## COLD ASHTON VILLAGE HALL
Committee Meeting and AGM Wednesday 13th November 2024
## Present
Nic Wylde (Chair), Darren Frost (Treasurer), Adrian Runacres, Bridget Gorringe, Pam Heath, Carleton Heath, Phil Collis, Ian Smith, Nigel Trapp, Sharon Miles, Marn Knight, Darren Frost
## Apologies for absence
Nicola Frost, Steve Morris, John Lippiatt.
## Approval of Minutes
- Minutes of AGM held 22nd November 2023 approved by all members present.
- Minutes of committee meeting held 2nd October 2024 approved by all members present.
## Chairman report
See report attached
- Nic Wylde said the children’s play area has been cleaned successfully by a communal effort
- and broken apparatus repaired. This needs to be done regularly throughout the year.
- The Pubs Nights and Summer Tea Party were enjoyed by all.
- Usage of the Hall is improving but needs to increase.
- Darren & Nigel have secured a grant of £40,000.00 and a package of works is underway and due for completion before Christmas.
## Treasurer report
- Darren Frost presented a Financial Report in pie chart and spread sheet format as the
- • attached.
- Ian Smith will ask the Parish Council to contribute towards the cost of redecoration the Hall
- • now floor has been sanded and re-sealed.
- An increase in hall rental rates was discussed.
- The automatic gates have been repaired. Query insurance claim against the bus company
## Election of Officers
- Nic Wylde-to continue as Chairman
- Vice chairman Martin Knight
- Treasurer-Darren Frost
- Secretary-Steve Morris
- Hall bookings-Bridget Gorringe
- Caretakers –Adrian Runacres, Phil Bloomfield, & Carleton Heath. Working parties to be organised for regular hall maintenance. Job lists to be discussed at every meeting with a plan to address what’s needed to be done by the joint committee or if we need to bring in further paid help.
- Event organisers-Pam Heath, Sharon Miles & Ian Smith
- Legal advisor-Phil Collis
- Information technology-Darren Frost
- Safeguarding & Welfare – Adrian Runacres & Nicola Frost
## Other Committee Members
- Nigel Trapp and John Lippiatt
## Correspondence
- Ian Smith will continue to provide articles for Marshfield Parish Magazine
## Xmas party
- Scheduled for 7th December 2024 and arrangements well in hand via subcommittee
## New year gathering
- Scheduled for 31st December 2024 and arrangements well in hand via subcommittee
## Any Other Business
- Nic to add Holly & Jonny to WhatsApp Group
- Darren to continue managing Hall Improvement works
- Ongoing regular booking and event to includer: Pilates on Thursday evenings, Yoga on Monday Evening, Swing Dancing on occasional Sunday afternoons, Coffee mornings every
- • Thursday, Walkers and Runners annual evets, seasonal Wreath Making, Table Tennis on Tuesday evenings.
- Rules for use of WhatsApp to be devised and distributed through subcommittee.
## Next Meeting & AGM
- Next committee meeng 24th January 2025 at 7.30 pm
- Pub Night 7th March 2025
- Next AGM to be confirmed in November 2025
## **Cold Ashton Village Hall Income and Expendature report**
**----- Start of picture text -----**
2023 - 2024 At a glance 23/24 Quarterly trends 23/24 Account status
Income 23/24 01/11/202331/01/2024 01/02/202430/04/2024 01/05/202431/07/2024 01/08/202431/10/2024 Totals Current Savings Petty Cash Bridget Cash Totals
Q1 Q2 Q3 Q4 Account Account Account Account
Outgoing £ (13,173.60) Opening £14,312.18 £664.55 £322.80 £14.00 £15,313.53
1% Hall Events (community) Credit £20,495.53 £12,392.65 £1,384.79 £260.00 £34,532.97
14% Hall Events (Private) Rates £ (309.09) £ - £ (226.40) £ (1,377.11) £ (1,912.60) Debit -£24,937.93 -£5,000.00 -£1,357.80 -£274.00 -£31,569.73
7%2% 32% Car Parking - Cash Maintenance £ (1,051.80) £ (485.28) £ (1,338.00) £ (2,766.39) £ (5,641.47)
Car Parking - QR Grant spend £ - £ - £ (363.00) £ (2,000.00) £ (2,363.00) Closing £9,869.78 £8,057.20 £349.79 £0.00 £18,276.77
6% Yoga - J Lunt Insurance £ (444.31) £ - £ - £ - £ (444.31)
9% Table Tennis Charitable Donation £ - £ - £ (100.00) £ - £ (100.00) Difference -£4,442.40 £7,392.65 £26.99 -£14.00 £2,963.24
29% Coffee Morning Cleaning £ (248.00) £ (264.29) £ (260.00) £ (448.67) £ (1,220.96)
Interest F&B £ (377.73) £ (394.01) £ (72.00) £ (201.12) £ (1,044.86) 23/24 YE £ £18,276.77
Assets £ (18.00) £ (200.40) £ - £ - £ (218.40) - 9.5K Grant £8,776.77
Entertainment £ (200.00) £ (28.00) £ - £ - £ (228.00) + Grant Spend £11,139.77 Adjustments
22/23 YE £ £15,313.53
Incoming £ 6,636.84 Diff -£4,173.76 YE Less Gate and Playground £ 612.44
Expendature 23/24 Hall Events (community) £ 625.77 £ 895.77 £ 96.00 £ 528.04 £ 2,145.58
Hall Events (Private) £ 242.50 £ 127.50 £ 998.75 £ 522.50 £ 1,891.25 23/24 Average Monthly Spend 23/24 Average Monthly Income
-2% Car Parking - Cash £ 23.75 £ 230.00 £ 16.40 £ 350.00 £ 620.15 Rates £ 159.38 Hall Events (community) £ 178.80
-2% Rates Car Parking - QR £ 4.87 £ 74.10 £ 208.65 £ 111.15 £ 398.77 Maintenance £ 470.12 Hall Events (Private) £ 157.60
Maintenance Yoga - J Lunt £ 90.00 £ 157.50 £ 67.50 £ 161.25 £ 476.25 Grant spend £ 196.92 Car Parking - Cash £ 51.68
