## Minutes of HSVH AGM held on September 6th. 2022 at 7 p.m. 

1. Chairman’s welcome and apologies for absence 

Apologies from Martin and Annette Waterman 

It was noted that Carol King had resigned from the committee due to family pressures 

2. Minutes of 2021 AGM and matters arising 

Agreed a true record - Proposed Stephen Reed Seconded Ian Patterson Parker All agreed that matters arising were covered elsewhere on the agenda 

3. Chairman’s report – Trevor Jay 

Trevor welcomed everyone and thanked the for attending the meeting. “We have had a quiet year due to Corona Virus but now we are catching up. Martin has managed to keep the foot clinic going. Ian has been busy in the kitchen and organising functions , meals and lunches in the hall. A great thanks to Linda Howe for all her fund raising letters and requests which have kept the hall running. Thanks to David Plampin for the accounts. The outside seats are being well used and the CCTV has stopped them being vandalised.” 

4. Treasurer’s report- Dave Plampin 

Accounts circulated and Dave took meeting through main points. Trading account balances with a fairly normal year with hall bookings holding up Finances roughly back on track at pre-pandemic level Started year with £9,000 now have £8,000 Pellets not as good as previously – fuel costs raising - electricity 3 year fixed rate, very good given current prices, will be renewed next year. Air conditioning used more this year due to hot weather with a knock on cost. 

Cleaning much improved. Accounts approved - Proposed Sue Jay :    Seconded Robin Howe All agreed 

5. Secretary’s report – Linda Howe 

Everyone was wished a Happy 8[th] Birthday for the Hall. 

“Although the year started with some remaining uncertainties about activities, it has been a pleasure to see groups, community meals and events returning to the Hall. Meals started slowly but numbers have increased and they continued to be very enjoyable and good value for  money,  especially  considering  the  excellent  quality  of  the  food  provided  by  Ian.  We welcome our friends from neighbouring villages who contribute well to funds raised. It is a pleasure to see weddings and celebrations returning which are a good source of income for us. 

Many events have been well attended and we congratulate the Village Show Committee for a great afternoon enjoyed by numerous villagers. The Christmas meal was a great success leading to a good response for this year’s evening. 

Income has remained buoyant. This year we received nearly £23,000 from the government scheme for leisure industries suffering the effects of the pandemic, (paid through West Suffolk Council), just over £17,000 from Suffolk community Grants and £9,000 from the lottery. We continued to produce the Hub until it was incorporated into the village newsletter. 

Thanks to all the Committee for their work and especially to Ian for keeping the Hall running so smoothly and in excellent condition as well as serving groups and events. Thanks to Trevor for Chairing and for all his work behind the scenes helping with maintenance. Thanks to Dave for the accounts and Allan for his support. A special mention to Sue who is always on hand at short notice of there are quick decisions needed. 



A good year and looking forward to more to come. 

## 6. Hall Manager’s report Ian Patterson Parker 

1[st] April 2021 – 31[st] March 2022 376 Events took place Income generated by hall hire £9506 approximately not including raffle monies Cancelled events due to covid-19 approx. 44 Free events to allow groups to return 6 per group 41 includes a few start ups Loss of income due to Covid-19 approx.  £2911 We did 40 takeaway days with approx.  948 meals served 8 Community Lunch/Supper with around 400 meals free Christmas do 100 free meals It would have been a record year for hall hire with an estimated turnover of approx. £12.5k 

The hall continues to be supported by our weekly, monthly and bi monthly groups. Weekly: Honington Foot Clinic, Bury Soft Play, Sequence Dance, Knit & Natter, Greenroom Player, Bowls Club, For the Love of Art Monthly: W.I.Meeting, Church Coffee/Soup Mornings, Camera Club, Craft Club, Bi-Monthly Honington & Sapiston PC, Fakenham Magna PC 

We had around 26 Children’s Parties, 12 Adult Parties, 4 weddings, 9 conference style events, Christmas Fair, and a polling station to boot. 

Looking forward we have a proposed Pilates class starting in June (bit of a hit and miss with this one) 3 wedding still remain in the diary (2 Cancelled) the diary its self is looking pretty good and 2023 I have taken 3 weddings so far. 

## 7. Election of Officers 

Allan Johnson announced that he was stepping down as Vice Chair and was thanked for all his support for the Hall. 

