The Village Hall has been closed for the whole financial year 2020-21. Lockdown restrictions, due to Covid-19, during the spring and summer of 2020 and again in the winter of 2021 enforced the closure. There was a period in the autumn when opening was allowed, but the constraints on attendance and the precautions required to conform to the regulations meant it was impractical for us to operate.
However, the Village Hall did serve a useful role in acting as a distribution centre for food supplied by local shops in Ludlow. This was initially organised by Juliet and Ian Jones and then continued by Rosalind and James Caird. The newsletter and website kept residents informed about delivery and collection services from local shops, which was particularly valuable during the disruption and confusion at the start of lockdown.
As the Village Hall was unoccupied, our insurers required that we establish regular weekly inspections to check for any issues. I would like to thank those who volunteered to be included on the rota for this - Stephen Ashford, Rosalind Caird, Kay Clifton, Jane van Duijvenvoorde, Carol and Richard Powell, Caroline Prentice, Graham Spencer, and Diane and Paul Woodbridge - and also Jenny Daniel who opened and closed the Hall for the visits.
As ever, my thanks also go to my fellow committee members Barbara Ashford, Jean Faulkner and Caroline Prentice. We hope to be able to meet in person soon and to be able to reopen the Village Hall in the early summer.
David Faulkner, Chairman Caynham Village Hall Committee.
MINUTES OF CAYNHAM VILLAGE HALL ANNUAL GENERAL MEETING (for 2019-20)
Held on 18th May 2020 online
Present:
Documents for the AGM were made available online for comment via e-mail. There was no physical meeting due to Covid-19 restrictions.
Minutes
Formal approval of the minutes of the 2019 AGM was deferred until a physical meeting can be held.
Matters arising - None.
Chairman's report - David Faulkner
Our financial year ends on 30th April. Although government restrictions only took effect in March, this past year will be remembered primarily for the start of the Covid-19 pandemic which has had a profound impact on all our lives and is likely to do so for some considerable time to come. Like many businesses, the Village Hall has been closed since mid-March so has not been able to generate any income. We have reduced our expenses to a basic minimum, but we must still pay for insurance, electricity (standing charge and alarm only) and water rates. These total about £1000 a year which imposes a severe strain on our financial reserves. Fortunately, village halls qualify for Covid-19 business grants funded by central government and a small grants programme provided by Shropshire Council. We have received both these grants which should ensure we remain solvent in the short to medium term.
The Village Hall will remain closed until we are confident that it is safe to re-open and that we can conform to whatever safety measures are thought necessary. Meanwhile it can still provide a useful facility, such as a distribution point for grocery deliveries, as organised by Juliet and Ian Jones.
It may be difficult to believe now, but there were several events held before the pandemic struck. Our regular hirers,the Book Exchange, Gardening Society, WI and Yoga class, continued to provide most of our income and there were a number of ad hoc bookings. We again hosted the South Shropshire Village Hall Quiz in October. The Festive Lunch, in collaboration with St Mary's Church PCC and back in its traditional December slot, and the Big Breakfast in early March were both well supported. My own health problems prevented Jean and me from participating in most of these events so we were very grateful to those who volunteered to help out: Gillian and John Bissell, Jill and Ray Bufton, Nancy and Tony Pike, Carol and Richard Powell and Paula Spencer. As a result of their efforts, our accounts for the year show that we limited our operating loss to £329.17 (before receipt of the two grants). As ever, my thanks also go to my fellow committee members Barbara Ashford, Jean Faulkner and Caroline Prentice.
Financial Report
In comparison with previous years, there was a reduction in income due in large part to the closure of the Village Hall as required by government guidelines. This is reflected in the figures for both events and hall hire. The largest source of income was again the Yoga class. This year's events were the South Shropshire Village Hall Quiz night in October, the Festive Lunch in December (in collaboration with St Mary's Church PCC) and the Big Breakfast in March. The largest expense was the insurance premium. Our electricity supplier Solarplicity unfortunately went into administration in August 2019 and we were reallocated to EDF Energy by the energy regulator Ofgen. This tariff was very expensive and we switched as soon as possible to Bulb Energy who offer 100% renewable energy at rates competitive with our previous supplier. Next year's electricity costs should therefore be lower.
In April 2020 we applied for and received two grants intended to support small businesses affected by the Covid-19 pandemic. Shropshire Council's small grants programme provided £500, which is restricted to contributing to the cost of insurance cover in 2020-21. In common with other village halls, we also received a business grant of £10,000 distributed by Shropshire Council from funds provided by central government. These extraordinary items of income should ensure financial security for the Village Hall in the short to medium term, but obviously distort the pattern of income and expenditure for the year as a whole.
Overall, excluding grant income, our unrestricted funds showed an operating loss of £29.17 on the year. Restricted funds decreased by £300, the cost of installing extractor fans in the toilets.
Election of Committee and Confirmation of Representatives
The following declared themselves willing to continue to serve, to be confirmed formally when a physical meeting can be held:
David Faulkner, Jean Faulkner, Caroline Prentice.
The following representatives were confirmed: Barbara Ashford, Caynham Parish Council
Election of Officers
Election of Officers was deferred to the first full committee meeting.
Other Business
There was no other business.
Date of next meeting
The next AGM will be on 17th May 2021
