Minutes of the Annual General Meeting of the Harefield Community Association Tuesday, 7th April 2026, at the Community Centre, Priory Avenue, Harefield. ## **1. Apologies for absence:** Meg Pearson, Betty Fabb. ## **2. Minutes of the last AGM** Two alterations have been made to these minutes: AGM instead of A.G.M. Under AOB the last sentence to read that the committee will discuss a suitable way of remembering the long serving member of Fun and Fitness who has recently died. Adoption of the minutes from the last AGM, held on Tuesday, 8[th] April, 2025 were proposed by Lorraine Monahan and seconded by Brenda Davies Members present voted unanimously to accept the report. ## **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 Harefield Community Centre. This last year 2025 I feel that we are turning a corner in the development of the centre. Membership is healthy but we would always want more at the moment we have 129 with some more in the pipeline. The Bingo and Quiz events have been very successful so much so that we have increased the number of these events this year. We are particularly pleased that the Bingo sessions are attracting Harefield residents and resulting in them re discovering the centre. A sincere thanks to Brian for being the face of our Bingo 1 sessions and making the sessions so enjoyable. Marie and Helen have been excellent Quiz masters ensuring that all participants feel that they too can become “Brain of Harefield” for an evening. The committee agreed to three new ventures for 2025 1. Live music event featuring Stuart Wilson. 2. Murder most fun 3. Afternoon at the races. (Although this had to be moved to February of this year). I’m pleased to say that all three were very successful and the feedback was extremely positive. These three events had been brought to the notice of the committee by members who recommended that we should consider adding them to our schedule. The Live music has already been booked for May and the Murder most Fun for September and we will be trying to book another afternoon/evening at the Races for later this year. So if you have been somewhere and experienced an event that you think our members and the local community would enjoy then please contact any member of the committee and if we can then we will. The “Fall Prevention” course organised by Stuart, who runs the Judo classes at the centre, took place and certainly made those of us who took part think about our actions and how to move safely around our environment. Our partnership with the Royal Brompton Hospital is continuing with us providing the venue for patients to recover from strokes and Heart attacks through supervised exercise. We also ran a Coffee morning in support of MacMillan’s charity – thanks to the generosity of our members who baked, turned up and donated. The Christmas Fayre provided another opportunity for the local people to come, enjoy and spend! We continue to attract bookings for birthday celebrations especially now as we can allow small bouncy castles! Before I welcome and introduce Andy (new finance officer) I need to express my thanks and that of the committee to Meg. When our previous Finance officer left Meg volunteer for a thankless role as no handover was given and Meg was thrown in at the deep end - a new system, going over to digital banking with a bank that threw every hurdle in her path. With help from Brenda, Debbie and Lorraine she persevered against the odds. Thank you for all that you have done and I am glad to say that she will stay on the committee and will be found at most events in the kitchen doing another of those jobs that get overlooked. 