SHALFORD VILLAGE HALL MANAGEMENT COMMITTEE
MINUTES OF THE ANNUAL GENERAL MEETING HELD 9 th April 2025 at SHALFORD VILLAGE HALL at 7pm
COMMITTEE MEMBERS PRESENT: Colin Golding (Chairman), Cllr Andrew Hull (Vice-Chairman), Jane Mills (Treasurer), Linda Golding (Secretary), Nicola Walton (Booking Clerk), Christine Packer, Mel Fray, Ian Butcher. Brian Turner, David Eversden, Anthony Bray.
OTHERS PRESENT
Vic Goody, Andrew Merryweather, Ian & Carol Hussey, Sally Welsh, Kevin Welsh, Derek Holland, Debbie Little, Gary Fray. Camilla Jarvis,
APOLOGIES:
None
1) Chairman’s Welcome and Address
The Chairman opened the meeting and welcomed everyone present he then went on to give his report:-
Before he gave his report, he reminded everybody that the Management Committee is made up of 7 elected members, 3 nominated members and 2 further members can be co-opted. The 3 nominated members are from the Bowls Club, Football club and Parish Council.
The Village Hall is a registered charity under the Charities Act 2011 and so as a member of the Management Committee you are also a Trustee of the charity. As such (and I quote) you must act reasonably and prudently in all matters relating to the Charity and must always pursue the interests of the Charity to the exclusion of personal prejudices and interests. So even if you are one of the 3 nominated members your first duty is to ensure the ongoing viability of the Village Hall.
All Committee members stand down at this meeting and at the end of it the new Committee is elected. That Committee then meets and elects its officers, Chairman, Deputy Chairman, Secretary, Treasurer and Booking Clerk.
At last year’s AGM, I said that Linda and I were going to stand down from the Committee this year where we have been for 19 years, Linda has been secretary for all of those 19 years and I have been Chairman for 18 years so we felt it was time for someone else to takeover.
David Eversden, who has been on the Committee for even longer than us has also decided to stand down and as a mark of thanks for all his contributions we have bought a rose bush which when it blooms we hope reminds him of his time with us.
In the 19 years that we have been involved, with the help of a core group of Committee members, we have raised around £150,000 from fund raising and grants for the upkeep and improvement of the facilities. In the Hall we have renovated the showers, toilets and kitchen, installed new windows and renovated the roof and ceiling along with redecoration.
1
Outside we had the estate fencing installed, the tennis court and basketball area refurbished and installed the wooden children’s play equipment which now is about to come to the end of its serviceable life. There have also been several other smaller projects.
The recreation ground has been maintained throughout to a high standard which has been recognised on a number of occasions by the Essex Playing Fields Association in awarding both the cricket and football pitches “Best kept pitch”.
We survived COVID lockdown as well, by obtaining grants when we had expenditure but no income.
However, there is still a lot to be done. The car park, which is often a bone of contention, needs enlarging, the fencing around the children’s playground needs completing and the machinery sheds at the end of the field are becoming dangerous. Also our biggest outlay is on energy, oil and electricity so the installation of solar panels needs investigating.
This year has seen the completion of the remedial works from the subsidence, with internal and external redecoration along with installing additional sound insulation.
Jane will present our accounts for the year and our finances are in a healthy state but in general terms our general income is around £11,000 and our routine expenditure is around £15,000. The £4000 deficit used to be made up by a grant from the Parish Council but this ended a few years ago, however thanks to Lawrence Rawlinson’s generous bequest this is now made up out of the income we receive from renting out his bungalow. The balance being put towards new projects.
Income from letting the Hall has been reducing but it is partly offset from food retailers who want to hire our car park which as well as giving us an income, we believe, provides a service to the community.
The Chairman ended by thanking all of those who had supported Linda and himself and wished the new Committee every success in the future.
2) Minutes of Last AGM Meeting
The Minutes of the 2024 Annual General Meeting were approved and signed by the Chairman.
3) Treasurers Report
The Chairman reported the Treasurer had once again done an excellent job this year. The accounts had been audited and signed off.
