Ash Victoria Hall, Ash Hill Road, Ash
AGM Agenda
Monday November 23[rd] 2020
1. Minutes of 2019 AGM
-
Matters arising
-
Chairman’s and Booking Secretary’s Report
-
Treasurer’s Report
5. Election of Officers
6. AOB
7. Date of next meeting
Ash Victoria Halls. Ash Hill Road .Ash
AGM
November 23[rd] 2020
1 Present : Dave Brown (Chairman), Susan Bowles (Secretary), Ian Chant (Treasurer), Mick Hills (Clerk of Works), Sharon Wilkinson, Jan Coulson & Paul Golding from the committee.
David Lewis (Personal Booker), Peter Woodford (Starburst), Janine Rees (Knitters) & Brian Everitt (U3A)
Apologies : Eileen Bunyan, Brian Perry & Nigel Manning
2 Minutes of 2019 AGM
Passed with no amendments.
3. Matters arising - None
4. Chairman's Report- Dave Brown
Chairman’s Report
In what has clearly been a challenging year the whole committee has chipped in at various times for which I am extremely grateful. Ian has managed the finances and applied for any relevant grants, reducing our overheads and kept on top of things. Mick managed any jobs around the Hall including supervision of the building contractors and locking and unlocking the Hall. Sharon and Susan took over COVID management and, in Sharon’s case, liaison with John the cleaner. Paul popped in during the original lockdown to keep an eye on the Hall as per insurance instructions. I must also acknowledge the support of ACRE who support village halls with up to date information. Susan has been working on the website.
Up until lockdown the Hall moved smoothly along with a clock engineer coming and basically reporting that the clock mechanisms were showing their age and to sort it out would be quite expensive.
Then lockdown arrived in March and we had no choice but to close all the facilities. However we had two maintenance decisions to make. Do we go ahead with the building of the carpark wall and do the necessary work on the clock. As we could withstand a lockdown of a couple of years we decided to progress with the wall and put the clock work on hold. Now the wall has been completed and is beginning to weather I must say what a relief it is. Ever since my initial work on the committee from last century the wall has been an ever present issue and a previous Chairman will be resting safely in the knowledge that it is no longer a problem.
We re-opened in August with some established bookers and some newer, temporary, bookings.
Throughout lockdown I have continued with the quizzes online thanks to the brilliant technical support of my son. The most recent one was last Friday for Royal British Legion and during the year (before and after lockdown) NSPCC, Ash Citizen’s Advice, British Heart Foundation, Blind Dogs for the Blind, Ash Dementia Alliance, Ash Museum, Parity, Phyllis Tuckwell Hospice, RSPCA and MacMillan have received funds from the quizzes. Nowhere near the same amount as would have been raised in a normal Hall quiz but better than nothing. I anticipate continuing online for the foreseeable future.
One personal disappointment has been a lethargy during the lockdown which has meant that I have not progressed with the promised book about the Hall. I am aiming for 2022 which will be the 125[th] anniversary of the opening of the Hall.
Dave Brown
Chairman 19/11/20
5. Booking Secretary’s Report – Dave Brown
Booking Secretary’s Report
Before lockdown the Hall was full with a range of activities catering for the very young (in Dance classes, Childminders and Brownies) to those more advanced in years in eg Garden Club, any one of five U3A groups, Spinners, Knitters and Table Tennis.
Sadly since March these groups have not used the Hall – Garden Club, Ash Floral, Knitters, Spinners, Spinning Club, Caged Bird Society, all the U3A groups, PALS, Brownies, Puppy Training. Tai Chi. All of these groups have been assured that, when this is all over their previous regular bookings will be honoured. We have not charged a retainer but if this continues for another year or so then this policy might need to be re-visited.
Some major events had to be cancelled including PALS Summer production and Pantomime. Ash Floral Flower Show and the Caged Bird Show and various events staged by the Garden Club. Additionally the charity gig for Phyllis Tuckwell has been put back to whenever.
