## **Pembury Village Hall Management Committee AGM MINUTES Wednesday 17[th] July 2024 at 8pm** **1] Present:** Mike Cartwright, Shelley Harris, Keith Hemstalk, Claire Knoops, James Whitehorn, Maggie Weaver, Gillian Williamson and Emily Wright. **Apologies:** Astra Birch, Katy Brooks, Amanda Everett, Bob Jacob, Sadie Van Der Spuy and Deborah Vandeverre The Chairman opened the meeting and welcomed everyone. There was one member of the public present. ## **2] Minutes of last AGM: 19[th] July 2023.** - i) Minutes of the last AGM were signed and approved. - **ii)** Matters arising: important that we have more trustees from the groups that use the hall, currently have 4 trustee vacancies for groups (total number available is 9). This year, notice of the AGM has been advertised on the PVH website, via the Pembury Matters group on Facebook and posters put up around the hall. ## **3] Chairman’s Report (KH)** Our biggest project this year was the acquisition of new chairs for the main hall. We received a significant lottery grant for these chairs and the expenditure was mitigated. Feedback indicates that they have been extremely well received. We installed two security cameras (CCTV) which have proved to have had unexpected benefits, as well as the obvious. A PVH website has been commissioned which displays calendar of bookings and events, as well as a number of adverts related to the hall. All working well. Our cleaning contract has changed, this is being monitored to ensure that standards are maintained. Maintenance has been routine, although a fence was repaired along the drive. Moving forward to next year, we will probably replace the two central heating boilers (we are hoping to obtain a lottery grant for this project). Thanks go to our managers for their dedication and efficiency over the last year, and to all trustees for their continued support. ## **4] Booking Manager’s Report** _**General:**_ The new chairs have been a great hit with positive feedback from users. Would like all users to stack the chairs appropriately to add to longevity of the chairs. Advising the use of the plastic chairs, which are stacked in the foyer, for use at children’s parties. CCTV is working well and gives peace of mind when having to visit the hall late at night. Website working well and google calendar gives everyone the opportunity to see what slots are available prior to emailing in their requests; a good time saver. _**Bookings:**_ Over last year lost a couple of regular hirers but gained a group which use the Meeting room on Monday evening and a tutor group has booked an extra evening slot from September. A good year for private hires and only a couple of extremely late over runs. _**Maintenance:**_ Bi-annual gas and electrical checks were carried out as were the fire extinguisher checks. Various lights have been replaced as required. Water boiler kitchen been serviced. Piano was tuned in October. _**Cleaners:**_ Now using a new cleaning company who come in once a week and give the hall a thorough clean. JW keeps an eye during the week. _**Projects:**_ Hoping to replace two boilers in the basement which run the hall heating, waiting to see if we receive grant funding for this project. ## **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 the new chairs and CCTV value on balance sheet as assets, but these are not included in the expenditure, being capital items, so they reported a £9,282 excess of income over expenditure. Depreciation has increased since last year because of these major purchases. The total asset value has now increased to £626,752. This includes the building, equipment and funds held in our bank accounts. ## **6] Approval of updated Reserves Policy.** All trustees were sent a copy of this with Agenda for the AGM. All agreed to approve it. ## **7] Appointment of new Committee Members** ## **(a) Elected members** [max no. 3] Amanda Everett proposed by GW and seconded by MW. James Whitehorn proposed by MC and seconded by MW. Emily Wright proposed by GW and seconded by JW. ## **(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 U3A Mike Cartwright 360 Dance Sadie Van-der-Spuy There are four vacancies. (U3A sub groups will be contacted as well as another plea to other groups). - **(d) Co-opted members** [max no. 2] Shelley Harris – advised that after over ten years on the committee and owing to time pressures, she will be standing down. There are therefore two vacancies. ## **8] Any Other Business** Maggie Hall, the member of the public who attended, asked with her hat on as U3A chair, if U3A could store their projector and screen at the hall so that it is on site and doesn’t have to be brought from someone’s home each time it is used. Agreed that space would be found under the stage in the basement. MW advised that Pembury Players would like to have a big clear out of props and costumes which they store at the hall, during August. MW/BJ will contact DV to agree suitable times. There was no further business and the meeting was closed. ## _**Date for next AGM**_ _**Wednesday 16[th] July 2025, starting at 8pm.**_ e H¢Jl I rermyt on t￿ accounts of the Trust fu the year ended 31 March ￿)24. which are set out ¢￿ the precedlng pages. Res ml The Charfty's trustees ore respOn￿b￿ f￿ the pYeFrtJallon of the accounts. chorlty's trust8es considsr that an audlt is not required this yeor under section 144121 of the Charittes Act Xii I Ilh8 Xil l Acll and that on ind•p&nd*n* *xominoti¢)n i# rwd•d. is my reSpon￿bIlty lo: • •xamin• Ihg 'lncomg and Ewndilvre, accovnls Und￿ section 145 of thc ￿} l Act • to Idlow Ihe Ffocedures latd down In the general by Ihe coMmk￿0Th under sectit 14515llbl of the X)I l Act • lo slate wh&lher porticvlar matter5 hove Corr￿ lo my attenttts) My examlnallon was carri6d oul In oc¢c*dancg wilh the gerwal Dtrecllons gfven by Ihe Charflv CommSsslon. An examination includes o revlew of Ihe txcounllng rec￿Cts kept by the cha￿ty and o compotlson of the a¢¢ounls pro*nI￿4 ￿th those rectrd3. It abo Inclvdc) conjidcrollon of any unvsual Item5 Cf dlsckjsures In thè accounts. and seeklng exp￿natIonS from YCAJ as trustees conceming any such rnatt￿. The procedu￿5 un¢Jertaken do not ryovlde oll evidentr Ihot V￿Ukj requlred In an oudll and consequan1￿ no oplnion is Jven as to whether the occounls r*esent a 'true ond far view, and th8 rèwl Is mited to those rnarters sel out in the next slalemenl. nt nt In connectlon with my examin¢lion. no m•ttw ha• com• lo my all•nllon: I I I which glves me reasonobla cause lo bef￿ve thot in any rThJteriol re$￿tI Ihe reqviremenl5'. • lo keep occountlng recud5 In acccxdance wlth seciion of the 3)1 l Act and to ￿epare occounts whlch acC￿d with the o¢countlro reccrds and compty ￿th the occounllna r8quiremenls ol the Ill l Aet have r)ot been mel c 121 lo whlch. In my oplnlon. oMenlt)n st¥JJld te drawn In cxder lo enobLq o understandlng of the occovnts to be reached S Grov￿ FC Af