Whitestone Parish Hall

WHITESTONE PARISH HALL COMMITTEE OF MANAGEMENT

Registered Charity No 1134187

AGM

7-00PM MONDAY, 13th MAY 2019

MINUTES

  1. PRESENT/APOLOGIES: John Robinson, Laurence Blades, Mary Belt, Jane Rose, Pam Lee, Pat Vaughan, Tanya Miles, Guy Fielding, Sue Llewelyn, Anna Kellagher, Mary Colson, David Lee, Marion Durrant, Jane Rishards, Jock Kirkpatrick
    Apologies: Peter Hanson, Irene Mathieson.
  1. MINUTES OF LAST AGM (9.5.18): LB requested the spelling of his name be corrected. JR signed as correct.
  1. MATTERS ARISING FROM MINUTES OF 9.5.18 (not covered in Agenda): None

  1. CHAIRMAN’S REPORT (JR): Report attached to these minutes. John Robinson said that although he has resigned as a trustee he would continue to be back up treasurer until a replacement is found. Discussion about state of kitchen after parties. AK asked how bad it is. MB said some equipment (baking trays, grill rack) is missing and is often left untidy and dirty. MC suggested letting Caroline (booking sec.) know to make a note of offenders for future repeat bookings by same people. Possibly put flier with booking forms to remind hirers of their responsibility to leave clean and tidy.

  1. APPROVE FINANCIAL ACCOUNTS (AK): Accounts attached to these minutes with trustee’s annual report. AK explained layout as per Charity Commission requirements. As our income is <£25K we don’t have to submit full accounts but must be independently verified. AK said only notable item is the savings plan of £2000 p.a. for the maintenance/replacement of the solar PV panels as the income from them is essential to maintain income surplus. MB asked for it to be minuted that we are all very grateful to AK (and JRo) for all the work done on accounts.

  1. TO APPROVE TRUSTEES ANNUAL REPORT:

  1. MATTERS ARISING FROM TRUSTEES PEPORT: None
  1. CONFIRMATION OF APPOINTMENT OF REPRESENTATIVES: All confirmed. Discussion about clubs not currently invited to have a representative. GF read out constitution, which states all clubs are entitled to have a representative if they wished. DL (rep. for Cuban Airwaves) said he’d like to be rep. for Table Tennis and Whitestone Entertainments too. AK said it would be more helpful to have other people from those clubs to increase numbers. DL and MD took application forms, which will be considered according to the constitution at next meeting.

  1. ELECTION OF UP TO 4 MEMBERS: Put forward and accepted: Mary Colson as she is secretary, Guy Fielding and Marion Durrant. Decided to leave it at 3 now but discussed that Mary Belt will be elected if she does not continue as Parish Council rep..

  1. RESIGNATION OF EXISTING COMMITTEE: All resigned.

  1. DATE OF NEXT AGM: May 2020

  1. PUBLIC PARTICIPATION: Pat Vaughan wished us the best of luck.

Meeting closed at 7.40pm