## **AGM 18[th] September 2025 @ 8pm** ## **Agenda** - Apologies for absence - Chairman’s Address - Approval of the Minutes for AGM held 17[th] October 2024 - Trustees During 2024-25 - Past - Other Management Functions - Objectives & responsibilities of the Committee - Appointment of the Auditor - Treasurers Report - Report on Activities 2024 -25 - Works to Hall 2024-25 - Village Shop - Website and on-line booking - Hall users - Hire Rates - Licenses and Legal Documentation - Proposed activities for 2025-26 - Proposed Works for 2025-26 - Fete 2026 - Trustees for 2025-26 – 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:** Chris Sargent **Attendees:** Kewal Shah, Carole North, Margaret Dunn, Linda North, John Thornton, Libby Piper, Erica Elson ## **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 2024-2025**|| |---|---| |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| |Chistopher 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 2025/26. 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** Ian Hopkinson has been undertaking this role over the past year. **Treasurers Report** See attached document. Accounts to 30[th] June 20025 were presented by the treasurer and approved. ## **Report on activities in 2024-25** In the last year our Hall hire receipts have fallen by 0.04% but overall total receipts up by 3.2% year on year. We have a professional cleaner to ensure the Hall is maintained to a good standard. Parking remains an issue. May I thank Nikki Barton for doing such an excellent job as Booking Secretary and she is handing the role over to Carole North this year. The Website Manager role is being undertaken by Andy Piper. Fund-raising activities. - 200+Club – 2024/25 we saw a slightly higher 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 2024/25** - Repair parts of the hall - Repaid exterior brick work - Removed metal roller shutters - Hall partially repainted - General remedial works & repairs ## **Village Shop** During 2024/25 we continue to maintain support for our 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)|| ||||| 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 - 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 2025/26 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 with a provisional date of the 9[th] May 2026 and another Quiz night 2026. ## **Works for 2025-26** - Hall Floor 2 corners near stage ## **Trustees proposed for 2025/26** John Thornton - Chairman Libby Piper - Secretary Kewal Shah - Treasurer Erica Elson - Theatre Group Linda Drummond - Committee Member – Line Dancing Rep Margaret Dunn - Committee Member – Shop & WI Rep Carol North - Booking Secretary Christopher Sargeant - Committee Member Fire Officer - Erica Elson Parish Council Member – vacant ## **Nominations for trustees named above to continue:** Proposed by John Thornton Seconded by Libby Piper ## **New Trustee:** (none) **AOB** The committee will try and recruit new and suitable trustee/volunteers. The theatre group offered their thanks for the cooperation of the present committee. The committee reciprocated thanking the theatre company for their business, and improvements to the hall this last year. The committee thank John for another year as chairman. We all appreciate how he efficiently gets tasks done, and creates a good atmosphere for the committee and the village hall affairs in general. ## **Meeting closed at:** 20:27pm **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 2025 Contents: Page I Page 2 Summary Statement Receipts summary Payments summary Notes to the Statements Page 3 Page 4 Page5-6 Independent Examinerfs Report Report to the Trustees Receipts and Payments Statement for the year ended 30th June 2025 Summary of Receipts, Payments and Balances This Year l July 2024 to 30 June 25 Last Year July 2023 to 30 June 24 Notes Total Receipts (page 2) 27,675 26,807 Total Payments (page 3) (15.570) (24.410} Excess of Receipts over Payments 12,105 2.397 Bank Balances and Deposits at previous year-end 116.171 113,774 Bank BAlances and Deposits at year end (see below) 128,276 116,171 Assets and liabilities as at 30 June 2025 Composition of Bank Balances and Deposits COIF Charities Deposit Fund Scotlish Widows Instanl Access account Lloyds Business Current account Lloyds Hyde Heath 200 Club account 85,365 112 36,919 5,881 81.495 110 29,486 5,080 Closing balances at year-end 128,276 The notes on page 4 are an inlegral part of these statements This report was approved by the trustees and signed on their behalf by: Mr. J Thornton (chairman) Date of approval: 18 September 2025 Page 1 Report to the Trustees Receipts and Payments Statement for the year ended 30th June 2025 Receipts Summary This Year l July 2024 to 30 June 25 Previous Year l July 2023 to 30 June 24 Hall and equipment hire Hall hlre deposit (repayable) Rent received from Hyde Heath Village Shop 9.160 200 300 9.199 200 290 Fund raising Carol concert Quiz night 200 Club pri7£ draw Centenary 2024 Summer Fete income 295 750 1,772 474 8.258 428 1,075 1,620 7,805 Interest from savings accounts 3.871 3.989 Mlseellaneous Income Electricity contribution from the Village shop