## **Pembury Village Hall Management Committee AGM MINUTES Wednesday 19[th] July 2023 at 8pm** - **1] Present:** Kay Bradley, Katy Brooks, Mike Cartwright, Amanda Everett, Shelley Harris, Keith Hemstalk, Bob Jacob, Claire Knoops, James D Whitehorn, Deborah Vandeverre, Maggie Weaver, Gillian Williamson and Emily Wright. **Apologies:** Shelley Harris and Sadie Van Der Spuy **Other Absentees:** Astra Birch. The Chairman opened the meeting and welcomed everyone. There were no members of the public present. ## **2] Minutes of last AGM: 20[th] July 2022.** - i) Minutes of the last AGM were signed and approved. **ii)** Matters arising: there were no matters arising. ## **3] Chairman’s Report (KH)** The year started quietly enough and all going well until, towards end of 2022, weekend manager (Jacqui Webster) resigned in November, followed by booking manager (Susan Sharp). This resulted in a period of intense activity which resulted in the appointment of our new hall manager, Deborah Vandeverre, covering full time. DV has, I am pleased to report, risen to the challenges presented with the result that once again things are running smoothly. I would like to record my thanks to those trustees who have offered assistance. The major project in the last year has been the installation of the acoustic baffling, with thanks to JDW for his work on this. ## **4] Booking Manager’s Report** _**General:**_ An eventful year as Susan and Jacqui both left at the end of last year, so the role was combined into one job. Part of this report is summarising their notes. _**Bookings:**_ There have been a few changes in regular hirers, losing some (Diddi Dance) and others adding in and then taking out extra hire sessions (Pembury Fitness). U3A busy as ever with new dance group started but then put on hold. Had a couple of incidents with private hires, where fire alarm safety glass broken and on another occasion, a sound baffle found on floor after a hire. Both incidents resolved. Some private and regular hirers have not been vigilant in removing rubbish at the end of the hire – this must be done as the hall has no rubbish collection. Private hires do not always adhere to their finishing booking times, these are noted and deductions made from damage deposit where necessary. Our hires are in steady flow. The vast majority of hirers adhere to our Rules and Regulations leaving the hall neat and tidy. Was suggested that in order to remind all hall users to take all rubbish home with them a sentence be added to all invoices to that effect. _**Maintenance:**_ Usual gas, electrical and fire alarm checks have taken place as well as fire extinguisher checks and water boiler serviced. The air handling unit was serviced with filters and drive belts replaced. The acoustic panels were fitted in the hall and meeting room. The Village Hall website was launched and is working well. Meeting room chairs have been cleaned and the carpet has been cleaned twice. All usual maintenance and repairs carried out as necessary. _**Projects:**_ Currently looking to replace all main hall chairs, various options being looked into whilst we wait to see if we have been awarded a grant for the cost. CCTV is being looked into to monitor the hall (and with the added benefit of security especially when locking up after late hires). _**Health & Safety:**_ Fire alarm checks continue. ## **5] Finance Manager’s Report** _**Accounts:**_ Annual accounts, now returned from accountant and copies were presented to the committee. All happy with the figures. Note, accountant has placed our major purchases (Laptop, boiler replacement and acoustic project) on balance sheet as assets. Depreciation has increased since last year because of the major purchases made. ## **6] Appointment of new Committee Members** ## **(a) Elected members** [max no. 3] Amanda Everett proposed by Gillian Williamson and seconded by Katy Brooks. James D Whitehorn proposed by Gillian Williamson and seconded by Katy Brooks. Emily Wright proposed by Gillian Williamson and seconded by Katy Brooks. ## **(b) Representative members from PPC** [max no. 3] Astra Birch, Katy Brooks and Maggie Weaver have been nominated as the team of PPC reps by Pembury Parish Council. ## **(c) Representative members from organisations** [max no. 9] Bridge Club Keith Hemstalk Evening WI Gillian