## **Chairman** – 

Trevor Jay                        Proposed  Ian Patterson Parker      Seconded   Dave Plampin Elected 

**Vice chair** – 

Len Newman                    Proposed  Stephen Reed               Seconded    Debbie Cram Elected 

**Secretary** – Linda Howe                      Proposed  Trevor Jay                     Seconded    Allan Johnson Elected 

**Treasurer** – Dave Plampin                   Proposed  Robin Howe                 Seconded   Stephen Reed Elected **Hall Manager** – 

Ian Patterson Parker        Proposed Linda Howe                   Seconded   Debbie Cram Elected 

## **Committee** – 

Sue Jay  Debbie Cram Stephen Reed Len &Lesley Newman, Annette & Martin Waterman Elected 

## 8. Hall charges 2022/2023 

Local Groups - current  £16 proposed £20  outside groups current £20 now £25 Local hire £10  outside hire  £15 an hour 

Weddings current £350    proposed £400 with ceremony included  £450-£500 Community Meals £7 



Private commercial £20 Saturday and £50 Wednesday (TJ to contact) Increases from January 2023 IPP should not be out of pocket for meals etc. All in favour of future rates 

9. Events and future plans 

Halloween – children’s event all in hand Christmas meal – 76 booked so far 

## 10.A.O.B matters of urgency not on the agenda 

Maintenance issues including uneven slabs, replacement power hand driers and taps Agreed to provide a washing machine in the committee room 

Meeting closed 8:15 p.m. 



|Village Hall Accounts|year ending April 2022|year ending April 2022|||||||||||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
|Starting Fund|**£4,736.56**||||||||||||||||||||||||||||
|Income|Total|Hall Hire|RHI||Meal Donations|I P P|Donation/Grants|B Bank|Transfer x2|Drawer|Expenditure|Total||Refuse|Maintenace|Electric|B T||Cleaner|IPP||Refunds|RHI||Insurance|DGreene King|New Container|PRS Music|
|April 2021|£    1,130.00||||£930.00||||£     200.00||04/21||£552.29|£44.73|£39.50|£163.08|||||£264.98||||£       40.00||||
|May|£       556.50||||£556.50||||||May|£1,857.98||£44.73|£439.34|||£72.55|||£334.97|||£966.39|||||
|June|£    2,522.31|£       443.92|<br>£1,153.39||£675.00||||£250.00||June||£779.45||£253.80|£153.70||£55.96|||£315.99||||||||
|July|£    2,950.80|£       919.30|||£781.50||£1,250.00||||July||£909.24|£44.73|£125.00|£165.29||£42.12|||£532.10||||||||
|August|£    1,061.94|£       249.32||||£     579.52||£233.10|||August|£2,697.35||£44.73|£89.98|£150.60||£42.12|||£588.49||||£  1,201.91|£       579.52|||
|September|£    1,459.53|£       912.56||£280.97|£266.00||||||September|£4,793.13||£44.73||£182.08||£43.22|||£739.16|||£999.94|||£  2,784.00||
|October|£    3,766.52|£    1,266.52|||||£2,500.00||||October||£812.31|£44.73|£72.00|£196.95||£42.12|||£456.51||||||||
|Oct/Nov|£    1,247.73|£       968.30||||£     279.43|||||Nov|£1,000.44||£44.73|£164.26|£193.74||£42.12|||£555.59||||||||
|Nov/Dec/Jan|£    2,476.24|£    1,096.77||£505.16|£550.00|£     324.31|||||Dec|£2,740.46||£44.73|£1,429.10|£223.00||£42.12|£72.50|||||||£       279.43||£     649.58|
|Dec/Jan|£       435.58|£       198.28||||||£237.30|||01/22|£|2,897.85|£    44.73|£       217.80|£     214.64|£|42.96|£  174.00|£|289.90||£|939.93||£       324.31||£     649.58|
|Jan/Feb|£       981.10|£       981.10|||||||||02/22|£|2,180.29|£    44.75|£    1,237.20|£     179.72|£|62.14|£  391.50|£|264.98||||||||
|Feb/March|£    2,457.39|£    1,058.40|<br>£1,398.99||||||||March|£|2,942.88||£         61.80|£     189.29|£|78.66|£  174.00|£|304.04||£|2,135.09|||||
|March/April|£    1,675.54|£    1,371.12||||£     304.42|||||March/April|£|790.97||£       223.20|£     164.79|£|78.66||||£   20.00||||£       304.32|||
||£               -||||||||||||||||||||||||||||
|Total|**£22,721.18**|**£  9,465.59**|<br>**£3,338.51**||**£3,759.00**|**1487.68**|**£3,750.00**|**£470.40**|**£450.00**||Total Expenses|**£24,954.64**||**£447.32**|**£4,352.98**|**£2,176.88**|**£644.75**||**£812.00**|**£4,646.71**||**£20.00**|**£5,041.35**||**1,241.91 **|**£  1,487.58**|**£2,784.00**|**£1,299.16**|



