Pembury Village Hall Management Committee AGM MINUTES Wednesday 16[th] July 2025 at 8pm
- 1] Present: Amanda Everett, Patrick Gillan, Keith Hemstalk, Claire Knoops, Deborah Vandeverre, James Whitehorn, Gillian Williamson. Trudy Donachie (on behalf of Mike Cartwright)
Apologies: Katy Brooks, Mike Cartwright, Bob Jacob, Sadie Van Der Spuy and Maggie Weaver.
No shows: Emily Wright.
The Chairman opened the meeting and welcomed everyone.
2] Minutes of last AGM: 17[th] July 2024.
- i) Minutes of the last AGM were signed and approved.
ii) Matters arising: under AOB, noted that U3A are now storing their projector in the Green Room rather than under the stage.
3] Chairman’s Report (KH)
The last year has been busy but thankfully not hectic. Two major maintenance projects have been completed – one the boilers replacement in the main hall and the other, new carpet tiles and redecoration in the meeting room. We have also had two new glass panels replaced in the front door.
All other maintenance has been routine including the usual compliance checks on electrical gadgets and fire equipment.
We continue to monitor the cleaners, with particular emphasis on the hall floor. We continue to do our best to ensure the floor is cleaned to the necessary standard and that dancers are not affected.
Looking forward to next year, currently there are no major projects in the pipeline, as ever we will keep our eyes open. The building is in good shape. Thanks to DV and CK for their dedication and efficiency, their hard work means things run very well.
4] Booking Manager’s Report
General : Two new gas boilers installed in October 24, funded by a lottery grant. The meeting room was repainted, and new carpet tiles were laid. The front door bottom glass panels had blown, so these were replaced.
The website is running smoothly. The CCTV is proving extremely useful. Bookings : Over the last year we have lost a couple of regular hirers but also gained a few. The meeting room is now nearly fully booked all the time.
We had an extremely busy period leading up to Christmas with the main hall being booked on both Saturdays and Sundays.
Since January the hall is no longer booked out after 6pm on Sundays – this allows cleaners to come in and clean when available.
Cleaners: Still using the same company, they have proved acceptable and are open to discussion when cleaning not up to standard.
In general, there have been no complaints about the lack of bins in the hall and hirers have got used to taking their rubbish home (which they are supposed to do anyway). GW reported that she had seen a comment on social media about the lack of bins, but nothing had come from this.
5] Finance Manager’s Report
Accounts: Annual accounts, now returned from accountant and copies were presented to the committee. We have a surplus of £17,431. All happy with the figures.
Note, the accountant has placed all interest (from savings/deposit accounts as well as from current account) into our income, making total income for the year at £51,582.
Our expenditure for the year was £28,240 (note Miscellaneous items include £180 down to Premises Licence, with remaining £84 made up of stationery, mileage, batteries, etc).
The new boilers cost of £6,050 is shown under ‘Equipment, machinery and vehicles’ (as they are an asset) on the Balance Sheet. This figure is then worked into a depreciation amount (this year £5,851) which is shown as a financial expense on income and expenditure.
Total asset value has increased from last year to this year at £638,332. (Balance sheet – 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; it had been updated to reflect progress with projects and the latest reserve sum held in our UTB savings account. 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 KH. James Whitehorn proposed by AE and seconded by GW. Emily Wright proposed by KH and seconded by JW.
(b) Representative members from PPC [max no. 3]
Katy Brooks, Patrick Gillan 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. (We continue to try to get new trustees from all regular groups).
(d) Co-opted members [max no. 2]
There are currently two vacancies.
8] Any Other Business
There was no further business and the meeting was closed.
Date for next AGM
Wednesday 15[th] July 2026, starting at 8pm.
Pembvry Vllloge Hall Income and Exp•ndlur• Account f¢r lh¢ ye(¥ ended 31 March 2ry25 202S 2024 R61 recavob Ltence fees Gfant5 Donolions Bonk Snlerest 42.935 20 5.950 493 2.184 51.582 36.624 10,475 218 63 Admin lees Audlt lee5 Building mknterrfJrKe EquiprTt rninlena mC&ne04 Pertorrring RvJhts Sod8ty Tdephonè and hlwrset Walw role5 Cknning Gas Ekectricty h5vroa 11.244 290 2.012 1.307 264 439 11.351 285 2.218 2.330 268 448 2.092 120 7.150 2.796 1.516 1.649 32.223 642 4.727 2.609 2.096 1.730 28,240 Fknancbl EXP Bonk chorge5 QepwdatFon and lossllpwfftl on so 60 5.815 5,875 5.851 5.911 Exc•M ol Incom• ov•r Exp•f•
Pembury Vlllage Hdl Balance Sheel as al 31 March 2025 2025 2024 Building at cost Equipment. mochinw ond vehides C*blors ond prepoyrrEnts CurTent ocounl Ceposil account 524,181 33.149 524,181 32.950 1.995 6.062 61.564 626.752 2,767 78.235 638.332 UobMI•s Creditots and accyued expenses 638.332 626,752 a#•ts r•pr•wnt•d by Balance at stort of wod cess of Income over ExpaKJiKJre Add bock non cash expendilvre. 626.752 17,431 5.851 623,285 9.282 5.815 638.332 626.752 'deprec?othon
I report on the accounts of the TnJst for the yeoi ended 31 Morch 25, which are set out on the preceding poges. tiv min The charity'5 Irustees ore responsible Iof Ihe Frfeparathon of the accounts. The charity's trustees consider thot an ovdil is not required for this year under 5ecthon 144121 of the Chorities Act J7 I (the )Jl l Acll ond that an independent examinalion is needed. It is my responsibility lo: • examine the 'lncome and Expendilufe. occounts under secthon 145 of the Xii i Acl to lollow the procedufes laid down in the general Directions given by the comrrission Und seclion 14515llbl ol the 2011 Act lo slate whelher porticular mattws hove com& to my attention My examinathon wos corried out in accordonce v4ith Ihe genwol Directions given by Ihe Charity Commission. An exominolion Includ85 a revith¥ of Ihe accounting records kept by the chority and a comporison ol the accounts presenled wilh Ihose records. It 0150 includes consideration ol ony unusuol items or disclosur85 in Ihe accounts. ond seeking explanations from you 0$ Iwstees concwning any such Matt$. The procedures undwloken do not provide all Ihe evidence thol would bè required in on audit and conseqvenmy no opinion is given as lo whether Ihe occovnts present a 'true ond lair view. and the report Is limited to those motters set out in Ihe next stotement. In connection with my examinotion. no matter ho¥ coffl• to my attentlon: I I I which gives me reosonoble cause lo bdieve that in any mot101 respect the requiTements: lo keep occounting records in accordance with seclion IX) ol the X)I l Act and • to prepore accounts which occord wsth Ihe accounting records ond comply wilh the occounting requirements of the X)I l Act hove not mel or 121 to which, in my opinion. attention should be drawn in ordtr lo enoble a proper undgyslonding of he accounts lo be reoched Hildenbrook House The Slode Tonbridge Kenl TN9 IWR