## **HEATH END VILLAGE HALL AND RECREATION GROUND** 

Charitable Trust No 301735 

## **MINUTES of the Annual General meeting held on 12 February 2025** 

**PRESENT:** Chair:  Sue Gale Secretary:  Janette Hewitt Treasurer:  Brenda Woods Malcolm Carr Tony Jeffery Warwick Lovegrove Rosemary Pomeroy John Waterfield Penny Waterfield 

In attendance: 

Judith Goodchild Trefoil Guild Ann Lammacroft Trefoil Guild Colin Hewitt U3A Pat Lewis Heath End Gardening Club Carol Stevens TADS 

## 1. **Welcome from the Chairman** 

The Chairman welcomed everyone to the AGM and thanked them for attending. 

## 2. **Apologies for absence** 

Apologies for absence were received from Jean Pennington, Penny Bryett and Jacqui Cassidy 

## 3. **To approve the Minutes of the last AGM held on 21 February 2024** 

The Minutes of the meeting held on 21 February 2024 were approved and signed by the Chairman. 

## 4. **Chairman’s Report** 

- a) Committee members: 

Our long standing member Jean Pennington is standing down and I would like to thank her for everything she has done for the Village Hall over many years, she will be sorely missed and we all wish her all the best for the future. 

- b) Activities: 

We held two concerts this year - an Ed Sheeran tribute in April which was excellent, and Nola Jane in the autumn which was equally well received, so much so that we are having them both back this year.  Ed on 11[th] April and Nola on 24[th] October.  We are always fully subscribed for these events so I hope that will continue this year. Our Committee has, as usual, put in a lot of effort in organising these events, so a big thank you to them all. 

- c) In terms of hall bookings, our takings are up 12% on 2023.  However, the number of private bookings has fallen by 48%, although the value of those bookings has actually increased by 12%, which is hard to explain! 

- d) Both Community and Commercial hirings have increased in number by 5%, and in value, Community bookings have increased by 36% and Commercial by 3%, which is excellent. 

- e) Travellers: 

Earlier this year, despite having a padlock on the gate to the green, we had travellers camp there for a few days, in common with many other sites in this area.  It is an expensive business to move them on and there is no recourse if they damage anything, like cutting the padlock with bolt cutters, unless you see them do it, have photographic evidence and can name the perpetrator.  So they are free to cut and barge their way into any area.  We eventually issued an eviction order and paid bailiffs to enforce it.  Since then we have reinforced the green entrance with a new post and padlock and had large tree trunks placed in some of the gaps along the 



hedge by the road.  We also had a padlock and chain on the carpark gate and gave all our users the code so that it could be locked up every evening. Unfortunately, the travellers are back in the area and, as the padlock went missing some weeks ago, we have bought a new one, which we would ask you all to use properly, keep it with the chain and lock it so that the combination code isn’t left on the open setting, as someone did at the weekend, even when the gates are open, please. 

- f) On to Maintenance: As always Maintenance is an ongoing issue for a hall like ours, and we nearly always have a number of small issues to deal with.  My thanks to John Waterfield in particular for managing these things. 

- g) Finances and Grants: 

   - I would like to specifically thank Brenda Woods as always for her excellent work in keeping control of the finances and managing our insurances and contracts.  She will give her report next. 

Thanks too to Janette Hewitt who does an amazing job sourcing grants for us, without which much of the work we have had done would not have been possible. 

Thank you also to all the other committee members who help with many things, from Health and Safety checks, organising PAT testing of equipment, arranging with plumbers, electricians and other trades people, generally helping to keep the hall running, all of which is done voluntarily. 

- h) Health is a major theme amongst the committee members as at least 4 of us have had or are about to have major surgery, so thank you to all the other healthier committee members for the work they have done and will do in stepping in for us. 

- i) Finally, I hope 2025 will continue to be successful and I want to thank you all for supporting this hall with the groups and activities for this local community. 

## 5. **Treasurer’s Report** 

The Treasurer presented the annual, externally examined accounts for the year ending 31 December 2024, which showed an income of £42521.68 and an expenditure of £31618.76, resulting in a profit for the year of £10,902.92, more than year ending 2023.  The income from hirings is slightly less, but the impact lessened because of the increase in hirings charges.  The income from hiring and the solar panels was up on 2023. We would need to fund raise for any future large projects.  Janette had obtained over £5,000 in grants from Helping Hands and Greenham Common Trust. 

Major expenditure during the year included the extension of the rear patio.  Electricity and gas costings are down on the previous year.  Recycling costs are also down thanks to the removal of the recycling bins.  Gardening costs have increased, as the green is currently enjoying a regime of grass care, the third session of which is still outstanding.  Removal of the travellers cost £1500.   We plan to replace the Astroturf at the ball wall, which will cost in the region of £13,000.  We also plan to replace the wooden benches, and are hoping to offer them for sponsorship to anyone who wishes to commemorate a loved one. 

6, **Committee structure** 

Nominations had been received for all current members, who are thus re-appointed en masse.  We currently have two vacancies, following the resignation of Sylvia Patrick and Jean Pennington, and are seeking replacements. 

## 6. **Any other business** 

Questions were raised regarding the new padlock and chain, and the difficulty of closing the padlock in the dark – agreed this could be brought inside and set up beforehand. 

Judith asked whether the Hall had decided whether to join with the Trefoil Guild in toilet twinning for Water Aid.  This would involve being with an organisation/community abroad, and the cost would be in the region of £60.00.  The Committee had decided against this, but 



were happy to help with twinning within the scheme.  Carol commented on the vagaries of the projector cable, but John advised that a thinner cable had been introduced, which appeared to work more satisfactorily. 