Bank Balance 5th April 2022 £    2,503.10 



Village Hall Accounts year ending April 2020 

|Income|Hall Hire|RHI|Donation|
|---|---|---|---|
|Hall Hire|£     100.00|||
||£     630.00|||
||£     100.00|||
||£     191.00|||
||£     382.20|||
||£       60.00|||
|May|£       96.40|||
||£     125.00|||
||£     404.00|||
||£       95.40|||
||£       50.00|||
||£     488.02|||
|June|£       60.00|||
||£       95.40|||
||£       88.27|||
||£     102.00|||
||£             -|£ 769.26||
||£     230.00|||
||£       77.08|||
||£       40.00|||
|July|£     629.10|||
||£     180.00||£       20.00|
||£       18.92|||
|P C|£             -||£  1,000.00|
|Sufolk Community|£             -||£  2,000.00|
||£             -|||
||£       99.00|||
||£     699.00|||
||£       21.00|||
||£       80.00|||
|August|£       77.08|||
||£  5,218.87|£ 769.26|£  3,020.00|



## **Up to statement 63** 



|I P|P|||Expenditure|
|---|---|---|---|---|
|||||Maintenace|
|||||Refuse|
|||||Maintenace|
|||||Maintenace S S|
|||||Electric|
||||May|B T|
|||||Cleaner|
|||||D/Washer Repair|
|||||I P P|
|||||Clips Chairs|
|||||Maintenace S S|
|||||Refuse|
|||||D/Washer Repair|
|||||Maintenance  B E|
|||||Data Fee|
|||||**R H I**|
|||||Electric|
|||||Maintenace|
|||||**Deposit Refund**|
|||||Maintenace|
||||June|B T|
|||||Cleaner|
|£|250.00|||Refuse|
|||||Maintance PAT BE|
||||July|Electric|
|£|255.00|||B T|
|||||Maintenace B E|
|||||I P P Monthly|
|||||Maintenace T B C|
|||||Refuse|
|||||Cleaner|
|||||**Greene King**|
|£|505.00|**£9,513.13**||**Command**|
||||August|Electric|
|||||B T|
|||||Cleaner|
|||||Ian P P|





|April|Refuse|Maintenace|Electric|B T|Cleaner|Dishwasher|
|---|---|---|---|---|---|---|
|£     235.94|||||||
|£       42.22|||||||
|£       24.00|||||||
|£       78.00|||||||
|£     221.65|||||||
|£     104.52|||||||
|£     220.00|||||||
|£     465.60|||||||
|£     250.00|||||||
|£     240.00|||||||
|£       72.00|||||||
|£       42.22|||||||
|£     321.78|||||||
|£     278.40|||||||
|£       40.00|||||||
|**£   738.24**|||||||
|£     196.27|||||||
|£     111.45|||||||
|**£   100.00**|||||||
|£       97.98|||||||
|£       89.60|||||||
|£     220.00|||||||
|£       42.22|||||||
|£     465.60|||||||
|£     190.39|||||||
|£       99.46|||||||
|£     434.40|||||||
|£     272.78|||||||
|£     108.00|||||||
|£       42.22|||||||
|£     170.00|||||||
|**£   253.35**|||||||
|**£   217.80**|||||||
|£     208.36|||||||
|£       82.10|||||||
|£     200.00|||||||
|£     370.00|||||||
|**£7,346.55**|£ 168.88|£    1,905.77|£ 816.67|£ 375.68|£ 810.00|£       787.38|





IPP New Purchase Fees 

£ 892.78  £           240.00  £   40.00 



## Minutes of HSVH AGM held on September 6th. 2022 at 7 p.m. 

1. Chairman’s welcome and apologies for absence 

Apologies from Martin and Annette Waterman 

It was noted that Carol King had resigned from the committee due to family pressures 

2. Minutes of 2021 AGM and matters arising 

Agreed a true record - Proposed Stephen Reed Seconded Ian Patterson Parker All agreed that matters arising were covered elsewhere on the agenda 

3. Chairman’s report – Trevor Jay 

Trevor welcomed everyone and thanked the for attending the meeting. “We have had a quiet year due to Corona Virus but now we are catching up. Martin has managed to keep the foot clinic going. Ian has been busy in the kitchen and organising functions , meals and lunches in the hall. A great thanks to Linda Howe for all her fund raising letters and requests which have kept the hall running. Thanks to David Plampin for the accounts. The outside seats are being well used and the CCTV has stopped them being vandalised.” 

