## **Alne Village Hall** ## **th - Alne Village Hall AGM 17 April 2023** ## **Chairperson's Report AGM 2023** Our last AGM was held in October 2021. It was then decided to try and schedule future AGMs to coincide with the year-end accounts. Due to holidays, April is the first opportunity we have had to get everybody together. This report covers the period from October 2021 to the end of 2022. Since October 2021 several people have left the Committee. Jo Hall, due to work commitments and Gerard and Claire Buxton due to moving away from the village. Gerard handled the Finances and Claire Buxton handled the Bookings. Due to their departure, both of these jobs had to be taken over by our Secretary, Rosemary Ness until a suitable replacement could be found. Unfortunately, due to ill health, Jean Macrae has had to step away. In 2022, four new people joined our Committee. Chris Riding, Margaret Gobbi, Shelia Pringle and Sue Laycock. Alne Music Club has gone from strength to strength with five shows throughout the year with some very good audience numbers. We have enjoyed performances by a diverse range of acts including Bob Hewerdine, Becky Mills, Gary Stewart, and Plum Hall.. A small Sound and Lighting Company, Tech 27 provided the sound and lighting for the musicians that could not provide their own equipment. They will continue to work with AMC on future shows. Alne Village Hall and the Alne WI presented a One Woman Show called “Mrs. Beeton, My Sister”. It was a well-received event. There were five Pub Nights held throughout the year. Many thanks to Rosie and Mike Ness and Chris Riding for organising these evenings. In December the Village Hall celebrated its second Christmas Tree Lighting event. This occasion was very well attended and organised by Shelia Pringle and Sue Laycock. A small indoor Christmas market was also held, adding to the festivities. The year 2023 is looking positive. _Alne Village Hall – registered charity number 1162875_ ## **Alne Village Hall** I would like to take this opportunity to thank Rosemary Ness for her continued hard work and commitment to the success of the Village Hall. She has agreed to continue performing the roles of Hall Bookings Secretary and Treasurer. We now need to find a replacement volunteer as Secretary, in addition to someone taking on the role of Premises and Risk Management. I would also like to thank: Colin Fletcher, who has so generously given his time to improve the state of the Village Hall’s electrics to ensure that the safety of the Hall is maintained and that we meet the current Fire Safety Regulations. Stephanie Mortimer, for her continued care and attention to our amazing Hall Clock; David Lepper, for creating AMC and bringing some fine music to Alne in addition to organising the third Open Gardens. Cassandra Bullock Chairperson Alne Village Hall April 17[th] 2023 ## **Secretary’s Report Village Hall AGM- 17[th] April 2023** The last AGM was held in October 2021. The review period for this AGM is from October 2021 to end of 2022. Regular meetings were held throughout 2022 once Covid restrictions were fully lifted. Meetings were held monthly from March 2022 forward other than July and December 2022. ## **Charity Status & Documentation** Cassandra Bullock remains in the role of Chair. Rosemary Ness remains Secretary and assumed the role of Treasurer and Bookings Secretary when Gerard and Clare Buxton stepped down in November 2021, this was intended to be a temporary solution. _Alne Village Hall – registered charity number 1162875_ ## **Alne Village Hall** ## **Charity Status** We are registered as a CIO as from 1 July 2015. We still need to consider the legal situation around responsibility for the hall. This currently rests with the Parish Council and a deed of conveyance is required to transfer this back to the Alne Village Hall charity. This would require assistance from a lawyer. It is not considered a priority by the committee. The annual licence was renewed to include the sale of alcohol. All other licenses were renewed. The insurance was renewed but at substantially increased cost. Risk assessment and fire documentation have been reviewed and updated including Covid Risk Assessments. ## **Accounts and Finance** Year end accounts have been prepared and audited. (see year end accounts) Gift Aid Charitable status is in place although we have received no donations for a number of years. Hiring fees were reviewed and increased slightly in 2021 and again in September 2022. ## **Works and expenditure on the hall** Some major work was undertaken in late 2022 to upgrade the electrics to comply with current regulations. We now hold an acceptable electrical safety certificate. Early in 2023 further work was undertaken to update the fire alarm and emergency lighting. We have been using a company from York called Tech 27 to complete our general maintenance work. They have visited on a regular basis and completed a number of general maintenance jobs at a very affordable price. ## **Publicity** Facebook continues to be used for communication but this is focused on the Community Facebook page which has a far wider reach. The VH continues to have a webpage on the Alne Village website, which is regularly updated and new information uploaded. An email distribution is regularly used to aid communication. The Parish Newsletter is also used to communicate with the local community. A dedicated website for the village hall was considered but it was decided to be unnecessary. _Alne Village Hall – registered charity number 1162875_ ## **Alne Village Hall** ## **Grants & donations** No donations were received other than small amounts following borrowing of tables and chairs. There have been no grant applications made during this period **.** ## **Fundraising and social events** Once Covid restrictions were fully lifted we started to hold events again. Alne Music Club held a number of events (6) and 5 pub nights were held throughout the year. In May a play called Mrs Beaton was performed. A tree lighting event was held in early December which was well attended. ## **Bookings** Bookings were good in the early and latter part of 2022, they dropped off as normal in the summer months. Current regular users include Pilates, Rainbows, Yoga, Choir, WI, Art Group, mens’ keep fit and Furry Tails. Rosemary Ness, Secretary ## **Treasurers Report** **Alne Village Hall Comments on Accounts Ending 31 December 2022** Opening Balance £24,029.38 Closing Balance £21,674.11 Change - £2,355.27 See attached Income and Expenditure Statement. Comments 1. Our biggest ongoing cost items are Electricity bills at £2,297, cleaning at £1,992 and insurance at £1,523. The insurance is a major cost and increased _Alne Village Hall – registered charity number 1162875_ ## **Alne Village Hall** - substantially this year due to an increase in the rebuilding valuation for the property. 2. Major works on the electrics have been undertaken in 2022. We were not compliant with current electricity regulations so extensive work has been completed including replacements of many lights. Total cost of this work in 2022 was £3406. Additional work needs to be carried out on the emergency lights in 2023. 3. Music and theatre events undertaken at the hall have resulted in a loss (excluding bar takings of £276, (some of the income in the accounts is for events in 2023 £78) however bar profit from the events is about £275 so we have actually just about broken even excluding the cost of the banner. 4. We have a 3 year fixed rate deal on the electricity taken out in January 2022. This means we did not qualify for any government assistance with our bills. I estimate the hall costs £6 to £8 per hour to heat in winter. 5. Current hiring fee is £13 per hour, this was increased from £12 per hour on 1 September 2022. I calculate a cost per hour of hiring for 2022 of just over £10 for the following costs, cleaning, electricity, water and insurance. On top of this we have maintenance, supplies, licences. 2022 was exceptionally high for maintenance costs, a better annual average figure to use would be £1500 per year which would add an additional cost per hour of £2.50 so we just about broke even on hiring costs. Unfortunately hiring hours is lower going forward. 6. No open gardens or Lottery took place in 2022 which has left a considerable shortfall in our income. 7. We only held 5 pub nights due to lack of resources and in total over the 5 we took £1231 gross. 8. 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