2 On a personal note I need to thank all the committee for all their support over the last year. They support our events by attending, putting up tables and chairs and more importantly the putting away. In particular to Lorraine who does so much for this centre – you are all much appreciated. Finally, a plea: you can help us to make Harefield Community Centre more of a success by: supporting the various sections; supporting our events: getting friends to come along: ensuring that your membership is up to date and encouraging others to join. A simple way to help is by signing up to gift Aid (just tick the gift aid box on the membership form) - if you pay tax then H.M.C.E. will refund an additional 25% of your subscription and for any donation back to the centre. You can also volunteer to come on to the committee and give us more ideas. Thank you again for your support. ## **5. Treasurer’s report** This was presented to the AGM. All attendees had copies of the Annual Accounts. The meeting was informed of the ways in which the committee was trying to make savings plus the success of fund raising efforts e.g. Bingo and Quiz evenings. The new Treasurer was introduced – Andy Hunt. He provided an update that money had been found from the Royal Brompton Hospital that will increase the net profit.. The updated accounts will be available for the auditor. ## **6. Presentation and adoption of annual accounts** The adoption of the annual accounts was proposed by Stephanie Dickenson and seconded by Lorraine Monahan. Members present unanimously accepted the accounts. ## **7. Election of Officers** The members attending were informed that all committee members had indicated that they prepared to serve again. There was one nominee, Britta Lewington from the floor to come on to the committee. It was agreed that the names could go forward as a group: 3 Chair - Patricia Swindells Vice Chair – Brenda Davis Treasurer – Andy Hunt Assistant Treasurer – Stephanie Membership Secretary – Lorraine Meg Pearson has resigned her position as Treasurer but remains on the committee. The committee expressed their thanks for all of her efforts over the last three years. ## **8. Appointment of Independent auditor** It was agreed that Ron Eden be retained as the Independent Auditor. (Noted that the accounts were audited and passed on Thursday, 17[th] April) ## **9. Recommendations to the meeting:** Suggestion was made that as well as continuing with our successful events a Barn dance might be considered as another fund raising event. ## **10. Any other business** 1. A formal notice was put to the meeting: to approve the replacement of the current alarm and CCTV systems and agrees to appoint Prime Security to supply, install and maintain a new security system, subject to the quotation provided. Lorraine provided the context and the vote to agree to the motion was unanimous 2. To use the venue for 18and 21[st] Birthday parties: Lorraine has had some requests for the venue to be used for these parties. There was discussion around the subject but the feeling of the meeting was that the risk of damage not only to the fabric of the building but also to the reputation of the Community Centre was too great. The vote was unanimously to reject. ## **11.** Meeting closed at 2.35pm Attendees invited to stay for refreshments. 4 Balance Sheet Report- 3111212025 Assets cc Category O Equipmeni 5 Equipment Accumulated Depreciation 20 Building- The Centre 30 Oftice Equipment 31 Office Equipment Depreciation 40 Fumitufe an(J F￿tureS 41 Furnitufe and Fixtures Depreciation 181 Accrued Income 130 HS8C Current Account 0820 135 HS8C Deposit Accouni 0839 140 Cash ToialAssets: Assets l£} 273.33 -146.66 1.00 450.48 -iio.io 8674.51 -3762.05 6150.00 8192.00 20840.60 100.00 40663.11 cc Category Total LiablUt￿S'. Assets- Liabililies Llabillries 1£) 40663.11 Capltal cc Category 310 Capital Total CapftaL' Capital 1£) 40663.11 40663.11 The Above Balance Sheel and Income and Expenditure Account oflhe Harelield Community Association are in accordance the books and accounts as confirmed by the independent Examiner Name Name Ron Eden Andrew Hunt Signatuie Signature Dale Date Profit and Loss Report- 0110112025 to 3111212025 Sales cc Category 400 Sales 401 Hall Hire- Music 402 Fundraising 403 Line Dancing 404 DancingEOM 406 Bowls 407 Frtne55 Fun and