4. Treasurer’s report- Dave Plampin 

Accounts circulated and Dave took meeting through main points. Trading account balances with a fairly normal year with hall bookings holding up Finances roughly back on track at pre-pandemic level Started year with £9,000 now have £8,000 Pellets not as good as previously – fuel costs raising - electricity 3 year fixed rate, very good given current prices, will be renewed next year. Air conditioning used more this year due to hot weather with a knock on cost. 

Cleaning much improved. Accounts approved - Proposed Sue Jay :    Seconded Robin Howe All agreed 

5. Secretary’s report – Linda Howe 

Everyone was wished a Happy 8[th] Birthday for the Hall. 

“Although the year started with some remaining uncertainties about activities, it has been a pleasure to see groups, community meals and events returning to the Hall. Meals started slowly but numbers have increased and they continued to be very enjoyable and good value for  money,  especially  considering  the  excellent  quality  of  the  food  provided  by  Ian.  We welcome our friends from neighbouring villages who contribute well to funds raised. It is a pleasure to see weddings and celebrations returning which are a good source of income for us. 

Many events have been well attended and we congratulate the Village Show Committee for a great afternoon enjoyed by numerous villagers. The Christmas meal was a great success leading to a good response for this year’s evening. 

Income has remained buoyant. This year we received nearly £23,000 from the government scheme for leisure industries suffering the effects of the pandemic, (paid through West Suffolk Council), just over £17,000 from Suffolk community Grants and £9,000 from the lottery. We continued to produce the Hub until it was incorporated into the village newsletter. 

Thanks to all the Committee for their work and especially to Ian for keeping the Hall running so smoothly and in excellent condition as well as serving groups and events. Thanks to Trevor for Chairing and for all his work behind the scenes helping with maintenance. Thanks to Dave for the accounts and Allan for his support. A special mention to Sue who is always on hand at short notice of there are quick decisions needed. 



A good year and looking forward to more to come. 

## 6. Hall Manager’s report Ian Patterson Parker 

1[st] April 2021 – 31[st] March 2022 376 Events took place Income generated by hall hire £9506 approximately not including raffle monies Cancelled events due to covid-19 approx. 44 Free events to allow groups to return 6 per group 41 includes a few start ups Loss of income due to Covid-19 approx.  £2911 We did 40 takeaway days with approx.  948 meals served 8 Community Lunch/Supper with around 400 meals free Christmas do 100 free meals It would have been a record year for hall hire with an estimated turnover of approx. £12.5k 

The hall continues to be supported by our weekly, monthly and bi monthly groups. Weekly: Honington Foot Clinic, Bury Soft Play, Sequence Dance, Knit & Natter, Greenroom Player, Bowls Club, For the Love of Art Monthly: W.I.Meeting, Church Coffee/Soup Mornings, Camera Club, Craft Club, Bi-Monthly Honington & Sapiston PC, Fakenham Magna PC 

We had around 26 Children’s Parties, 12 Adult Parties, 4 weddings, 9 conference style events, Christmas Fair, and a polling station to boot. 

Looking forward we have a proposed Pilates class starting in June (bit of a hit and miss with this one) 3 wedding still remain in the diary (2 Cancelled) the diary its self is looking pretty good and 2023 I have taken 3 weddings so far. 

## 7. Election of Officers 

Allan Johnson announced that he was stepping down as Vice Chair and was thanked for all his support for the Hall. 

## **Chairman** – 

Trevor Jay                        Proposed  Ian Patterson Parker      Seconded   Dave Plampin Elected 

**Vice chair** – 

Len Newman                    Proposed  Stephen Reed               Seconded    Debbie Cram Elected 

**Secretary** – Linda Howe                      Proposed  Trevor Jay                     Seconded    Allan Johnson Elected 

**Treasurer** – Dave Plampin                   Proposed  Robin Howe                 Seconded   Stephen Reed Elected **Hall Manager** – 

Ian Patterson Parker        Proposed Linda Howe                   Seconded   Debbie Cram Elected 

## **Committee** – 

Sue Jay  Debbie Cram Stephen Reed Len &Lesley Newman, Annette & Martin Waterman Elected 

## 8. Hall charges 2022/2023 

Local Groups - current  £16 proposed £20  outside groups current £20 now £25 Local hire £10  outside hire  £15 an hour 

Weddings current £350    proposed £400 with ceremony included  £450-£500 Community Meals £7 



Private commercial £20 Saturday and £50 Wednesday (TJ to contact) Increases from January 2023 IPP should not be out of pocket for meals etc. All in favour of future rates 

9. Events and future plans 

Halloween – children’s event all in hand Christmas meal – 76 booked so far 

## 10.A.O.B matters of urgency not on the agenda 

Maintenance issues including uneven slabs, replacement power hand driers and taps Agreed to provide a washing machine in the committee room 

Meeting closed 8:15 p.m.