**Village Hall AGM 6[th] April 2022** ## 1] Minutes last meeting (5 March 2019) ## **No comments** ## 2] Annual reports ## _Chair Nic Riley – including building new annex_ Chair now for 10-11 months. Committee has had a few changes. - Previous Treasurer sadly died and Eric Meanwell has replaced him. - Kevin Noble has joined to cover maintenance taking over from Graham Hayman - Janette has joined to help with admin - Kate has replaced Sue for the drama group. Biggest challenge was Covid with its changing rules and changing guidelines. Committee managed it well and when we could open we did. Village Hall was vital to community groups and especial thanks to Margot Holland and Jill Woodward for keeping it going throughout. Building project was midway to proper architect drawings and planning. Thanks to Councillor Smith for helping steer us through planning. The current old leaky flat roof extension was not fit for purpose with sub standard toilets. Replacing it with new bigger extension with good facilities with servery, new toilets. Now on the cusp of starting. Massive support from the Village, individuals, Parish council, SOSCIC and we are now in the last stages of finalising with the builder and getting ready to start. Total funds required approx £280,000 . We’re nearly there! Bit on a knife edge as we are still negotiating with builders and we will still be grateful for any further donations. It has been an enormous amount of work and thanks to the main fundraisers Heather Martin and Ben Smee for their perseverance and success. ## _Vice-chair Heather Martin – including fundraising_ Fundraising nearly complete. Awards made but we haven’t got all the money yet, as some only becomes available once the project starts. ## Awards and Donations from : **----- Start of picture text -----**
National lottery Malmesbury area board
Garfield Weston Foundation Malmesbury area community trust
Bernard Sunley Foundation Malmesbury Carnival
Sherston Parish Council Butterfly Project
Personal donations Company donations
Sherston Old School Community Interest Company have been hugely supportive
**----- End of picture text -----**
Butterfly project – was the first event post lockdown to kick off the project and it had a great turnout. Very interesting creative community project with lots of the village participating. It was fun for everyone, even the non artistic and brought a lot of people together. Panels will hang in the new extension. – examples shown at meeting. We still have Flowers to decorate that can be sponsored so there is still an opportunity to participate. ## _Treasurer Eric Meanwell – results for 2021 and outlook_ One of the main points for tonight is to approve the accounts.1[st] Feb to 31[st] Jan which then need to be submitted to the charity commission. (see attached schedule of accounts) Incomes are pretty evenly balanced with expenses, so even with Covid, we have pretty much broken even. Expenses during covid were low, so cost of holding the hall empty were minimal. Preliminary rebuild expenses shows the preplanning for the project. Thanks to Margot doing a great job doing the bookings and getting everyone in. We are not in it to make profit, it’s a village facility. Operations going well but we still have room for occupancy growth. Moving funds to interest bearing account has contributed £217. ## **Committee approved the sign off of the Accounts** ## _Bookings Management - Margot Holland – Hall use_ Taking over the Bookings during Covid was challenging, with changing rules and regulations but all the regular users of the hall worked well with us and followed the guidelines. Thanks to all. Hall occupancy is generally good, there is something on every night in the hall apart from Fri which keeps the weekends free for party and event bookings. Higher rates for parties July/Aug and an autumn wedding. 