## **Gilston and Eastwick Village Hall (GEVH) Management Committee Annual General Meeting Wednesday 23[rd] February 2022 Minutes DRAFT** **1. Present:** Trevor Brown, TB (Treasurer), Janine Bryant, JB (Parish Council representative & note taker), Keith Harvey, KH (Holding Trustee), Christine Law, CL (PCC representative), Keith Masek, KM (Chair) **Apologies:** Amy Abblitt, AA (Bookings Officer), Yolande Clark, YC (residents’ representative), Mayer Nissim, MN (residents’ representative), Claire Reilly, CR (residents’ representative) **Members of public – one** **2. Minutes of the previous AGM** held August 2021 have been agreed as an accurate record Nov 2021 **3. Matters arising.** None not covered in the agenda. ## **4. Reports** ## **4a. Chair’s Review of 2021.** KM thanked all members of the Management Committee, particularly Amy Abblitt (Bookings Officer) for their efforts and support during the last 6 months. Good evening, and thank you all for attending tonight; it gives the committee some reassurance that all their efforts are worthwhile. For those who don’t know me, I’m Keith Masek and I’ve been chairman for a short time. Fortunately, I’ve had the support of Janine, to whom I’m very grateful. I’d also like to thank Amy who is doing an excellent job as bookings officer. We really want your village hall to be a clean and safe environment with modern and suitable facilities to encourage people to use it on a regular basis. You may have noticed that the kitchen has been updated. I was pleased to have been involved in its planning and final approval prior to installation. A car park that can accommodate those visiting the hall is also important. I’m sure you’d agree (if you’ve seen it) that the car park appears much bigger since we’ve cleared it. Looking to the future, we’re hoping to install fixed audio visual equipment – projector, screen and speakers – not only to encourage businesses who are looking for somewhere to present their annual plan or to carry out training, but perhaps to provide further entertainment to the local community: quiz nights using PowerPoint slides for the hard of hearing, for example, or a film club. I’m looking forward to continued improvements and planning to meet the needs of the users of your village hall – that maybe you. If you have ever thought of hiring the hall, but there was something holding you back, let us know. If we can do something about it, we’ll try. Thank you. ## **4b. Treasurer’s annual statement –** Balance as at 31[st] January 2022 – approx. £43,800 Plus, Charity Investment Fund £1,780 (at 31/12/2021) and Barclay Business Premium Account £466 There are several significant outstanding payments in Feb (car park boundary clearance) & March (additional expenditure on kitchen refurbishment) Buildings Insurance increased significantly as result of re-valuation of the property (£637,495) Kitchen refurbishment account to date Section 106 income £23,882.77 Expenditure to 31[st] Jan 2022 £22,157.70 Remaining S106 funds £ 1,725.07 **Final Accounts for 2021/22 to be presented at next Business Meeting – 1[st] June 2022** Chair Keith Masek Vice chair Janine Bryant Treasurer Trevor Brown Bookings Officer Amy Abblitt email: gevillagehall@gmail.com Committee members: Yolande Clarke, Keith Harvey, Christine Law, Mayer Nissim, Claire Reilly Feb 2022 **5. Elect Committee members** (all current members required to stand down – Parish Council, JB, & Parochial Church Council, CL, already nominated) All 2021 Management Committee members and members of the public who had not previously been Committee members, were invited to stand for the Village Hall Management Committee. All members of the 2021 Committee agreed to remain on the Committee: **6. Elect Officers** : Chairperson, Treasurer and Vice-Chairperson **Chairperson:** Keith Masek appointed: proposer JB, seconded TB **Treasurer:** TB informed committee he is prepared to continue fulfilling this