When we re-opened in August Soupdragons, Ukelelue group, Helicopter, One to one dancing tuition, Briar Dance Academy and Childminders came back in some form or other and then in September the other Dance Academy, Adult Art classes returned with Therapy group and Table Tennis resuming in October (and stopping after just two weeks due to the new lockdown). We took on a new booking with Starburst, increased Childminders bookings and hosted more table tennis clubs as their normal premises were not available.
We had established a policy of a maximum of 30 people in the Main hall and 10 in each of the small halls. We also stripped out the kitchen and only made plastic chairs available. This was done to ease the role of the Hall cleaner. We kept abreast of all the COVID regulations with sanitation stations at all entrances as well as taking ‘track and trace’ serious with the Hall’s QR code and, if not used, a requirement for all group leaders to keep a precise record of attendees.
Having a quick glance at the bookings for October/November it looks as if our income will not have covered our outgoings. I am sure Ian will report more on this.
Dave Brown
Booking Secretary 19/11/20
6. Treasurer's Report
Thanks to the grant received for the Covid-19 pandemic we are in the same financial position as last year, even with the wall paid for.
I suggest there is no reason to increase hall hire charges this year.
The accounts have been externally audited and are correct.
DB thanked IC for all his hard work and reminded us that we are often £1000 up a month in winter but less so in summer and perhaps we will see an increase in private booking parties when restrictions are lifted.
7. Election of Officers
All current trustees agreed to stand again
Chairman – Dave Brown – proposed by Jan Coulson seconded by Sharon Wilkinson
Secretary – Susan Bowles – proposed by Sharon Wilkinson seconded by Ian Chant.
Treasurer – Ian Chant proposed by Susan Bowles seconded by Mick Hills.
All officers voted in
Clerk of Works -Mick Hills proposed by Dave Brown, seconded by Ian Chant
Other members – Eileen Bunyan. Brian Perry, Jan Coulson, Sharon Wilkinson, Paul Golding
Proposed by Dave Brown, seconded by Ian Chant
All voted in
8 AOB
PG suggested to the committee that the work required for the stage curtain would cost approx. £2k. It was agreed to present this at a regular committee meeting
9 Date of next meeting – sometime next autumn
Ash Victoria Hall, Ash Hill Road, Ash
AGM Agenda
Monday November 23[rd] 2020
1. Minutes of 2019 AGM
-
Matters arising
-
Chairman’s and Booking Secretary’s Report
-
Treasurer’s Report
5. Election of Officers
6. AOB
7. Date of next meeting
Ash Victoria Halls. Ash Hill Road .Ash
AGM
November 23[rd] 2020
1 Present : Dave Brown (Chairman), Susan Bowles (Secretary), Ian Chant (Treasurer), Mick Hills (Clerk of Works), Sharon Wilkinson, Jan Coulson & Paul Golding from the committee.
David Lewis (Personal Booker), Peter Woodford (Starburst), Janine Rees (Knitters) & Brian Everitt (U3A)
Apologies : Eileen Bunyan, Brian Perry & Nigel Manning
2 Minutes of 2019 AGM
Passed with no amendments.
3. Matters arising - None
4. Chairman's Report- Dave Brown
Chairman’s Report
In what has clearly been a challenging year the whole committee has chipped in at various times for which I am extremely grateful. Ian has managed the finances and applied for any relevant grants, reducing our overheads and kept on top of things. Mick managed any jobs around the Hall including supervision of the building contractors and locking and unlocking the Hall. Sharon and Susan took over COVID management and, in Sharon’s case, liaison with John the cleaner. Paul popped in during the original lockdown to keep an eye on the Hall as per insurance instructions. I must also acknowledge the support of ACRE who support village halls with up to date information. Susan has been working on the website.
Up until lockdown the Hall moved smoothly along with a clock engineer coming and basically reporting that the clock mechanisms were showing their age and to sort it out would be quite expensive.
Then lockdown arrived in March and we had no choice but to close all the facilities. However we had two maintenance decisions to make. Do we go ahead with the building of the carpark wall and do the necessary work on the clock. As we could withstand a lockdown of a couple of years we decided to progress with the wall and put the clock work on hold. Now the wall has been completed and is beginning to weather I must say what a relief it is. Ever since my initial work on the committee from last century the wall has been an ever present issue and a previous Chairman will be resting safely in the knowledge that it is no longer a problem.
