Item

Action by:

1.    Apologies for absence. Brian Luker and Jenny Crossley. The Chairman welcomed everybody to the Annual General Meeting.
Also introduced were our Booking Secretary Vanessa Lancaster and Cleaner/Caretaker Ursula Casey who had attended so Trustees could at last meet them. The Chair made a point of thanking them for their efficient work throughout the year.

 

2.    The Minutes of Annual General Meeting of 29^th November 2018 were approved and signed by the Chairman as a true record of proceedings.

 

3.    Matters Arising: There were none.

 

 

4.    Chair’s Report The review of the year had been placed in the Report and Accounts, but LL advised in brief that the Trustees had continued with updating and improving the Fabric of the hall.
The Tesco “Helping Hands” money had been put to good use improving the entrance area with a ramp that allowed wheelchairs to exit through the rear of the hall and go around and avoid meeting steps.  Planters improved the look of the area and now included an herb garden. Our policy of sustainability was now assisted with the installation of the Air Source Heat Pump. It had taken a little time to get the setting right and importantly turning it on earlier enough, so the hall was warm when users arrived. This will eventually be done via Wifi connection but the continued delay of Truespeed to put in the Broadband Fibre line was of course not helped by the work of the Water board updating the mains. We now have a large shed to store Fete equipment and other items, and this improved the ability to organise and keep tidy the storeroom. Thanks to John Alcock and others for their work on this project. The provision of planters had prompted Headway to revive their own garden at the back of the Hall.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

5.    Treasurer’s Report.

A copy of the Annual Report and Treasurer’s Report for the year ending 31^st August 2019 had been emailed to all Trustees. Additional copies were available for visitors. The Treasurer advised that Peter Wagstaffe had done a thorough check of the accounts books and was satisfied that the report gave a true representation of the hall’s finances and a written statement to that effect had been placed on his Accounts File
The Treasurer reported that the Hall was in a sound financial position showing a profit of £4,789 against last year’s loss of £1,295. He acknowledged last year was unusual with very large expenditure using the monies from the Secure fund of over £12,000 to purchase the Photo-voltaic cells which were now an asset of the hall. GC went through the various parts of his report (a copy being filed with these minutes)

GC welcomed questions from the floor; Piers Dalby asked how the Repairs and maintenance figure of £3,682 was broken down GC advised the figure included the LED lights in the Hall as well as new window in the Rowe Room. The ASHP had been purchased by Green Henton thus the figure for this did not appear in the accounts. In due course this asset will be passed across to Hall ownership. LL advised that at the moment we did not have a Battery within the system which would then allow us to be using sustainable energy in the evening, but it was next item on the Green Henton’s agenda. DV asked about AHSP insurance PG advised that this was included within the Halls insurance.

PG proposed the approval of the Financial Report seconded by DB and approved by all trustees.

 

 

 

 

6.    Election of Trustees

LL advised that at the AGM in accordance with the Trust Deed, all Trustees relinquished their posts at the end of the AGM but could submit themselves for a further year. All Trustees were willing to continue to serve. Note: Alison Browne has now taken over from Diana Wagstaffe as the Gardening Club representative.  PG also advised while there is no particular reference in the Trust Deed to the election of Secretary and Treasurer, were those now assembled at the meeting agreeable that Peter Gatenby should be elected as Secretary and Gerry Cox as Treasurer? This was agreed by all.

 

In accordance with the provisions of the Trust Deed all Trustees then signed a “Paper” of their willingness to serve. This paper also gave permission to use their contact details to conform with GDPR and for the purposes of managing the hall and of course where relevant passing details to interested parties who wanted to join a given club.

 

 

7.    AOB  There was a discussion on “Green” issues and an addition will be made to the website highlighting our efforts to make the Hall carbon neutral and use sustainable energy. Ursula raised the matter of chairs being pushed back scuffing the walls of the Hall. It was agreed that these areas will be repainted with a suitable durable paint capable of being washed from time to time. DV & LL will investigate suitable paint and deal.

 

 

 

 

DV LL

8.    Dates of meetings in 2019: Note Meetings will start at 19:15pm    on Thursday 16^th January, Thursday 16^th April, Thursday 16^th July. The AGM to be on Thursday 19^th November followed by Short Trustees’ Meeting.