2024-03-31-accounts - Wilstone Village Hall

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Minutes of the Wilstone Village Hall Committee Annual General Meeting Held on

Monday 13[th] May 2024 at 7pm at the Village Hall

Attendees : Peter Walker, Blake McAdam, Alla Postings, Helen Page, Peter Myrants, Phil Cogger, Richard Smissen, Jill Walker, Chris Owen

Apologies : Colin & Sheila Reedman, Irene McCall, Sophie O’Leary, Tessa Simmons

2. Chairman’s Report (Mr P Walker)

The following report was read to the Committee and was accepted in its entirety.

Background The hall finances remain robust, and the Hall Committee has been active in generating income. There have been several initiatives to reduce our utility and other costs, at no cost to the Hall; in particular, we have installed solar panels with large batteries which have reduced our bills by storing electricity during the day for release in the evenings, and we have replaced the overhead heaters with more efficient ones. The purpose of these is to supplement the background central heating, so that we can keep that running at a continuously low level most of the day when required, and the overhead heaters provide a more instant boost, also when required. We have the National Lottery to thank for the funding of these works. We have also changed our broadband supplier to TalkTalk at a more favourable rate and we have implemented new efficient bookings software designed by Peter Myrants, and updated our web site. There has been a measurable increase in online hall bookings. Events Whilst, post pandemic audiences were slow to return to our film nights, when the season ended in April this year, they were back to their usual levels. Film nights continue to provide a good social forum for local residents as well as healthy income for the village hall. Next year, with the decline in the use of DVDs, we will be undertaking experiments with our promoters to undertake the streaming of films, where we will have a reliance on our broadband and Wi-Fi. Other events include a very successful and enjoyable Open Village and Open Gardens event and we look forward this year to alternating that event with a Village Fete on June 30th. A new Repair Café initiative is adding to our own event programme. Car parking This continues to be an unresolvable problem with residents using the hall car park due to a shortage of parking in the village. We have had occasional complaints from hirers that they have been unable to park at their events. We have also experienced severe flooding problems in the car park and we are investigating alleviation methods. Maintenance

the hall ovens have been cleaned
windows have been cleaned inside and out
the guttering has been replaced and realigned to prevent roof water pooling
other cleaning and adjustments have been undertaken on the projector
the current area of concern is the state of the wooden flooring which has become blotchy and has looks dirty. The cost of restoring it will be £5.5k.

In conclusion The Chairman would like to thank the committee and other volunteers for all their work in supporting the Hall in its aims and execution. In particular, Alla Postings as Treasurer and Peter Myrants as Bookings Secretary and Colin Reedman as caretaker have all done exceptional work, and the hall would not function without them.

AGM Minutes 13[th] May 2024

Minutes of the Wilstone Village Hall Committee Annual General Meeting Held on

Monday 13[th] May 2024 at 7pm at the Village Hall

3. Treasurer’s Report

The accounts, prepared by the Treasurer, Mrs Alla Postings, were circulated to all present.

