Great Hallingbury Village Hall Committee
Annual General Meeting 3-4-23 19:00
Minutes
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Attending: Mr Lee Cox, Mr Glenn Salmon, Mr Alan Pinnock, Mrs Valerie Walker, Mrs Sally Stuebler, Mrs Sarah Cox, Mr Alan Rowett, Chairman of Great Hallingbury Parish Council Mr Alan Townsend and approximately 30 members of the public.
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Apologies: Mrs Christine Coultrup, Mr Jay Griffin.
Next Meeting: 17[th] July 16:30.
Contents:
Meeting Summary:
1. Nominations and Elections
2. Chairmans Report
3. Treasurer’s Report
Appendices:
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Appendix 1: Treasurer’s Report March 2023
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Appendix 2: Final Asset Statement 2022.
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Appendix 3: Final Accounts Year End 2022.
Chairman: Mr. L. Cox, 5 The Grove,, Great Hallingbury CM22 7TT (& Caretaker) Tel: 01279 651757 Secretary: Mr. G. Salmon, Cobblestones,, Church Road, Great Hallingbury CM22 7TY Tel: 07717 215 078 Treasurer: Mrs. C. J. Coultrup, Pantiles, Bedlars Green, Great Hallingbury CM22 7TL Tel: 01279 655144
Meeting Summary:
The Chairman thanked all for attending and their ongoing support for the Village Hall. The previous meeting minutes were approved.
1. Nominations and Elections
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I. Mr Lee Cox was nominated and seconded to continue as Charmain with 100% vote of approval.
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II. Mrs Christine Coultrup was nominated and seconded to continue as Treasurer with 100% vote of approval.
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III. Mr Glenn Salmon was nominated and seconded to continue as Secretary with 100% vote of approval.
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IV. Remaining existing committee members were nominated and seconded to continue as Trustees with 100% vote of approval.
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V. The Chairman asked if any other people were interested in becoming members of the committee and trustees of the Hall, 2 people showed interest and this will be followed up in future meetings.
2. Chairmans Report:
My last report for 2021 was one of public uncertainty and continued disruption caused by the pandemic that year and the previous one. Therefore, it gives me great pleasure in announcing that last year; 2022 has seen normality and stability return to the village hall. We saw the complete return of all our regular users and clubs which was great for all concerned for so many positive reasons.
To date we have three U3A table tennis clubs, Bishops Stortford dog training club, a craft club called Crafty Spell and a preschool children’s activity group called Little Learners. The Great Hallingbury Women’s Institute, our History Society and our Bridge Club continue to hold their meetings/functions on a regular basis as well as our own Parish Council. We continue to host and welcome the district councilors’ surgeries on a monthly basis for Mr. Geof Driscoll and Mr. Neil Reeve. Of particular note regarding hirers is the increase in use from the National Child Trust who hold two to three classes every week here in the hall. Whilst we have always had extremely good feedback regarding the hall from a health and safety aspect it was particularly pleasing for me to receive that from the NCT area coordinator upon an inspection. I am minded of the vulnerability of the persons that attend these classes with their partners.
As a hall we have always prided ourselves on creating a safe and welcoming environment for the community to enjoy. All our risk assessments are regularly reviewed and updated accordingly. We have our annual fire inspection of equipment by an outside and authorised company and our electrical fixtures and fittings are also checked by a certified electrician. We also have in place an Equal Opportunities Policy and a Safe Guarding Persons Policy. All of these are available to existing and potential hirers for their peace of mind.
