## **Minutes of the Annual General Meeting held @ 19:30 on Saturday 15[th] April 2023** ## **Copies of the agenda, minutes of the last meeting, the Chairman’s report, bookings report and the financial statement were made available to attendees.** ## **1. Welcome from the Life President** Honorary Life President, Penny Melville-Brown welcomed the attendees and introduced members of the committee. She highlighted the return to normality after two difficult years and looked forward to the approaching Coronation celebrations. ## **2. Apologies** Apologies were received from Jill Grove, Patrick King and Simon Tier. ## **3. Minutes of the AGM held 2nd April 2022** Proposed by Connie Hockley, seconded by Sue Baddeley, the minutes were approved. ## **4. Chairmans Report (attached as Annex A)** Discussion took place on hall bookings (noting the great increase in party bookings). A **Bookings Report** prepared by Jane Southwick, our Booking Secretary is attached as **Annex B** . Any noise from bookings should be brought to an end at 23.00 and the hall and car park should be closed by 23.30. Feedback from hirers over the last year has been good and the effort and attention to detail of our new cleaner Sarah Main was noted, as was the assistance of her husband Bob in clearing some long-standing maintenance issues. Discussion also took place on the fitting of solar panels and further investigation should take place. If the Solar Together installed is not to be used, the £150 deposit will be reclaimed. It was suggested that the committee should speak to Nick Girdler who led the installation of solar panels at Titchfield Village Hall. Proposed by Stephen Day and seconded by Connie Hockley, the report was accepted. ## **5. Treasurers Report (attached as Annex C)** The following figures for the financial year 1[st] Jan 22 to 31[st] Dec 22 were noted: - Total receipts £26,625 - Total payments £23,089 - Net receipts £3,536 - Cash funds (as of 31/12/22) £50,101 **Catisfield Memorial Hall AGM April 2023** The treasurer ran through the main items of expenditure and noted that no insurance was paid last year, due to a delayed payment, so two lots will be paid this year. The budget for this year still includes the solar panel project. No other major project, or maintenance is anticipated. Proposed by Connie Hockley and seconded by Sue Baddeley, the report was accepted. ## **6. Nominations of Trustees and Representative Trustees** Nominations for elected trustees were: - Roger Grove - John Haylock - Nick Morrish - Doug Pharoah - Alan Baxter All had declared their willingness to continue. Stephen Day steps down as trustee as required after 5 years’ service but will continue on the committee as a volunteer. One co-opted trustee, Peter Davies, to be confirmed at the next committee meeting. The Honorary Life President will continue as Penny Melville Brown. Proposed by Connie Hockley and seconded by Glenn Duggan, the nominations of the representative and co-opted trustees were approved as a block vote. ## **7. Nominations of Trustees and Representative Trustees** Nominations for Representative trustees from user groups were: - Patrick King (CVA) - Simon Tier (Fareham Wheelers Cycling Club) - Glenn Duggan (Catisfield Gardening Club) - Dr Sue Baddeley (Wildlife Art) Proposed by Roger Grove and seconded by Penny Melville Brown, the representative trustees were approved as a block vote. ## **8. Any Other Business** No additional matters were raised. ## **9. Date of the Next Meeting** The provisional date for the next AGM is Friday 5th April 2024. The meeting closed at 8.45pm and was followed by refreshments and a fascinating talk by Glenn Duggan, entitled A Potted History of Catisfield. 2 **Catisfield Memorial Hall AGM April 2023** ## **ANNEX A TO THE AGM 2023 REPORT** ## **Chairman’s AGM Report April 2023** ## _**Chairmans Report**_ I’m glad to be able to attend the AGM this time. Last year, I caught COVID just before the AGM and Alan took the meeting in my stead. This year, our Secretary, Lyn is away celebrating her husband’s 70[th] birthday and Peter Davies kindly volunteered to take the minutes. Hall bookings are finally back up to pre-pandemic levels. We have lost some regular hirers along the way, but some exciting new groups have taken their place. We’ve also seen an increase in one-off bookings for parties and other events. We have printed some copies of the bookings report for you to read. If you would like a copy of all the reports and the minutes of this AGM emailing to you, please add your details to the contacts list that is circulating or email me at: trustees.cmh@gmail.com. Last year saw the wonderful Queen’s Jubilee event at the hall, excellently organised by the CVA events team. It was well attended and very well received. This year, we are looking forward to the Picnic in the Village Coronation Party, which takes place on 6 May during the afternoon and evening, after the King’s coronation itself. Feedback from hirers over the last year has been good. I’m sure you’ll agree that the hall looks very clean and well maintained. I’d like to thank our new cleaner Sarah, for her effort and attention to detail. I’d also like to thank her husband, Bob, for fixing a number of long-term niggling maintenance issues. Sadly, in September, an inconsiderate hirer created a significant noise and light nuisance to our neighbours. Our complaints procedure was invoked and the following changes implemented: - No bookings for events lasting later than 23:30 will be accepted without the prior agreement of the Chairman. Neighbours are to be informed of any extended bookings. - Bookings until 23:30 must cease activity and noise at 23:00, leaving the further 30 minutes for clear-up only. - Hirers will be advised that exceeding the agreed booking period will result in additional charges and potential loss of their deposit. Improvements to energy efficiency and our carbon footprint remain high on our agenda. Unfortunately, our plan to install solar panels in 2022 did not come to fruition. We got as far as having scaffolding installed before finding out that the proposed system was not compatible with the hall’s electrical supply. The market is currently focused on upgrading domestic properties with single phase electrical supply and gas boilers, whereas the hall is not on mains gas, has electric room and water heaters, and a three-phase supply. We will have to wait for the equipment to become readily available or consider an alternative approach. 