Henstridge Village Hall
Meeting of the Village Hall Management Committee Tuesday January 9th at 6pm
AGENDA
-
Apologies for absence
-
To approve the Minutes of previous meeting on 12[th] December
-
Actions completed
-
Reports
-
4.1 Fund -raising and advertising
Ros – Jumble Sale and film night Amy Pointer– New Years Party Mair - Police Choir update
-
4.2 Finance - Treasurers Report Appendix 1
-
4.3 Projects - Gil Marston-Haynes
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4.4 Building Status
-
4.5 Safety and Security-Chris
-
4.6 Report from PC representative-Tony
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To discuss the purchase of a high quality remote controlled screen to be fixed above the stage in the main hall.
-
To discuss the induction loop for the lounge.
-
To discuss date for purchase of the chairs for the lounge.
-
To discuss the quote from Gail re hygiene bins for ladies toilets.
-
To discuss changing the supplier for window cleaning.
-
Update on projector etc.
-
To discuss the options for additional storage for the hall and to arrange a meeting with leaders of the Youth Club.
.
12. AOB
- Date of next meeting Tuesday 13[th] January at 7pm
Notes
-
We have a figure of about 2.5k – max of 3k for a screen from Richer Sounds, as it is a fairly simple job to fix it up this would be our cheapest option. As we have the money it seems silly not to make good use of it. Just need the go ahead to get this in motion.
-
I have made contact with a company for the supply and installation of the induction loop for the lounge I have sent you the email from them.
-
Regarding the projector etc. all the items are with us. What we now need to do it get a cabinet built fixed to the wall under the screen with the correct dimensions to take the items. Would Frank be able to do this for us? There will need to be a small electrical job to bring a supply in through the wall from the hall.
Can you task Mair with getting the minutes out ASAP after the meeting
I was going to ask her to do this myself, as after a month ones memory as to what was said etc. gets a bit hazy.
Henstridge Village Hall
Meeting of the Village Hall Management Committee Tuesday January 9th at 6pm
AGENDA
-
Apologies for absence
-
To approve the Minutes of previous meeting on 12[th] December
-
Actions completed
-
Reports
-
4.1 Fund -raising and advertising
Ros – Jumble Sale and film night Amy Pointer– New Years Party Mair - Police Choir update
-
4.2 Finance - Treasurers Report Appendix 1
-
4.3 Projects - Gil Marston-Haynes
-
4.4 Building Status
-
4.5 Safety and Security-Chris
-
4.6 Report from PC representative-Tony
-
To discuss the purchase of a high quality remote controlled screen to be fixed above the stage in the main hall.
-
To discuss the induction loop for the lounge.
-
To discuss date for purchase of the chairs for the lounge.
-
To discuss the quote from Gail re hygiene bins for ladies toilets.
-
To discuss changing the supplier for window cleaning.
-
Update on projector etc.
-
To discuss the options for additional storage for the hall and to arrange a meeting with leaders of the Youth Club.
.
12. AOB
- Date of next meeting Tuesday 13[th] January at 7pm
Notes
-
We have a figure of about 2.5k – max of 3k for a screen from Richer Sounds, as it is a fairly simple job to fix it up this would be our cheapest option. As we have the money it seems silly not to make good use of it. Just need the go ahead to get this in motion.
-
I have made contact with a company for the supply and installation of the induction loop for the lounge I have sent you the email from them.
-
Regarding the projector etc. all the items are with us. What we now need to do it get a cabinet built fixed to the wall under the screen with the correct dimensions to take the items. Would Frank be able to do this for us? There will need to be a small electrical job to bring a supply in through the wall from the hall.
Can you task Mair with getting the minutes out ASAP after the meeting
I was going to ask her to do this myself, as after a month ones memory as to what was said etc. gets a bit hazy.
Declaration of submitted accounts for Henstridge Village Hall 2022 – 2023
As you will see from the figures on the CC16a form, if the sum from the National Lottery Community Fund grant is discounted our income falls far short of the £25k requiring us to have our accounts independently audited.
I am requesting that this document is taken in lieu of an audit.
When our last Treasurer retired at the end of March 2023 before he left he did complete the CC16a and I can confirm it is an accurate picture of the accounts for that period. However although all the paperwork is present it is not in an auditable state with out an enormous amount of work and not feasible within the 20 days left.
I was during that period of time the bookings manager and so did all the invoicing through our Hallmaster software, and once the payments showed in the bank they were signed off in Hallmaster. So am happy that the figures for income are accurate.
I completed the form for the National Lottery Grant Funding so that figure is correct.
As myself and my husband did almost all of the purchasing for the hall, (and if it was for a substantial amount it was always cleared by committee before the purchase,) I can also verify that the expenditure is accurate.
As Chairman I have long proposed that we invest in a software package for accounting purposes, but was voted down saying that as our accounts were simple it was not financially viable outlay. I offered to become treasurer and set the systems up but no one wanted to take may place as Chairman so I put it on the back burner.
