**Watchfield Village Hall Annual General Meeting – Monday, 2 December 2024** **Present:** Keith Whitting, Kevin Watts, Jane Watts, Sheelagh Vickery, Margaret Whitting, Maureen Phillips and Marg Cornish **Apologies:** Philip George. ## 1. **Chairmans Welcome and the Minutes of the last Annual General** - **Meeting –** Keith welcomed everyone to the meeting. The Minutes of the Last Annual General Meeting were read and AGREED. Keith signed them. 2. **Chairman’s Report** - In this year we have lost a long serving committee member, Bob Hill. Bob was always willing to help with Hall matters. We will remember his long support for the Hall. Jane Moreton, our auditor for many years, has retired. We have sent our Thanks and Best wishes to her for all her help. We have now found a new, local Accountant who has produced the Year End accounts for us. We shall continue to use her company at the next Audit. The past year appears, on the surface, to be one of little progress but like an iceberg there is a lot more going on that isn’t seen at first glance. We continue with our aim of building a new hall and are now able to apply for major grants. This has been made possible by hours of form filling and telephone conversations with Somerset Community Council (SCC). Our thanks to Maureen Phillips for the time and dedication she has given this project. Our Finances are in a healthy state with money invested in Fixed Terms which are currently giving a good return. Day to day running costs are being covered by our income from hirings etc. Our main source of income is the fortnightly Bingo. Our thanks go to Marg Cornish and Lesley Wall who continue to organise these evenings. Two Prize Bingo evenings have been held which included young members of the community and these are well attended. Hire of the Hall is increasing, we now have two bands wanting Hall for rehearsals and other various meetings. A very successful Cream Tea and a Soup and Crumble Lunch were held during the Year. We would have hoped for more support for the lunchtime event. We held a Flower Show this year, after a break of several years due to the Covid crisis. This was well supported and hopefully we shall continue the event next year. The Harvest Supper was held in October. We must thank Kevin and Jane Watts for all the hard work organising this event. The guest Speaker was Louise Seymour, she was both entertaining and interesting. The one problem this year must be our energy supplier, SSE. The company has changed the billing system. This has created enormous difficulty with meter readings, we have had a Smart Meter installed which has made little or no difference to the errors on the bills. The company seems unable to show an accurate meter reading and is billing amounts which are incorrect. Our energy contracts are managed by a charity brokerage, Utility Aid. Their team is now dealing with SSE and all the problems so we are hopeful this matter will soon be concluded and that we can receive a bill with a correct reading which we can pay monthly. Finally, thanks go to all the Committee for all the time they have committed to the Hall, everyone contributing in their own way. We are sure the local community are aware of the efforts made by the committee. We hope to ensure there will be a new hall built for future generations to use and enjoy. 3. **Financial Report** – The audited accounts were circulated to all the Trustees and committee members. It was AGREED that these accounts were a true reflection of the Hall accounts and that they should accepted. They were signed by the Chairman and the Treasurer. Maureen talked about the energy billing problems we had spent the year trying to resolve. She mentioned the investments we had made and the Interest we had received. There is £100,000 from the New Watchfield Hall account invested for a further year with Lloyds and £15,000 invested for one year from the Deposit account. These two accounts should return a reasonable amount of Interest. 4. **Hall Keys Check In** – the following people all hold keys to the Hall – Keith Whitting, Kevin Watts, Marg Cornish has three keys as she is the Hall key holder for hirers, Lesley Wall, Philip George, Lisa Bowen-Howe, cleaner **. 