairs.
My forecast for the remainder of the year if we spend £5000 on the cottage kitchen, £1250 making the roof watertight (a total of £8250) is the bank should still be around £18,000, down £2500 from the end of last year.
That is with no provision for items 9 to 11 on the agenda and unforeseen repairs.
The chairs are being damaged and torn due them not being stacked properly.
Cec Harrold asked if some of the internal work could not be done while waiting for the damp/roof to be addressed. But it is not possible.
There have been two quotes received for the new kitchen. One from Walden for £3538 but he is too busy at present. Emerson quoted £3878 which is rather expensive. Cec Harrold has also approached B&Q who gave a quote for £3373 to fit and supply units but not the plastering. However, it is not known how long this quote is valid for. Cec has spent time with Rupert who rents the cottage and B&Q meet all his requirements. There may have to be some re-designing of the kitchen due to the cooker being located rather near to a doorway. Also the issue came up that if the cottage kitchen was so damp are those same walls on the other side, in the Reading Room, also damp? Someone needs to examine the Reading Room cupboards. Bill England will get quotes for damp proofing.
It was suggested that while the cottage kitchen was being renovated Rupert could make use of the Reading Room kitchen.
The meeting ended at 21.00
Agenda For Management Meeting Thursday 20 November - posted 07 November 2014
Notice Of Management Meeting Thursday 20 November - posted 17 October 2014 There will be a General Management Meeting on Thursday 20th November at 8.00pm in the Reading Room. If you have any items for the agenda please forward to me or the chairman Bill England by Thursday 6th November. The agenda will then be issued to all representatives.
Many thanks Barbara Whitlock - Secretary Meeting Held To Vote For A New Vice-Chairman 7.8.14 - posted 11 August 2014 Present: Bill England - Chairman Richard Foster - Treasurer Chris Thorpe - Village Café Doreen England - Steward Barbara Whitlock - Secretary
Representatives Present: Jenny Saunders Judy Cairns David Brookhouse Cec Harrold Danny Moody Wiggy Smith
Apologies: Barbara Buxton Morag Underwood Becky Lietelmayer
Two candidates stood for Vice Chairman of the Reading Room, Helmdon. Cec Harrold Morag Underwood. Two postal votes were received. Voting slips were counted by Bill England, Chairman and Barbara Whitlock, Secretary in the presence of the representatives. The result was as follows. Morag Underwood 5 votes Cec Harrold 7 votes
We therefore have a new vice chairman, Mr Cec Harrold.
The meeting closed at 8.15pm. . Minutes of the Annual General Meeting Held On Thursday 19 June 2014 - posted 29 June 2014
Present: Bill England – Chairman Eddie Garner – Vice Chairman Richard Foster – Treasurer Chris Thorpe – Helmdon Café Doreen England – Steward Barbara Whitlock – Secretary
Representatives: Jennifer Saunders Becky Leitelmayer Sue Lidgley Judy Cairns Danny Moody
Morag Underwood David Brookhouse Wiggy Smith Viv Watson
General housekeeping has not been too bad but still some concern over the stacking of the chairs. It really should not need notices put up, except maybe for the casual bookings. I think the real reason more care is not being taken is people rushing to get away. It was pointed out to one person that it was dangerous the way they were being stacked and the reply was “you’re being too fussy.”
Financially we are doing alright but I will leave that to Richard.
At the beginning of the year, after I had my scare, I’m afraid I put my responsibilities on the back burner a little bit. I was pleasantly surprised to realise the Reading Room can almost run itself. I would like to thank you all for your concern and help during that period and I can assure you I am now running on maybe 3 of the 4 cylinders.
Once again I thank you for your continued support for the Reading Room and I have no doubt it will continue in the future.
This year I am pleased to report that the receipts have held up well without the £973 windfall from the distribution of previous Carnival profits at £12,857 and payments were significantly lower by almost £2000 at £7,010. Resulting in an excess of receipts over payments of £5847 and what may be a record Year End Balance of £20,470.
Having completed the refurbishment of the hall it led me to ask if we were maintaining the cottage to the same high standard, as you will note from the accounts that the income from the cottage is almost half the total Receipts. However, Bill had already raised item 13 on the agenda so we will have an opportunity to discuss this.
I have prepared another forecast for the current year when I am confident that receipts should exceed payments again depending on the repairs and improvement required during the year.
Finally, I should mention the very valuable contributions from the 200 Club £1300 again and the Café £1700 last year. There is an Income and Expenditure Report prepared for the Café each calendar year which I have summarised on the back of the accounts but we currently do not consider the additional cost of auditing the Café account worthwhile.
The Village Café will be given a letter of thanks for their contribution.
Neil Buckley said that secondary double glazing will make no improvement to the damp in the cottage. Bill England said that all the windows will be glazed at a cost of £490 for the lounge, £490 for the bedroom, £450 for the second bedroom, £360 for the kitchen and £270 for the larder. These prices were from Leadwise. Banbury Windows were more expensive. Sue Lidgley proposed that the job be started sooner rather than later. The leaded windows will be kept to for the overall look of the building.