Williamson Players Bob Jacob [new Trustee] U3A Mike Cartwright 360 Dance Sadie Van-der-Spuy Kay Bradley Keep Fit Kay Bradley There are three vacancies. ## **(d) Co-opted members** [max no. 2] Shelley Harris – Shelley was unable to attend the meeting. Following up with her she is willing to stand again. Proposed by Keith Hemstalk and seconded by Amanda Everett. There is one vacancy. It was suggested that we contact Charity Commission to find out if our Charity document, which was signed and sealed by the Charity Commission in March 1997 ever needs to be updated – with particular reference to the groups mentioned on that document. Opinion was that what is important is the number of organisation representatives we have that hire the hall not the actual organisations (as they come and go). Also suggested that we make use of social media for advertising the AGM in future and also put notification of it on the PVH website (as well as the usual signs that are put up). ## **7] Any Other Business** There was no further business and the meeting was closed. ## _**Date for next AGM**_ ## _**Wednesday 17[th] July 2024, starting at 8pm.**_ Pembury Vlllage Hall Income and Expendlture Account forthe year ended 31 March 2023 2023 2022 Incom• Rent receivable Licence fees Grant5 Donations Bank interest 37J34 32,569 10.667 347 144 43.747 245 407 39.606 AdMIn￿lI¢￿¥• Exp•ns•s Admin lee5 Audit lees Building moinlenance Equipment mainlenonce Miscellaneou5 Pèrtoiming Rights So¢bely Telephone ond inleinel Watef ioles Cleoning Gas Electricity Insuionce 10.467 10.121 275 2.024 2x14 314 132 604 646 7M42 3,587 1,039 1,748 30.636 2.257 366 782 598 643 7.803 2.840 1.322 1.550 29.688 Flnanclal Exp•ns•i Bank c.haiges Depreciation ond lossllprofitl on yjle 69 4.678 4.747 96 2.463 2.559 Exc•$4 tsl In¢om• ov•r txp•nthirn 5.171 10.552 Balan¢e Sheet as at 31 March 2023 2023 2022 Assets Building al cosl Equipmenl. machinery and vehicles Debtors ond prepayments Cuffenl ocount Deposit account 524.181 26.510 8,572 11.059 52,963 623.285 524.181 13.959 7.763 19.634 52.577 618,114 Ilablllll•s Creditors and occrved expenses 623,285 618.114 Net ass•li i•pr•sent•d by 8alance ot start of period Exce55 01 Income over Expenditure 618,114 5.171 607,562 10,552 623,285 618.114 Inde endent examlner's re I report on the accovnts of the Trust for the yeor ended 31 Morch 2023, which ¢ye set out on the preceding poges. ort to the Irustees ot Pembu Vllla eHaM res on slees and miner The charity's Irustees are responsitje for the t¥eparalion of the accounts. The chority'5 trustees consider thot an audit is not required for Ihis year under secthon 144121 of the Charities Act 2011 (the 2011 Act) and Ihal on independent examination is needed. It is my responsibility to.. • examine the 'lncome and Expenditure, occovnts under Sect￿)n 145 of Ihe 2011 Act lo follow the Kyocedvres laid down in ttie generol DYectK)ns given by the commisslcrfi Under section 145151 Ibl of the 2011 Act lo stale whether porticular matter5 hove come to my ottenlion nl min My exominalion was carried out in accudonce with the generol tjrections given by the Charity Commission. An examination includes o review of the accounting records kept by the ch￿lty ond a comparison of the occounts presented with those records. It also includes considerotion of any unuwal items or disclosures in the accounts. and seeking explonotions from you os Iruslees conceming ony such mollers. The procedures undertaken do not provide all the evidence Ihal would be required in an avdit and consequently no opinion is given as to whelher Ihe accounts present o 'true and lair view, ond the report is limited Ic those matters set out the next slolemenl. en In connection wilh my examinoli¢)n. no m¢Jll•r has com• lo my all•ntlon'. I I I which gives me reosonoble cause to believe that in moterial respect ttie requirements.. lo keep aecovnting records in acC￿lanCe with section 130 of the 2011 Act ond lo prepare occounts which aCC¢yd with the occounting records arKI comply with the accounting requirements of the 2011 Act have not been met or 121 to which. in my opinion. attention should be ctrown in c*der to enQ￿e a proper understonding ol the occovnls lo be reached AlorA exP ners LLP Association of Chortered Certified Accounlanls Hildenbrook House. The Slade, Tonbridge. Kenl TN9 1 HR. 171h July 2023