**Watchfield Village Hall Annual General Meeting, Monday, 30 October 2023 Watchfield Village Hall at 7.00pm** **Present:** Keith Whitting, Margaret Whitting, Kevin Watts, Jane Watts, Sheelagh Vickery, Marg Cornish, Maureen Phillips. **Apologies:** Philip George., Bob Hill **1. Chairman’s Welcome** - Keith welcomed everyone to the meeting **2. Minutes of the last Annual General Meeting -** The Minutes of the last Annual General Meeting had been sent to the committee members. The Chairman briefly outlined their content and asked if they were a true record of that meeting. All members present AGREED they were a true record. **3. Chairman’s Report.** The past 12 months have seen a slow but steady progress towards our goal of building a new hall. Various fundraising events have taken place, a Coffee Morning to celebrate the 90[th] Birthday of the hall was held and a very successful Cream Tea was organised by Marg Cornish. We restarted our Annual Harvest Supper after a pause for Covid. Robert Stone, a local auctioneer was our guest speaker. Various hirings at the Hall have continued and the fortnightly Bingo Club is growing in numbers again after the Covid break. A Prize Bingo was held and was very well supported by local families. An important event towards building the new hall was a local Community survey asking everyone how important the Hall is to them. There was a good response and the Community Council for Somerset, who helped us organise and collated the survey for us, were pleased with the results. This project was important to prove local support for the Hall and the need to rebuild a new Hall. We have completed the paperwork to register the Hall with the Land Registry, with the help of a local solicitor. There will be a lengthy wait for the paperwork but the solicitor will write a letter to confirm that the process is in train as we apply for grants. We have moved funds from both the New Watchfield Hall Account and the Deposit Account to achieve a better return with our bankers, Lloyds Bank plc. We arranged two Fixed Asset accounts for one year as we cannot see further than that date. The Trading account is still able to support the work of running the Hall and we are very aware of the rising energy costs. Our thanks must go to Marg Cornish for keeping a close eye on the heating before and after every booking. The exterior of the Hall continues to concern us with various parts being patched from time to time to keep the Hall in use. In the next twelve months we hope to have a big push fundraising to achieve our target to build a new Hall. Finally, I would like to thank the small, but dedicated group of Trustees for all their support throughout the year. We should also mention Helen George for looking after the Facebook Page and to Lynne Duckett for looking after the Hall website. I would also like to thank everyone who supports the Hall, without them our efforts would be in vain. ## **4. Financial Report** The Treasurer reported that the Annual Accounts had been Audited by Jane Moreton, she was satisfied with the documents supporting the Income and Expenditure for last year. The Accounts have been signed and the Trustees have seen these documents. Everyone AGREED that they should be accepted as a true statement of the Hall at the year end, 31 August 2023. The Treasurer informed all present that the energy bill with SSE is the main concern as it is the major expenditure from Hall funds. We were helped by a Charity Energy Broker – Utility Aid, this year. We were introduced to them by Community Council Somerset (CCS) Bingo continues to be the largest Income stream to the Account. Hall Hire has improved in this year and each event that was held has proved to be successful. We should thank the Bennett family, once again, as they held a Wassail event in January 2023 that was very successful. All the funds raised were donated to the Hall. We are grateful for their continued support. **5. Hall Key Check In** – The Chairman asked all the key holders to confirm they were still holding Hall Keys. The following people hold a Hall key: **Kevin Watts, Keith Whitting** , **Philip George, Maureen Phillips, Marg Cornish and Lesley Wall, Lisa Bowen Howe – Cleaner, 8 Keys in Total.