The disabled toilet in the Reading Room would benefit from a double glazed window. It is very draughty and would also be much more secure. Leadwise quoted a price of £300 and Banbury Windows £360.
Paint for the edges of the steps will be bought from Wickes.
Sue Lidgley reported that there are items missing again, from the kitchen. A cake stand, glasses and cutlery. Each club that has a cupboard needs to get together and go through the items they have. Doreen England and Sue Lidgley will organise this.
Becky Leitelmayer representing the Bridge Players pointed out that the blind over the window lets in too much light. This affects film shows and plays. Could a black out blind be purchased? This would not be visible if placed behind the louvre blind which is there at the moment. Need to get a price and see if it is possible to have one fixed in this way. When the kitchen renovation is done this matter will be discussed.
The meeting ended at 20.35. General Management Committee19th June 2014The Election of OfficersChairman – Sue Lidgley proposed Bill England and Judy Cairns seconded. All in favour. Vice Chairman – Eddie Garner resigned. Treasurer – Sue Lidgley proposed Richard Foster and Jenny Saunders seconded. All in favour. Steward – Jenny Saunders proposed Doreen England and Sue Lidgley seconded. All in favour. Agenda Of the Annual General Meeting To Be Held On Thursday 19 June 2014 - posted 29 May 2014 7.30 p.m. in the Reading Room. All are welcome and refreshments will be served afterwards.
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
All additions to the agenda must be submitted to the secretary by Monday 9th June. Any item not on the agenda will not be resolved at this meeting, but will be an agenda item in the General Management Meeting held in November.
Minutes Of The Management Committee Meeting Held On Thursday 28 November 2013 - posted 07 December 2013 Present : Committee: Bill England - Chairman Eddie Garner – Vice Chairman Richard Foster - Treasurer Doreen England - Steward Barbara Whitlock - Secretary
Representatives: Jenny Saunders Morag Underwood Judy Cairns Sue Lidgley Jan Harrold Joan Hadfield Wiggy Smith
David Brookhouse Danny Moody Chris Thorpe
The Minutes of the last AGM were signed as being a true and accurate account of the meeting. Proposed Judy Cairns and seconded by Doreen England
Item 6 – The inventory of the kitchen utensils was taken by Doreen England Item 7 – Wiggy Smith will not have a key to the Reading Room Item 8 – The roof in the gents toilet has been repaired
The Reading Room has gone very well again this year. Children’s parties, Christenings etc are on the increase. Monday morning has seen two events at the same time, Art group in the committee room and Pilates in the main hall. This seem to be working very well and there is Cha Char Chimps on Friday morning. This is for babies and toddlers and according to reports is well attended. I was approached by Liz Hart to see if there was anywhere in the Reading Room we could put a computer. It is for the documentation for the HS2 Project and for public viewing. This was more or less forced on the Parish Council and has to be installed in a public building. We can put it in the new cupboard in the committee room and take it out for use as and when needed. Liz will be the point of contact for appointments and she will then liaise with the Reading Room Steward to see if it is convenient, so it will not inconvenience any function. If anyone wishes to comment on this I will give you the chance later in the meeting.
The non-slip mat has been put down in the kitchen and the ramp, and seems to be working ok. We have the luxury of the fixed projector which has been a boon, although some presenters prefer to bring their own, don’t know why but there you are.
So all in all, a very successful year and all I can say now is thanks for your support. Without it the Reading Room would not function the way it does.
At the end of the first half September 30th Current account £9943 Reserve account £8087
Income at £6420 exceeded expenditure of £3300 by £3120 which was better than forecast, but year end will be dependant of repairs and improvements.
Last year improvements to the committee room, dishwasher, crockery, plus roof, windows and toilets £6000.
The idea was met with approval as it is suitable for keeping minds active and another social gathering in the village. The Chairman said there will be no hire charge but all profits would go to the Reading Room.
Sue Lidgley proposed and Eddie Garner seconded this idea.
The stacking of the chairs must be done correctly. The chairs are getting damaged through being incorrectly treated.
The dishwasher must be emptied and cleaned after each use. Each organisation that uses the dishwasher must check after use.
Wiggy Smith said that anti-bacterial hand wash is necessary to meet with Health and Safety regulations.
Bill England has applied for a Cash and Carry card to be used for the Reading Room supplies.
£50 was suggested and Sue Lidgley proposed, Judy Cairns seconded.
The urn should be moved and Wiggy Smith suggested a shelf be installed above the fridge and the urn placed there. This will be looked at after the meeting.
The kitchen gets steamed up and an industrial vent in the ceiling would solve this. Prices will be requested from at least two professionals about this work. When the vent has been installed the kitchen will then be decorated white.
Health and Safety have requested that a fly screen or curtain be fitted to the back door to stop the invasion of flies and other flying insects into the kitchen. As it is a fire door a removable one will be fitted. This must be done to comply with Health and Safety regulations.
