## **ANNUAL GENERAL MEETING 2023 12th June 2023 @7.30pm MINUTES** 

**PRESENT: M Baxter, D Spanton, S Turner, C Collins, A Jackson, S Mead, P Ovel, L Webster, G Phimister, T Jones and 12 residents of Fyfield.** 

## **1. Welcome by the Chair.** 

M Baxter welcomed everyone to the meeting and thanked them for coming. 

## **2. Apologies for Absence.** 

Apologies were received from P Nicholson, H Nicholson, J Stone and R Stone. 

## **3. Approval of the Minutes from the Meeting Held on Wednesday 29[th] June 2022.** 

The minutes were approved and signed by the Chair as a true record of the meeting. 

## **4. Matters Arising from the Minutes.** 

There were no matters arising. 

## **5. Chair’s Annual Report.** 

M Baxter noted that 2022 had been a memorable year not only for the Village Hall, but also the Late Queen’s Jubilee, Loss of the Queen and coronation of a King.  These events had seen a joining together of a number of village groups in order to put on celebratory events for the benefit of residents, many of whom attended and the events attracted new faces, some of whom had never  visited  the  hall  before.   Both  the  joint  celebrations  (with  FPC  and Scouts) were very successful and popular.  Going forward M Baxter reported that there are plans to hold another village day and the cèilidh band has already been booked for later this year. 

Fortnightly BBQs started in the summer, in a small way initially, but by the end of the summer 100 burgers and sausages were being sold each evening. Again, new faces were seen and welcomed. 

A  community  event  was  begun  with  the  opening  of  a  warm  room,  a government  promoted  initiative  to  help  people  get  out  and  about,  meet others and to aid any mental health issues which the covid restrictions had caused.  A nucleus of attendees regularly use the session on a Thursday. 

Charity number 301304 

AGM 2023 12.06.2023 



The hall took a financial hit with the departure of Stage One as a regular booking.  This was due to staffing issues by Stage One.  However, M Baxter was happy to report that a corner had been turned and the hall has become a hot spot for Pilates Retreats.  Private bookings have been steady, with many parties  for  adults  and  children  as  well  as  a  few  wedding  receptions.   A weekend booking rate has been introduced to cater for couples wanting to keep their costs down. 

M Baxter was sad to report the resignation of two trustees; M Bundock and D Spanton.  On behalf of the trustees, he thanked them for their commitment to the village hall, especially D Spanton who as secretary had, for seven years, guided the committee through the ins and outs of legislation and writing up the minutes of meetings. 

M  Baxter  ended  by  saying  he  looked  forward  to  continuing  to  bring  the community together over the next year with regular events and to carry forward projects which are in the pipeline to keep the village hall a place residents want to hire and visit. 

## **6. Treasurer’s Financial Report and Presentation of the 2022 Accounts.** 

S  Turner  presented  the  2022  accounts  which  had  been  examined  by  an external auditor and accepted by trustees. 

The total income for the year ending 31/12/23 was £39,455.68.  He noted that the income had varied over the last three years as a result of the Covid pandemic which had an effect on bookings and use of the hall. 

A Covid grant of £2,667 was received in March 2022.  When the income was broken down further, the 8 evening BBQ takings was £5,361.52 (including bar takings); 7 Village Hall organised events resulted in bar takings of £11,575.23; food takings of £2,375.34 and ticket sales of £2,398.67. 

S Turner reported that the total expenditure for 2022 was £30,804.05, an increase of £9,240.14 from 2021. 

Monthly direct debits of £459.56 pay for PWB Loan, Council Tax, Insurance, Waste management, mobile phone. Annual utility expenses were: £2,869.13 for oil (£1,018.50 in 2021); 

Electricity £1,891.58 (£1,466.85 in 2021).  S Turner noted that prior to the energy increases in February 2022 the Village Hall had negotiated a fixed rate plan for 2 years with the electricity supplier which had kept those costs down Water rates £358.29 (£939.56 in 2021). The water rates had been estimated for a long time but are now metered and an accurate reading being taken. Cleaning (including window cleaning and cleaning products £4,959.56 Maintenance £2,000.56 

Sundries of £5,809.46 included costs of food for BBQs, plants for outside, stationery etc. 

Bar stock £6,367.31 (including VAT @ 20%) 

To summarise, S Turner reported a surplus for the year of £8,651.63. 

Charity number 301304 

AGM 2023 12.06.2023 



The total amount in the current account as of 31/12/2022 was £32,590.88 CR and the two savings accounts  £4,138.80 CR and £10,201.82 CR 

All  figures  have  been  balanced  and  agreed  to  the  bank  statements  and inspected  and  agreed  by  an  independent  verifier.    S  Turner  had  bank statements and spreadsheets available for inspection 

## **7. To Consider any Resolutions and/or Recommendations.** 

There were no resolutions or recommendations. 

## **8. Appointment and Election of the Management Committee of Trustees and Representatives.** 

Elected trustees M Baxter, S Turner, C Collins, A Jackson, P Ovel, L Webster, were prepared to stand again for the next 12 months; S Mead proposed and G  Phimister  seconded.   Representatives  of  organisations  were  noted  –  G Phimister (WD50+), T Jones (PCC) and S Mead (FPC).  There is currently no representative for WI which is not operating in the hall at the present time. 

There were four nominations for the two resident vacancies; R Barlow, M Brawn, L Geelan and K Hirst.  A secret ballot was held with a casting vote by M Baxter.  R Barlow and K Hirst were appointed. 

## **9. Any Other Business.** 

No items for AOB had been received by the secretary. 

The meeting closed at 19:50 

Signed Date 

______________________________________ 

____________________________ 

Charity number 301304 

AGM 2023 12.06.2023 



## 



## 

|evear ended 31't Decem|ber2022||||
|---|---|---|---|---|
||2A22||202L||
||I||f||
|Sales|36,362.54||22,434.30||
|Donations|418.35||968.06\||
|lnterestreceived|7.79||18.98||
|EFDC-Covid- Grant|||8,000.00||
|tFDC-Grant|2,667.00||10,r_93.00||
|||39,455,68||41,6L4.34|
|re|||||
|Insurance|1,559.L5||1,644.04||
|11il|7,869.1,3||1,0L8.50||
|Electric|1,891.58||1,466.85||
|Water|358.29||939.94||
|EFDCTax|384.00||384.00||
|Waste|1,274.44||857.09||
|Field|||25.00||
|Cleaning|4.460.00||3,940.84||
|Maintenance|2,000.56||5LL.48||
|PWLBLoan|1_,713.87||1,s60.96||
|Fees|196.00||207.24||
|Events|1,714.60||50.00||
|Sundries|5,809,46||3,107.Lt||
|Bar|6,357.31||4,480.52||
|Refurb|||1,180.00||
|100 club|||||
|Phone|205.70||_1e0*19___||
|||30,804.05||21,563.91|
|rtheyear||*Lex€L||20,050.43|



## 



## 

## 

||2422|2A2t|
|---|---|---|
||rL|€_|
|Currentassets|||
|Bankcurrent account|32,590.88|23,947.04|
|Bankdeposit account1|4,1"38.80|4,136.441|
|Bankdeposit account2|10,201.82|10,196.39|
|Netassets|46,931..50|38,279.87|
|Capitalaciounts|45,931.50|38,279.87|



|Capital account|||
|---|---|---|
|Balanceb/fwd|38,279.87|t8,229.44|
|Surplus intheyear|8,551.63_|20,050.43|
|Balancec/fwd|46,931.50|38,279.&7|





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