Somerton Village Hall Annual General Meeting 2024 Wednesday 12[th] June at 7pm
Present
Trustees: D Ashton, P Beard (Secretary), B Burgess, P Burgess, P Evans, B LeCompte (Chair), J Whitehouse, S Whitehouse (Treasurer), C Williams, D Williams
Committee: D Shuker, R Walters, C Roullier, P Roullier
L Shuker (Minutes Secretary)
Apologies: P Burgess, P Burckitt, G Burckitt J Clift
Minutes of AGM 7[th] June 2023
Accepted as presented and signed.
Matters Arising
As was agreed at the 2023 AGM a proposal was made and accepted to make a further donation of £50 to the Hobby Club in recognition of the banners made for the D-Day celebrations.
A new data projector has been purchased using funds from the hall improvement grant money.
It has not been possible to open a Treasure’s Account with Barclays
Minutes of meeting 17[th] April 2025
Accepted as presented and signed. No matters arising from the minutes.
Chair’s report
As the football saying goes ‘it’s a game of two halves’. For the Trustee’s of Somerton Village Hall (VH), it’s been a year of two halves: Steve Ashton until Christmas and then I (BLeC) took over until this AGM
The year started on a very positive note with the Village Fete being an enormous success raising almost £4,000 which was divided equally between the VH and the Somerton Church fund.
The VH required repairs and modernisation so Trustees applied for grants to make the improvements, which successfully raised approximately £19,000, comprising the Community fund £10,000, Bernard Sunley Foundation £5,000 and Geoffrey Watling Charity £4,000. The work was carried out by local tradesmen and included a new floor, a new ceiling and lighting plus new electric eco heaters. Outside the hall, the grant also included a provision for new fencing to comply with safety regulations for playgrounds. All work has now been completed.
Steve Ashton has been instrumental in co-ordinating and overseeing the work being undertaken and I would like to record the thanks of the Village Hall Trustee’s for his hard work and dedication over many years.
Re playground: We have finally managed to contact the relevant person at Great Yarmouth Borough Council with regard to potentially cleaning and repairing the playground equipment; however, it was stated this is low priority.
At the start of 2024, other Trustees also said they wished to step down for various reasons so we are currently inviting people to apply to be a Trustee. Current vacancies include that of Chair and a VH booking.
It has been challenging organising this year’s Fete (which has run since 1991) with fewer Trustees and crucially, fewer volunteers to help put tents up and man stalls and games. The decision has been taken as part of fete meetings that the format of the fete will change. Fliers will be circulated by Trustees to try to encourage new people to come forward to help. Thank you to the fete planning team.
Thank you to Peter Evans on the success of the D-Day Anniversary Event: 38 people attended. Thanks also to other Trustees and committee members who helped, to those who cut grass, planned the quiz and donated the wine for the toast.
I would like to thank all the Trustees for their time and support in the brief period that I have been chair; we are all volunteers who give up so much or our time for the benefit of the community.
Treasurers Report
Somerton Village Hall – Registered Charity 1061518 Treasurer’s Report to Trustees for AGM 12th June 2024
Audited Income and Expenditure Accounts
The Accounts were kindly audited and signed on 12[th] June by Michael Lees.
The Annual Return 2023 to the Charity Commission was submitted on 22nd January 2024.
A copy of the audited accounts will be provided to the Parish Council if approved by this AGM
Income for the year ending 31[st] March 2024 totalled £25,320 and Expenditure totalled £21,552.00 which resulted in a surplus for the year of £3,768.93 and a final balance of £44,797.74
This includes £412.04 for Somerton News, £6,954.28 in the Extra Land Fund, and £215 in the Defibrillator Fund
Therefore, the sum available to Trustees is £37,216.42 £5000 is due to be paid for the new fence, leaving £32,216.42 available.
Grant Activity
Forms part of the Core Activity of the Hall, but reported separately for clarity.
Three funders were approached for grants, and all three generously agreed to fund the Hall refurbishment.
Grants Received were £10,000 from the Lottery Community Fund, £5,000 from Bernard Sunley Foundation and £4,000 from Geoffrey Watling Charity, a total of £19,000
£16,387 was spent on the new floor, ceiling, heaters and lighting, front door, projector, stop-cock and the associated decorating and hardware. Together with the new fence and indicator lights on the heaters, this gives a total expenditure of £21,645 on the refurbishment. Of this, the Hall has contributed only £2,645 from Reserves.
