AGM 2025 D8t&= W8dnesday 1 st Octob8r 2025 Time.. 18'.30- 19'.50 V8nu8.' Small Hall Attendees: Committee members Tricla Mose8d ICh8irl Kat7e Currie (Trea$urerl Vanessa Rolph IBusines8 and fundr8ising offic8TI Tina Le8rmont IBookings off icerl Kirst88n Pow811 (Committee member, minutes secr8taryl Hall keepers: Suzie Qu8ripel181so Pix in Stixl Trbcey La￿ue Us8r groups Elain8Wilson IS$nior Crf(izens Clubl Kathy Foulkes IS8nior Citizens Clubl Sh8ena Sheèrin (East Linton Drama Group) Hagthgr Fleming (Art Group) Pat Camiichael (Art Group) L8e Curtis IBeav8rs, Cubs, Scouts) R8becc8 Devon (Rainbows, Brownias, Girl Guides) 1. Chair's Welcome, Introductions and Apologies Meeting opened by chair TM , who welcorned attendees and notèd apologies from Judith Priest, Dunpender Community Council. Committee member8, hall keepers and user grotjp repTesentativ&g 2. Approval of minutes from the 2024 AGM TM advised minutes ofAGM 2024 were on East LintDn Community Hall IELCHI website and encouraged attendees to read them. Any 8mendment8 should be sent to ELCH èmail address beforo the end of the month, after which the minutes will be marked BS approvod. 3. Chair's Report TM gave summary ol Chair's Report Isee appendix 1 lor full text). Skylight in th8 entrance hall has not been repl8ced but is watertight. Bar area has not been upgraded as it is rarely used18vèrage bookings peryearl and it would be a costly project to complète Ic. £10kl- Other issues are higher priority, especially the windows at the front ofthe building. TM outlined the wildlyvaryinE quotes tor refurbishingwindows the committee had received, from c. £9kto £18k, and their current lack of buil g work knowledge and connections. The community hall is not a listed building so it may be lQICil rfILI 112 CktHlJ W CoT4tE J H￿DDI167[￿JRD FH¥Q £DvQ more Cost off8Ctive to repl8ce ratherthan refurbish the wlndow8. Dl8cu8¥loDs onth8 mgrlts otthe ditt8rent options wll conrinu8 in monthly commlttee me8tit)¥s. TM th8nkad following indiwduals and organls8tlons for theirlundr8ising 8fttsrts andlor generou8 donatlOn5'. Allson gnd AntlqU8s Fèir team.. Agat8 8nd h@rAn Exhibltion te8rn-. Dunbgr Rotary Club, Dunponder Communlty Councll. 8nd Vane¥88 Rolph for runnIngt￿e 200 Club andwriting successful grant applications. Everyon8 gBre8d that the rule that U88r groups ghould send 8 representative to atle8St three committ8e rn8£tings pery8arto quÉlifyforth@ reducBd community rate wag fair and should be enforc8d. Several ￿presentatIVeS asked tor clarity on dates of monthly committee m8etlngs. Actionts.. TM to 8mail ustrr groups who h8v8 not attended three commltte8 meetings 8lnc8 February 2025 to remind them of community rate rules and advise ihem of private r8t8 TM to 8m8il user groups in advance of each committeo moeting to advise them ofthe Jateto encourage 8ttendan¢o 4. Tre8surer's report (see appendix 2 for fulltextl KC reported th8tth8 community hall had returned a profit this y8ar. Income was lower this yearthan lastyear1£19K thisyear comp8red to E25k lastyearl but exp8ris8$ W8re also Iow8r. Thè reduction in Income was dkje to lower takings from bookings. There are some outstanding debts due to people not paying promptly. Current bank balance is healthy at ¢. £45k (see eppendix 2 annual accountsforfull d8tailsl Actions.. KC and TM to discuss iffurth6r actions or Sanctions le.g. preventingfurther bookings) aTe r8quirgd to recov8r unpaid hallfees trom repeat offenders 5. Hall Keepers, report TL requested 8 30-minute window b8 left betwe8n bookings to enable hall keepers to rearrange roorn layout as required. especially b￿￿èen large groups or event8. Tracy also asked lorthe fire alarm to be fixed. TM 2nd KC agreed this was a matter ol urgency and explained that there had been a lapse in servicè from CSS 88 the company claimed the annual lee from th8 hall had been refunded when In fact it had not. SQ felt the weekly clean￿ng sch8dul8 was meeting most user groups. needy, especially now th8r8 were signs prompting user groLJPS to take out their own rubbish and recycling and sweep up any debris from the floor. TM noted that the hall floors were now being dèep cleaned on an annual