INCOME Ad hoc hirings Regular hirings Hirings sub-total Fete Events (bar only from 2016/17) "Non-donation" sub-total Events_(ticket only from 2016/17) Donations Interest(Bonds + Deposit acct.) Open Village donations Film night donations Misc Total income EXPENDITURE Cleaning Utilities Honoraria Insurance Repairs / servicing / minor works Sundries _Day-to-day sub-total Events Fete (Open Village 2017&19) New equipment / refurb. Total expenditure SURPLUS / DEFICIT FOR YEAR ASSETS & LIABILITIESat Current account Business deposit account Bonds Petty cash representing Brought forward accumulated surplus Surplus / deficit for year	2023/24 5,401.75 8,374.00 13,775.75 3,681.01 17,456.76 25.00 13,236.00 565.37 4,618.47 2,434.50 973.87 39,309.97 3,754.27 3,892.58 1,000.00 884.18 1,911.82 3,693.94 15,136.79 4,200.99 3,310.20 13,029.52 35,677.50 3,632.47 31/03/2023 4,823.93 22,879.16 0.00 3,359.30 31,062.39 27,429.92 3,632.47 31,062.39	2022/23 3,320.76 8,892.50 12,213.26 3,344.25 15,557.51 3,075.43 100.00 146.91 0.00 4,429.00 30.61 23,339.46 3,403.24 4,206.68 1,000.00 864.88 2,111.83 3,721.23 15,307.86 7,158.45 787.61 3,046.59 26,300.51 -2,961.05 31/03/2023 4,018.98 22,120.14 0.00 1,290.80 27,429.92 30,390.97 -2,961.05 27,429.92	2021/22 1,429.43 6,023.15
			7,452.58 0.00
			7,452.58 769.50 8,149.58 3.65 4,532.76 814.34 0.00
			21,722.41 3,056.12 3,117.88 1,000.00 899.87 2,913.87 1,933.54
			12,921.28 2,674.06 4,705.56 2,995.98
			23,296.88
			-1,574.47 31/03/2022 1,379.97 28,001.00 0.00 1,010.00
			30,390.97 31,965.44 -1,574.47
			30,390.97

Special recognition was given to Peter Myrants for the work updating the website, which has

AGM Minutes 13[th] May 2024

Minutes of the Wilstone Village Hall Committee Annual General Meeting Held on Monday 13[th] May 2024 at 7pm at the Village Hall

had a positive effect on the ad hoc bookings, which have increased significantly.

Special mention was also given to Peter Walker for the grants obtained from organisations to help with the cost of the heaters and the solar panels.

There has been a £713 spend from the Rickerman fund over the year.

4. Resignation of Committee Members

There were no resignations.

5. Election of Committee Members

The following committee members were elected following resolutions:

Representatve Members (3 places) Mr Colin Reedman (Church) Mrs Sheila Reedman (Church) TBA (Tring Rural Parish Council)

Elected Members

Mr Peter Walker Mr Blake McAdam Mrs Alla Postings Mrs Helen Page Mr Peter Myrants

Special Members (unlimited) Mrs Irene McCall Mr Richard Smissen Mrs Jill Walker Ms Sophie O’Leary Mr Chris Owen Mrs Tessa Simmons

6. Signing of the Declaration

All Committee Members present at the meeting signed the annual declaration. Those not present will be invited to sign at a subsequent meeting.

7. Resolution to pay the rent

The rent of £1 will be paid to Tring Rural Paris Council by Bank Transfer.

The Chairman closed the meeting and thanked all committee members for their work and ongoing support.

AGM Minutes 13[th] May 2024

WILSTONE VILLAGE HALL - year ended 31 MARCH 2023

INCOME 2023/24 Ad hoc hirings 5,401.75 Regular hirings 8,374.00 Hirings sub-total 13,775.75 Fete 3,681.01 "Non-donation" sub-total 17,456.76 25.00 Donations 13,236.00 565.37 Open Village donations 4,618.47 Film night donations 2,434.50 Misc 973.87 Total income 39,309.97 EXPENDITURE Cleaning 3,754.27 Utilities 3,892.58 Honoraria 1,000.00 Insurance 884.18 Repairs / servicing / minor works 1,911.82 Sundries 3,693.94 Day-to-day sub-total 15,136.79 Events 4,200.99 Fete (Open Village 2017&19) 3,310.20 New equipment / refurb. 13,029.52 Total expenditure 35,677.50 SURPLUS / DEFICIT FOR YEAR 3,632.47 Events (bar only from 2016/17) Events_(ticket only from 2016/17) Interest(Bonds + Deposit acct.)_	2022/23 3,320.76 8,892.50 12,213.26 3,344.25 15,557.51 3,075.43 100.00 146.91 0.00 4,429.00 30.61 23,339.46 3,403.24 4,206.68 1,000.00 864.88 2,111.83 3,721.23 15,307.86 7,158.45 787.61 3,046.59 26,300.51 -2,961.05	2021/22 1,429.43 6,023.15
		7,452.58 0.00
		7,452.58 769.50 8,149.58 3.65 4,532.76 814.34 0.00
		21,722.41 3,056.12 3,117.88 1,000.00 899.87 2,913.87 1,933.54
		12,921.28 2,674.06 4,705.56 2,995.98
		23,296.88
		-1,574.47

