ADASTRA HALL HASSOCKS COMMUNITY ASSOCIATION ANNUAL GENERAL MEETING TUESDAY 03 SEPTEMBER 2024 - ADASTRA HALL HASSOCKS MINUTE Sue Hatton (SH) President HCAtrnJstee Stella Jenner (SJ) Vice President HChrusteQ Chris Hobbs (CH) Chair HCA (Trustee) Debbie Harris (DH) Committ* MemberrrnBtee Carolyn Barton (CB) Secretary HCA David Fennelly (DF) Commrttee Memb LirKla Hawkins (LH) Cornmittee Member Barbara O'Routl(e (B'O) Committee MeMberrUSt8eIl Emily Hilson (EH) Booking Secretary Bemard O'Rourke {B'OR) Faalities Mana Marie Fraser Beverley Barrell David Saunders Ruth Saunders David Farrant Garet Newell Hassocks, Hurst, Ditchling U3A Hassocks Cirde Dan Strictly Dance Magic Strictly Dan Magic Debonair Danc8 Feldenkrais IL . Treasurerfs ReFAXt. (DH) Accounts had been circulated all those present (DH) p)inted out that the accounts had been 'examin8d' rather than audited as stated in the minutes of the last AGM. (CB) noted the Comment. Future references to the accounts would contain the correct description. (DH) reiterated her comments presented in Ihe Annual General Meeting of HCA. Thera being no questions. the accounts were approved accepted. Proposed (SJ). Seconded (B'OR). 10. Qb[ (CH) (CH) ferred to the rewi previously circulated to all wesent. -2023- 2024 has been a milestone year for Adastra Hall. wtth a change in charitable structure. substantial investmtt in the building record turmver.
This charity, f0ft7d in late 2022, cornme operati$ in August 2023. with the signing of a nthv 25 year lèase for Adastra Hall frn the Parish CourKil. In the eyes of wr hirers, the transfer was prety seamless. new tharty had inherited a most exlIent doY- a beautifij Hall wilh mY bwkiNJs and regular hirers, and ambits.ous ptans for extension and improvement The plans focused firstly on the &een Room arKI toilet bl(Kk extensI(S. Amended planning pMISsion for tM)th was granted in (tOber 2023. V¥b Ih8n ar4)li8d for and 1Ved grants from Mid Sussex District Councll. Has5 Parish c0ClI, the Bemard Sunley Foundation, and the Emest Kleinwort Found'on We also received a substantia donation from a Ioc21 resident and prath.cal SUPFrf)rt from South [knS Nursenes. This all frlowed a competitive tender prOS run by aprnnted Qutity Surveyors. Unfortunately. it became dear qute quickly that we VUkI be unable to afft)rd to complete Ihe Green Room and toilet block projects at the same time. However. due to the levd of fundirg available, Yth on the Green Room exlension commence(J in February 2024. This work continued past the end of the financial year, but was pradically corneted in Je 2024. It may be of interest that the total build cost ft)r the Green Room exiension alone vrds way in ex$$ of the original buikl cost of the Hall 36 years preVI$1Y. In addition to this constnJcEion work. VR vAerE able to replace the tables in the CDmmittee Room, and purchase new taeS and chairs for the Green Room late in 2023- as we were awarded a N8titJn81 Lotteries Cornm Gr Because the Green Room was out of ion from the end of February 2024 for four mcths, we placed a number of Olf regular bookings ythin Parish Couml .11'e$. Other groups. such as Shcjrt Mat B(TrMs, were ae to move to Thwsdays and with some g¥e-and-take, every one of our regular hirers vrds acc(xnmodated to tr1r satisfaciion. We thank everyone for their SUPF)Ort Patience arKI understanding dwing that dtfficult pericKI. kfyhilst our bwkings had been strong, it was pwts'culty pleasing to see that our regular hirers, who fom the solid base on which our Hall runs, remain committed to supporting us. Indeed, during this period we have successfully grcvm the number of bo(ing events at the Hall to over 1,0(Kl per annum. Our SPK)rt Mat Bowls and TatrAe Temis groups have nffiv leaders. and tt1r wotk has served to increase th8 number of atterKlees. *KI siA)sequent reven generated for the Hall. We have also this year been grfted two 'nttrUs. short mat trAS mats from IhÈshingt Village Hall, and in 2024 we will invest tn reaCing a number of table tennis tables.Thank you to Heather and Howard, and Anthony, Phil. Martin a1 Vaerie for their v40rk as volunteers to our charity running these sessions. In October 2023 revived an evatt that had falkn by Ihe wayside- 'Has50cks On Show. Nearly 40 local grpS and so(ieties took siands a1 table spacE in the Hall on a very wet SaldaY and W sold refreshments. Desprte the terrbble weather, ts event was a great success wth large numbers of all ages atterKliro, participts gaining new members and funds ng raised for the IM and Tethy Appeal.