Dance 410 Interesi Aecewed 411 Judo 412 Tea Dances Thursday 413 Mernbeiship Annual 414 Relunds 415 RB&H 420 Donations 421 Rallles etc 425 Gift Aid 430 Evenls Murder Myslery 435 Events 8ingo 440 Evenis Quizes 445 Events Live Acts 455 Hall Hire- Non Music 460 Domestic Service- Hall I 470 Sum Up- 8a1 Takings 475 Events-chrisimas Fayr• Total Sales.. Sale51£1 269.30 3287.50 954.92 5800.00 1678.00 1205.00 2776.10 107.81 1895.00 3756.1)0 1913.50 13345.00 651.29 64.00 462.94 208.04 574.00 $64.00 922.65 1122.00 660.00 39.32 497.10 42668.63 Direct Cosi$ cc Category 500 Goods and Materials Total Direct Costs: Gross Prolit= Direct Cosls IE) 305.00 305.00 42363.63 Expenses cc Category 505 Grounds Maintenance 510 Hall Hire Retunds 600 Totalwages 601 Casualwages 605 Employers Naiional Insu 606 Employer'5 Pension Con 645 Reni 655 Electriclty 660 Gas 675 Telephone Costs 695 Subscriptions 700 Bank Chaiges and Intere 705 8usiness Insurance 715 Repairs & Renewals 716 Cleaning 717 Security. Spy Alarms CC 718 Fire Alarm 720 Accountancy Fees 805 Equipment Depreciation Total Expenses.. Net Profil.. Expenses l£1 iooo.oo 50.00 12999.96 2899.32 -25.47 202.80 560.00 2408.00 3430.00 920.03 487.28 131.80 2293.61 2175.45 250.49 1239.80 1446.00 972.60 2553.68 35995.15 6368.48 The Above Protit and Los5 sheet of the Harefield Community Association are in accor(Jan¢e wilh the book5 and accounts as conllrmed by the independent Examiner Name Ron Eden Name Andrew Hunt Signature signaiuve Date /6 /-Igu2 Dale Balance Sheet Report- 3111212025 Assets cc Category O Equipmeni 5 Equipment Accumulated Depreciation 20 Building- The Centre 30 Oftice Equipment 31 Office Equipment Depreciation 40 Fumitufe an(J F￿tureS 41 Furnitufe and Fixtures Depreciation 181 Accrued Income 130 HS8C Current Account 0820 135 HS8C Deposit Accouni 0839 140 Cash ToialAssets: Assets l£} 273.33 -146.66 1.00 450.48 -iio.io 8674.51 -3762.05 6150.00 8192.00 20840.60 100.00 40663.11 cc Category Total LiablUt￿S'. Assets- Liabililies Llabillries 1£) 40663.11 Capltal cc Category 310 Capital Total CapftaL' Capital 1£) 40663.11 40663.11 The Above Balance Sheel and Income and Expenditure Account oflhe Harelield Community Association are in accordance the books and accounts as confirmed by the independent Examiner Name Name Ron Eden Andrew Hunt Signatuie Signature Dale Date Profit and Loss Report- 0110112025 to 3111212025 Sales cc Category 400 Sales 401 Hall Hire- Music 402 Fundraising 403 Line Dancing 404 DancingEOM 406 Bowls 407 Frtne55 Fun and Dance 410 Interesi Aecewed 411 Judo 412 Tea Dances Thursday 413 Mernbeiship Annual 414 Relunds 415 RB&H 420 Donations 421 Rallles etc 425 Gift Aid 430 Evenls Murder Myslery 435 Events 8ingo 440 Evenis Quizes 445 Events Live Acts 455 Hall Hire- Non Music 460 Domestic Service- Hall I 470 Sum Up- 8a1 Takings 475 Events-chrisimas Fayr• Total Sales.. Sale51£1 269.30 3287.50 954.92 5800.00 1678.00 1205.00 2776.10 107.81 1895.00 3756.1)0 1913.50 13345.00 651.29 64.00 462.94 208.04 574.00 $64.00 922.65 1122.00 660.00 39.32 497.10 42668.63 Direct Cosi$ cc Category 500 Goods and Materials Total Direct Costs: Gross Prolit= Direct Cosls IE) 305.00 305.00 42363.63 Expenses cc Category 505 Grounds Maintenance 510 Hall Hire Retunds 600 Totalwages 601 Casualwages 605 Employers Naiional Insu 606 Employer'5 Pension Con 645 Reni 655 Electriclty 660 Gas 675 Telephone Costs 695 Subscriptions 700 Bank Chaiges and Intere 705 8usiness Insurance 715 Repairs & Renewals 716 Cleaning 717 Security. Spy Alarms CC 718 Fire Alarm 720 Accountancy Fees 805 Equipment Depreciation Total Expenses.. Net Profil.. Expenses l£1 iooo.oo 50.00 12999.96 2899.32 -25.47 202.80 560.00 2408.00 3430.00 920.03 487.28 131.80 2293.61 2175.45 250.49 1239.80 1446.00 972.60 2553.68 35995.15 6368.48 The Above Protit and Los5 sheet of the Harefield Community Association are in accor(Jan¢e wilh the book5 and accounts as conllrmed by the independent Examiner Name Ron Eden Name Andrew Hunt Signature signaiuve Date /6 /-Igu2 Dale