## **Alne Village Hall AGM 20[th] May 2024 7.15pm** 

## **Chairpersons Report** 

Our last AGM was held in April 2023. We will try and schedule future AGMs to coincide with the year-end accounts. This report covers the 2023 year. 

Since the last AGM we have lost two members of the committee. Jean Macrae who had been a very active member for many years and will be sadly missed and David Lepper who we would like to thank for his hard work during his membership, including organising Alne Music Club and the Open Gardens. 

No new members joined the team and the position of Secretary remains vacant. 

We ran a varied program of activities throughout the year. 

A number of pub nights were held throughout the year and have been generally well attended. These continue to be popular and we will continue to run these going forward on a regular basis. The bar team is expanding with help from villagers. 

Bob Hayes organised and hosted two quiz nights and we would like to thank him for his efforts. 

Alne Music Club hosted a number of music events but we have continued to struggle covering our costs due to lack of attendance so any future music events will require careful consideration. 

Alne Open Gardens was held with a few new gardens and again proved very popular and made an important contribution to our funds. It was a very hot day which curbed the numbers slightly but was still a great success. The future of this event is in question as David has left the team and it is a very time - consuming event to organise. 

In December we once again had our Christmas Tree lighting event and Christmas Market. The weather was awful but many villagers still turned out in good numbers to support the event. 



We now have wi-fi, funded for 2 years by Alne Parish Council which has helped us move to a largely cash free bar. We also received further funding from the Parish Council and North Yorkshire Council for the replacement of some windows and the back door. 

I would like to thank Rosie Ness for her continued support of the Village Hall and for looking after so many aspects of running the Hall. Many thanks to Committee member Sheila Pringle and non- Committee member, Colin Fletcher who continue to look after the overall maintenance of the Hall and have organised and implemented a number of much needed improvements and general maintenance. 

Many thanks as well to all the Committee members for their contributions to Pub Nights. Due to the lack of a Secretary, Shelagh Kenny stepped in to take the minutes of our meetings until the post is filled. 

Cassandra Bullock Chairperson Alne Village Hall 

## **Secretary’s Report** 

Rosemary Ness stepped down as secretary at the last meeting due to the work load involved in her other roles. For the last 12 months we have had no secretary. Shelagh Kenny has kindly taken meeting minutes but other than that, no secretarial activities have been performed. No report is available. 

## **Bookings Secretary Report** 

Regular users include Yoga, Pilates, Alne Choir, WI and Rainbows. Unfortunately,  we have lost a number of regular users in 2023.This will have a considerable impact on the hiring income in 2024. 

There was no increase in hiring fees in 2023, this was last done 1 September 2022. 

We need to review our hiring fees with effect from 1 September 2024, last done 1 September 2022. 

A new booking system was employed at the end of the year which will hopefully streamline the process going forward. 

## **Treasurers Report** 

Financially we had a strong year despite difficult conditions and increasing expenses. 



Opening Balance £21,674 Closing Balance £22,954 Change £1,280 

See attached Income and Expenditure Statement. 

## Comments 

1. This has been a good year for the village hall and we achieved our 2023 financial goal of break- even whilst providing a range of events and activities, a comfortable hiring environment and completing ongoing maintenance to the building. Our biggest ongoing cost items are; 

   - a. Electricity at £2,452 (£2,297 in 2022), We have a 3year fixed rate deal on the electricity taken out in January 2022. I estimate the hall costs £6 to £7 per hour to heat in winter. 

   - b. Cleaning at £ 2375 (£1,992 in 2022), this is a big increase and needs to be reviewed. 

   - c. Insurance at £1155 (£1,523 in 2022). The insurance was moved this year to a different insurer at a considerable premium saving, this is under a 3 year fixed deal expiring in 2025. 

   - d. The water bill was £912 in 2023 compared to £443 in 2022 and £283 in 2021. There has been a number of occasions where taps have been left on or stuck on. All taps have now been replaced other than in the disabled toilet. We were overcharged in 2023 and the first bill for 2024 is actually a rebate of £210. (nothing YTD April 24) 

. 

2. Total expenditure on maintenance in 2023 was £4484. Additional work on the electrics was required to be carried (emergency lights installed ) The cost of this in 2023 was £1244. In addition to this work, 2 new windows were fitted and a new back door. Various other maintenance jobs were completed and funded from village hall funds. 

3. We received a grant of £2251 from North Yorkshire Council/Parish Council 50% each, which paid for the 2 new windows and a new back door mentioned above. In addition to this the Parish Council agreed to reimburse our wi-fi costs for 2 years so the hall now has wi-fi. This amount is included in the grants figure and totals £148 for 2023. This means we can now take credit cards which is very useful. 

4. All events combined (excluding bar takings) undertaken at the hall have resulted in a profit this year of about £1250. The majority of this came from the open gardens which made a profit of about £750 and the Christmas tree lighting event which made a profit of about £360 (excluding the bar). We need to choose events for 2024 to ensure we have adequate funds to meet our ongoing costs. 

5. Hiring income was slightly up on 2022 at £7599 compared to £7204 in 2022. This includes £438 paid in advance for 2024 hiring. Taking the early payment into account hiring income is almost the same as prior year. This is a good result as we 



   - lost a major hirer in Autumn 2023.Hirings in general are down for the start of 2024 although we do have the benefit of two elections in 2024. 

6. The current hiring fee is £13 per hour, this was increased from £12 per hour on 1 September 2022. 

7. Bar profit for 2023 (including bar takings at events) was £2000 

8. The amount of £879 in refurbishment is the memorial bench for Jean Macrae. 

9. Donations of £70 were received towards the cost of the memorial bench for Jean Macrae. 



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