WILSTONE VILLAGE HALL - year ended 31 MARCH 2023

Current account Business deposit account Bonds Petty cash representing Brought forward accumulated surplus Surplus / deficit for year ASSETS & LIABILITIESat	3/31/2023 4,823.93 22,879.16 0.00 3,359.30 31,062.39 27,429.92 3,632.47 31,062.39	3/31/2023 4,018.98 22,120.14 0.00 1,290.80 27,429.92 30,390.97 -2,961.05 27,429.92	3/31/2022 1,379.97 28,001.00 0.00 1,010.00
			30,390.97 31,965.44 -1,574.47
			30,390.97

Annual reconciliation - all accounts

Current account opening balance Deposit account opening balance Bequest on depostit account 7/6/22 Petty cash opening balance Total opening balance 2023/24 income 2023/24 deposit interest 2023/24 expenditure 2023/24 surplus Expected total closing balance 31 Mar 2023 Current account closing balance 31 Mar 2023 Deposit account closing balance 31 Mar 2023 Bequest on depostit account 7/6/22 less spend Total deposit account closing balance 31 Mar 2024 Petty cash closing balance 31 Mar 2023 Actual total closing balance 31 Mar 2023 Discrepancy between Expected and Actual total balances 2023/24 cash surplus plus offset against Rickerman Fund Surplus WVH 23/24	From date: 1 Apr 2023 to date: 4,018.98 22,120.14 10,000.00 1,290.80 37,429.92 38,030.95 565.37 -35,677.50 2,918.82 40,348.74 4,823.93 4,823.93 22,879.16 9,286.35 32,165.51 3,359.30 3,359.30 40,348.74 2,918.82 713.65 3,632.47 0.00	From date: 1 Apr 2023 to date: 4,018.98 22,120.14 10,000.00 1,290.80 37,429.92 38,030.95 565.37 -35,677.50 2,918.82 40,348.74 4,823.93 4,823.93 22,879.16 9,286.35 32,165.51 3,359.30 3,359.30 40,348.74 2,918.82 713.65 3,632.47 0.00	From date: 1 Apr 2023 to date: 4,018.98 22,120.14 10,000.00 1,290.80 37,429.92 38,030.95 565.37 -35,677.50 2,918.82 40,348.74 4,823.93 4,823.93 22,879.16 9,286.35 32,165.51 3,359.30 3,359.30 40,348.74 2,918.82 713.65 3,632.47 0.00
		40,348.74 2,918.82 713.65 3,632.47 0.00	40,348.74

31 Mar 2024 0.00

Independent examine$ report to the trustees of Wilstone Village Hall I report to the trustees on my examination of the accounts of Wlstone Village Hall (the Trust) for the year ended 31 March 2024. Responsibilities and basis of report As the charity trustees you are responsible for the preparation of the accounts in accordan with the requirements of the Charities Act 2011 ('the Act,). I report in respect of my examination of the Trust'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 Charity Commission under section 145(5)(b) of the Act. Independent examlnerfs Ststement I have completed my examination. I confim that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect.. 1. accounting records vRre not kept in respect of the Trust as required by section 130 of the Act" or 2. the accounts do not accord with those records. I have no concems and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable proper understanding of the accounts to be reached. I would however make the followng recommendations.. . In respect of the £10,000 Rickemian bequest. I would recommend that the banking arrangements along with the parameters for accessing said fvnds are included in either the committee or the AGM minutes. . As the current arrangements for deaning the Village Hall o)me to an end, I would recommend that in future deaning is paid for through the bank and upon receipt of an invol. Signed.. Anna Beck FCCA Address: 8 Chapel Fields. Wlstone, Tring, Hertfordshl, HP23 4SL Date.. 27 January 2024