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1938 2007
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Trustees Annual Report April 23[rd] 2022 6pm in Moggerhanger Village Hall
PRESENT: Trustees Chair Steve Mercer Secretary Linda Heath Treasurer Jackie Warren Trustee/Hall Lettings Officer Anne Hysted Co-opted trustees Bryan Cornish Tony Mulhall
Trustee Bar Manager Ken Ebbage
1. APOLOGIES: In attendance None
Aims and Objectives of the Village Hall
Provision of a village hall for the benefit of the inhabitants of the Parish of Moggerhanger without distinction of sex, sexual orientation, age, disability, nationality, race or political, religious or other opinions
Use of the village hall for meetings, lectures and classes or other forms of recreation and leisure time occupation in the interests of social welfare and with the object of improving the social conditions of the life of the inhabitants
The Trustees consider these objectives to be consistent with Charity Commission guidance on providing for the public benefit
Policies and Procedures
To guide the Management Committee in exercising its duty of care to members, employees and users of the hall, the following policy statements have been adopted:
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Health & Safety Policy
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Child Protection Policy
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Equal Opportunities Policy
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Environmental Policy
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Age Verification Policy
Copies of these policies are held at the hall and are available via the Village Hall’s website; http://www.moggerhangervillagehall.co.uk/
Hiring Agreement
Use of the village hall is subject to a Hiring Agreement which must be signed by the hirer when booking. The hiring agreement sets out the conditions of hire and identifies the respective responsibilities of each party to the agreement. The hall has a Premises Licence, including the sale of alcohol. The Management Trustees or their appointed delegates will supervise all alcohol sales made under the authority of this licence. We operate a strict age verification policy. The hall is licensed for the performance of plays, live & recorded music & dance and the provision of facilities for making music and dancing.
Insurance
The Village Hall is insured with the Allied Westminster Insurance Services Ltd. They have been informed about the new car park and storage building and these are covered under our policy which is valid until 12[th] April 2023
2. MINUTES OF LAST MEETING
The minutes of the meeting held April 2021 which had been re circulated to all trustees were agreed as a true and accurate record. Proposed Stephen Mercer, Seconded Anne Hysted
3. MATTERS ARISING None
4. ELECTION OF TRUSTEES Completed nomination forms were given to the Secretary for the files. The following elections took place:
Position Name Nominated Seconded Chairperson Anne Hysted Linda Heath Stephen Mercer Treasurer Jackie Warren Anne Hysted Linda Heath Trustee/bar Manager Ken Ebbage Linda Heath Anne Hysted Trustee Stephen Mercer Linda Heath Anne Hysted Trustee Alan Heath Hattie Brun Stephen Mercer Secretary Linda Heath Hattie Brun Anne Hysted
Co-opted trustee Bryan Cornish The position of Bookings Officer has been accepted by Tony Mulhall – Co-opted Trustee
Trustees Report
Following lockdown we are pleased that the Village Hall is now being used and we have a healthy amount of bookings, both regular and special occasions. We were fortunate that during a lot of the lockdown some of our groups were still
able to operate which did give us a small amount of income and kept us ticking over. The main event of this year of course, was the new car park and picnic area which is now fully operational. We were also very grateful for the kind donation from the Friends of the new storage building. The upkeep of the new car park is ongoing although we now have a contractor who will cut the grass regularly to keep it looking tidy. This and the proposed wild flower area will also be an ongoing project. We were also very grateful to the Friends who kindly paid for the new floor which was recently laid in the village hall and which has made a huge difference to the look of the hall. We are hoping to attract more usage from the Church and any other organisations who might like to hold outside events on the picnic area and grassed area.
The trustees have also organised a few fund raising events since the end of lockdown and more are planned. We are also organising a Music Event to celebrate the Queen’s Platinum Jubilee in June. Some of these have been fundraising for Ukraine and St. John’s Hospice but we will continue to fundraise to support our village hall alongside these worthy causes.