** 6. **The Election of the Committee –** The Chairman announced that all the Trustees should stand down from their positions to allow for an election of a new committee. Keith Whitting then asked each member if they were willing to stand for the committee for one year, 2023/2024 Each member AGREED that they would remain as a Charity Trustee of the Village Hall for one year. Marg Cornish AGREED to stand as a committee member for one year. Keith asked that the committee should be adopted as a group. The Trustees AGREED. The Chairman informed everyone that the Bennett family would hold a Wassail event on Friday, 17 January 2024. The details of the evening will be published in due course. There being no further business the meeting closed at 7.35pm. |**WATCHFIELD HALL ACCOUNTS Year Ending 31 August 2023**|**WATCHFIELD HALL ACCOUNTS Year Ending 31 August 2023**|**WATCHFIELD HALL ACCOUNTS Year Ending 31 August 2023**|||||||| |---|---|---|---|---|---|---|---|---|---| |**RECEIPTS**|||**BINGO**||||||| |**Date**||**Current A/ Deposit A/c**|**Entry & Flyers**|**Raffle**|**Hall Hire**|**Events Income**|**O/payments**|**Grants & Donations**|**Sundry Receipts & Bingo Expenses**| |13-Sep|Bingo 27/07,10/08,24/08,07/09|161.66|161.66||||||| |20-Sep|Hall Hire|25.00|||25.00||||| |03-Oct|Hall Hire|25.00|||25.00||||| |05-Oct|Hall Hire|50.00|||50.00||||| |17-Oct|Harvest Supper|1012.00||||1012.00|||| |10-Nov|Hall Hire|20.00|||20.00||||| |21-Nov|Hall Hire and Bingo 21/9,19/10,|184.95|159.95||25.00||||| ||02/11,16/11||||||||| |2023|||||||||| |03-Jan|Hall Hire|25.00|||25.00||||| |10-Jan|Hall Hire|25.00|||25.00||||| |13-Jan|Bingo30/11, 14/12|114.86|114.86||||||| |06-Feb|Wassail|601.00||||601.00|||| |03-Feb|Hall Hire|25.00|||25.00||||| |06-Feb|Hall Hire|25.00|||25.00||||| |13-Feb|Hall Hire|25.00|||25.00||||| |28-Feb|Hall Hire|25.00|||25.00||||| |06-Mar|Hall Hire|25.00|||25.00||||| |07-Mar|Hall Hire, Bingo 11/01, 25/01,|154.82|134.82||20.00||||| ||08/02,22/02||||||||| |15-Mar|Hall Hire|25.00|||25.00||||| |28-Mar|Hall Hire|35.00|||35.00||||| |29-Mar|Hall Hire|25.00|||25.00||||| |20-Apr|Hall Hire|25.00|||25.00||||| |24-Apr|Hall Hire|25.00|||25.00||||| |03-May|Hall Hire|25.00|||25.00||||| |15-May|Hall Hire|25.00|||25.00||||| |16-May|Bingo 08/03, 22/03,05/04,|140.28|140.28||||||| ||19/04, 03/05||||||||| |23-May|Hall Hire|25.00|||25.00||||| |13-Jun|Hall Hire|25.00|||25.00||||| |22-Jun|Hall Hire|25.00|||25.00||||| |26-Jun|90th Celebrations, Bingo 17/05,|283.31|113.81|||169.50|||| ||31/05, 14/06||||||||| |26-Jun|Hall Hire|25.00|||25.00||||| |03-Jul|Hall Hire|25.00|||25.00||||| |14-Jul|Bingo, 28/06,12/07|279.99|81.99||||||| ||Prize Bingo 07/07||198.00||||||| |17-Jul|Hall Hire|25.00|||25.00||||| |31-Jul|Hall Hire|25.00|||25.00||||| |07-Aug|Hall Hire|25.00|||25.00||||| |21-Aug|Hall Hire|25.00|||25.00||||| |||**3637.87**|1105.37||750.00|1782.50|**3637.87**||| WATCHFIELD VILLAGE HALL Registered Charity No. 1197281 ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2023 The attached BaDk rcconciliation and analysis sheets show the income and ex￿Iditure for the Y￿ to 31 August 2023 The final balance held in the current and dep)sit accounts amount to £35779.53 The New Watchfield Hall Account final balance amounts to10230.15 This account Iws the sum of £l￿),(x)0.OO on a Fixed l Year tcmi ￿nd wkth Lloyds Bank. The Hall was regI￿¢red as a Ckwitable Incory)otated Organisation in December 2021. The Charity Trustees are: Keith Whitting- Chairnian Kevin Watts- Vic¢ Chairman Jane Watt Sheelagh Viekery ElizAbeth Margaret Whitting Maureen Phillips - Tre&surer Auditor of the Accounts Jane Moreton Certificate by the Auditor I have inspected the attached accounts with the sUp￿)rting IKM)ks and vouchers and obtsined satisfactory ￿planatIOnS for any queri￿ I have raised with the treasur￿. I Conf￿ that the awounts are in awrdance with those recoTds and show a fair view of the fitwices of the Watchfield Village Hail trust for the yvar to 31 August 2023