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The Back Ground and the Problems

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The Back Ground and the Problems “A hall for all ….and all occasions….” Registered Charity No 1021891 BUSINESS PLAN 2014-15 CONTENTS EXECUTIVE SUMMARY .............................................................................. 2 THE BACK GROUND .................................................................................. 3 QUALITY / HEALTH AND SAFETY ............................................................. 4 THE NEED FOR A VILLAGE HALL ............................................................. 4 THE CHALLENGE ....................................................................................... 5 FURTHER WORK ........................................................................................ 5 OTHER FACILITIES WITHIN THE VILLAGE ............................................... 6 USE OF THORNER VICTORY HALL .......................................................... 6 PAYING FOR THE WORK ........................................................................... 6 FINANCE...................................................................................................... 7 ISSUES ........................................................................................................ 8 LETTING RATES ......................................................................................... 9 DDA COMPLIANCE ..................................................................................... 9 FUTURE DEVELOPMENT ......................................................................... 11 APPENDIX A - EQUAL OPPORTUNITIES POLICY ................................ 12 APPENDIX B - ENVIRONMENTAL POLICY STATEMENT ..................... 13 APPENDIX D - FUND RAISING POLICY ................................................... 15 APPENDIX E - HALL LETTINGS POLICY ................................................. 16 APPENDIX F - ARE WE MEETING COMMUNITY NEED ?....................... 17 THORNER VICTORY HALL BUSINESS PLAN (revised March 2015) EXECUTIVE SUMMARY Thorner’s Victory Hall has served the village well for 90 years. Feedback from the community indicates that the Victory Hall is a valued community resource An ambitious phased refurbishment programme is now nearing completion. This has rectified deficiencies in the fabric of the building as well as making improvements that better meet the needs of users.. The refurbishment has reversed the terminal decline of the building, so that it is now used by a wider range of activities than for many years, and is attracting more volunteer support. The Victory hall complements other community facilities in the village, offering a venue meeting the needs for wide ranging use by both younger and older residents. The Hall is supported by a skilled Management Committee and a growing network of enthusiastic volunteers. The Management Committee has achieved Level 3 of the Hallmark Quality Award, and awaits assessment at Level 3. Further endorsement of quality came in the winning of the Biffaward Award in the Community Buildings Category in 2011 Lettings income is increasing following an interruption during refurbishment works. Weekday evening slots are largely filled by regular users, there is growing use of by weekend bookings, a marketing strategy is in place to further promote the Hall as a venue , and priority is being given to extending the use of weekday day time slot As usage develops and a steady state of operation is reached it will be important to: - -Continue to consult with residents to identify any unmet demands for activities -Review and monitor routine income and expenditure so that financial sustainability can be assured THORNER VICTORY HALL BUSINESS PLAN 2 (Revised March 2015) 1 THE BACKGROUND History of the Victory Hall and Institute One hundred years ago the residents of Thorner raised money to build the Thorner Victory Hall and Institute as a symbol of the village’s gratitude to those who served, and particularly to those who died, in the Great War The hall was built upon land given by Lord Mexborough and was opened on 26th April 1924 by Mr Joseph ‘Sam’ Watson of Scarcroft. The cost of building and furnishing the Victory Hall was met by: Donations of £1,322 Fundraising events raising £1,909 Bank loan of £1,497 The Hall is owned and managed by a Charitable Trust with the objectives “To provide and maintain a parish hall for the use of the inhabitants of Thorner “ Within the terms of the Trust Deed all residents of the Parish over the age of 18 are members of the organisation. Management of the Victory Hall Trustees Brian Peter Schofield, Shirley Berrow, David Michael Stainthorpe Management Committee (as at Nov 2014) Terry Smith (Chairman) Peter Schofield (Vice Chair), Ros Ramsey (Bookings Secretary), John Brear (Treasurer), John Calvert , Chris Furminger, David Miller, Paul Oldfield, Moyra Player, Rob Staines, David Wignall, Sally Dixon Members of the Management Committee bring together professional skills and experience from a solicitor, accountant, teachers and managers in both private and public sectors. The Management Committee is also assisted by a network of volunteers who assist with ongoing hall maintenance and fund raising and events. In 2014 the Committee created three subsidiary Committees dealing with: Finance, Governance, Licensing Housekeeping, Maintenance, Health & Safety Marketing and Fund Raising THORNER VICTORY HALL BUSINESS PLAN 3 (Revised March 2015) It is intended that these sub groups will be assisted by input from volunteers who do not wish to have full Committee involvement, that they will be allocated a budget spend where appropriate, and that the frequency of full management committee meetings will reduce. This new system is now bedding down, and will be further refined during 2015. A part –time cleaner/caretaker is employed by the committee. Responsibility for minute taking is rotated. Under the terms of the constitution a public Annual General Meeting is held in May held to review the operation of the Hall and elect officers. 2 QUALITY / HEALTH AND SAFETY The Management Committee has met the requirements of Level 3 of the “Hall mark” Quality Standard for Village Halls. The rigorous assessment for this award checks that the Hall Management Committee’s policies and practice meet requirements of the Charity commission and all relevant legislation. We were the first Hall in Yorkshire to reach this level, and we must ensure that we are maintaining standards in our preparations for a re-inspection in 2015 . The Committee have a written Health and Safety Policy that it reviews annually. This covers all aspects of Fire, Gas, Electrical safety checks and certificates. It also carries out the relevant Risk Assessments where applicable. We have introduced schedules for regular maintenance work, and will keep under review the adequacy of cleaning provision bearing in mind the increasing usage. 3 THE NEED FOR A VILLAGE HALL Feedback from residents in consultations for the Parish Plan indicated that improving Village facilities for meetings, entertainment events, activities and organisations was a high priority. 96% of respondents agreed that “A well-equipped Victory Hall and Parish Centre catering for a diversity of social and community groups was desirable for the village” A questionnaire in 2005 to both individual households and to village organisations reinforced the view that the Victory Hall is valued as a community resource. Based on feedback in our consultation the Management Committee has agreed that our priority in usage must be providing facilities for group activities aimed at young people from the village, and for the active elderly. THORNER VICTORY HALL BUSINESS PLAN 4 (Revised March 2015) 4 THE CHALLENGE In 2005, a Building survey identified a formidable list of basic defects in the Hall fabric. Though there was still regular use of the facilities by a range of groups from within and outside of the village, usage had declined mainly because of the state of the premises, and the suitability of its facilities. An ambitious phased programme of refurbishment has rectified the faults identified in the survey, as well as improving aspects of layout of the Hall so as to make the facilities more flexible and offer better storage for regular users. The refurbishment results in a hall with:- A modern heating boiler and controls, insulated roof space and energy efficient lighting, so that utility costs are minimised (though the heating system is still an issue- see below.) A more attractive, more comfortable hall making it attractive as a venue for a wide range of activities. Vastly improved stage facilities with built in lighting and sound controls and a control gallery so as to facilitate theatrical productions A Hall space than can seat up to 300 theatre style, or be divided into two areas for consecutive use thus increasing potential revenue from productions Better and more accessible storage facilities for regular users Improved visual impact and access from street level, with a surfaced access lane and improved parking facilities 5 FURTHER WORK It is clear that replacement of the hall floor will be necessary in the next couple of years- at 90 years old it cannot be sanded further without revealing the tongues and grooves, and it is affected by damp which in turn has allowed wood boring weevil to weaken the timber. In addition we have found that the distribution pipework for the heating system is inefficient, and difficult to control. It makes sense to tackle these issues concurrently, and during 2015 we need to agree what heating system will be best meet
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