Item

Action:

Apologies for Absence: Brian Luker

 

Amendment to the Trust Deed: This was necessary to enable the re-scheduling of the AGM. Proposed by PG, seconded by HM. There was no opposition to the amendment. A copy is attached to these minutes.

Send copy of amendment to Charities Commission. Ensure all Trustees have a copy in their handbook. (MD)

Minutes of the AGM of 14^th November 2019: PD proposed that they were a true record of the meeting. Seconded by IC. These were approved by all.

 

Trustees: LL thanked those Trustees who have stood down since the last AGM viz Alison Browne, David Browne, Gerald Burridge, Nancy Alcock and in particular, Peter Gatenby who was stepping down as secretary after 10 and 3/4 years. She welcomed Claire Wray (co-opted) and Tim Hooker (Gardening Club rep).

 

Matters Arising: The painting of the interior walls of the main hall has been done.

 

Chair’s Report: The main feature of the report was Covid-19 and its effects. LL acknowledged the invaluable response and support of CCS. Mendip District Council swiftly gave us £10000 which has enabled the Hall to be in a much better financial position. We have begun a Business Plan cycle in which we can plan and budget, and against which we can adapt. It has enabled us to be more agile. There has generally been good support from regular hirers who are either back or wanting to return when possible, and we have 2 new hires. There have been no ad hoc social hires because of the “Rule of 6”. Positives that were pointed out were that wear and tear was reduced (HM) and it was an opportunity to do some refurbishment work (LL). GC stated that the rationale for keeping liquidity is for situations like the current one: we are in a strong position even if the current situation continues for another year. Vote to accept the report as an accurate representation of the year was proposed by PG and seconded by PD.

 

Financial Report: There was a surplus of over £9000 (because of the grant) and this covered the loss of hiring income. Future accounting will take account of the depreciation of assets, e.g. the lifespan of the PV panels is probably about 20 years so we need to make an allowance towards the cost of replacing them when necessary. Our Business Rates were reduced to zero this year. An expense was the hire of the skips, done for the benefit of the villages when the council recycling site was closed. We are in the final year of an existing insurance agreement so we will need to start researching who to insure with next year. This is similar to the situation we had this year with the electricity supplier, where a more advantageous rate has been negotiated. The negotiations for a refund from the previous supplier are on-going. The defibrillator was bought and installed and there will be a plaque to honour Graham Laws (formerly of the Ring O’ Bells).

Thanks to Ben Davenport were recorded. He painted the phone box that houses the defibrillator, cleared some green waste from the hall grounds and conducted the survey of local young people to ascertain ways that the hall could become more relevant to them. This was done as part of his Duke of Edinburgh Award. LL noted that we would be happy to have another young person doing their service element of DoE next year.

TH asked GC about how the hall will fare if Covid-19 continues to restrict hiring next year. We can continue at the current level for another year – maybe 2-3. Our Business Plan makes us better prepared. The accounts have been scrutinised by Peter Wagstaffe and we meet all regulations and requirements. PG proposed that we should formally accept the accounts. Seconded by NM.

 

Election of Trustees: LL reiterated her thanks to those Trustees who have stood down and also thanked JA for everything that he has done for the Hall. NM thanked all the Trustees for the work that they had done. PD thanked PG for everything he has done as secretary when PD was Chair, and since.

All Trustees stood down. The following were elected: L Little, G Cox, M Durrant,

I Chalk, D Field, T Hooker, H Mayne, D Vincent, C Williams, C Wray. There may be a rep from Henton WI when its future has been decided.

 

The meeting was closed at 7.50pm. Next AGM: 7^th October 2021