ANNUAL GENERAL MEETING
Legion Room, Hutton Village Hall, 7 November 2023
In Attendance: Paul Robbins, Marion Cuthbert, Norman Poole, Lin Kelly, Ann Fiddler, Tony Lay, Gill Holdaway, Heather Pickett, Kath Sparks, Peter Follett, Peter Lander, Mike Emsley, Barbara Emsley, Carole Springthorpe, Pat Wilson, Ann Dennett, Kath Sparks, John Chatburn, Eric Holdaway, Peter Lander, Beverley Mutch
AGM commenced at 19:00
Apologies: Tina Frapwell, Sue Felts, Lyn Dutton
1. Minutes of 2022 AGM
The minutes from 9 November 2022 having been circulated, Marion Cuthbert proposed, and Carole Springthorpe seconded that the minutes be accepted as an accurate record. Those present unanimously agreed and a copy signed by Paul Robbins
2. Matters Arising
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a) A cleaner once a week cleans and stocks the lavatories and kitchen
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b) The hall floor has been repaired but, long term will need replacing
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c) Gutter cleaning remains an issue and needs addressing urgently as water ingress is occurring
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d) Christmas Decorations – 24/11/2023 at 2pm agreed as date for all available to meet to decorate the hall.
3. Report by The Chair
Paul Robbins introduced himself to those present as the co-opted Chair. Paul explained that he has been involved with the Hall for many years, having previously served as Chairman.
4. Secretary’s Report
Bookings:
Marion advised that there are currently 18 regular hiring groups. Ten of these, hire once a week or more. The hall is used daily (except for the odd weekend day. Invoices are raised and emailed and payments received timeously. The rental income is just above £2100 monthly with one off bookings, bringing in between £100 and £300 monthly. Weekend hire could be increased if we can find people to do show arounds and meet & greet plus check for deposit return.
We are still running on a small band of volunteers, which is proving difficult with increased bookings The Music Nights being driven by Mike Emsley have proved a success and going forward will be held on the 1[st] Saturday evening of the month.
Tony Lay has run many ‘Help our Hall’ events including quizzes, bingo and a Coronation cream tea raising much needed funds to help with bills through the winter and essential repairs.
Cynthia Riley and Lyn Dutton have helped with cleaning, set up and many other tasks around the hall since March. Cynthia has started repainting the hall radiators.
We need a team of volunteers to support events especially the monthly Music nights. Those volunteers who agreed to support an Events Group: Patrick Wilson Sarah Cope Tony Lay Mike Emsley Barbara Emsley Eric Holdaway Gill Holdaway These volunteers said they’d be happy to be contacted for help if needed: Carole Springthorpe Heather Pickett Tina Frapwell (per Barbara Emsley)
5. Treasurer’s Presentation of Audited Accounts
Norman presented his report – See hard-copy attached.
See attached financials copy
Acceptance of report and accounts proposed by Marion Cuthbert and seconded by Patrick Wilson. Treasurer and Chair duly signed copies of Statement of financial activity and balance sheet for year ending 31 August 2023.
6. Retirement of current HVH Management Committee
At this juncture, the existing Committee ceased, and Paul Robbins vacated the Chair. The remainder of the AGM was run by the Secretary.
7. Election & Representation for Hutton Village Hall Committee 2023/24
In accordance with Hutton Village Hall Management Constitution, 7 Members are to be elected to the New Committee and the same plus one as a minimum for Group Representatives.
a) Elected members of Committee
Those standing for election to the Committee are:
Paul Robbins, Marion Cuthbert, Lin Kelly, Norman Poole, Ann Fiddler, Barbara Emsley, Mike Emsley The vote for the nominees was unanimous, having been proposed by Tony Lay and seconded by and Kath Sparks
Kath Sparks and Sarah Cope were co-opted to support the Committee
b) Representative Nominations
Nomination forms were given to our current user groups and the following nominations have been received:
Hutton Drama Club Carole Springthorpe Hutton Friendship Circle Pat Wilson Hutton Ladies Lin Dutton Hutton Lace & Crafts Tina Frapwell Hutton Mustard Seed Fairtrade Gill Holdaway Hutton Short Mat Bowls Sue Felts Hutton Whist Club Anthony Lay Dabasso Twinning Association Heather Pickett Nettles Badminton Ann Dennett Royal British Legion Peter Follett
All volunteer representatives, were proposed as committee members by Paul Robbins and seconded by Marion Cuthbert, the vote, en masse, was carried unanimously.
