Annual General Meeting 2024
Tuesday 10th December 2024
The Chair’s Review of the Year
Welcome to the East Meon Village Hall Annual General Meeting 2024.
As always, it is only the immense efforts of everyone who contribute so much that makes running the Village Hall possible. And that includes the Management Committee too. Huge thanks to all.
The members of the Village Hall Management Committee are the Trustees of the East Meon Village Hall Charity - Charity No. 226,855 - with responsibility for managing the Village Hall. The object of the charity is mounted in a picture frame in the entrance lobby.
The object of the Charity shall be the provision and maintenance of a village hall for the use of the inhabitants of the Parish of East Meon without distinction of political, religious or other opinions, including use for meetings, lectures and classes, and for other forms of recreation and leisure-time occupation, with the object of improving the conditions of life.
And that is what we continue to commit to.
This review covers the financial year ending 31st August 2024. Sandy Lague, our Treasurer, has introduced our accounts to Xero, an online up to date accounting system well able to cater for online banking and our four SumUp card payment machines. This is a useful step forward, and in due course it may be possible to connect Xero to the bookings system. Xero is being selected to run a growing number of organisations.
Incidentally, since offering the use of our SumUp machines to the church, FEMS and various clubs and groups, we have gathered around £xxxxx of income on their behalf.
Matt Millward continues to lead our way towards better systems that deliver more for villagers. Anyone seeing a Moviola movie with Matt in attendance knows that the soundtrack is wholly better experience. Being able to actually hearing the dialogue is a wonderful thing. Matt and his excellent sound technology has made Dolby 5.1 possible. A big step forward.
Meantime the CCTV system continues to be improved and energy efficiencies pursued. We continue to support the Pavilion CCTV system which operates through the hall’s broadband connection, and the projector is to be regularly seen supporting East Meon Arts events in All Saints’.
Assembling work packages for the Hall OverHaul includes technical requirements which can be relied upon to impact the building.
1
03/02/2025
The Chair’s Review of the Year 2023-4
We have investigated how we can stop the air conditioning being left to run full blast from a Friday night to Monday morning. Similarly we need to establish a route to bill those hires that leave the hall well after their stop time and / or enter the hall well before their start time (despite the entry codes). We need to do this to recover costs. Lighting in the large, small, foyer, toilets and kitchen amounts to almost 1.8kW, about a fan heaters worth. The heating/cooling system is much more. It can be a lot of money summer or winter. Dealing with this is on the Hall OverHaul agenda.
Jonathan Iremonger keeps a weather eye on Governance, especially as we need to look ahead towards the need to carry out significant work on our 50 year old building, of which more later.
Hall Manager Emily Rich continues to attract new hires, overcoming the increasingly difficult challenge of prospective as well as our existing hirers being drawn to other more modern, better looking and better appointed venues. The hall looking down at heel and visibly in need of repair inside and out is having a increasingly damaging impact, and not just on income.
Despite this, family fun days and parties for all ages have grown as have some sporting opportunities.
Emily is our primary operator of the online booking system which continues to make a difference. George Thompson continues to introduce improvements from time to time to help our customers and the management team. The need to make the running the hall as easy as possible to operate is ever present.
The food bank no longer operates from the village hall, all supplies have been taken to Petersfield.
The hall supports the Upper Meon Benefice by sharing our small work station here in the hall. As Emily is the Benefice Co-ordinator, we are able to collaborate with the church in numerous ways, it is where Pew News is produced for example.
The Community Café continues to attract an enthusiastic clientele and the two commemorative picnic tables are great for the café and used by others too. The café is a big contributor to the hall’s finances, typically second to the May Fair but this year is top of the leader board. Thank you Diana, Connie and team so much and for the extra tasks taken on such as refreshments for Remembrance Sunday, the May Fair…..
Gemma Griffiths works her magic keeping up the hall to the condition that the building allows. We continue to service the mighty NuMatic floor scrubber that seems to consume spare parts at a surprising rate. As ever we aim to improve and simplify the running the hall.
