To be approved at the next meeting ………………………………………..Chairman ## **Easton Village Hall and Recreation Ground Trust Minutes of the Annual General Meeting held on Wednesday 4[th] June 2025** Present : The Committee – Harry Smith (in the Chair), Lyn Russell, Sally Stone, Barny Gloyn, Stuart Upcraft, Heather Bisbee (Treasurer), Adrian Lee and Scot Johnson (for David Wolfe). Committee Apologies – David Woolfe (PC Observer), Robert Hall and Adam Murch Attendees- Joanna Smith, Sue Kennedy, Jill Croft, Judy Bishop, Mike Hayward, Terry MacGowan, Simon Broadley, Theo Mezger and Ken Greene Apologies: Judith Mezger, Penelope Kellie, Anna McGowan, Steve Percy, Frits Jannsen and Sara Janssen ## Minutes of the last AGM (May 2024)) These were accepted as a true record and signed by Harry Smith. ## **Chairman’s Report** Harry welcomed those attending the AGM and reported on the events and other activities that had raised funds for the Village Hall over the last year, as documented in the Treasurer’s report: 1. The inaugural Easton car Boot Sale in September 2024 – beset by bad weather, but still providing a significant profit, divided equally between the Hall and the Cricket Club. Thanks to all involved – the next Car Boot Sale, expanded in scope, is planned for Sunday 14[th] September this year – a date for your diaries. 2. The Supper Club in October 2024 and March 2025 – thanks to Sue and Cat Kennedy, Joanna and Sarah Smith. Profit made over the last 2 years has now been sufficient to pay for the new kitchen equipment in full. The next Supper Club is planned for Saturday 11[th] October, and the funds raised will be donated to the St Mary’s Church Easton Fabric Fund. 3. The Fireworks in November - thanks to Barny Gloyn and his “outside” team, and Lyn Russell and her “inside” team. 4. The Pantomime in December – thanks to Anna Macgowan and all those involved. 5. Brew with a View throughout the year – thanks to Ina Williams 6. Thank you also to all the regular users of the Hall Harry summarised the works that had needed to be undertaken during the year: 1. Fire safety equipment and lighting were reviewed, and expenditure required to meet Fire Regulation standards. 2. The Coronation Hedge planted 12 months ago is still thriving and will need trimming before too long. 3. Thermostats throughout the Hall have been replaced by tamper proof versions to prevent unwarranted “fiddling” which had been a problem. Solar Panels – Harry reported that the solar panels, inverter and batteries paid for in full by a grant from the Rural England Prosperity Fund were fitted in early June 2024 and were active immediately. There had been a frustrating three months thereafter arranging for the necessary Smart meter to be fitted (to record exported energy) and negotiating a Smart Export Guarantee such that we would be paid for exported energy, but having achieved both of these, thanks the sunniest spring on record, as of today we have earned £954.89 for energy exported to the Grid. Furthermore, since the panels were fitted, 70% of the electricity required by the hall has been generated “on site”, and the gas boiler is not needed at all over the summer now, as the water for the Cricket Club changing rooms is being heated by the solar panels. One solar panel has been hit by a cricket ball, in the first game of the season, but we do have spare panels for replacement if and when needed. Thanks – Harry expressed his thanks to: 1. EVH&RG committee for their work over the last year, in particular Lyn Russell for continuing in the role of Bookings Secretary. 2. Heather Bisbee, for her work as Treasurer. 3. Scot Johnson for being Independent Examiner for the 2024/2025 accounts. 4. Sally Stone, Mick Hayward and Alison Canfor for their “quiet” help regarding the Hall over the last year 5. The Cricket Club – Adrian Lee, Stuart Upcraft, Adam Murch, and Lee Padwick for their continuing co-operation with and support of EVH&RG. 6. David Woolf for his role as Parish Council committee “observer” over the last year. Harry listed the “wants” for the Village Hall going forward: 1. Urgent repair of the flat roof over the Hall and Cricket Club storerooms before the winter to prevent further rain leakage onto equipment. 