Minutes of Long Stratton Village Hall AGM - 30th May 2023 - 7.30pm
Present: Amanda Phillips (AP), Peter Smith (PS), Paula Armes (PA), Kirsty Dye (KD), Janet Roberts (JR), Alan Thayne (AT), Judith Baker (JD), Di Woodham (DW)
AP opened the minutes welcoming members of the Committee and Trustees
Every 5 years we need to have a tree survey completed and all work has been satisfactorily finalised and our insurance company have been informed.
AP shared the plans for the hall, which have now been approved. She discussed that we plan to leave the bulk of the Main Hall as it is due to the fact that we have already replaced the windows, heating, ceiling and lighting over the last few years and will focus our attention on the back of the hall as this is very tired and old. Plans include the introduction of a new, additional meeting space, including a kitchenette, upgraded kitchen and toilet areas and better overall storage. We have attempted to keep the look of the building as best we can, but are planning to introduce a new, brighter and wider entranceway
AP discussed that by offering an alternative meeting area, we can support the community better and ensure that smaller groups can also use the hall, alongside larger groups at the same time if they wish to. AP discussed that the Methodist Church has closed and the new community centre is not likely to be in place for some time yet and so this should support the village well.
DW asked what size the new kitchen would be as concerns had been raised regarding this at a recent Parish Council meeting, with a view that we should still offer a large amount of work surface for functions.
AP reported that bookings have recovered well overall following COVID and thanked KD & PS for their support with these. AP thanked AT and PS for all of their support with maintenance work and to PS as Treasurer and confirmed that AT is now unfortunately stepping back due to relocating to another area.
6. Adoption of the accounts – Due to our balance this year the accounts have not been independently examined, under the guidelines of the Charity Commission, but AP has signed them off as accurate. KD therefore proposed we adopt the accounts, PA seconded. All in favour. PS will update the Charity Commission.
7. Committee to stand down – everyone stood down.
8. Election of Committee - Chair - AP nominated by PS and seconded by KD. Secretary / Bookings Clerk - KD nominated by AP and seconded by PS Treasurer - PS nominated by AP, seconded by KD. Trustees- PA happy to stand for another year. JR - new Church Representative
9. Any other matters - DW asked if we could purchase some more tea spoons - agreed for PS to purchase some
AP confirmed that we will have a public forum when deciding how to furnish the new meeting room and kitchens etc
Meeting ended at 8.25pm
Present: Amanda Phillips (AP), Peter Smith (PS), Paula Armes (PA), Kirsty Dye (KD), Janet Roberts (JR), Alan Thayne (AT), Judith Baker (JD), Di Woodham (DW)
AP opened the minutes welcoming members of the Committee and Trustees
- Apologies received from Amy Eastall (Crafty Kids) &Julie Rodgers (Cardiac Group). No other apologies received.
- Minutes of 2022 AGM – Approved during the meeting, no outstanding items.
- Matters arising – There are no matters arising following the last AGM.
- Treasurers Report - PS shared the accounts dated 31/3/23. Main points covered:
- Total current assets £37,707.55, which includes £1458.75 in our Investment Account.
- Hire costs totalled £9,808.50 for the period
- Total expenses were £12,291.93, Main expenses for the year included £2,493.38 towards professional fees (Architect, planning application and tree survey report and work), £1,137.81 for repairs, including £1000 to replace the electrics at the back of the Hall, £1,988.65 cleaning costs, £1026.68 for insurance. Other costs included water bill, electricity bill, broadband costs, grounds maintenance and hygiene supplies.
- Total Profit before tax -£2,381.46
- AP has signed off the accounts
- Chairman’s report
Every 5 years we need to have a tree survey completed and all work has been satisfactorily finalised and our insurance company have been informed.
AP shared the plans for the hall, which have now been approved. She discussed that we plan to leave the bulk of the Main Hall as it is due to the fact that we have already replaced the windows, heating, ceiling and lighting over the last few years and will focus our attention on the back of the hall as this is very tired and old. Plans include the introduction of a new, additional meeting space, including a kitchenette, upgraded kitchen and toilet areas and better overall storage. We have attempted to keep the look of the building as best we can, but are planning to introduce a new, brighter and wider entranceway
AP discussed that by offering an alternative meeting area, we can support the community better and ensure that smaller groups can also use the hall, alongside larger groups at the same time if they wish to. AP discussed that the Methodist Church has closed and the new community centre is not likely to be in place for some time yet and so this should support the village well.
DW asked what size the new kitchen would be as concerns had been raised regarding this at a recent Parish Council meeting, with a view that we should still offer a large amount of work surface for functions.
AP reported that bookings have recovered well overall following COVID and thanked KD & PS for their support with these. AP thanked AT and PS for all of their support with maintenance work and to PS as Treasurer and confirmed that AT is now unfortunately stepping back due to relocating to another area.
6. Adoption of the accounts – Due to our balance this year the accounts have not been independently examined, under the guidelines of the Charity Commission, but AP has signed them off as accurate. KD therefore proposed we adopt the accounts, PA seconded. All in favour. PS will update the Charity Commission.
7. Committee to stand down – everyone stood down.
8. Election of Committee - Chair - AP nominated by PS and seconded by KD. Secretary / Bookings Clerk - KD nominated by AP and seconded by PS Treasurer - PS nominated by AP, seconded by KD. Trustees- PA happy to stand for another year. JR - new Church Representative
9. Any other matters - DW asked if we could purchase some more tea spoons - agreed for PS to purchase some
AP confirmed that we will have a public forum when deciding how to furnish the new meeting room and kitchens etc
Meeting ended at 8.25pm