2024-03-31-accounts - Creech St Michael Village Hall

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Creech St Michael Village Hall Minutes of AGM Held on Friday 28[th] June 2024 | 1. Present

1. Present Committee Iris Chown, President; Jan King, Chairman; Liz Sweeting, Treasurer; Margaret Gover, Secretary; Lynda Deeling, Booking Co-ordinator; Barbara, Williams; Annabelle Peters; Martin Peat; Gaynor Underhill. Parishioners Karen West and Mark Clark

2. Apologies Peter Brown, Lara Bowden

3. Matters Arising There were no Matters Arising

4. Minutes The minutes of the previous AGM were Approved and signed by the Chairman,

5. Treasurers Report Liz Sweeting Gave the Treasurers Report.

The Hall continues to manage its accounts under the umbrella of the CAF Bank and guidance from the Charities Commission.

The bank continues to maintain three accounts on our behalf.

Treasurers account – The everyday working Account.
Gold Account – Reserves
Gold Account – Projects

TREASURERS ACCOUNT

Income - £32,765.14 arising from

a. Hire charges
b. Payments from EDF relating to Solat Panels

c. £2,000 had been received from Somerset Community Foundation which has been used to offset hire charges for clubs which struggle due to low membership.

Expenditure - £27,787.00

General Maintenance and refurbishment including curtains and floor cleaning machine.

The agreed 5% has been moved into the Reserves Account but is not included in the 2023 -2024 report as it was moved after March 31[st] . This transaction will be visible in the 20242025 account.

There was a surplus in the treasurers account of £4978.14.

Current Debt owed for the financial year is £3414.50.

The treasurer has written to all those owing money asking them to check their accounts and forward all unpaid amounts.

Creech St Michael Village Hall | GOLD ACCOUNT RESERVES

GOLD ACCOUNT RESERVES

No expenditure from this account during the last financial year

Current Balance £20,405 including interest payment of £1,387.62.

GOLD ACCOIUNT PROJECTS

No expenditure during this financial year. Current Balance £20,405.03 Including interest payment of £595.46.

Assets Held are the building which was valued for insurance purposes at £792.334.00.

The Annual Audit on these Accounts was undertaken between May 7[th] -15[th] 2024 by Mike Evans.

The Audited Report was presented to the Committee on May 16[th] and signed by the Committee.

6. Chairmans Report

The Management Committee consists of Elected and Representative Trustees. The principal offices of Chair, Secretary and Treasurer are normally held by Elected Trustees. Co-opted members may also be elected after each AGM. Present committee comprises:

Iris Chown - President

Jan King - Chair

Liz Sweeting -Treasurer

Margaret Gover - Secretary

Linda Deeley - Booking Co-Ordinator

Annabelle Peters - Representative Creech St Michael Parish Council

Barbara Williams

Martin Peat Gaynor Underhill

All the present Committee are prepared to stand for another year, anyone wishing to join the Committee please make yourselves known and we will co-opt you at the end of this meeting.

Our objective is to maintain the Hall on a self-financing basis. Our letting revenue normally covers overheads and general expenses. Our original designated reserve fund of £IO, OOO is held against unforeseen major expenditure which may occur.

Creech St Michael Village Hall during a year and cannot be funded from normal running costs. This cannot be | used without the authorisation of the Trustees. Any such use requires a full action plan for recovery. This now increases on an annual basis of 5% plus interest and stands at £20857.03 (May2024).

The last 12 months have been quite eventful. The Hall has been even busier than last year. Bookings are up, the coffers are larger, and we are hopefully about to increase the area of garden surrounding the hall.

When I go back through my diary, there seems to be something I have had to deal with most days of the week at the Hall. From small things like “What’s the code” to blocked toilets, water leaks, service visits, water boiler not working, and no toilet roll in the ladies’ toilets. We have had a change of Caretaker, had a smart metre fitted for our electrical supply (doesn’t work though!) Bought an industrial floor scrubber, bought storage lockers, and placed them in the foyer and changed the front garden.