Colin remarked that the U3A considered the hall to be the best run in the neighbourhood, prompt in response, and accurate in their invoicing, for which he was thanked. 

The Chair thanked everyone for coming.  The meeting closed at 8.15 pm. 



HEATH END VILLAGE ROOMS TRUST
INCOME AND EXPEND￿uRE ACCOUNT
for the year ended 31 December 2024
2024
2024
2023
2023
INCOME
Hire of Hall:
Community
Commercial
Events
Solar Panels
Private
Maintenance Deposits Received
Maintenance Deposits Repaid
Donations
Sundries lincluding Insurance claim for £3534 last yearl
Bank Interest Received
7939.15
19284.55
3661.00
1428.59
4132.20
9000.00
9427.00
6408.75
18109.15
1822.00
1415.04
4267.25
8850.00
8310.50
36445.49
32022.19
-427.00
5250.00
660.00
593.19
539.50
3958.10
496.47
TOTAL INCOME FOR THE YEAR
42521.68
37016.26
EXPENDrruRE
Repairs and Maintenance..
Boiler
Doors and Frames
Repair to hall floor
Damage to Porch
Repairs to Soakaways
Painting and Decorationg
Patio Maintenance
General Maintenance and Repairs
Electricity and Gas
Water
Booking Secretary
Broadband, Internet and Website
Cleaning and Recycling
Gardening
Insurance
Event Expenses
Performing Rights Society
Fire Control
Sundries lincluding £1500 to remove trespassers)
216.00
624.IX)
5186.(K)
2010.00
3534.00
4700.00
2430.00
3834.95
2030.45
6081.40
4317.53
792.73
317.50
507.23
10546.37
3140.80
2370.73
1326.97
312.12
260.Crf)
1645.38
1554.63
20038.63
5462.66
376.47
265.79
341.56
10609.42
1677.40
2602.26
1072.98
635.52
310.00
100.82
TOTAL EXPEND￿uRE FOR THE YEAR
31618.76
43493.51
SURPLU51DEFicrr FOR THE YEAR
10902.92
-6477.25

HEATH END VILLAGE ROOMS TRUST
BALANCE SHEET AS AT 31 DECEMBER 2024
2024
2023
ASSETS
Cash at Bank: HSBC Account Number 51162306
HSBC Account Number 51162314
CCLA
2154.41
16190.01
8604.01
2044.68
5816.17
8184.66
26948.43
16045.51
ACCUMULATED FUNDS
Surplus Funds brought forward
SurpluslDeficit for the year
16045.51
10902.92
22522.76
-6477.25
Surplus Funds carried forward
26948.43
16045.51
I certify that the above Income and Expenditure Account for the year ended 31 December 2024
and Balance Sheet as at that date have been prepared from the records given to me and that
they are in accordance therewith.
M S Dove FCCA (Retired)
l Andromeda House
Calleva Park
Aldermaston
RG7 8AP
17 January2025

HEATH END VILLAGE ROOMS TRUST
INCOME AND EXPEND￿uRE ACCOUNT
for the year ended 31 December 2024
2024
2024
2023
2023
INCOME
Hire of Hall:
Community
Commercial
Events
Solar Panels
Private
Maintenance Deposits Received
Maintenance Deposits Repaid
Donations
Sundries lincluding Insurance claim for £3534 last yearl
Bank Interest Received
7939.15
19284.55
3661.00
1428.59
4132.20
9000.00
9427.00
6408.75
18109.15
1822.00
1415.04
4267.25
8850.00
8310.50
36445.49
32022.19
-427.00
5250.00
660.00
593.19
539.50
3958.10
496.47
TOTAL INCOME FOR THE YEAR
42521.68
37016.26
EXPENDrruRE
Repairs and Maintenance..
Boiler
Doors and Frames
Repair to hall floor
Damage to Porch
Repairs to Soakaways
Painting and Decorationg
Patio Maintenance
General Maintenance and Repairs
Electricity and Gas
Water
Booking Secretary
Broadband, Internet and Website
Cleaning and Recycling
Gardening
Insurance
Event Expenses
Performing Rights Society
Fire Control
Sundries lincluding £1500 to remove trespassers)
216.00
624.IX)
5186.(K)
2010.00
3534.00
4700.00
2430.00
3834.95
2030.45
6081.40
4317.53
792.73
317.50
507.23
10546.37
3140.80
2370.73
1326.97
312.12
260.Crf)
1645.38
1554.63
20038.63
5462.66
376.47
265.79
341.56
10609.42
1677.40
2602.26
1072.98
635.52
310.00
100.82
TOTAL EXPEND￿uRE FOR THE YEAR
31618.76
43493.51
SURPLU51DEFicrr FOR THE YEAR
10902.92
-6477.25

HEATH END VILLAGE ROOMS TRUST
BALANCE SHEET AS AT 31 DECEMBER 2024
2024
2023
ASSETS
Cash at Bank: HSBC Account Number 51162306
HSBC Account Number 51162314
CCLA
2154.41
16190.01
8604.01
2044.68
5816.17
8184.66
26948.43
16045.51
ACCUMULATED FUNDS
Surplus Funds brought forward
SurpluslDeficit for the year
16045.51
10902.92
22522.76
-6477.25
Surplus Funds carried forward
26948.43
16045.51
I certify that the above Income and Expenditure Account for the year ended 31 December 2024
and Balance Sheet as at that date have been prepared from the records given to me and that
they are in accordance therewith.
M S Dove FCCA (Retired)
l Andromeda House
Calleva Park
Aldermaston
RG7 8AP
17 January2025