## **Woodgreen Village Hall Annual General Mee�ng**
## **Charity number 1189784**
## **Minutes of the AGM held on Aug 9th 2024 at 7pm**
## **A�endees**
Kevin Flack, Chair
Lindi Harper, Secretary
Mhairi Benest, Booking Secretary
Claudia Carroll, Commi�ee member
Eunice Anton, Commi�ee member
Heather Hall, Commi�ee member
Angela Vickers Temporary Treasurer
Sue Harris, Hall Trustee, HWHS, WI
Jenny Hart
Chris Calder
Val Stearn
Ian Hayward
Stewart Hall Parish Council
Syan van Ni�rick
## **Apologies**
Josie Pollard, Treasurer
John Clark, Parish Council
## **Welcome by the chair**
Kevin welcomed the individuals present, and the organisa�ons that they represented to the AGM. He said that we have a real responsibility to protect this hall and its amazing murals and we take our role as custodians very seriously.
## **Agree previous AGM minutes**
The minutes of the previous AGM had been circulated and agreed as correct.
Proposed: Sue Harris Seconded: Stuart Hall
## **Chair’s Report**
Kevin opened his Chair's Report by saying that as Commi�ee members and Trustees, we are pleased to act as custodians of this community building and its amazing murals.
He stressed that the events we hold are not simply fundraisers, they provide the opportunity for residents to get together, meet each other and make new friends. We hope they contribute to maintaining the fabric of our community here and provide a welcome for new residents.
He thanked the commi�ee members, those who support our events and hold their own in the hall, and recognised our con�nued great rela�ons with the Horse & Groom, the Parish Council, the shop, the Hor�cultural Society who maintain our garden, and everyone else we have worked with over the past year.
## **Secretary’s report**
The hall commi�ee are con�nuing to hold a number of fundraisers over the year and the Treasurers report will inform you of the amounts raised.
## Bingo Night
We ran another Bingo night last November which was very popular and as a result we held another one in April which turned out to be more successful than the November one and was very well a�ended. Many thanks goes to Wayne Eagles for being the caller, entertainer and responsible for the spring themed decora�ons, and also to his partner Sco� for all their help with the sound equipment, ligh�ng and smoke effects!! The next one will be Friday 8th November with an autumn theme!
## Burns Supper
The Burns Supper in January was extremely popular and the �ckets sold out very quickly. It was a fantas�c evening with a great band “Murphy’s Lore”, catering by the Horse & Groom and the Selkirk Grace performed by Ian Gemmell. We have already booked the band for next year as Burns night 25[ th ] January is on a Saturday and many people were keen to rebook their tables.
## New Hea�ng System
With the aid of a grant we received from the Na�onal Grid we were able to replace the old night storage heaters with a new electronic hea�ng system using efficient electric radiators that are programmable. This was installed in October ready for the winter and ini�ally we had to turn them down as the hall users were too warm at �mes! A big improvement on the old heaters.
## Hall Pain�ng
The inside of the hall was repaired and repainted in the last week and many thanks to Shaun Marlow for doing such a great job.
## **Booking Secretary’s Report**
For the year ending March 2024 we had 7 wedding weekends, down from 14 in 2022, which was to be expected as the covid backlog has tailed off. These weekend events are s�ll a good source of income for the hall.
There were 15 private par�es, various ad-hoc yoga events, willow weaving & other private cra� events and it's good to see the hall in use over a weekend.
Our regular bookings con�nue, with Yoga classes, dog/puppy training classes, Pilates, cra� club, art club and monthly WI mee�ngs. Sadly, Debbi has stopped her Thursday aerobics class so we have a regular slot that we’d like to fill.
And, of course, there are the annual events such as the Annual Hor�cultural show & the Steam Rally. The hall also hosts, without charge, the church-run monthly CAMEO (come and meet everyone) lunches.
The commi�ee con�nues to run the monthly book/jigsaw swap & a�ernoon tea on Wednesday a�ernoons which our locals enjoy and occasionally visitors come to see the murals and enjoy our home-made goodies.
