Clymping Village Hall & Playing Fields Committee
AGM Minutes – Thursday 31[st] August 2023 at 7:30pm - CVH Bar
Present: Paul Challen (Chair), Wesley McCullough (Secretary), Treasurer to be appointed, Hannah Tomlinson, Anne Miller, Keith Wannell, Don Tandy, Chris Dearnley, Gavin Weller.
Apologies: Rachel Doyle
Minutes previous AGM 2021 – accepted as a true record – already signed by Chair in Oct ‘21
Report from Chair:
Thanks to everyone involving in running the Village Hall and Playing Fields 2022 to 2023. Special thanks to Don for his hard work in day to day running.
Report from Secretary:
I was co-opted into this post and have attended only one meeting. I was provided with Minutes going back to October 2022, which analysis concludes, was the last time the outgoing Secretary (Julie Croucher - who was also Bookings Secretary) attended. However, I find no consistently applied record of Officers of the Committee except for the Chair even in the AGM minutes for 2021. Henceforth it will be assumed that all Committee members are invited to all meetings and the minutes will show those present and apologies. Committee members are asked to notify me if not able to attend.
The most concerning aspect of previous minutes is the lack of clarity about action points many being unattributed or without record of completion.
Report from Treasurer
Acting Treasurer, Keith Rutter, resigned two months ago. He was unable to access bank accounts and was not signatory for cheques, making the role impossible to fulfil. He has prepared year end accounts. Funds available £48,315.38 at 31[st] March 2023.
Accounts could not be adopted as not up to date and several anomalies. It was resolved that complete audit of accounts is necessary and should be commissioned as soon as possible. Discuss further at next CVH&PF meeting 21[st] September 2023. CD offered to arrange access to bank accounts. CD
Adopton of the Consttutons – no changes planned.
Electon/Re-appointment of Commitee/Trustees
Chair was proposed, seconded and re-appointed for a further year.
Secretary (WM) was proposed, seconded and appointed till the next AGM.
Acting Treasurer (HT) was proposed within the meeting and discussed additional Bookings Secretary post. Appointed to Treasurer.
RD proposed for Treasurer, resiled from this and agreed post meeting to be appointed as Booking Secretary.
Committee Members without Portfolio:
Don Tandy – proposed, seconded and re-appointed.
Anne Miller - proposed, seconded and appointed.
Chris Dearnley - proposed, seconded and re-appointed.
Keith Wannell - proposed, seconded and re-appointed.
Gavin Weller – proposed, seconded and re-appointed.
Any other business.
The meeting was suspended while the Committee tested the Fire exit signage as there were reports of power failure without the expected emergency lighting activation. This demonstrated the defects and a discussion was held about mitigation to continue use of the Hall and Bar. The Committee resolved to purchase a CO monitor for the boiler, smoke alarms, a heat detector (for the kitchen) and torches for the Hall – until the emergency lighting is reliable. WM
CVH&PF was registered twice with the Charities’ Commission and we still get requests for the former version. The list of Trustees was thought not to be complete but has post meeting checked correct. Post meeting Julie Croucher was asked if she wished to remain a Trustee and she agreed with certain conditions, which are met.
The Keysafe was discussed and review planned within the security upgrade currently being undertaken. The possibility of a unique entry code to an electronic door lock for each hirer avoiding the risk of key copies and the need for lock changes in future. KW
Next AGM – no date planned. Meeting closed 2142hrs.
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