Pembury Village Hall Management Committee AGM MINUTES Monday 13th July 2026 at 8pm 1] Present- Tru8tses: Mike carright, Trudy Oonachie, Kelth Hemstalk, Lisa Maddison-Brown, James TrIlehOrn and Gillian Williamson. Managers: clai Knoops, Deborah Vandeverre, Apologies- Amanda Everett. Maggie Weaver, Emily Wright No shows- Sadie Van der Spuy. There were no members of the public present. The Chaiman opened the meeting and welcomed everyone. 21 Minutes of last AGM: 16th July 2025. Minutes of the last AGM were signed and approved. Matters arising: there were no matters arising. 3] Chalnnan's Roport (KH) Last year started off quietly through the summer. Solar lights Vre installed along the driveway which have been well received by hall users. In Dec 2025 and again in Jan 2026 we were hit by the water shortage and cuts, we managed to get through those but nevertheless this lurks in the background. In March 2026, 24 solar panels with 2 x SkVIth batteries and inverter were installed by SolarThem. This is proving to be a sound investment., we are currently enjoying period of long, bright days, meaning we have excess capacity which we are selling back to the grid. Discussion and final decisions were made to purchase and install an extemal defibrillator (scheduled for early summer) - with thanks to donations from some regular hirers - this has resulted in only nominal cost to the hall. The hall has had regular routine maintenance, is in good shape and continues to operate well. Looking forward to nexi year. we are keeping our eyes on the hall floor, which will require a major project at the appropriate time. Thanks to our two managers who continue to work hard to ensure smooth running. 4] Booking Managerfs Raport Bookings: Regular hires.. we have a new Italian class which has been running in the meeting room. Meeting room now booked out virtually every Sunday wrth bNo different hirers booking month by month,. this allows us flexibility to offer others the opportunity to book one-off events. The hall is busy in the week and at the weekends- though not every Saturday evening, the Sat evening hire goes in fits and starts, generally ticks over. Private hires: with the exception of a coup5e of complaints from neighbours regarding inconsiderate parking, and the usual minor issues of the hall not being left as clean and as tidy as it should have been, it has been a good year, with a variety of events including wedding reptionS and concerts. Maintenanc•.' In February 2026, the carpet in the meeting room was replaced. and the main hall, foyer and kitchen were painted. Solar power system successfully installed as already mentioned by the Chairman. Defibrillator was due to be installed in May 2026.
S] Finance Managerfs Report Ac¢ounts.' Annual accounts for 2025-26. now retumed from accountsnt and copies were presented to the committee. Income was £46,831 and expenditure was £29,187. After deducting £8.055 for financial expenses (mainly depreciation) we had a surplus of £9,589. Trustees were very happy with the figures. The solar panel systern cost of £20,144 is shown under 'Equipment, machinery and vehicles, (as they are an asset) on the Balance Sheet. This figure was then worked into a revised depreciation amount (this year £7,995). Total asset value has increased from last year to this year at £659,165. (Balance sheet- this includes the building, equipment and funds held in our bank accounts). 6] Approval of updated Ro$erV Pollcy. All Trustees saw this at the April 2026 meeting. it had been updated to reflect progress with projects and the latest reserve sum held in our UT8 savings account. All 8greed to approve it. n Appolnknont of naw Commltt•a M•mbarn (a) El•ctsd m•mb•rn Imax no. 31 Amanda Everett proposed by GW and seconded by KH James Whitehorn proposed by GW and seconded by KH Emily Wright proposed by GW and seconded by KH (b) Ropre8•ntstlVo m•mb•rn from PPC Imax no. 3] Lisa Maddison-Brown and Maggie Weaver have been nominated as the team of PPC reps by Pembury Parish Council. There is currently one vacancy. Ic) Rapr080ntatlv• mombors from organl•atlon• [max no. 9] Bridge Club Keith Hemstslk Evening Wl Gillian Williamson U3A Mike Cartsvright U3A Trudy Donachie 360 Dan Sadie Van4Yer-Spuy There are four vacancies for these reps. Noted that some of the original organisations listed in the Charity Commission Scheme no longer exist. (We continue to try to get new Trustees from all regular groups). (d) Co•optsd membern [max no. 2] There are currently two vacancies. Noted that we don't have to walt for the next AGM rf there We any suitsble candidates willing to be co-opted. 8] Any othor 8usin•s8 There was no further business and the meeting was dosed. Date for next AGM Monday 12th July 2027. startlng at 8pm.
