# **Pembury Village Hall Management Committee AGM MINUTES Wednesday 21[st] July 2021 at 8pm** **1] Present:** Mike Cartwright, David Coleman, Amanda Everett, Shelley Harris, Keith Hemstalk, Derek Hollweg, Claire Knoops, Susan Sharp, James D Whitehorn (JDW), Jacqui Webster (JW) and Gillian Williamson. **Apologies:** Suzanne Leviton, Sadie Van der Spuy, Maggie Weaver and Emily Wright **Other Absentees:** Katy Brooks and Graham Trueman. The Chairman opened the meeting and welcomed everyone. There were no members of the public present. ## **2] Minutes of last AGM: 15[th] October 2020.** i) Minutes of the last AGM were signed and approved. ## **3] Chairman’s Report** JDW welcomed everyone to the meeting and said was pleased to be able to meet in person, without bending the rules! 2020/21 has been a turbulent year which started during first few days of the first full COVID lockdown and unfolded with a bewildering variety of restrictions as we did our best to keep the hall running whenever we were allowed to do so. Our managers did a great job weighting up the implications of the latest Government guidance and keeping the hall safely in use as much as possible. We should be particularly grateful to SVdS for persevering with so many of the 360 Dance bookings throughout the year and thereby keeping the hall in fairly constant daily use where and when permitted. In the circumstances, with so much disruption to hiring we were expecting to make an operating loss in 2020/21 but with the benefit of over £20K in COVID grants over the year, we have managed to achieve a surplus of just over £4K. This allows us to be in a strong financial position as we move into the current year. Draft Local Plan – we had previously made comments on this Plan and more recently (June 2021) took the opportunity to comment on the revised Pre-Submission Local Plan. The earlier suggestion that there might be an access road into a new housing development behind the Village Hall has now been dropped in favour of an access further along the High Street. There is still a requirement for the developer to include some additional parking for the Village Hall, which we have welcomed in principle. JDW thanked all the Trustees for giving up their time to remain actively involved in running the hall and attending our various management meetings, noting that their support and collective breadth of knowledge was greatly appreciated. ## **4] Booking Manager’s Report** **Bookings:** Start of April 2020 saw us in full lockdown and hall closed to all hirers. In line with government guidelines, hall re-opened on 6[th] July 2020 with all necessary COVID-19 compliance in place. Things began quietly with a couple of small groups returning for the remainder of July and August, things really only picked up when dance and exercises classes were allowed to resume at beginning of September. The second lockdown started in January 2021 with some activities permitted, in reality this meant 360 Dance were the only hirers who could return. The only other noteworthy event we were allowed to hire to was an NHS Training Course to train vaccinators. (We were approached in February about the possibility of the hall being used as a vaccination centre but this unfortunately did not come to fruition). Step 3 began on 12[th] April 2021 and this led to two more groups returning and a new hirer (Messy Kids – their tenure, however, was short-lived as it became apparent that their activities were not suited to the hall). Although bookings were limited during this financial year, we have weathered the worst and remain optimistic that the hall will be able to return to usual occupancy that we enjoyed prior to the pandemic, all being well. **Maintenance:** The bi-annual gas and electrical checks were carried out and the annual fire extinguisher service; no major expense incurred as a result of these. Several heavy storms last year resulted in a leak into the foyer in front of the ladies toilets. Weatherall Roofing successfully remedied the leak in July 2020 at a total cost of £792. Our cleaner of 17 years gave notice during the first two lockdowns as he suffered a reduction in staff and was unable to provide his usual level of service. We spoke to a number of cleaning companies and it became clear that we had been paying well below the market rate for cleaning services. In September we appointed JS Facilities Management, initially on a trial basis, then indefinitely. We have been delighted with their services which are vastly superior to those previously supplied. **Projects:** As hall at very low level of usage, between the lockdowns we took the opportunity to get the hall walls (up to brick line) painted at cost of £870. Then, the same decorator, treated stains on foyer ceiling (as result of leaks) and repainted at cost of £460. He also carried out remedial work to the outside of the rear basement fire door at a cost of £210. (JDW commented that this has now reverted to its former state and he is investigating getting a quotation for a replacement fire door). **Health and Safety:** Fire alarm checks carried out regularly and continued throughout months of closure. The hall management team has regularly reviewed government advice and revised its guidance for hirers accordingly during this very challenging time. There have been no reports of any COVID related incidents attached to the hall. MC asked if it looks likely that bookings will return to their usual prior-pandemic level. SS seemed to think so, several groups cannot commit but there are new hirers interested as well. JDW commented that, as previously mentioned, we were happy to hold slots for regular hirers till Step 4 (now) and will also give the benefit of the doubt as several do not want to return until September. SS is maintaining a list of potential new hirers as well. ## **5] Finance Manager’s Report** - i) The end of year accounts 2020/21 were presented to the committee having been audited by APEX Chartered Certified Accountants; CK was happy to report that we have a