Core Activity, directly relating to provision of the Hall
Excluding the grants and refurbishment, Total Core Income was £2,415.88, Core Expenditure was £2,562.74, giving a deficit of £156.76 over the year.
Hall Hires were down on the previous year, being £1571 from 100 hires. However, 11 Parish Council hires for £132, paid too late to be shown in this years’ accounts, would bring the Hire income to exactly the same figure as last year.
| Received from | Total |
|---|---|
| Band | 329 |
| Individuals | 240 |
| Election, inc fuel surcharge | 206.22 |
| Friends of Horsey Seals | 185 |
| Cofee Morning | 177 |
| Village Venue | 132 |
| Food for Thought | 105 |
| Hobby Club | 96 |
| S Didsbury,Pathfnders | 45 |
| National Trust | 20 |
| All about Books | 12 |
| Bingo | 12 |
| Somerton Staithe Trust | 12 |
Sundry Core Income once again included a £150 compensation payment from Barclays Bank, plus an insurance reduction of £22 for completing a declaration on our Policies and Procedures.
Bank interest rates have increased, giving a total interest for this year of £562.
The sum of £250 for the annual playground rental from GYBC appears in Debtors, just as it did last year.
Core Expenditure was mainly Utilities. Electricity costs were up almost 260%, from £231 to £829, and Insurance rose by 37%. The new electricity contract should reduce this cost from now on.
Our PRS licence cost is based on our turnover. The final figure has not been invoiced, but will not include the Grant income or expenditure, so we will remain in the lowest category.
Fundraising Activity
That is, events plus additional funds held for other organisations.
The two major events this year were the Summer Fete and the Coronation celebrations.
Fete costs initially met by the Hall and subsequently repaid from the Fete accounts appear as Special Events - Summer Fete. The Hall share of the profit was £1952.50, appearing as Fete Income.
Coronation Costs were for Alcohol and the associated licence. Income was from Bar takings and profits were used to make donations to Hobby Club and Village Venue.
Defibrilator – a sub-fund held within the Village Hall accounts. The balance is £215. It is anticipated that this will used for battery renewal.
The final area of fundraising activity tracks the income and expenditure of Somerton News. The Bottle Bank generates £24.73 per tonne of glass recycled, and has yielded £116 this year. Donations to Somerton News were up on last year, totalling £608
Balances Held
After payment for the fence, Trustees hold a total of £39, 171, including the Land Fund. The plan to move the greater part of this to a Virgin Notice Accounts was shelved due to the costs of paying a solicitor to confirm the identities of all Trustees. An account with Charity Bank will be opened instead.
Barclays Bank
Banking with Barclays is still challenging, but only one complaint, relating to inconsistent information, has been made this year. £150 compensation was paid to the Hall funds.
There have been benefits from using online banking, chiefly the ability to monitor transactions regularly and to pay in cash through the Post Office. Making online payments requires considerable time input from the Treasurer and another signatory.
GYBC
Great Yarmouth Borough Council should be paying £125 rental for the Play Area. As last year, they have not responded to emails and phone calls.
The Trustees accepted the financial statement as presented and agreed that the Chair could sign off the audited accounts.
The Trustees approved the opening of an account with the Charity Bank.
It was noted that the electricity account is now with Eon.
The lack of rental from GYBC, the lease agreement and questions about insurance continue to be matters to be followed up.
A Reserves Policy was presented and accepted. It may be needed for grant applications and it accounts for sums of money held.
Elections
Chair: No nomination was received prior to the meeting.
Treasurer: Stephanie Whitehouse is happy to continue and was appointed.
Secretary: Penny Beard is happy to continue and was appointed
Trustees: In addition to the Treasurer and Secretary, Debbie Ashton, Barry Burgess, Pam Burgess, Judy Clift, Peter Evans, Chris Williams, Dave Williams, agreed to continue.
Pauline Burckit and Linda Smith have stepped down over the year. Billy LeCompte is resigning as of this meeting.
Richard Walters was appointed as a new Trustee.