basis. There was a discussion regarding the lack of wat8r flow and smell in the urinal in the men's toilets. TM noted issue may need to be fixed by a plumber and agreed with several otheTSthat male 8nd female toilets were due an upgrade. Actions.. TM to foNard corr8spondence with CSS to Katie KC to tak8 up isguewith Cssto ensur6 service Is pro￿￿￿￿ as psid for 8nd arrangefor fire lams to be test*d and any Iaulty ones to be fixed TM to 8rrang8 annual d8ep Glean of hall floors TM to 8rrange plumber 6. Bookings Officer's report Tin8 a¥k&d foran inventoryto help her respond to bookingenquld8s. TM noted there was one on the websitg and s stock take could b8 Cotnpleted by hall k8ep8rs ar quietertimes to make 8ure it was up- to-date. Tina 81so asked if dogs wertr 8IIow8d in the hell 88 some owners had boughttheir pets when visiting the Antiques Fair at the weekend. TM confirmed that no dogs w8r8 81towed in the halls. There W8S 8 discussion 8bout putting up signs at entrances tD inform people who were coming into the buildingof no dogs rLJLe with exception of 888its18nce dogs. Actions.. TM to send inv8ntory tinktoTin8 TM to 8rr8nge no dog sign l excl service dogsl. Hallkeèpers to complète stock take of 88ch room 7. 200 Club Vanessa g8ve upd8te on 200 Club1$88 app8ndix 3 forfulllgxtl on its 25 th anniversary. £3900 was given out in prize mon8y and É3758 w8$ donated to the hall. Vanessa en¢ouraged attendeesto consider if they know anyone who would liketo joln the 200 Club. Gambling ￿e8nG8 prohibits direct ad￿rtIsingtO rtcruit new members. 8. Usergroups. reports: Bewars. Cubs. Seouts {LCI Scouts restarted in March 2025. There ate plaN$to rest8rt Explor8rs in 2026.Th8y have had 4 new 188ders in the last y8ar and are expÉcting anoth8r4 to join soon. East Unton Droms Group ISS) The group is in limbo and it is not clear if itwiu continue. There 18 a meetingin Novemberto tryto generat8 inter8St and communitySUPPOrt.Th8 group has not been able to put on panto performance since Janu8ry 2024. PIX In the Stlx ISQI New term 8t8rted with larg&audiences for both famlly and adult performances. Suzie rgpeated offer previously made that a £5 f88 for using screen owned by Pix in the Stix in tho small h811 could b818Vl8d on bookings. Pix in thè Stix would donate £5 fee to the community hall. TM was Dot sure illhow this Gould be made to work In Hallfflaster room booking 5ySt8m. Ralnbows, Brownies, Glrl Guldes {RDI Th8rg was 8 brief discijssion ol18PS8 in communication resulting in Brownles losingthelT regular slot forthe autumn term. This has been resolved from january 2026. There arewaiting listsfor all three group5. Leaders ar8 the Ilmltingfaetor. Soclal med53 shout out forvolunieer8 ELCH helped wrult8 new leaderand è now aLlministr8tOf to enable Brownies to contlnue. Art Group IH88ther and P4tl The group has space for 2 new members128 current m8mbtr8. max copMcity301. The group would like 12 Ysther than 10 tables to be set up for meetings. KC contirmed there w8re no room use rulets to prw8ntthis from h8ppÈnin8. 8nd 8roup should 8dd requ8Sttor 12 tsblesto room bookings- Senior Cltlzens Club IK&thy and Elalnel Club is gc>ing strongw+th 50 m8mber$ and is maklng plans to C8lebrg10 It$ 80 th 8nnivÉr88ry nertyearl 9. Trustees No truste8s present 10. Election of committee members All committ88 m8mberswere re-818Ctgd to their 8XiSting positions. Ea* Lirnton Districtcommunity Associatio Eost Linton Commvnity Hal 73 High StTre East Linto v•*th.eastbntonh811@grnBil.co v.•aBtlintonhall.co APPENDIX l The East Linton Community Hall Chalrs Repurt 2025 LIGHTING BEFORE & AFtER Contents OBJECTIVES, MISSION AND VISION ..... DIGITAL IMPROVEMENTS... FUNDRAISING BOOKINGS.... -11 TRUSTEES..... .11 SUMMARY........ OBJECTIVES. MISSION AND VISION The East LTnton Community Hall has been at the heart of local life for over 150 years. Serving as 3 hub for thÈring5, events. and shared history. Origins11874-187SI The foundÈtion stone was lald on 27th June 1874. Built from Traprdin freestone, the Hall cost £I,0￿- entirely funded by generous private donattons and Communlty fundraisln& The building opened 35 the East Linton Volunteer Drill Hall on 6th January 1875, officially inaugurated by the Earl of Haddington. It served as an indoor training space for the No. 5 Haddington Rifle Volunteers. A Cornmunity Hall119621 In 1962, the Hall was rÈnamed ihe East Linton Community Hall following the formamon of the East ￿nIOn & Distrirt Community Association. It ha5 continued to evolve as a welcoming, inclusive space lor all. CARING FOR THE HALL 2024115 Improvements Ikrr￿* ind r•bairqcAtfiÈd aut pA5t I? Pl•nnid for 24125 Cornplelèd 2412S unpL4rtned Ctsmpleled 24125 tem 2. Increased EduCa￿on on Cleaning YÈ5 3. Mopsand flep1￿MeTht 5chedul* i. 4. ReplatymÈTht Window in fo¥er yes no 5. C￿ead ￿(hY￿S Repl¥ementintheManHall 6 Soft Seatrnt Replacement itt the MeetynÉ Room Ve5 e￿￿t￿f￿￿[Ta￿e5*ty￿ FdthN8Chalrs 8. Bar Area RedeV￿0Pment yes no eatihelBollw Repair diator Repair urcha5in8 of more muBsfor adults ènd cup5 lor kids yes rn Repair yes rm Dama8e In main hall window all H2115kirrinÉ board de 8ate repair yes ?L41s1 affj¥ VtyPoLI . Planned for 25126 Replacement wndo%V in the foyer Likely from %winÉs Repla￿￿Ént of Hall T￿￿e5 and Foldlng Chair5 Likdv from savings 8arArea Redevelopment Grartt Main Hall windows Irefurbi5h or rÈplatÈl Grant CRITICAL TASK LIST 13nuary Revicw Health & Safely policy IGoogle Dfivel May Submit OSCR return Fire extrYEui%le". & ￿￿2￿k•t cheek August Email èll regular users Arrange Piano tuner Update 3nnual fixtures page Review Insurance ovotes September GCH service October DeLp clean flooring Review The Music LicÈnce November •Post insurance cer￿ficate on foyer rtoti￿ board DIGITAL IMPROVEMENTS 2024125 Website refurbished Minutes now on our website Institutional rnemory is slowly making Sts way online o Google t85￿ o Google drive 2025126 Payrnents for art exhibition £ontinue to have issues wlth sumup increasinÈ our limit, they appearta not understand the nature of trustees and cornrnittee and community ownership. FUNDRAISING 2024125 We extend our hearrfelt thanks to Antiques Fair- Alison and her team. Art Exhibition- Agata and volunteers Donny. Hilary Lorna & Rosemary. 200 Club-vanessa Dunbar Rotary for or Meeting room soft seating Dunbar & East Linton Area P2rtnership Be Green 8rant which helped replace the Main h311 overhead lighting 2025126 Continue with the help from our wonderful volunteers. The 8 Antiques Fairs, 200 Club, and 4-day Art Exhibition. These 3 income streams rdise essential funds for the hall which supports maintenance and upgrades. BOOKINGS Price Increase in May 2025- 3% uplift, it had been over 2 yrs since the last increase. )kI￿a¢ VYW Room Occupancy Rate Types Maln H•ll TIRoom upJt•lr5 •Kit¢hon BBr SLige io Communlty Rate 567 Standard 561 512 ￿th￿b*r•Ibo￿I 509 495 Room upstairs Mjin Hall. Bar Kitchert Main Ha11. Staee Small Hall. Kitthen Miin HalL Kitihen. Stale Main Hall, Small Hall. Rotsm up5tèirs. Kitthen Aoorn upstairs. Kitchen Main Hèll. Small Hèll. Room upsiains. ￿tCheTh. Bar M3in Hall, Srnall Hall. Kitchen, kr. Sta GrandTotsl Bookings per month Aug 24- Jul 25 145. 160 140 120 1LY) 74 120 94 101 94 93 30 20 Month TRUSTEES We welcome new commlitse member5. Tlna Learrnonth as BcN)klngs officer & Kir5teen Powell as Mlnute Seuetary Recruitment Findine a new trustee and expanding the comrnittee aTe critical for ensuring long-term governance but may face difficulties in attfattine committed iDdlvlduals The abllity to manage the hall's activities. upgrades, and maintenance Is challèn&n8, a ¢OTnmittee role in Property is desperately required. A recent quote io refurbish the main hall windows vary between EIOk- E18k, the current cornmittee have no expertise in thls area. SUMMARY Opwrtunities-. Community Involvement.. The reintroductian of community group attendance, this used to be monthly. we are more lenient and have decided on 3 per year. Up8radin8 Facilities-. Planned upgrades, windows and bar area Increased Fundraising.. Q)ntinued Èvents like the Antiques Fair and Art Exhibition, alongsidÈ nev4 grants Challen8es'. Community User attendantÈ.' ThÈ newterm saw many issues with bookings due to not knowingwhich groups were athve. Trici? Moscati Chair COMMUNITY RATE AThENDANCE Minimum requiroment 3 meetings per yÈar Jun-25 Aug-25 Ff.b.25 M