## **BOATHOUSE ANNUAL GENERAL MEETING 2021** ## **Minutes of an AGM and Trustees Meeting held on 16 December 2021** ## 1 **. Welcome and Apologies:** Present: John Hassell, Melissa Rowland, Rachel Lowden, Nigel Speedy (Trustees) Apologies: Kim Barry, Kevin Barry (retiring Trustees) ## 2. **Minutes of previous AGM 2020 & Matters Arising:** As per the Minutes of the previous AGM, Kevin Barry has stepped down as Chair and Trustee of Boathouse. Kim Barry has also stepped down as a Trustee. ## 3. **Annual Report & Accounts for period ending 31 July 2021:** There was very little financial activity for the period 1/8/20 – 31/7/21 due to the cessation of the groups’ activities as a result of the Covid 19 pandemic. A statement of financial activity will be drawn up by the appointed accountant in preparation for the Annual Return to be submitted to the Charities Commission by April 2022. ## **ACTION MR/NR** ## 4. **Trustees’ Roles and Future of Boathouse** Please see ‘Notes’ below of the Trustees’ meeting held on 16 December 2021 with regard to Trustees’ roles and future of Boathouse. ## **Boathouse Theatre Arts** ## **Trustees Meeting.** ## **16[th] December 2021** Notes of Agreements and actions arising from the meeting ## **Present:** John Hassell (Chair) Millie Rowland (CEO) Rachel Lowden Nigel Speedy ## **Apologies:** None **----- Start of picture text -----**
Notes Action Action Timefra
by me
1. Discussion about the ‘clarity
of purpose’ of the organisation.
Agreed;
 When opportune ….. to Group None
Boathouse’s primary
engage Boathouse users leaders specified
purpose is
to discuss the trustees (when in
To give people an
view of the purpose of post)
opportunity to sing, dance
and act. the organisation.
 It’s secondary purpose
is
To help people have fun,
enjoyment and the
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**----- Start of picture text -----**
opportunity to make and
develop friendships .
2. Discussion who will actively
drive and lead the organisation
and what organisational role
they will hold.
Agreed;
Millie was offered the As of 16 [th]
 It was unanimously position of CEO by the Decembe
Trustees. The offer was r 2021
agreed that Millie
with immediate
Rowland should take on
effective. Millie accepted
the practical leadership
the offer.
role of the organisation.
It was further agreed
she should hold the
title of Chief Executive
Officer (CEO).
Rachel / 10 [th]
Trustees to discuss all March
 Trustees would try to
salary at their next Trustees 2022
identify a salary
meeting.
commensurate with the
Rachel to do some
new role and
homework and bring a
responsibilities and
suggestion to the next
time commitment of
meeting
the CEO. (It was made
clear the organisation
might not be in a
position to be able to
afford such an
identified ‘fair salary’).
3. Trustees engaged in
identifying what ‘resources’
would be absolutely essential to
fulfil points 1 and 2 above.
Agreed;
 Finances were Millie would immediately
begin a search for a Millie ASAP
sufficient for the
session leader. Rachel
immediate future.
 Absolute priority was to would offer support in
the process if needed
be given to appoint a
session leader for
Boathouse adults
sessions.
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 A question was raised about the future viability of ‘Boathouse for Children’. 4. The role of trustees was discussed. It was clear that different groups of trustees interpreted their roles in different ways Agreed; Any future CEO job In broad terms, Boathouse description would reflect this. Trustees would be **strategic and would not have an operational function** or duties. They would have 3 fundamental responsibilities. 1. Strategic: Trustees would determine the organisation’s strategy, direction and purpose. 2. Accountability: Trustees would oversee (NB not operationally) and be accountable for outcomes of the organisation, financial probity, health and safety and safeguarding. 3. CEO: Trustees would be responsible for the selection and appointment of the CEO, and then providing that person with specific support and accountability.. eg a cycle of appraisal. 5.Trustees discussed the election and appointment of a chair and the selection of further trustees Agreed; John to assume role of John 16[th] chair with immediate Decembe 1. John would serve as an interim chair until the effect. r 2021 organisation was in a ||position to elect a
longer term appointee.
2. Having viewed the CV’s
of 4 possible trustees,
it was agreed one of
the 4 should be
approached with a view
to determining their
suitability …. Followed
by a possible invitation
to join the trustees|John to meet SM (Millie
to arrange)|Millie &
John|By 10th
March
2022|| |---|---|---|---|---|---| **Next meeting date. 10th March 2022** ## **Boathouse Theatre Arts Treasurer's Report Year Ending 31 July 2021** |**Education and Administration**
Grants Received (Sussex Community Foundation)
Individual Donations (Direct Credit)
Friends of Boathouse
Income from Sessions and Shows
**TOTAL FUND INCOME**
**EXPENDITURE**
Freelance Teachers
Venue Hire (Incl Hastings Centre Xmas Show)
Volunteers/Travel/Reimbursed Expenses (Incl mileage)
P/T Administrator and Associated Costs
Merchandise for Resale
Printing and Publicity
Insurances
Stationery and Sundry Expenditure|**Ye**
-
-
580.00
-
510.00
90.00
-
-
-
-
172.08
117.42| |---|---| ## **EDUCATION AND ADMINISTRATION FUND TOTAL FOR THE YEAR** ## **BALANCE AT BANK B/FWD** SURPLUS/(DEFICIT) FOR THE YEAR BALANCE AT BANK C/FWD ## **Notes to the accounts:** 1 - Insurance for 2020 was paid in 2019 2 - No shows or classes during this financial year ## **ear ended 2021 Year ended 2020** |580.00
889.50|4,830.00
200.00
1,202.00
3,890.75|



10,122.75








6,926.39| |---|---|---| ||
3,365.00
1,621.00
502.70
1,200.00
-
237.69
-
-|| |||**3,196.36**| |||6,243.22
3,196.36| |||**9,439.58**|