role but would prefer to hand over to another committee member. **Action:** continue advertising for new Treasurer on Parish website & via WhatsApp, etc **Vice-Chairperson:** Janine Bryant: proposer KM, seconded CL **Bookings Officer:** Amy Abblitt ## **7. Next Annual General Meeting 22[nd] February 2023, start time 7:00pm** Meeting opened 7:00pm, finished 7:30pm Business Meeting followed on. Chair Keith Masek Vice chair Janine Bryant Treasurer Trevor Brown Bookings Officer Amy Abblitt email: gevillagehall@gmail.com Committee members: Yolande Clarke, Keith Harvey, Christine Law, Mayer Nissim, Claire Reilly Feb 2022 # **Gilston & Eastwick Village Hall Management Committee (VHMC) Wednesday 1[st] June 2022 Business Meeting Minutes DRAFT** **A. Present:** Amy Abblitt, AA (Bookings Officer), Janine Bryant, JB (Parish Council representative & minute taker), Yolande Clark, YC (residents’ representative), Christine Law, CL (PCC representative), Keith Masek, KM (Chair), Claire Reilly, CR (residents’ representative) **Apologies:** Trevor Brown, TB (Treasurer), Keith Harvey, KH (Holding Trustee), Mayer Nissim, MN (residents’ representative), **Members of public** – Linda Harvey **1. Minutes of previous meetings** AGM, Feb 2022 approved BM, Feb 2022 approved Matters arising – none not on the agenda **Action:** Approved minutes to be uploaded to Parish website ## **2.a Appointment of new Treasurer** TB stepping down as Management Committee (MC) Treasurer after more than 30 years. The Management Committee is extremely grateful for the time and effort TB has committed to supporting the Village Hall. KM proposed TB be given a voucher as a token of the MC’s gratitude. Linda Harvey, resident of Eastwick, appointed as Treasurer. Proposer JB, seconded CL ## **2.b Resignation of Management Committee member** The MC received Keith Harvey’s resignation as member of the Management Committee. He will continue as a Holding Trustee. The MC thanked KH for his time and commitment over the years. ## **3. Accounts – end of Year, 31[st] January 2022** A significant amount of investment during the last 12 months to improve the facilities and appearance of the Village Hall. For example: refurbished kitchen (paid through Section 106), clearance of the car park boundary, new projector & lighting system, replacement blackout blind, etc plus general maintenance. See tables below for detail. ## **4. Car Park fees – collection off/** It is believed all have been received. ## **5. Booking Officers Report.** - a) We are receiving regular enquiries for bookings for parties - these don’t always turn into bookings due to factors which include size of hall/height restrictions for bouncy castles etc. - b) Regular booking enquiries have slowed but currently have 4 regular hirers - c) Could we promote the hall in a special magazine edition - including ‘what’s on’, photos of the new kitchen/projector system? - d) Should there be an additional charge for use of the projector & sound system? - e) The unwanted table tennis tables have finally been disposed of **Actions:** 5c & d to be discussed at future meeting AA to estimate average hours per week dealing with booking enquiries, etc. **Action outstanding:** Fridge relatively new and in good working order. Some time ago the committee agreed to sell, approx. £100. **To be disposed of.** Chair Keith Masek Vice chair Janine Bryant Bookings Officer Amy Abblitt Chair Keith Masek Vice chair Janine Bryant Treasurer Linda Harvey Bookings Officer Amy Abblitt email: gevillagehall@gmail.com Committee members: Trevor Brown, Yolande Clarke, Keith Harvey ~~,~~ Christine Law, Mayer Nissim, Claire Reilly June 2022 **6. Honey bees** nesting in side wall. Continue to monitor. **Action:** discuss with Jim Jones, local pest control and bee keeper **KM** ## **7. Land Registry** All necessary documentation completed and passed to Bates & wells for submission to the Land Registry **Subsequent to