Another Year

The Committee hosted a meeting which gave an opportunity for members of the public to hear what we have been doing at the hall since our last meeting in 2024, and what plans we have until the next. See below a copy of the minutes of today's meeting.

​

Minutes of AGM meeting held at Boosbeck Village Hall

Friday 2 May 2025

Attendees:

Debbie Healey Chairperson

Paddy O’Rourke Vice Chairperson

Karen O’Rourke Bookings Manager

Linz Mays Funding Manager

Ann Passmore Treasurer (Minutes)

Rob Burnell Committee Member

Carl Austin Volunteer

Kevin Hannaford Volunteer / Charity Commission accounts examiner

Joan Armstrong Volunteer

Barbara Welford Volunteer

Kyle Snowden New Committee Member

 

 

Apologies:

No apologies received

 

​

Minutes of the previous meeting. These were accepted as read

 

Matters Arising:

Update on the Lease – LM advised that it is still with the solicitors awaiting registration, although the draft does satisfy the requirement in the funding bids. External notice board water egress issue – still outstanding. KOR /Rob to progress repair.

Terms of Reference - These were agreed for a further year with a small tweak to section 1.2 revised to read: The Committee aims to have a Chair / Vice Chair / Secretary and Treasurer. There is no maximum limit for Committee Members.

 

Treasurer Report (AP) 24/25 Linz has excelled at acquiring grants totalling nearly 39 thousand pounds Therefore, we have an extremely healthy bank balance of nearly 38 thousand pounds. There are no particular costs ringfenced except for the purchase of curtains for the stage. Linz had asked for an estimate of what our yearly costs would be to simply stay open. An approximation would be £4,500. AP suggested a building check may be advisable – roof / guttering / drains. 

 

Secretary Report We do not currently have anyone in this post

​

Events and Bookings (KOR) Bookings are doing well, and she is having to decline some due to being fully booked on dates required. More music nights suggested. Discussion re positive football events (allow children to increase the numbers) The next football events are scheduled for 2 to 27July 2025. Events TBA KOR – issue with evidence requirements for bouncy castles that any hirer uses in the hall. There should be a yearly service label evidently and we think we need to actually view their evidence of insurance. It was suggested that we add a section to the hirer’s agreement to cover this. Although, we have not completely determined what is required of us. Post meeting - Update to bouncy castle issue –KOR has spoken with Oakley’s castles and has viewed the correct certificates. He is if the opinion that the liability comes with the hirer, and not the hall. Agreement that hall rent will remain as is. If the booking is likely to be a high earner, then we can charge a fixed rate of £40 for the event.

 

POR wished to thank the previous Committee for laying the foundations for us to increase the hall’s turnover so effectively.

 

Health & Safety

POR asked if any issues currently.

The fire doors are generally in a state of bad repair and the sensors are hanging off. We need advice as to recommendations – perhaps the Fire Service? In the worst case scenario, we will go out to get 3 quotes for replacements.

Kitchen door – POR asked that everyone ensures they hold the door whilst it closes rather than allow it to bang shut which could result in damage. AP will investigate if it can be repaired. POR will speak with someone from the council that do the youth clubs and see if they can do a H&S building audit for us. 

 