With regards to specific events for 2022, in May, a flagpole was erected within the grounds in acknowledgment of Queen Elizabeth II Platinum Jubilee in June together with a plaque to commemorate the occasion. The hall was the chosen venue for hosting the Great and Little Hallingbury Flower Show on Sunday 24 July. We were grateful for the publicity and more importantly were proud to be part of a great annual community event. In early September the village hall accommodated the Great Hallingbury Residents Association in having a social evening. This particular group was originally formed to oppose to an application for a logistics site at The Start Hill end of the village by Wrens Kitchens company. The evening was well attended in appreciation for all the hard work they have undertaken on behalf of the village residents. Again, they G r e a t H a l l i n g b u r y V i l l a g e H a l l C o m m i t t e e A G M M i n u t e s 3 - 4 - 2 3 2 | 7
meet regularly on the premises. The village hall also played its part in supporting a Tudor History Weekend which was coordinated and managed by St. Giles Church. This event took place on Saturday 1[st] and Sunday 2[nd] October where Great Hallingbury Village Hall and our field were be used as part of the occasion. Again, it was lovely for our hall to be involved in another large community event which raised much needed funds for the church.
The hall was closed from the evening of Thursday 8 September out of a mark of respect to the sad loss of our beloved Queen. All events and bookings were cancelled and rescheduled including one of our charity quiz nights. The Union Jack flag remained at half-mast for the tenday national mourning period that followed Queen Elizabeth’s death. The day after the funeral the flag went back to flying at full mast.
Fundraising for the hall saw the continuation of the Ton Club for its fourth year as a monthly cash prize draw. To date around £2,500 has been raised for the hall. There were four fundraising events for 2022. Three Quiz Nights which raised around £950 and a Christmas Flower Arranging Demonstration with afternoon tea which raised around £250.
Concerning the building and grounds. In August, the hall was closed for business due to the laying of a new floor for the main hall area and foyer. This work was essential given the past history of the floor and the problems that went with it. The cost in total was around £19,000 of which a majority of the work and cost went underground. However due to the generosity of people, grants were secured for £9,500 for the project. The hall had a complete decorate in September having last had a makeover in February 2017. We continue to receive good feedback on the new air source heat pump system which was installed eighteen months ago.
Moving forward for 2023 the village hall will be looking at replacing the existing carpark gates. It has also been identified that during the hours of darkness the carpark is not illuminated adequately or as well as it could be by the existing lighting system in certain areas. Therefore, a new system will be installed in the spring of this year. The last of three foreseeable projects is the investigation into the ramp area to the front and side areas to the building and any necessary work to be carried out. This has been identified as the most probable cause to the deterioration of the floor condition within.
From a financial point of view our treasurer; Christine Coultrup, our bookings clerk; Sarah Cox and myself reviewed our pricing strategy in August minded of the uncertainties surrounding energy costs. The three of us also for the first time carried out a detailed and realistic projected budget for 2023. I can say with confidence the hall is in an extremely healthy position and the existence of this hall is paramount to myself and the committee.
Christine, Sarah and I have also reviewed and made whole sale changes to our bookings system. The system now is totally online, streamlined and has far more simplistic audit trail. We are now also paperless thus saving money on stationery, stamps etc.
As a village hall, like so many other community venues, businesses and services, we have experienced our fair share of problems over the last few years. So as important as anything I have mentioned in this report is the recognition of people and their kindness, generosity, time and dedication in keeping the hall’s existence alive.
I would like to take this opportunity on behalf of Village Hall Committee to say a huge thank you to Great Hallingbury Parish Council. As always, they are so generous with their donations, support and attention to what we achieve for our village hall.
I would also like to thank Sue Barker, Essex County Council and the Rural Community Council of Essex for all their continued support.
I would also like to thank Geof Driscoll and Neil Reeve our Uttlesford District Councilors for their support as always and their extremely kind donation for our flooring project last year.
Grants from Garfield Weston for £2,500 and Bernard Sunley for £5,000 went towards our new flooring costs. Both these contributors have been suitably thanked for their unbelievable generosity.
I would also like to place on record my sincere gratitude to YOU, my fantastic committee for all your time, effort, support and opinions throughout the year. It is so very much appreciated and valued. Unfortunately for the committee Mr. Martin Mugele called time. A special mention and thank you to Martin who served as Chair Person for ten years on this Village Hall Committee as well as a committee member. His wit, knowledge and dedication were always much appreciated and he will be missed.
