HAVANT & DISTRICT HOLIDAY VENTURE
Minutes of the Annual General Meeting
held on Saturday 27th March 2010
at Hayling Island Community Centre  
at 6.30 pm

1. Welcome by Chairperson, Dee Humphris (Nee Goring)

   Dee welcomed the parents, staff and committee members to the  Annual General Meeting of HDHV 2010.  Dee noted that an Attendance List was circulating the meeting and noted that a quorum of members was present. 
   
   Dee introduced herself as Chairperson, Mel Knibbs as Secretary and Kelly Mace as Leader. Dee then introduced Caroline Devlin acting as the Treasurer as Andy Dunn, existing treasurer, was unable to make the meeting. Dee then passed to Mel who read out the apologies.



2. Present and Apologies Present:

   Dee Humphris (Chairperson), Mel Knibbs (Secretary),Kelly Mace, Caroline Devlin,  Moira Lister,  Gillian Linkins, Stacey Truscott, Joe Woolley, Az Wiffen, Shaun Kneller, Luke MacDonald, Rebecca Moncreaf, Ana Muwanga, Marie Devlin, Keith Wileman, Diana Wileman, Judith Woolley, Isobel Meades, George Woolley, June Wiffen, Roy Wiffen. Apologies had been received from Andy Dunn, Cyril Powell, Betty Gavin, Jackie Henley.



3. Minutes and matters arising from AGM held on 26th March 2009

   There were no matters arising. It was proposed by Gill Linkins and seconded by Moira Lister that the minutes were an accurate record and should be accepted. This was agreed and carried.



4. Chairperson’s Annual Report, Playscheme 2009

   Overview
   
   2009 saw HDHV run another playscheme during the first 3 weeks of the summer holidays, the scheme was run for the first time from Prospect School and saw a total of 20 children attend the scheme including 4 for the first time. We also employed a total of 22 paid members of staff and involved 3 volunteers.
   
   Activities
   
   The programme of activities was varied with a good mixture of on and off site activities. We endeavoured to provide all new activities in 2009 and I think we managed it.
   
   The programme was well varied with a mixture of sport, art and outdoor activities, we continued with the theme days introduced in 2008.
   
   Overall the feedback received regarding the activities was very good from all age groups and abilities.
   
   We ran a focus group for the first time in 2010 which allowed the older group to discuss their views and ideas on HDHV and assist in submitting requests for needed funding from charitable trusts. We will be running this annually as it was a great success.
   
   Looking forward to 2010.
   
   2010 sees HDHV celebrate its 30th anniversary and in celebration we have organised a variety of events some of which you may have heard about. A charity bike ride was completed on March 20th by 10 brave volunteers who rode from Havant College to Old Portsmouth on a VERY wet and windy day!! They have raised money to go towards HDHV 2010 and we will be announcing later this evening the grand total.
   
   We have a bag pack organised for 6th June at Havant Tesco and we need as many children and volunteers as possible to help us raise our profile in the local area and hopefully collect some donations.
   
   Az Wiffen has bravely volunteered to have his pony tail cut off on the final day of the scheme this year if he can raise £600, Az is here tonight and he has a bucket so please pop a few pennies or whatever you can spare to help him reach his target!!
   
   And I’m sure you are all aware tonight we are hosting a birthday party in aid of HDHV and hope you will all be staying to join us raise a glass for this fantastic charity.
   
   Last year I spoke about our plans to launch a website and provide better communication between Parents, Staff and committee. I am very pleased to say we have a website which is now live and we hope everyone will go home to have a look at. We have all the children and staff application forms on there which are downloadable along with lots of pictures from previous years.  
   
   Thank you’s
   
   We have had support from some local agencies in 2009 to allow HDHV to run. We would like to thank The Henry Smith foundation for their generous grant toward the cost of HDHV. We would also like to thank Creation base, the respect team, Mary Rose School, Prospect School, Portsmouth FC and Same Difference.



5. Leader’s Report given by Kelly Mace

   HDHV 2009 was a very good year!!!!
   
   We wanted to introduce a whole new outlook to HDHV  last year so we came up with lots of different ideas, so many in fact that we couldn’t cram them all into 3 weeks.
   
   I would just like to talk about some of the activities that we did that were brand new to the play scheme last year.
   
   Creation base:
   
   This activity was very good and very new, the lady that runs this workshop is a colleague of mine from work and she runs art workshops in different environments she also does a lot of fashion making. Last we wanted to bring a different creation to art and craft so the kids took part in an activity called coiling where they used different materials and made it into a coil or some of the kids made them into purses. This activity was very successful because it was something different and it kept the kids engaged all day.
   
   Homemade face masks/pamper day this was great fun the kids absolutely loved this activity they made homemade face masks from fruit and veg and were allowed to put masks on the staff as you can imagine they enjoyed this quite a lot!!!!
   
   They also had foot massages and hair and makeup done which they all enjoyed including the boys.
   
   Fratton park tour:
   
   This trip was very popular for some of our young people because they were able to explore the changing rooms, the news room, the press room, the different bars and the most important part the pitch (unfortunately no players were there).
   
   We had booked the tour for 90 minutes and it actually ended up being 2 hours long so it was really good fun and the kids got a keyring each.
   
   Nintendo wii:
   
   This was a new item that we bought for the scheme this year and the kids absolutely loved it because we didn’t just use it to play games we used it to play bowling tournaments against each other and table tennis, so they had great fun.
   
   Mystery trips:
   
   The same as every year the kids always try and get it out of the staff where we are going and somehow it leaks every year.
   
   The trips were very different last year because we added in an extra one which was just queen Elizabeth Country Park which was very good apart from the rain.
   
   I took the older group to foxlease where they were able to do archery and the zip wire they really enjoyed it.
   The younger group went to bird world and again they had a really good day.



6.  Treasurer’s Report

   Actual income during the financial year November 2008 to October 2009 was £15,503 and actual expenditure was £19,624.
   
   The net worth of HDHV at October 2009, being net assets minus liabilities, was £2,654 compared to £5,449 the year before.
   
   Since the 2009 accounts were finalised we have received a grant from PCC of £5,222. Taking this into account, and any debts, accruals, and prepayments, the 2009 play-scheme cost £18,428 to run, and generated income of £20,725. (Corresponding figures for the year before were £16,976 and £11,660.)



7. Approval of Annual Accounts

   It was proposed by Stacey Truscott and seconded by Gill Linkins that the annual accounts be approved. This was agreed and carried.



8. Election of Executive Committee

   Dee informed everyone that the committee consisted of herself, Mel Knibbs, Andy Dunn, Caroline Devlin, Moira Lister, Mark & Alison Creamer and Kelly Mace (honory member). Judith Woolley then proposed the re-election of the whole committee and George Woolley seconded it.
   
   This was agreed and carried.



9. The AGM closed at 7.05pm