Village Hall Committee AGM Meeting 3[rd] May 2023, 7pm – 7.40pm ## **MINUTES** **----- Start of picture text -----**
ITEM ACTION
1. APOLOGIES & WELCOME:
 Those present – Edwina Hill, Robin Hill, Melanie Pike, Susan Norrish , Sharon Cooper, Jo Currie,
Kevin Vogan, Jane Taylor, Chris Townshend, Moira Popplestone, Peter Grubb, Mervin Rice, Margaret
Martin, Jessie (surname unknown)
 Apologies –Rona Gundry, Sally Fullwood and Peter Hammond
2. MINUTES OF THE LAST AGM (20/4/22) & MATTERS ARISING:
 No matters arising
 Minutes accepted and signed by Chris Townshend
3 CHAIRMAN’S REPORT -
 Chris read his report to the meeting. Sincere and grateful thanks given to all Committee members
plus, and in particular to, Sharon Cooper & Sally Fullwood as well as Eddy Hill and Eva (hall cleaner).
A special mention and thanks to Jane Taylor for securing funding grants, Chris’s full report is
available on the Shared Drive
4 TREASURER’S REPORT
Special thanks to Chris Walpole for examining the figures for the accounts y/e 31.3.23
 Opening balance was £17k with a closing balance of £23K
 Lettings and bookings increased by over £2k from last year
 Annual fees from local groups and website partners increased by nearly £1k more
 Income for lettings has impressively increased by £3000 on the previous year
 Village fair and craft fair made healthy profits
 Electricity bill increased by £1k due to price surge rather than usage
Figures available on the share drive
5. ELECTIONS –
 President - Rona Gundry Chair – Chris Townshend Vice-Chair – Robin Hill Treasurer –
Sharon Cooper Secretary – Sally Fullwood Proposed by Mel and Seconded by Eddy
 Trustees –Sharon Cooper, Melanie Pike, Sally Fullwood, Jane Taylor, Robin Hill, Kevin Vogan
Proposed by Mel and Seconded by Jo Currie
Co -opted trustees – Moira Popplestone, Peter Grubb, Sue Norrish Proposed by Mel seconded by Jo
 Representatives from local groups – PCC – Jo Currie Greener Belstone – Chris Townshend
 New trustees and co-opted trustees to be registered with the Charity Commission (this has been
done already)
6. RENEWAL OF POWERS
 The ‘Power to Amend the List of Village Organisations Eligible to have Representation on the
Village Hall Management Committee’ was read out by Chris and agreed and signed by Chris and
Mel.
7. ANY OTHER BUSINESS –
 Margaret thanked all the Committee for their hard work.
 Mervin Rice with advice from his son has suggested that we purchase a ‘preparation pack’ that
should be kept in the village hall. This pack contains essentials e.g. razor, scissors etc that is
needed to prep a patient prior to using the defibrillator. There is already one that is kept with the MP
defib but having a second back in the hall could save time. Committee agreed that this should be
purchased and kept in the hall with clear signage to visitors. He also suggested a carry bag for
the existing defib to protect it – all agreed to purchase ACTION Mel to buy
 Kevin suggested a second defib would benefit the village to be sited on the Village Hall. After
discussion it was decided to add this item to the next Committee meeting ACTION Sally, please
add to Agenda for July SF
There being no other business, Chris thanked everyone for attending the meeting.