Mel Fray asked the Treasurer if the payment details could be broken down to show detail of purchase – which was noted.
4) Adoption of the 2024/25 Accounts
The Adoption of the 2024/25 accounts was Proposed by Cllr Andrew Hull and Seconded by Duggie Turner
2
5) Election of the Trustees for Committee 2024/25
Elected as follows:- All Proposed and Seconded. Acceptance Forms to be signed at following Committee Meeting
Andrew Hull Proposed by Mel Fray Seconded by Duggie Turner Jane Mills Proposed by Andrew Hull Seconded by Mel Fray Nicola Walton Proposed by Andrew Hull Seconded by Jane Mills Ian Butcher Proposed by Duggie Turner Seconded by Andrew Hull Mel Fray Proposed by Nicola Walton Seconded by Andrew Hull Duggie Turner Proposed by Ian Butcher Seconded by Chris Packer Christine Packer Proposed by Mel Fray Seconded by Nicola Walton Kevin Welsh Proposed by Mel Fray Seconded by Andrew Hull
Nominee for Bowls Club for 2025/26 will be Anthony Bray Parish Council nominee awaited
6 Any other Business
Presentations were made by Cllr Andrew Hull on behalf of the Committee to both Linda and Colin Golding for their past work on the Committee stating projects they had been involved in for the benefit of the hall. Colin thanked Andrew for his kind words were greatly appreciated by Linda and himself.
As there was no other business the Chairman closed the meeting
Date of Next Annual Meeting in April 2026 to be advised.
Meeting closed at 7.25 pm
Signed……………………………….. Date…………………………..
3
2024/2025
Registered Charity No.301392
Income from Shalford Village Hall
Expenditure
| Dance and ftness classes Dog Training Club Charity Hirers Local societes Parish and District Councils Private Hirings Income from Shalford Village Sports Field Tennis Club Football Pitch Cricket Pitch Outdoor / car park area Income from Grants Donatons and bequests From Investment Project Income from Interest Other Returnable deposits TOTAL |
£685.00 Heatng Oil £900.50 Electricity £955.75 Water £3,125.89 Cleaning £1,316.00 Insurance ,RCCE,PRS & Fire £395.00 Sundries £7,378.14 Indoor maintenance Return of deposits Other £169.50 Grass cutng £540.00 Sports feld maintenance £1,300.00 Tree surgery £1,160.00 £3,169.50 £27,528.62 Investment expenses £17,442.20 £233.78 £403.42 £0.00 £45,608.02 £56,155.66 Excess of income over expenditure £56,155.66 |
£1,170.36 £2,818.39 £348.00 £2,650.00 £2,902.98 £437.42 £8,706.73 £100.00 £12,010.00 |
|---|---|---|
| £31,143.88 £2,350.00 £4,714.00 £6,700.00 |
||
| £13,764.00 £945.24 |
||
| £45,853.12 £10,302.54 |
||
| £56,155.66 |
&41ANCE SHEEf202412015 Rtytsleted tharityND.YJ13Y2 StarenlrmrtIal Posnirma5atIfvnory2s Expenditu t4$3. È14.W.56 f27.103.46 Comrnuwtyk¢ E12.134.90 ¥Trwn5avwAtcouTht £a5015J £28.gJS.%1 É37.4c6.riJ E56.155.66 E83.259.12 £83.259. sTrea5uiw. I plentIke 5kteWtof InCL& EypwOrtviÈandth•fiNna•iwslknof thoA((wntsaStiiiÈlndfairMvwthQS ofthèfirtantl afhirsottheShaKordVilth¥eHI man¥ent(nlI¢ee Treasurer 12.3.25 Ihwevmlned ltrSh31fordVllrfe Hèll ManèE2mèntlommthe IKDmeand ExpendItU0rt aAéSta1entOl itsFinènaal at trFebTuary2025 tan (vnfirmthattheseA¢cots refiect theitan5atti0nsshtr In anrds01thEcownitteu[iwthe.TheSe1I&Wth)nllt5hvay ¥alueofth@ryorArtyrn?rwged tythe Tn¥es. Willammyles FCAVuarth1025