## **AGM 21[st] September 2023 @ 8pm** ## **Agenda** - Apologies for absence - Chairman’s Address - Approval of the Minutes for AGM held 22[nd] September 2022 - Trustees During 2022-23 - Past - Other Management Functions - Objectives & responsibilities of the Committee - Appointment of the Auditor - Treasurers Report - Report on Activities 2022-23 - Works to Hall 2022-23 - Village Shop - Website and on-line booking - Hall users - Hire Rates - Licenses and Legal Documentation - Proposed activities for 2023-24 - Proposed Works for 2023-24 - Fete 2024 - Trustees for 2023-24 – new nominations? - AOB **Chairman: John Thornton, 42 Walnut Way, Hyde Heath Amersham, Bucks, HP6 5SD Telephone: 01494 773242 Email: johngmthornton@gmail.com** ## **Minutes of AGM** **Apologies from the committee members absent:** Kewal Shah, Nikki Barton ## **Other Attendees:** Alan and Yvonne Hitchcock, Pam Ruff, Chris Sargeant, Andy and Rosie Chater ## **Chairman’s Address:** 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 2022-2023** |John Thornton|- Chairman| |---|---| |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| |Carole North|- Committee Member| All the above members gave their time and expertise voluntarily. The annual accounts are examined by Bill Newman who carries this out on a voluntary basis and we are grateful to him for this. The Village Hall Committee depends upon the continuing help of local volunteers particularly for the larger events and maintenance work. Trustee indemnity insurance is in place. I would like to welcome everyone to the AGM 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 2023/24. 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** **Chairman: John Thornton, 42 Walnut Way, Hyde Heath Amersham, Bucks, HP6 5SD Telephone: 01494 773242 Email: johngmthornton@gmail.com** 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** As previously mentioned, we thank Bill Newman for undertaking this role over the past years but sadly Bill is standing down. We need to seek and appoint a new auditor for 23/24 ## **Treasurers Report** See attached document ## **Report on activities in 2022-23** In the last year our Hall hire receipts have risen by 54% but overall total receipts up by 6.8% year on year. We have now engaged a professional cleaner to ensure the Hall is maintained to a good standard and is why the operating cost for cleaning and laundry has risen Parking remains an issue. May I thank Nikki Barton for doing such an excellent job as Booking Secretary and Website Manager. Fund-raising activities. - 200+Club – 2022/23 we saw a reduced membership. All surplus funds after prizes go to the Hall - The Fete was better than previous years but did not run Quiz Night and the Xmas carols. ## **Works during 2022/23** - Work on the replacing the Stage curtains was completed. Thanks to Erica & Carole - We had to carry out remedial works to the trees on the road side of the hall due to the unsafe nature and damage to traffic and people in general - General repairs including fire door, stage door, fire sign, steps and heaters ## **Village Shop** **Chairman: John Thornton, 42 Walnut Way, Hyde Heath Amersham, Bucks, HP6 5SD Telephone: 01494 773242 Email: johngmthornton@gmail.com** During 2022/23 we endeavoured to support the shop as they found difficult trading conditions, compounded by rising staff costs due to minimum wage becoming difficult to bear on the cash flow. Sadly, it was decided to close the shop under its current structure and Sid and Avani came forward with a plan to rescue and continue the Village shop albeit under new ownership. A new lease has been drawn up with the aim of supporting the new owners in their undertaking. ## **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 to maintain a surplus for larger projects in the future. 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)|| ||||| This has been another extraordinary year regarding our finances. I refer you to the Treasurer’s report for more information. Inflationary price rises are very likely. We will need to keep an eye on this as we barely break even on our monthly hirings. Given the current circumstances and our strong financial position, I am not proposing any change to the hire rates for the forthcoming year but will ask our Treasurer to review this going forward. This is the third consecutive year the hiring rates have not been increased. ## **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 - New Lease with shop - Trust Deed - Risk assessment for hall - Emergency plan in case of fire **Chairman: John Thornton, 42 Walnut Way, Hyde Heath Amersham, Bucks, HP6 5SD Telephone: 01494 773242 Email: johngmthornton@gmail.com** ## **Proposed Activities for 2023/24 year** - 200+ Club – new membership year starts November The majority of members are contacted via email. Other activities include the Christmas Carol concert and next year’s Fete. A provisional date is 11[th] May 2024. ## **Works for 2023-24** - Front fence to be painted - Large Oak to be checked ## **Trustees proposed for 2023/24** John Thornton - Chairman 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 Carole North - Committee Member Fire Officer– vacant Parish Council Member – vacant ## **Nominations for trustees named above to continue:** Proposed by John Thornton Seconded by Margaret Dunn **New Trustee:** Chris Sargeant Proposed by Libby Piper Seconded by Erica Elson ## **AOB** Thanks were expressed to Chris Sargeant, Ruth Coulton and Margaret Dunn for their many faithful years of service to the village shop. Erica Elson expressed concern that if the hall hire rates were raised, she would have to take the HHTC somewhere more affordable to rehearse. John stood in for Kewal to note the major expenses on the year end accounts. This was for repairs and renewals: Floor cleaning £2,320 Tree work £4,150 Curtains £5,453.98 He pointed out that quotes are always obtained and voted on for works to the hall. Erica noted that the hall contributed £500 towards the new stage lighting. ## **Meeting closed at 8.30pm** **Chairman: John Thornton, 42 Walnut Way, Hyde Heath Amersham, Bucks, HP6 5SD Telephone: 01494 773242 Email: johngmthornton@gmail.com** Hyde Heath Village Hall Receipts and PaTrments Statement for the l'ear ended 30th June 2023 Contents: Page I Paoe 2 Summarn. Ststemenl Receipts summm. Payments summary Page 4 Notes io Ihe Statemenis Page5-6 Independent Examiner's Report Report to Trustees Receipts and P#wments Statement for tbe vear eJ)ded 30th June 2023 Summat). of Rtceipts. Payments and Balances This Year l JulTr ?0?? to JO June 2) Last Year l Jul> •021 to JO June 2? Total Re¢¢ipts Ipage ?) 