3 **Catisfield Memorial Hall AGM April 2023** ## _**Management Committee**_ If you want to get more involved in your community, we are always looking for enthusiastic volunteers to join the hall management committee. It’s not an onerous job. We hold four management meetings a year. There are various routine tasks and one-off projects which you could help with, depending on your skills and what time you can spare. If you are interested, contact the chairman on trustees.cmh@gmail.com or speak to any of the committee. The only change in the committee this year has been the addition of Peter Davies to the team as a volunteer. He has also very kindly agreed to take over from Roger Grove as Health and Safety officer. Roger has continued to play an active role in the smooth running of the hall and his practical help has been invaluable. ## _**Election of Trustees**_ Our elected trustees serve a period of 5 years, after which they must take at least a year out before being eligible for election onto the Management Committee once more. If the rest of the trustees want those who have completed their maximum time, to stay on, then it is within their remit to coopt them back onto the committee for a year, after which they can be re-elected. Up to 9 representative trustees may be nominated by the hall’s regular user groups. Up to 2 additional trustees may be co-opted at any meeting during the year. The trustees for the following year are listed in the minutes above. The following appointments are to be confirmed at the first Management Committee meeting after the AGM (to be held on 10/05/23): Chairman Nick Morrish Vice Chairman Alan Baxter Hon Secretary Lyn Gannon Treasurer Doug Pharaoh H&S Officer Peter Davies Auditor Ian Richardson (retired accountant) Bookings Secretary Jane Southwick 4 **Catisfield Memorial Hall AGM April 2023** ## **ANNEX B TO THE AGM 2023 REPORT** ## **Bookings AGM Report April 2023** ## _**Bookings Report**_ ## **Overview** - 2022 was another successful year. After the limitations of 2021, numbers increased in all areas: - regular group bookings in hours (up 9%) - one off bookings for private hire (parties, fund raising events, meetings etc) in hours up 48% - • regular groups revenue increased by 13% - private hire revenue increase by 51% ## **HOURS BOOKED** ||**2021**|
**2022**|**% incr**| |---|---|---|---| |**Regular bookings**|1791|1960.25|9%| |**Private hire bookings**|
184.5|
273|48%| ||**REVENUE**|**BOOKED**|| ||**2021**|
**2022**|**%incr**| |**Regular bookings**|18470.39|
20820|13%| |**Private hire booking**|3228.76|4881.77|51%| |**Sales Breakdown 2022**|||| |**Sales Breakdown 2022**||||| |---|---|---|---|---| |**Item**|**Current Unit**
**Price**|**Quantity**
**Sold**|**Total**|**Average**
**Price**| |001 - Regular User|£10.20|701.3|£6,897.61|£9.84| |002 - Regular User|£11.50|1,259.0|£13,922.39|£11.06| |005 - Private Hire of The
Main Hall|£18.50|273.0|£4,881.77|£17.88| |008 - Additional Key Charge
of £10|£10.00|9.0|
£90.00|£10.00| |010 - Deposit for One Off
User|£100.00|43.0|
£4,300.00|£100.00| |**Total**||**2,285.3**|**£30,091.77**|**£13.17**| |
**Summary**||||| |Sales by item|||£30,091.77|| |Other sales|||£176.79|| |Cash sales|||£0.00|| |Credits|||-£5,137.38|| |**Total Sales**|||**£25,131.18**|| 5 **Catisfield Memorial Hall AGM April 2023** ## **Top 10 Booked In 2022 (by revenue)** 1. Private Hire 2. Baby Sensory 3. Fareham Wheelers Cycling Club 4. Thursday Bridge Group 5. Recapture Life CIC 6. Ailis O'Dowda Irish Dancing 7. Catisfield Village Association 8. AA Titchfield Meeting 9. Sharon Marnell Music Services 10. Jiggy Wrigglers ## **Regular Groups** In 2022 CMH hosted our largest number of groups, 38 in total, most weekly, some monthly. These included several new groups who have continued on into 2023: Fareham Bee Keepers Association Kitty Hawk Karma My Juju Yoga Perform Recapture Life CIC This was a challenging year for new groups and some other new joiners were unable to continue their bookings. For a variety of reasons, some long term groups have also left CMH. We thank them for their business and wish them with in the future: Bee Tee's Place Debut Dance Academy Elizabeth Pelley Flower Arranging Fareham Art Group Trainmaster These changes have allowed our other groups, who are in demand to offer additional classes. These include Sweetest Feeling Baby Massage, My Juju Yoga, Yoga in Fareham, Jiggy Wrigglers and CVA and Beekeepers Association. ## **Improvements** We have simplified the booking form so it is more user friendly. Reformatted the website so group information and events are easy to find. Use a feedback form for bookings to enable us to continue to provide the best venue and service possible. 6 **Catisfield Memorial Hall AGM April 2023** **ANNEX C TO THE AGM 2023 REPORT Financial AGM Report April 2023** Below is a summary of the financial year 1st Jan 22 to 31st Dec 22. 7 Ch•rily No". 301774 Reewts ••d P*yaMts Acco#•t Fw1¥ FM*ds 2Qf4)3 26.003 11,423 IQ573 FK 8rmits Intctc T￿11 RrfeiFts Cl¢win8 4,212 958 361 1219 29 1.952 IJ 1.110 427 1.110 427 Ref￿¢ 17fy) C