The meeting ended at 8.30pm. The Management Committee Meeting To Be Held On Thursday 28 November 2013 - posted 14 November 2013
Members of the public welcome to observe
A G E N D A
a: Request from Sally Brookhouse b: Proposal from Caroline King
If you would like to add to the agenda, please let Barbara Whitlock know by Tuesday 19th November
Minutes of the Annual General Meeting held on Thursday 13 June - posted 25 June 2013
Present: Bill England – Chairman Eddie Garner – Vice Chairman Richard Foster – Treasurer Chris Thorpe – Village Café Doreen England – Steward Barbara Whitlock – Secretary Representatives Judy Cairns David Brookhouse Jan Harrold Joan Hadfield Morag Underwood Karin Smith Sue Lidgley Danny Moody and member of the public, Cec Harrold
Chairman’s Annual Report: “Since the last AGM there have been a few additions to the Reading Room. The committee room has been redecorated and the floor sanded and sealed. The original lead glazed window which was in a bad state of repair has been replaced in the original style.
A new dishwasher has been installed in the kitchen and after a few weeks people got used to the new technology, read the instructions and now it is a labour saving device and a good asset for all who used it. Slip proof matting has been installed in the kitchen and a ramp and I have been assured it is very effective. There was a leak in the gent’s toilet ceiling and it was feared that the roof needed a lot of attention. But Neil Buckley surveyed the problem and found it was only minor and was soon rectified. He also informed us that the rest of the roof was not in any danger at this time and was satisfied that with a few minor repairs would last for quite a few years. A new pull down screen has been donated by a local resident and installed and along with the static projector has already been used extensively, by the Helmdon Presents and other groups. We have received a donation by Sue Wallace in memory of Willy Watson for stage lighting and as you can see they have been installed. The Bridge Players paid for the actual lighting units and the Reading Room footed the cost of the electrical installation. It is for the use of the community and has already been effectively used by Helmdon Presents, Friends of the Church and of course the Bridge Players. I would like to propose a letter of thanks to be sent to the 200 Club and the Helmdon Café for the sterling work they do in raising funds for the maintenance of this hall. I would like to thank you all for the continued support you have given to the committee and myself throughout the past year.” Treasurer’s annual report: “I will start with a summary of the expenditure on the refurbishment and improvements to the Reading Room over the last three years. We have spent just over £30,000 with £20,000 raised from Grants and Fundraising and £10,000 from annual income. Although I am sure we will never cease to invest in any improvements identified by the village organisations, I think we can consider the major refurbishment has been successfully completed. As agreed at the last AGM the fundraising bank account was closed and the balance transferred to the Reserve account with the annual 200 Club contribution and the final distribution of the Carnival profits, which restored the Reserve balance back to £8029.85, just above the pre-refurbishment level of £7509. With a healthy current account balance of £6593.94 this gives us a yearend balance of £14,623.79, an excess of receipts over payments for the year of £3,746. Income was within the £100 of the previous year and expenditure excluding improvements was £3000 lower due mainly to lower expenditure on repairs and oil. Subject to unforeseen repairs I am confident that receipts should exceed payments in the current year but we are unlikely to match last year’s savings on oil and will not have the benefit of the £973 windfall from the final distribution of the Carnival profits so we cannot afford to be complacent.”
The Treasurer has forecast a budget for maintenance and has allowed for £4000 for repairs in the current forecast. Morag Underwood requested a copy and suggested that the forecast be published. Morag Underwood enquired whether the lettings for parties etc. are going well. Doreen England replied that the lettings over the past three years have increased. Jan Harrold pointed out that the fire extinguisher costs had increased. Richard replied that he would have to check the invoice for reasons as to why. Wiggy Smith asked about the takings for the café and they have decreased due to no more grants. The Guides payments have decreased but this is because they are late in paying the rent.
Item 6 of the conditions of use ‘at the end of each session, to empty the fridge.’ Eddie Garner suggested re-phrasing this to say ‘leave in a tidy condition.’ Sue Lidgley said that not all groups do this. Bill England said that the Working Committee will update the Conditions of Use. Morag Underwood asked why there are no recycling bins at the Reading Room. Richard Foster said it was because the room was treated as a business and not a household with waste.
Jan Harrold said that the cleaner Ruby cannot reach the high places and perhaps a professional cleaner twice a year would be worth getting in to give a thorough clean. The working committee will make a decision on this. The kitchen cupboard locks need some maintenance. It will be easier to have new locks put in the cupboards. A chair in the committee room, known as Harold’s chair, has been broken. The chair fell apart and was riddled with woodworm. The woodworm was dead and the chair in not repairable. Jan Harrold has some curtaining left over and would like to make a cushion for the pew which is in the committee room. This is a good idea and was gratefully accepted. Morag Underwood thanked the Chairman for his work during the past year. The meeting closed at 20.40
MEETING OF THE GENERAL MANAGEMENT COMMITTEE FOR THE ELECTION OF OFFICERS, held on 13/6/2013 at 20.40
Meeting closed at 20.45 Reading Room AGM on Thursday 13 June - posted 17 May and revision posted 11 June 2013
A G E N D A The Annual General Meeting will take place on the above date. All are welcome and refreshments will be served afterwards.
The AGM will be followed by a short meeting (of the General Management Committee only) for the election of officers.
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 2011/2012 CHAIRMAN 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
ANNUAL GENERAL MEETING to 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) 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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