The meeting finished at 7.40pm
**----- End of picture text -----**
Signed: ……………………………… (Chairman) Date: ……………………..... OPENING BALANCES LloydsAccounl Managers Account Sa￿ng5 Account TOTALS 2023 £21W.56 £17.189.70 £16L03 £194.97 £2&JX59 £17.384.67 EXPENDLTURE 2024 2023 £989.60 £779.84 U,840.LJ) £1,040. £7A46 £669.60 £3,582.60 £2.927.99 £18.100.07 £13,984.82 £440.52 £320.40 £469.87 £505.00 £1,193.82 £L229.87 £L300.Th) £465.(KJ cotaE Annuallees &Websiie Partnèrs Lettings & hire of equlpment 100 Club Income DONATIONS Thuisdaycafé Donations lindiwduall FUNDRAISING EVENTS Vlllage Hall events Vllla8e Fete £L075.IN) £1.600.00 Misc Maintenance £6.63320 £7287.69 aeaning £LW.I)O £I.010.00 Water ISWWI Electrlcity Iopusl £IO.iXl Subs / licences "I￿ aub" £681.14 Insurance & Rates £4.391.05 Floats for VH events Fire review I security £1235.93 £1.080.70 emergency VH events expenses £15,611.07 £18,295.IXI VH Manager salary £600. £f4)6.31 Payments for VH work5 WIFI Misc Transfrts to other accounts/ refvnds £Iy3.35 £4654.71 £146.40 £1.324.81 £5.360.00 £3,467.10 £1.032.92 £856.69 £665.90 £1,553.82 £4,160. £0. £496.13 £2,054.79 Craft Fair Other Income Misc Tron5ftrsfrom other attounts Éts.ODD.00 £25,962.36 £725.00 £66057.27 £3&542.11 Total Incomè £SOAI419 ￿7,345.97 Totsl Exwdlture B•l•nc• In Ac¢wnts Lloyds Account- 7W71 550.48 £22.993.56 OpenlngBalance £2199156 £17.189.70 Ctssi￿6ala￿Ce £1550.48 É21993.66 Totsl Income £5VM19 £37.345.97 T•lalEx￿￿l11￿rt £66,857.27 £31,$42.11 GRAND TOTALS mJ07.75 £54.535.67 £71407.75 £54,535.67 Managers Account-30128568 2024 2023 £16L03 £194.97 OPENING BALANCE INCQME EXEENDIJURE 2024 2023 Transfersfrom account 00763671 £91926 £725.00 Misc M'nance Newltems £19.06 £75.18 £61.91 £l&q.07 Misc cleaning £27&76 £172.63 Krtchen Expense5 £1137 £32.93 Toilet paper etc £35L98 £1&5.00 Café Expenses £159.20 £ffi.18 Hall Events costs £o.(M) £58.95 Mlsc Total £91&36 £725.￿ Expendlture £928.00 £758.94 Totsl Income CLOSING BALAIKE £15139 £161.03 SavlngsAccount- 35061168 2024 OPENING BALANCE PAYMEKrs £25.CO).ry) OUT £30.92 PAYMENTSIN INTEREST £15.(th.IX) TOTAL £25,030.92 CLOSING BALANCE CLOSING BALANCES LioydsAccount- 00763671 Lloyds Account- 30128568 £W39 £161.03 Lloy(Js kcount. 3￿1168 £￿,030.92 £O.(KJ Total Balances £16.n3.79 £rJ.154.59 Notes: (11 Village Hatt Events this year included the Spring Bazaar. Daym Choru$ Walk. Secrets Walk, a B8tWalk and the Christmas Bazaar. {21 Other Income includes HMRC Gift Aid. and two grants totalling£15.000 which were used towards repi8cing doors and windows. 131 Transfers in and out are not strictty income or expenditure as the money is Still in the Hall accounts. 141 Miscellaneous maintenance includes replacing a water heater in the toi18ts and several electrical rep8irs that need io be done. 15) New works include the repiac8m8nt doors and windows and installing the defibrllL8tor. 161 Villege H811 works was torthe essential electrical rep8irs ihai had to be done. 171 The WI-FI costs did include costs for new equipment1£5LM)I that was refvnded 88 the supplier couldnl provide ail the equipment. 181 MisceLianeou$ expenses include replacement battwy and padsforthe Post Box defi"bri118tor and car park repairs. Accounts prepored by Sh8ron Cooper. Treasurer. Slgned: D8te". 