We are very pleased that we now have a full committee of trustees and co-opted trustees as the workload this year has been very heavy and so we look forward to having more people to help out. We were of course very sorry to have lost Peter Milton who has sadly passed away since the last AGM. We are planning a memorial bench which we hope will be in situ very soon.
All in all, we are pleased with the way things are going and look forward to a lively and busy year with plenty of community events.
Chairpersons Report – Stephen Mercer
A report, by its very nature is an account of events that have happened in the past, but I believe that at events like these we need to look forward too. Firstly, I would like to say a big thank you to all of those amongst the Trustees and beyond who have given of their time and their abilities over these last tumultuous years to keep the Hall running. It has not been easy. But we have survived, although we still use Zoom for our meetings occasionally.
Not wishing to repeat what has been said previously but in the past year we have :
-a new car park and picnic area, thanks to A&B Builder’s Ltd, which will be a great benefit to the hall, -a new floor put down which has certainly lifted the look of the Village Hall, thanks to finance from the Friends of Moggerhanger Village Hall,
-a lifting of Covid regulations, enabling us to re-open and use this facility, something which, and I was only told this morning, was such a lovely place to meet.
-lost a friend in Peter who was always on top form when we met as a group and is sorely missed.
However, we cannot stand still. We need to remember that the whole village is our client and not just the percentage that come and use the Village Hall on a regular basis.
I was intrigued this week when I read that since 2016 Wales had appointed the World’s first minister of the Unborn. The Village has seen a quite substantial increase in the number of houses over the last year, and you can bet there will be more to come and with each new household comes our need to inform them about and encourage them to use this local facility which has now become their facility. This will mean we will have to be more forward looking, and that will require us to collaborate with the Friends to deliver fun filled and relevant events without the distinction of age, disability, sex or sexual orientation, nationality, race or political and/or religious opinion.
As I woke this morning and began to think about what I might say this evening the lyrics of the theme tune to one of my favourite television programmes kep tcoming back to me. I live between the Landlady of the Village Pub and the Church and together with the Village Hall these places provide the focal points in our community. So, do we want to make this a place “Where everybody knows your name.” or where only the few do.
Moggerhanger Village Hall Bookings Report 2021
With all Covid restrictions lifted the Hall is now attracting hirers. There are approximately 40 rentals per month bringing in an income of £ 7000 per year. Expenditure on cleaning , utilities etc is under £ 5000 at present.
With increasing energy prices and the need to start maintenance on the new grass, picnic and wildflower areas we expect that expenditure will be higher next year.
The new car park and bamboo floor enhances the hall and will make it more attractive to hirers.
100+ Club Report 2021
Income was down again this year and again it was doubtful that the fund raising lottery would continue. Approximately £100 was raised. Anne Hysted Village Hall Bookings Officer Trustee
Maintenance Report
I have been able to attend to a number of small items of work since becoming responsible for maintenance. I have replaced quite a few of the light tubes in this hall which seems to be an ongoing problem. I have disposed of the redundant cooler cabinet to the council recycling centre. Recently I have fixed the new signs to the front wall indicating the disabled parking spaces. The most recent and also the most satisfying job was the removal, cleaning and repairs to the pulley system and the refitting of the Halls flag pole. It now has a working pulley and a locked cleat which was added for safety. My current job is to get the car park gate swinging and locking easier. Steve and myself looked at the problem and decided a wheel fixed to the gate with a concrete pad underneath would keep the gate supported and reduce the strain on the gatepost which does not seem able to support the heavy weight of the gate. We have had a verbal quote of around £400+ to replace the post but thing that would only be necessary as a last resort. I now have secured a wheel and bracket and it will be fixed asap. Lastly a memorial bench has been proposed and once the siting and details have been agreed I will be looking into fixing this permanently in position on paving slabs.
Alan Heath
Treasurers Report and Annual Accounts 2021
2021 was equally as strange a year as 2020. With the effects of Covid 19. We all thought things were
getting back to normal and then we had to close down again, but for just a short time this time.
This gave us time to get the car park work under way. We managed to secure grants to the value of £51,780.39 for the car park Friends MVH paid £19,500 towards the cost, as well as buying the storage building.
