AGM 2019

Minutes of Long Stratton Village Hall AGM - 2nd May 2019
Present: Amanda Phillips (AP), Peter Smith (PS), Paula Armes (PA), Heather Wilcox (HW), Alan Thayne (AT), Kirsty Dye (KD), Janet Roberts

AP opened the minutes welcoming members of the Committee only in attendance.
Apologies received from Liz Thayne (Thursday Club) and Lauren Plant (Zumba - Village Hall user)
Minutes of 2018 AGM – Copies of minutes were provided and approved during the meeting.
Matters arising – None - KD confirmed that all matters from 2018’s minutes had been completed during the year apart from improving the signage for the Hall which is still work in progress. AT has created a sign and is soon to be installing this outside of the hall.
Chairman’s report

AP began her report by thanking all members of the Village Hall Committee for their help and continued commitment to the hall throughout the last year. AP reported that although we are only a small committee she feels that over the last 10 years the hall has never been so successful or ran so smoothly!
AP reported that we have made further improvements to the hall over the year, including new ceiling tiles in the main hall, updated lighting and rewiring of all electrics, including upgrading the fire alarm system.
AT has again been very busy decorating areas of the hall.
AP reported that fundraising has been successful for us this year through various events, monthly films, the Produce Show, fireworks event, Summer fete in 2018, supporting the local Christmas event and most recently the success of our Pamper and wellbeing event. All events being held to help to raise funds for improvements in the hall.
Our main focus moving forwards this year is to purchase our own film equipment, including a large fitted screen and sound system. Not only will this aid our regular film events but the equipment could be used by hirers as well.
AP reported that due to the improvements that have been made over the last few years we are finally managing to reduce our costs, especially around electricity costs. Peter has now set up a Hive style system to control the heating remotely which has been working well for all users. We now also have wifi in place which makes the hall more desirable to hire.
AP reported that the hall is now hired very regularly by a wide range of community groups and businesses, providing Long Stratton with a wide selection of services the village would otherwise be without.
AP ended her report by once again thanking the Committee.

Treasurers report – PS presented the annual accounts

Income has included £1139.15 of fundraising, including monies raised from the Christmas Shopping event, Christmas Lunch (kindly donated by the Church), firework display, Fun Day, Produce Show and Pamper event. We have also received £3446.00 from a grant used to replace the ceiling and lighting in the main hall.
Income from bookings increased from 2018 by £3614.75. We are supported by many regular users now including NHS groups, a toddler group and keep fit classes.
Income from the film events was higher than in the previous year and despite expenditure relating to running these events a profit is being made of approx £600.
Total income for the year equated to £18,526.38 versus £16,167.10 in the previous year.
Expenditure was lower than in the previous year, total expenditure equated to £18,882.28 versus £20,480.14. Expenses included £131.26 for the wifi controller for the heating, £236.98 for the router equipment, money spent on replacing the ceiling and lighting and upgrading the fire alarm system.
Net income — -£355.92. Net Assets stand at £5983.39, including £974.58 from our Investment Fund, £3959.30 in our Business Saver Account and £549.83 within our cheque account. Total Equity £5983.39.
Adoption of the accounts – the accounts have been independently examined under the guidelines of the Charity Commission by Mr Ian Hetherington and he has signed them off as accurate. AP therefore proposed we adopt the accounts, KD seconded. All in favour.
Committee to stand down – everyone stood down except HW.
Election of Committee - HW invited members of the meeting to stand for re-election to the committee. All current members re-stood - AP, PA, PS, KD, AT and JR as Church Representative. All were elected onto the Committee. Chairperson – AP nominated and accepted the nomination – proposed HW, Seconded PA, all in favour
Treasurer – PS nominated and accepted the nomination – proposed AP, seconded HW, all in favour
Secretary and Bookings Clerk – KD nominated and accepted the nomination – proposed AP, seconded PA, all in favour
Any matters raised by members of the public
As no members of the public in attendance nothing further raised.
Meeting closed at 8.05pm