## **Hundon Village Hall – AGM June 7 2024** ## **Chairs Report:** ## **Vote of thanks to current Trustees and HVH officials/volunteers for 2023/4** |**Trustees:**
Kevin Snow (Treasurer &
‘Secretary’ Role)
David Russo (Events & Projects)
Sue Sharp (Playground & Projects)
Vacancy
Vacancy|**Officials:**
David Scott (Caretaker/
Maintenance)
Noelle (Cleaner)
Sandra & Lyn (Bars)|**New Committee Members:**
Fiona Gould (Strategy/funding/grants)
Jan Chambers (Records & research)
Simon Clements (Booking Manager)
Sharon Mott - Promoter| |---|---|---| ## **Formal vote of thanks:** The Committee would like to recognise and formally thank Sue Sharpe who is stepping down from the role of Trustee and committee team member. We wish her well for the future and know she will stay in touch as one of the managers for the shop. ## **Regular HVH activity:** The regular local community group users have all re-established their activities following the Covid period and appear to be strengthening their numbers in most cases. It will be useful to have a brief update from group leaders present about their past year and plans for the future if comfortable to share those later? There are undoubtedly still plenty of gaps in our Hall Calendar available for regular users to expand or for new organisations/groups/events from Hundon or wider afield. ## **Events and activities (last year):** We have had a number of private or social community evening events, both in the hall and in the social club, and hires for private parties of various types. We have ourselves organised a number of extra social events (Quiz nights, Buddy Holly, Abba, 40s night by Richard/Jaf, panto for kids, etc). Many thanks to the team and Sharon for helping organise and promote those. (Lots of work and time commitment to make those happen). ## **Financial position** The facilities at the hall charity site (Hall, Shop, Post Office, Hedgehogs Pre School, Astro, Social Club, football pitches etc) are all now interdependent (but also independent charities/community groups in their own right.) The village hall footfall across all these facilities is 70,000 people per year – providing a major contribution to many local communities as well as just our own residents. Treasurers report demonstrates that the hall and other facilities do not exist through luck, good fortune (or a magic money tree!) Although as a range of charities and community services we don’t need to make vast profits our financial viability requires some efforts to generate some additional profitability to cover energy, running and maintenance costs. We have had many years of relatively comfortable levels of activity and income but the past ten years have seen changes in patterns of use and the current economic situation has impacted on us as well as communities and businesses. Regular hirers fees alone are not enough, as they stand, to maintain the hall and other facilities as we know them today – we had small increases in fees last year but increasing those again is not our preferred strategy as that may impact on membership/personal budgets for those regular users. So we have a number of strategies and plans for the future to reduce expenses and improve income streams, and increase community services: ## **Future projects:** - New Solar panels, battery storage – significant expenditure (£120K) but critical to reduce energy costs for all site users potentially for next 25 years (Hall, Shop, Hedgehogs, astro etc). Government Grant application and process currently being processed. - Additional events and activities for all generations (Jenny Brown – younger generation update on survey etc?) - Improve the appearance, first impressions to potential hirers. - Web marketing for wedding/commercial hirers – volunteer required!!! - Seek external grants/funding sources for improvement and running costs. - Patio and picnic/seating area alongside the new football changing rooms as an extension to the facilities for the social club/football club/shop/other users? Happy to discuss and take suggestions from the floor for other projects or volunteers to be involved. |

