WHITESTONE PARISH HALL COMMITTEE OF MANAGEMENT
Registered Charity No 1134187
ANNUAL GENERAL MEETING - 7.00 pm WEDNESDAY, 8 May, 2017
MINUTES
Present: No members of the public were present. Committee:- Dr Jane Richards, Derek Fisher, Mary Belt, Dr Anna Kellagher, David Lee, Jock Kirkpatrick, Peter Hanson, Irene Mathieson, Ron Bramhall, John Robinson, Carole Jones, Sandy Oxford, Laurence Blades
1. APOLOGIES
Mrs Pat Vaughan
2. MINUTES OF LAST ANNUAL GENERAL MEETING
Having been circulated to all members of the Committee in May of last year and displayed on public notice boards at Nadderwater, the Church and at the Hall, the minutes were agreed as correct, each page signed accordingly, by the Chairman.
3. MATTERS ARISING
None
4. CHAIRMAN’S REPORT
The last 12 months had seen a continuation of the process of improvement in the facilities provided by the Parish Hall. This had been reflected in an increase in bookings and subsequent good income stream
The renovation of the piano proceeds slowly. Its innards have been improved but it awaits the attention of a frame restorer and then will be fitted with a cover to match the curtains. A duet stool has been purchased so that whatever the dimensions of players there is adequate seating! The east window has been re-curtained by Mary Belt but needs a ‘wand’ to facilitate opening and closure as it is very long and high. The rail for the brown inner ‘tabs’ curtains on the stage had been replaced as the fixture was long past its sell by date. Inadvertently the firm who did the job initially replaced the rail for the main curtains, so we now had two new rails for the price of one.
All the new chairs arrived including the extra 50 kindly donated by the Parish Council but there was a problem with staining which was being addressed. The panelling in the Billiard Room had been completed by Dick Jordan and the saga of the heating arrangements in the Billiard Room seemed to be coming to an end – due to global warming or perhaps Peter Hanson had finally cracked it.
The Committee was pleasantly surprised when the application in our name for a Lottery grant towards a community cohesion event was accepted and a very well attended evening with a jazz band and food was the outcome in November. Thank you to all who worked at it and supported it. Rural Aid had been an ongoing source of funds for us which is less likely in the future as other local parishes have cottoned on to its benefits. Finally we had a new Hearing Loop System, fitted in February, which had been welcomed by users of the hall with hearing aids. Jock Kirkpatrick and Bryan Durrant had been learning how to make the best use of it.
Chairman wished to thank: Derek Fisher for excellent recording of our meetings and keeping her in order, backed up by Pauline who does all the bookings and keeps the users happy, Peter Hanson and Jock Kirkpatrick, our indefatigable ‘odd job men’ who seemed to find something to do every Thursday, Ingrid Gibson who works many more hours than she admits and keeps the hall beautifully clean and sweet; Anna Kellagher, supported by John Robinson, who ensured our continued solvency. Thank you, too, to all other trustee members of the Committee of Management who contribute in so many ways to the successful running of the enterprise and to the Parish Council, as the Custodian Trustee, who we hoped would continue to support us in providing a truly valuable resource for the people of Whitestone.
5. TO APPROVE THE FINANCIAL ACCOUNTS FOR THE PERIOD 1/1/2016 TO 31/12/2016
The Treasurer presented the accounts, which had been independently examined, setting out receipts and payments for the year ending 31st December 2016 together with a more detailed financial breakdown of Income and Expenditure over the same period.
It was noted that Receipts had totalled £16,709.29 whilst payments had totalled £16,659-67 providing an overall profit of just under £50. Although lettings had been up slightly in 2016 the provision of utilities had cost a little more but variations in the actual times that invoices were settled made it impossible to read anything very much into comparisons between 2016 and the previous year.
At the close of the year our balance stood at £9,078.
The Treasurer explained in full the various submissions that were to be made to the Charity Commission, in the name of the trustees. After discussion and amendment as necessary Proposed by Ron Bramhall, seconded by Mary Belt that the accounts be adopted . All agreed, the accounts being duly signed accordingly by the Chairman.
6. TO APPROVE THE TRUSTEES’ ANNUAL REPORT FOR THE PERIOD 1/1/2016 TO 31/12/2016
The report having been circulated to all members of the Committee proposed by John Robinson, seconded Sandy Oxford that the report be adopted. All agreed the report being duly signed accordingly by the Chairman.
7. MATTERS ARISING FROM THE TRUSTEES’ ANNUAL REPORT
None
8. CONFIRMATION OF APPOINTMENT OF REPRESENTATIVE MEMBERS TO THE COMMITTEE AS NOMINATED BY PARISH ORGANISATIONS.
Nominations for the next 12 months had been received and were confirmed as follows:
Parochial Church Council |
Dr Jane Richards |
Whitestone Social Club |
Peter Hanson |
Cuban Airwaves |
David Lee |
Sports and Social Club |
Jock Kirkpatrick |
Whitestone Gardening Club |
Ron Bramhall |
Book Club |
Carole Jones |
Church House Educational Foundation |
Dr Anna Kellagher |
Parish Council |
Mary Belt |
Whitestone Players |
Laurence Blades |
9. ELECTION OF UP TO FOUR MEMBERS TO THE COMMITTEE FROM NOMINATIONS RECEIVED
Written nominations had been received, properly proposed and seconded, in respect of John Robinson, Irene Mathieson, Sandy Oxford and Derek Fisher. No further nominations were forthcoming and on proposal by Mary Belt, seconded by Anna Kellagher all above named were duly elected.
10. NOTIFICATION OF RESIGNATION OF EXISTING COMMITTEE AT CLOSE OF ANNUAL GENERAL MEETING
In accordance with the provisions of the conveyance, the resignation of the existing committee, with effect from the close of this meeting, was noted.
11. DATE OF NEXT MEETING
The Conveyance dictated that the Annual General Meeting should be held in May of each year, the exact date of same, to be confirmed in due course.
12. PUBLIC PARTICIPATION/QUESTIONS
None
There being no further business the Chairman closed the meeting at 1940 hours