2
03/02/2025
The Chair’s Review of the Year 2023-4
We need to help hirers be rather clearer in their understanding that when they complete their hire, they need to leave the hall ready to receive the next hire.
Incidentally, we are continuing with Andrew Hughes’ excellent idea of collaborating with nearby village hall committee people together from time to time to see where we can help each other do better.
This year Saturday May 18th spanned from the Great East Meon Boat Race in the morning to bands in the evening. Music was a big feature with Train of Soul, Richard Cousins, latin jazz from East of Meon and village based Nuthin Yet. There was the Izaak on the Green, the maypole dance, children’s races, stalls, tea & cake, ice cream wagon, slides, train ride, dog show, burgers and a roast pig, and much more, all in aid of the village hall and its refurb – the Hall OverHaul.
The boat race is a great opportunity for children of every age from the village and beyond to work together on a technical challenge with loads of imagination. The 2025 theme may be around aluminium which though initially hard to produce is among the most recycled of materials. Sustainability in action.
As always, each year we review the may fair to see where can improve it for next year, particularly important for 2025 as both the church and the hall need funds to carry out important repairs.
The Village Nursery and Pre-School had a good start to the year and improved as the year progressed. It is wonderful that children in the village who could not get to Pre-School now can. East Meon School and The Village Nursery, know each other well and continue to work together.
As for the hall’s finances, as you can imagine, the year has not been easy. Energy costs are large for everyone including the hall. Even though Emily is generating essential income through new hires, the financial accounts for the year show an operating deficit.
The hall always needs new interesting activities that deliver higher utilisation, involving all parts of the community, making a greater contribution across the village.
Since the last AGM we have been working hard to produce a plan to tackle the repair backlog while making the hall look attractive to hirers to generate te income that keeps the hall alive.
In the Small Hall you can see the plans to which we have also produced a proposal that sets out information essential to delivering the Hall OverHaul. plan. It is not enough to sort out leaking roofs, inadequate windows and doors, thermal insulation as well as tired electrics, plumbing & heating that are approaching end of life.
3
03/02/2025
The Chair’s Review of the Year 2023-4
We are constantly looking to for your ideas to shape the future of the hall. We have completed several cycles of consultation since the first in 2023 including the first formal consultation meeting in the Small Hall in conjunction with the Parish Council on Saturday 2nd September. We want to hear from everyone on everything from layout to colour schemes.
2023-4 was a busy year, 2024-5 will be too. While there are always opportunities to improve and deliver more, the Hall OverHaul is the most substantial and comprehensive project the hall has undertaken for quite some time, probably since 1974.
I offer the most enormous thanks to everyone who contributes to and uses the East Meon Village Hall.
But the Hall Needs You! Our committee is sparse, our volunteers are limited in number and increasing in age so we probably don’t have all the excellent ideas from the village that the hall could and should have.
That’s why in this review we ask for East Meoners to step forward and help the hall like so many did back in 1974 when the hall was completed.
Thank you.
David Pepper Chair East Meon Village Hall Committee chair@eastmeonvillagehall.co.uk
Delivered at the East Meon Village Hall Annual General Meeting Tuesday 10th December 2024.