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I would like to take this opportunity to express my sincere gratitude to Mrs. Christine Coultrup; our treasurer for all her time and effort with the many administration tasks surrounding this hall. In particular her work around securing the many grants for last year and previously.
Also, a special mention for Mr. Alan Pinnock who represents the Parish Council on our committee. He gives so much time to the more specialised maintenance issues of this hall and is always eager to support us in all we try to achieve. Every year in my time as Chair Person he never fails to offer help. Alan is now our dedicated quiz master for the quiz nights and he supplied the hall with last year’s xmas tree and installed the xmas lights etc outside.
Last and by no means least the bookings for the hall have become a mine field with the volume of hirers and their requirements. Thanks to my wife; Sarah for all her work in promoting the hall and keeping the administration side running smoothly. And, also for putting up with my moans and frustrations at certain times concerning the hall.
I’m sure we can look forward to another good year with all your much appreciated support for our village hall, which in brief, is the last community building standing in Great Hallingbury.
The Chairman thanked the Treasurer for all her continued hard work and diligence managing the Halls accounts and funding.
3. Treasurers Report:
The accounts for the year ending 31 December, 2022, have been audited and approved by the committee for submission to members at this meeting. They show that we have a surplus for the year on the operating account of just over £4,000. £2,670 of this amount was the final government covid grant but this still means that we have earned a surplus of over £1,300 which is good, especially as this after paying for the cost of redecorating the hall.
There are two other points to mention. The cost of the internet hub is particularly low because the Parish Council’s contributions of £100 for both 2021 and 2022 are included in these accounts.
We had a fixed price agreement for power which only expired at the end of November which has held are costs in check. Higher rates apply from the 1st December (which will appear in the January figures for 2023 and should include some contribution from the government towards the cost of power for a few months. We now have another fixed price agreement which will run for three years. Our consumption continues to run to pattern and we believe our pricing will cover the increased costs.
Turning to the Refurbishment account, our four fund raising events were good but there is no Ton Club contribution within the year as this has been changed to run for a calendar year for practical reasons. We did, of course, lay our new floor at a cost of £19,000. We received grants of £8,500 but the remainder came from our reserves which have been reduced by £8,700.
However, the Asset Statement shows that we still have nearly £26,000 in our reserves. £12,500 has again been invested in a 1year bond with Hampshire Trust bank which is paying 3.75% interest and further interest bearing accounts are being explored. Going forward, we have prepared an achievable budget for the operation of the hall in 2023 which should ensure that, all things being equal, we cover, and perhaps slightly exceed, our operating costs. We will continue with our fundraising efforts for the refurbishment account to cover any future major projects.
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G r e a t H a l l i n g b u r y V i l l a g e H a l l C o m m i t t e e A G M M i n u t e s 3 - 4 - 2 3 5 | 7
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G r e a t H a l l i n g b u r y V i l l a g e H a l l C o m m i t t e e A G M M i n u t e s 3 - 4 - 2 3 7 | 7
