MINUTES OF AGM
RATTERY VILLAGE HALL MANAGEMENT COMMITTEE
Annual General Meeting: Main Hall , 7pm TUESDAY 25th February 2025
Present - Peter Smerdon, Alison Samuel, Rachel Coaker, Ann Hogan, Janet Causey, Mark Freeman, Antony Coker, Sally Tresidder, Gail Hardwell, Bill Hardwell.
1. Apologies Jack Dyson
2. Minutes of last AGM were accepted and approved
3. Matters arising none
4. Treasurer’s report
Accounts
The end-of-year accounts were still with the accountant at the time of this meeting for final numbers to be reported. Latest savings accounts figures show that RVH holds the following amounts:
Virgin £82,724
Nat West £25,752
Nat West £ 21,316
At the time of this meeting the RVH current account holds £40,403.41
Rate relief
Janet told the committee that the 20% discretionary rate relief given to the Village Hall routinely from South Hams District Council will be honoured next year but will need to be applied for thereafter.
Utilities
BT monthly rate is going up. Where BT charges are located in the RVH accounts needs to be clarified going forward.
The solar panels have been a shrewd acquisition financially and they will continue to generate income for the village hall. The electricity contract is due for renewal in November so the choice of supplier will be reviewed then.
Thanks were extended to Janet for her invoicing work on the system Xero and successfully keeping track of those few hirers who fail to pay their bill.
5. Secretary’s report
PRS/PPL for RVH were paid for by Alison in December (around £300)
Charity Commission Annual Return was completed within timeframe required.
One new Trustees has been welcomed to the committee this year Gail Hardwell. As planned Rachel has stepped down after around 40 years of service. (See Chairman’s report acknowledging Rachel’s outstanding contribution to the RVH charity).
6. Chairman’s report
I am pleased to be able to report another successful year for Rattery Village Hall. The hall continues to contribute to an active village lifestyle, with activities such as yoga, tai chi, Pilates and badminton.
Christmas 2024 also saw the stage used for a very well received village pantomime for the first time for many years.
Hirers from further afield continue to book for meetings, training days, dances, exhibitions and craft fairs, plus young farmers productions. We are obviously offering a modern well-resourced space that people like to use.
I'd like to take this opportunity to thank all Trustees and Committee members for their help and support, particularly Ann our Secretary, Janet our Treasurer and Jane our very efficient booking clerk.
We also send our best wishes to Rob Needham and hope he makes a good recovery.
The Chairman then made a dedicated speech in honour of Rachel:
“This AGM sees Rachel Coaker step down from the hall committee after around 40 years. I could spend hours listing Rachel and her family’s dedication and commitment towards the wonderful hall we have enjoyed for the last 30 years. The process involved firstly the vision to have a new hall, then the big step of selling the old one plus it's site and buying the land for this one. A new design had to be agreed, then the erection of the steelwork in the heat of summer followed by the
long, long slog through the winter of 1995 to complete the block laying, then finally the decoration and fitting out.
Throughout all this you, Rachel, were Chair of the hall committee, and your singleminded determination to see this project through never wavered, always positive, always encouraging, setting an example by turning your hand to anything that needed doing. You were never put off by bad weather, illness, lack of labour, or even theft when the slate hooks were stolen! Rattery owes you and your family a great debt of gratitude, as you have continued to support the hall with constant maintenance and attention.
If in 1995 the hall was your "baby", in the succeeding 30 years you have rightly taken great pride in watching it mature and grow into the much-loved modern facility it is today. We are sorry you are stepping down, but we wish you all the best. The hall Trustees and Committee thank you sincerely for your hard work, dedication, love and support for all your time as part of the organisation.”
Before leaving Rachel noted that she would be carrying on her Tuesday mornings at the Hall for the time being.