surplus of £4,065. This is a result of an income of £26,206 (£20,193 being COVID grants and bank interest), expenditure of £19,171 and Financial expenses of £2,970 {deprecation and bank charges]. The depreciation figure is slightly lower than we have been working with and so this has resulted in our surplus being £102 higher than we had anticipated. The accounts were prepared using the Accountant’s template and our projected figures have been endorsed. - ii) Balance sheet shows we have £607,562 in assets – (KH commented it would be useful if we had an asset register which we do not currently have, so we could see what equipment etc we own). We have no creditors or accrued expenses. - iii) Accountants fees are £275 – this is the same figure we paid last year. - iv) CK will be completing the Charity return during August, all Trustees happy for this to be completed. ## **6] PVH Reserves Policy** - i) Summary of the Reserves Policy (as agreed in January 2020 meeting) had been circulated to all Trustees prior to the AGM and the committee were happy to endorse it. ## **7] Appointment of new Committee Members** ## **(a) Elected members** [max no. 3] Amanda Everett proposed by Keith Hemstalk and seconded by Derek Hollweg. James D Whitehorn proposed by Keith Hemstalk and seconded by Derek Hollweg. Emily Wright proposed by Keith Hemstalk and seconded by Derek Hollweg. ## **(b) Representative members from PPC** [max no. 3] Katy Brooks, Graham Trueman and Maggie Weaver have been nominated as the team of PPC reps. ## **(c) Representative members from organisations** [max no. 9] Bridge Club Keith Hemstalk Evening WI Gillian Williamson Players Derek Hollweg U3A Mike Cartwright 360 Dance Sadie Van-der-Spuy Gardeners _Vacant at present_ Short Mat Bowls _Vacant at present_ Pembury Village Market has now folded and Suzanne Leviton has given in her resignation. ## **(d) Co-opted members** [max no. 2] David Coleman proposed by Gillian Williamson and seconded by Amanda Everett. Shelley Harris proposed by Gillian Williamson and seconded by Amanda Everett. We are sharply aware that there are currently only 5 representatives from hall user groups on the committee. This has been an issue for the last couple of years, it is difficult to encourage people to step up to join the committee, most are unwilling for various reasons. We will however continue to keep working on this. ## **7] Any Other Business** There was no further business and the meeting was closed. ## _**Date for next AGM**_ ## _**Wednesday 20[th] July 2022, starting at 8pm.**_ Pembury Village Hall Income and Expenditure Accounts 31 March 2021 Pembury Vlllage Hall Approval statement l approve the occounts which ComF￿se of the Income and Expenditure Account. I ocknowledge my rosponsibility for the occounts. including the opproprioteness of Ihe applicable finoncial 16POrting fromework. ond IOT woviding Apex with oll inlormalion and explonotions necessory for their compilation. C e &(¢oP 4 JuW2021 P•mbury Vlllage Hall Incom• and Expendltur• Account for the ytar ended 31 March 2021 Income R￿1 ieceivable Lic8nc& f8èS Gron15 Donations Bonk inlere5t S.SlS 52 20.193 35.CQ5 2,075 446 26.3)6 37.170 Adrnlnlstr¢)Il¥e expenws Admin fees Audit lees Building moinlerlance Equipment moinlenonce Mlscelloneovs Perforrning Rights Society Postage. slallonery ond ¢thert[￿ng lelephone ana iniornol Water rotes Cleaning Gos Eleclricity Insuronca 5.678 275 2.222 1.366 238 11,149 270 3,011 224 824 52 647 1.439 5.468 605 3,407 1,813 641 1.698 1,364 I.￿7 29,943 Flnonclol Exp•n Bank charges Depreciation antj l¢xsIIFyofitl on 3ale 72 2,898 2.970 3,410 3,470 4,065 3,757 Pembury Vlllage Hdl Balance Sheel a¥ at 31 March 2021 2021 2020 A$8•1s Building al cost Equipment. machinery onij vehicles Debtors ond Fyepoyments Currenl acovnt DeF)osil occount 524.181 16.422 6.924 9.466 ).569 607.562 524,181 19.319 6.957 13.552 40.123 604,132 UoblllH•¥ Creditors and accrued expenses 635 607,562 3.497 N•t al￿￿ f•prns•nt•d by alonce al start of period Net profit 603.497 4.065 599,740 3,757 607.562 tXJ3.497 lo th• Irust Vlla I report on the accounls of the Trust for the yeor ended 31 March YJ21. vA)ich are set out on the preceding poges. tiv Al The chanty's Iwslees are responsible for tt)e oreFyJralion of Ihe accounts. The charify's trustees consider Ihal an audit15 nol required lor this year under section 144121 of the Charities Acl ￿)7 I Ilhe Xll l Act) and Ihat an independent exomination is needed. 11 is my responsibility lo: examine the 'lncome ond Expandilur8' occounts under section 145 of the 2011 Act to follow Ihe proc8dur8s loid down in the generol Directions given by tha commi￿lon under s8clion 14SI51 Ibl of the 2011 Act lo slate whether particular matters have come to my ottentlon My exominotion was carried out In occ¢xdance wth the general Directions given by the Charity Commi55ion. An examination includes a review of the accounliro records kept by the chority and a comparison of th8 accounts Fyesenled wilh thoso records. It also includes considerotion of any vnusuol ilems or disclosures in the accounts, ond seeking explanations from you os Iruslees concerning ony such matters. The procedures undertoken do not F￿vIde oll the evidence Ihol would be required In on oudll and consequenlty no opinlon Is glven 0$ lo vthelher Ihe OCC¢)unls presenl o 'trve ond tair view, and the report is Ilmlted to Ihose matlers set out in the next statement. In connection wlh my exominatlon. no m¢th•r has com• lo my all•nllon'. I I I which gives me reasonable eouse to believe thot in any moleriol respecl the requirements: to keop oeeounting reeords in aCC¢xdonce wilh seclion 190 of the 2011 Act ond to pr8par8 aeeounh which oeeord wth lh• acc¢3vnling r•corth ond comply wlh tho occounting requirements of the ￿7 l Acl have not been mel or 121 to which. in my opinion. attenlion Should be drown in ￿der to enable a FKoper untjerstonding of the accounts to be reached Association of Chartered Cerlified Accountants Hildenbrook House, The Slode, Tonbridge, Kenl TN9 1 HR. 4th July 2021