The Chairperson – Lin Green opened the meeting at 7.30pm.

Lin Green explained that the Annual Report and Accounts for the year ending 31st May 2024 were available to see on the Ashingdon and East Hawkwell Village Hall website.

Lin asked for a Proposer and a Seconder, to approve the Annual Report from the last AGM. Pat

Hennessy and David Catchpole resolved that the Annual Report be accepted.

Lin spoke of how much had been achieved over the year.

1. The kitchen refurbishment is now complete. Lin invited everyone at the meeting

to have a look.

2. New water heaters in the bar and kitchen. Which will save money and can be

controlled remotely.

3. A new notice board on the outside wall of the hall. Advertising events taking place

In the hall, plus forth coming events. Has been very successful in promoting the hall.

4. The Vanity units and splashbacks in the Ladies toilets have been replaced, looking very smart.

5. A Sound Limiter has been fitted in the hall. In consideration for the Neighbours.

Amber is a warning that the music is to loud, Red and the music will be turned off.

6. A working party day was spent by the Trustees and Volunteers. Cleaning and throwing

away items which were no longer needed or useful.

7. A leak from the roof in the rear lobby, has been repaired.

8. The gas heaters in the main hall have been repaired. Apparently the spare parts for the heaters are still  available so will continue in this direction.

9. The unsightly concrete bollards outside the hall were put in place by Rochford District Council to deter the Quad bikes.

10. The main hall is going to be decorated in August.  August is the quietest month for bookings.

11. Lin expressed a wish for more Volunteers to assist with running the hall.​

David Catchpole as Treasurer gave his report and showed the accounts for the year end to 31st May 2024. There were no questions from the floor concerning the Accounts.

David explained that there is a need for grants, to complete various works that need to be carried out. He  explained that if the hall does receive a grant it must be used for that sole purpose. But grants are very difficult to apply for and get.

We have an agreement with a company called LoRaWAN for them to have an aerial on the hall roof to give the hall free internet/broad band for 5 years.

Helen England, the halls Booking Manager and Virtual Assistant, gave her report. Helen is responsible for the power point operation on the projector screen.

Helen has completed her Level 3 British Sign Language Course. A round of well deserved applause.

1. A Christmas Fayre is planned for the 3rd week in November. Following on from the very successful first Christmas Fayre held.

2. A Friendship group is taking place on a Friday afternoon “Giggle Patrol”. A contribution of £2 towards tea and cakes is all that’s required.

3. Helen explained how careful she has to be when taking bookings, making sure the Hirer lives in the catchment area. The occasion the hall is being hired for. A larger deposit is also required for parties.

4. The floor in the main hall is very precious and is looked after by Amy who is responsible for the hall cleaning.

5. Helen explained where and how the Hall is advertised. Working on  the Website etc to keep it up to date.

Apologies for absence received from Glen Dryhurst, Rose Bowers, Amy Gillman.

Dave and Wendy Reed were not present and no apology was received.

Trustees present at the AGM were Lin Green, David and Carole Catchpole, Chris Barnes, Pat Hennessy and Dan McCarthy.

Helen England – Bookings Manager.

Volunteers present at the AGM were Carol and Gary Bibby.

The Trustees were asked to vote for a Chairperson, Vice Chairperson and Treasurer for  the coming year.

Helen England and David Catchpole proposed Lin Green should continue as Chairlady.  Lin Green accepted the post.

Lin Green and Helen England proposed David Catchpole should continue as Vice Chair and Treasurer. David Catchpole accepted the post.

The Trustees and Volunteers were asked if they were happy to continue on the new committee. All agreed.

The meeting closed at 8.30pm.

The Chairperson – Lin Green opened the meeting at 7.30pm. Introducing the Trustees one by one.

David Catchpole {Treasurer), Carol Catchpole, Dan McCarthy and Patricia Hennessy.

Including Helen England the Virtual Assistant.

 

Lin Green explained that the Minutes for the last AGM were published on the Memorial Hall Website. She asked for a Proposer and Seconder. David Catchpole and Patricia Hennessy resolved that the Minutes be accepted.

 

Lin Green as Chair reported on the year and on how much the committee had achieved.

(Report to be added)

 

David Catchpole as Treasurer gave his report and showed the accounts for the year on a screen.

(Accounts to be added)

 

There were a number of questions from the floor.

 

Question -  What were the expenses, as the report on the screen was not clear?

Answer     - David read out the expenses from the report. David also pointed out that

                    The turnkey per month is £2000 (ie electricity, cctv etc).

 

Glen Dryhurst, a Trustee arrived at the meeting.

 

Question -   In the last couple of years, there was an item concerning the construction of the

                    building. Is there a plan to proceed with the repairs.

 

Answer -    The roof is a problem, it is not insulated and the estimated cost is in the region

                     £100.000.00.

 

Question - Are the Committee setting aside monies to repair the roof.

 

Answer   -    No we are concentrating on getting the kitchen up and running. To be able to

                     encourage more hirers but we take your point and will put this into operation.

 

Question - But surely you are losing heat through the roof, because of the bad insulation,

                   A false economy.

 

Answer -     The roof has been repaired in places where it was extremely bad. The large    windows at the end of the hall need replacing.  The small windows at the side are single glazed and also need replacing.

 

Question  -  Do you have plans to save money in the long term to replace the roof.

 

Answer    - Yes but there is a need to hold monies in reserve for emergencies.

Based on the present accounts and accruing £10k per year 10 years is needed to build up enough Funds to be able to do all the repairs and structural work to the roof. This would be reduced if we are successful in obtaining more grants.

 

Question -  What happened to the money in the accounts.

 

Answer    - There was no money (in fact the previous committee left the hall in debt)

 

Question -  A lot of work went into raising monies for the hall.

 

Answer   -   We have no idea where the money went.

                    Maria the previous Treasurer explained that she tried to find out what happened

                    But had no success.

 

Question -  Our Bowls Club applied for a grant from the Lottery Fund. We received a grant.

                   Could you do the same.

 

Answer   -    We have applied in the past, it is very difficult and involves a lot of work.

                      But we will investigate further.

 

Question - Was the floor varnished over Christmas.

 

Answer   -    Yes when the hall was closed for the holiday.  But unfortunately had to be re-done at no cost to the hall.

 

Question -  We can remember a time when there used to be weddings in the hall every weekend.

 

Answer    -   We are considering opening for Adult Celebratory Parties in the hall.

The problems were not having a working kitchen.  Worrying about the noise of people leaving the hall late at night and disturbing the neighbours.  Also, one of the Trustees would have to be there to lock up.  Plus, heels marking the floor.  Although we have changed this from high heels to not allowing stilettos.

                     

                   Our daytime groups are going down so, a rethink is needed.

 

Question -  Why don’t you have a Doorman for parties. How do you advertise the hall.

 

Answer    -  The hall has a website. 

 The Doorman would have to be paid for out of the revenue of the hire which may    not be viable.

 

Helen England – gave her report on the bookings over the last year. 

 

Lin introduced David from Bonsai Club – he had brought along a beautiful example of a bonsai tree.

 She recommended going along to their club.

 

Aimee our excellent caretaker has been invited to join the Committee and has accepted.

 

Carol Bibby and her Husband have joined the committee. Along with Chris Barnes.

 

The AGM finished at 8.30pm.