7. Election of Management Committee (Trustees)
Rob Needham representing Parochial Church Council Alison Samuel representing Environment Group and Social Club Peter Smerdon representing the Parish Council Mark Freeman representing the Garden Show
The rest of the committee were voted onto the committee on bloc after everyone agreed they were willing to be Trustees –( being - Janet Causey, Antony Coker, Ann Hogan, Gail Hardwell, Jack Dyson) and Co-opted members (Sally Tressider and Sian Littlechild).
(Jess Nash has now stepped back from being a co-opted member of the committee). Proposed by Alison Samuel and seconded by Mark Freeman.
8. AOB None raised
Meeting closed at 19:39
Date of next meeting TBC
THE RArrERY VILLAGE HALL (REGISTERED CHARITY NUMBER 300946) ANNUAL ACCOUNTS FOR THE YEAR ENDED 31 DECEMBER 2024
THE RArrERY VILLAGE HALL (REGISTERED CHARITY NUMBER 300946) ST ANNUAL REPORT FOR THE YEAR ENDED 31 DECEMBER 2024 The Rattery Village Hall is registered with the Charity Commissioners (No. 300946) and constituted by Deed of Trust. The Charity is administered by a management committee, comprising: Chairman- Mr P Smerdon Secretary- Ann Hogan Treasurer- Mrs J Causey Other members- Anthony Coker, Rachel Coaker, Jack Dyson, Mark Freeman, Robert Needham, Alison Samuel. Contact Address: Ann Hogan 2 Goshen Road Torquay TQ2 6BB Mrs J Causey Brownston Farm Rattery South Brent TQIO 9LQ
THE RAThERY VILLAGE HALL (REGISTERED CHARITY NUMBER 300946) ST ANNUAL REPORT FOR THE YEAR ENDED 31 DECEMBER 2024 (continued) OBJEcfivES OF THE CHARITY (l) The object of the charity is the provision and maintenance of the village hall for the use of the inhabitants of the parish of Rattery (the area of benefit) without distinction of political. Religious or other opinions, including use for meetings, lectures and classes and for other forms of recreation and leisure-time occupation, with the object of improving the conditions of life for the said inhabitants and (2) The said land and building shall be held upon trust for the purposes of a village hall as foresaid. The main source of income during the year was generated from the hire of the village hall. There were various grants and donations totalling £1,115. Also received was £9,449 from Southern Electric for electricity from the PV panels. Funds on hand at the yearend totalled £170,520 of which none are restricted. Mr P Smerdon Mrs J Causey
THE RArrERY VILLAGE HALL (REGISTERED CHARITY NUMBER 300946) INCOME AND EXPENDITURE ACCOUNT FOR THE YEAR ENDED 31 DECEMBER 2024 2024 Total Funds 2023 Total Funds Unrestricted Restricted Funds Funds Notes INCOME: Grants and donations Hire Refunds PV income (ROCS) Bank interest (Gross) Sundry income 1,115 16,307 1,115 16,307 1,624 15,623 4,783 9,171 260 9,449 2,988 9,449 2,988 29,859 29,859 31,461 EXPENDITURE: Booking Clerk expenses Maintenance and repairs Refunds Cleaning Equipment and improvements Insurance Fire and electric testing PRS Electricity and water Consumables Photocopier, stationery and general Subscription Software and IT Accountant Miscellaneous 4,248 795 4,248 795 5,526 13,986 200 1,720 4,918 1,208 196 1,487 1,487 1,269 154 352 3,352 317 17 185 193 90 359 12,818 1,269 154 352 3,352 317 17 185 193 90 359 12,818 7,609 453 42 60 224 36,142 NET INCOME 17,041 17,041 (4,681) Total assets at 1st January 2024 153,479 153,479 158,160 Total assets at 31st December 2024 170,520 170,520 153,479