Great Hallingbury Village Hall
13/03/2023
Accounts Year End 2022 Final
| 2022 | 2022 | 2021 | 2021 | ||
|---|---|---|---|---|---|
| 31/12/2022 | 31/12/2021 | ||||
| Operating Income | |||||
| Hire Fees | £ 12,316.25 | £ 4,292.00 | |||
| Storage fees | £ 480.00 | ||||
| Bank Interest | £ 172.32 | £ 161.75 | |||
| Govt Grant - Covid19 | £ 2,667.00 | £ 12,622.07 | |||
| TOTAL OPERATING INCOME | £ 15,635.57 | £ 17,075.82 | |||
| Operating Expenses | |||||
| Affiliations RCCE |
£ 66.00 | £ 72.00 | |||
| Bank charges | £ 68.00 | ||||
| Consumables (cleaning materials, etc) |
£ 119.67 | £ 115.39 | |||
| Hand driers | £ 280.80 | £ 351.00 | |||
| Insurance | £ 805.77 | £ 748.42 | |||
| Internet | £ 365.12 | £ 539.28 | |||
| Licence Fees Performing Rights Soc |
£ 139.20 | £ 132.00 | |||
| Maintenance & Renewals | |||||
| Fire extinguishers service | 71.70 £ |
217.74 £ |
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| Refuse collection (annual to 31/3) |
£ 369.72 | £ 352.04 | |||
| Septic Tank | 280.00 £ |
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| Plumber | |||||
| Special cleaning | 280.00 £ |
10.00 £ |
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| Lights + PET testing | 74.06 £ |
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| Grounds maintenance | 640.00 £ |
295.00 £ |
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| Roof /guttering | 195.00 £ |
110.00 £ |
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| Tape & blutac | 6.99 £ |
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| Floor | 720.00 £ |
645.84 £ |
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| Temperaturegauge | 7.99 £ |
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| Clocks | 13.88 £ |
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| Water tank | 775.00 £ |
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| Heatpump service | 512.40 £ |
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| Redecoration | 869.13 £ |
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| Key cutting + door bolt | 92.00 £ |
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| Kitchen shelving | 17.00 £ |
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| Gatepost | 55.60 £ |
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| Notice board | 57.95 £ |
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| Maintenance & Renewals total | £ 4,160.50 | £ 2,508.54 | |||
| Water rates | £ 100.38 | £ 76.87 | |||
| Salary | £ 3,744.00 | £ 3,744.00 | |||
| Commission | £ 612.86 | £ 210.46 | |||
| Power | £ 864.15 | £ 810.51 | |||
| Stationery&postage | |||||
| Diaries | £ 25.79 | ||||
| Ink Cartridges | £ 37.40 | £ 53.58 | |||
| Raffle tickets | £ 19.94 | ||||
| Stamps | £ 54.73 | ||||
| Stationery&postage total | £ 37.40 | £ 154.04 | |||
| Sundries | |||||
| Christmas lights | £ 48.99 | ||||
| Costco membership | £ 26.40 | £ 26.40 | |||
| Gift | £ 30.00 | ||||
| Selfpurchase Ton Club | £ 23.00 | ||||
| Floristry ribbon | £ 15.00 | ||||
| Flags | £ 20.85 | ||||
| Candles | £ 48.00 | ||||
| Sundries total | £ 189.24 | £ 49.40 | |||
| TOTAL EXPENSES | £ 11,553.09 | £ 9,511.91 | |||
| TOTAL OPERATING DEFICIT / SURPLUS |
£ 4,082.48 | £ 7,563.91 |
Great Hallingbury Village Hall
13/03/2023
Accounts Year End 2022 Final
| 2022 | 2022 | 2021 | 2021 | ||
|---|---|---|---|---|---|
| Refurbishment Income | |||||
| Grants | |||||
| Covid fund | £ 8,000.00 | ||||
| Essex Cllr | £ 1,000.00 | ||||
| FSJ Charity | £ 1,500.00 | ||||
| Garfield Weston | £ 2,500.00 | ||||
| Bernard Sunley | £ 5,000.00 | ||||
| UDC | £ 1,000.00 | ||||
| Grants total | £ 8,500.00 | £ 10,500.00 | |||
| Donations | |||||
| Parish Council | £ 1,000.00 | £ 1,000.00 | |||
| BN Thermic | £299.50 | ||||
| Ton Clubprize money | £ 123.00 | £ 118.00 | |||