2. New curtains throughout – hopefully this summer 3. Redecoration of the structure, as required. Future Events – Harry emphasised the need for fund raising events and Theo Mezger reminded the meeting of the tripartite (EVH&RG/EMWCC/The Church) nature of previous events, such as the Fete. **Treasurer’s report** – (audited accounts are attached) ## **Financial highlights for the year were as follows:** A healthy profit of £10,482 was reported for the year compared to a loss of (£3,923) in the prior year. This significant rebound was driven by both higher incomes generated, and lower expenses incurred. The net income for the period reported is the highest net income reported in 5 years once the impact of government grants received in 2021 is removed. ## **Income** Income before grants from solar panels was 29% higher than the prior year. £29,149 compared to 22,588 in the prior year. There was a 10% increase in booking income with the increase being driven by special events such as parties and weddings. Recurring user bookings account for about 68% (71% prior year) of the booking revenue generated. Almost 40% of the total booking income comes from just one regular user. In October 2021, the Easton & Martyr Worthy Cricket Club and the Village Hall and Rec Committee signed a relationship agreement which spelled out the terms of the working relationship between the 2 committees. It agreed on an annual contribution from the Cricket Club to the Village Hall. Amounts for the current and prior year were as follows: £2,000 - 1[st] October 2024 to 30[th] September 2025 and £1,750 – 1[st] October 2023 to 30[th] September 2024. Payments are 50% of the total due, paid twice an agreement year. All payments have been made in line with terms. Minimal interest income is generated on funds held in the Business Reserve bank account. The annual Pantomime performed to great success in December 2024 and reported a 44% increase in net income compared to the prior year panto and added £5,408 of net income to the Hall. Revenue from ticket sales and raffles was up while expenses were marginally lower than the prior year. Good weather and timing of other events in the area likely helped the results of the Fireworks and Bonfire event in November 2024 which saw a 207% increase in net income over the prior year driven by higher donations at the gate. Profits for the event were £1,998 compared to £651 in the prior year. The Supper Club was in its second year and is proving to be quite popular. The 2 events held during the year contributed £1,639 – a 47% increase over the prior year events. A new event was held in September 2024 - the Car Boot Sale. Over £1,400 was raised on the day with half of that, £704 being the share of the Village Hall. Brew with a View has been brewing up a storm as £992 was received as net proceeds - up from £300 in the previous year. A government grant in the amount of £24,875 was received during the year to fully fund the purchase and installation of solar panels. ## **Expenses** Removing the impact of the solar panels expense, expenses for the year were significantly lower (29%) than the prior year and more in line with 2023 levels. Electricity costs were lower because of a switch in service providers. A significant refund was received from our old service provider upon moving to a new service provider as the monthly billings were in excess of our actual usage to the point in time of the service provider switch. In addition, the introduction of the solar panels has lowered monthly costs and rebates are being received for electricity put back in to the grid. Lower repairs & maintenance costs were experienced as costs incurred in the prior year related to fire safety, electrical work, and plumbing maintenance requirements were reduced. In the prior year significant legal costs were incurred for work towards registering ownership and obtaining Absolute Title of all land owned by EVH. These costs were not repeated in the current year. Solar panel purchase and installation cost £24,875 and the expense was fully offset by the government grant received. There were no capital expenditures during the year. ## **Balance Sheet** Bank balances were higher at the year-end than those reported at the prior year end due to the positive increases in income generated and the significantly lower overall operating costs. On the 31[st of] March 2025 we held £26,558 in cash compared to £16,076 held at the end of March 2024. The following amounts have been earmarked for future spend / contingency reserve and should be