THE RArrERY VILLAGE HALL (REGISTERED CHARITY NUMBER 300946) STATEMENT OF ASSETS AND LIABILITIES AS AT 31 DECEMBER 2024 2024 Total Funds 2023 Total Funds Unrestricted Restricted Funds Funds Notes CASH FUNDS Natwest current account Nationwide Building Society Nationwide Building Society-18 mth saver Virgin Charity Deposit Account Stock Petty Cash 39,469 21,316 26,144 83,490 100 39,469 21,316 26,144 83,490 100 25,416 21,052 25,000 81,910 100 170,520 170,520 153,479 ASSETS RETAINED FOR THE CHARITY'S OWN USE PV panels Less Grant received Less Depreciation over 10 years 89,251 (47,413) (41,838) 89,251 (47,413) (41,838) 89,251 (47,413) (41,838) Net book value Total assets at 31 December 2024 170,520 170,520 153,479 Signed on behalf of the trustees Chairman Dated Treasurer Dated
THE RArrERY VILLAGE HALL (REGISTERED CHARITY NUMBER 300946) REPORT OF THE INDEPENDENT EXAMINER TO THE TRUSTEES OF THE RAThERY VILLAGE HALL I have examined the financial statements of the The Rattery Village Hall for the year ended 31 December 2024 on pages one to four. Respective responsibilities of trustees and examiners The charity's trustees consider than an audit is not required for this year ended (under section 43(2) of the Charities Act 1993 (the Act), as amended by s.28 of the Charities Act 2006) and that an independent examination is needed. st It is my responsibility to Examine the accounts (under section 43 of the Act as amended) To follow procedures as laid down in the General Directives given by the Charity Commission (under section 43(7)(b) of the Act, as amended) and To state whether particular matters to have come to our concern Basis of independent examiners, statement My examination was carried out in accordance with the General Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts and seeking explanations from trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently, I do not express an audit opinion on these accounts. Independent examiners statement In connection with my examination, no matter has come to my attention: (l) Which gives me reasonable cause to believe that in any material aspect, the trustees have not met the requirements to ensure that. Proper accounting records are kept (in accordance with section 41 of the Act),and Accounts are prepared which agree with the accounting records and comply with the accounting requirements of that Act or (2) To which ,in my opinion attention should be drawn in order to prepare a proper understanding of the accounts to be reached David Mackeen Tamar Accounting Citadel Lodge 2A Elliot Street The Hoe Plymouth PLI 2PP
THE RArrERY VILLAGE HALL (REGISTERED CHARITY NUMBER 300946) ANNUAL ACCOUNTS FOR THE YEAR ENDED 31 DECEMBER 2024
THE RArrERY VILLAGE HALL (REGISTERED CHARITY NUMBER 300946) ST ANNUAL REPORT FOR THE YEAR ENDED 31 DECEMBER 2024 The Rattery Village Hall is registered with the Charity Commissioners (No. 300946) and constituted by Deed of Trust. The Charity is administered by a management committee, comprising: Chairman- Mr P Smerdon Secretary- Ann Hogan Treasurer- Mrs J Causey Other members- Anthony Coker, Rachel Coaker, Jack Dyson, Mark Freeman, Robert Needham, Alison Samuel. Contact Address: Ann Hogan 2 Goshen Road Torquay TQ2 6BB Mrs J Causey Brownston Farm Rattery South Brent TQIO 9LQ
THE RAThERY VILLAGE HALL (REGISTERED CHARITY NUMBER 300946) ST ANNUAL REPORT FOR THE YEAR ENDED 31 DECEMBER 2024 (continued) OBJEcfivES OF THE CHARITY (l) The object of the charity is the provision and maintenance of the village hall for the use of the inhabitants of the parish of Rattery (the area of benefit) without distinction of political. Religious or other opinions, including use for meetings, lectures and classes and for other forms of recreation and leisure-time occupation, with the object of improving the conditions of life for the said inhabitants and (2) The said land and building shall be held upon trust for the purposes of a village hall as foresaid. The main source of income during the year was generated from the hire of the village hall. There were various grants and donations totalling £1,115. Also received was £9,449 from Southern Electric for electricity from the PV panels. Funds on hand at the yearend totalled £170,520 of which none are restricted. Mr P Smerdon Mrs J Causey
