Annual General meeting 2020
The Annual General meeting of Alberbury Village Hall CIO Committee
on Tuesday 25[th] May 2021
Present: Paul Kelsall (Chairman) Peter Davies (Vice-Chairman) Marvin Ryles (Treasurer) Lisa Pugh (secretary) Carol Kemp, Carol Ryles, Ann Stokes,
Gerald Morris, Joyce Morris, Roy Griffiths, Clive Smith, and Jenny Smith.
Guests: Glennis Davies and Kate Mansell.
Apologies for absence were received from Joan Whitehouse and Jane Weston.
Minutes
The minutes of the previous AGM meeting held on 15[th] September 2020 were sent out by post or email foe all to read. They were then signed as a correct record on this night.
Matters arising from minutes
Chairman’s Report
Hello everyone, I hope you are all well and keeping safe. Welcome to our 2021 AGM and as the last AGM meeting was only in September this has been a short year.
It has been strange with the hall being closed for the most of the last 14 months due to the pandemic. So, we have had no events or fundraisers for this period, although plenty has gone on behind the scenes with the odd zoom meeting. We have a new website and booking system have been formed by Jenny and Clive Smith. I would like to say thank you to them for doing this, all new details have been changed on everything that we can think of.
This does mean Joyce has been able to retire from booking clerk and contact number, but we do appreciate all the years she has done this for the village hall, Thank you. Some grants have been applied for and received from various sources.
Village Hall Maintenance
Some maintenance has been done, fitting of the window blinds, new inside notice boards purchased but need to be put up, an outside ashtray and letter box have been fitted. Door mat surround renewed. Grass cutting and weeding etc have also been kept up to date, so thank you to anyone who has helped with this.
So as always thank you to, Lisa, Peter, Marvin for their roles on committee and to everyone who has given their support throughout this pandemic year, as this has made my job easier.
Treasurers Report
A copy of the year end 31[st] December 2020 accounts by Baldwin’s were given out. We can see the difference between 2019 and 2020 copy attached.
Hire of the village hall was down as of Covid-19 Tote down to £750. From £850
Table & Chairs are down, these have now been sold Bachelor & Belles was up Bonfire night did not go ahead 3P’s did not go ahead Water down Electric slightly down Oil varies on when we order. Insurance about the same Donations down Grants £12’634.00 Current Account as of accounts 2019-£20’230.00, 2020£16’826.93 on accounts Current balance £33’260.00 as of 16[th] May 2021 Outgoings for 2021 so far £615 website/domain name Incomings for 2021 so far £1’000 Parish council
£16’097 Shropshire council Paul thanked the treasurer for keeping the accounts so efficiently.
Peter Davies proposed that the accounts should be adopted, and Roy Griffiths seconded the proposition. I will also send a copy of the accounts to the Parish council.
Paul said thank you to Marvin for all the work he has done as treasurer.
Election of Ofcers and Committee
Before vacating the chair, Paul Kelsall thanked everyone for the help and support over the past twelve months. I hope the next chairperson gets as much support as I did. Paul then asked Roy Griffiths to act as convener. Roy thanked Paul for all his hard work over the last year.
Representatives of Organizations that use the village hall
Monday Club Irene Jenks (David Thomas, Treasurer) Parish Council Roy Griffiths (Richard Groome, Clerk) Parochial Church Council Ann Stokes Weeds United Carol Ryles WI Kate Mansell YFC Zoe Evans Quilters Glennis or Margaret Davies Three Cheers Jane Weston (8)
Other members of Committee
It was proposed and seconded that the following be elected en bloc:-
BettyLou Davies, Paul Kelsall, Carol Kemp, Lisa Pugh, Joan Whitehouse,
Peter Davies, Robert Davies, Gerald Morris, Clive Smith, Jenny Smith.
Total 10
This was proposed by all.
Election of Officers
Chairman Paul Kelsall Proposed Joyce Morris
Seconded Lisa Pugh
Vice – Chairman Carol Kemp Proposed Joyce Morris
Gerald Morris
Secretary Lisa Pugh Proposed Carol Kemp Seconded Peter Davies Treasurer Peter Davies Proposed Carol Kemp Seconded Marvin Ryles
Roy thanked the committee for standing and when Mr Paul Kelsall returned to the chair he thanked Roy for acting as convener.
Other Business
Thank you once again to Marvin for all what he has done over the last few years as treasurer. Although he is leaving the committee, he has offered to put the bins out each week. We need to put a sign on the recycling bin as people are putting normal rubbish in it. Roy and Ann asked why the trestle tables and chairs had been sold without the committee agreeing, Roy said that they were an asset to the hall. Peter said that they had been stored for 40years and had to be removed as asked at a previous meeting. Paul had found someone who had wanted them and got a good deal for the items and had arranged for the man to hire them to the church, free of charge for the next three years. Also 12 tables had been taken to the church for them to use,
Ann was not happy about this, but Gerald had said he had spoken to Jean about the tables, but if they did not want them, he would gladly pick them back up again.
Hopefully, everyone has had a look at our new website, now on the website you must print off the booking form to fill it in, but Jenny said it would be easier if it could be filled in online, this would cost £60 so do we want to go ahead and do this, yes. Our new phone and contact are Jenny Smith, 07503482631 or email info@alberburyvillagehall.co.uk
Health and safety in the hall
Glennis Davies the quilters representative asked about the cleaning of the hall and what maybe required of them to do after a meeting. Jenny who is also the village hall cleaner said that all areas and touch points were cleaned every week and after every use. We do need some fabric sanitiser for the chairs, this will be got ready for re-opening. Jenny said that the kitchen will remain closed until we get the go ahead from the government, probably after 21[st] June. All the groups hiring the hall will be required to clean all touch points after use and spray chairs if used. We will be abiding by all government rules regarding space/numbers etc.
Grants: These have been for loss of income and the last one is for getting the hall re-open again. As a hall we don’t have many overheads so maybe it’s a good time to make a wish list of all the things we need in and jobs to be finished around the hall ie; new chairs, guttering, carpark etc. we still need to keep a certain amount in the bank maybe £15’000. So, if anything does crop up, we have the money.
Roy suggested a wall would look nice built along the carpark front area. This may cost more than we can afford as the stone would cost quite a bit but will be looked into.
Fundraisers: Jenny said about a tabletop sale, charge £5 a table and what ever we collect do half to a charity and half for ourselves. We could do tables inside and out if weather is good. One to think about for after 21[st] June. The halls 40[th] Anniversary 2020 maybe we can think about doing something this year.
Bonfire night, hopefully we can go ahead with this, this year. Open evening, for potential new members to come along. Ann asked if anyone had asked Butch (Roy Minton) to cut the village hall grass. No one had asked him, but he had just done it to tidy it up. The church wasn’t happy about this as it is their
mower that was being used, and it is rough ground, and he wouldn’t be insured if anything happened. It was said that surely, we are a community, and we should all work together. Roy mentioned about the speeding through the village and that the white gates at the beginning of the village need cleaning and the grass verge needs to be cut. The Parish council will be looking into this.
We have the deeds to the village hall; these need to be kept safe.
Tote- Ann will do this again.
Informal wish list meeting Tuesday 1[st] June 7ish
Next Meeting Tuesday 29[th] June 2021
Sign Date
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