reviewed. £1,000 – future pantomime expenses £800 – defibrillator training £10,000 – contingency reserve We continue to hold approximately£10,000 as a maintenance reserve for future project spend. This reserve amount is reviewed annually for reasonableness. ## **Summary** Overall, the combined impact of higher income from bookings and events, combined with the lower operating expenses resulted in a very positive increase to net income, and bank balances, as at the March 2025 year-end. If there are any questions, I would be happy to provide a response post the meeting. I can be reached at evh.treasury@gmail.com. I would like to thank everyone involved in the day-to-day operation of the Village Hall. In particular, Harry and Lyn, who always manage to stay on top of the details and provide quick answers to last-minute questions. Further thanks to Scot Johnston, for his role as the Independent Examiner of the annual Financial Accounts. A motion for acceptance of the accounts was proposed by Terry MacGowan and seconded by Stuart Upcraft and passed unanimously. ## **Cricket Club Report** from Adrian Lee (Chairman) ## **1. Our President & Other Members of The Club** This has been a dramatic year for the Club Membership in terms of the passing away of our President – John Roth (who was President for the last 66 years) – and also the passing away of a club stalwart, Chris Green, in June of last year. These events were marked by reading at the EMWCC AGM the Eulogy for our President prepared by his sons Richard & David; and by reading an article Adam prepared for the Winchester Chronicle on Chris Green. Under the rules of our Club Richard Roth followed John Roth as President of the Club. ## **2. Review of the Season** 2024 was another successful year for the club…. On the playing field we have provided cricket training and games for our seniors, ladies and juniors teams throughout the season – in all 221 players from these teams have used our facilities as members – down 6% from the 235 players in 2023. We benefited from our previous investment in the grounds equipment and the garaging facility – resulting in the recognition of the quality of our ground conditions through Lee’s award for Southern Premier League – Best Groundsman of The Year in 2024. ## Club Committee & Administration I am pleased to report another year of stability and hard work from the Committee members, who have tirelessly supported the club’s administration needs throughout the year. Our club continues to rely heavily on the support of my colleagues on the Committee and I am grateful for all of their time and efforts. I would also like to highlight the support we have had from our Club Vice Presidents this year. Just as an example, they have been involved: - In the support for our Juniors that Alex & Theo Mezger - and Judes Ice Cream - provided; and - From Michael Gray, who has made available his field and farm machinery to the Club over many years. - We are grateful for all their continued support. ## Seniors Men’s and Women’s Cricket We were able to offer a team in the Winchester indoor league and indoor training at Fleming Park pre-season, and the usual program of outdoor training on Thursday evenings during the season. We were grateful for the support and work of Ian Stuart in coaching our senior men’s teams again this year. Our overall season summary was as follows: - The teams played in the following Hampshire Cricket Leagues: - First Team – Division 2 - Second Team – Division 5 Central - Third Team – Division 6 North East - We played 49 games across 17 weekends – but sadly lost 11 fixtures to the weather in 2024 (one more than last year) - We had a win ratio of 61%; much improved on the win ratio of 40% last year; but with 22% of the games cancelled due to the weather - The First team came 2[nd] in their league; the Second & Third teams finished in comfortable mid-table positions - But it’s now all change in 2025 as HCL have adopted a new format of 10 team leagues – with home and away fixtures; I will let the Club Captains explain more about this in their reports The number of players paying Seniors Subs fell from 68 to 59; but fewer games were played in the season due to the weather - 38 compared to 40 last year. A highlight of the season was the Club playing the MCC for the first time on 1st September; it was a fitting celebration for our club – and for the links to John Roth for both the MCC and our Club, as we have already mentioned. Sadly, the MCC side under the captaincy of Richard Arscott was too strong - and set a score of 245 that the Club under the captaincy of Nick Bolton wasn’t able to chase down. I am pleased to confirm the MCC is seeking to re-book the fixture for 2025. 