| Donations Total | £ 1,133.00 | £ 1,417.50 | |||
| Fund Raising (less expenses) | |||||
| Quiz night | £ 295.50 | ||||
| Quiz night | £ 317.51 | £ 285.32 | |||
| Flower Arranging | £ 250.50 | ||||
| Quiz night | £ 312.38 | £ 249.75 | |||
| Fund Raisingtotal | £ 1,175.89 | £ 535.07 | |||
| Ton Club 2021 | £ 606.00 | ||||
| Ton Club 2022 | |||||
| Ton Club 2023 | £ 24.00 | ||||
| Total Refurbishment Income | £ 10,832.89 | £ 13,058.57 | |||
| Refurbishment | |||||
| floor | 18,936.48 £ |
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| heaters | 10,848.61 £ |
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| lighting | 30.00 £ |
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| curtains | 820.00 £ |
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| mood lighting | 79.98 £ |
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| flagpole + flags | 517.44 £ |
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| Refurbishment costs total |
£ 19,533.90 | £ 11,698.61 | |||
| Refurbishment deficit / surplus | -£ 8,701.01 | £ 1,359.96 | |||
R ASIMMONDS FCCA Alverne, Deben Lodge, Clwrth Lane. Sl*eri Blslys Stortford, CM22 7NR Great HaIlinry Willa8e Hall I have audited the financial Statements provided to rne. My audit VRS condurted in accordan wi auditing standards. having regard to matters referd to in the following paragraph. This enterprise, in common with many others of similar size and organisation, derive its income an makes payments, some of which are in the form of cash, to and from variou5 sources which cannot be controlled until they are entered in the accounting records and is not, therefore. susceptible to independent audit verification. l am thefOre unable to confimi that these statements include all this income and expenditure. Subjert to the provisions of the alx>ve paragraph. in my opinion. the financial ststements give a tru and far view of the stste of the enterprise's affairs as at 31 December 2022 and of its Ios5 for the year then ended. R ASIMMO DS FCCA
7..53 PM Great Hallingbury Village Hall Balance Sheet As of 31 December 2tr22 Acerual Basis 31 DEC 22 31 Dec 21 ASSETS Cash at bgnk and in Bank HSBC 13.164.81 198.38 12.$49. 15.W.C Hampshire Trust I bond Harnpshire TTUSt4T t 7,961 7.58150 50.(KJ ). Totsl Cash ai bank and in I ?5..( .661.93 _ 1.43925 1.439.25 Totsl Current A¥5els 27.4ro.34 31,SK.93 TOTAL LSSErs UABIUTIES & EQuy 3193 Liabsliues currtt Liabilllle5 Puounts Payable 1.179. 210.46 Tolal knounts Payable 1.179Y> 210.46 Ton Club money Tr) TolBI Current Liabilhkns 1SSJ.40 1.016.46 T¢)tsl Uabllmles 1.&W.40 1.016.46 CapFlal and Rèsw¥•s EquTty Rets¥Td Eamings Ptofftfor thè Y•ar 9.202.62 12.38198 8.923.87 21287.&5 4.618.$3 25.871.94 .&90.47 Tor UABILMES & eouTri 27,434
7..$2 PM Great Hallingbury Village Hall Profit & Loss Accrual Èasls Jan- Dec 21 In¢on OpÈratiAg Incomg Bank intsre 172.32 2.667 (Kl 161.75 12.622.07 Hire F••5 12.316.25 4.292.ts) Total Opall Inco Refurbishment Income tlonation5 Fund Raising 1 T( Glub 2023 Ton Club 15.&57 17.075.V2 1.1&3.00 1.417.50 24.ffl 1.391SO FunY Rai$lny- Other 719.00 Totsl Fund Ralsing Grants 1.41550 1.325.t 8.1).) iO.XYJ.(M) 11.Crf8.50 13.242.50 Total Income 26,W.07 30,318.32 Expense Bank Serw¢e Charges Operating Costs Affilialion5 Consumable5 TLOO 115.39 81051 351.DD 748.42 $39.28 132.iX) 76.87 2.kn.54 3.744. 210.46 154.04 49.40 119.67 Ek¢tri¢ity 864.15 IsUranCe Internet .12 139.aj ICI).38 4.1. &744. 61?.86 37.40 18924 Salary stationery Stsndry Costs Total Operating Cosls 11.485.(13 9,511.91 Fund Haising EXSeS Refurbishrn•rt Expendilur• Curtains Fjagpole oor 215.61 183.93 517.44 I8..48 Heating ghtiny 10.B48.61 I9339.) 11.698.61 Totsl Relurbishmentcosts 19.749.51 11,882.54 Total ExSe 21.394.45 Ordinary Income 4.618.53 8.923.87 Profft for the V88r 4fi1&53