Annual Report of the Management Committee for Year 2020

REGISTERED CHARITY NO 523596

The Village Hall is a charity registered with the Charity Commission under its original title, “The Embsay with Eastby Village Institute”. It is constituted by means of a Trust Deed. This means that the charity is administered by a Management Committee consisting of seven representatives of the main users groups, seven elected members and up to seven co-opted members. During the year ending December 31^st 2020 the Management Committee comprised of elected members:

Mrs S Watson Chairperson

Mr T Kent. Vice Chair

Mrs A Rawson Secretary

Mr J Walshaw Scott Treasurer

Mrs H Bowers Mrs R Cowley Ms C Hewison

and the following representatives appointed from user groups:

Mr W Glasgow  (Bridge Club) Mrs J Robinson (Playgroup)

Mrs S Kirkbride (Parish Council) Mrs I MacDougall (Library)

Ms A Cowgill (Carpet Bowls). Ms A Dobson (Film Club)

Representative from others groups attending meetings:

Mrs H Chatwin (Over 50s Forum)

The object of the charity is the provision of a village hall for the use of all inhabitants of the parish of Embsay with Eastby and the neighbourhood “for meetings, lectures, classes and other forms of recreation and leisure time occupation with the object of improving the conditions of life for the said inhabitants”. The actual site and buildings are held on trust for these purposes by the Embsay with Eastby Parish Council who are the custodian trustees. The Management Committee is responsible for the management and running of the hall.

In January and February, the Village Institute continued to be very well used by many village organisations, by residents for private functions and by outside hirers. We have had more bookings and several new groups use the building regularly. This, however, did all change in March with the arrival of the Corona virus and the restrictions that were imposed to keep us all safe.

January to March 2020

Regular Users

The hall continued to be a hub of the community and is used by many of the villages organisations and by residents for private functions. The hall had many regular users including the Carpet Bowls Club, the Bridge Club, the WI, the Flower Club, The Film Club, the U3A Orchestra and U3A Art and History groups. The WI also ran a monthly Craft Club in the Supper Room. Craven and Embsay Quilters held regular sessions in the Supper room. Several exercise classes ran every week from Yoga and Pilates to Aerobic Exercise. The hall was again used for Ballroom Dancing. Three art groups used the supper room every week. Some of their art work is now displayed there.

The ‘Chat About Muck About’ community support group which is affiliated to the Preschool met on a Wednesday morning. It was run by volunteers and proved to be a very popular group involving mums, dads, grandparents, child minders and carers offering a stimulating environment for children from newborn babies to pre-school youngsters.

The successful playgroup continued to care for pre-school children and was open every week day. Under the guidance of Judith Robinson and her staff, the provision for our young children is ‘outstanding’, preparing them well for school life. By extending their opening hours the preschool looks after children before and after school and run a special holiday club. The Community Library, run by volunteers, is housed in its own room within the hall and continued to provide a service  Several new volunteers joined this year helping to keep the library such a great village resource. The Knit and Natter group continued to meet in the library on a Monday afternoon.

Events

On January 26^th, we held a Jazz afternoon in the main hall. Ian Millar and Dominic Spencer entertained us with their singing and saxophone and piano playing. They played to a full hall while afternoon tea was served. Everyone enjoyed the live music and requested more events of this kind.

The Fair Trade Group held a Swishing Event (Clothes Swop) on the 28^th of January. It was a great social event with most people leaving with new outfits at no cost. An excellent way to recycle clothes.

At the start of March, Preschool held their own Bake Off. Children and adults produced amazing cakes which were raffled off at the end of the afternoon.

We managed to have our AGM on the 16^th of March just as the first lockdown was announced. The Institute was closed the following day as new restrictions were introduced. We did not manage to have the Wonderdome Event which had been planned for the end of the month.

Covid-19

Once the lockdown was announced, the Village Institute was closed and we waited to hear what activities were possible when some restrictions were lifted. A special Risk Assessment was carried out and many new procedures were put in place while we waited for a re-opening. Many of our regular users had groups that were too large to be able to safely use the hall. Our maximum number was decided at 15 to ensure social distancing. We closed the kitchen, the supper room and the Ladies and Men’s toilets. We decided to only use the Disabled Toilet to facilitate the stringent cleaning routines. A One Way system was introduced along with many new sanitising routines. We carried out a survey for our regular users to find out what each group would be happy doing in the new situation and when they would like to resume their activities.

We were able to use the new furlough scheme to allow Carol O’Brien, the caretaker, to stay at home and still receive her pay. We also received a Small Business Grant from Craven District Council which helped us with ongoing costs and loss of income.

Having carried out all the necessary procedures, we were considered a Covid Secure venue and could use the hall when lockdown lifted. Smaller groups and groups that had used the Supper Room could be accommodated in the main hall with the rent being reduced to the usual Supper Room rent.  Several groups started back, 2 Art Groups, Quilting Groups, Yoga, Pilates, an Exercise Group, Ballroom Dancing, Knit and Natter and a Yorkshire Performing Arts group. The Library re-opened in a more limited way. Special contracts were drawn up and each group had a Risk Assessment.

Preschool re-opened when schools did, catering for key workers children. They also ran their Before and After School Club, using the main hall as children had to be separated into ‘bubbles’.

In September, we successfully opened up for many activities but did miss our larger groups including Carpet Bowls, WI, Flower Club, Film Club and Embsay Players. It was not possible to stage a pantomime this year. Many other bookings were sadly cancelled including weddings and parties.

Fortunately the hall was well utilised during September and October at least providing some groups with a safe place to carry out their activities. A new parents group from Skipton used the hall on a Wednesday morning so that first time mums or dads had a support  group. After the second lockdown in November, few groups continued before Christmas as the Covid 19 statistics became more worrying. We ended the year unsure of the position for 2021 but confident that we would be able to provide more community events later in the year. We received a further small grant to help with the second lockdown. We were sorry that the Embsay with Eastby News, such an excellent community paper, has finished. Unfortunately after Andrew Wilson retired as editor, there was no one to step into his footsteps. He did an amazing job for many years, keeping us all informed of village events. It will be greatly missed.

Maintenance

The front of the stage has been painted as has the kitchen. A new keypad lock has been fitted to the front door as an extra security measure.

 Other regular maintenance and servicing has been carried out : electrical checks, PAT testing, Fire Extinguishers, Fire Alarms, Fire Doors, Automatic Doors, Boiler servicing, Health and Safety and Water Checks.

Carol O’Brien continues to be our paid part-time caretaker. Our continued thanks go to her for her hard work looking after the hall, setting up for events and clearing away.

Many thanks go to all members of the committee who have made such an effort and given up their time to keep the hall running. Thank you to everyone who has helped in any way to look after the hall and keep it as such a valuable facility for the two villages. We look forward to next year when we can be back to full capacity and can meet up safely.

Shona Watson (Chair)  February 2021

Plans for next year:

Refurbishing the Toilet Areas

Art and Craft Show

Wonderdome event

New Year Celebration

New Parents Group