2024 was also a special year for one Senior player, as we recognised his 50th year of club membership – a celebration was held on 7th September for Clive Padwick, after the Badger Celebration game. On behalf of the club, I presented Clive with a commemorative shirt and special Club cap to recognise his long support. The senior ladies side played in the indoor league cricket in the winter – and played in the Ladies W10 league in the summer. I am pleased to report continued growth in the interest in Ladies cricket and we are working with the team captain – Charlie Gloyn – to try and introduce a Ladies hardball team in 2025. ## Juniors Boys & Girls Cricket Laura Skilton managed the Juniors this year; ably supported by Ben Gillings on the coaching and organisation of the match managers. We provided the Juniors with indoor training in the winter; and then outdoor training at the cricket ground & matches over the summer season. Games were played at Easton, St Swithurn’s - and at Princes Mead. Junior membership was 162 in 2024; up 14% compared to the 144 members last year. The Juniors training was spread over 3 evenings during the week. A continued success for the 2024 season was the Friday evenings sessions - involving the U7s and U9s boys and girls training; we ran a bar and BBQ each Friday throughout the 12-week season. This initiative increased bar takings but, perhaps more importantly, also helped foster a club community and spirit which was very well received by all the members – it will be continued for as long as we can provide sufficient bar & BBQ support to run the evenings! ## Club Welfare In 2024 we renewed our Clubmark Status in March – in time for the new season. We have also adopted a new updated Accident Reporting procedure, which is now sitting on our website. I am pleased to report that there are no Child Welfare issues to report to the members at this AGM; and also pleased to report that Bruce Hansen is happy to continue in his role as Child Welfare Officer for the club. ## Club Grounds & Pitches Lee has continued to deliver us with great pitches to play on – and an outfield that is improving year on year under his careful management. As mentioned at the start – it was great to see Lee’s efforts at grounds maintenance being recognised by Hampshire Cricket – even if it was for his work at Sparsholt - rather than Easton! We are pleased to be able to continue to have Lee’s services in 2025. ## Easton Sixes & Tug of War Our 12[th] annual Sixes tournament was held on 26 July and was again kindly sponsored by Knight Frank. Paul Moffatt’s excellent hog roast lived up to expectations and the bar was provided by both Ashley from The Plough in Itchen Abbas and Andrew from The Cricketers in Easton. The Sixes Cup was presented to the Fenwick Elliot Team Captain - Monty Randle – and he paid tribute to his teammates and was thrilled to be back on the winners’ podium after an absence of a few years. ## Club Finances & Capital Projects I am pleased to confirm that the club’sfinances are in a sound position with a sensible budget of cash reserves that have increased this year and can be stored away for future investment or the Club's “rainy day”, such as the Covid years. 2024 has again been a year of “digestion” from major investment activities – following considerable capex in the club’s facilities over the previous few years. We have invested in 2 x new sightscreens this year. We aim to cost the patio steps project - along with providing power & security CCTV to the garage - during this winter. We will then discuss the timing of the project with the VHC before agreeing how to proceed. ## Club Sponsors and Partners I am pleased to report that we had a full list of sponsors in 2024, as follows: - Our Seniors Sponsor – Winchester Hotels (through Jay Matharu) & Linwood Fabrics (through Barny Gloyn and his brother) - Our Juniors Sponsor – Jude’s Ice Cream; and - Our Sixes Sponsor – Knight Frank - We were also able to sell all 8 places in the Sixes tournament – raising further necessary funds for the Club. ## Easton