LAVENDON VILLAGE HALL: 2020 ANNUAL GENERAL MEETING

Photo above: Lavendon Village Hall was officially opened on 7th May 1955 by Courteney Hope of BBC radio’s “The Archers” fame. Much has changed since then!

Lavendon Village Hall Management Committee normally holds an AGM during November of each year. This is an opportunity to present the Chairman’s and Treasurer’s Reports for the financial year ending 30th September, and to elect a new Management Committee that includes local organisational representatives plus six directly elected members.

Given the current pandemic situation it is not possible to hold a physical 2020 AGM. A virtual meeting is not a practical prospect for many members of the public. It has therefore been determined that instead of holding an AGM this year, the above two key reports should be made available as usual to members of the public via the Lavendon Connection web site, and via the relevant village Facebook pages. A copy of the above two reports can be found by clicking on the following links:

Lavendon Village Hall Chairman’s Report 2019/2020
Lavendon Village Hall Treasurer’s Report 2019/2020

Another important element of the AGM is the formal nomination of Committee representatives, as well as the direct election of six public members to the Committee. The Trustees are anticipating that all current members will continue serving on the Management Committee. However, there already remains one vacancy for an elected member. Anyone residing in Lavendon Parish who would like the opportunity to join the Village Hall Management Committee is very welcome to get in touch with the management team via the Chairman, details given below. The Committee normally meets once a month in order to devise and manage an ongoing programme of improvements to the Village Hall and its facilities, and to contribute creative ideas for fundraising and other community events.

For more information about any of the above, please contact:

John Salter, telephone 01234 713653, or email johnsalter7@btinternet.com

The MK Community Foundation strongly supports Lavendon Village Hall

Lavendon Village Hall: COVID-19 & Re-opening Update

LAVENDON VILLAGE HALL RE-OPENING & THE ‘RULE OF SIX’: A NEWS UPDATE – 16 Sep 2020

Prospective Hirers and Visitors to the Lavendon Village Hall may like an update on re-opening conditions following the recent introduction of the Government’s ‘Rule of Six’.

The Village Hall is essentially ‘COVID-19 Secure’, meaning that the managers have conducted a Risk Assessment and as a result introduced appropriate signage, cleaning routines, sanitisation stations, social distancing arrangements, one-way system, Hirer’s Special T&Cs, and various other procedures, to help render the Hall safe. A local overall limit of 30 visitors remains in force.

Hall Managers continue to receive guidance from ACRE (Action with Communities in Rural England), an organisation which is in daily contact with relevant government departments concerning the responsibilities of Hirers, Managers and Hall Trustees. The latest version of the Government Guidance for Community Facilities issued on 14th September, section 3c, (see link below) indicates that community halls are able to remain open and, for example, to host formal or informal clubs, hobby groups, and amateur choirs and orchestras, provided the venue is Covid secure.

The guidance stresses that activities and clubs must be limited to attendance in groups of no more than 6 people following social distancing rules. Only “where there is a significant likelihood  of groups mixing and socialising (and where it will be difficult to prevent mingling and therefore breaking the law) should activities not take place in a community facility”. We are advised that the listing of activities such as Women’s Institutes, sewing clubs, book clubs, craft clubs, reading groups, amateur choirs and orchestras does not mean they cannot take place: it is a flag for organisers of such activities to take particular care to ensure that individuals attend them in component groups no larger than 6, and that these small groups (which might only be one person) remain socially distanced from each other and do not mingle while on the premises.

People meeting in a club or group context at a community centre must be encouraged to socially distance from anyone they do not live with or who is not in their support bubble. Community facilities following COVID-19 secure guidelines can run children’s groups and other youth activities, subject to their own capacity limits and specific Government Guidance. Indoor sporting facilities, fitness centres and dance studios can also operate. Hirers providing such activities, must likewise adhere to specific government guidance concerning sports and leisure facilities.

Where community facilities need to be used for physical meetings, these meetings should be managed within the social distancing guidance and principles set out elsewhere. Meetings may include civic or community group meetings, eg such as the hall’s own charity board of Trustees and Management Committee.

