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Whitehill Village Hall - AGM Notice April 2021

NOTICE for the AGM of WHITEHILL VILLAGE HALL

NOTICE IS HEREBY GIVEN that the Annual General Meeting of Whitehill Village Hall will be held at Whitehill Village Hall, Sutton Field at 7.30 on Tuesday 18 May 2021 to transact the following business, in person and via a Zoom link.

AGENDA

1. Minutes of the previous meeting held on Tuesday 4 June 2019

To be agreed and matters arising.

2. Reports and accounts

To receive and consider the audited accounts for the years ended 31 March 2019 and 31 March 2020 and adopt the reports of the charity trustees.

3. Auditors

To appoint the auditor for next year.

4. Appointment of charity trustees.

Please note nominations process below.

Please also note that following the AGM the newly elected Trustees with meet to select officers of the Management Committee.

5. Any other business

To deal with any matters raised at the meeting.

By order of the Managing Committee

April 2021

MEETING ATTENDANCE

TO ENSURE SOCIAL DISTANCING AND TO MAINTAIN CURRENT GOVERNEMENT GUIDANCE COULD YOU PLEASE ADVISE THE CURRENT CHAIRPERSON (DETAILS BELOW) OF YOUR INTENDED ATTENDANCE IN PERSON OR FOR THE ZOOM LINK TO ALLOW YOU TO JOIN US REMOTELY

NOMINATION PROCESS

TO NOMINATE AN INDIVIDUAL FOR ELECTION AS A TRUSTEE PLEASE SUBMIT YOUR NOMINATION BY 11TH MAY TO THE CURRENT CHAIRPERSON (DETAILS BELOW)

Chairman’s Details: e-mail alan@whitehillvillagehall.co.uk or by phone on 07976 161 363.

Whitehill Village Hall - Chairobics April 2021

Whitehill Village Hall - Table Tennis April 2021

The trustees at Whitehill Village Hall have been busy preparing for the gradual and safe reopening of the hall with some new exciting things to come.

As part of offering a variety of activities at the hall, we have purchased a pair of Table Tennis tables with funding provided by Whitehill Town Council.

We would like to talk to individuals or clubs in the local area who are table tennis players about the opportunity to run a club from the Whitehill Village Hall.

Please Contact Alan Waterhouse at Alan@WhitehillVillagehall.co.uk to discuss how Whitehill Village Hall can work with you.

Whitehill Village Hall Is looking for an Administrator/Book Keeper (On Hold due to Coronavirus Pandemic) Sept 2020

If you have the skills to help us run this local community hub please apply to alan@whitehillvillagehall.co.uk by 18th September

BOOK KEEPING and ADMINISTRATION JOB DESCRIPTION

Job Purpose: To provide administrative and book keeping support, keep records and help the Management Committee with running and maintaining the Village Hall for use by the local community and businesses.

Responsible to: Whitehill Village Hall Management Committee (WVH MC)

Reporting to: Chairman or in their absence the Vice Chairman of WVH MC

Working Location: Whitehill Village Hall. Home working can take place with prior agreement

Hours: 12 hrs per month - flexible - self employed

Job Description:-

Administration:

To attend at least one evening meeting per month of approx. 2 hrs on the first Tuesday of the month. (Day of meeting is under review)
To prepare and circulate the agenda and record and circulate the minutes of the monthly management committee meeting.
To ensure that the regular maintenance programme is adhered too, by contacting suppliers when programmed Health and Safety checks are due and arranging access.
To obtain quotations, place orders with approved contactors for reported maintenance faults and arrange access.
To be the first point of contact with existing users who need to report any issues.
To inform the Trustees of any changes/amendments required to existing policies and present to WVH MC for approval, updating on a yearly basis.
To keep documents on Dropbox updated in conjunction WVH technology support.
To read and research relevant newsletters/bulletins from the Charity Commission, Action Hampshire or any other appropriate body as directed.
Any other Administrative tasks requested by the Chair or Vice Chair.

Finance:

To update the financial spreadsheets using EXCEL on a monthly basis and perform a bank reconciliation with the Chair and Vice Chair prior to each committee meeting

To support the Chair with the production of the annual accounts
To explore funding opportunities and submit funding applications as required
To complete feedback and returns to grant providers as required
To enter payments onto the Banking System for authorisation.

Building Management:

To ensure that the regular maintenance programme is adhered too, by contacting suppliers when programmed health and safety checks are due and arranging access.
To maintain an on-going building check, ensuring that any damage and problems are dealt with.Orders to be placed with approved contactors and access arranged.
To oversee cleaner’s duties especially with regard to Coronavirus and user’s reporting.
To be the first point of contact with existing users who need to report any issue.

Promotion and Advertising:

To maintain publicity material, other social media sites and leaflets.
To maintain with the support of IT Technical volunteer the Halls website
To market the hall with local businesses.
To keep notice boards up to date displaying future activities and events.
To prepare notices required around the hall.
To be the first point of contact for enquirers regarding booking the hall when the booking Secretary is away.

Please email your application to : alan@whitehillvillagehall.co.uk

East Hants Community Lottery March 2020

Please Support Whitehill Village Hall in the East Hampshire Community Lottery.

- Tickets are only £1 per week
- 60% goes to local good causes
- You can win up to £25,000!

Grab your tickets today - https://www.easthantslottery.co.uk/

Digital Inclusion Feb 2020

Whitehill Village Hall and the Trustees are proud to support this initiative. Led by Phil Atkinson, Whitehill Village Hall are looking for feedback via a short survey on the digital skills the public may need help with.

People who lack digital skills can’t always access the services they need. They also miss out on the many benefits that digital can bring, such as feeling less alone, finding work, saving money and improving health.

Please take the time to fill out a survey.

Word Version (Dropdown Options)

Print Version

East Hampshire District Council working with Citizens Online is rolling out its award winning Switch approach to understand digital inclusion in Whitehill & Bordon better and make sure sufficient support is available to those who need it. The vision is to embed Digital Champions within many organisations throughout the area and at the council, to help people with digital skills.

As well as that we are looking for digital champions to help support the initiative. Can you be a Digital Champion ?????

Whitehill Village Hall - White Hill Christmas Dec 2019

This event was organised by a Whitehill Village Hall trustee and Royal Voluntary Service Luncheon volunteer Peter Benson, with help from Father Christmas and 25 elves and helpers, guests enjoyed a three course Christmas dinner, carol singing and a game of Bingo.

Father Christmas thanked all those who played a part in the day, enabling it to be a free event.

Peter said the event went “extremely well and surpassed my expectations”.

He added: “This event would not have been the success it was if not for the commitment, energy and stamina of the volunteers, who were outstanding.”

Village hall chairman Alan Waterhouse said: “The outstanding success of this year’s lunch and Whitehill’s goodwill demonstrates how members of a pro-active community can build a healthy and happy place to live and I was proud to be a part of this.”

See the article on the Bordon Herald Newspaper

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