Funding update (LM) LM highlighted that, since ascertaining the correct period for the financial returns to the Charity Commission, this has resulted in late markers being placed on the Accounts and Annual Returns. Inadvertently, previous returns had been submitted for a Jan-Dec period and they should have been submitted from April-March. Thanks were expressed to the new Treasurer AP for the work involved to rectify this which has now been fully resolved, and we are on track to submit the next return for 24/25 when the Charity Commission site is available to do so at the beginning of August 25. LM expressed concerns this may impact on the success of future funding bids if part of the donor’s due diligence is to cross reference against the Charity Commission. LM will continue to apply for funding regardless and mention the above to try and mitigate any concerns funders may have. At present, LM is waiting for a response from seven funding applications which range from putting on events to building improvements. LM advised from previous rejections that funding pots continue to be over subscribed. Following a rejection from the National Lottery, LM has reapplied for the Awards for All Grant in the hopes of securing 10K for a new floor. For the new flooring project, 2.5K has already been secured however this is currently held in trust by Tees Million until further funding is secured. LM asked the group for help with obtaining quotes for improvements or events they would like to see. This helps to speed up the funding application process as quotes are then readily available. Although previous events have been determined via successful funding, the group agreed that to continue to build momentum we could look at self-funding some future events through hall funds. Following quotes to replace the two fire doors and main door, LM to look at grants that might support this. This type of work may fall into a Net Zero and Kevin sustainability funding stream. KH to pass on details from the contact at the new veteran village who maybe able to advise on companies who could carry out the supply and installation of fire doors. LM advised that due to a change in personal employment, time commitment to applying for funding has reduced therefore there maybe a decline in income from funding compared to the last two years.

 

Policies and Procedures

POR provided a folder that was used when the hall was used for the youth service. AP to look at the current requirements based on hall use only and produce what is required. She asked that the committee assist in confirming these meet the requirements and they ‘sign off’ to show commitment to following what is produced and implemented. We have a printed current risk assessment template from the HSE site and this will be completed asap.

​

Any Other Business:

Chair overview (Debbie) We have had an amazing year with all the events and the improvements – the stage installation and the mosaics. Unfortunately, she will have to step down from Chairperson to Vice Chairperson as she is unable to be present sufficiently for the chairperson post. POR will take over as Chairperson. There were definitely no objections to this change. POR thanked Debbie for her previous contributions.

 

An issue with some post going to 16 Oldham Close rather than our address was raised. Could we all take any opportunity to have a word with the post people to address this issue. If it continues AP will contact the Post Office direct.

 

POR advised that an acquaintance called Glenn has offered to assist the group as a volunteer, although he does not want to join the committee. Barbara also offered her assistance where she can and when available but again does not want to officially join the committee. Kyle does want to assist and join the Committee. He is involved in an astrological society that offers events for both Adults and Children. The group agreed on our interest in offering this as an event. The sessions start in October and he will liaise with KOR to get a suitable date in the diary.

 

POR – suggested hiring a local 14 year old singer called George Robinson (Redcar Crooner) who has been busking in the area and appeared on Look North. He will contact George and liaise with KOR to see if we can get a booking in the diary. POR also mentioned a wedding singer – he will approach for a quote.

 

LM will look at booking a further Murder Mystery and an ABBA event shortly on the basis that an initial grant is not required for all our events.

 

Bonkers Bingo – Debbie wanting to get the tickets on sale as requires monies for the prizes. LM will prepare a poster and advise further.

 

Barbara suggested we also do a raffle to supplement income (but only reasonable prizes). The group agreed to increase the cost per strip to £1 from 50p for ease of administration. 

​

KOR suggested one major event per month.

 

Bar prices – agreed they remain as is for this year with a definite opportunity to increase in 2026.

 

Kev will deliver some posters and bunting that the local school has produced for the VE Event.

 

Television & Film Licence compliance – the group debated whether this would be a necessary expenditure (£326 plus VAT / a single use licence is £75). Evidently, we do require this if we show a program that includes advertisements. AP was tasked with finding out further details about any further benefits the licence may offer to make it more cost effective.

 

LM will add Kyle and Barbara to the group messaging on Facebook.

 

POR thanked all for attendance – quite a good number of attendees. 

 

Next AGM TBA April / May 2026 

​

Added Post meeting:

POR suggested we add word of mouth to the TOR at 1.7 1.7 Activities and events will be advertised in a variety of ways to ensure inclusion, including social media, notice board and word of mouth. I will assume this change is acceptable (Trustees contact AP if not in agreement)

 

POR also requested a change to the number of votes required for decisions to be passed at 2.0: 2.0 - as we have 8 committee members now, should it be raised from 3 to 4/5 for a majority. If a split decision, it’s been in the past that the chair takes the deciding vote. Consensus is an increase to 4 votes.