Bookings Clerk: JB has stepped down and DA will step down after the fete. CR offered to take on the role after the fete. An online booking system is to be explored, possibly linked to the Parish Council website, and will be considered further at the next Trustees meeting.
SW reported that the constitution requires the Trustees to elect one of the members as Chair. The Chair continues in office until a successor is appointed. The only requirement of the Chair is to chair meetings of the Trustees.
Paul Roullier was accepted as a new Trustee. PE nominated him as Chair, seconded by PB; Paul Roullier was unanimously appointed as Chair.
Hall and Grounds
It was proposed that a subcommittee be established to consider the status, maintenance and future plans for the hall and grounds. Decisions as to whether the subcommittee should include all Trustees and/or co-opt people with specialist expertise were deferred to a future discussion.
Internal cracks in the toilet walls should be investigated and quotes obtained for repairs. LS will contact other local village halls about local contacts they use for building works. PB will also ask local contacts.
An annual safety inspection should be investigated. LS will contact other local village halls and explore the Association of Village Halls to see what procedures might be followed.
SW and DS will co-ordinate on provision and costs for grass cutting by GYBC.
Some blown double-glazed windows need to be replaced. DS will contact Steve Ashton for recommended contractors.
Date of next meeting: September 18th
Somerton Village Hall Events Committee Meeting Wednesday 12[th] June 2024 following AGM
Present and apologies: as for AGM
Minutes of meeting 17[th] April 2023
Accepted as presented. No matters arising
Events
D-Day: Congatulations it was a fabulous occasion with a good turnout. The new Chair (PR) offered his additional thanks to PE and C, DW, PB, BB for the ‘bubbly’.
VE Day: A party for next year’s anniversary to be added to next Agenda
Village Calendar and/or Christmas Card: Kevin and John to be asked if they might have suitable photos for a calendar. An article in Somerton News and on the Facebook Page could ask for other contributions. PB and RW will explore costs for both Calendar and Cards. Marketing to be discussed.
Village Fete: A donation of £300 from the Village Hall for prizes and other costs was requested and approved.
DONM: following Trustees meeting on 18[th] September
Somerton Village Hall
Receipts and Paym for year endi
For year end
| Receipts Hall Hire Bottle Bank Credits Donations to Hall Donations to Somerton News Donations to Land Fund Fete Income GYBC Special Events - Coronation Special Events - Summer Fete Special Events - Bank Interest Sundry Income Core Hall ** Sundry Income Fund- raising |
1571.22 205.42 110.00 608.09 0.00 1952.50 0.00 346.16 792.88 0.00 562.56 19172.10 0.00 |
|---|---|
| Less Payments Insurance Electricity SSE Broadband Origins Water Wave/AW Repairs/Maintenance New Equpiment *** PRS / PPL License URM Newsletter Printing Donations or Gifts Special Events - Coronation Special Events - Summer Fete Special Events - Sundry Expenditure Core Hall Sundry Expenditure Fund- raising |
1008.67 828.79 371.10 137.70 34.59 16645.18 154.80 190.94 1057.97 100.00 165.91 792.88 0.00 36.99 26.48 |
|---|---|
Surplus (Deficit) for year Brought forward from previous year
Total
Balances
Virgin Money Business Premium A/c Business Community A/c Cheques issued but not cashed by yr 70.00 Creditors
Debtors
Petty Cash in hand
Notes
The balance also includes a net balance of 412.04 The balance also includes a net balance of 6954.28 The balance also includes a net balance of 215.00 so sum available to Village Hall 37,216.42