The following groups and hirers did not notify any representatives: Art Class Hutton Primary School St Mary’s Church Lacewings Hutton in Bloom Bloomers
8. Presentation of the Chairman’s Cup
Paul decided that the award this first year of The (re-named) Steve Cope Cup should be given to Norman Poole for his long service and support to the hall through some very difficult times
9. Any Other Business
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a) Paul Robbins reported that there were lights around the building that needed replacing
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and asked John Chatburn if there were any remaining fluorescent tubes. John wasn’t sure.
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b) Eric asked about install uplighters in the hall to improve the ambience of evening events. Some years ago a Tea Dance was held to raise money for these. Norman had no record of any monies raised for such so the money had not been ring-fenced. It was agreed that the cost of lights & installation should be looked at and Beverley Mutch agreed to look at purchase costs
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c) Tony Lay asked that we should recognise the support from people in the village for running and supporting events. These include:
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Patrick Wilson for running The Bingo afternoons. Lyn Dutton for the quiz, He thanked Beverley Mutch for spreading event info on the various media platforms. Thanks too, to Tony Pass for poster design and Tony & Tricia Pass for help on the bar. James Roberts for poster design and production for music events.
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d) Marion pointed out that a team of volunteers to support events especially the monthly Music nights. Those volunteers who agreed to support an Events Group: Patrick Wilson
Sarah Cope
- Tony Lay Mike Emsley Barbara Emsley Eric Holdaway Gill Holdaway These volunteers said they’d be happy to be contacted for help if needed: Carole Springthorpe Heather Pickett
Tina Frapwell (per Barbara Emsley)
- e) Paul Robbins said that the ‘To Do’ list needs reviewing so that essential works can be looked at. The roof and floor should be considered. Mike Emsley said that the floor could hopefully be managed but that insulation of the main hall ceiling should be considered a priority. It was agreed that the list should be reviewed at the next Management Committee meeting.
10 Election of Officers
- a) Chair
Paul Robbins was proposed as the Chair by Marion Cuthbert; this was seconded by Norman Poole. All Committee members present were in favour.
- b) Secretary
Marion Cuthbert was proposed as Secretary by Paul Robbins; this was seconded by Tony Lay. All Committee members present were in favour.
c) Treasurer
Norman Poole was proposed as Treasurer by Mike Emsley; this was seconded by Norman Poole. All Committee members present were in favour.
Date of the next Hutton Village Hall full Committee meeting agreed as 7pm pm on Thursday 11 January 2024
The newly elected Management Committee agreed to meet for the first time on 6 December 2023 at 7pm.
AGM closed at 20:25
Minutes agreed:
Proposer
Seconder
Signed by Paul Robins Chair
Dated
| Village | Fumtture and | |||
|---|---|---|---|---|
| Hall | Equipment | Total | ||
| CostorValuationat01.09.22 | 1,280,000 | 230 | 1,280,230 | |
| Revaluation | ||||
| AdditJons | ||||
| Depreciation | 46 | - | 46 | |
| Net Book Value at 31.08.23 | 1.2~0.000 | 184 | 1,280,184 |
| HUTTON VILLAGE HALL | HUTTON VILLAGE HALL | |
|---|---|---|
| STATEMENT OF FINANCIAL ACTIVITY FORTHEYEAR | ENDING31AUGUST 2023 | |
| 2023 | 2022 | |
| Incoming Resources | ||
| HreCharges | 2-1,049 | 19,062 |
| Events | 3,792 | |
| Donations | 3,585 | |
| Rent/Storage Swldrylncome |
445 1,543 |
2,667 |
