Reports and Minutes of Meetings

Hemswell and Harpswell Village Hall

Annual General Meeting Agenda

Tuesday 3rd May 2022 at 7pm

1. Present

Paul Watkinson, Tina Ramsay, Ingrid Langton, Sally Everatt, Rosemary Jackson, Marlene Jackson

2. Apologies

Mark Tatam?

3. AGM Minutes 2020/21 and Chair’s report for 2020/21

• Discussed and agreed to be signed by the Chair.

4. Matters arising

• Secretary to inform the Parish Council of AGM minutes and details of future events or any information to share with regards to the village hall business.

5. Chairs report for 2021/22

Thank you Chair for the report. All read and approved.

• Kevin Blow to respond with a quote for the pointing of the gable end. We would like to arrange for the work to be carried out ASAP.
• Discussed the list of work that needs to be completed; electrical work is a priority. To source contractors and quotes for the work to be done.
• Tina to advertise for a painter and decorator to decorate the hall interior once damp areas have been sorted with damp seal paint.
• Purchase a new water urn for the village hall. Needs to be PAT tested.
• Dishwasher no longer working so view to remove and replace with a fridge.
• Discuss signage once the quotes have all been received with images and figures before application can be made. Also discussed a sign for the car park so its only used by those visiting the hall or the park.
• Grass cutting to be funded by the village hall for the contract of 2022-23. Future years may need to be reviewed with regards to funding for the contract long term.

6. Treasurers report for 2021/22

• Focus on reducing the electric consumption due to price rises.
• Maintain regular income for the hall- discussed potential of rising hourly rate to support rising costs and future maintenance of the hall.
• Continue to promote the hall to hopefully increase bookings.
• Improvement work to begin including electric works, damp issues, redecorating and gable end.
• Fundraising to continue to support the funds for the village hall and park.

7. Election of Trustees for 2022/23

8. Plans for 2022/23

Upcoming events:

• May Day celebration 2022- it was a huge success and we are awaiting the final figures. Committee and May Day organisers to arrange a date for a debrief to discuss outcomes to support May Day 2023.
• Picnic in the park for the Queens Jubliee- bring your own picnic and teddies to celebrate as a community! We will be providing mugs for all the children in the village as commemorative piece.
• 2nd July Coffee afternoon for Guide dogs for the Blind/village hall funds. Include a raffle and ‘guess the name’ game.
• September- Macmillan coffee afternoon (date to be confirmed)

9. Any Other Business

Rita- Mon & Thurs eve and Sat morning

Boogie Bounce- Wednesdays 6pm circuits 6:30- 7pm Pilates 7:15-8:15pm

Craft club- 1 Tues of the month

Contact recent hire request for Naturist group.

Research potential available funding- applications for grants etc.