Eastleach our home in the Cotswolds countryside

Eastleach Village Hall – Minutes of AGM

Minutes of AGM Wednesday 27th January 2016

eastleach Village Hall

Present: Helen Wade (Chair), Sue Futtu (Treasurer), Kathy Ducker (Bookings clerk), Rachel Ponting, Paul O’Shaughnessy, Jeff Taylor.

Apologies: Merry Baskin.

In attendance: Miranda and Tim Lawson

Helen explained purposes of AGM, as set out in Deed of Trust 1950, and that this AGM was to cover the last 2 years, as there had been no AGM for 2014. The Lawsons were welcomed, as members of the public attending the AGM.

Chairperson’s Report

Two very successful years for the hall. Thanks to all those villagers who had contributed, and in particular to:

  • Merry and Jules Baskin – for saving the Fete in 2015 by stepping up to run it, but also for the 2015 Parish Party. Attention is always paid to the Fete but it should be remembered that the biennial Parish party is hugely important for the hall.
  • Steve Clarke and Vince Moodey – also for sterling work with both the Fete and the Parish Party.
  • Barbara Hann – for all her work with the Fete’s White Elephant.
  • The generous donors to the hall.
  • Margaret Morley for keeping the hall looking clean and pleasant to use.
  • Committee members, who have spent time arranging various repairs and work on the hall.
  • Paul reported that the PCC used the hall last week and mentioned how clean and well maintained it looked.

Highlights of 2014 – 2015

Major work in 2015 on decoration of the hall exterior, plus new signs. Committee very pleased with all work.

Playground refurbishment is still a work in progress – some work has been carried out but with the donations received in 2015 it will now be possible to go ahead with the major work needed. Helen reiterated that the playground is an important reason why people come to the village. Aim is to have a definite plan by March. A special meeting arranged – to be held Thursday February 18th at 7.30. Helen/Sue to obtain a second quote for the work before meeting.

Also likely that work on the flat roof will be needed in the near future – another major expenditure.

Some new, sturdy tables to replace the trestles have been bought.

Big tidy-up of hall storage and clearing of stage, moving Toddler group toys/equipment to back room.

Accounts for 2014 and 2015

Sue issued copies of the accounts. Balance at end of 2014 was £9582 and at end of 2015 £17632.

Hall bookings income the same for both years – around £1300. Great range of hall users from christenings, toddler group, children’s parties, craft clubs to adult parties, elections, amateur dramatics groups, book groups, sports groups, senior citizens’ groups and funerals.

2014 – most income from Fete, bookings and donations. Donations from a wine club and a private individual.

Main expenditure on hall repairs (lighting), playground repairs.

No loan repayments made.

2015 – most income from donations, Fete, bookings and Parish Party. Donations from 2 private individuals were both as a direct result of the Parish Party, thanks to Merry and Jules Baskin. Also a donation from the Bazley Trust.

Main expenditure on hall repairs (cooker), decoration of hall exterior, new signs and playground swing repairs.

No loan repayments – a payment to be made this month.

No fire inspection in 2015– Chubb have not been responding to calls. Helen to try them again, Jeff offered to follow up if necessary.

Election of committee members

All committee members present were re-elected. Niki Rowlands has stepped down from the committee. It was assumed that David Jenkinson and Donna Gandy want to continue as committee members – this will be checked by email.

Rachel Jakeman, who lives in the village, sent a message through Rachel that she would like to join the committee, and so was elected too.

Helen was re-elected as Chair, and Sue as Treasurer.

Jeff agreed to be Minute-taker in future.

AOB

Village directory and Eastleach.org website – Helen has been asked if the Village Directory (electronic list of villagers and contact details) is produced by the village hall. She clarified that the directory and the Eastleach.org website are produced/run by individuals, not the hall committee, and explained that the Data Protection Act would require the committee to be responsible for what happens to the data.

  • Plaque commemorating Eastleach soldiers from WW1 who were not named on village war memorial – proposal from Merry that the hall could purchase and erect a plaque. It was agreed, and Paul will check if a standard form of wording is needed.
  • Fete this year – A sub-committee was suggested – perhaps 4 people. Various ideas for how to raise profile and recruit more people were discussed. A notice to go in Cheqs magazine asking for 4 volunteers for a Fete committee.
  • Quiz night – Jeff offered to run one around the end of April – provisional date Friday 22nd April. To be advertised in Cheqs magazine.
  • Hall maintenance/equipment – installation of a light over the sign on the front of the hall was suggested. Agreed as a good idea, to be discussed at the next meeting. Dimmer bulbs needed for main hall lights. Hall has no smoke detectors – Helen to check with insurance company whether they are needed. Discussion about possible dishwasher – Helen explained this has been considered previously and the committee had decided against. An extractor fan was suggested – to be discussed at the next meeting.
  • Bookings – Kathy has had several enquiries about teenage parties, but it was decided that these bookings could cause problems, so will not be accepted.
  • Dates of next meetings: Thursday Feb 18th at 7.30 – Playground meeting. Weds March 23rd at 7.30 – ordinary meeting (to include discussion of Quiz Night).

To downland a PDF copf of the AGM minutes, click the link –  AGM minutes Jan 2016 EASTLEACH VILLAGE HALL (1).

Minutes supplied by Helen Wade.

For details of how to book the village hall, click here.

 

 

 

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