## AGM 23[rd] April 2024 Chairman’s report - ➢ Welcome and thank you for attending and supporting us. Since the last AGM there have been some changes e.g. Lyn (former manager) left after 20+ year tenure and the Treasurer, Sue moved up North. Lorraine, after a short spell as Chairman, was appointed as the new Manager of the Centre and I was appointed as the new Chair. At this point I need to express my thanks to Lorraine for all the hard work she has done since she took up her post. She has a vision for the Centre and has the necessary drive and energy to achieve it. - Meg took on the position of Treasurer, with Stephanie as her assistant, both being supported by Brenda. They have all put in a lot of hard work to ensure that we are financially compliant and have fought valiantly to ensure that we are entering the 21[st] century with regard to online banking. It is not a glamorous role but absolutely necessary – so thank you all. I should also mention the role of the Section leaders for giving up their time and putting in the effort to ensure the ongoing success of these activities – not only contributing to the finances but also to the health and mental welfare of our members. No organisation can operate without a supportive committee and Harefield has been very fortunate in having a group who support and add their ideas for the future of the centre. - ➢ Successes – 2023 was the year of the boilers. A lot of time was taken in getting a grant to cover the cost of replacing two frequently breaking boilers. Now everyone attending an event can be assured of a warm welcome from two functioning boilers! - I am pleased to report that we have increased membership (120 to 134). The main hall was repainted and new lighting has ensured that the centre is more economical. The number of private bookings has increased. The sections are active with the arrival of a new one. The centre has hosted events over the last year: two quizzes, two Bingo sessions, and a Pre loved Sale. All of which were very successful with requests for them to be repeated! If you have any suggestions as to other events that we can hold then please let the committee know. - ➢ If 2023 was the year of the boilers then 2024 is turning out to be the year of the roof. The first attempt to fix the roof over the store room failed when the contractor did not deliver on his promise of fixed solution. However the new contractors have started and fingers crossed with the weather they hope to have the roof secure and waterproofed over the next week. - ➢ I would like to mention Audrey Baker, a member of the bowling section, who left Harefield Community Centre £1000 in her will. She obviously felt very strongly about the place of the community centre in her life. - ➢ The committee are determined to ensure that 2024 is as successful as 2023 and that we continue to build our links with the Harefield Community. HAREFIELD COMMUNITY ASSOCIAnoN INCOME & EXPENDITUREACCOUNT FOR YEAR ENDING31STDECEMBER 2023 EXPENDITURE 2023 INCOME 2023 WAGES EMPLOYED WAGES CASUAL £13.124.85 £3,904.88 £17,029.73 BANK INTEREST HALL HIRE MEMBERSHIP GRANTS DONATIONS FUNDFiAISING £162.50 £8,999.50 £1,480.00 £10,000.00 £2,529.51 £2,739.01 EXPENSES Nl £16.35 PENSION RENT £245.82 £200.00 SUB TOTAL £25,910.52 ELECTRICITY GAS WATER TELEPHONE SUBSCRIPTIONS BANK CHARGES INSUR4NCE WEBSITE&SOWARE REPAIRS&RENEWALS SECURr -£495.00 £2.715.00 £1,511.12 £822.98 £1,177.00 £152.44 £2,063.18 £68.24 £5,932.24 £192.00 SECTIONS LINE DANCING EOM DANCING WEDSDANCING BOWLS FITNESS FUN HAPPY FAMILIES JUDO TEADANCETHURS R8&H £6.573.00 £1.526.05 £849.00 £1,892.88 £1.718.95 E197.90 £750.00 £1,735.00 £4,410.00 ACCOUNTANCY FEES SUNDRY £797.40 £485.D7 £15.883.84 SUB TOTAL £19,652.78 SUB TOTAL £32.913.57 TOTAL £45,S63.30 DEPRECIATION EQUIPMENT OFFICE £7,810.61 £5.133.49 £12,944.10 SUB TOTAL £45,857.67 LESS EXPENDfTUREVINCOME -£294.37 TOTAL £45,563.30 HAREFIELD COMMUNITY ASSOCIATION BALANCE SHEET ASAT31STDECEMBER 2023 ASSETS 2023 BUSINESSRESERVE CURRENT ACCOUNT PETfY CASH CASH EIO,527.40 £23.674.10 £70.83 / £92.26 / SUB TOTAL £34.364.59 BUILDING EQUIPMENT OFFICE £1.00 I £11,145.07 J £963.38 / SUB TOTAL E12,109.45 TOTAL £46.474.04 LIABILITIES 2023 TAX&NI PENSION WAGES OWED SUB TOTAL £55.46 / £159.50 / -£2.00 / £212.96 CAPITAL 2024 £46,261.08 / The above Balance Sheet and Income & Expendlture Account ol the Harelleld Communlty Assoclatlon are In accordance wllh the books and accounts as conllmed by the Independent Examlner Meg Pearson Treasurer Ron Eden Independenl Examlner Ll,lJ Minutes of the Annual General meeting of the Harefield Community Association Tuesday, 23[rd] April 2024 at the Community Centre, Priory Avenue, Harefield. ## **1. Apologies for absence:** Helen Richards, Robert Toms, Hazel Ind. ## **2. Minutes of the last AGM** Adoption of the minutes from the last AGM, held on Tuesday, 14[th] March, 2023 were proposed by Janice xxxxx and seconded by Sylvia Gard. ## **3. Matters arising from the minutes** No matters arising from the minutes were raised ## **4. Chair’s report** Patricia Swindells (Chair and Trustee) read out her report and this can be found below: ## Chairman’s report - ➢ Welcome and thank you for attending and supporting us. Since the last AGM there have been some changes e.g. Lyn (former manager) left after 20+ year tenure and the Treasurer, Sue moved up North. Lorraine, after a short spell as Chairman, was appointed as the new Manager of the Centre and I was appointed as the new Chair. At this point I need to express my thanks to Lorraine for all the hard work she has done since she took up her post. She has a vision for the Centre and has the necessary drive and energy to achieve it. - ➢ Meg took on the position of Treasurer, with Stephanie as her assistant, both being supported by Brenda. They have all put in a lot of hard work to ensure that we are financially compliant and have fought valiantly to ensure that we are entering the 21[st] century with regard to online banking. It is not a glamorous role but absolutely necessary – so thank you all. I should also mention the role of