## **Pembury Village Hall Management Committee AGM MINUTES Wednesday 20[th] July 2022 at 8pm**
- **1] Present:** Katy Brooks, Amanda Everett, Shelley Harris, Keith Hemstalk, Derek Hollweg, Claire Knoops, Susan Sharp and James D Whitehorn (JDW).
**Apologies:** Kay Bradley, Mike Cartwright, Patrick Gillan, Sadie Van der Spuy, Maggie Weaver, Gillian Williamson, Jacqui Webster and Emily Wright. **Other Absentees:** David Coleman – he has resigned.
The Acting Chairman opened the meeting and welcomed everyone. There were no members of the public present.
## **2] Minutes of last AGM: 21[st] July 2021.**
- i) Minutes of the last AGM were signed and approved.
- ii) Matters arising: Not much progress on Local Plan, still ongoing, is a long process. Inspector’s examination now completed and it may be resolved sometime next year.
## **3] Acting Chairman’s Report (AE)**
Took over role of Acting Chairman end of April after JDW resigned. Since then hall continues to be maintained well and day to day running has gone without a hitch. Major purchase of new boiler has been made and recently an acoustic survey carried out. Thanks to managers and also to JDW who has been a great help. Also thanks to KB and EW for help with hirer termination letter.
## **4] Booking Manager’s Report**
_**Bookings:**_ Earlier in the year (owing to continuance of Covid restrictions) hall was quiet, but as year went on hiring rates for regular and private hirers have picked up. Now back at prepandemic levels.
_**Maintenance:**_ Usual gas, electrical and fire alarm checks have taken place as well as fire extinguisher checks.
Drains were reconfigured in October at relatively small cost. JDW continues to monitor. All usual maintenance and repairs carried out as necessary. _**Projects:**_ No major projects to report from 2021/22.
_**Health & Safety:**_ Fire alarm checks continue.
**Covid guidelines** were followed when required and users had been updated.
## **5] Finance Manager’s Report**
_**Accounts:**_ Annual accounts, now returned from accountant and copies were presented to the committee. All happy with the figures. Questions regarding the depreciation figures and asset register raised. These will be posed by CK to our accountant.
_**Utilities:**_ Changed gas suppliers three times this year, not without its trials. Currently with SSE and contract expires 31[st] Dec 2024. Electricity contract has changed, we remain with same supplier, E.On Next, contract expires 27[th] Jan 2024. Water supplier working well.
## **6] Appointment of new Committee Members**
## **(a) Elected members** [max no. 3]
Amanda Everett proposed by Shelley Harris and seconded by Katy Brooks James D Whitehorn proposed by Shelley Harris and seconded by Katy Brooks. Emily Wright proposed by Keith Shelley Harris and seconded by Katy Brooks.
## **(b) Representative members from PPC** [max no. 3]
Katy Brooks, Patrick Gillan 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_ Kay Bradley Keep Fit Kay Bradley [new Trustee]
## **(d) Co-opted members** [max no. 2]
Shelley Harris proposed by Katy Brooks and seconded by James Whitehorn.
David Coleman has now resigned as a Trustee as he has too many other commitments. David was unable to attend the meeting this evening. It was agreed that JDW would send him a note of thanks on behalf of PVHMC for his immense support, advice, wisdom and contribution to the committee over many years.
We continue to encourage regular hirers to step up to join the committee and have recently had one new trustee join, namely Kay B. We are waiting on others who have been asked and will continue working on this.
## **7] Any Other Business**
There was no further business and the meeting was closed.
## _**Date for next AGM**_
## _**Wednesday 19[th] July 2023, starting at 8pm.**_
## **Pembury Village Hall Income and Expenditure Account for the year ended 31 March 2022**
|**Income**
Rent receivable
Licence fees
Grants
Donations
Bank interest
**Administrative Expenses**
Admin fees
Audit fees
Building maintenance
Equipment maintenance
Miscellaneous
Performing Rights Society
Postage, stationery and advertising
Telephone and internet
Water rates
Cleaning
Gas
Electricity
Insurance
**Financial Expenses**
Bank charges
Depreciation and loss/(profit) on sale
**Excess of Income over Expenditure**|**2022**
**£**
32,569
20
10,667
347
144
43,747
10,121
275
2,024
2,304
314
132
604
646
7,842
3,587
1,039
1,748
30,636
96
2,463
2,559
**10,552**|**2021**
**£**
5,515
52
20,193
-
446|
|---|---|---|
|||26,206|
|||5,678
275
2,222
1,366
238
840
8
605
380
3,407
1,813
641
1,698|
|||19,171
72
2,898|
|||2,970|
|||**4,065**|
1
I reF)Ort on the accounts of the Trv5t f Ihe ye(Y ended 31 March 3)22. which ue set out on the preceding
F)ages.
The charity's trustees are resF)onsible for lh8 txeparation of the lxcounts. The chority's Irustees consider that
an audit is not required for this year under section 144121 of the Chcyities Act 2011 (the l Act) and that
an independent exominotion needed.
It is my responsibility to:
' examine the 'lncome and Exp8nditure' accounts urKler sectbon 145 of the l Acl
. to follow the procedures laid down in the general Drectiorts given by Ihe commission Under CtiOn
145151 Ibl of the 2011 Act
. to State whettr paithcuts motttsys hove come lo my ottenlion
My examination was corried ovl in accordance with thé g8nerd Dreclions given by Charity
Commission.
An èxominotion includes a review of Ihe accounting records kept by the chority and a comporison of the
accounts presenled th those records. It a150 includes considerotion of ony unusual ilems or disclosur In
thè accounts. and seeking expbnations from you 0$ trustees conceming any such mottws.
The procedures urKlertaken do not ryovide oll Ihe evidence that would ba required in on oudil and
consequently no opinion is given os to whether the aCCnts ywenl a 'true uld fair view, and the repcrft is
Ilmited lo those matters sel oul in the nexl slatemenl.
In connection wilh my examinotion. no matt•r has com• lo my all•nlkn:
I I I which glves me reasonable caus8 to believe that in any Matla1 T85F1 the requrements:
• to keep accounting reccrfds in acctxdonce ¥th Secti( IXI of Ihe 2)1 l Act and
• to prepare accounts which acCd with tt)e accwntiro re¢d5 and compty vth the accounting
requirements of the 1 l Acl hove not been mel or
121 to which. in my opinion. ottention shoukj be (trovm in cKder to enoble o tKOP8r urmgerslandlng of the
accounls to be reoched
Association of Chortered Cerlified Accountonts
Hildenbrook House. The Slode. Tonbridge. Kenl TN9 1 HR.
Iolh July 2022