Charity Number:1178641 ## **West Hill & District Community Association** ## **West Hill Community Centre, Croft Road, Hastings. TN34 3JL** ## **Annual General Meeting (electronic) held on 14[th] July, 2021 at 6pm** by email for members & Zoom for Trustees & Committee. 1. Attendees were welcomed. Attendees: Brigit Rossiney, Gay Brown , Pat Carson, Joe Buxton - (WHDCA Treasurer & Trustee), Linda Jeal (WHDCA Trustee), Mary Phillips (WHDCA Trustee), Celia Dearing, Cllr Godfrey Daniel. 2. A.G.M Chairperson/ Secretary –agreed. Mary Phillips WHDCA Trustee. 3. All documents were sent to WHDCA members on the contact list. No comments/ questions or objections had been received. 4. Minutes of the last AGM held on 26[th] March 2020 were accepted. 5. Matters Arising from AGM held on 26[th] March 2020. None not included in Trustees report. 6. Trustees annual report: Mary Phillips. Trustees Report for the Annual General Meeting, 2021 - Welcome to everyone interested in WHDCA & WHDCC. - Thanks to the hard working volunteers who have kept the Centre running for another year under difficult circumstances and to Steven Whitfield , who has moved away. - Another Difficult year: - i) Covid 19 closures/ restrictions- on going . - ii) Building: Looking good. Roof, guttering, drainage renovated. - iii) Insurance: All up to date. BHIB /Access (Building & Public Liability), Manor Insurance. ( Trustee Insurance). - iv) Security. Good. Key distribution logged. Access: Instructing new entry systems to hirers is time-consuming for volunteers. - v) Bookings: Instructing new hirers of our Terms and Conditions and how to help us keep the venue clean, tidy, safe and secure is time-consuming. No party or big event bookings - will be reviewed in Sept. - ESCC Lease : The lease expires in 12[th] March 2023. A WHDCA Business plan has been submitted to ESCC Property & Estates. An extension or renewal of the lease will cost money for fees and solicitor. The rent will probably be included. To date the WHDCA have not been invoiced for rent- but this is now evident. - HBC & Idverde re WHCC grounds. HBC Parks Dept have forwarded suggestions re grass cutting, pollarding & tree planting to ESCC. HBC may no longer cut our grass. - Maintenance: The WHDCA Maintenance Plan is being implemented. i) Security & Fire Alarm Tested weekly. Alternating Entrance & Back Door. - ii) Heating on low after lockdown- mid April- off in May. - iii) Cleaning – M.P. Tuesdays & Fridays with visual checks during the week. From 17[th] April 2021- full cleaning schedule resumed with M.P. & J.T. - Finances: Thanks to Gay & Jo for doing the accounts. High spending: Electrical Certificate due in May. Bank Accounts looking Healthy. Closure and Restart grants received. Revenue from hiring beginning to improve as hirers return after pandemic instructions. - Trustees: Mary Phillips, Linda Jeal, Jo Buxton. Constitutionally, one trustee has to resign to create a rotation. It would be beneficial to have additional people to come forward in this role. Our minimum number of Trustees is 3 & the maximum is 10. Nomination papers will be provided. For more information contact us on info@westhillcc.com. - WHDCA AGM will again be done by email as Covid situation is changeable. - Composter: WHDCA in discussions re the location of one in our grounds. - HOTRA : Isabel Blackman Centre: ongoing progress. Fore-Shore Trust- reduction in pathways, increased height on rides, insurance concerns re boating lake. Scaffolding & hoarding – ongoing issues. Insecticide concerns-ongoing. 