25.04.24 Examined by Chris Walpole. Signed: Date 25. ¥-. ZOL OPENING BALANCES LloydsAccounl Managers Account Sa￿ng5 Account TOTALS 2023 £21W.56 £17.189.70 £16L03 £194.97 £2&JX59 £17.384.67 EXPENDLTURE 2024 2023 £989.60 £779.84 U,840.LJ) £1,040. £7A46 £669.60 £3,582.60 £2.927.99 £18.100.07 £13,984.82 £440.52 £320.40 £469.87 £505.00 £1,193.82 £L229.87 £L300.Th) £465.(KJ cotaE Annuallees &Websiie Partnèrs Lettings & hire of equlpment 100 Club Income DONATIONS Thuisdaycafé Donations lindiwduall FUNDRAISING EVENTS Vlllage Hall events Vllla8e Fete £L075.IN) £1.600.00 Misc Maintenance £6.63320 £7287.69 aeaning £LW.I)O £I.010.00 Water ISWWI Electrlcity Iopusl £IO.iXl Subs / licences "I￿ aub" £681.14 Insurance & Rates £4.391.05 Floats for VH events Fire review I security £1235.93 £1.080.70 emergency VH events expenses £15,611.07 £18,295.IXI VH Manager salary £600. £f4)6.31 Payments for VH work5 WIFI Misc Transfrts to other accounts/ refvnds £Iy3.35 £4654.71 £146.40 £1.324.81 £5.360.00 £3,467.10 £1.032.92 £856.69 £665.90 £1,553.82 £4,160. £0. £496.13 £2,054.79 Craft Fair Other Income Misc Tron5ftrsfrom other attounts Éts.ODD.00 £25,962.36 £725.00 £66057.27 £3&542.11 Total Incomè £SOAI419 ￿7,345.97 Totsl Exwdlture B•l•nc• In Ac¢wnts Lloyds Account- 7W71 550.48 £22.993.56 OpenlngBalance £2199156 £17.189.70 Ctssi￿6ala￿Ce £1550.48 É21993.66 Totsl Income £5VM19 £37.345.97 T•lalEx￿￿l11￿rt £66,857.27 £31,$42.11 GRAND TOTALS mJ07.75 £54.535.67 £71407.75 £54,535.67 Managers Account-30128568 2024 2023 £16L03 £194.97 OPENING BALANCE INCQME EXEENDIJURE 2024 2023 Transfersfrom account 00763671 £91926 £725.00 Misc M'nance Newltems £19.06 £75.18 £61.91 £l&q.07 Misc cleaning £27&76 £172.63 Krtchen Expense5 £1137 £32.93 Toilet paper etc £35L98 £1&5.00 Café Expenses £159.20 £ffi.18 Hall Events costs £o.(M) £58.95 Mlsc Total £91&36 £725.￿ Expendlture £928.00 £758.94 Totsl Income CLOSING BALAIKE £15139 £161.03 SavlngsAccount- 35061168 2024 OPENING BALANCE PAYMEKrs £25.CO).ry) OUT £30.92 PAYMENTSIN INTEREST £15.(th.IX) TOTAL £25,030.92 CLOSING BALANCE CLOSING BALANCES LioydsAccount- 00763671 Lloyds Account- 30128568 £W39 £161.03 Lloy(Js kcount. 3￿1168 £￿,030.92 £O.(KJ Total Balances £16.n3.79 £rJ.154.59 Notes: (11 Village Hatt Events this year included the Spring Bazaar. Daym Choru$ Walk. Secrets Walk, a B8tWalk and the Christmas Bazaar. {21 Other Income includes HMRC Gift Aid. and two grants totalling£15.000 which were used towards repi8cing doors and windows. 131 Transfers in and out are not strictty income or expenditure as the money is Still in the Hall accounts. 141 Miscellaneous maintenance includes replacing a water heater in the toi18ts and several electrical rep8irs that need io be done. 15) New works include the repiac8m8nt doors and windows and installing the defibrllL8tor. 161 Villege H811 works was torthe essential electrical rep8irs ihai had to be done. 171 The WI-FI costs did include costs for new equipment1£5LM)I that was refvnded 88 the supplier couldnl provide ail the equipment. 181 MisceLianeou$ expenses include replacement battwy and padsforthe Post Box defi"bri118tor and car park repairs. Accounts prepored by Sh8ron Cooper. Treasurer. Slgned: D8te". 25.04.24 Examined by Chris Walpole. Signed: Date 25. ¥-. ZOL