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 HCh￿rusteQ
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 MeMber￿rUSt8eI￿l
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 investm￿tt in the building record turmver.

This charity, f0ft7￿d 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 ex￿lIent do￿Y- a beautifij Hall wilh m￿Y 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
p￿MISsion for tM)th was granted in (￿tOber 2023. V¥b Ih8n ar4)li8d for and ￿1Ved grants
from Mid Sussex District Councll. Has5￿ Parish c0￿ClI, 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 [k￿nS Nursenes. This all fr￿lowed a competitive
tender prO￿S run by aprnnted Qu￿tity Surveyors. Unfortunately. it became dear
qute quickly that we V￿UkI 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 corn￿eted in J￿e 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￿$1Y.
In addition to this constnJcEion work. VR vAerE able to replace the tables in the CDmmittee
Room, and purchase new ta￿eS and chairs for the Green Room late in 2023- as we were
awarded a N8titJn81 Lotteries Cornm￿￿ Gr
Because the Green Room was out of *ion from the end of February 2024 for four mcths,
we placed a number of Olf regular bookings y￿thin Parish Couml ￿.11*'e$. Other groups.
such as Shcjrt Mat B(TrMs, were a￿e to move to Thwsdays and with some g¥e-and-take,
every one of our regular hirers vrds acc(xnmodated to tr￿1r 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 tt￿1r 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 'n￿￿ttrUs. short mat trA￿S mats from IhÈshingt
Village Hall, and in 2024 we will invest tn re￿aCing a number of table tennis tables.Thank
you to Heather and Howard, and Anthony, Phil. Martin a￿1 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 gr￿pS and so(ieties took siands a￿1 table spacE in the Hall on a very wet
Sal￿daY and W sold refreshments. Desprte the terrbble weather, ts event was a great
success wth large numbers of all ages atterKliro, particip￿ts gaining new members and
funds ￿ng raised for the IM and Tethy Appeal.

Finally, I would like to pay tribute to our C￿￿mIttee 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 op￿a￿{￿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 re￿nt 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 fO￿nat, 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 Comp￿6d (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 t￿rn 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
l￿5.00
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/se￿￿rage
M31ntenance
Hall imPT(p*mÈnts 22123
Hearing Loop
Securlty Strlke Plate
Solar Panek5
Solar Batteries
Green Room eXt￿￿10n
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
I34A1￿88)
4131&45
(9?51.601
Openlng Bafik BalarKes
Traftsferfrom HCA toAHHCA
Bar¢lays transfer to Wirgin
Prior year clmues
C105ing balarte
M3de up of
c1￿1n8 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 (5D￿rI
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