-10% -18% Insurance Table Tennis £ - £ - £ 112.10 £ - £ 112.10 Insurance £ 37.03 Car Parking - QR £ 33.23
-11% Coffee Morning £ 263.22 £ 240.00 £ 180.00 £ 250.00 £ 933.22 Charitable Donation £ 8.33 Yoga - J Lunt £ 39.69
Charitable Donation Interest £ 2.32 £ 5.88 £ 18.72 £ 32.60 £ 59.52 Cleaning £ 101.75 Table Tennis £ 9.34
-1% -4% Cleaning F&B £ 87.07 Coffee Morning £ 77.77
Assets £ 18.20 Interest £ 4.96
F&B
-52% Entertainment £ 19.00 £ -
Assets
Entertainment Total £ 1,097.80 Total £ 553.07
**----- End of picture text -----**
## **Treasury Notes**
**Rates** Rates started high in the year with the effect of the energy increses seen globally. They have now stabalised and we are looking to take advantage of the new PV system due to be installed before the end of 2024
**Maintenance**
We have had several events this year which has lead to an unusually high cost for us, the plyground required significant repairs totaling -£2,389.80, We also had the issue of the gate being damaged which added a further -£2,396.40. These two alone total - £4,786.20. It is our intention to approach the coach comapny to request that a further contribution is made towards the gate repairs.
**Insurance**
Generally seems to remain similar in the annual rise but this year insurance appears to be rising at a higher rate, negotiations for this will be carried out in January.
**Cleaning** Q4 saw a higher than average spend due to the purchase of the new cleaning equipment. Cost of the Vacuum, brush and mop totalled - £184.94
**Car Parking** Car parking has seen a significant rise this year and has aided the account, the new signs have generated £389.02 from the QR code and £620.15 in cash. This totals £1,009.17!
**Yoga**
Jans classes have been a real asset to the community and has raised £431.25, Promoting one or two more events like this woud prove valuable to the village
**Coffee Mornings**
Sharon's coffee morning has been a huge sucesss. Its warm welcome has not only added to our fantasitic social dynamic but has boosted the pot by a huge £933.22.
**Interest**
A significant sum of cash which has sat in our current account has been moved over to the savings account to take advantage of the current interest rates. This has contributed £59.52 in the year.
Where possible, as a comitee we should start putting together a small budget forecast ahead of holding each event. It would help to gather success / loss data which can then be used to plan future events. It may be an idea to approach our councillers for the MAF's budget to see if we can release funds to have the toilets renovated. The final word should say that without the unfortuante damage events we have expierienced this year the hall would have shown a profit of £612.44!
**Closing Statement**
ht
Introduction
The village hall lies in the centre of the village and is the hub of the community for social
gatherings, clubs and family events. The village hall is used by members of the village itself, the
wider parish of Cold Ashton and beyond.
The hall is governed by an elected committee of volunteers who freely offertheirtime, effort
and expertise to ensure the hall is actively promoted and utilized while also ensuring safety,
security and maintenance are addressed for all hall users.
The governance of the hall centres around an AGM where officers are elected. This meeting is
advertised locally to all concerned via notice boards and the village WhatsApp group.
The key officers are Chairman, Vice Chairman, Secretary, Treasurer and Maintenance. Minutes
of all meetings are circulated to all committee members. The members reside both in the
village itself and in the wider parish to ensure are views are taken into account. Meetings are
typically held every quarter to coincide with significant upcoming activities.
Fiscal 2023- 2024 Summary
The hall was first built over 100 years ago to provide a meeting place soldiers returning from the
first world war. The hall has been modified several times duringthe intervening period and is in
need of serious updating to provide a meeting place for the local community doing forward. A
significant grant was obtained from the West of England Rural Fund: Community Grant to
replace the roof, install solar panels/batteries, improve the lighting in the hall and improved
external security.
This grant obviously had a significant impact on the'normal, financial transactions of the hall.
The grant expenditure, overtwo fiscal years, was carefully monitored and overseen bythe West
of England council. The details are identified in the accounts submitted. Other significant costs
were replacements for damaged gates and playground equipment.
Governance
The progress ofthe project and review of the plans / costs were regularly examined by a sub-
committee of the parish hall committed members an presented to the full committee at the
regular, documented quarterly meetings. The project has now been completed within budget.
The submitted accounts are a true reflection of the village hall finances and of the work /
activity of the hall.
Signed
NigelTrapp
Committee Member