WHITESTONE PARISH HALL COMMITTEE OF MANAGEMENT
Registered Charity No 1134187
ANNUAL GENERAL MEETING - 7.00 pm WEDNESDAY, 21st FEBRUARY, 2018
MINUTES
Present: Public - Mrs Pat Vaughan, Jane Rose. Committee - Dr Jane Richards, Derek Fisher, Mary Belt, Jock Kirkpatrick, Lawrence Blades, Irene Mathieson, Carole Jones, David Lee, John Robinson, Dr Anna Kellagher
1. APOLOGIES
Dr Ron Bramhall, Peter Hanson, Marian Durrant
2. MINUTES OF LAST ANNUAL GENERAL MEETING
Having been previously 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
Chairman welcomed those present to the meeting and in particular Mrs Pat Vaughan for her continued support. She advised that her report covered the 12 month period since the last AGM as opposed to being confined to the year ending 2017.
She reported on several ‘upgradings’ of our services and facilities since the last AGM including the professional decoration of the main hall last August, when as a result of the hall being closed for a suitable period we also arranged for a Periodic Electrical Systems check to be carried out. This had raised some interesting questions about what electrical tasks could be conducted by unqualified persons with little help from insurers and the local authority who did not seem to be of one mind. All the faults disclosed by the inspection had now been addressed.
The piano now had a cover, the pipework in the hall boxed-in making the overall appearance much tidier, the roof lights had been fitted with remote control Velux blinds and we had two bicycle stands at the entrance to the car park. There had been on-going discussion about a porch to the back (east) door to prevent wind ingress, but as this really only involved the pantomime, after several options being considered it was decided not to pursue the project. The Committee was now working on the requirements for Hallmark 3 to recognise our quality standards.
She wished to thank Derek Fisher for his work as Secretary. Having moved to Exeter he wishes to resign the position and we were in urgent need of a new Secretary. During the year Sandy Oxford resigned when she moved out of the parish and a thank-you to her is deserved for keeping us aware of the needs of the disabled. Anna Kellagher, backed up by John Robinson, has been a fabulous Treasurer and Ingrid Gibson, despite health hiccoughs, has kept the hall consistently clean. We had also said farewell to our Booking Clerk, Pauline Fisher, but are pleased to welcome Caroline Honeywill as her replacement. Another casualty of the Fisher family removal.
Finally, she wished to thank all her fellow trustees for their help and support for the hall.
5. TO APPROVE THE FINANCIAL ACCOUNTS FOR THE PERIOD 1/1/2017 TO 31/12/2017
The Treasurer advised that the accounts had been presented at the last full Committee Meeting, at which time they had been approved for presentation to the AGM, noting that we had enjoyed a good year whilst spending only a little more than we had received basically due to planned expenditure. At the end of the year we were left with a balance of
£8755-63. Proposed Mary Belt seconded David Lee that the accounts be adopted, all present in agreement.
Discussion ensued on the need to prepare future accounts in two different formats when the Charity Commission accounts should be sufficient. Generally felt that the fine detail provided by the ‘internal accounts’ were very useful in comparing previous years income/expenditure. On a vote of 6 for retaining the present system, 2 against and 2 absentions it was resolved to maintain the status quo.
6. TO APPROVE THE TRUSTEES’ ANNUAL REPORT FOR THE PERIOD 1/1/2017 TO 31/12/2017
Noted that the annual report formed part of the financial report submission to the Charity Commission which had already been adopted as part of the Minute 5 above and that there was no need to separately adopt the report either now or at subsequent Annual General Meetings.
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 | Jane Richards |
| Whitestone Social Club | Peter Hanson |
| Cuban Airwaves | Dave Lee |
| Sports and Social Club | Jock Kirkpatrick |
| Whitestone Gardening Club | Ron Bramhall |
| Book Club | Jane Rose |
| Church House Education Foundation | Anna Kellagher |
| Parish Council | Mary Belt |
| Whitestone Players | Lawrence 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, Marian Durrant and Derek Fisher.
No further nominations were received and on a proposal by Mary Belt, seconded by Anna Kellagher, all the 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 dictates that the Annual General Meeting shall 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 1930 hours