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THE RAWSON INSTITUTE

 

ANNUAL REPORT FOR THE YEAR TO 31ST DECEMBER 2006

 

(It is with deep regret that the Management Committee has to record the death on 13th February 2007 of one of its Trustees, Mr D W E Gardner. Mr Gardner, who had served as an Elected Member since May 2004, made a highly valued contribution to the work of the Charity and he will be sadly missed).

 

The Rawson Institute, The Street, Bolney, West Sussex, RH17 5PG is a Registered Charity

(No 305173) regulated by a Scheme made by the Secretary of State for Education and Science on 8th October 1964 under Section 18 of the Charities Act 1960, as amended by a Scheme made by the Charity Commissioners on 5th May 1995. The property belonging to the Charity is held on its behalf by the Official Custodian for Charities (Holding Trustee). 

The object of the Charity is the provision and maintenance of a village hall for use by the inhabitants of Bolney and the neighbourhood. The aim is to provide first class facilities at an affordable cost for social, recreational and educational purposes, in particular for those activities arranged by village organisations, and to encourage new ventures of value to the community.

Responsibility for the control and management of the Institute resides with the Management Committee (Charity Trustees) which, at the end of the year, comprised thirteen members. Details of the composition of the Committee during the period

1st January 2006 to 31st March 2007 are given at Annex A. Seven meetings of the Committee were held during the year at which the average attendance was nine members.

It should be noted that four Representative Members who either resigned or, in the case of the Parish Council representative, were withdrawn from the Management Committee during 2004-2005 have still not been replaced. The Committee does its best to encourage volunteers by expressing its willingness to discuss the role and responsibilities of a Trustee ahead of any appointment. In addition, on appointment all new Trustees are provided with background information including a copy of the governing document, relevant Charity Commission publications, the previous year’s Annual Report and Statement of Financial Activities, the minutes of the previous Committee meeting and the contact details of fellow Trustees. Sadly, the situation seems to reflect the widespread difficulty of recruiting volunteers when a significant commitment of time and effort is required. 

Day to day responsibility for supervision of the premises and for dealing with any immediate problems lies with the Secretary who consults the Chairman, Treasurer and other members as necessary. The Committee employs a resident Caretaker, Mrs T Bedwell, who is also responsible for all booking and hiring arrangements. The Committee wishes again to express its appreciation of the excellent service given by Mrs Bedwell during the year and the helpful and willing support provided by Mr Bedwell.

The Institute is a subscribing member of Action in Rural Sussex (AirS) which provides advice on statutory and regulatory matters affecting village halls, together with general information on the support which can be made available. Of particular note is the valuable assistance provided by Mrs L Beaton, AirS Village Halls Policy Adviser whenever difficulties arise or advice on particular issues is needed. During 2006, AirS organised two workshops, the first in July on funding opportunities for village halls and the second in November on fire safety and environmental health requirements. Representatives from the Management Committee attended on both occasions and found the information and advice provided extremely useful.

The Institute is also a member of the Mid Sussex (South) Council for Voluntary Service and an Associate Member of the National Village Halls Forum.

A Premises Licence is held authorising the provision of certain forms of regulated entertainment (plays, music, dance). This Licence does not include permission to sell alcohol for which an event organiser must submit a Temporary Event Notice (TEN) to Mid Sussex District Council (the Licensing Authority). During 2006, the Institute has lived comfortably within the statutory prescribed limits of 12 TENs and an aggregate of 15 days per calendar year. However, it is recognised that, failing some relaxation in the legislation, problems could arise in the future as a result of increased activities and that a change of approach (ie including the sale of alcohol within a Premises Licence) may become necessary. The Institute also holds a licence granted by the Performing Right Society for the public performance of copyright music.  

An inspecting officer from the West Sussex Fire and Rescue Service visited the Institute in April and confirmed that the means of escape and general fire safety arrangements were satisfactory.

With the prospect of a new village hall (see below), every effort is of course being made to limit expenditure on the maintenance of the existing premises. Only such work as is deemed essential for the premises to remain generally ‘fit for purpose’ and for H&S and other statutory obligations to be met is being undertaken. Unfortunately, however, the constantly recurring problem of roof leakage again manifested itself on two occasions during 2006 resulting in total repair costs of just over £1600. Also, a 3-day breakdown of the heating system in February disrupted a number of activities, especially the Under Fives playgroup.          

