VWCA - AGM Annual Report (10-Jan-2022) ## A message from the Committee: At the AGM in January 2021, several members of the committee stood down. Since then, the VWCA Committee has met at regular intervals and different members of the committee have assumed the role of chair for each meeting. We still, unfortunately, have no permanent Chairperson and would welcome new members to the Committee who are interested in taking on that role. The year has been another strange one, with Covid-related regulations and restrictions changing so fast throughout the year that we were sometimes hard-pressed to keep up with new requirements. All in all, the committee took a cautious approach and limited use of the hall, throughout the early part of the year, to just Pre-School. Regular hirers were only permitted to return towards the late summer and end of the year. One of the biggest changes was the onboarding of a Centre Manager, Lynn Fensom, who is providing the VWCA with a great service. She has been welcomed by the hirers and has shown herself to be willing to provide the services the Community Centre requires. She has made quite a difference. Partially due to the changes to the committee members and partly because the committee wanted to provide a more personal approach to hall hirers, the VWCA is also instigating an online booking system ( _Hallmaster_ ) that will permit hirers to request the hall directly, where all confirmed and provisional bookings can be seen on an online calendar and the invoicing can be automated based on the booking details. The introduction of Hallmaster has, out of necessity, also forced the Committee to look at the way in which hall-hires are managed, so changes will be apparent throughout 2022. There has been a steep learning curve, which is ongoing, for the Secretary, Treasurer and Centre Manager to learn how to use and apply Hallmaster. We are making progress and hope to have it fully functional in time for the AGM in January 2022. The VWCA website (vwca.org.uk) has also been updated and now provides links to Hallmaster for ease of access. The Hallmaster administrators, will be able to see all data stored in Hallmaster. Hirers will only be able to see their data and general users will only see "general" data related to the hire entry. The early part of the year was difficult due to the Covid shutdown of regular hirers (excluding Pre-School). Fortunately, and with much thanks to the efforts of the Centre Manager, the latter half of the year was busier, and we have seen several new hirers wanting to make use of the hall. The Committee continue to try to keep the hall safe for everyone and are also looking at bringing in several changes to make the hiring experience better. This includes work to the garden area at the rear and side of the building, that was carried out line late 2021, and more work planned for spring 2022. We are hopeful that this coming year will see even more people being able to make use of the Community Centre and thank everyone for their continued support. Jeff Turner Secretary, VWCA January, 2022. VWCA - AGM Annual Report (10-Jan-2022) ## Annual Accounts: Shown below are the final annual accounts for the last year: VWCA - AGM Annual Report {10-Jan-2022) VIRGINIA WATER COMMUNITY ASSOCIATION EXECUTIVE COMMITEE INCOME AND EXPENDITURE ACCOUNT FOR Y RENDIN EPTEMB 21 INCOME 16126 00 233.00 73.22 16907.22 2019r2020 18313.03 256.00 286.01 1(￿.00 94.00 EXPENDITURE 18111.59 2019rd020 15181.13 C(Thnunity Cenlre18ee B tdowl Membetship fees Bank Interesi CWKI grant Exec siall caM￿al Caw8 SURPLUS ON YEAR TOT 15227 85 13657 91 £33J £2 BREAK E INCOM Pre-schwl Ctsmmunty Sport Dawe Ex&ro88 Sockql cornw￿￿9e Carnwal Capw8 AGM Children's parb'ts Other fun¢t￿n$ Equipmènt hire r*Jnats"on5 OF COMMUNrrY ¢ENTRE INCOME & EXPENDITURE 20201202 I9￿020 EXPENDITURE 10894 91 11361.35 IkGountancy Irc so￿are 13069 Y779 rninistration 487.9) 1102.40 ¥erts5ing & Markebng AGM expenses Broadband Caretaknng & C￿an1￿ semces C￿an1￿3 5uppI*s Energy M81nt￿atIC8 & ro￿T$ Garden rnaintenar Insurance Legal & Profes8K)nal 1888 LKences 455.28 Offtt sUp￿*S 399 Refu88 & waste rAji￿1￿)n 633.73 Sundry consurnab￿ etc 5598 Tdephone 2.67 Water Imeteredl & sewerage 1232.421" 958.85 Adjust ledger to match docurrents 1282 611 10.011 Depreciation.. Hall tx)nien 1329.53 1432.63 D8pwation'. Fixture5 1 Flltir 291 54 323.93 21 201 191.98 11428 6.98 32.99 24.99 72.85 390 [6 3316.34 1059. 