## 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.
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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.
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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.
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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