meeting** – advised completion unlikely before June 2023 **8. Assess what additional hall improvements** would offer best value for the community and drive forward. It was agreed the following be investigated and costed: Carried forward from February Business meeting. a. New chairs **TB** b. Outside storage **KM** Essential to clear the “Committee Room” **Subsequent to meeting** – quotes Bullman Marine, for 20 * 8 * 8.5ft container £3,195 + VAT plus delivery £300 + VAT Mcmurry 8 ft. W x 13 ft. D Metal Garden Shed, approx. £550 + installation https://www.wayfair.co.uk/garden/pdp/dakota-fields-mcmurry-8-ft-w-x-13-ft-d-metal-garden-shedvdax7728.html c. CCTV security system / alarms? **KM** d. Solar panels plus battery storage **KM & JB** e. Refurbish toilets, including motion sensor lights **JB** Full assessment needed, to upgrade lighting to motion sensors £ f. Electric Vehicle chargers **LH** g. Projector and drop down projection screen. **KM, Completed – although “idiots guide” still outstanding** Following maintenance tasks **completed** a. Hall signage improved **KM & LH** b. Noticeboard repair **TB & PB** c. Replacement window blind **KM** **9. Promote hall’s availability** and benefits to all residents of Gilston & Eastwick **Action: AA draft article for Parish Magazine and website** **Improve hall’s presence on social media** , etc. to generate new business and identify new opportunities; eg mum & toddler mornings, “office” facilities for residents, meeting room, etc. **Action: discuss with MN carried forward to October BM** **10. Future meetings,** all to start at 7:00pm Wednesday 12[th] October 2022 Business Meeting Wednesday 22[nd] February 2023 AGM & Business Meeting **11. Any Other Business None Actions for October meeting** Booking Officer average weekly hours / payment Car park fees for 2023 / 24 ## **Actions to be carried to future meetings** 1. Land Registry update 2. Removal of honey bees? 3. On-going maintenance Car park, etc Maintenance regime is as follows: Front and side of Hall Cut back hedge on railings and prune back shrubs on raised bed ( once a year) For the sum of £70.00 Chair Keith Masek Vice chair Janine Bryant Treasurer Linda Harvey Bookings Officer Amy Abblitt email: gevillagehall@gmail.com Committee members: Trevor Brown, Yolande Clarke, Keith Harvey ~~,~~ Christine Law, Mayer Nissim, Claire Reilly June 2022 Strim under bench and around village hall sign and grass banks every month in spring and summer April to October (6-7 visits) For the sum £55.00 per visit Strim down weeds in old play area and spray off weeds in summer (once a year) For the sum of £70.00 Car park area cut back hedge and tree branches in car park (twice a year) For the sum of £90.00 per visit Any additional weedkilling required will be charged at £80.00 per visit ## 4. Hall improvements – investigation of major projects 5. Charge for use of projector & sound system? 6. Improve & promote hall presence 7. Future meetings Meeting opened 7:00pm, closed at 7:55pm Storage www.sjonescontainers.co.uk 10ft * 8ft * 8ft metal containers KeithM’s quote 20ftt container approx. £3,500 Chair Keith Masek Bookings Officer Amy Abblitt Vice chair Janine Bryant Treasurer Linda Harvey email: gevillagehall@gmail.com Committee members: Trevor Brown, Yolande Clarke, Keith Harvey ~~,~~ Christine Law, Mayer Nissim, Claire Reilly June 2022 Chair Keith Masek Vice chair Janine Bryant Treasurer Linda Harvey Bookings Officer Amy Abblitt email: gevillagehall@gmail.com Committee members: Trevor Brown, Yolande Clarke, Keith Harvey ~~,~~ Christine Law, Mayer Nissim, Claire Reilly June 2022 Chair Keith Masek Vice chair Janine Bryant Treasurer Linda Harvey Bookings Officer Amy Abblitt email: gevillagehall@gmail.com Committee members: Trevor Brown, Yolande Clarke, Keith Harvey ~~,~~ Christine Law, Mayer Nissim, Claire Reilly June 2022 15 rtLL &L SGI(4 160 J Ik￿ t £cA￿6￿,.dr O,Ily +s- 31YL- fKL cLI+- ,_ -1s=Jl if+