## **Chairman’s Address:** I would like to welcome everyone to the AGM. Hyde Heath Village Hall is registered with the Charity Commissioners as a Charitable Incorporated Organisation (1153885) and constituted by a Deed of Trust dated 12 December 2013. The village hall land is vested with the Official Custodian who is a member of the Charity Commission’s staff and is appointed by the Charity Commissioners to hold land on behalf of charities. The Official Custodian does not take part in managing the land, which is the responsibility of the charity. A management committee, set out below, administers the charity and the members are the Trustees of the CIO. |**Trustees during 2021-2022**|| |---|---| |Keith Jones|- Chairman| |Libby Piper|- Secretary| |Kewal Shah|- Treasurer| |John Thornton|- Vice Chairman| |Nikki Barton|- Booking Secretary, Website Manager| |Erica Elson|- Theatre Group| |Linda Drummond|- Committee Member| |Margaret Dunn|- Committee Member – Shop & WI rep| |Petra Gratton|- Committee Member and Fire Officer (resigned during the| ||year)| All the above members gave their time and expertise voluntarily. Members of the committee have gone down over the last few years and have not been replaced and we have recently carried out a campaign with limited success. Trustee indemnity insurance is in place. The purpose of the AGM is to recap the past year, outline proposals for the future, report on the accounts, to make sure the Hall is being managed in accordance with the trust, take nominations and seconds for the new trustees and agreement of the hall hire rates proposed for 2022/23. I would like to acknowledge all the hard work that everyone on the committee, their families and other members of our community put in to ensure that the hall functions and that we keep the hall in such excellent condition – we receive very positive feedback from hirers. ## **Other management functions** Risk assessments are undertaken to ensure the hall is safe for public use and implementing any actions identified as being necessary. The Fire officer undertakes regular Fire Safety Inspections with a log maintained. ## **Objectives and responsibilities of the Village Hall Committee** - Provide first class hall facilities at an affordable hire cost - Maintain and improve the facilities - Manage the finances and keep good records - Raise funds for the maintenance and improvement of the hall - To ensure that all the appropriate licences are in place for the hall to function - Look for opportunities to increase the hires of the Hall – particularly securing more daytime users and regular hirers ## **Appointment of Auditor** Bill Newman has undertaken this role over many years, on a voluntary basis and we remain grateful to him for his work. ## **Treasurers Report** See attached document ## **Report on activities in 2021-22** Fund-raising activities was confined to the 200 Club and The Fete. - 200+Club – 2020/21 was another good year for memberships. Numbers were similar to last year. All surplus funds after prizes go to the Hall - The Fete was very popular, almost to the point where we were unable to cope with the volume of cars. My thanks to Sheena and The Plough for taking charge and to all on the sub-committee. ## **Works during 2021/22** - The major item was having the hall floor sanded and revarnished. - Various maintenance work was carried out, such as the gutters and hedges. ## **Hall Users** - I think our Hall offers users considerable attractions: - Facilities - it is well fitted out, clean and decorated but still has the character and atmosphere of a traditional village hall - Convenience/Location - Ease of booking and ability to check availability. - Hire costs are easily understood and competitive Parking remains an issue. Regular bookings of the village hall have settled down and in addition to our regular yoga classes, dancing classes, sewing group and the Women’s Institute, we have welcomed a children’s martial art group who have been using the hall for the past couple of months. In addition to this we will also be welcoming a baby sing and sign group due to start in the coming week. The Theatre company have returned having already done one production this year and will be starting their rehearsals for their next project. For the first time since the Covid pandemic we will see the Old Time Music Hall return and will be looking forward to their show at the beginning of December. Hyde Heath Infant School and the pre-school continue to use the hall for their end of term assemblies. Currently there are enquiries from other interested parties who may wish to hire the hall on a regular basis and I am liaising with them hoping to add them to our regular hirers. We continue to have a number of children’s birthday parties, averaging out about 3 per month. Nikki Barton Booking Secretary May I thank Nikki Barton for doing such an excellent job as Booking Secretary and Website Manager. ## **Village Hall Hiring Rates** The hall’s running costs and expenditure on simple maintenance are thereabouts covered by hire and rental income. Our fund raising enables us to undertake major projects such as the regular redecoration and work to the floor. Clearly, we do also need to keep our hire rates competitive when compared to other local halls such as Ballinger and Little Missenden. Comparisons are monitored by Committee members. Our current hire rates are: |Weekdays & Sundays|£14.00per hour(one-off)|| |---|---|---| |Saturdays|£14.00per hour(one-off)|| |Whole Day|£180|| |Whole Day- Saturday|£220|| |Weekdays & Sundays|£10.00per hour(regular)|| |Saturdays|£10.00per hour(regular)|| |||| Given the current circumstances I am not proposing any change to the hire rates for the forthcoming year but in the light of the increase in inflation will ask our Treasurer to review this going forward. ## **Licences and Legal Documents** - Electrical certificate including diary of tests and inspections - Premises licence issued by Chiltern District Council - PRS now includes PPL (Phonographic Performance Ltd) - ELTP Insurance - Trustee Indemnity Insurance - Fire equipment testing by Chubb - Accident book held by booking secretary - Fire log with inspection reports - Committee members and contacts - Hall Hire Rates - Booking Form - Lease with shop - Trust Deed - Risk assessment for hall - Emergency plan in case of fire ## **Proposed Activities for 2021/22 year** - 200+ Club – new membership year starts November Other activities include the Christmas Carol concert and next year’s Fete. The planned date is 13[th] May 2022. ## **Trustees proposed for 2022/23** After several years I am standing down from the committee. John Thornton has kindly agreed to take over from me. Libby Piper - Secretary Kewal Shah - Treasurer Nikki Barton - Booking Secretary, Website Manager Erica Elson - Theatre Group Linda Drummond - Committee Member Margaret Dunn - Committee Member – Shop & WI rep Parish Council Member – vacant ## **Nominations for trustees named above to continue:** Proposed by Keith Jones Seconded by John Thornton ## **New Trustee:** ## **Meeting closed at 8pm** Report to Trustees Reeeipts And Payments Statemellt for the year ended 30th JuDe 2022 Contents: Page I Summary Statement Page 2 Receipts Page 3 Payments Page 4 Notes to the Ststements Page 5 - 6 Independent Examinerfs Report Summary of Receipts. Payments and B*l*nceJ This Year l July 2021 30 June 22 14st Ye4r l July 2020 to30June21 Notts Total Receipts (pag¢ 2) 20,955 28,344 Total PAymellts (page 3) (14.708) (18.599) Exees$ of Reeelpts over PaymeDts 6,247 9.744 Bank Balan¢¢s and tkposils at previous year