## **Westcote Village Hall ANNUAL GENERAL MEETING for year 5[th] April 2020 – 5[th] April 2021** Thursday 24[th] June 2021 at 7.30pm in Westcote Village Hall **Present:** Tony Gibson, Ray Petersons, Christine Walford, Peter Fairbank, Kathy Watson, Nick Walford and Andrew Tyack **Apologies:** Roland Hodson, Graham Kitchen, Alison Blake **Minutes of the AGM 2019-2020** were signed as an accurate record of proceedings. **Matters arising** from the Minutes: - a) Ray reported that Fire Equipment had been checked and PAT testing on all electrical equipment had been completed. ## **Chairman’s Report:** Tony said that, due to coronavirus restrictions, there had been little activity in the Village Hall during the past year. Council and Police Elections had been held in the hall on 6[th] May 2021. Michael and Alison Earl had used the hall for the comfort of guests arriving for their daughter Justine’s wedding in June. Tony thanked Ray Petersons for all his work obtaining grants, Peter Fairbank for refurbishing the Village Hall noticeboard and John Jackson for doing the same with Nether Westcote noticeboard. Also, Kathy Watson for administering the Lottery. ## **Treasurer’s Report:** Ray reported there had been little income received during the past year and no Air in G performances (although one performance appears in the accounts carried over from previous year). However, the Village Hall had received various Covid support grants and a legacy. These being as follows: - a) 13[th] August 2020 CDC Grant £10,000 - b) 12[th] March 2021 CDC Grant £9,431 - c) Legacy from Will of Adrian Hopkins £8,642 - d) Plus, in this financial year 2021-2022, on 18[th] May 2021 we received third CDC Grant £8,000 Total annual income £27,431 – which far surpasses the usual annual income! With the third CDC grant, at the end May 2021, the VH accounts hold £57,000. The Lottery continued to be well supported and covered the annual running costs of the Village Hall. The Village Hall account received the money collected in memory of Derek Pocock for the defibrillators; a small amount approx. £300 remained but the electrician’s bill for installation was still outstanding. Ray thanked Roger Boning for once again auditing the accounts. ## **Election of Committee:** Resignations had been received from Kathy Watson and Graham Kitchen. Alison Blake and Andrew Tyack had agreed to become Trustees and join Committee. Remainder of current Committee agreed to stand again. Chairman: Tony Gibson (proposed by Nick Walford, seconded by Ray Petersons) Treasurer: Ray Petersons (proposed by Tony Gibson, seconded by Nick Walford) Secretary: Christine Walford (proposed by Tony Gibson, seconded by Peter Fairbank) Kathy was presented with a pot plant and £50 National Garden vouchers by Tony Gibson and thanked for her years of service. Kathy said she was willing to continue running Lottery as a co-opted Committee Member unless someone else wished to take it on. The Committee accepted her offer until such time as a volunteer is found to take over Lottery. Kathy then asked if she could continue to sign cheques (with Ray Petersons) and keep key to hall so she could post monthly results. This was agreed. ## **AOB:** - a) There was some discussion on how to commemorate Graham Kitchen’s long service. He was one of the original Trustees of the Village Hall and his signature appears on the Conveyance dated 14[th] March 1968. He has now served his community for 53 years and has given much time to maintenance and repair of the Village Hall. You could always guarantee his presence at every event, offering practical support and whatever help might be required. Peter suggested Graham would very much appreciate a plaque in the Village Hall recognising his long service. The Committee agreed to give some thought to a suitable gift and when to present it (after 19[th] July and the lifting of restrictions). - b) Nick thanked Andrew for removing the untidy border to the front of the hall, levelling and laying turf. Everyone agreed it looked much better. Nick also said that Kate Bodoano was willing to take over Tony Nash’s commitment to cutting the VH grass regularly. - c) Tea Urn is not filling up. Nick has spoken to plumber. - d) When doing a routine check, Nick noticed that there is continual running of water in kitchen even when stopcock under sink is turned off. He suspects internal stopcock is not turning off completely. He is reluctant to investigate further and has spoken to plumber. He cannot find external stopcock. The stopcock outside VH has a water meter on it. The VH does not pay water rates. There is a possibility that the VH water is linked to that of St Mary’s House. There is a historic connection between St Mary’s (now owned by Dominic & Kirsty Shales but previously Westcote Rectory) and the Village Hall. More investigation is needed. Tony Gibson to ask Peter van de Kasteele (former owner of St Mary’s) if he knows when it was built. - e) Nick briefly mentioned the proposed porch to front of village hall but suggested it should be discussed at the next full Committee meeting. - f) Christine in discussion with Air in G and hoped to have details of new season shows shortly. - g) Andrew asked what would happen if we did not have enough Trustees (there should be a minimum of six Trustees). No-one knew the answer to this question. Fortunately, we have enough Trustees at present. ## **Date of next meetings:** - a) AGM - Thursday 12[th] May 2022 at 7.30pm in Village Hall - b) First Committee Meeting – Thursday 15[th] July 2021 at 7.30pm in Village Hall ## **The meeting closed at 8.15pm.** ## WESTCOTE VILLAGE HALL ## Balance Sheet as at 5th April 2021 |Bank Account -VH
Bank Account - Lottery
Petty Cash
**Total Assets**
Reserves b/f
Net Income/Defcit VH
Net Income/Defcit Lottery
**Reserves c/f**|2021 (£)
38,501.78
11,210.00
70.25
49,782.03
21,848.45
26,238.58
1,695.00
**£49,782.03**| |---|---| Auditor Treasurer ……………………………………. ……………………………………….. ## 2020 (£) 12,263.20 9,515.00 70.25 21,848.45 21,581.53 -1,078.08 1,345.00 **£21,848.45** Onty complete rfthe examiner needs to hwJhlight matenal matters 01 Con￿[￿ (see CC32: 1ndeP￿¥jent examination of tharity ao>)unts'. threclions aThl guhtsrKx for examiners}. Giv• here brtef d•taiis of any items that the examiner wbhes to disclose.