1909 40 1681 75 951 (X) 159347 3173.78 133.26 000 1977.82 213.50 397.YJ 2824. 472.23 1785.50 2521.91 4822 50 1543 74 1246.Crf) 156 e4 430 50 777 50 12.46 85.00 2177 895.17 0.00 880.16 142.12 'E8timatad usag8 credit•d C. BALANCE SH Hall Contents at 30m9r2020 Less 10% DeprecAation forye Hall CoThtsnts •t Jom12021 FLY¢urts & Frtbws al 30109r2020 2915.41 L888 10% Depr8ck9I￿n for year Flxtum & Fittlhg$ at 3m12021 2623.87 Tot•1 fix•d 18••ts •t30h)9I2D21 Curr¢ntAs80ts: Barcws Cofrtrnunty CurrentAIc Virgin Money bank deposrt Barckys Bu*ness SaverAccount 13295.28 11965.73 145Bg.60 38e80.75 36370.54 BroLvJhtforward 30m12020 £76577.99 33.92 1275 92951.43 Debtors- Fegular users Total Ilxod & curr•ttt 8880ts L8$5." Lia￿11￿85 (due wthin 1 yearl Creditors Walerlestirrthl Prepaid Pro-fOrn￿5 Suspense.. Hire fees pendirMJ TOTAL ASSETS LE$8 LIABILmE$ Surplus on year 15227.B5 1804 591 10.00 1223 001 1128.001 T07AL BALAN¢£ 413010912021 VWCA - AGM Annual Report {10-Jan-2022) JWW2 Pthh)u5YeaIlnCtyT￿ltUreISeeBbe OJ)) fj61.9) 228.13 2J7.6 CaTDk*ilC•pers15eeC b1￿￿) AdminI5trntonlMlscd*ou51soeObe￿W> 8anklnterost 133.26 2115 14&10 ISUftPLUSQtrlYtAA 391 MFiCFAmLKen¢e 15103 15103 o.t¥J 24 Qui>h5howNlghtllQuliNIthtI Quli MI￿1￿r￿¥￿II¥utm1ll tlk1nys￿r￿ Film NIBhts13 FllmNIthts 459.61 12C6 741, 181 (*) 43U7 43U7 nr• 37 OA)) 1113.261 o.th) om 0.0) BALiKE30m.ZItAld ￿.. l. 45 rKt4t>lC8.20 gxpknowtr*V•4r 5V3.27 I95￿￿3 47 ,￿li￿are￿￿P￿vM pdOII1012021 ri1mN￿bI FI￿1 IIC6.74j WU4S, 25 pm VWCA - AGM Annual Report (10-Jan-2022) ## Committee Members: It is customary for committee members to stand down at the AGM and submit themselves for re-selection. Also, new committee members can be voted in. The committee members for the period 2021-2022 were: Francesca Pollard - Treasurer (took over in September 2021) Jeffrey Turner - Secretary Liz Hopkins - Acting-Treasurer (up to September 2021) Claire Springall - Membership Secretary Joan Hodgson - Ex-Bookings Secretary (transferred to Lynn Fensom) Pamela Humphries Myra Owen Susan Wordinham ## Web site and Hallmaster The VWCA web site has undergone a major transition through 2021. It is hoped that the web site will become more widely used, especially as the site will permit users and hirers to link to the details available in the Hallmaster system. The Hallmaster system is a cloud-based system, specifically designed for the type of hiring of the Community Centre carried out by the VWCA. Originally designed and built by a team that managed their own community hall, this software system provides us with many useful features and will make both organisation and invoicing so much easier. The installation of Hallmaster has been managed by Fran Pollard, Jeff Turner and Lynn Fensom (the Centre Manager). In fact, Lynn has spent many hours putting the 2022 regular hire details into the system throughout December 2021. Jeff Turner has tested the system to see that it provides all the required functionality and control. More automation of the hiring system should mean much easier control over when, and how, the hall is booked but it will also help enormously in the invoicing and payment checking. Longer term, we are looking at plans to integrate _PayPal_ so that payments by hirers can be even easier to manage. In addition to the web site, a Facebook group page has been set up to permit VW residents to get up-to-the-minute news of events. (https://www.facebook.com/groups/238241524379848) VWCA - AGM Annual Report (10-Jan-2022) ## The Future of the Community Centre: The VWCA Committee feel that the Community Centre is vital to the village, and we endeavour to expand our activities in the coming year. With that in mind, we do have plans for more landscaping, improvements to the outside of the building and are adding more features, such as hi-speed Guest Wi-Fi and the ability to connect your smartphone to the audio system using Bluetooth connectivity. Our long-term aim is to make the Community Centre somewhere that all local residents can enjoy and benefit from. Jeff Turner VWCA Secretary January 2022.