During 2006, the demand for the use of the Institute’s facilities continued at a high level. The Under Fives playgroup and the School of Dance/Keep-Fit Classes remained major activities. Principal users from amongst the various village organisations were the Horticultural Society, the Women’s Institute (WI), the Youth Club, the Bolney Players, the Brownies, the Local History Society, the ‘Rendez-vous’ (senior citizen) Club and the Parish Council. The Bolney Housing Association and the British Legion also continued to meet in the hall on a regular basis. 

In addition, there was a wide range of other events organised by village and other local organisations and by private individuals.  These included friendship suppers run by the Parochial Church Council (PCC) and other local churches, a ‘Meet your MP’ open meeting organised by the local Conservative Association, a WI Spring Lunch, a Quiz Night organised by the PCC, theatre workshops, a photographic club, a fashion evening and a Christmas fair organised by the Under Fives, and several jumble sales. Private hirings included a garden furniture sale, dog behaviour classes and several children’s parties. The Doctor’s surgery continued to be held twice per week.

Attention within the Management Committee during 2006 has continued to be mainly focussed on the aim of providing a new village hall. The associated workload has been borne principally by the Project Steering Sub Committee and a newly formed (July 2006) Fundraising Sub Committee details of the composition of which are at Annex A. In May 2006, at the invitation of the Management Committee, the Parish Council appointed Councillor Mrs D Drake to join the Project Steering Sub Committee as a Co-opted Member. This appointment and the inauguration in November of regular informal joint meetings between the Management Committee and the Council are regarded as a welcome sign of an acceptance by the Council of the need for a closer partnership with regard to the provision of a new village hall, a need which has been recognised for some considerable time by the Management Committee. In November, the Committee decided to appoint Messrs Griffith Smith, Solicitors to advise and act on its behalf as necessary on legal matters associated with the new hall.

Following the grant of outline planning permission on 25th August 2005 for a new village hall on the west side of Batchelor’s Field, the Mid Sussex District Council (MSDC) South Area Planning Committee on 16th February 2006 also granted outline planning permission for residential development on the existing site. This permission requires the retention of the 1881 building including the cottage, so the view from The Street will be virtually unchanged. The sale of the site forms an essential part of the process of realising a new village hall as it will generate a major portion of the capital funding required.

An Open Meeting, chaired by District Councillor Mrs S Seward, was held on 14th March to inform residents regarding progress and future plans. The meeting, which was attended by over 120 residents, demonstrated very convincingly the strong support for the project within the village and provided a clear endorsement of the actions being taken by the Management Committee. The Committee decided therefore to move as rapidly as possible towards obtaining detailed planning approval, seeking the necessary funding and securing all the related legal agreements. Two subsequent newsletters in April and December, delivered to every home in the Parish, have been aimed at continuing to keep residents informed regarding progress on all these matters. Consultation with user groups has continued to take place as necessary throughout the year.

Regrettably, progress throughout the year was impeded by the application made in early 2004 by the Rawson Institute Preservation Society, an anti- new hall lobby group, for registration of Batchelor’s Field as a Village Green. Consideration of the application by West Sussex County Council (WSCC) Rights of Way Committee was deferred, following advice from DEFRA, pending a House of Lords decision on a similar case in Oxfordshire. With this decision made known in June, it had been hoped that the Batchelor’s Field application would be considered in September but the Preservation Society’s subsequent request for a time extension meant that the application was not brought before the Rights of Way Committee until 10th November when it was rejected. Although the Management Committee was convinced from the outset that the basis for the application was unsound, some authorities with whom negotiations and from whom decisions were needed as part of project development (eg the Parish Council, MSDC and the Charity Commission) were reluctant or unwilling to proceed until the issue was formally resolved.

Despite this difficulty, significant progress has been made in a number of areas, the main achievements being:

·        Detailed planning and design development by the team led by our architect, to the point of readiness for a submission for Full Planning Approval, was essentially complete by the end of the year. A key objective from the outset has been to produce a cost and energy efficient design combined with a traditional external appearance that will ensure that the building blends well with its village setting. There is no doubt that this has been satisfactorily achieved.

·        Detailed negotiations with MSDC concerning a lease to build on Batchelor’s Field finally got under way towards the end of the year following resolution of the village green issue.

·        Productive discussions were held throughout the year with the WSCC Children and Young People’s Service regarding the location of a Sure Start Children’s Centre within the new village hall. The proposal is seen to be of considerable potential benefit to young children and their parents living in Bolney and the surrounding area and it will also bring a substantial capital contribution towards construction costs.