Ind• ndent xamlnerfs re ort to the Irusl s ol Pemb Vlla I report on the accounls of the Trust for the yeor ended 31 Morch 2026. which are set out on Ihe preceding poges. • Hall live r on miner The chorify's trustee5 are responsible for the preporolion ol the occount5. The charity's tnJslee5 consider that an oudil is not required for this yeor under section 144121 of the ChorilES Act X)I I (the 2011 Act) and thol on independent examinotion is needed. It is my responsibility to: exomine Ihe 'lncome ond Exp8ndilure' occounts vnder s8Ction 145 01 the )7 l Act lo follow the Procedures laid down in Ihe generol Direclions Given by the commission under seclion 145151 Ibl of the 2011 Act lo slole wh8ther P¢Yticul(y matlefs have come to my ottenlion nl My examinolion was carried out in accordance th the generol D¥ections given by the Charity Commission. An examinalion includes a review of the accounting records kept by the chority and a comparison ol the accounts presenl&d wlh those rec¢yds. It also inclvdes con5idefalion ol ony unusuol ilems or disclosures in the accovnts, and seeking exFAanotions trom ycw os Iwstees conceming ony such motters. The procedures undertaken do not Provide oll the evidence Ihol would be required in on audil and consequently no opinion is given 0$ lo whether the occounts present o 'true and fair vi8w' ond the repixt is limited lo those moller5 sel out in the next 5tolemenl. In nt min nl In connection wlh my exominolion. no mall•r has com• to my ottenllon: I I I which gives me reasorbable couse to believe that in ony mat101 fespect the requirements: to keep accounting records in accordance with wtion IX) ol Ihe X)I l Acl and to prepare occovnls which occord th the occounting records ond comply with the occounling requirements of the Xil l Acl hove not been met or 121 to which. in my opinion. ottention should be dr¢NI in def to enable o proper understanding ot th8 accounts lo be reached vesF Lld Associotion of Chartered Certiffed Accountants Hildenbrook House. The Slode, Tonlyidge. Kent TN9 1 HR. 291h Moy 2026
Pembury Village Hall Income and Expenditure Account5 31 March 2026
Pembury vllioge Hall Approval slalement l approve the account5 which cornpre of the Income ond Expenditure Account. I acknowledge my responsibility for the accounts. including the opr¥opllateness ot the opplicoble linonciol repting fromew(yk. and fci providing Apex with oll information ond explanotion5 nece550ry lor their complolion.
Pembury Vlllage Holl Income and Expendlture Account lor Ihe y•af ended 31 March 2026 2026 2025 Income Renl receivable Less.. Private hire relvn(ts Licence lees Grants Oonolions Bank interest 44.430 13961 42,935 20 5.950 493 2.184 51,582 ?.636 46.831 AdmlntstraHv• Exp•ns•i Actmin fees Audit fees 8uilding mointenonce Equipment moint8nonce Miscellaneous Performing Righls Society T&l&phone and internet Woter rates Cleaning Gos El&clricily Insuroncg 10.987 11,244 290 2,012 1,307 264 439 1.670 2.415 371 515 I.27 520 4.PA12 2.697 2.a89 1,794 29.187 642 4,727 2,609 2,096 1.730 28.240 Flnanclal Exp•ns•i Bonk chorges Depreclotlon and105511rKofiII on sale 7,995 8.055 5.851 Exc•s* ol Incom• ov•r Exp•n¢thM• 17,431
Pembury Vlllage Hall Bolance Sheet as ot 31 Moich 2026 2,026 2025 Assets Building al c05t Equipment. machinery and vehicles Oeblors and prepoymenls Current acounl Dep05i* occount 524.181 53.293 524,181 33.149 5.976 75,715 659.165 2,767 78.235 638.332 Llablllll•s Credilofs and occnjed expenses 659,165 638.332 N•t oss•ts r•pres•nled by Balonce al 510rt ol period Exces5 01 Income over Expenditure Add bock non cosh expendilvre. 639,332 9.589 7,995 626.752 17.431 5.851 639,926 642,070 'depreciation