## **ROCK VILLAGE HALL AND MILLENNIUM GREEN** ## **2024 ANNUAL GENERAL MEETING** **Friday 15[th] November 2024 at 7.30 pm** ## **At the hall** ## **MINUTES** ## **Present** David Griffiths, Barry Merchant, Emma Moore, Kelly Rodriguez, Richard Hall, Stephanie Morrison, Fran Cratchley, Matt White, Sue Hopkins, Len and Maureen Pitman, Chris and Jackie Osbourne, Steve and Bernie Whiteman, Bob and Chris Marriott, Rita Round, Marian Styler, Sally and Rob Blowing, Henk and Simone Buznik, Sue Merchant. ## **Apologies for Absence** David and Necia Hall, ## **Minutes of 2023 AGM, held on 1[st] December 2023** The minutes were agreed from the AGM held on 1[st] December 2023. ## **Matters Arising from the Minutes** There were no comments on the previous minutes. ## **Secretary’s Report** This report covers November 2023 to October 2024. ## _**Committee Members, Staff and Volunteers.**_ Currently the Committee is made up of eight Trustees plus three regular volunteers and one newly joined volunteer. Two of the regular volunteers are set to become Trustees within the next couple of months. New volunteers this year include Matt White, Tom Dutson and Marian Styler. Kerry Tipper left the committee for personal reasons and thanks are due to Kerry for her input. Ann Emmings also resigned for personal reasons after being a committee member for 25 years and was thanked for her great contribution. Matt White has agreed in principle to take over the role of Treasurer from Barry Merchant after a transition period. Richard Hall resigned after many years as Secretary from October and has been replaced by Kelly Rodriguez with input by Emma Moore. Many thanks to Richard for all your support over the years, as well as your support in the hand over of the role. Additionally the hall has seven volunteers doing a range of tasks; Steve Taylor (buildings/maintenance), Sally Blowing (defibrillator, liason with WMAS), Sue Merchant (Facebook group), Kim Williams and Henk Buznik (publicity in Rectory Lane & Tymberdyne), Ian Wilson (liason with Community First), Austin Rodriguez (advisor on electrical matters). The hall currently has four paid roles; Emma Moore (Village Hall Coordinator), Carol Franklin (Bookings Secretary), Amy Asbury (Cleaner) and Elysha Bourne (Cleaner). There have been 10 monthly meetings in the year (November 2023 to October 2024 inclusive but with no meeting in December) The monthly meetings have, on average, been attended by 8.5members, or about 77% of the membership, plus usually one administrator – Emma Moore. David Griffiths has served as chairman, with Barry Merchant as treasurer and Richard Hall as secretary. ## _**Events Held in the Last Financial Year**_ - 1) November 2023 – Christmas Fair (Emma Moore), Christmas Bingo (Sue Hopkins and Fran Cratchley) - 2) December 2023 – Children's Christmas Party and live music night with The Innocent Criminals (Fran Cratchley and Sue Hopkins) - 3) February 2024 – Animal Man Show (Emma Moore and Kelly Rodriguez) - 4) March 2024 – Live music night with Young Elton the Trubute Show (Sue Hopkins and Fran Cratchley) and Community Coffee Morning (Steph Morrison) - 5) April 2024 – Live music night with ABBA Tribute (Sue Hopkins and Fran Cratchley) and Community Coffee Morning (Steph Morrison) - 6) May 2024 - Live music night with the Innocent Criminals (Sue Hopkins and Fran Cratchley) and Community Coffee Morning (Steph Morrison) - 7) July 2024 – Summer Bingo Night (Sue Hopkins), Community Coffee Morning (Steph Morrison) and Live music night with The Lemon Twists (Sue Hopkins and Fran Cratchley) - 8) August 2024 – Indoor carboot sale (Sue Hopkins), Rock Show (Emma Moore and Kelly Rodriguez plus help from a range of people. Making a record profit and having a large attendance and positive feedback. Live music night with Stevie Mac Band (Fran Cratchley and Sue Hopkins) - 9) October 2024 - 10) Mind Magician Entertainment Show (Fran Cratchley and Sue Hopkins), Children’s Halloween Party (Fran Cratchley and Sue Hopkins) We still have a range of regular users of the hall including; bridge club, Dancefest, short mat bowls, pilates, yoga, Little Acorns toddler group, craft cafe, Zumba and choir group. ## _**Events Team**_ The committee and volunteers have worked incredibly hard this year to increase the number of events put on for the community and would like to thank each and every person who has helped to bring these events to Rock. Some events have been better attended than others but on a whole most have been very successful. An Events Team has been created which gives members of the community to help organise and run events without having to be involved with the day to day running of the hall. This has been positively received and there are currently 12 members on the team which will be overseen by the Village Hall Coordinator. We hope this will have a positive impact on events for 2025. ## _**Village Hall Website, Online Booking and Facebook and Newsletter.