Minutes of the Wilstone Village Hall Committee Annual General Meeting Held on
Monday 13[th] May 2024 at 7pm at the Village Hall
1. **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 & LIABILITIES**at
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 & LIABILITIES**at|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