## Minutes of Westfelds Community Hall Management Committee Annual General Meeting ## Held at the Hall on 30th November 2021 ## **Meeting opened at 19.00 hrs** ## **1. Welcome by chair** On behalf of the management committee, the Chairperson Polly Andrews welcomed everyone to Westfields Community Hall Annual General Meeting and thanked everyone for attending. ## **2. Apologies for absence.** Mark Alexander ## **3. Matters arising.** None ## **4. Chair’s report.** The Chairperson Polly Andrews thanked the committee for all of their hard work in keeping the hall running during this time. Despite a difficult year as result of the difficulties brought on as result of the consequences of the ongoing Coronavirus Pandemic, the hall has been able to rise to the challenge. There have been a number of changes and adjustments but we can now start to look forward to a stronger and brighter future building through the course of 2022 with regular hirers back and party booking numbers starting to rebuild. ## **5. Treasurer’s report.** - **Barbara Astley presented the accounts for 2019 – 2020** and 2020-2021 which have been verified by Mr Townsend. - It has been a difficult 21 months for the hall due to the Covid 19 epidemic. The hall has been able to access help from Council grants and furloughing. - Most groups are now back have lost a few along the way but we have also gained some new groups. - The contract with British Gas runs until April, we will then see what the best options are. All groups to be as economical with power as possible. - The floor scrubber and Henry Hoover have been purchased - The Current account has as of today is £6035.12 - Deposit account £46434.69 The committee accepted the treasurer’s report ## **6. Any other business.** - The committee agreed that there would be no change to the halls covid rules and ongoing numbers restrictions to enable social distancing. - Both the letting policy and health and safety policy were ratified and reapproved with no new changes. - The committee agreed to scrap the childrens party rate and have the standard rental rate of £15 for all non regular groups. - The date for painting the hall was confirmed as 15[th] to 25[th] of April. It was agreed that the hall will be closed for the whole of this time period. - A plug by the main hall was report as faulty this will be assessed. The representatives present gave a brief account of how their groups were: - - Joan Hansen and Slimming world have had a difficult time. Joan had approximately 20-30 people when running classes via zoom. She now has approximately 70 members over 2 sessions theses are 5 to 6.10 and 6.30 to 7.40. The 2 classes have a mixture of ages and sexes and are going well. - Highmore Hedgehogs are going well and are fully booked at the present time. - BT. ## **7. Nomination of committee** The old committee retired and the new committee were nominated and elected on block. These were, Polly Andrews, Rob Owens, Joan Hansen, Dawn Merriman, Sue Dover, Barbara Astley and Catherine Alexander Ex officio. Appointment of the committee - Polly Andrews was appointed as chairperson, nominated by Barbara Astley and seconded by Rob Owens, all agreed. - Rob Owens was nominated as deputy chair by Polly Andrews and seconded by Barbara Astley. - Barbara Astley was appointed as Treasurer, nominated by Joan Hansen, seconded by Dawn Merriman. - Catherine Alexander was appointed as secretary, nominated by Joan Hansen and seconded by Joan Hansen. There was no other business and the meeting closed at 19.45hrs Next hall meeting date set as 15.02.22 at 7pm Wesffiel Hall- Cha 10 Income & Ex t)d for the arend•d 31 March 2021 2021 17,926 By Lettings Grants Heref¢￿d Counul & HMRC 126 By Deposit 4,707 24.714 116 18,052 29.537 226 To Post4e & StatiO￿ry 2,472 . Cleaning & Supplies 2.790 390 . Garden Expenses 381 $88 ' Rep8irJ & Repl8Gem8nts 3,889 New Floors & Tabl88 2,095 ' Llghting & Healing 1.654 5,189 ' Caretskerlmanager 5,513 834 ' Sundries & Licences 387 1,278 ' Insurance 1,289 813 ' Water Rates 343 3767 By Exce8s of Income Expenditure 13.105 29,537 18.062 Wesffiekl Communty Hall, Highmore Street, Hereford. Charity No.. 11A0172 lance Sheet as PAareh 2021 2,420 Cash in Hand 21.315 Santander Bank- Dwit Account 36.431 8,411 Santandar Bank- Cwrent Account 9.124 32.148 45,555 .556 Creditors 31,590 44,895 Add Surplu$ fvnds as at 1.4.20 Add surplus for year 31,590 13,105 44.895 31,590 I confimi that I have examined the above Income and Expenditure Accwnt for the year to 31st Marcband find them in accordance wlth Ihe books voucher5 and explanations given lo me. M.E.T¢)vmsend, Framfield, Tarrington Hereford, HR14EU