We re-opened in August with some established bookers and some newer, temporary, bookings.
Throughout lockdown I have continued with the quizzes online thanks to the brilliant technical support of my son. The most recent one was last Friday for Royal British Legion and during the year (before and after lockdown) NSPCC, Ash Citizen’s Advice, British Heart Foundation, Blind Dogs for the Blind, Ash Dementia Alliance, Ash Museum, Parity, Phyllis Tuckwell Hospice, RSPCA and MacMillan have received funds from the quizzes. Nowhere near the same amount as would have been raised in a normal Hall quiz but better than nothing. I anticipate continuing online for the foreseeable future.
One personal disappointment has been a lethargy during the lockdown which has meant that I have not progressed with the promised book about the Hall. I am aiming for 2022 which will be the 125[th] anniversary of the opening of the Hall.
Dave Brown
Chairman 19/11/20
5. Booking Secretary’s Report – Dave Brown
Booking Secretary’s Report
Before lockdown the Hall was full with a range of activities catering for the very young (in Dance classes, Childminders and Brownies) to those more advanced in years in eg Garden Club, any one of five U3A groups, Spinners, Knitters and Table Tennis.
Sadly since March these groups have not used the Hall – Garden Club, Ash Floral, Knitters, Spinners, Spinning Club, Caged Bird Society, all the U3A groups, PALS, Brownies, Puppy Training. Tai Chi. All of these groups have been assured that, when this is all over their previous regular bookings will be honoured. We have not charged a retainer but if this continues for another year or so then this policy might need to be re-visited.
Some major events had to be cancelled including PALS Summer production and Pantomime. Ash Floral Flower Show and the Caged Bird Show and various events staged by the Garden Club. Additionally the charity gig for Phyllis Tuckwell has been put back to whenever.
When we re-opened in August Soupdragons, Ukelelue group, Helicopter, One to one dancing tuition, Briar Dance Academy and Childminders came back in some form or other and then in September the other Dance Academy, Adult Art classes returned with Therapy group and Table Tennis resuming in October (and stopping after just two weeks due to the new lockdown). We took on a new booking with Starburst, increased Childminders bookings and hosted more table tennis clubs as their normal premises were not available.
We had established a policy of a maximum of 30 people in the Main hall and 10 in each of the small halls. We also stripped out the kitchen and only made plastic chairs available. This was done to ease the role of the Hall cleaner. We kept abreast of all the COVID regulations with sanitation stations at all entrances as well as taking ‘track and trace’ serious with the Hall’s QR code and, if not used, a requirement for all group leaders to keep a precise record of attendees.
Having a quick glance at the bookings for October/November it looks as if our income will not have covered our outgoings. I am sure Ian will report more on this.
Dave Brown
Booking Secretary 19/11/20
6. Treasurer's Report
Thanks to the grant received for the Covid-19 pandemic we are in the same financial position as last year, even with the wall paid for.
I suggest there is no reason to increase hall hire charges this year.
The accounts have been externally audited and are correct.
DB thanked IC for all his hard work and reminded us that we are often £1000 up a month in winter but less so in summer and perhaps we will see an increase in private booking parties when restrictions are lifted.
7. Election of Officers
All current trustees agreed to stand again
Chairman – Dave Brown – proposed by Jan Coulson seconded by Sharon Wilkinson
Secretary – Susan Bowles – proposed by Sharon Wilkinson seconded by Ian Chant.
Treasurer – Ian Chant proposed by Susan Bowles seconded by Mick Hills.
All officers voted in
Clerk of Works -Mick Hills proposed by Dave Brown, seconded by Ian Chant
Other members – Eileen Bunyan. Brian Perry, Jan Coulson, Sharon Wilkinson, Paul Golding
Proposed by Dave Brown, seconded by Ian Chant
All voted in
8 AOB
PG suggested to the committee that the work required for the stage curtain would cost approx. £2k. It was agreed to present this at a regular committee meeting