**_ At the beginning of 2024 following research into online booking systems, we signed up to Lemon Booking and launched our new website and online booking in March. The website www.rockvillagehall.co.uk and online booking system is managed by Emma Moore and Carol Franklin supports the online bookings. The feedback has on the whole has been incredibly positive to this change and we have noticed a reduction in time spent on bookings and found it to be very reliable. We also have the option to use online ticketing which will be useful for future events. The Facebook group is managed by Sue Merchant on behalf of the committee, Matt White and John Paul Moule have also set up a Facebook Events page to help promote our events. Both pages are a very useful source of information and are well used. The quarterly newsletter continues to be produced and distributed to those who have signed up for it, as well as being displayed on the website and on the notice board in the hall. ## _**Bookings**_ This year we have seen an increase in wedding bookings for 2025, this is believed to be due to a wedding fair held in September 2023, advertising on Facebook and Instagram and the work put in to improving the services provided. This year we had 14 weddings and next year we have 20 weddings booked. This is a fantastic source of income for the hall and allows us to continue to maintain the hall and provide events and support for our local community. ## _**Children’s Play Area**_ Fundraising has continued throughout the year for the improvements for the children’s play area which will ensure there is something for all ages of children of the community. A public consultation was held on 19[th] October where ideas were put forward for consideration and no objections were received. ## **Treasurer’s Report** 1. Thanks again to Peter Bill who has examined the Receipts and Payments Accounts for the Village Hall (see page 5). For the year to 30/9/24 they were found to be correct according to the Books and Records Presented. 2. The main key indicators used to monitor the health of the hall's finances are shown on the trend sheets. 3. Comments: In addition to the key indicators other factors to consider are, the ongoing landscaping around the pond and the repair work to it. The decoration of the hall earlier in the year. Routine infrastructure maintenance costs. a **. Hire –** Hire fees amounted to £51.6k in total during the financial period. An increase of just over 30% on last year, which had previously been the best to date. Fifty five percent of this income came from future wedding hire (bookings are already being made for 2026). The remainder came from regular hirers i.e., Community Choir, Bowls Club, Craft Café, Knit & Natter, Yoga, Pilates, Dancefest, etc. and occasional bookings for Parties, study & art groups etc. The increase in revenue was mainly attributed to an increase in hire and cleaning charges. b. **General Running Costs –** The running costs are made up of the general costs plus hire management. The increase in hire revenue is mirrored by the greater hall management cost. We continue looking for improvements and savings to reduce our operating costs. The use of the Sumup booking software is one such improvement. c. **Electricity –** The missed Feed in Tariff (FIT) payment for the quarter ending 30/06/23 has now been paid. This has inflated our FIT payments for the year, without it the FIT payments would have been consistent with previous years. A sub-committee investigated the options for changing electricity supplier and reducing our excessive consumption charges. We have since moved to EDF with beneficial results. d. **Cleaning –** The hall now pays WFDC for commercial waste collection. This with additional cleaning regimes have pushed the cost of cleaning up. This additional cost has now been incorporated into the hire costs for weddings. e. **Activities -** Rock Show, was again very successful and generated another record for the new hall. There were also some excellent concerts, shows, children's parties and quizzes during the year. The revenue was higher than the previous years. However, some of the summer events were not always that well attended and we need to decide if there is a desire for so many. f. **lncome & Expenditure -** Income exceeded expenditure. The issues with electric supply costs and payments have been resolved. There was no major spend on maintenance and new assets. We are still monitoring spend carefully and looking for savings so that our finances remain healthy. g. Surplus - The surplus on the year was £22.6k. The reasons for this are given in paragraphs (a) - (f). We currently have £97.7K at the bank of which we have ring-fenced £35.2K contingency fund to cover any repayment of Hire fees and Village Hall repairs from further unforeseen problems. In the near future we are likely to have spend on extra storage facilities, drainage, play area improvements and roof maintenance. General Running Costs 16000 14000 12000 10000 8000 6000 4000 2000 2017 2018 2019 2020 2021 2022 2023 2(T24 Year G￿eral Runnirs Costs Electricity 120(X) I￿[￿} 8(K)O 6(K)O 4CX)O 2￿)0 2017 2018 2019 2020 2021 2022 2023 2024 Cost5 * Feed in Tariff Cleaning 9000 8000 7000 6000 5000 4000 3000 2000 1000 2017 2018 2019 2020 2(T21 2022 2023 2024 Year Cleaning Activities 9CQO 8(K)O 7CK)O 6CK)O 5LK)O 4(J)O 3￿0 2￿0 1WO 2017 2018 2019 2020 2021 2022 2023 2024 Year ACtiv￿e$ Income vs Expenditure 80000 70000 60000 50000 40000 30000 20000 10000 2017 2018 2019 2020 2021 2022 2023 2024 Year Income Expenditure Surplus 31K)(KI 21K)(XI ItK)(K) 2017 2018 2019 2020 2022 2024 -io(K)o -20(K)O -30(X)O 40(K)o Year + Surplus ROCK VILLAGE HALL RECEIPTS AND PA YMF.NTS Af.Cnl.'NT FOR YFAR F.NDED 30rnn4 )'EAR T() ACTII'ITIiS,I)DEI'ENT5 RFX'F.IPT5111 .-(-Lipi' 5797.20 7653.42 H￿￿o¢H￿l 343. 897.38 JW.f 1126967 I[￿4* 450. 572&9X) 39.57 $2020.56 PV P¥*1 f￿￿T￿l￿ mvbLlub I23￿7) 122.62 2ffiJ6 589.07 W¢bsite¢oty 9351 7576.63 7.fy) 196&35 t6M.41 1133.07 575 10 7704.61 7433 75 2490.19 5632.70 311.yg 1.44 iipJ& Evw4C( Ww BT.Tel4knnt 3861. 1320. 16759.49 3169. 158.4Q 71H7.12 2693.50 62716.92 .l(W36 vil￿￿[•￿>(Trnth H*CW 3320.