8 Keys in total.** 5. **Election of Trustees and Committee members** . **Keith Whitting Chairman** Proposed Maureen Phillips and Seconded Sheila Vickery. **Kevin Watts Vice Chairman** Proposed Keith Whitting and Seconded Margeret Whitting, **Maureen Phillips Treasurer** Proposed Margaret Whitting and Seconded Keith Whitting. **6.** The Chairman asked the Committee if they were all willing to stand for another year. Everyone AGREED to stand. 7. The meeting closed at 2.45 pm. WATCHFIELD VILLAGE HALL INDEPENDEN[ EXAMINER'S REPORT TO THE TRUSTEES Page 5 I report on the accoutts of th¢ Watchfield Village Hall for the y¢ar ¢nded 31 August 2024 which ar¢ set out on pages 5 to 9. . R£SPEcfivE RESPONSIBILITIES OF THE TRUSTEES AND THE EXAMINER The charity's trostees are Te5wnsible for the preEHration of the accounts. The charity's trustees consid¢r that an audit is not required for this year under section 43(2) of the Charities Act 1993 (the 199J Act) and that an independ¢nl examination is na¢rfL It is my reswnsibility to'.- ekqmine the accounts (under section 43(3Xa) olthe 1993 Act). to follow the procedures laid down in the General Thrections given by the Charity Commissioners (under section 43(7Kb} of the 1993 Acl). and to stat¢ whether Fwticular matters have come to my attentio)L BASIS OF THIS REPORT My examination was carried out in accordance with the General Directions given by the Charity commi￿10n. An examination includes a review of the accountin2 records kept by the Charity and a comparison of the accourrts presented with those records. It also includes consideration of any unusual items OT disclosures in the accounts, and the seeking of explaT]ations from you as trustees concerning any such matters. The procedures undertaken do tx)t provide all the evidence thai would be required by an audi( and consequently. I do not express an audit opinion on the view giv¢n by thc accounts. INDEPENDENT EXAMINER'S STATEMENT In connecti(m wtth my examination, no matter h&s come to my attention: which gvives me Teasonable cause to believe that in any maierial iesiKth the Tequirements to keep accounting records in accordance wtth section 41 of the 199J ACL and to prepare accounts ivhich accord with the accounting records and to comply with th¢ accounling requirements of the 1993 Ad. have not been met.. or 2. to which, in my Opinio￿ attention should drawn in order to enable a proper understanding 3. of the accounts to be reache(I ASHLEIGH D WBERY- ASE FCCA CHARTERED & CERTIFIED ACCOUNTANT The Entrepr¢n¢urs Accountant Kimberley. Northwich Roa(L Mark. SornerseL TA9 4PQ WA TCHFIELD VILLAGE HALL Page 6 STATEMEh'T OF FtNANCL4L AcrtvrrtES FOR THE I'EAR ENDED 31 AUGLST 2024 TOTAL FUNDS 2024 INCOME AND KXPENDITURE Incoming resourt Enty & Fly¢rs .560 803 Hall Hire EN'ents Income Grants & DonaÉii)ns Intcrest 2.097 9,183 3.417 17.181 Resources Eipefjded Hall expenses General ¢xpensc5 2.085 294 Net incomiog resources IYET MOVEMENT IN FUNDS BaIance biought forward as at I Sqxember 2023 Net incomtllg resou Closing balance at il Augu512024 145,751 13.802 159.553 A Dewb INDEPENDENT EXAMINER Th¢ financial stat¢m¢nts were approved by the Tntstees on ... ... J.1 :j.l.ao.4.* .... K Whitting M Phillips WATCHFIELD VILLAGE HALL Page 7 STA TEMENT OF FLYANCIAL Acrii:rrtES FOR THE ￿AR E￿DED 31 AUGUST 2024 2024 CURRENT ASSETS Cash at Bank Cutrent 13.728 New Account Fixed Deposit i 10,000 CURRENT LIABILITIES Accrnals (100) (100) NET CURRENT ASSETS 159,553 159.553 FINANCED BY: CAPITAL ACCOUN[ Balan¢e as at I Septembcr ?023 Surplus of illcome oi'er exp¢ndiiure 145.75 I 13.802 159,553 W,4TCHFIELD VILLAGE HALL P4ge 8 STATEMEIYT OF FINANCIAL ACTIv￿lEs FOR THE YEAR ENDED 31 AUGIIST 2024 2024 INCOME Hall Lettbngs Ev￿ts Income Entry & Flyus Raffle 2.097 -560 803 OTHER INCOM Interest rec£ived Grants & Donations 9.183 12,600 TOTAL WATCHFIELD VILLAGE HALL Page 9 STATEMENT OF FINANCIAL ACFivfrIES FOR THE I"EAR ENDED 31 AUGusf 2024 2024 ÈXPENDITURE Hall Insurdnce Electricity Water Repairs & Renewals Housekeeping Gardenin 801 512 82 320 280 2.085 Genergl miscellan￿lls Accountancy and audit Athnin Ev¢nt Expenses 100 177 1.294 TOTAL 3,379