## **th BVHT AGM 6 November 2025** ## **7pm in the Jubilee Hall (Year Ending 18[th] September 2025)** The meeting was attended by the BVHT Committee and a large number of the public. The Chair, Treasurer and Booking Secretary presented the following reports with no additional questions asked. Mark Hampton highlighted the changes to the BVHT’s constitution inline with the Charity Commission’s approval which changed the minimum number of trustees required and the subsequent quorum requirements. At the end of the meeting the Chair and Treasurer notified that they will not be standing for re-election and as such invited the attending public to volunteer as new committee members. The following individuals were duly elected as new trustees: - 1) James Stubbs - 2) Ben Boyce - 3) Nick Gore - 4) Ian Sage - 5) Mike Humeniuk It was also noted that Celia Crees, Sally Clarke and Kelly Biss were intending to remain on the committee as elected members. For the society reps there will be a number of changes throughout the year. Sheena Poole replaces Tim Chater (from the PCC) and Emmet Fadian replaces Sue McCahill (Film society). Jayne Cox remains the rep for the PC and Mark Hampton for the Horti Society. ## **Chair Report 2025** Welcome to the BVHT AGM Firstly, I would like to Thank all the Committee for their commitment, their time given to help future proof the buildings. We have had another busy and eventful year, successful quiz with suppers. During the winter months we opened the old school and cooked for those in attendance, all proved to be fun whilst raising funds to help with the upkeep of the buildings. It takes team work to make it happen, but we did it. We should all be proud of ourselves. The highlight of some events this year was we were treated to a night with The Enrichments, our local talent Joe James on vocals. The hall was packed with supporters from far and wide. A well-attended VE Day celebration bringing the village together was another highlight of the village coming together. Weddings prove to be popular as we have an amazing venue, with ample parking and with the licensed bar this brings in extra funds which is an added bonus. The committee have faced some more pressing issues, we have experienced some more serious maintenance . issues, with some still ongoing. The stage window is now repaired having identified the membrane had been eaten away by pests. This enabled bad weather to ingress into the structure of the building. With the Jubilee Hall now aging it is even more imperative that these issues are addressed to future proof the building for years to come. We have most recently been trying to resolve the issue of the cooker in the JH, with the cooker not fit for purpose and as we’ve been told by 3 independent Commercial Kitchen companies, we are not compliant in a commercial space, and currently the use of the cooker should be prohibited. The BVHT have identified that we needed a bigger power supply to run a commercial cooker, we have now had those works completed and signed off by Joe James. We now just need to reach our target for the commercial cooker to be installed, which we are very close to, we have been extremely lucky to have been given donations from The Fete committee, Horti society a £1500 citizens advise grant for food resilience & all bar profits from events held are ear marked towards the new cooker fund which is nearing its total which is incredible!! with limitations of choice due to the power available we have been advised by a commercial supplier to purchase a Falcon foodservice model no E1006X this is a heavy duty range. Joe just needs to be contacted to connect when delivered. Im sure The lunch Club ladies will be pleased to hear this!! I am still in communication with SSE complaints manager, Adrian took this up back in July 2024, 16 months on and I am still trying to find a resolution, regarding the meter serial number which is displayed on the meter in JH. The serial number is registered to a domestic property in Ascot. Another huge outlay was the replacement of the boiler in the JH, typically this broke down when we neded it most. A much newer efficient boiler has proved to be successful. The JH floor is overdue its 2 yearly maintenance where it is lacquered and protected. The Old School continues to be a concern; this was highlighted in April at the open village meeting. A report has highlighted an urgency to replace the external door to the kitchen & the poor condition of the external doors church side. The committee have looked at all avenues to try & come up with future proofing the building, Tim has been looking into what grants are available, all of which take time. I would like to Thank all committee past and present who have given up so much time to help bring events together for the community of Batcombe. Adrian for his tireless task of keeping the accounts on track, hes faced some challenges along the way since taking up the position not only as Treasurer but secretary! Celia who is often seen going back and forth to the hall showing potential clients and trying to secure a booking. Celia spends hours when she is supposed to be working but always squeezes in work for the BVHT as and when she can! To the whole committee who do jobs behind the scenes to make things happen! Thank you! Its no eassy task to put events on & ensure all aspects of an event are covered, but in Batcombe style we make it happen! We held an open meeting to invite