Poppleton Road Memorial Hall

POPPLETON ROAD MEMORIAL HALL.

Annual Report for Calendar Year to December 31st 2008.

Prepared in accordance with the Charities Act 1993.

LEGAL AND ADMINISTRATIVE INFORMATION.

Poppleton Road Memorial Hall is a Community Hall, an Unincorporated Association, and a Registered Charity, no. 701225.  The Charity's premises are situated at the junction of Oak Street and Poplar Street, off the A59 Poppleton Road, Holgate, York. The Charity Commission's correspondent is currently Paul Hepworth, 52, Windmill Rise, York YO26 4TX.

The Charity is governed by a Deed of Trust, adopted in November 1989. It is managed by Trustees who form a volunteer Committee of Hall users, and local residents. This Committee is elected at an April AGM, and meets bi-monthly to discuss Ordinary business.  Four independent Trustees of the Charity, hold the titles to the Hall's principal assets, on behalf of the Community.

At the April AGM, the following officers were elected.

President.  Mr. J. Archer.                    Vice President. Mr. P. Hepworth.
Treasurer. Mr. D. Nunns.                    Secretary.        Mrs. E. Nunns.

Other Committee members elected, were…

Mesdames.   P. Beavers, O. Hawxby,  J. Hay,  J. Hepworth, J. Mutlow,
A. Page, V. Simons. D. Whitworth.

The Holding Trustees were Messrs. P. Crowe, J. Lister, R. Southby and J. Pannell.

2. NARRATIVE INFORMATION.

The Charity's aims are to provide facilities for social recreation, and to promote the social welfare of residents within its area of benefit. This is achieved by managing, maintaining and improving the Community Hall, known as Poppleton Road Memorial Hall.

The Charity's principal area of benefit is Holgate and its adjoining Electoral Wards. However, applications for hire are accepted on a citywide basis.

The Charity employs two part time staff viz a Booking Secretary/Caretaker and a Cleaner. Some Hall user groups have their own paid staff e.g. Playgroup Supervisors. 16 volunteers assist as Committee Members and Holding Trustees, and others assist the work of affiliated user groups. 
The Memorial Hall is affiliated to the York Council for Voluntary Services.

The Trustees seek to remain abreast of Health & Safety legislation, and to maintain the premises in accordance with these. Insurance cover is in place for building, contents, trustees, employees and users. The Trustees also seek to remain competitive with other local venues. Our hire charges reflect the need for this, and to also maintain adequate income for upkeep of the premises and retention of adequate financial reserves.     

There have not been any substantive changes to the Charity's organization, since the previous Annual Report.

Regular private hire by Karate and Line Dancing sessions have continued. The Hall was also booked for several weekend Yoga conferences, and this trend continued into 2009. Aerobics sessions ceased during the year but towards its end, two new and independent weight loss classes started up.      

Activities by affiliated groups have encountered varying levels of participation. Attendance at Playgroup has been sustained. Fees are covered by Government funding, and the Playgroup is inspected by OFSTED. The Mums & Toddler group reduced sessions to one per week, which helped them achieve financial stability. They do not receive any external subsidy. The vacated daytime slot was taken up by Playgroup.

Attendances at the Monday (afternoon) Club for retired residents has been maintained. Ward Committee funding has been obtained from the City of York Council, for some of their activities including outings. The introduction of occasional guest speakers has made these meetings more attractive to local residents. The local PCSO team have occasionally called in to offer support and advice.
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Our drama group, the Oakline Players performed once. Poppleton Road Primary School’s Learning Centre hired the Hall for its annual February pantomime. The Hall was filled to capacity with parents and relatives, for these latter performances.

A formal Risk Assessment of the premises was made, to comply with new Fire Safety requirements of central government. A capital grant was obtained from Holgate Ward Committee, to fund the consequent need to upgrade parts of the Fire Alarm system. The improvement works were satisfactorily completed.

A new website was commissioned with further Ward Committee funding. This includes an on-line diary plus electronic enquiry and booking forms. A “Pay as you go” mobile phone was purchased for the Booking Secretary, for receipt of non-internet enquiries.  This improved accessibility has increased occasional bookings income. The URL is www.poppletonroadhall.org.uk

High cleaning standards have been maintained by Tina Dalby, and Vanessa Simons has maintained an efficient Booking service to prospective and confirmed hirers. We are grateful for their commitment to the Hall.

The Committee recognises the need for internal and external improvements to reduce future maintenance costs. A wish list of future improvements has been created. These will be funded by external grants, with applications being made to prospective donor organisations, as volunteer time permits. Gas boiler replacement, new lobby carpeting and internet access are currently included on the wish list.

4. FINANCIAL ACTIVITIES.

The Charity’s income is principally generated by hire of our 100 seat auditorium and 15 seat meeting room. Some capital grants are received for specific projects. Financial reserves are held in a high interest account. A current account is maintained for regular transactions.

Our Treasurer has given timely and accurate advice and recommendations to the Committee.

At the year end, an excess of income over expenditure of £134 was recorded. Our level of reserves also showed a modest increase. This reverses the previous year’s operating deficit and reflected the Treasurer’s timely advice to increase rental charges in line with a forecast increase of costs. Notably these included fuel supplies. The Committee are investigating alternative providers in a currently volatile market. This has been done with assistance from CVS and by contacting other local Halls. 

The reserves are now at a level which accords with our Reserves Policy, so we must fully balance income and expenditure each future year. Staff wages have risen in line with inflation. Hire fees will therefore be reviewed in early 2009.

In addition to rental payments, Oakline Players made payments from its production, towards the cost of stage lighting electricity plus equipment insurance. Poppleton Road Primary School Learning Centre made similar payments from its pantomime proceeds.   

Full discretionary Rate relief of 20% was granted to the Hall again, relieving us of all Council Tax payments.

The Committee wishes to record its grateful thanks to J. Lister Electrical, for their annual contribution, via a reduced rate for undertaking the annual, statutory electrical tests. 

Reserves Policy. The Committee continued to monitor levels of reserves, relative to the need to retain funds for maintenance and repairs. We have adopted a Policy of keeping a minimum six months running costs in reserve. This recognises that the Committee’s Insurance Cover includes loss of Income, while a damaged Hall is rebuilt.

 
5. CONCLUSIONS.

2008 has been a year of varying circumstances.  The Committee will endeavor to increase income, through continued advertising and rent adjustments, to help the Hall remain competitive with other local hirers. Improvements to reduce maintenance costs will be determined by the availability of capital grants and volunteer availability. The most welcome trend has been the willingness of some younger Hall users to join the Committee. Their input and support will be much valued in coming years. 

Signed.

J. Archer.
President. Poppleton Road Memorial Hall Committee