Finally, I would like to pay tribute to our CmIttee of 9 Trustees vlho agreed to stand at the formation of the CIO. speafically to DeblJe as Treasurer and Carolyn as Secretary with reswnsibility for the maintenance of our buildiro. The 3 of us. delegated by the Trustees. along with our paid staff carry the day- to- day responsibility for the Hall's operations and we are constanlly working togettw to sort out opa{al issues." There being no questicns, ts reFKYt was approved arKS accepted. Proposed (B'OR). Seconded {DF). 11. ointment of auditor (DH) Richard Wolff had been acting vollmtarily as Adastra Hall's accountant for many years. His reappointment was unanimously apFKoved. Prowsed (DH). Seconded (LH) 12. (CHI Chair,. (SJ) Vice Chair,. (CB) Secretary and (DH) Treasurer were all willing to stand again as officers. All were voted en bloc back onto the (x)mmittee in their reSFective roles. Prowsed (B'OR), seconded (DF). 13. El Al All existing committee members expressed their agreement to stand for another year. All were voted en b1 bad( onto the cx)mmittee for arKlther year. Proposed {DH). Seconded {CH). David Farrant {DF> of Debonaire Dance brought up tPE subject of hirer risk assessments which had been asked for recentty as part of an imperative from the ch8rity's Insuran brokers. (DF) quened the need for one ar also stated that as his group was non profit making it sh(xJld b8 exempted. Hcmiever (CHI explained that it was essential for each hirer to draft a simple bui accurate RA as a requiremant of the insurers. This would then ba held on file by AHHCA IDF) also p)int&Y out that the Hall's websrte was not up to date and did not show ts existence of a rent Fire Risk Assessment The last FRA of which (DF) was aware was one compiled by him a number of years a9) and relat to the Green Room {GR) in ils old fOnat, before extension work He asserted that lack of an up to date FRA posed a considerdble risk and should be rectified. ICB) exp5ained that a rEw FRA had been commissioned whid) included the recently Comp6d (GRI She added that the entire premises induding the {GR) had also been the subject of a st Sussex Fire Brigade inspection recently and only minor points were reFKJrted back from trn as recommarKlations. The new FRA would be upload&Y tts the website shortly. None. The Chaiman thanked everyone for comir¥J and dosed the meetirvJ at 7.45pm
asat 3JI03n4 as at30IW a5 at3¥114 at 31103123 RECEIPTS Hall Htre GrantslDonation IHC4) Grdnts/Donation (AHI) Yabl@TennisSlx)rt Mat Bowk Hlre of 8hr$.PA. pla eto Other re£eipts Interest Ttsnster Total Receipts I>AYMENTS WagES inc wlndow cleaner Cleaning MateriaL5 WattÈ Booknng SerTetary Locklng Up Premises ar(1 M( Ucen Irtsurance Elertric 48.440.63 17U66.72 7.595. aL528.IYI 40,845.63 41,818.00 1.449.38 14L038.72 5.524_52 l5.00 4.039.23 855.26 6..79 545.27 175.C#) 5821.37 1,380.00 1.157.50 4.189.23 5.26 15.785.25 67.411.50 233301.Q 39.9gU7 193.3( 7.905.(¥J I.0.33 1.675.18 6.952.93 6.130.ryJ L493.33 8.021.50 I306.51 821.70 7,700.00 2(Kl.00 1.368.79 1,706.04 3,836.62 3,689.64 546.04 1.462_18 6.744.00 35.257.37 317.(Kl l675.18 5,392.93 1.260.76 2,095.82 1597.07 2.631.62 526.55 L2.76 1888.62 L379.13 1139.97 404.33 630.ss S.66 7.20 1217.91 491.65 122.22 8TMIFi water/serage M31ntenance Hall imPT(pmÈnts 22123 Hearing Loop Securlty Strlke Plate Solar Panek5 Solar Batteries Green Room eXt10n Green Roofn Furnishin Booking SÈcrptary Expenses Vatious Misc Ex 6.782.95 1.102.29 1.187.22 491.46 25,710.71 12.834.lJ) 1(4305.95 6.874. 16553 187A7 I.22 451.46 25.710.n 834.( IW.44 108,305.95 6.874.( 4,785.00 6.276.16 137.32 4803.07 487.47 Totsi Profftforthe I41.51 51.668.05 101510.38 I34A188) 4131&45 (9?51.601 Openlng Bafik BalarKes Traftsferfrom HCA toAHHCA Bar¢lays transfer to Wirgin Prior year clmues C105ing balarte M3de up of c11n8 Bank Balance pe[ Bart C105ing Bank Bats£e pef Vlrg 42205.55 41205.55 130278.CrfJI 76J)24.00 30,278.00 3575.95 I,C.[ 3575.95 .522.11) 85.522. 42.205.55 2S2.r 8V70. 3575.95 252. 85270.00 42205.55 HCA TWG John Garyett esLate locase (5DrI 10278 AHHCA C Hobbs Lottery tk>natiDn Ernest Klei MSDC 1st 8eTnafd Sunley HHssDcks PC 9135 5333.52 MSDC 2&3 62920.2 17256&72