the Section leaders for giving up their time and putting in the effort to ensure the ongoing success of these activities – not only contributing to the finances but 1 also to the health and mental welfare of our members. No organisation can operate without a supportive committee and Harefield has been very fortunate in having a group who support and add their ideas for the future of the centre. - ➢ Successes – 2023 was the year of the boilers. A lot of time was taken in getting a grant to cover the cost of replacing two frequently breaking boilers. Now everyone attending an event can be assured of a warm welcome from two functioning boilers! - ➢ I am pleased to report that we have increased membership (120 to 138). The main hall was repainted and new lighting has ensured that the centre is more economical. The number of private bookings has increased. The sections are active with the arrival of a new one. The centre has hosted events over the last year: two quizzes, two Bingo sessions, and a Pre loved Sale. All of which were very successful with requests for them to be repeated! If you have any suggestions as to other events that we can hold then please let the committee know. - ➢ If 2023 was the year of the boilers then 2024 is turning out to be the year of the roof. The first attempt to fix the roof over the store room failed when the contractor did not deliver on his promise of fixed solution. However the new contractors have started and fingers crossed with the weather they hope to have the roof secure and waterproofed over the next week. - ➢ I would like to mention Audrey Baker, a member of the bowling section, who left Harefield Community Centre £1000 in her will. She obviously felt very strongly about the place of the community centre in her life. - ➢ The committee are determined to ensure that 2024 is as successful as 2023 and that we continue to build our links with the Harefield Community. ## **5. Section Reports** **Bowls** : Although small in numbers at the moment the group is trying to recruit new members and the promise of flyers to promote the activity should raise the profile within Harefield. The group is very friendly and the atmosphere is one of fun and enjoyment. Marjorie would like to thank John Swindells for all his help with the equipment. **Line dancing** : a new section begins on 9[th] May for complete beginners. It has attracted a lot of interest so this is a very positive development. The other line dancing activities are still successful. It has been noted that attendance patterns have changed in that while numbers for the advanced group, on a Friday 2 morning , have gone down the people have transferred to Monday and Tuesday as these sessions are for improvers. So overall no decline in numbers. ## **Thursday Tea Dance and End of Month Dance** ## ➢ Thursday Tea dance. Sadly we have to report that Alfie and Shirley who used to run this session both died recently. However the section continues to run. The section has over 20 members but attendance does vary according to holidays, illness and appointments. This section is different from other tea dances in that it was decided on the retirement of Alfie and Shirley that all should be involved in its organisation. So everyone takes part in the rota for refreshments and those who wish to can volunteer to do the music. This means that every week there is a different feel to the music provided. This section provides physical exercise, mental exercise and the social aspect all within a very friendly and inclusive membership. ## ➢ End of Month dance The last Saturday of every month is the time for members and guests to come together to dance from 7.30 to 10.30. It is now well established and has three DJs that take turns to provide the music. It combines Ballroom, Latin, Sequence and Line dancing. It is pleasing to note that there is a regular clientele coming back every month all expressing their pleasure with the venue and the music. One outstanding success has been the New Year’s Eve Dance. This is a ticket only event and has proved very popular. At this point the attendees discussed what else could be done to increase membership and engage with the members. The following suggestions will be discussed at the next committee meeting on Tuesday, 14th May. - ➢ Open day to show case the Centres activities - ➢ Childrens session - ➢ Improved signage - ➢ Welcome pack for new members - ➢ Introduction to Ballroom - ➢ Promote fun and fitness (doctors surgeries) - ➢ Judo leader to run course on falling safely - ➢ Ti-Chi – speak to Donna ## **6. Treasurer’s report** This was presented to the AGM. 3 A correction was made to the information: under income EOM should be EMD and the figure for Wednesday dancing should be added to overall total for the EMD. This should now read as £2, 375.05. The association has may a slight loss this year of £294.31 considerably less than last year. So there is reason to be optimistic. ## **7. Presentation and adoption of annual accounts** The adoption of the annual accounts was proposed by Meg and seconded by Brenda. ## **Election of Officers** The members attending were informed that all committee members had indicated that they prepared to serve again. There were no nominees from the floor. It was agreed that the names could go forward as a group: Chair - Patricia Swindells Vice Chair – Brenda Davis Treasurer – Meg Assistant Treasurer – Stephanie Membership Secretary – Lorraine Proposed by Debbie and seconded by Brian ## **8. Appointment of Independent auditor** It was agreed that Ron Eden be retained as the Independent Auditor. ## **9. Recommendations to the meeting:** From January 2025 new members aged 60-65 would not be given the concession rate of £12 membership but pay the present non concession rate of £15. This would bring our concession age in line with that of Hillingdon i.e. 65. This would only apply to new members. Existing members between the age of 60 and 65 would continue to pay the concession rate. 10. Any other business - none Meeting closed at 3.20pm Attendees invited for refreshments. 4