At our first meeting, after our AGM, in May 2023 Mrs Gail Cullum offered to join the Village Hall Management Committee and was willing to become our Treasurer and also take on the Bookings Manager’s role. She has had a career in IT and has good management skills plus a good grounding in accounts. We were then able to get approval from the committee for the purchase of the Liberty Accounts software, we have also set up receipt and expenses forms. The accounts were set up from the 1[st] April 2023 and an accountant friend helped her set up all the opening balances. Gail now presents a monthly and a year to date report plus a run down of bookings and potential income at our monthly meetings. I have included her last report.
I am happy, that going forward, we have all the systems in place to run our accounts safely transparently and efficiently. For our own peace of mind we will also, and in case it is required by yourselves, have the accounts independently audited yearly.
I therefore beg your forbearance regarding an audit on the 2022 – 2023 accounts.
Carolyn Nichols Chairman
Village Hall Committee - Treasurer’s report – January 2024
Author: Gail Cullum Date: 4[th] January 2024
Accounts Year to date
The accounts are now up to date. Postings are made at the end of each month. The P&L year to date is shown below.
| Account | Costs | % Spend | Revenue | % Revenue |
|---|---|---|---|---|
| E110 Buildings Repair/Maint | 1,172.07 | 9.60% | ||
| E120 Cleaning | 1,932.93 | 15.83% | ||
| E125 Cleaning Materials | 495.32 | 4.06% | ||
| E130 Window Cleaning | 792.00 | 6.49% | ||
| E140 Utilities - Water | 102.22 | 0.84% | ||
| E145 Utilites - Electric | 3,178.16 | 26.03% | ||
| E150 Insurance | 1,617.17 | 13.25% | ||
| E190 Other Bldg | 243.00 | 1.99% | ||
| E210 Costs - Car Boot | 101.40 | 0.83% | ||
| E220 Costs - Film night | 1,147.18 | 9.40% | ||
| E230 Costs - Quiz Night | 130.00 | 1.06% | ||
| E240 Costs - Race Night | 669.94 | 5.49% | ||
| E250 Costs - Craft Fair | 12.22 | 0.10% | ||
| E290 Costs - Other fund raising | 169.23 | 1.39% | ||
| E310 Hallmaster | 238.80 | 1.96% | ||
| E320 Accounts | 77.70 | 0.64% | ||
| E340 Other Subscription/Licence | 85.00 | 0.70% | ||
| E410 Bank cost | 45.00 | 0.37% | ||
| I210 Lounge Rental | 3,315.00 | 20.24% | ||
| I220 Main hall Rental | 7,563.50 | 46.17% | ||
| I230 Whole building Rental | 1,143.25 | 6.98% | ||
| I240 Outdoor Facilities | 110.00 | 0.67% | ||
| I290 Other Rental | 120.00 | 0.73% | ||
| I610 Car Boot - Tables | 103.90 | 0.63% | ||
| I615 Car Boot - Catering | 330.94 | 2.02% | ||
| I620 Film Nights - Tickets | 694.00 | 4.24% | ||
| I625 Film Nights - Catering | 81.11 | 0.50% | ||
| I630 Quiz Nights - Entry | 550.50 | 3.36% | ||
| I635 Quiz Nights Raffle, Bar | 40.00 | 0.24% | ||
| I640 Race Night - Entry | 610.00 | 3.72% | ||
| I643 Race Night - Raffle | 107.00 | 0.65% | ||
| I643 Race Night - Raffle, Bar | 168.10 | 1.03% | ||
| I645 Race Night - TOTE | 289.00 | 1.76% | ||
| I647 Race Night - Sponsorship | 438.00 | 2.67% | ||
| I650 Craft Fair - Tables | 112.00 | 0.68% | ||
| I653 Craft Fair - Raffle | 142.00 | 0.87% | ||
| I655 Craft Fair - Catering | 174.80 | 1.07% | ||
| I690 Other fund raising | 162.49 | 0.99% | ||
| I900 Interest Received | 25.50 | 0.16% | ||
| I950 Other Income | 100.00 | 0.61% | ||
| X000Bank Transfer | ||||
| Grand Total | 12,209.34 | **100.00% ** | 16,381.09 | 100.00% |
Page 1
Dates booked for next year for Village Hall Committee / Village Fete committee Jumble Sale 27 January
Film Night 10 March, 19 May, 14 July, 15 September, 10 November Spring Craft Fair 6 April Police Choir 11 May Autumn Craft Fair 9 November Village Fete 15 June
Unpaid Invoices
I emailed all of the outstanding invoice holders on 1[st] January and have received payment from many. However, the invoices below remain outstanding. I will chase again end of next week before I go on holiday.
