## **AGM 17[th] October 2024 @ 8pm** ## **Agenda** - Apologies for absence - Chairman’s Address - Approval of the Minutes for AGM held 21[st] September 2023 - Trustees During 2023-24 - Past - Other Management Functions - Objectives & responsibilities of the Committee - Auditor - Treasurer’s Report - Report on Activities 2023 -24 - Works to Hall 2023-24 - Village Shop - - Website and on-line booking - Hall users - Hire Rates - Licences and Legal Documentation - Proposed activities for 2024-25 - Proposed Works for 2024-25 - Fete 2025 - Trustees for 2024-25 – 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:** Libby Piper, Nikki Barton **Other Attendees:** Ian Hopkinson Pam Ruff John Thornton Libby Piper Kewal Shah Nikki Barton Erica Elson Linda Drummond Margaret Dunn Carol North Christopher Sargent ## **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 2023-2024** |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 – WI rep| |Carol North|- Committee Member| |Christopher Sargent|- Committee Member| All the above members gave their time and expertise voluntarily. The annual accounts are examined by Ian Hopkinson 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 2024/25. 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. **Chairman: John Thornton, 42 Walnut Way, Hyde Heath Amersham, Bucks, HP6 5SD Telephone: 01494 773242 Email: johngmthornton@gmail.com** ## **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** We thank Ian Hopkinson for his first year as our new auditor since Bill Newman stood down. **Treasurers Report** See attached document ## **Report on activities in 2023-24** In the last year our Hall hire receipts have risen by £1011 but overall total receipts up by 12.3% 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 – 2023/24 we saw a reduced membership. All surplus funds after prizes go to the Hall - The Fete was better than previous years, Quiz Night and the Xmas carols all good. ## **Works during 2023/24** - Purchased a new cooker & microwave - Install heater to rear toilet - No smoking sign external near bins - General remedial works to some internal doors and Kitchen window - General repairs to external gate and external gate and gutters cleared ## **Village Shop** During 2023/24 we continue to support the new shop tenants Sid and Avani. **Chairman: John Thornton, 42 Walnut Way, Hyde Heath Amersham, Bucks, HP6 5SD Telephone: 01494 773242 Email: johngmthornton@gmail.com** ## **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 Aylesbury Fire - Accident book held by booking secretary - Fire log with inspection reports - Committee members and contacts - 2 missing on website. Christopher Sargeant and Carole North - Hall Hire Rates - Booking Form - New Lease with shop - Trust Deed - Risk assessment for hall - Emergency plan in case of fire - Alcohol licences? **Chairman: John Thornton, 42 Walnut Way, Hyde Heath Amersham, Bucks, HP6 5SD Telephone: 01494 773242 Email: johngmthornton@gmail.com** ## **Proposed Activities for 2024/25 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 10[th] May 2025. Quiz night 2025 ## **Works for 2024-25** - Hall Floor 2 corners near stage. Structural engineer to look. Seek a grant - Hall repaint. Get colour cards - Clock repair ## **Trustees proposed for 2024/25** 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 Carol North - Committee Member Christopher Sargeant - Committee Member Fire Officer– vacant Parish Council Member – vacant ## **Nominations for trustees named above to continue:** Proposed by John Thornton Seconded by Kewal Shah **New Trustee:** (none) **AOB** (none) ## **Meeting closed at 20:23hrs** **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 Payments Statement for the year ended 30th June 2024 Contents: Page I Page 2 Page 3 Page 4 Page5-6 Summary Statement Receipts summary Payments summary Notes to the Statements Independent Examiner's Report Report to the Trustees Receipts and Payments Statement for the year ended 30th June 2024 Summary of Receipts, Payments and Balances This Year l July 2023 to 30 June 24 Last Year l July 2022 to 30 June 23 Notes Total Receipts (page 2) 26.807 22,386 Total Payments (page 3) (44.410) (?9.632) Excess of Receipts over Payments 2,397 Bank Balances and Deposits at Previous year