## **Treasurer’s Report**
Excluding the Grant of £9,000 we received, our income from all sources, was nearly £20,000, which is down on the previous year when it was over £26,000 (excluding Peter Arnold’s legacy). So, where our income had become stronger over the previous 5 years, it has now fallen back.
Hall Rentals from our Regular Users – £8,845 (£8,387 the previous year) Wedding Rentals - £2,611 (£9,622 previously)
Other Event Rentals - £2,858 (£3,139 previously) **Total Rental Income £14,314 (£21,148** the previous tax year) The grant of £9,000 was given by the Na�onal Grid to be used to upgrade and modernise our hea�ng system.
## **Retained Damage/Cleanliness Deposits**
During 2023/24 we retained £260 (£734 the previous year) for failure to cancel within the required no�ce period, or because the hall had been le� in a disgus�ng state and/or the rubbish had not been sorted in accordance with our instruc�ons.
## **Expenses**
Our biggest expenditures were for: New Kitchen £8,474 + Electrics £174 External Pain�ng £1,330 Roof Repairs £377
New Car Parking Area £1,076 (this was 50% of the whole cost, shared with the Parish Council + Electrics on top £762, not shared. New Hea�ng System £7,935 New Grou�ng for the Pa�o and Driveway £1,077 **Total Cost of Improvements £21,205 Fund Raising Events by the Commi�ee**
A�ernoon Tea/Book Swap/Jigsaw Exchange – During the calendar year 2023, £776 was raised (£2,406 since August 2021 to June this year) This doesn’t include the Mural Cards that have been ac�vely sold during these events but does include any dona�ons given.
Bingo Evening - £174 in Nov 2021; £357 in Nov 2022; £404 in Nov 2023 & £678 in April 2024 so £1,613 to date
Burns Night - £534 in 2022; £891 in 2023; £875 in 2024 so £2,299 to date
## **Total Funds Raised by the Commi�ee to date £6,318**
## **Liabili�es**
Our biggest liability is the money outstanding to SSE for electricity. This has been an ongoing saga for at least a couple of years, the culmina�on of which was when they were in breach of the Direct Debit Mandate rules. In January this year, SSE took £901 from one of the Hall’s current accounts without any prior warning instead of the normal £200 per month – 10 days’ no�ce should have been given. This le� very li�le in that account and it was fortunate that Bank penal�es and interest were not charged. The DDM was cancelled, and a formal complaint made, which is ongoing for various reasons. However, there are ample funds, at the moment, to cover this debt.
## **In Conclusion**
The Hall’s net reserves are healthy, and our finances have improved considerably but we have also achieved significant improvements and enhancement to our beau�ful hall.
## **Ques�ons from the foor/AOB**
Sue Harris thanked the commi�ee for all the enjoyable fund raising events that have been organised and for all their hard work in maintaining the hall.
Stewart Hall asked what the £11000 liability was for and was informed that it was the SSE outstanding electricity bill which has been an ongoing issue with meters ad charges.
Stewart Hall also queried the bill for the hea�ng installa�on and the grant received and asked if any money needed to be paid back. MB assured the mee�ng that all the money was spent when you include the deposit paid to SGS.
Val Stearn thanked the commi�ee for running the Book & Jigsaw swap every month and for all the lovely cakes produced for the a�ernoon teas. She also said that there was a lack of sea�ng for teas at the Hor�cultural Show but it was pointed out that she would need to take that up with the Hor�cultural Society as it was their event.
Syann van Ni�rick said she would like to set up a children’s art club in the coming year and was looking for hall availability and assistance. MB said we could look at availability of the hall when she has more of a plan.
## **Elec�on of trustees/commi�ee members**
The Chair thanked Josie Pollard for her many years serving as Treasurer and wished her well a�er her decision to step down during the year. He also thanked Angie Vickers for covering the role temporarily and was delighted that Ian Hayward had stepped up to take on the role fully. Angie also said she was happy to stay on the commi�ee as a member.
Chris Calder also put herself forward for elec�on.
All the other current commi�ee members/trustees all stood for re-elec�on and were duly re-elected.
Proposed: Sue Harris
Seconded: Jenny Hart
## **Invita�on for user group members to become trustees**
Sue Harris has agreed to con�nue as a trustee represen�ng HWHS and also Woodgreen WI. Thanks to Sue for her input.