| BankInterest | 19 | |
| OtherIncome | 328 | |
| TotalIncomingResources | -30,433 | P706'1 |
| ResourcesExpended | ||
| CaretakerandBookingOfficer ClealWlgMaterialsandlaWldry |
1,638 | 1,532 |
| Car Park Rent | 75 | |
| UtMyCharges Insurance |
15,586 2,140 |
10,508 1,666 |
| Telephone, Postage and Stationery RepanandRenewals SundryExpenses |
463 9,016 1,108 |
484 6,325 267 |
| legal/ProfessionalF~ | 175 | 233 |
| TransfertoSamgs | ||
| Depredation | 46 | 57 |
| TotalResourcesExpended | 30,247 | 21.012 |
| NetIncome/(Expenditunt) | 186 | 915 |
| TotalFinisBroughtForward | 15,328 | 84,343. |
| Total FundsCarriedForward | 86,514 | 16,321 |
| TANGIBLEFIXEDASSETS | ||||
|---|---|---|---|---|
| Village | Furniture/ | |||
| Hall | Equipment | Total | ||
| Cost or Valuationat01.09.22 | 1,280,000.00 | 230.26 | 1,280,230.26 | |
| Revaluation | ||||
| Additions | ||||
| Depreciation | -18.05 | - | 46.05 |
| HUTTON V.ILLAGE HALL ~€COl!JNTS - 2022/2023 | HUTTON V.ILLAGE HALL ~€COl!JNTS - 2022/2023 |
|---|---|
| INCOME | |
| HIRECHARGES | 21,048.50 |
| EVENTS | 3,791.70 |
| DONATIONS | 3,585.50 |
| RENT | 445.00 |
| SUNDRYINCOME | 1,543.00 |
| BANKINTEREST | 18.80 |
| TOTALINCOME | 30,432.60 |
| EXPENDITURE | |
| UTILITIES | 15,588.40 |
| AUDIT/LEGAL | 175.00 |
| PROPERTYMAINTENANCE | 8,403.93 |
| CLEANING_I_LAUNDRY | 1,637.95 |
| SUNDRIES | 1,108.21 |
| CARETAKER | |
| BOOKINGOFFICER | |
| INSURANCE | 2.139.57 |
| TELEPHONE/OFFICEEQUIP_I_STATIONARY | 462.70 |
| PETTYCASH | |
| CHURCHCARPARKRENT | 75.00 |
| LICENCES | 612.20 |
| INLANDREVENUE | |
| 30,200.96 | |
| PROFIT/LOSS | 231.54 |
| DEPRECIATION | 48.05 |
| Village | Fumtture and | |||
|---|---|---|---|---|
| Hall | Equipment | Total | ||
| CostorValuationat01.09.22 | 1,280,000 | 230 | 1,280,230 | |
| Revaluation | ||||
| AdditJons | ||||
| Depreciation | 46 | - | 46 | |
| Net Book Value at 31.08.23 | 1.2~0.000 | 184 | 1,280,184 |
| HUTTON VILLAGE HALL | HUTTON VILLAGE HALL | |
|---|---|---|
| STATEMENT OF FINANCIAL ACTIVITY FORTHEYEAR | ENDING31AUGUST 2023 | |
| 2023 | 2022 | |
| Incoming Resources | ||
| HreCharges | 2-1,049 | 19,062 |
| Events | 3,792 | |
| Donations | 3,585 | |
| Rent/Storage Swldrylncome |
445 1,543 |
2,667 |
| BankInterest | 19 | |
| OtherIncome | 328 | |
| TotalIncomingResources | -30,433 | P706'1 |
| ResourcesExpended | ||
| CaretakerandBookingOfficer ClealWlgMaterialsandlaWldry |
1,638 | 1,532 |
| Car Park Rent | 75 | |
| UtMyCharges Insurance |
15,586 2,140 |
10,508 1,666 |
| Telephone, Postage and Stationery RepanandRenewals SundryExpenses |
463 9,016 1,108 |
484 6,325 267 |
| legal/ProfessionalF~ | 175 | 233 |
| TransfertoSamgs | ||
| Depredation | 46 | 57 |
| TotalResourcesExpended | 30,247 | 21.012 |
| NetIncome/(Expenditunt) | 186 | 915 |
| TotalFinisBroughtForward | 15,328 | 84,343. |
| Total FundsCarriedForward | 86,514 | 16,321 |
| TANGIBLEFIXEDASSETS | ||||
|---|---|---|---|---|
| Village | Furniture/ | |||
| Hall | Equipment | Total | ||
| Cost or Valuationat01.09.22 | 1,280,000.00 | 230.26 | 1,280,230.26 | |
| Revaluation | ||||
| Additions | ||||
| Depreciation | -18.05 | - | 46.05 |
| HUTTON V.ILLAGE HALL ~€COl!JNTS - 2022/2023 | HUTTON V.ILLAGE HALL ~€COl!JNTS - 2022/2023 |
|---|---|
| INCOME | |
| HIRECHARGES | 21,048.50 |
| EVENTS | 3,791.70 |
| DONATIONS | 3,585.50 |
| RENT | 445.00 |
| SUNDRYINCOME | 1,543.00 |
| BANKINTEREST | 18.80 |
| TOTALINCOME | 30,432.60 |
| EXPENDITURE | |
| UTILITIES | 15,588.40 |
| AUDIT/LEGAL | 175.00 |
| PROPERTYMAINTENANCE | 8,403.93 |
| CLEANING_I_LAUNDRY | 1,637.95 |
| SUNDRIES | 1,108.21 |
| CARETAKER | |
| BOOKINGOFFICER | |
| INSURANCE | 2.139.57 |
| TELEPHONE/OFFICEEQUIP_I_STATIONARY | 462.70 |
| PETTYCASH | |
| CHURCHCARPARKRENT | 75.00 |
| LICENCES | 612.20 |
| INLANDREVENUE | |
| 30,200.96 | |
| PROFIT/LOSS | 231.54 |
| DEPRECIATION | 48.05 |