Kllmln on Vlll e Hall Annual Gera1 Meètin Wednesday 20 April 2022 at 7..30 Presei)t- Judith Chapman IJCI chair- Pauline Horwood IPHI treasurer- Steve BOON ISBI maintenance- Louise QuSnry ILQI, bookings secrotary.. Sally Dare ISDI committee Edward Martens IEMI Sequence Dancing.. John Watts IJWI Kilmington Cinerna Club,- Jenny Nickolls IJNI TablÈ Tennis Club.. Jane Chalk IJCI GaTdening Club. PEter Ball IPBI KPC; Jean Falconer IJFI Royal Britlsh Legion- SalEy Huscroft ISHI KPC,. Gill PÈrkins IGPI Country Dancin& Susan D'Gr3dy (village residentll- Jerry Fisher (village residentl. Apologies-. Lee White. Head. Kiltnington Prirnary School. JC opened the AGM by welcoming everyone and thanking them for coming. Matters arising from the Minutes of the Comblned AfjMIRegular Users meetlng In ZOZI JC stared there are rwo corrections to the minutes of the Combired Afjm and Regular Users meeting on 26 May 2021. l. Country Dancing was incorrectly referred to as Line Dancing. 2. Under AOB discu55ion re chaiis In the VH had been omitted. JC Said she would come back to this later in this meeting. Chairfs Report JC reported that we have had a numtr of management committee meetin8S to rtrdi5tribute the jobs of rullning the hall. combined with making the best of our committee members, skills. JC advised that we are delighted to have another memberto join our Management Committee. SD has been to a number of meetings to meet the cornmittee 3nd find out what is involved. SD w3s nominated to join th@ committee byJF and seconded by SH to be an officerand a trustee to Kilmington Village Hall Comniittee. JC said the Cornmittee h35 discussed the village h311 chairs and talked infom1811y with a number of village hall users to get their ViEW5. We received little critical comment abDUt the chair5 except frorn KCC rnember5. The cormrnittee ha5 concluded that we cannot justify replacing the chair5 in the current financial situation. In addition to financial Issues, the fact Is that no one chair wlll sult everyone and St Is a b5£ prolect to replace the chairs. LQ added we would also have an environrnental issue in dTrsposing of the chairs. JW said people have to bring cushions and th¢y find the chairs uncomfortable to sit on. Could we not explore different styles and designs or modify our current chairs? JC responded saying we cannot justrfy changing the chairs at this present time. JW asked if this topic could rèot be filed away and forgotten and could we come back ad re-vistt at Sotne point in the future. JC agreed. Treasurerf5 fleport PH handed around copies of accounts 2021 and new hall chae$, with effect from I" May 2022. PH advised our account5 for 2021 appe3r to be very healthy due to the £11,700 of Crowdfunding and Gift Aid which passed through our account on behalf of Kilmington Cinema Club which has made a good start. We also received further EDDC 8rant5 totalling £8,5(Xl for Covid 19 CDFnpensation. We know our expenditure on electricity alone will more than double from I"July 2022, and othercontractorslsuppliers will also inue3se charges despite our efforts to keep our costs under control. After two dlfficult year5 since our last VIeW of hire charge5 we are making a modest increase with effect from I" May 2022 to help balance our finances for the next year. IO0+ Club- PH thètiketl JF for oll her hard work rLtnning thÈ lOtkF club. We had 225 member5 at the end of 2021. The available funds ale always used to maintaiTr the hall and we are very grateful for everyone's help. JC thanked PH and commented we are keeping our increases to a minimum,. we are not here to make profit but we must cover our costs. The hire charge5 will be reviewed again in a couple of months. As there were no questions, JC thanked PH for the work She undertakes. Booking Se¢retarfs report LQ reported all the weekly regular bookings have now resumed and are running as before Cowd 19. One-off bookin8s are more tsf a mixed plrturo. Children's parties havÈ taken off recently. The larger onff events a sltswer to re5urne. Bookings for village based larger one-off/annual events are beginning but there is still sorne he51tancv. Most onquiries come in over email which LQ th3nked everyone for as this is a lot easier. LQasked if you could ring another mernber of the committee if 3yone had an urgent rnatter regarding the hall which cannot wait till later i