The above summary is simplified and only indicative: more detailed information can be found at:

www.gov.uk/government/publications/covid-19-guidance-for-the-safe-use-of-multi-purpose-community-facilities/covid-19-guidance-for-the-safe-use-of-multi-purpose-community-facilities

Lavendon Village Hall: Re-opening

LAVENDON VILLAGE HALL RE-OPENING PREPARATIONS: A NOTE FROM THE MANAGEMENT TEAM

The Management Team has been preparing to re-open the Village Hall in the wake of the COVID-19 pandemic. The latter, of course, poses many problems for re-opening the Hall, the normal purpose of which is to facilitate the kind of communal activities that are potentially at odds with ‘social distancing’. Nevertheless, there have already been a number of enquiries asking when the Hall can be booked for carefully managed events.

The Village Hall is a charity and dependent on booking income which at present is zero despite continuing outgoings, insurance, utilities, etc. It is therefore important that we re-open as soon as possible. Safe opening will very much depend on responsible and safe usage in the future. We are not currently planning on increasing hire charges to help off-set the extra costs that will fall on the Hall, eg for hand sanitisation and to cover lower attendee footfall, etc.

We are expecting to re-open the Hall in early September: Hirers and Visitors alike may therefore wish to have some idea as to how this will be managed and what special precautions will be put in place to allow this to happen. The following is a brief summary of key points:

  1. The Management Team will ensure that the Hall is managed in full compliance with Government Regulations and to this end we now subscribe to a body known as ACRE – Action with Communities in Rural England – which provides us with up-to-date guidance on national policy, etc.
  2. The Team has prepared a full COVID-19 Risk Assessment for the Hall that will be available for inspection on the internet and in the Hall. Hirers will also need to consider whether a bespoke Risk Assessment is required for their own particular event.
  3. In addition to the usual Terms & Conditions, Hirers and event organisers will be required to accept an additional set of Special COVID-19 T&Cs that have been prepared by the Team based on ACRE guidance. These put significant responsibility on to organisers to ensure full safety compliance on behalf of their own attendees, eg Hirers will list attendees for NHS ‘Test and Trace’ purposes.
  4. For the time being there will be a limit of 30 people permitted in the Hall without more bespoke control being put in place by Hirers, eg stewarding, pre-booking, etc. Only two people max at one time are permitted in each of the toilets, kitchen, bar area, and stage side lobbies.
  5. With certain exceptions face coverings are required upon entry to the Hall. A one-way system will be utilised when larger numbers come and go, with entry at main door and exit at front side door. Hand sanitisation is essential upon entry and exit – an automatic dispenser is now installed at the front entrance. Other hand dispensers will be available in the kitchen, toilets and the main hall. Social distancing must be respected, especially where older or more vulnerable visitors are transiting.
  6. A variety of Signage will be evident especially along the main corridor, on doors and on the floor where social distancing and one-way reminders will be affixed.
  7. Hot and cold drinks, and also pre-packed food may be prepared in the kitchen, but for the time being hot food may not be cooked and served from the kitchen in order to minimise the use of crockery and cutlery, etc. Hirers must bring their own tea-towels and cloths for wiping up, though the normal soaps and surface sanitising spray will be provided by the Hall.
  8. A COVID-19 emergency First Aid box will be available in the Bar Area for general emergencies; this will include PPE and other essential items, but they are not intended for general issue.
  9. We shall expect Hirers to take note of the additional COVID-19 T&Cs and associated Hall Risk Assessment, and we will also encourage feedback to the Management Team, as appropriate.
The MK Community Foundation supports Lavendon Village Hall

Lavendon Village Hall – Acoustic Panelling Project

Good News from the MK Community Foundation!

Lavendon Village Hall – Acoustic Panelling Improvement Project:
Work supported by funding from the MK Community Foundation

The Trustees of Lavendon Village Hall are extremely pleased to announce that the MK Community Foundation has kindly approved our recent application for a £5,000 grant to make certain improvements to the Village Hall. This is, of course, very welcome news given the present difficulties of project fundraising during the current COVID-19 crisis when Hall income is otherwise non-existent.

The Grant should enable us to begin work shortly on installing acoustic panelling over the Hall ceilings, ultimately creating a more welcoming atmosphere during key sound and music events. As a result it should be possible, for example, to resume our programme of regular film shows once the current pandemic issues begin to subside. It has long been acknowledged that some of these audio-visual events have suffered too much from problems of echo and general sound reverberation – something especially difficult for those who are hard of hearing.

The Village Hall Chairman, John Salter, said “these improvements, combined with other recent investments in a first class audio-visual system, will help to create a community hall atmosphere of which we can all be immensely proud. For that reason we are most grateful to the MK Community Foundation for its enormous support, both now and in the past”.