7. Treasurer’s Report: Jo Buxton/ Gay Brown. - i) The WHDCA Annual Accounts 2019- 2020 (verified) were accepted. whcc accounts 21 pg2.jpeg - ii) WHDCA Treasurer’s Report 14[th] July 2021 The income generated from use of the centre in 2020 was £7,092, about £4,000 lower than the previous year due to Covid 19. However, a grant of £11,334 from Hastings Council brought the total income up to £18,426, over £7,000 above. Our total expenditure of £16,255 was about £2,000 higher but this included extensive repairs to the roof. Thanks to the grant, income after expenditure was £5,381.64 higher than 2019 when our outgoings exceeded our income. So far this year we have received a further total of £16,906.92 in grants from Hastings Borough Council and income from bookings has risen considerably in the last two or three months. In Lloyds Bank : £50,688.70 Petty Cash: £66.77 - The meeting and Jo Buxton thanked Gay Brown for taking over the accounts while Jo is busy. 8. The Building: - i) ESCC Lease: ESCC have new surveyor , Jenni Freeborn, working on our case. She will be doing a site visit soon and seems positive. The meeting agreed that any new lease has to be carefully worded and that the committee should discuss this very soon. Cllr Daniel offered his support in this. - ii) Maintenance Plan: all works on track. ...\..\Maintenance\Maintenance ALL\Maintenance Plans\Maintenance plans 2020- 2021.docx. 9. Election of Trustees. .( See Trustees Report): Linda Jeal (WHDCA Trustee) resigned, as the WHDCA constitution requires and was re elected. Current Trustees are : Mary Phillips, Jo Buxton, Linda Jeal. Sub Committee: Pat Carson ( WHDCA Phone), Gay Brown( Temporary Treasurer. Jen Tunmore ( WHDCA Maintenance, Cleaning.) Brigit Rossiney & Celia Dearing (WHDCA key holders ) No other nominations were received. WHDCA need to push for new volunteers. 10. Proposals or Amendments to the Constitution: Link to Current WHDCA Constitution: AGM 2021 docs for publishing\WHDCA Constitution.pdf: None All policies have been updated to include pandemic procedures. Dates of WHDCA AGM 2022. TBA , WHDCA Committee meetings TBA 11. Any other business: - i) HBC will continue to cut the grass. - ii) Composter: Linda Jeal will report back on how this is working in other sites and invite organisers to meet us. iii) Tree Planting|: Linda Jeal will liaise with people experienced in this and report to us. ESCC have implied that we can go ahead with this. iv) Parties: WHDCA are getting a number of booking requests but, at the moment the WHDCA don’t feel able to accept party booking because of the lack of cleaning volunteers & unstable covid restrictions. Thanks to all attendees. Meeting ended 6.40pm. MP 14/07/21 revised 22/07/2021 WEST HILL & DISTRICT COMMUNttY ASSOCIATION INCOME AND EXPENDrruRE ACCOUNT BALANCE SHEET YEAR ENDED 31 DECEMBER 2020 WEST HILL & DISTRIcf COMMUNifY ASSOCIATZON Accountants Report to the Members . The Treasurer has approved the financial information for the year ended 31 December 2020, and has acknowledged responsibilty for it. for the appropriateness of the accounting basis and for providing all Information and explanations necessary for its compilation. We have not verlfied the accuracy or completeness of the accounting records or information and explanations that have been given to us and we do not, therefore, express any opinion on the flnancbal informatlon. We can confirm that the Income and Expenditure Account and Balance Sheet annexed. are In agreement with the books and records provided to us. DAVID J WENHAM & CO Chartered Accountants March 2021 WEST HILL & DIsfRIcf COMMUNrrY ASSOCIATION YEAR ENDED 31 DECEMBER 2020 INCOME AND EXPENDrruRE ACCOUNT Income: Hire of Centre Grant 7,092.00 11,334.00 18,426.00 Expendlture: Security Alami CCTV Maintenance Aijvertising & Promotion Cleaning & Washroom Materials Insurances Mobile Phone MIS￿lIaneOuS Expenses General Rates - H B C Repairs & Maintenan utillties Electricity Water Telephone & Broadband Accountancy 516.99 102.32 287.81 865.06 20.00 158.91 67. 16 10.241. 17 2,954.00 238.06 504.21 300.00 16,255.69 Net Income after Expenditure 2,170.31 BALANCE SHEEr As at 31 December 2020 Cash in Hand Lloyds Bank Account 52.22 31,368.02 Total Assets 31,420.24 Represented by- Reserves brought forward Net Income for the Year 29,249.93 2.170.31 Total Reserves carried fon¥ard 31,420.24 The above Income and Expenditure Account and Balance Sheet for the year ended 31 December 2020 are in agreement with the books and records, and give a fair view of the Association's affalrs. J Buxton Tr surer azmarch 2021