## **AGM 2023 - Trustees Report** 

## **Change of Guard** 

Last year’s AGM took place in March with a large turnout of people following an appeal for help in running the Centre. Changes over the past year have included: 

- Mary Phillips remained as Chair until Jim Railey took over in May 2022. Mary remained as a Trustee until last December and then left the Association. We thank her for her considerable contribution in ensuring that the Centre thrived Pre-Covid and survived the COVID years. Jim Railey stepped down as Chair for personal reasons in February, 2023. 

- Jo Buxton remained as Treasurer until last summer when she stepped down and left the Association. We also thank Jo for her years of service to the Centre. Meri Jenkins took over as Treasurer and became a Trustee. 

- Linda Jeal remained as a Trustee. 

- Ant Davis and June Pratley joined as new Trustees. 

- A number of sub committees were set up last May and we thank all the people that sat on Committees or helped with running the Centre in any way over the past year. 

## **Accomplishments in the past year include:** 

1. Adopting new software systems for financial reporting and invoicing and bookings 

2. Maintaining procedures, insurances, and safety certifications throughout the past year. 

3. Undertaking a focused and consistent effort to Increase bookings resulting in a 30% increase in the use of the building from 50% to 80% (see sheet) 

4. Tackling domestic issues such as cleaning of the Centre, ongoing maintenance and repairs, and security. 

5. Opening lease negotiations with East Sussex County Council. 

6. Conducting an assessment of the building which is 50 years old this coming year. 

7. Reestablishing childrens and recently adult parties on weekends which were stopped due to COVID in 2020. 

8. Launching an event called Cake and Jolly in September, 2022 which attracted more than 200 people from the community, providing the Trustees and Committees with vital feedback on what people wanted from the Centre. 

   - With feedback from the event the Centre established two new activities – baby and toddler group for young families which currently involves more than 20 children. This has brought new people to the Centre and quoting 



one woman “has been a lifeline”. An Indoor bowls afternoon which attracts an elder population. 

9. Planting fruit trees – the beginnings of a more comprehensive use of the grounds greenspace 

## **Challenges in the past year include:** 

1. Responding to a break-in and dealing with resulting repairs. 

2. We opened lease negotiations with East Sussex County Council in March 2022. In August, East Sussex requested a revised business plan which was submitted. No further progress was made and the lease expired in March 2023. East Sussex County Council offered a tenancy agreement as a precursor to agreeing on a new lease which the Trustees agreed to sign. We would have had to vacate the premises otherwise. We are grateful to our ward councilors for their advice and support this year in our discussions with East Sussex County Council. To request a copy of the business plan leave your name and email address on the blue card. 

3. The building has a limited life. It’s a prefabricated structure built in 1973, opened in 1974 with an expected life of 25 years. Fifty years later, ongoing maintenance by the Association has enabled the building to function for an additional 25 years. This coming year we are faced with making decisions about the best way forward which may involve additional and substantial repair costs at the very least or the development of a plan to replace the building. 

4. Rising energy costs have increased our expenses considerably. We are now paying 900 per month - we were previously paying xx and have a balance deficit which is being paid down. 

5. Communication – we want to use social media more effectively but are hampered by time and lack of expertise. 

6. Negotiating the use of the Centre’s car park by Torfield School parents to alleviate crunch parking times on a temporary basis until a parking solution in the vicinity can be realized. 

7. The need for committee members and volunteers is critical. Right now, there is too much for too few people to do. We also want more community members to weigh in on decision making. We would love people who have some skills – bookkeeping, building and construction, publicity, good at decision making, opening and closing the building before and after events, team players, people who like people to join us. If you are interested please see any of the Trustees at the end of the meeting. 



## **Opportunities ahead…** 

1. Grounds plan to utilize the greenspace is in development. As part of that plan, we are establishing a community garden with new volunteers which begins this month. Anyone interested in helping please talk to Linda Jeal at the end of the meeting. 

2. Increasing the use of the Centre from 80% to 95% this year and publicizing the activities that take place at the Centre. 

3. Providing a higher profile to ensure people know the range of activities at the Centre, and promote the grounds as a usable community space. 

4. Celebrating the Centre’s 50th year on Croft Road with a variety of events beginning with a summer fete on September 2nd 

## **AGM Agenda** 

1. Welcome 

2. Election of AGM Chairperson 

3. Present and apologies 

4. Minutes of last AGM held on 2022 

5. Matters arising from AGM minutes 2022 

6. Trustees annual report: Meri Jenkins 

7. Treasurers annual account – Gay Brown 

8. Election of Trustees 

9. Election of Committee Members 

10. Any Other Business 



WEST HILL & DISTRICT COMMUNrrY ASSOCIATION
INCOME AND EXPENDITURE ACCOUNT
BALANCE SHEEr
YEAR ENDED 31 DECEMBER 2022

WEST HILL & DISTRICT COMMUNTfY ASSOCIATION
Accountants Report to the Members .
The Treasurer has approved the financial information for the year ended 31 December 2022, and has
acknowledged responsibilty for it, for the appropriatenes5 of the accounting basis and for providing all
infom)atlon and explanations necessary for its compilation.
We have not verified the accuracy or completeness of the accounting records or information and
explanatlons that have been given to us and we do not, therefo￿. express any opinion on the
flnanclal inforniatS0n.
We can confirm that the Income and Expenditure Account and Balance Sheet annexed, are In
agreement with the books and records provided to ijs.
DAVID I WENHAM & CO
Chartered Accountants
16
. February 2023

WEST HILL & DISTRIcf COMMUNrrY ASSOCZATION
YEAR ENDED 31 DECEMBER 2022
INCOME AI4D EXPENDITURE ACCOUNT
Income:
Hire of Cent￿, net of refunds
Fundraising
18,965.00
217.61
19,182.61
Expendlture..
Securlty Alami CCTV Maintenance
Advertising & Promotion
Cornrnunity Events
Gifts from Wfrlcc
Admlnlstration Expenses - Stationery
Cleaning & Washroom Materials
Insurances
Miscellaneous Expenses
General Rates - H B C
Repairs & Maintenance
Ground Maintenan
utilities Electricity
Water
Telephone. Broadband. Webstte & Intemet
Capital Expenditure
Accountancy
528.00
445.75
130.99
142.25
109.60
312.53
1,246.23
33.75
147.08
1,622.20
1,050.00
1,572.00
244.62
662.11
182.27
300.00
8,729.58
Net Income after Expenditure
10,453.03
BALANCE SHE
As at 31 Dec¢mber 2022
Cash in Hand
Lloyds Bank Account
98.86
65,189.34
Total Asset5
65,288.20
Represented by:
Reserves brought forward
Net Incorne for the Year
54.835. 17
10.453.03
Total Reserves carried forward
65,288.20
The above Income and Expenditure Account and Balance Sheet for the year ended
31 December 2022 are in agreement with the books ond records. and glve a fair view
of the Association's affairs.
M Jenkins Treasurer
February 2023