·        A Fundraising Strategy for the new village hall that set out the most promising fundraising opportunities was agreed in January 2006 and a Business Plan incorporating the Strategy was approved by the Management Committee in May. The Business Plan will be updated at appropriate stages in the project programme.

·        A Stage 1 application to the Big Lottery Fund for a grant of £160,000 under its Community Buildings programme was submitted in September and work commenced on applications to various grant-making trusts. In December, the Parish Council agreed to act as ‘third party funder’ in respect of a proposed application to Viridor Credits for a grant under the Landfill Tax Credits Scheme.  

(Note: Unfortunately, we were notified by the Big Lottery Fund in February 2007 that we would not be invited to submit a Stage 2 application).

·        Detailed planning of various local fundraising activities was also initiated in the autumn. The target figure for donations from individuals, local organisations and local businesses plus income from village events was set at £45,000.

The Statement of Financial Activities for the year ending 31st December 2006 has been examined by our Honorary Auditor in his role as Independent Examiner. The Statement and the Independent Examiner’s report are attached. The names and addresses of the Charity’s bankers and Independent Examiner are at Annex B. An additional bank account was opened in June 2006 with the CAF Bank Ltd for all income and expenditure relating to the new hall.

The Management Committee gratefully acknowledges the receipt in March 2006 of a grant of £5000 from Awards for All as a contribution towards architect fees and a grant of £500 in April from the WSCC Parish Initiative Fund. The Committee also acknowledges with thanks Society and personal donations received to date in support of the village hall project.

Following the revision in hire charges in October 2005 and October 2006, rental income increased by 17.5%. The annual grant from Bolney Parish Council increased from £1000 to £1250. After meeting operating costs that were 11% higher than in 2005 and architects fees not covered by restricted grants and donations a small surplus of £454 remained.

The Management Committee considers that unrestricted reserves of £12217 are adequate to cover any unbudgeted expenditure related to the present hall.

 

D W Robins, Chairman

24th April 2007

For and on behalf of the Management Committee.

 

ANNEX A

 

RAWSON INSTITUTE MANAGEMENT COMMITTEE

1ST JANUARY 2006 – 31ST MARCH 2007

Elected Members

Mr D W Robins (Chairman)

Mr J Scrivener (Secretary)

Mr J A Higinbotham (Treasurer)

Mr D W E Gardner (deceased 13th February 2007)

Mr O P Gilroy (until 12th June 2006)

Mr M R Shepherd (from 13th June 2006)

Mr D H Williams (until 9th April 2006)

 

Representative Members

Bolney Cricket Club                         -  Mr J K Craven-Griffiths

Bolney Football Club                       -  Mr R J Blake

Bolney Horticultural Society              -  Mrs A J Barlow

Bolney Parochial Church Council         -  Mrs H M Cymerman (from 17th January 2007)

Bolney Players                                 -  Mr A B Wadham

Bolney Under Fives                           -  Miss T M Gaston (until 9th April 2006)

                                                     -  Mrs J Symes (from 10th April 2006)

Bolney Village Society                       -  Mr C D Tonkinson

Bolney Women’s Institute                  -  Mrs D A M Gardner

Bolney Youth Club                             -  Mrs H F Mullany

 

Project Steering Sub Committee

Mr D W Robins (Chairman)

Mr J K Craven-Griffiths

Mrs D Drake (Parish Councillor, co-opted member, from 16th May 2006)

Mr D W E Gardner (deceased 13th February 2007)

Mr J A Higinbotham (co-opted member, from 5th March 2007)

Mr J Scrivener (co-opted member)

Mr D H Williams (Professional Adviser, co-opted member)

 

Fundraising Sub Committee (formed 30th May 2006)

Mr J K Craven-Griffiths (Chairman)

Mrs A J Barlow

Mrs D A M Gardner

Mr J A Higinbotham

Mrs H F Mullany

Mr D W Robins

Mr A B Wadham

 

ANNEX B

 

Bankers

Alliance & Leicester Commercial Bank plc, Bootle, Merseyside, G1R 0AA

CAF Bank Ltd, 25 Kings Hill Avenue, Kings Hill, West Malling, Kent, ME19 4JQ.

 

Independent Examiner

Mr R A Green CPFA, Rodings, Top Street, Bolney, West Sussex, RH17 5PP

 

Solicitors

Griffith Smith, 47 Old Steyne, Brighton, BN1 1NW.

 

Architect

DAAM, 16-24 Underwood Street, London, N1 7JQ.