| ** Sundry Income includes 10,000 | Lottery Commun |
|---|---|
| 5,000 | Bernard Sunley |
| 4,000 | Geofrey Watling |
| 19,000 | |
| Audited | M Lees |
| Chair of Trustees | William Le Comp |
Accounts
ing 31/03/2024
ing 31/03/24
For year ending 31/0
| 100 Hires 25,320.93- 21,552.00 3,768.93 41,028.81 |
1703.00 459.03 20.00 399.18 0.00 2330.79 250.00 775.20 Jubilee 1484.31 142.10 Jumble sale 44.94 200.00 100.00 7,908.55 734.21 231.00 304.43 165.42 43.60 15.99 139.20 254.95 825.63 355.00 419.85 Jubilee 1462.56 142.10 Jumble Sale 42.37 0.00 5,136.31 2,772.24 38,256.57 |
|---|---|
44,797.74
41,028.81
| 19,227.56 | 18,988.22 | ||
|---|---|---|---|
| 24,679.76 | 20,783.18 | ||
| 400.00 | 590.44 | ||
| 70 | |||
| 0.00 | |||
| 0.00 | |||
| 0.00 | |||
| 250.00 | gybc, unpaid from previous year | 250.00 gybc | |
| 23.00 | Origin | 60.00 spc | |
| 125.32 ncc | |||
| 287.42 | 301.65 | ||
| 44,797.74 | 39,170.70 - | ### |
in the Printing Fund for Somerton News in the Land Fund in the Defibrillator Fund
| nity Fund | *** New equipment 16,387 spent from grants |
|---|---|
| Foundation | 2,613 Remainder towards new fe |
| g Charity | 19,000 |
pte
)3123 114 Hires
ence
Somerton Village Hall
Receipts and Paym for year endi
For year end
| Receipts Hall Hire Bottle Bank Credits Donations to Hall Donations to Somerton News Donations to Land Fund Fete Income GYBC Special Events - Coronation Special Events - Summer Fete Special Events - Bank Interest Sundry Income Core Hall ** Sundry Income Fund- raising |
1571.22 205.42 110.00 608.09 0.00 1952.50 0.00 346.16 792.88 0.00 562.56 19172.10 0.00 |
|---|---|
| Less Payments Insurance Electricity SSE Broadband Origins Water Wave/AW Repairs/Maintenance New Equpiment *** PRS / PPL License URM Newsletter Printing Donations or Gifts Special Events - Coronation Special Events - Summer Fete Special Events - Sundry Expenditure Core Hall Sundry Expenditure Fund- raising |
1008.67 828.79 371.10 137.70 34.59 16645.18 154.80 190.94 1057.97 100.00 165.91 792.88 0.00 36.99 26.48 |
|---|---|
Surplus (Deficit) for year Brought forward from previous year
Total
Balances
Virgin Money Business Premium A/c Business Community A/c Cheques issued but not cashed by yr 70.00 Creditors
Debtors
Petty Cash in hand
Notes
The balance also includes a net balance of 412.04 The balance also includes a net balance of 6954.28 The balance also includes a net balance of 215.00 so sum available to Village Hall 37,216.42
| ** Sundry Income includes 10,000 | Lottery Commun |
|---|---|
| 5,000 | Bernard Sunley |
| 4,000 | Geofrey Watling |
| 19,000 | |
| Audited | M Lees |
| Chair of Trustees | William Le Comp |
Accounts
ing 31/03/2024
ing 31/03/24
For year ending 31/0
| 100 Hires 25,320.93- 21,552.00 3,768.93 41,028.81 |
1703.00 459.03 20.00 399.18 0.00 2330.79 250.00 775.20 Jubilee 1484.31 142.10 Jumble sale 44.94 200.00 100.00 7,908.55 734.21 231.00 304.43 165.42 43.60 15.99 139.20 254.95 825.63 355.00 419.85 Jubilee 1462.56 142.10 Jumble Sale 42.37 0.00 5,136.31 2,772.24 38,256.57 |
|---|---|
44,797.74
41,028.81
| 19,227.56 | 18,988.22 | ||
|---|---|---|---|
| 24,679.76 | 20,783.18 | ||
| 400.00 | 590.44 | ||
| 70 | |||
| 0.00 | |||
| 0.00 | |||
| 0.00 | |||
| 250.00 | gybc, unpaid from previous year | 250.00 gybc | |
| 23.00 | Origin | 60.00 spc | |
| 125.32 ncc | |||
| 287.42 | 301.65 | ||
| 44,797.74 | 39,170.70 - | ### |
in the Printing Fund for Somerton News in the Land Fund in the Defibrillator Fund
| nity Fund | *** New equipment 16,387 spent from grants |
|---|---|
| Foundation | 2,613 Remainder towards new fe |
| g Charity | 19,000 |
pte
)3123 114 Hires
ence