4
03/02/2025
Financial Statement for Year Ending 31 August 2024 Reporting Income and Expenditure as required by the Charities Commission
PROFIT AND LOSS
BALANCE SHEET
| Income Hall Bookings Events Moviola Hall Overhaul Warm Room Café Village Nursery Sum Up Hire Donatons Other Interest Total Income Expenditure Maintenance Improvements Salaries Hall Overhaul Consumables Utlites Warm Room Events ICT Insurance Licences Subscriptons Moviola Business Rates Advertsing Café Opening Stock Closing Stock Other Total Expenditure Surplus/(Defcit) |
2024 £ 6,144 2,555 3,463 8,324 2,421 16,155 74 282 39,417 5,255 1,819 14,721 13,177 80 7,255 0 1,064 1,386 1,049 551 620 238 66 200 34 418 (14) 143 48,063 (8,646) |
2023 £ 10,735 6,771 2,633 9,385 2,677 9,120 443 262 42,026 6,875 2,568 13,189 142 6,422 4,358 7,474 1,091 961 1,156 146 673 111 200 (418) 189 45,137 (3,112) |
2022 £ Account Name No 22,451 Reserve 438 7,055 Treasurers Acc 411 1,363 Hall Overhaul/Warm Room 369 Country Fair 800 Paypal Pety Cash Stock Accruals 399 Total 31,268 2,492 13,451 9,339 782 3,000 - 1,033 687 916 1,116 265 113 200 151 33,545 (2,277) |
2024 £ 26,662 1,121 5,759 73 1,229 54 418 (133) 35,184 |
2023 £ 15,763 1,642 8,909 - 213 - 14 (4) 26,538 |
YTD Change £ |
|---|---|---|---|---|---|---|
| (10,899) 521 3,150 (73) (1,016) (54) (405) 130 |
||||||
| (8,646) | ||||||
Maintenance
Air Conditioning 1,252 Grass-cutting 910 Cleaning products 1,251
Window cleaning 96 Fire extinguisher service 438 General Maintenance 1,308 Total 5,255
Improvements
| CCTV Video recorder Under stage drawers Glasses and Mugs General Improvements Tota |
557 627 290 345 |
|---|---|
| l 1,818 |
Hall Overhaul
Income
| Christmas Gala Charity Car Wash Sponsorships Donatons Tota Expenditure Architects fees Christmas Gala Survey Bat Survey Soil Testng Tree Survey Pre Planning app Land Registry Search Printng Tota |
2361.11 581.66 950 4431.42 |
|---|---|
| l 8324.19 |
|
| 7080 2126.91 2100 506.74 300 420 540 29.94 73.29 |
|
| l 13176.88 |
BALANCE SHEET
Financial Year
1st September 2023 to 31st August 2024
| Account Name A/c No. |
8/31/2023 | 8/31/2024 | **YTD Change ** | |
|---|---|---|---|---|
| Reserve 438 Treasurers Acc 411 Hall Overhaul/Warm Room 369 Country Fair 800 Paypal Pety Cash Stock Accruals Total |
26,661.92 1,120.85 5,759.45 73.16 1,229.09 54.47 418.16 (133.27) |
15763.05 1642.13 8909.45 0 213.45 0 13.5 -3.6 |
(10,898.87) 521.28 3,150.00 (73.16) (1,015.64) (54.47) (404.66) 129.67 |
|
| 35,183.83 | 26537.98 | (8,645.85) |
CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Indepeiident Exan?Iner's Report Report to the trustees EAS< VILLo<L LI/¥LL 31181202W Charlty no (If any) On accounts for the year ended 21ES££ Set out on pag•s I report lo the trustees on my examination of the accounts of the above charity (Yhe Trust.) for the year ended MM As the charity's trustees. you are responsible for the preparation of the accourts in accor(lance with the wuirements of the Charities Act 2011 (Ihe Act°}- I report in respect of my examination of the Trusfs accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed all the applicable Directions given by the Chanty Commission under section 145{5llb) of the Act. Responslbilfties and basis of report Independent he charivs gross income exceeded £250,000 and l am qualif1 to examinerfs statement undertake the examination by being a qualified member of [insert name of applicable listed bodyll- Delete I l rfnot applicable. I have compleled my examination. I confim that no material matters have come to my attention in ¢onnection with the examination (other than that disclosed below ? whi¢h gives me cause to believe that in, any material respect.. the accounting rdS were not kept in accordance Vdith section 130 of the Charities Act., or the accounts did not accord with the accounting records., or the accounts did not comply wih the applicable requirements conceming the fom and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 ¢)ther than any requirement Ihat the accounts give a 'true and fairf view which is not a matter considered as part of an independent examination. I have no concems and have ¢ome across no other matters in conneclion wrth the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. ' Please delete the words in the brnckets rf they do not apply. Signed: Name: Cjryj Relevant professlonal qualifJcation(s) or body IK&T- QLIIQEO IER Oct 2018