KIBWORTH GRAMMAR SCHOOL HALL
MINUTES OF THE 2017 ANNUAL GENERAL MEETING HELD ON WEDNESDAY 11TH APRIL 2018
Present – Joan Fillingham (chair) (JF), Shona Atkin (SA), Ed Burgess (EB), Andrew Dawes (AD), Clive Huntley (CH), Pat Malpass (PM), Dave Birch (minuting secretary) (DB)
Public attendees – Allison Gibbins, Kelly Knibbs.
1) Apologies for absence were received from Philip Bothwell, Pat Copson.
2) The minutes of the 2017 annual general meeting were unanimously approved.
3) Matters arising from the 2017 annual general meeting:
Item 6a – it has been decided not to go ahead with solar panel project.
Item 6c – a grant was gratefully received from Market Harborough Building Society and lightweight tables have been purchased.
Item 6d – a new fire door has been fitted on the ‘top corridor’.
Item 6e – Affinity have now confirmed that they wish to remain at KGSH – they no longer wish to make any modifications to the premises but would like to take over more of the premises for office space. They have been informed that this is not possible as it would reduce too much the space available for other users.
4) Chairman’s report
ANNUAL REPORT FOR AGM 2017/18
Welcome to the report for the year 2017/18. This year we have continued to offer our users a choice of accommodation and plentiful parking, benefiting the local area with facilities for varied events both large and small in the heart of the community.
The two local theatre groups have presented entertaining and enjoyable shows, there have been two large charity sales and countless celebrations of birthdays, anniversaries and weddings. The main hall has also been used by the District Council for voting on two occasions. Much of these events has occasioned hard work for our three permanent staff members Kelly Knibbs, Allison Gibbins and Eric Wilde and would like to thank them most sincerely on behalf of the trustees.
Maintenance of the building is always ongoing, but this year trustee Clive Huntley has focused on fire and safety and precautions to prevent any accidents. An ordered approach to monitoring the building safety has begun and will continue this year.
Despite rising costs the finances remain sound. A small profit has been made and our savings remain solid. The trustees have supported measures to save money and to assist with publicity – so very necessary to maintain our customer flow.
Thanks to donations from Market Harborough Building Society and the Last Minute Theatre Company 10 new tables have been purchased – gratefully received.
The trustees of the charity all volunteers are invaluable to the continued success of the organisation and my thanks go to all of them for their hard work. Sadly this year we received the resignation from Felicity Peberdy, a long serving trustee, we would like to thank her for all her hard work over the years.
Shona Atkin has joined us as a new trustee tonight and Mr. Paul Scourfield has shown an interest in being a trustee but unfortunately is away tonight so will be co-opted at our next meeting. I hope that both will enjoy their time as trustees and find it of interest and rewarding.
The last year has been a good one for the Grammar School Hall and I hope that next year will continue to be so or even better.
The Chairman’s report was commended and accepted.
5) Treasurer’s report
The annual accounts show a small profit of £1500 approx. Governance costs are down slightly and efforts are being made to reduce costs of running the premises.
However, some costs will rise – i.e. pensions for Kelly Knibbs and our performing licence and insurance will inevitably rise.
A very generous donation of £150 was given by Last Minute Theatre Company. This will be retained until some urgent need is identified.
My grateful thanks to James Ireland for preparing the accounts and balance sheet.
A full copy of the accounts and balance sheet is available from JF
The large rise in the cost of the annual telephone bill was noted by trustees. It was thought that this was because most of the hall’s users now communicate by mobile phone. As the Hall only has a landline, this would add greatly to costs.
JF and SA would look into purchasing a mobile for the hall and making this the main means of telephone communication.
6) Election of Officers
The current governing body plus Shona Atkin were unanimously elected.
CH made clear that he would be resigning as soon as the new fire door he had ordered for the hall kitchen is delivered – expected to be in May or June.
7) Any other business
a)Discussion of the possible purchase of a defibrillator is deferred until the next trustee meeting.
b)Fire safety – JF has a contact who is a fire officer for a large organisation and she has asked him to make a survey of the premises to ensure that all current fire regulations are met. JF to report on the outcome at the next trustee meeting.
c)Health and safety policy – Stephen Butt, clerk to Kibworth Beauchamp PC is currently preparing a policy document.
d)Asset register – JF, Kelly and Allison are going to prepare a register by the end of April. JF pointed out that the register would not cover those assets of Affinity that were kept on the premises – JF would ask Affinity to complete their own asset register and to ensure that any electrical goods they have on the premises are PAT tested.
e)PM proposed a vote of thanks to JF for all the hard work she has put in over the current and past years. This was unanimously supported by the trustees.
8) Date of next committee meeting – Wednesday 30th May