1-4 pm is probably the least utilised but most classes are in the morning. Suggestions for ways of filling those times gratefully received. Roy Startup talked about the possibility of after school clubs. Use of space outside the Village Hall to generate revenues was discussed, already have We’ll Meat Again and Loaf Shack Bakery. Enquiry from Pizza van – will check with Rattlebone re competition before committing. Bookers advised re possible building works, but we need to keep close to this and assess any potential disruption. All of main area will still be able to be used, just not the extension area but we will need to ensure toilet access etc. ## _Building & maintenance Kevin Noble_ Since taking over this role, the main focus has been on safety. A full electrical and fire check has now been done. There is an issue with the timers for the lighting at the front of building, this will be fixed with extension work Water meter issue. Shared meter with old school needs to be separated. Water main needs to be done as part of the main project anyway. This will be fixed as part of the extension project Loft insulation required is to cost approx. £2-3K so we need to see if there is money left to do this. ## Clubs & Groups – Drama, Badminton, WI, others Representatives from Short Mat Bowls, Badminton, Drama all in attendance. Drama advised the spring show had been cancelled. Discussions around dates for Autumn show re the renovation work, agreed to discuss further once the schedule of works has been provided ## 3] Election of Committee and Honorary Officers **Agreed to remain the same** ## 4] Constitution changes ## **None required** ## 5] Questions from the floor - Q Will our electricity contracts go up ? - A We are on commercial terms and its fixed until next year– not sure yet impact beyond that but we will review. - Q What proportion of the 300 club funds go to prizes ? - A The rules of the 300+ Club are that half of the receipts have to be returned as prizes. This has been done for 2021 - Q When will the Extension Project start ? - A We are in last stages of discussions with builders and are hoping for a May start if these can be concluded satisfactorily - Q How long will the Extension Project take to complete ? - A We anticipate 6 months start to finish Roy Startup – statement from floor. It is an interesting, successful and dynamic committee, we’ve really achieved something with this team and things are looking much better, so vote of thanks to the committee and the officers. Floor Attendees: Ros Bates (Short Mat Bowls) Colin Wootton Sherston Village Hall High street Sherston SN16 ONN Accounts for 01.02.2021 to 31.01.2022 Income Fund Raislng 300+ Club Butterfly & Flower Projett Personal Donation Company Donations Grant Received Sherston Parish Council(SOSCIC) Wiltshire Council (Covid Grants) Total Hall & Envlrons Hlre Hostlng Caterlng Other Incomes Inte￿st Coventry Bulldlng Soclety Total Total Income £ 1320.00 £ 5495.00 £10627.00 £ 9896.00 £ 480.00 £ioooo.00 £55716.00 £ 8795.08 £ 643.49 £ 273.20 £65432.40 Expenses ESectricity (Scottlsh Power) Water (Water2Business) Cleanlng Maintance Rubblsh Collection Insurance Catering Expenses Zettle Charges Misc Expenses Improvement Expenses (Llghtlng) Prellminary Rebulld Expenses Total Expenditure £ 622.81 £ 636.00 £ 1149.00 £ 469.77 £ 115.44 £ 1136.69 £ 299.27 52.60 £ 636.78 £ 2738.34 £18291.84 2021122 Income £47140.56 Accounts Lloyds Coventry Bulldlng Society Petty Cash 01.02.2021 £46201.05 £ 402.52 86.65 31.01.2022 £43367.98 £50407.15 55.65 Approved on 11-rfii -z• N P Riley Chalr J E Meanwell Hon Treasurer V4 Ind•p•nd•nt •xamln•f• r•port to th• trusto05 of Sh•rnton Vlllag• Hall I report to the trustee8 on my ex￿nhat￿)n of the acl￿nts of the Shor8ton Wlage Hall (the Trust) for the year wlded 31° January 2022. R•sponslblllll•s and bA•ls of v•port As d)arty tru8t888 of Ihe TnJ8t are resP￿sIbbo for the preparatlon of the acA)unts In accordance with the requnmonts of the Charille8 Act 2011 (Ihe ACVI I report kn re8PeCt of my of the Tru8f8 ac￿Unts carriod wt under Section 145 of Ihe 2011 Act and wi caryng out my examinat#)n I have folk>w8d all the applicable Direction8 given by the Charity Commis$K)n under Sec1K￿ 145(5Xb) of the Act. Indep•nd•nt examlnfjes stat•mont I have (￿lpI&l￿d my 8xamknatbn. I confimi that no material matter8 hav8 como to my attention #) (x>nngclh)n with the examnathx givry me ¢aw to be16gve that kn any matert&l res￿.. 1. accountirg record8 were not kept In respect ofthe Trust 88 requlred by wti)n 130 of th8 Act; or 2. Ihe do not a¢L￿d those rec(¥ds. I hav8 no ccffic8ms and have come across no other matter8 wi conTrgctk)n with the examin8lK)n to vthich attent￿￿ should be drawn in this repM in order to enable a Proper underslaryjry of Ihe accounts to be read)ed. Slgned". Namo: CarolTh DKk8r* 1/9J/ LLon Relevant Kxofe88k)nal qUalI￿110n or membersh¥) of profg8si)nal t#)di88 (rf any): Arr Addrfj88.' The Hawlhoms, Sandpits Lan8, &￿r91cVI. Wltts Date: * Juty 2022