Totally paid out for car park and landscaping = £76,002.00
The 100 club makes the village hall a profit of £100. The future of the 100+ club will be reviewed in November 2022.
Safety and maintenance - £833, included general repairs, servicing the heating system, pat testing, new key safe and keys. Friend’s MVH assets - £500. At the request of the fiends we have brought and taken owner ship of their equipment. This included the stage and various equipment.
We finished the year with a Deficit of -2,035.27. This still left us with a healthy
balance of £16,391.41. Income Lettings 7,098.40 Donations 869.09 100+ club subs (+385)539.00 Bar takings 717.25 donations FOMVH 19,500.00 Grants - Central Beds 51,851.18 Total £80,574.92 Expenditure Cleaning & Supplies 1,691.90 Phone & Broadband + website 251.03 Electricity 805.29 Water 189.34 Insurance 635.27 Licences 308.40 Car park and landscaping 76,002.00 Postage stamps 7.00 Safety & Maintenance 833.25 100+ club prizes 820.00 Bar stock for re-sale 566.71 Equipment (Friends assets) 500.00 J S Warren 13/04/2021 Summary Expenditure 82,610.19 Income 80,574.92 Deficit -2,035.27 Accumulated Funds Balance Brought Forward from 2020 18,423.38 Deficit for 2021 -2,035.27 Closing Balance end 2021 (16388.11) 16,391.41 Represented by Balance savings account end 2020 16,388.11 Balance community account end 2020 3.30 Jackie Warren, Treasurer
A copy of the Audited Accounts was given to the Secretary for the file and for submission to the Charities Commission.
6. Re-allocation and clarification of areas of responsibility
It was agreed that Tony Mulhall will take over responsibility as bookings officer.
Anne asked for clarification as to who would be responsible for the outside area. It was felt this would be shared between Stephen Mercer and Brian Cornish with other trustees helping as and when they can. Linda will continue to liaise with the contractor who is cutting the grass and spraying the weeds. Work parties will be organised when required.
7. Correspondence
None
8. AOB
There was discussion regarding major electrical work which will need to be done in the Village Hall after the 5 year inspection. 3 quotes to be obtained. Jackie to give Linda details of an electrician who would be willing to quote. On going problem re a complaint of light shining into a neighbouring property – Stephen Mercer to carry on investigating this with the electrician who installed the lights.
A provisional date was set for all trustees to meet at the village hall to have a practice run erecting the marquee ready for the Music Festival in June. Friday 29[th] April was propped.
Time and Date of next Trustees Meeting Friday 20[TH] May, 6pm in the Village Hall
The meeting ended at 7pm
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Moggerhanger Village Hall Accounts for the year ended 31st December 2021
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Income
Lettings 7,098.40
Donations 869.09
100+ club subs 539.00
Bar takings 717.25
donations FOMVH 19,500.00
Grants - Central Beds 51,851.18
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|Total|£80,574.92|
|Expenditure|
|Cleaning & Supplies|1,691.90|
|Phone & Broadband + website|251.03|
|Electricity|805.29|
|Water|189.34|
|Insurance|635.27|
|Licences|308.40|
|Car park and landscaping|76,002.00|
|Postage stamps|7.00|
|Safety & Maintenance|833.25|
|100+ club prizes|820.00|
|Bar stock for re-sale|566.71|
|Equipment (Friends assets)|500.00|
|Total|£82,610.19|
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|Summary|
|Expenditure|82,610.19|
|Income|80,574.92|
|Deficit|-2,035.27|
|Accumulated Funds|
|Balance Brought Forward from 2020|18,423.38|
|Deficit for 2021|-2,035.27|
|Closing Balance end 2021 (16388.11)|16,391.41|
|Represented by|
|Balance savings account end 2020|16,388.11|
|Balance community account end 2020|3.30|
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Accounts prepared by M rs C A Lister (Treasurer)s J Warren (Treasurer) Signed ............................................................................ Dated ...........................................................................
I Certify that the above are in accordance with the books and records and information supplied.
Signed ............................................................................ C.E.Fuller FCCA Dated ............................................................................