Village Hall Adam, Stuart & I have continued to work closely with Harry & Lyn on the Village Hall Committee on a productive basis. This year we have worked together on: - Solar Panel Project - this was completed in June and has been successfully generating electricity since - Land Ownership - working with the VHC and Pitmans Solicitors, we have been able to confirm the title of the land around the back of the club garage - and around the village hall car park - Easton Car Boot Sale - this event was held on 22 September in pretty poor weather - it rained all morning before the sale was started at 2pm; the event was well attended by "buyers"; but a little light of "sellers"; not withstanding this is raised £1,300 for the VHC and Club - Easton Fireworks night on 2 November which raised £800 after costs from the bar sales for the VH and the Club. ## In Summary 2024 has been a productive season in terms of delivering cricket games, coaching support and social activities for the seniors, ladies and juniors membership. Throughout the season cricket was being trained - or matches were being played - 7 days a week. The club’s administration and finances are in a sound position – and there have been no significant Child Welfare issues to report back to you. We are grateful for the continued excellent working relationship between the Committees of both the Village Hall & the Cricket Club. And finally, we can look forward to 2025 with a positive Club outlook.” ## – Bookings Secretary Report Lyn Russell Bookings both regular and one-off continue on a positive basis. Election of Ofcers Harry Smith stepped down as Chair and Adrian Lee took over. Harry reported that he, Barny Gloyn and Lyn Russell were prepared to continue in their roles as Trustees, if elected. In the absence of other nominations, Harry, Lyn and Barny were re-elected as Trustees unanimously. ## Any other business 1. With regard to the Pantomime, Judy Bishop again asked it might be possible to erect the stage earlier, before half term, in order to facilitate painting of the sets – the committee again agreed to consider this but could not guarantee approval. Judy asked also if she could be given a weekly schedule of Hall events from when the stage is erected, such that she could plan decoration of the sets, and Lyn agreed to do her best to facilitate this request. ## **EASTON VILLAGE HALL AND RECREATION GROUND FINANCIAL STATEMENTS FOR THE YEAR ENDING MARCH 31 2025** |**INCOME AND EXPENDITURE REPORT**|**12 months to**
**31.03.2025**|**12 months to**
**31.03.2024**|**BALANCE SHEET**|**As at**
**31.03.2025**|**Year to**
**31.03.2024**|**Year to**
**31.03.2024**| |---|---|---|---|---|---|---| |**INCOME**
**Regular Income:**
_Bookings_|£
15,622|£
14,210|**Income & Expenditure A/C:**
_General Revenue A/c b/fwd_|£
528,478|£
532,401|| |_Easton & Martyr Worthy Cricket Club_|1,875|1,625|_Maintenance reserve A/c b/fwd_|10,722|10,722|| |_Interest_|137
**17,633**|139
**15,974**|_General reserve excess for the year_
_Maintenance reserve for the year_|10,482
0|-3,923
0|| |**Fund Raising and Grants:**|||**_Revenue A/c c/fwd_**|**549,682**|**539,200**|| |_Donations Received_
_Pantomime_
_Fireworks_
_Supper Club_
_Car Boot_
_Other Fund Raising Events and Sundry Income_
_Grants_|776
5,408
1,998
1,639
704
992
24,875
**36,391**|800
3,745
651
1,118
0
300
0
**6,615**|**Represented by:**
_Village Hall_
_NatWest Reserve A/c_
_NatWest Current A/c_
_Receivable_
_Payable_
_Other creditors_
_Other debtors_|523,124
10,011
16,547
0
0|523,124
10,024
6,052
0
0|| |**TOTAL INCOME**|**54,024**|**22,588**|_Prepayments_|||| |**EXPENDITURE**
**Regular Expenditure:**|||_Deposits and rentals received in advance_
_Petty Cash_|||| |_Refuse Collection_|1,707|1,524|**_Total Assets_**|**549,682**|**539,200**|| |_Water Charges_
_Insurance_|485
1,491|443
1,471||0|0|| |_Electricity_|1,293|3,777|**Notes**|||| |_Gas_
_Cleaning_
_Licences_|1,659
5,163
684|1,348
4,583
438||||| |_Repairs and Maintenance_|3,421|6,118||||| |_Salaries_
_Charity donations_
_Legal_
_Solar Panels_
_Other Village Hall Costs_|2,400
0
0
24,875
364|2,400
300
3,085
0
1,023||||| |||||||| |**Total Regular Expenditure**|**43,542**|**26,511**|**Approved by the Committee and signed on its behalf by:**|||| |||||||| |**Excess / (Deficit) for Year**|**10,482**|**-3,923**||||| |**Capital Expenditure Memorandum:**