the community together; we highlighted all the issues we are facing. We had some ideas & some proved successful some ideas still ongoing, A great offer of support for some fundraising. Working progress on a new website. The BVHT are grateful for those involved. That said my journey as chair and DPS has come to an end. I became a trustee in 2013 for my 2[nd] time around. I have worked alongside some great people within our community sadly some no longer with us. I feel the time has come to hand over to a new committee. I believe its time to elect some new trustees and hopefully continue to make BVHT as successful as its always been. I will be able to come along and enjoy the event put on by others! Elected Trustees Chair Karen – Not Standing Treasurer Adrian – Not Standing Secretary Adrian – Not Standing Booking Secretary Celia Sally Kelly User Group Reps PCC Tim – Not Standing replaced by Sheena PC Jayne – Vice Chair Horti Mark Film Sue Not Standing replaced by Emmet Lunch Club – Vacant We spoke to the Charities Commission & it was agreed to amend the constitution to have a minimum of 3 elected, this would mean there is a requirement to have a chair, treasurer & secretary, we can now have 8 elected trustees & 8 user group representatives. ## **Treasurer’s Report** ## Treasurer’s Report ## Batcombe Village Hall Trust BVHT For the Financial Year Ending 18th September 2025 ## Introducton I am pleased to present the Treasurer’s Report for Batcombe Village Hall Trust for the financial year ending 18th September 2025. This report provides an overview of the Trust’s financial performance, highlights key income sources and expenditures, and summarises developments that continue to support the long-term sustainability of the Village Halls. The year concluded with a reported **surplus of £4,062** , bringing **total assets to £40,420** _(compared with £36,359 last year)_ . However, this includes £4,740 of donations and grants. Excluding these, the Trust recorded an underlying deficit of approximately £678, reflecting the challenge of balancing rising operating and maintenance costs against core trading income. ## Financial Summary - General Account: £20,777 _(increase of £1,099)._ - Gold Account: £7,108 _(£2,364 BVHT funds and £4,743 for Vale Players in total an interest increase of £157)._ - 100 Club Account: £5,726 _(increase of £995)._ - Cash held by Adrian and Karen: £4,012 _(increase of £1,849)._ - Bar Stock: £2,798 _(decrease of £38)._ ## Income Total income reflected strong community participation and a successful calendar of events. For clearer comparison this year, foodie events, bar takings and private hire have been shown as a combined line. |Income Source|2024 (£)|2025 (£)|Movement / Notes| |---|---|---|---| |Foodie Events, Bar|16,855|21,803|Growth in events/hires| |Takings & Private Hire|||| |Societes & Clubs|3,067|3,930|Slight rise, steady community use| |& Heritage Room|||| |Wedding & Pvt Hire|2,285|5,772|Growth in events/hires| |Donatons & Grants|433|4,740|Includes Parish News & Citzens Advice| ||||grants (£1,500 each), Card Charity| ||||(£480), VE Day donaton (£641) and| ||||Hub (£200).| |100 Club|4,207|4,560|Slight increase c.80 members with a| ||||goal of 100| |Other Income|192|543|Mainly 100 Club monies received into| the wrong account in 2025 ## Expenditure Total expenditure reflected investment in essential maintenance and the continuing operation of both halls. |Expenditure Category|2024 (£)|2025 (£)|Movement / Notes| |---|---|---|---| |Energy, Water &|9,925|8,388|Lower utlity costs &| |Waste|||£500 compensaton| ||||on account.| |Maintenance &|6,180|12,825|New Jubilee Hall| |Major Repairs|||boiler (£6,180),| ||||two-phase electricity| ||||(£1,682 to be| ||||refunded), grass| ||||cutng (£1,600), Fire| ||||Alarm and PAT Test| ||||£960, TPS inital| ||||repairs (£941).| |Cleaning Wages|975|1,070|Slight increase| |Insurance & licenses|2,153|2,338|Includes building| ||||insurance (£1,879),| ||||music license (£175),| ||||Community Council| ||||membership (£110)| |Bar & Food Costs|3,686|7,420|Higher costs| ||||refectng more| ||||events and turnover| |Return of Deposits|1,145|1,586|Increase with more| |Paid|||event actvity| |100 Club|3,510|3,565|Minimal movement| |Bank Charges &|60|84|Stable year-on-year| |Equipment Hire|||| ## Key Highlights - Genuine trading activity was strong year-on-year, particularly across events and private hire. - The new boiler installation at Jubilee Hall and repair works by TPS Services represent significant investment in the halls’ long-term viability. - The 100 Club now has around 80 members; the aim is to reach 100 next year. - Donations and grants provided vital support in a year of higher maintenance spend. ## Challenges and Future Outlook While the financial position has strengthened, maintaining this momentum will depend on continued community engagement, proactive fundraising, and careful control of operating costs. With improvement projects ongoing, sustaining healthy reserves remains a priority for the coming years. Since the year end, several significant expenditures and receipts have arisen which will impact the Trust’s finances in the 2025/26 financial year. These include: - £4,146 for the completion of remediation work by TPS at the Jubilee Hall. - £1,488 for the installation of a new electrical cable to the JH kitchen in preparation for the new cooker. - £1,000 for the bi-annual maintenance of the Jubilee Hall floor. Partially