Donations - sundry 1,800 795 1.800 401 Total Receipts 27,67S 26,807 Page 2 Report to the Trustees Receipts and Payments Statement for the year ended 30th June 2025 Payments Summary This Year l July 2024 to 30 June 25 Previous Year l July 2023 to 30 June 24 Operating Costs Cleaning and laundry Heating and lighting Waste disposal Repairs and renewals Insurance Water Rates PRS and PPL music licence Vennin inspection and control Hedge cutting and gardening Fire Risk assessment: inspection & report Annual membership - Community Impact Bucks Website and domain costs Printing, postage and stationery Sundry equipment for hall Legal f¢es 3,101 1.428 1,232 1,171 ,178 404 3,307 8,298 1,146 1,026 1,141 332 46 163 275 260 1,275 70 108 270 556 1,250 99 250 225 441 70 256 25 Fund-raising expenditure: Carol Concert Centenary 2024 Summer Fete costs Prize money for the 200 Club draw 200 Club lottery licence Quiz night 216 432 3,312 887 20 120 105 2.933 1,105 73 Donations made: Florence Nightingale Hospice South Bucks Hospice RAF Benevolent Fund 323 295 350 Hall hire deposit repaid 400 Total Payments 24,410 Page 3 Report to the Trustees Receipts and Payments Statement for the year ended 30th June 2025 Notes to the statements Bank Account reconciliation Bank reconciliation: Lloyds Business (Current) Account Balance as per bank statement at 30 June 2025 36,918.51 Balance as per the books at 30 June 2025 36,918.51 Bank reconciliation: Lloyds Business (200 Club) Account Balance as per bank statement at 30 June 2025 5.881.00 Balance as per the books at 30 June 2025 5.881.00 Fixed Assets The legal title to the land on which the Hall is built is vested in the OffTcial Custodian who is a member of the Charity Commissions staff and is appointed bv the Charity. Commissioners to hold land. The official Custodian does not take part in managing the land which is the responsibility of the Trustees of the Charity. No value is attributed in the accounts to the buildin& nor to its fjxtures, fittings and contents. The hall The village hall provides an affordable spac¢ for various local organisations to provide communal activities that contribute to th¢ wellbeing of the community. Hyde Heath Village Shop (supportRDg the community) One of the key community facilities in the village is the village shop which occupies part of the overall village hall building. The shop provides a valuable service lo the village. The Village Hall continues to support the shop by accepting reduced rents and contributions towards electricity costs. The Village Hall and Hyde Heath Village shop continue to work together to ensure the continued existence of the shop without having a long terni negativ¢ impact on the Village Hall funds. FuDd raising activities The fund raising activities during the year were as follows: The annual village fete in May w&8 well attended and a successful fund raiser. The Christmas carol concert and the Quiz night were both also well attended. The hall celebrated its centenary in 2024 with afternnon tea and nostalgic enlertainment. The Hyde Heath 200+ Club raises funds annually from individual subscriptions to the 200+ Club lottery. Cash prizes are paid out lo the subscribers 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 Examiner's Report Report to the trusteesl membern of Hyde Heath Village Hall On accounts for the year ended 30 June 2025 Charity no (If any) 1153885 Set out on pages 1to4 I report to the trustees on my examination of the accounts of the above charity ('the Trust.) for the year ended 30 June 2025. Responslbllltles and As the charity trustees of the Trust, you are responsible for the preparation basis of report of the accounts in accordance with the requirements of the Charities Act 2011 ('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 carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. I have completed my examination. I confirm that no material matters have come to 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 statsmont 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 the words in the brackets if they do not apply. 18 September 2025 Signed: Date: Name: lan Hopkinson Relevant professional qualification(s) or body (if any): ACA Address: 1 Wesffield, Hyde Heath, Amersham, HP6 5RE IER October 2018 Hyde Heath Village Hall Receipts and Payments Statement for the year ended 30th June 2025 Contents: Page I Page 2 Summary Statement Receipts summary Payments summary Notes to the Statements Page 3 Page 4 Page5-6 Independent Examinerfs Report Report to the Trustees Receipts and Payments Statement for the year ended 30th June 2025 Summary of Receipts, Payments and Balances This Year l July 2024 to 30 June 25 Last Year July 2023 to 30 June 24 Notes Total Receipts (page 2) 27,675 26,807 Total Payments (page 3) (15.570) (24.410} Excess of Receipts over Payments 12,105 2.397 Bank Balances and Deposits at previous year-end 116.171 113,774 Bank BAlances and Deposits at year end (see below) 128,276 116,171 Assets and liabilities as at 30 June 2025 Composition of Bank Balances and Deposits COIF Charities Deposit Fund Scotlish Widows Instanl Access account Lloyds Business Current