**Total Funds =**|**55,673.21**
**£**| |---|---| |**£**
**Hall Hire**
**17,713.75**
**£**
**W. S. C. - Community Chest Grant - Café (Warm Space)**
**2,480.00**
**£**
**Sports Association Rent (£354.16) & Insurance (£100)**
**454.16**
**£**
**Electricity Contributions from Shop & Sports Association**
**3,838.48**
**£**
**Solar Panel Revenue**
**1,921.84**
**£**
**Contribution's - Shop £215, Wickstead £22.51**
**237.51**
**£**
**Recycling Revenue**
**718.80**
**£**
**Interest from Ring fenced Account & Savings Account**
**876.49**
**£**
**EV Car Charging Revenue**
**151.57**
**£**
**Village Hall Promoted Event's - Quiz & Buddy Holy**
**1,720.85**
**£**
**Reimbursement from Shop for Payments to Post Mistress**
**4,400.00**
**£**
**Reimbursement from Bar Account for Bar Staff Wages**
**6,698.45**
**£**
**Receipts: -**|**£**| |
**Total Receipts =**|**41,211.90**
**£**| |**£**
**Electricity**
**7,471.45**
**£**
**Gas**
**1,496.49**
**£**
**Water & Sewage**
**688.80**
**£**
**Broadband & Telephone**
**637.23**
**£**
**Interior Dec. £3,452.19, Front Doors £804.89 & Pictures £571.20**
**4,828.28**
**£**
**Caretaker / Cleaner Services**
**5,784.24**
**£**
**Grass Cutting**
**980.00**
**£**
**Maintenance - Waste Pump = £777.60, Drains = £588.00**
**1,365.60**
**£**
**Village Hall Promoted Event's - Quiz, Buddy & Future Deposits**
**1,564.84**
**£**
**Repairs & Renewals**
**4,173.88**
**£**
**Sundries - Toiletries / Cleaning Products etc.**
**1,115.44**
**£**
**Out of Pocket Expenses - Treasurer (£520) & Booking Manager**
**640.00**
**£**
**General Insurance**
**1,514.25**
**£**
**Licence Fees - TV, MLPC, PPL, & Alcohol**
**707.23**
**£**
**Stationary**
**539.89**
**£**
**Direct 365 - Washroom Services**
**772.39**
**£**
**IRIS - Payroll Services**
**556.38**
**£**
**ISF - Fire Safety Equipment Service**
**474.00**
**£**
**Sheppard - Gas Boiler Service**
**156.10**
**£**
**EssexPat - Pat Testing**
**130.00**
**£**
**Anglia Car Charging Admin & Insurance**
**403.20**
**£**
**Indigo Ross - Web-Site Construction**
**2,100.00**
**£**
**Pest Control Yearly Service**
**300.00**
**£**
**4i Pumping - Waste pump Survey**
**240.00**
**£**
**Advice / Local Disposal**
**139.00**
**£**
**Contribution's £673.07, Hall deposit Refunds £410.00**
**1,083.07**
**£**
**Payments Made on behalf of: - ( Shop / Post Office )**
**4,400.00**
**£**
**Payments Made on behalf of: - ( Bar Account Wages )**
**6,809.20**
**£**
**Withdrawal of Reserved Funds by Hundon FC (Ring Fenced Acc )**
**10,492.00**
**£**
**Payments: -**|**£**| |
**Total Payments =**|**61,562.96**
**£**| ||| |**Trading Surplus /Deficit for the Period =**|**20,351.06**
**-£**| |**£**
**Treasurers Bank Account = £2,393.84Panto £400 (Reserved)**
**2,793.84**
**£**
**Ring Fenced Account = Café £1,595.02V/Hall interest £19.63**
**1,614.65**
**£**
**Savings Account =**
**30,804.14**
**£**
**Petty Cash =**
**109.52**
**£**
**Total Funds =**
**Closing Account Figures: -**

|**£**| ||**35,322.15**
**£**
| |For c~~h~~arityCommission
Kevin Snow -~~T~~reasurer - 1stJune 2024|| CHARITY (OMMISSION FOR ENGLAND AND WALE5 Independent examinerfs report on the accounts Section A Independent Examiner's Report Report to the trustees eHurt al Artu f). AeiJ,kn.g On accounts for the year onded Isk 2oZLk Charity no (if any) 2g3170 Set out on pages one + TL40 I report lo the trustees on my examinalion of the accounts of the abo charity {'Ihe Trust.) for the year end&J Responslbllltles and bas18 of report As the charity's trustees, you are responsible for the preparation of the accounts in accordanrA with the r￿uIreMents of the Charities Act 2011 Ilhe Act"). I report in respect of my examination of the Tntst's accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed all the applicable Directions given by the Chanty Commission under sec*on 145{5}(b) of the Act. Independent ￿ he charty's gross income exceeded £250 m qualified to examiner's statement undertake the examination qualrfied member of linsert name of applicable list elete I l rf not appliGable. I have completed my examination. I confirn that no material matters have come to my attention in connection with the examination lethertr d￿1￿") which gives me cause to believe that in, any material resped.. the accounts'ng records were not kept in accordance with section 130 of the Chanties Act., or the accounts did not accord with the accounting records., or the accounts did not comply with the applicable requirements concemirvJ the foTh and conlenl of accounts set out in the Chanties (Accounts and Reports} Regulatr'ons 2008 other than any requirement that the accounts give a Yrue and fair, view which is nol a matter onsidered as part of an independent examination. I have no concems and have come across no other matters in connection with the examination to which attention should be drawn in Ihis report in order to enable a proper understanding of the accounts lo be reached. . Please delete the words in the brackets rf they t*) not apply. Signed: Date: o* Name: Relevant professlonal qualification{s) or body IER Oct 2018