DRAFT AGM MINUTES 2016

Matters arising - questions and comments from the public from the 2015 AGM and associated responses were read out.

1. What is the long-term vision for the Hall? Will it need to be replaced in 100 years? If so, where will funds come from? Answer – the Memorial Hall Trust is a charitable organisation which must use its funds to fulfil the aims of the charity. Funds should not be accumulated in a bank account, other than a small contingency fund. Therefore it is not possible to start to build a fund to replace the building in 100 years.
2. Could we consider providing a portable stage? Answer: Good idea but we need to provide suitable secure storage building first - extra storage is being investigated
3. Comment: The Film Club is a great success and all involved, particularly Jane Bell, should be thanked for their efforts.
4. Will there be a village BBQ this year? Answer: Yes, there was a BBQ on Sunday 20 September 2015. Also bonfire was held on 8 November.

The Treasurer (FH) gave her report.

Revenue from bookings has increased slightly since last year at £15,500 (up 4%). Running costs have increased from last year mainly due to kitchen and plumbing maintenance (£300). The Film Club is generating a good surplus to put towards next year’s film season. The Hall website was upgraded in February 2016, providing more information and simplifying and streamlining the booking process.

The Hall is very popular at the weekends and weekday use by local business is improving. It was suggested that a basic projector and flips charts and stands be purchased.

The Treasurer report that there is now £20,000 in the reserve fund, the target agreed in October 2015. The Hall trustees are busy planning improvements to the Hall based on feedback from Hall users (porch, freezer, car park improvements, storage).

The Chairman (CC) gave his report, the same report as recently presented to the Parish Council.

The Chairman reiterated that the Memorial Hall Trust is a not- for- profit organisation run for the benefit of the local community and is available for community use on Tuesday evening. Hire charges will be increased from May 2016 but this is the first increase in 3 years. The committee will continue to use funds to maintain and improve the Hall and plan to improve the car park and entrance porch.

The Chairman thanked all the Committee, particularly the Vice Chair, Treasurer and the core team who organise events, for their efforts during the previous 12 months. The Chairman thanked the 3 members of the public who attended the AGM for their interest and their questions and comments.

Election of officers.

Committee for 2016-7
Charlie Carter was elected Chairman
Graham Bell was elected Vice Chairman
Fleur Howles was elected Treasurer
Sarah Potter was elected Secretary

Trustees.

Robert Newman resigned as a trustee after many years of very valuable work and was thanked by the Chairman for his impressive contributions. RN offered to continue to help advise the trustees as required.

GB confirmed there is no prescribed number of trustees but we should aim for a minimum of 7 at all times

Trustees for 2016/7: Charlie Carter, Graham Bell, Fleur Howles, Gillian Grahame, Laura Bell, John Wait, Sam Moore, Sarah Potter, Anton Roberts, Hannah Callier

Questions from the public:

1. Is there a better way of communicating/giving advance warning of village events? Eg mailshot, e-mail through Beech Hill website, list of events displayed in shop. HC hopes to set up a Facebook page for the Memorial Hall.
2. Could events be advertised in Loddon Reach? Copy deadline is by the 8th of the previous month
3. ‘AGM’ may be an off-putting name for a meeting and more villagers may attend and give their views if invited to a question and answer session rather than an AGM.