_Stairs and Lighting - building additions_||5,322||||| ||||**H Bisbee - Treasurer**|||| |||||||| |**Total Capital Expenditure**|**0**|**5,322**|**Independent Examiner**|||| |||||||| _**EASTON VILLAGE HALL AND RECREATION COMMITTEE MEETING OF 4[th] JUNE 2025**_ ## **TREASURER’S REPORT FOR THE YEAR ENDING 31[ST] MARCH 2025** ## **Excess / defcit for the year** The return to profitability was driven by both significant increases in revenues and decreases in expenses. ## **Income** Income before grants from solar panels was 29% higher than the prior year. This was driven mainly by a 10% increase in Bookings, a 44% increase in Panto net income, a 207% increase in income from the Fireworks night, and higher net income from the Supper Club, Brew with a View and the introduction of the Car Boot sale. _**Booking income**_ - Recurring user bookings account for about 68% (Prior year - 71%) of the revenue generated, with the balance being made up of one-time rentals for children’s parties, weddings, and other social events. The overall increase in bookings is driven by more one- time rentals including a weekend wedding. One regular user accounts for about 40% of booking income. _**Cricket Club contribution**_ - In October 2021, the Easton & Martyr Worthy Cricket Club and the Village Hall and Rec Committee signed a relationship agreement which spelled out the terms of the working relationship between the 2 committees. It agreed an annual contribution from the Cricket Club to the Village Hall. Amounts for the current and prior year were as follows: £2,000 - 1[st] October 2024 to 30[th] September 2025 £1,750 - 1[st] October 2023 to 30[th] September 2024 £1,500 – 1[st] October 2022 to 30[th] September 2023 £1,250 - 1[st] October 2021 to 30[th] September 2022 Payments are 50% of the total due, paid twice an agreement year. The current year EVH accounts are made up as follows: 50% of £1,750 = £875 (23/24) 50% of £2,000 = £1,000 (24/25) Total = £1,875 _**Interest**_ – minimal interest is generated on funds held in the Business Reserve Account. _**Donations**_ – donations were gratefully received from the community for either borrowing EVH equipment or were from contributions received towards the Panto postproduction meal. **Pantomime** – Another successful Panto production! An increase in ticket prices and a higher volume of sales contributed to a higher profit than the prior year. **Fireworks –** Good weather resulted in more foot traffic and higher contributions received at the gate which drove up the overall profit from the fireworks and bonfire night. Poor weather in November 2023 was a factor in the lower profit in the prior year. **Supper Club –** The Supper Club was a new event which started last year and has proved quite successful in the current year. Proceeds from the event will help fund the kitchen refurbishment and other needed items. **Car Boot –** New to the year was the Car Boot sale held in September. ## **Other Fundraising / Sundry Income** **Grants** – A significant grant (£24,875) was received during the year to fund the purchase and installation of solar panels. The cost of the solar panels was expensed. ## **Expenses** Removing the impact of the solar panels expenses, expenses for the year are significantly lower than the prior year and more in line with 2023 levels. Electricity costs were lower because of a switch in service providers. A significant refund was received from our old service provider upon moving to a new service provider as the monthly billings were more than our actual usage to the point in time of the service provider switch. In addition, the introduction of solar panels has lowered monthly costs and rebates are being received for electricity put back into the grid. Lower repairs & maintenance costs were experienced as costs incurred in the prior year related to fire safety, electrical work, and plumbing maintenance requirements were reduced. In the prior year significant legal costs were incurred for work towards registering ownership and obtaining Absolute Title of all land owned by EVH. These costs were not repeated in the current year. ## **Balance Sheet** **Bank Accounts -** Bank balances are lower than the prior year due to higher expenses incurred. The following amounts have been earmarked for future spend / contingency reserve and should be confirmed. £1,000 – future pantomime expenses £800 – defibrillator training £10,000 – contingency reserve