2024-12-31-accounts

Registered charity no. 1091184

TRESILLIAN VILLAGE HALL COMMITTEE

MINUTES OF THE ANNUAL GENERAL MEETING

HELD ON 17 FEBRUARY 2025

Present : See attendance book

Apologies : Kirsten Lean, Lettings Secretary David Lean, Treasurer Jean Tubb, Elected Andy Grant, Caretaker

1. Minutes of the AGM 2024

The minutes were agreed and signed by the Chairman.

2. Matters arising

There were none.

3. Chairman’s Report

Welcome to the 2025 Annual General Meeting of the Tresillian Village Hall Management Committee.

During the past year we have held 5 Management Committee meetings and I have attended numerous meetings regarding funding applications as part of the Government’s Levelling Up grant and also Lottery funding.

It has been a very exciting year as, after much form filling, we were awarded grant from the Levelling Up funding to enable us to replace all the double-glazed windows and doors (apart from the front door which had already had to be replaced) plus black-out blinds. This application was part of a group application headed by Helen Nicholson and carried out by St Clement Parish Council. As part of that successful grant, we will have a new on-line booking system, sharing with Tresillian Methodist Church.

From the Lottery we were awarded a grant towards the installation of a new central heating boiler, radiators and pipework to enable a more effective and efficient heating system for the Village Hall.

There is another round of funding starting this month so we are already applying for a grant for other projects we wish to carry out in order to modernise the Hall. We are keeping our fingers crossed that we might be successful as so much work needs to be done to the Village Hall now that it is over 50 years old. As part of the new funding round a Building Surveyor will be carrying out an inspection of the building and we hope he doesn’t find too many problems!

It goes without saying that all the work that has been done over the last few months would not have been possible without the hard work and enthusiasm of our Management Committee team and I would like to pass on my extreme gratitude for everything they have done and the lengths to which they have gone to achieve successful outcomes.

Thanks must also go to our users who have coped cheerfully with the disruptions to their use of the Hall while the work has been carried out.

Finally, thank you so much to Helen Nicholson for directing our grant applications and St Clement Parish Council for submitting them.

4. Treasurer’s Report

Draft accounts for year ended 31 December 2024 have been finalized, audited and signed off.

They report an excess of income over expenditure of £8,593.38; this does, however, include an £18,500 grant received from the National Lottery Community Fund and an £11,673.25 deposit payment to Blue Flame for the heating installation.

After adjusting for these exceptional items we reported a trading excess of £1,766.53; this represents a £727.82 (70%) increase on the previous year.

Hire income stood at £11,448.25, £408.85 (4%) higher than last year.

Expenditure (excluding the Blue Flame deposit) was £9,798.36, which was £396.54 less than last year.

Cleaning and caretaking wages represent the single biggest cost at £3,008.78.

Combined electricity and heating oil costs were £2,135.21. It is hoped these will reduce given the significantly improved efficiency of the new heating system.

Cash at bank stood at £25,688.66. However, this was before the balance payment of £11,673.25 was made to Blue Flame.

The total cost of the heating upgrade was £23,346.50, of which £18,500 was grant funded. Subsequently, Tresillian Village Hall contributed £4,846.50.

During the year we also had replacement windows and blinds, an investment in excess of £19,000. This was funded through Parish related grants. The expectation is that Tresillian Village Hall will contribute 10% (£1,900) towards this project.

5. Lettings Secretary’s Report

During 2024 our core number of hirers remained intact and were supplemented by a number of new regular bookings, which included a Karate club, Sound bath, a foot health clinic and the Royal British Legion.

In addition, we are welcoming Amy Cooper Ceramics who are starting this month.

We also had a number of one-off birthday parties, wakes and charity based hirers.

All hirers were supportive through the works associated with the new windows, blinds and heating system, with some re-locating to both the Church Hall and Chapel.

6. Facilities Manager’s Report

A very busy year and many tasks undertaken, both routine and exceptional.

• Installation of the Hive heating controls has made a huge difference, both convenience and ease of use and control remotely. Coupled with the new heating system, savings and efficiency should become tangible. Heating oil is topped up 3 times a year, the electronic oil level transmitter has also been replaced.

• All windows and external doors replaced, all now meet current fire regulations and thermal efficiency. Thanks to Windmill Windows for carrying out a thorough job.

• New blinds & curtains – controlled electronically. Thanks to Desiree for sourcing and implementation.

• Sundry items such as: new clock, new microwave, new kettle, fan heaters for the meeting room, ramps for the entrance door,

• Frequent orders placed for cleaning materials & consumables. Sonia Beresford continues to do a great job cleaning the Hall each week. All of the cleaning & floor maintenance equipment has been renewed. With our new Caretaker Andy Grant onboard, the Village Hall should be maintained to a greater standard – inside and out.

• Annual PAT testing carried out.

• Currently liaising with decorating contractors with a view to getting the whole of the building redecorated. This is scheduled to commence on the 4[th] August. A company has been provisionally approved to carry out the above. We await further news on funding. Otherwise this project will be self-funded. It’s a substantial project and there is much preparation to carry out first, especially on the exterior. The cleaning and preparation of the latter may be carried out prior to redecorating, as the outside of the Hall is looking very shabby. A quote has been received for this.

• Christine & Paul kindly painted the Village Hall lettering and refreshed the yellow hazard lines.

• A full Fire Assessment was carried out during the early part of 2024. Its recommendations are due to be implemented this year, eg. new Fire Doors in the kitchen, (Lasse installing). Also a Fire Alarm/basic detection which will be installed by Andy Honey. Andy will also replace the dated light fittings in the meeting room & kitchen. I have also asked him to give a price to replace ALL of the light fittings in the main hall. The latter may not be financially viable, but would significantly improve the ambience, post decorating, and really give the Village Hall a modern look.

• The single biggest project by far has been the installation of a COMPLETELY new heating & hot water system. This has resulted in the whole of the Hall becoming useable.

A massive thank you to Blueflame/John Nisbett (Site Manager) for a first class job. The taps in the cloakrooms have also been replaced with push taps.

The above is a summary of the main events, but the ongoing commitment and support should ensure that the outstanding projects are delivered in 2025. The Village Hall should be much more attractive to existing & new Hirers.

7. Secretary’s Report

The Chairman has reported on the tremendous amount of improvements that have been carried out to the Village Hall since our last AGM - thanks to the funding received from various sources. I would like to take this opportunity to thank the Chairman for all her time and effort in completing the necessary application forms which can be very complicated and time-consuming together with numerous meetings regarding the funding. And it’s not just the form filling in that has been required but also contacting contractors, meeting with them and getting estimates for submission. The Chairman has already thanked other members of the team for their efforts to bring these improvements to fruition and I would also like to add my own thanks. Everyone involved is a volunteer, receiving no pay or expenses, and they have given up their time and energy willingly to get the work done. And we’re not finished yet!!

As this is the AGM, the Constitution requires all members of the current Management Committee stand down and then may stand for re-election.

Following on from this there will be refreshments before the first meeting of the Management Committee and we shall be asking for your views once again on what you would like to see from your Village Hall. We need ideas for fund raising to enable us to carry on with improvements to the Hall and to ensure the fabric of the building carries on for another many decades.

The meeting then concluded with the Committee members standing down. All were happy to continue with the exception of the Lettings Secretary which role will be carried out by David Lean. It was stressed that it is important we ensure we have more volunteers to take on the various roles when they become vacant otherwise if there are no volunteers then the Village Hall will have to close which would be a tragedy after all the work that has been carried out.

Signed……………………………………….. Date…………………….. Chairman