the day as she is wt contactable through the day. JC thanked all the hall clubs for their booking and for gettitJg a11 the groups up and running so quickly after Covid. JC thanked LQfor the work she undertakes. Mainter¥ance repgrt S8 reportEd all general maintenance 15 UP to date at present. We have a new light in the tarpalk. The light switch is sn the cupboard, there is a 3-minute clelay to the light going off in the car park once the light has been turned off. We have lust had incident in the hall where 3 window was accidently broken. This is belng sorted and will be repaired shortly. We have p3inting to be completed in the summer. The hall floor is in good condition. Generally. we are a good place. No questioned were raised. JC thanked SB. lieports from Regular User Groups JC asked the regular user groups for their reports and if they had any concerns. JF lon behalf of RBLI asked where are we with WiFi. SB reported that our biEgest Issue has been that we had not forThally been alloczted to a post code, which has now reontly been re501ved although there are still problems with some suppliers. Until Br03dband sites can See prerni5es on a p05tcode on their system. they c3nnot quote us. We have three optlons. which all have 3 Cost. There is 3 question reoarding how we goingto cover these costs. especiallv the monthly charge. We are walting on Openreach to give us a price to install a new line, cost unknown but 15 likely to be the thousands. Option l is copper broadb&nd at around f 280 3 year for up to 50 Mbps, thls wlll need the Initial line connettion costs to be in£luded. Option 2 is mobile broadband at £35 + VAT per month and On has a rate up to 25Mbps but does not need 3 line connection. Option 3 is fibre broadband which is planned forthe Village and for which the V&llag¢ Hall has registered. The eonsen5us was to wait for fibre broadband a5 it will give the fastest connettion. JW suggested that the hall committee ask hall users If they require broadbartd and share the Monthly cost to their hire charges. It was suggested that the Cudmore Room would be more hireèble if we had broadband. M05t village ha115 Ill the area now h8ve broadband. Some hirer5 had i55ue5 Wlth visitor5 beirlg unable to pay by card. If we had broadband the KllmlnKton Cinema Club could start streaming which would Increase what the hall could offer. If fibre broadband is the recommended option it was agreed we wait for this to be available. PB was unsure if we were aware that the Comrnunity Building Fund has now opened up again. He suggested that maybe we should look at adding solar panels to the roof with batteries a5 rn05t electricity 15 Used by night. 50 we can be as green as wssible. He alw advlsed the Parish Council h8s a fund for Capital projèEts and may be able to help. JC thanked him for the funding information and agreed that we will look into these. Table tennls- JN asked that we advise hall usors if they use the tea towels they musi wash anrl return them. Also, when she last Used the hall. some lights had been left on from a previous hall user. JC reported that on a hall check She found tables were put away incorrettly and v4ere blocking a fire door. All other hall users had nothing to report. Date of next meeti Wednesday 19" April 2023 at 7.30 pm Any other business JC advised that we need to attract another 1-2 people to join the h311 management cornmittee. She asked all hall users to ask their groups If anyone would come forward. JN commented that over the last 2 years 8 lot of people have mDved into the village. so could we not have a coffee morning for rnewcomer5F JC asked SH il this wa5 not 50rnething the PC usually arranges. SH advised that the PC had to stop sending out the welcome packs due to covid but this might be put on a forthcoming PC agenda. If this was nor pursued the VH iommittEe Fnight EDn5idÈr TunninE coffee morning. At our next meeting we will di5CU5s. JC asked if all the hall u5er5 would hawe a stall/pre5en at the newcomerfs ¢offee morning. All groups agreed. JC thanked everyon¢ for coming. Meetifig closed at 8..12.
t'O,O
IVJIVJ
.010 LIJ
Irir.i
i{CjUl
Springhead House, Kilminxton, Axmiiis¢er, Devon. EX13 7SS Tvl.. &129732334 To.. The Kilmittgtoh Village Hall Mana&T¢m¢ntLommitte¢ 23rd February 2022 In accordance with the Chaniie8 Act IW3. 1 have trJTried out an Inde]Klld¢nl ¢Yamittatitsn of the rinancwl st8lcmcnt5 for thc ycar ¢ndcd 31 tkcetnbcr ?O?l. M}. Lxailli]L411911 lilU&S a Feview of thc acwllnlin¥ reLDrd% kept and a cornpariwn of the accounts ivith rhose reci)rds. li alw includes ¢onsidcring any unitsual ord15closures in the fin&ncial StaMethI$ and 5xking cAplaiMIioDS from you as trust conceTnit)g such matter& DuFing Ihe ex2rninaiion no matter has tthne to my attention which illdicales thai the proper accounting records havc not bccn kept and no mAtier ha5 Lome io mv attention that requires attention to be draw. I therefore considerthatthe finanrial %lal¢ments give a fair and accurate r#oTd of the fJnan¢ittl affairs of the CommJtte£ The aLxouniing records wYr¢ pr¢¥¥nr¢d in an excmplarv manner and I should like tocommend the Tr¢&surer, Pauline Honvood, for her a¢¢ur4¢y. diliE¢llf¢ and psentIon. J H Mcllows