----- Start of picture text -----
Date Generated Invoice Number Booking Start Date Booking Name Customer Invoiced (£) Owing (£)
19/09/2023 HVH-1304 06/12/2023 Bingo in aid of Pitcombe rock falconry Joanne Bain £48.00 £48.00
01/10/2023 HVH-1326 29/09/2023 Stour Valley Dog Rescue Centre Bingo Theresa Rolls £60.00 £60.00
01/10/2023 HVH-1320 11/09/2023 Guides Ester Lomas £36.00 £36.00
30/10/2023 HVH-1359 13/11/2023 Woodhayes AGM Tim Jones £18.00 £18.00
30/10/2023 HVH-1357 28/10/2023 Bingo Theresa Rolls £48.00 £48.00
30/10/2023 HVH-1354 07/10/2023 Multiple Bookings Peter Diffey £50.00 £50.00
30/10/2023 HVH-1337 02/10/2023 Guides Ester Lomas £48.00 £48.00
01/12/2023 HVH-1381 18/11/2023 Bingo for Alfie Elaine & Janet Gough £53.00 £53.00
01/12/2023 HVH-1375 07/11/2023 Julie Ferguson Ann Lee £16.00 £16.00
01/12/2023 HVH-1372 06/11/2023 Guides Ester Lomas £48.00 £48.00
20/12/2023 HVH-1392 29/12/2023 party Nicola Thorne £48.00 £48.00
£473.00 £473.00
----- End of picture text -----
Bank Balances: (as at 7 December 2023)
CAF Gold Account £7982 CAF Cash Account £44221*
*Includes £10K Lottery funding
Business as usual
Invoices for December for regular users were sent out on 31[st] December. Invoices for one-off bookings in January were also sent out on 31[st] December.
Bookings from our regular users seem to be holding for 2024.
Capital Spend
We have completed some of our planned capital spend. The audio-video equipment has been purchased.
Cost £1796
The tables and storage caddies have been ordered, expect delivery around 18-20[th] January. Cost £3385
We still have to decide on the chairs and the loop induction system for the lounge.
Page 2
December Expenditure (not including capital spend as above)
----- Start of picture text -----
Posting Date Description Debit Account Posted
04/12/2023 Online transfer to Theresa rolls 2023/137 273.53 E120 Cleaning
04/12/2023 Online transfer to Razzle Dazzle HVH INV 5272 396.00 E130 Window Cleaning
04/12/2023 Online transfer to Community Council Som'set Henstridge Vill Hall 50.00 E340 Other Subscription/Licence
06/12/2023 Online transfer to Filmflixs HVH Inv 4754 250.00 E220 Costs - Film night
08/12/2023 Cash paid to Ros re race night tickets printing 14.60 E240 Costs - Race Night
12/12/2023 DD SCOTTISHPOWER 16071827858 368.00 E145 Utilites - Electric
14/12/2023 Online transfer to C Nichols 2023 139/140/141 254.08 E110 Buildings Repair/Maint
14/12/2023 Online transfer to C Nichols 2023 139/140/141 99.15 E125 Cleaning Materials
14/12/2023 Carolyn Nichols - building maintenance 25.99 E110 Buildings Repair/Maint
14/12/2023 Online transfer to Amy Rose New Years decorations 49.88 E290 Costs - Other fund raising
15/12/2023 Monthly Account Fee 5.00 E410 Bank cost
21/12/2023 DD ATHENE SYSTEMS LTD D000000000024615 15.54 E320 Accounts
1,801.77
----- End of picture text -----
December Bookings
Summary of the December bookings – always a bit slower due to Christmas.
| Event name | # sessions |
|---|---|
| Art Group | 2 |
| Ballroom and Latin Social Dance | 1 |
| Bingo in aid of Pitcombe rock falconry | 1 |
| Cameo | 1 |
| Crystal pop up shop | 1 |
| Dog Training | 3 |
| emergency lighting test | 1 |
| Explorers Christmas party | 1 |
| Felting workshop with Helen | 1 |
| Gryphon Football | 3 |
| Guides | 2 |
| Jazzercise | 4 |
| Jazzercise | 4 |
| Line Dancing | 2 |
| Local Market | 3 |
| Loose Ends | 5 |
| Lynn's Craft Group 2023 | 1 |
| Parish Council | 1 |
| Pilates with Laura | 3 |
| Private party | 3 |
| Sew Easy | 1 |
| Social Bridge | 1 |
| Stour Valley Dog Rescue Bingo | 1 |
| Table Tennis | 8 |
| Tenants Meeting | 1 |
| Tiny Talk | 2 |
| u3A bridge | 2 |
| Village Hall Management Meeting | 1 |
| Warm Room | 5 |
| Yoga with Becky | 3 |
| Youth Club | 5 |
| Grand Total | 73 |
The New Years party was very successful, all tickets sold. Profit was about £550. We need to decide what we would like to spend this on – possibly some event that would appeal to families. Suggest we consult with Amy to see what ideas she thinks might be of interes.
Page 3