offsetting these outgoings are two important income items: • A refund due from SSEN for the previously paid two-phase supply which was ultimately not required. • Very generous donations of £2,200 from the Fete Committee and £400 from the Horti Society, for which the Trust is extremely grateful. These transactions underline the continuing need to plan carefully for essential maintenance while maintaining an appropriate level of reserves to ensure the ongoing sustainability of the halls noting that we are currently to raise funds for a new commercial cooker (with an estimated cost of £7,500). To date we have been donated/received grants of **£6,558** explicitly towards funds for the new cooker. Village Fete £2,200, Parish News donation £1,500, Somerset Grant £1,500, Harvest Supper and raffle £317, VE Day £641 and Horti donation of £400. ## Closing Statement This has been another productive year for Batcombe Village Hall Trust, underpinned by excellent teamwork and strong community support. As this will be my final year serving as Treasurer, I would like to extend my sincere thanks to all committee members, past and present, and to all members of the parish and wider public for their generous support, time, and commitment. It has been a privilege to contribute to the stewardship of the Halls, and I wish BVHT every success for a truly wonderful and prosperous future. Adrian Amiri Treasurer, Batcombe Village Hall Trust ## **Booking Clerk’s Report 2025** Following on from the last AGM in November 2024, a range of our regular bookings have continued to run and they are: Walking Football on Mondays, Badminton on Thursdays, the Tuesday and Thursday Yoga sessions with Anouchka, Thursday yoga sessions with Fiona and the Hub on Fridays. There have been some breaks due to some unfortunate instances of ill health, or holidays or occasional low turnouts but nonetheless we are really pleased that they continue to take place. The Heritage room has been open most Saturdays and Luncheon Club continues to take place on Wednesdays on a monthly basis, as do the Parish Council meetings. And there have also been occasional meetings of the Friends of Batcombe, the PCC, and the fete committee. Unfortunately, the anthroposophical society have stopped holding their meetings now and Ella’s soundbaths have finished as well. Although we did have a new soundbath in July with Joanne. Meanwhile, we now welcome the arrival of Wednesday yoga sessions with Susan. We have continued to accommodate The Film Society once a month on Fridays from Autumn 2024 through to April 2025 and they presented a good range of entertaining and thought-provoking films. We are also pleased to have continued to hold the regular annual village events and these were: The Remembrance Day drinks reception in the Old School on 10th November, the children’s’ Christmas party on the 22nd of December, the Horticultural society plant swap on 4[th] May and the horticultural show on the 26th of July. And, this being the 75[th] anniversary of the Horticultural Society, we were also treated to a great party on the evening of the show. We have held some very successful social events for the village, beginning with the Christmas Social on the 21st December. There was also a series of quiz evenings with food last Winter as well as a bingo night in May. We also held another pottery painting event following the success of the two held the previous year. There have been some excellent and well attended music events. Joe James’ band ‘The Enrichments’ put on a spectacular performance for us in March after they had used the Jubilee hall for promotional work for the band. And recently, in October, Max Milligan organised a fantastic Country & Western evening where we were entertained by our own Hopeville and Outreach Drive who both did a fantastic show, all rounded off with some delicious burgers from the ‘Boiger Van!’ Some more very enjoyable events to mention were: The VE Day celebration day which was great fun with lots of nostalgia and some impressive costumes, the Harvest supper, and the recent Barn Dance which was great toe-tapping fun for all ages. We also held several foodie nights and these have been very popular, with some delicious meals presented. The halls have also been used as the base for other village events such as the village tidy-ups and the recent Apple Day. In terms of privately run events, throughout the year there have been numerous birthday parties, a wake and two weddings. There have also been some very interesting talks held by the Friends of Batcombe and there has been a first aid course. The Jubilee Hall has also been used several times by various outside organisations and individuals for meetings and training as well as for filming. And the old school has been used as an election polling station. Sadly, this year, the Old School was not used as a venue for the annual Somerset arts weeks. In addition to the use made of the two halls for events, there have been several occasions where we have hired out equipment such as tables, chairs, crockery etc for private use and this has brought in some welcome extra funds. So, overall, we have had a great range of events which we plan to continue through next year. And we very much appreciate everyone’s support; those who hire our halls as their venue, those who attend the functions and all those volunteering to help with all the work involved. 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