## **Chair closing remarks**
Kevin drew a�en�on to the publicity for events on the Facebook page, the website and the no�ceboards and closed by thanking everyone for a�ending.
woodgreenvillagehall.org.uk
As there was no more business the mee�ng closed at 7.22pm.
## **WOODGREEN VILLAGE HALL**
|**Receipts and Payments Transactions for the Year ended March 2024**
**Receipts**
NFDC Covid/Other Grants
Hall Rental
Net Deposits
Deposits Received
Donations & Fund Raising
Donations & Fund Raising & Transfers
Sale of Postcards, Notelets
Investment Income
Interest Received
Electricity Meters
Sundry
Grazing
(Damage Deposits Retained - already accounted in Net Depo
Adjustment
**Total Receipts**
**Payments**
Electricity
Water
NFDC Rates
Insurance
Cleaner
Garden Maintenance
Wages & Grass Cutting
Improvements, Repairs & Maintenance
Sundries
Advertising & Promotions
Postcard, Notelets Printing
Printing & Stationary
Fund Raising Expenses
Deposits Refunded
**Total Payments**
**TOTAL RECEIPTS LESS PAYMENTS**|**2024**
9000
14353
-140
0 -
4490
0 -
210
458
673
69
0
0 -
0
**29113**
2701
126
0
1530
2063
945
0
25960
408
208
0
25
2396
-
**36361**
**-7248**|**2023**
0
21148
-345
12753
221
586
62
150
10
734
**34585**
2400
141
0
1311
2213
377
450
5437
328
75
0
76
2178
**14986**
**19599**|**2022**
10667
15870
750
0 -
2855
0
184
600
6
118
35 -
0
300
**31085**
2400
231
0
1232
2244
75
420 -
5182
478
614 -
708
39 -
1398 -
-
**15021**
**16064**|**2021**
20636
2036
265
-
23
0
0
742
2
14
-
320
0
0
**24038**
1978
110
0
1127
640
150
-
4594
193
-
0
**8792**
**15246**|**2020**
**0**
12370
765
689
263
740
15
134
249
0
-60
**15165**
2688
140
0
1299
2660
595
6876
589
0
**14847**
**317**|**2019**
**0**
10305
1550
404
258
740
38
118
0
50
**13463**
2688
165
0
973
3386
5257
509
273
182
900
**14333**
**-870**|
|---|---|---|---|---|---|---|
## **WOODGREEN VILLAGE HALL**
## **Statement of Assets and Liabilities as at 31st March 2024**
|____________________________________________________________________________
**2024**
**£**
**£**
**Liquid Funds**
Current Account Original
535
Current Account New
9,391
Bank Deposit Account
48,835
COIF Charities Deposit Account
3,694
Building Society Deposit Account
0
Petty Cash
883
**63,337.71**
**£**
**Other Monetary Assets**
COIF Fixed Interest Funds
20,495
**20,495.00**
**£**|_____________
**2023**
**£**
2,037
31,133
33,321
3,078
0
1,018
**£70,587**
19,563
**£19,563**|_
**2022**
**2021**
**£**
**£**
11,118
24,180
3,194
0
25,001
0
2,491
1,890
8,922
8,756
250
74
**£50,976**
**34,900**
**£**
20,818
22,397
**£20,818**
**22,397**
**£**|**2020**
**£**
9,575
0
0
1,149
8,756
185
**£19,665**
22,717
**£22,717**|**2019**
6,841
0
0
3,055
9,869
50
**£19,815**|
|---|---|---|---|---|
|||||22,630
**£22,630**|
1/9/25, 2:21 PM
Gmail - Accounts
**Ian Hayward **
## **Accounts**
1 message
**James Thresh** 1 December 2024 at 13:08 To: Ian Hayward
## Hi Ian,
Accounts all check and good to file at the Charity Commission.
## Thanks
James
**WVH Accounts April 23 - March 2024 Updated.xlsx** 84K
https://mail.google.com/mail/u/0/?ik=a560d497ba&view=pt&search=all&permthid=thread-f:1817243553156459901%7Cmsg-f:1817243553156459…
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