Our aim has been to keep the Hall neat and tidy, which, over the last year or so has become more difficult. With a small committee of seniors, picking up spades and shovels to keep the gardens under control is not high on our list of abilities, and so to try and keep things looking good we have taken the decision to replace with tubs which will be more manageable. Our thanks go to the Flower Show for donating the tubs and the Gardening Club and Peter Brown for the donation of plants.

One of the interesting things with Hallmaster is it saves you having to add up how many bookings we’ve had over the last year. I was amazed to see we have had an increase of 145 bookings, from 782 last year to 927 this year and an increase of over 900 hours hire. It seems like a really large number, but many hirers use both Halls thus doubling the hours used.

Since I have been on the Village Hall committee one agenda Item has kept returning. Caray Grove Play Park. Before the pandemic the committee was in negotiations with the Council to have the land returned to the Village Hall. Peter Brown has worked tirelessly, both then and now to try and get this resolved. The Village Hall would use the land as an area for quiet reflection, by removing all the play equipment, replacing with some seating and perhaps adding some floral planting. This will then enhance the hall for different functions, especially the Flower Show, the Markets and Fayres. No definite decision has been taken as I write this report but I hope we will have some more news soon.

We continue to raise funds for the Hall through our Craft and Produce Markets and have transferred £1,100 to our CAF bank. This isn’t the full amount raised as

Creech St Michael Village Hall we have also bought extra kitchen equipment and sundries before banking the | remaining profit.

This year saw a few changes, Lin took on the task of Booking Co-ordinator from Margaret, Liz, the treasurer’s job and then Margaret took over from Barbara as Secretary. Barbara took over the bookings for the Craft and Produce Market from me, and I carried on Chairing, it was a bit like musical chairs. Thank you, every one of you, for your hard work and dedication, you all make a great team, well done. You keep this Hall running, and without you, there would be no Village Hall. During all these internal changes and while some of us were dealing with health and other personal issues, we became aware some Minutes were not being recorded correctly. This has now been rectified, and for the record, all meetings and actions taken, during this time, were in accordance with the charity commission guidelines. The minutes are now available on the website for all to see. We are in the process of putting historical minutes online as well but that is a work in progress.

Sometimes we only hear the negative comments from hirers, and a lot of the time people forget we are volunteers, sometimes people are just rude. But there are always special moments created within these walls, weddings, anniversary and birthday parties, fund raisers and sometimes sadder things, wakes and celebrations of life. For that reason we all carry on doing our bit to try and make things work as seamlessly as possible. Maintaining the standards of the hall and trying to improve both the facility and how we operate. This year will see a refreshed Hall after August. As we are to close for two weeks whilst the hall gets freshly painted and the floor is refurbished and repaired all ready for another year of hire.

7. Elections of Committee

All members of the present Committee have agreed to remain on the committee for another year. This was proposed by Karen West and Seconded by Mark Clark.

8. AOB

Lin Thanked Jan for all her hard work during the year.

The meeting ended at 19.50hrs

A short Committee meeting followed.

Treasurers Report covering flnancial year Aprll 2023-March 2024 The hall continues to manage its accounts under the umbrella of the CAF bank/and guidance from the Charities Commission The bank continues to maintsin three accounts on our behalf l.Treasurers accounts-the everyday working account 2.Gold Account-Reserves 3. Gold Account Projects l. Treasures accoun Income £ 32,765.14 arising from: the hiring of the hall plus Payments by EDF with regards to the Solar Panels Also a £2000 Grant from the Somerset Community Foundation -used to assist those clubs that can struggle due to low membership Expendlture £27,787.00 (maintenance and some refurbishment) {the agreed 5% that was moved across into the Reserves account falls outside this financial yearl Current debt owed to the Hall for the financial year was £ 3,414.50 Surplus for the treasurer5 account is £4978.14 nt Reserve No expenditure from this account in the last financial year Current Balance of £20,405.03 (interest payments totalling £1,387.62) 3. Gold Account Pro No expenditure from this account in last financial year Current Balance £ 27,746.21 (interest payments totalling £ 595.46) Assets Held are the building th Valued for insurances purposes on August 17 2023 as £792,334.00 The Annual audit on the three accounts was undertaken between May 7-15 this year by Mike Evans The Report was sent to the committee and has been agreed and signed off,