20.955 Totsl Pal'ments {page i) hty21 Ex¢tSs of Receipts O•*er Palrntnts 6.247 Bank Balan¢es and Deposits at previous >'ear'ds HN'de Heath 200 Club account 77.508 109 21.i51 ))4 81.5)4 i.685 il.597 4,560 Closing balances at Tr'ear-end I lJ,774 121,020 The notes on page 4 are an iniegral pan of these siaiemen15 This report approved bj. the trustees on 211tr912)2i and signed on their behalf bv-. Ir. J Thornion (ehairman) Page 1 Report io Trustees Receipts and Pavments Statement for the )'ear ended 30th June 2023 Reteipts Summary. This Year l Juli 2022 to 30 June 23 PreTrious Year l Julv 2021 to 30 June 22 H811 SDd tquipment hire Hall hiT¢ deposit (repayable) 8,188 400 5,326 Rent received from Hyde Heath Village Shop 780 .550 Fund raising 200 Club prize draw Summer Fete income 1.995 6.957 2.910 6.194 Interest from saving5 a¢counts 1.176 54 Misc¢llgDeous Income Electricity ¢oniribuiion from the Village shop Business Continuity Grants Donation- Old Time Mu5ie Hall Socie Donation - sundry 2.000 2.025 2.897 850 40 Total Receipts 22J86 20.955 Page 2 Report to Trustees Receipts and Pa)'ments Statement for the )ear ended 30th June 2023 PAyments Summarn, This YeAr Juli 2022 to30 June 23 Prei'ious Year Juli 2021 to30 Junt22 Operating Costs Cleaning and laundry Healing and lighiing Wast¢ disposal Repairs and renewals Insurance Water Rales PRS and PPL music licence V¢rniin inspection and eonirol H¢dg¢ Cutting and giardeninb Annual membership . Community Impa¢1 Bucks Website and domain ¢osis Printin¥. postage and stationery christm￿ iree 2,534 4.610 1.067 15,264 1.025 ?95 109 139 250 1,253 5.096 967 1.870 955 264 60 132 225 6$ 94 306 61 65 94 Fund-rmising expenditure: Summer Fete cosis Prize money for the 200 Club draw 1.717 1,530 1.120 Donatlons m4de'. RAF Benevolent Fund 300 250 Total P*v'm¢n15 29.632 14,7118 Page 3 Report lo Trustees Receipts And Pal'ments Statement for Èbe l'ear ended 30th June 2023 Notes to the statements Fixed Assets The legal iiile 10 the land on which the Hall is buili is vesied in ihe oificial Custodian who is a member of the ChariTr Coinmissions 5tsff and is appoinTed bv ihe Charily Commissioners io hold land. The official Cusrodian does nor lake part in managing the land whiLh is the responsibilÉty of Ihe Trustees of ihe CharilN. No value is anributed in ihe accounis io the building. nor to its fixtures, fittings and conienis. Hvde HeAth Vlll#ge Shop (supporting the community) H>de Heaih Village Hall exists for the benefit of the residents of Hvde Heath and the surrounding area. One of tht key cominunily faLililies in the villa&)e 15 the i'illage shop which occupies part of the overall village hall building. The shop provides a ialuable service to ihe village. The Village Hall continues to support the shop by accepting reduc¢d ienis and contributions towards eleciriciiy costs. The Village Hall and H Jde H¢aih Village shop continue io work together to ensure the ¢oniinued existence of the shop wiihoui havin&J a long ierni negative impact on ihe VillabT¢ Hall funds. Fund raising Aetll'ltv The fund raisiiibt aciivilie5 during ihe year were as follows.. The anftual village f¢ie was held in May. whi¢h was well atiellded and a suc¢es5ful tund raiser. The Hyde Heaih ?OO+ Club. Funds are raised annually from individual subscriptions to the 200+ club lottery. Cash prizes are paid out to the subs¢ribers who are successful in the monthly draw. Page 4 CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examinerfs Report Report to the trusteesl members of Hyde Hts8th Village Hall On accounts for the year ondad 30 Jun$ 2023 Charlty no {If any) I 1153885 Set out on pages I report to the trustees on my examination of the accounts of the above ¢harily 1.the Trust") for the year ended 30109 12023 Responslbilitles and As th8 charity Iruslees of the Trust. you are responsiblè for the preparation bas58 of report of the accounts in accordance with the requirements of the Charities Act 20111.the Act"). I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145{5llbl of thé Act. I hav8 completed my examination. I confirm that no material matters have come lo my attention (other than that disclosed below '} in connection with the examination which gives me cause to believe that in. any material respect.. accounting records were not kept in accordance with section 130 of the Act or the accounts do not accord with the accounting records Independent examiner's statement I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached. Please delete Ihe words in th8 brackets if th8y do not apply. Slgned.. Date: 0810912023 Name: William A Newman Relevant professional qualification{s) or body lif any): Address: 3 Harvest Bank, Hyde Heath Am8r5ham HP6 5RD IER October 2018 Section 8 Disclosure Only complete if the examiner needs to highlight matters of Concern (see CC32, Independent examination of charity accounts.. directions and guidance for examiners). Give here brlef details of any items that the examiner wishes to dlsclose. IER October 2018