THE RArrERY VILLAGE HALL (REGISTERED CHARITY NUMBER 300946) INCOME AND EXPENDITURE ACCOUNT FOR THE YEAR ENDED 31 DECEMBER 2024 2024 Total Funds 2023 Total Funds Unrestricted Restricted Funds Funds Notes INCOME: Grants and donations Hire Refunds PV income (ROCS) Bank interest (Gross) Sundry income 1,115 16,307 1,115 16,307 1,624 15,623 4,783 9,171 260 9,449 2,988 9,449 2,988 29,859 29,859 31,461 EXPENDITURE: Booking Clerk expenses Maintenance and repairs Refunds Cleaning Equipment and improvements Insurance Fire and electric testing PRS Electricity and water Consumables Photocopier, stationery and general Subscription Software and IT Accountant Miscellaneous 4,248 795 4,248 795 5,526 13,986 200 1,720 4,918 1,208 196 1,487 1,487 1,269 154 352 3,352 317 17 185 193 90 359 12,818 1,269 154 352 3,352 317 17 185 193 90 359 12,818 7,609 453 42 60 224 36,142 NET INCOME 17,041 17,041 (4,681) Total assets at 1st January 2024 153,479 153,479 158,160 Total assets at 31st December 2024 170,520 170,520 153,479
THE RArrERY VILLAGE HALL (REGISTERED CHARITY NUMBER 300946) STATEMENT OF ASSETS AND LIABILITIES AS AT 31 DECEMBER 2024 2024 Total Funds 2023 Total Funds Unrestricted Restricted Funds Funds Notes CASH FUNDS Natwest current account Nationwide Building Society Nationwide Building Society-18 mth saver Virgin Charity Deposit Account Stock Petty Cash 39,469 21,316 26,144 83,490 100 39,469 21,316 26,144 83,490 100 25,416 21,052 25,000 81,910 100 170,520 170,520 153,479 ASSETS RETAINED FOR THE CHARITY'S OWN USE PV panels Less Grant received Less Depreciation over 10 years 89,251 (47,413) (41,838) 89,251 (47,413) (41,838) 89,251 (47,413) (41,838) Net book value Total assets at 31 December 2024 170,520 170,520 153,479 Signed on behalf of the trustees Chairman Dated Treasurer Dated
THE RArrERY VILLAGE HALL (REGISTERED CHARITY NUMBER 300946) REPORT OF THE INDEPENDENT EXAMINER TO THE TRUSTEES OF THE RAThERY VILLAGE HALL I have examined the financial statements of the The Rattery Village Hall for the year ended 31 December 2024 on pages one to four. Respective responsibilities of trustees and examiners The charity's trustees consider than an audit is not required for this year ended (under section 43(2) of the Charities Act 1993 (the Act), as amended by s.28 of the Charities Act 2006) and that an independent examination is needed. st It is my responsibility to Examine the accounts (under section 43 of the Act as amended) To follow procedures as laid down in the General Directives given by the Charity Commission (under section 43(7)(b) of the Act, as amended) and To state whether particular matters to have come to our concern Basis of independent examiners, statement My examination was carried out in accordance with the General Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts and seeking explanations from trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently, I do not express an audit opinion on these accounts. Independent examiners statement In connection with my examination, no matter has come to my attention: (l) Which gives me reasonable cause to believe that in any material aspect, the trustees have not met the requirements to ensure that. Proper accounting records are kept (in accordance with section 41 of the Act),and Accounts are prepared which agree with the accounting records and comply with the accounting requirements of that Act or (2) To which ,in my opinion attention should be drawn in order to prepare a proper understanding of the accounts to be reached David Mackeen Tamar Accounting Citadel Lodge 2A Elliot Street The Hoe Plymouth PLI 2PP