Chair’s Report 2018 – 2019
Introduction:
The last year has been a busy one with changes to the constitution of the hall charity, the way the hall committee operates, completion of initiatives started the previous year and new developments in the way the hall is managed and operates.
A New Constitution:
A new Charitable Incorporated Organisation (CIO) was set up and registered on 9th April 2018. The new CIO is registered with both the Charities Commission and Companies House under the same name as the existing registered charity ‘Linkinhorne Parish Hall’. The new CIO has the same objectives as the old registered charity but offers the advantage of limited corporate liability rather than personal liability of trustees. The CIO also means that land that the hall is built on can be registered to the CIO and corporate contracts made as in the case of the library. In the coming year assets will be transferred to the CIO and the registered charity closed.
Sub Committees:
To facilitate the running of the hall and spread the workload four sub committees have been formed. Each sub committee comprises at least one trustee and a mix of co-opted committee members and others. It is primarily due to the work of these sub committees that the hall is able to offer the facilities and services to the community that it does today.
Management:
This committee has drawn up the constitution for and administered the creation of the new CIO. They have also drafted a number of policies now included in the hall users guide, formalised regular testing of fire alarms and emergency lighting and acted on behalf of the hall trustees in partnerships with Cornwall Council, Parish Council and the Post Office.
Maintenance:
The maintenance sub committee is assisted by other committee members and volunteers on organised maintenance days and on an occasional basis. During the year this committee has organised one external and one internal maintenance days. The trustees wish to thank all the volunteers who worked so hard on these days. The committee also oversees routine testing of fire alarms and emergency lighting, has organised modifications to the electricity coin meters, overseen rectification of damp problems in the hallway and kitchen, erected new storage shelving, painted the upper rear storage area, installed a screen for projection and acoustic damping clouds and sourced and purchased a projector.
Finance:
The finance sub committee is responsible for a range of finance and finance related functions. These include regular reporting of the financial situation to the trustees at committee meetings, the preparation of ‘end of year accounts’, budgeting, invoicing and paying the bills. They also take responsibility for recording and submitting Electricity meter readings and renewing insurance. The committee is also sourcing a defibrillator. The trustees would like to especially thank Kim for continuing with the role of treasurer while someone to take on the role is sought for.
Media and Events:
This committee is responsible for advertising, the regular Link article, updating notice boards and general communication. Events in the past year have included a jumble sale and show by Yn Poynt Da both very successful and in aid of a defibrillator.
Web site:
An group has been set up to organise a hall web site. It is intended that the web site will make available hall policies, conditions of hire, up and coming events and opening times of regular services like the library and Post Office. It is also intended to have a link to the ‘on line’ booking system. The web site will be professionally built but maintained by the hall committee. An existing Facebook page is also being expanded and updated.
Toilet:
A public toilet adjoining the hall has been opened in partnership with the Parish Council who pay for it’s upkeep (electricity and water via metered supplies from the hall). After a few teething troubles the facility is running smoothly. An original problem with occupants being ‘locked in’ when dusk fell has been surmounted by lowering the internal lock over ride switch and providing for emergency door over ride by means of an external key held by the Parish Council clerk.
Library:
After a prolonged period of negotiations with Cornwall Council Library Service a Micro Library has been opened in the John Bartlett Room. Forming a CIO to run the hall was prompted by the need to enter into a formal contract with Cornwall Council to make the venue available to run the library for a minimum of 12 months. A grant was made available to meet the costs of shelving, signs and other sundry expenses. The unused residue of this grant was used to purchase a laptop and printer for the library – the latter providing a photocopying facility up to A3. The trustees wish to thank the volunteers who make this venture possible.
Post Office:
Following the closure of Upton Cross Post Office and Shop a public meeting was held in the hall. This meeting was very well attended and included a presentation from a Post Office representative. Following this meeting an ‘Outreach Post Office’ has been opened in the John Bartlett Room on Wednesday afternoons and Saturday morning. The trustees are indebted to the Parish Clerk for making initial arrangements with the Post Office for this service. The Outreach Post Office is very well supported.
Film Club:
The film club has now become firmly established and the monthly film nights are generally well supported. The Film Club committee and a number of volunteers have worked hard to achieve this success. Initially equipment was hired which had to be collected from and returned to Camborne. During the course of the year equipment has been donated, purchased and borrowed obviating the need to hire, collect and return. It has been agreed that the film club will now be a sub group of the Parish Hall Committee with a trustee representing them on the committee. Film club finances will become part of the hall accounting with any profits and income from refreshment donations being earmarked for film club related equipment. Film club related purchases so far include a screen and projector, the latter with the aid of a grant from the Parish Council and a loan from hall reserves. These will be made available to other hall hirers in due course. When funds permit sound equipment will be purchased and installed.
Real Junk food:
Real Junk food lunches continue on the third Thursday of the month from 12:00 noon to 1:30pm. They are open to all without the need to pre book. There is always a choice of well prepared dishes using ingredients that would otherwise go to waste. There is no charge but donations to cover costs (including hall hire) are invited.
Defibrillator:
It is the intention to install a defibrillator on the front wall of the hall. Funding for this has been raised mainly from a raffle at the Craft fayre, a Jumble sale and a show by Yn Poynt Da. The trustees would like to thank all who have supported these fundraising efforts. It is envisaged that maintenance costs will be met from donations and grants so that this cost will not need to come from general hall finance.
Bookings:
Bookings have increased over the year with new groups using the hall on a regular basis and an increase in private bookings for parties etc. When booking the hall it is a requirement that prospective hall users confirm that they have read the conditions of hire and agree to abide by them. Invoices are now generated by the hall booking software.
Acoustics:
Several alternatives to rectify the echo in the hall were researched and costed during the year. The solution decided upon was a suspended ‘cloud’ system of sheep wool. It looked aesthetically pleasing and has the advantages of being easily ‘self installed’ and readily removed for cleaning or during hall re-decoration. Twelve of the recommended eighteen clouds were installed with the option of adding more later if required. Hall users have made very favourable comments about both the appearance and effectiveness.