account Lloyds Hyde Heath 200 Club account 85,365 112 36,919 5,881 81.495 110 29,486 5,080 Closing balances at year-end 128,276 The notes on page 4 are an inlegral part of these statements This report was approved by the trustees and signed on their behalf by: Mr. J Thornton (chairman) Date of approval: 18 September 2025 Page 1 Report to the Trustees Receipts and Payments Statement for the year ended 30th June 2025 Receipts Summary This Year l July 2024 to 30 June 25 Previous Year l July 2023 to 30 June 24 Hall and equipment hire Hall hlre deposit (repayable) Rent received from Hyde Heath Village Shop 9.160 200 300 9.199 200 290 Fund raising Carol concert Quiz night 200 Club pri7£ draw Centenary 2024 Summer Fete income 295 750 1,772 474 8.258 428 1,075 1,620 7,805 Interest from savings accounts 3.871 3.989 Mlseellaneous Income Electricity contribution from the Village shop Donations - sundry 1,800 795 1.800 401 Total Receipts 27,67S 26,807 Page 2 Report to the Trustees Receipts and Payments Statement for the year ended 30th June 2025 Payments Summary This Year l July 2024 to 30 June 25 Previous Year l July 2023 to 30 June 24 Operating Costs Cleaning and laundry Heating and lighting Waste disposal Repairs and renewals Insurance Water Rates PRS and PPL music licence Vennin inspection and control Hedge cutting and gardening Fire Risk assessment: inspection & report Annual membership - Community Impact Bucks Website and domain costs Printing, postage and stationery Sundry equipment for hall Legal f¢es 3,101 1.428 1,232 1,171 ,178 404 3,307 8,298 1,146 1,026 1,141 332 46 163 275 260 1,275 70 108 270 556 1,250 99 250 225 441 70 256 25 Fund-raising expenditure: Carol Concert Centenary 2024 Summer Fete costs Prize money for the 200 Club draw 200 Club lottery licence Quiz night 216 432 3,312 887 20 120 105 2.933 1,105 73 Donations made: Florence Nightingale Hospice South Bucks Hospice RAF Benevolent Fund 323 295 350 Hall hire deposit repaid 400 Total Payments 24,410 Page 3 Report to the Trustees Receipts and Payments Statement for the year ended 30th June 2025 Notes to the statements Bank Account reconciliation Bank reconciliation: Lloyds Business (Current) Account Balance as per bank statement at 30 June 2025 36,918.51 Balance as per the books at 30 June 2025 36,918.51 Bank reconciliation: Lloyds Business (200 Club) Account Balance as per bank statement at 30 June 2025 5.881.00 Balance as per the books at 30 June 2025 5.881.00 Fixed Assets The legal title to the land on which the Hall is built is vested in the OffTcial Custodian who is a member of the Charity Commissions staff and is appointed bv the Charity. Commissioners to hold land. The official Custodian does not take part in managing the land which is the responsibility of the Trustees of the Charity. No value is attributed in the accounts to the buildin& nor to its fjxtures, fittings and contents. The hall The village hall provides an affordable spac¢ for various local organisations to provide communal activities that contribute to th¢ wellbeing of the community. Hyde Heath Village Shop (supportRDg the community) One of the key community facilities in the village is the village shop which occupies part of the overall village hall building. The shop provides a valuable service lo the village. The Village Hall continues to support the shop by accepting reduced rents and contributions towards electricity costs. The Village Hall and Hyde Heath Village shop continue to work together to ensure the continued existence of the shop without having a long terni negativ¢ impact on the Village Hall funds. FuDd raising activities The fund raising activities during the year were as follows: The annual village fete in May w&8 well attended and a successful fund raiser. The Christmas carol concert and the Quiz night were both also well attended. The hall celebrated its centenary in 2024 with afternnon tea and nostalgic enlertainment. The Hyde Heath 200+ Club raises funds annually from individual subscriptions to the 200+ Club lottery. Cash prizes are paid out lo the subscribers 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 Examiner's Report Report to the trusteesl membern of Hyde Heath Village Hall On accounts for the year ended 30 June 2025 Charity no (If any) 1153885 Set out on pages 1to4 I report to the trustees on my examination of the accounts of the above charity ('the Trust.) for the year ended 30 June 2025. Responslbllltles and As the charity trustees of the Trust, you are responsible for the preparation basis of report of the accounts in accordance with the requirements of the Charities Act 2011 ('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 carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. I have completed my examination. I confirm that no material matters have come to 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 statsmont 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 the words in the brackets if they do not apply. 18 September 2025 Signed: Date: Name: lan Hopkinson Relevant professional qualification(s) or body (if any): ACA Address: 1 Wesffield, Hyde Heath, Amersham, HP6 5RE IER October 2018