## **Gilston and Eastwick Village Hall (GEVH) Management Committee Annual General Meeting Wednesday 28[th] February 2024 Minutes** **1. Present:** Trevor Brown, TB (residents’ representative), Janine Bryant, JB (Parish Council representative & acting chair), Yolande Clark, YC (residents’ representative), Linda Harvey, LH (Treasurer), Christine Law, CL (PCC representative), Claire Reilly, CR (residents’ representative), Erin Reilly, ER (Bookings Officer) ## **Apologies:** none **Members of public – none** **2. Minutes of the previous AGM** held February 2022 have been agreed as an accurate record June 2023 **3. Matters arising.** None not covered in the agenda. ## **4. Reports** ## **4a. Acting Chair’s Review of 2023.** Unfortunately, the Chair of the VILLAGE HALL MANAGEMENT COMMITTEE (VHMC) resigned at the October 2023 Business Meeting. The Committee thanked Keith Masek and said how grateful it is for the time and effort that Keith gave to supporting the Village Hall during his almost 3 year tenure as Chair. The Village Hall has enjoyed another successful year. - a) Our Village Hall Treasurer reports that the finances remain solvent with hall bookings continuing to be sufficient to pay for its outgoings (electricity, water & waste, broadband, routine maintenance, etc). - b) During the last 12 months several projects have been completed: - i) Carpark improvements. - ii) Hall floor resurfacing. - iii) Installation of kitchen blind. - iv) Provision of new chairs and tables, partially funded by the **Stanstead Airport Community Trust** as a result of a successful bid for financial contribution. - v) Installation of solar panels and battery storage (Terlings Park Section 106 grant funded) plus hall funds to secure the necessary planning permission and minor electrical work. - In the coming year the VHMC will be - c) Identifying improvement projects for the coming year including our provisional arrangement with the Probation Service to assist with some of the manual maintenance & improvement tasks. - d) Seeking new exercise / similar classes offering opportunities for greater use of the hall as a community resource. ## **4b. Treasurer’s annual statement –** Our common outgoing costs currently are covered by our income -and the excess for last year is better than 2022. However there will be an increase in costs this coming year for Internet and water that will amount to at least £300. Our agreement to allow 5 community free uses a year for community has I think reached four with at least one more on the way - perhaps we could let Rev Jackson and the neighbourhood planning group know this. Chair Acting chair Janine Bryant Treasurer Linda Harvey Bookings Officer Erin Reilly email: gevillagehall@gmail.com Committee members: Trevor Brown, Yolande Clarke, Christine Law, Claire Reilly Feb 2024 We are hopeful that the solar panels will reduce electricity costs and for the moment are committed to EON. Our arrangement with the probation service should greatly reduce planned costs for 2024. We are waiting for better weather to begin outside works to tidy the appearance of the hall. Costs will include paint and petrol; and possibly a skip. It is possible that they can be used to repaint the interior - the costs would be for the paint. We need to discuss/ confirm our plans re CCLA funds . We had thought to convert to an investment account - trying though the process is ! Our current Barclays account stands today at £17,657.14 which may reflect a decrease in usage but as I have said elsewhere we expect to be hired for 2 election events which may amount to £1000. **5. Elect Committee members** (all current members required to stand down – Parish Council, JB, & LH, Parochial Church Council, CL, already nominated) All 2023 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 2023 Committee agreed to remain on the Committee: **6. Elect Officers** : Chairperson, Treasurer and Vice-Chairperson **Chairperson:** Janine Bryant **Treasurer:** Linda Harvey **Vice-Chairperson:** Trevor Brown **Minute taker:** Claire Reilly **Bookings Officer:** Erin Reilly The Committee, once again, recorded its thanks to Keith Masek for his commitment and effort during his period as Chair. **7. Next Annual General Meeting 17[th] February 2025, start time 7:00pm** Meeting opened 7:00pm, finished 7:16pm Business Meeting followed on. Chair Acting chair Janine Bryant Treasurer Linda Harvey Bookings Officer Erin Reilly email: gevillagehall@gmail.com Committee members: Trevor Brown, Yolande Clarke, Christine Law, Claire Reilly Feb 2024 Table 1 ||**2023**|**2022**||||| |---|---|---|---|---|---|---| |**Barclays account**|19151.41|28044.69||||| |||||||| |**Money held in**
**CCLA**|1527.668|951.39||||| |||||||| |||||||| |||||||| |||||||| |**Outgoings**|20,028.13|31,591.06||||| |||||||| |**Income**|10,945.95|8919||||| |||||||| |||||||| |**Grants**|Solar grant 19189|||||| |||||||| |||||||| |||||||| |||||||| |||||||| |||||||| |||||||| |||||||| 1 13 thckntr, Si(E l@o Ifs J -tLo * q- k4 pabTh- +, A lty. EthdKJ,"dc O,ILy tyGLI( 4w- Ik 3la- aoa3. {[ ((A Qrfc