## **HAMBLE VILLAGE MEMORIAL HALL** ## **MINUTES OF THE 87[TH] ANNUAL GENERAL MEETING** **WEDNESDAY, 21 SEPTEMBER 2022** ## **COMMITTEE MEMBERS PRESENT** **Michael Davies* (Chairman) Rebecca Whitaker-Veryard (Manager and Treasurer)** **Chris Jerromes*** ***Trustees** ## **MEMBERS OF THE PUBLIC PRESENT** **Julie Ash*, Simon Lamont, Kathleen Hand*, Derek Hand, Chris Jones (Hamble Parish Council)** ## **APOLOGIES** **Kay Baker, J Shaw** - **1 MINUTES OF THE PRESVIOUS ANNUAL GENERAL MEETING held on were read and approved. Proposed by J Ash, seconded by C Jerromes.** - **2 TO RECEIVE THE REPORT OF THE TRUSTEES AND ADOPT THE ACCOUNTS FOR THE MEMORIAL HALL FOR THE YEAR ENDED 31 MARCH 2022. Proposed by K Hand, seconded by J Ash.** ## **3 CHAIRMAN’S REPORT** **It’s has been since our last full in person AGM in 2021, a lot has happened in that time although the opposite might be said. Through lockdown when nothing took place there has been a slow recovery. The Hall was nearly back to the old usage, we have enquires for a wedding and a small number of new users. This was until August this year when the world went on holiday and with the concern with rising costs the hall suffered the largest monthly loss. A** **considerable amount of Rebecca’s and my time has been taken up with the old Hamble Players building. We started the process of removing the old building and replacing it in February 2022 with the assistance of David Carter who has been negotiating with Eastleigh Borough Council’s Planning requirement. It was found that if the building was reduced in size to 200 cubic metres we would only need building permission. Unfortunately the problems did not stop there with the removal of the electricity and the premises being in a consolation area, still unsolved. Further consideration in the AGM. In other items, new cameras have been installed to the front of the building, and we are in the process of changing the broken automatic front door opener.** ## **4 MANAGER AND TREASURER’S REPORT** **After two years’ absence, it is still amazing to think that even with trying to plan an Annual General meeting through 2020 and 2021, due to Lockdowns and COVID restrictions and various members shielding, we were unable to go ahead. It’s good to see the hall back to the community hire. We lost some groups through the COVID lockdowns – Hamble Village Market, yoga and Weightwatchers but since then gained Tabnabs (A preschool cookery group), Zumba, a new yoga teacher, a Holistic group and Slimming World. We lost Guides and Jiggy Wrigglers through staffing difficulties and the homeschooling group due to the organizer moving away. Hamble Players have settled into Thursday nights and Hamble Hounds have cut their hours down during the summer months as they can be outside, but all other groups are back. Capacity is slightly down, and we have a Wednesday evening available in the main hall and all afternoons. Party enquiries are still coming in at the same rate as always and the necessary price increase has not put them off. The hike in the prices for the regular hirers has had to go up too, to cope with the rise in energy prices but this rise is not unrealistic when compared to our neighbouring community halls so not unreasonable. Throughout COVID and lockdown we were able to apply for grants to support us and just before Christmas 2020 changed our accounts package to Xero. This is a software package favoured by our accountants and the system is running well. The expenditure over the last couple of** **years has been replacing the coded lock in the rear lobby, outdoor cameras to add to indoor camera system, cooker repairs in the main kitchen and we have a new door opener coming to the front door. Otherwise, cleaning has been more expensive, these last two years, partly due to the rising cost of contract and employed cleaners and partly due to the need to clean more to be able to open during the period as a COVID secure building. Obviously, project Annexe is the biggest consideration now and ongoing decisions needed to find the best way forward.** **Those attending had read and approved the Treasurer’s report. There were no questions regarding the accounts.** ## **5 TO APPOINT CHAIRMAN OF THE TRUSTEES** **Michael Davies said he would stand for another year but did not wish to do it after that. Proposed by J Ash, seconded by K Hand.** ## **6 TO APPOINT THE TREASURER** **K Hand said she did not wish to continue as treasurer but was happy to continue to be a signatory and trustee. There being no other volunteers to take on the role of treasurer, the meeting agreed unanimously that R Whitaker-Veryard should be treasurer as well as manager.** ## **7 TO APPOINT TRUSTEES** **Chris Jones to attend as trustee representative of the Parish Council. K Hand proposed and J Ash seconded. M Davies said there was a serious need to appoint trustees from regular users of the hall. These need not be leaders of the groups but members as K Hand said they would have a vested interest in the building. She suggested advertising for trustees from the groups. R WhitakerVeryard said people could only be trustees if they lived in the SO31 4 post code area. This means J Shaw has to retire as a trustee as he does not live in the area.** ## **8 ANY OTHER BUSINESS** **M Davies said there were several issues over the Hamble Players’ building. Details have been sent to the trustees** **saying what the options are and so far one trustee has responded. The problem is that if the building is demolished and replaced with a new one, as it falls within a Conservation Area, Southampton City Council has said it would now have to be smaller to go under the 200 sq m size but this is falling within the hall’s budget. (Eastleigh Borough Council does not have a planning officer at present to the matter has been handed to Southampton City Council’s planning department.)** **One suggestion is to remove the roof (this would involve careful work as it has been found to contain asbestos), fit a new roof and refurbish the interior and exterior. This would cost approximately £20,000 and give the building an estimated 15 to 20 more years’ life. R Whitaker-Veryard thought this was the best option going forward and the hall could afford it.** **Whatever is agreed, R Whitaker-Veryard said the Charity Commission would insist that if a large amount of money was spent, the refurbishment would have to generate 10 per cent of that sum as income – this could come to £2,000 a year.** **K Hand said it was hard to see what other groups would want to use it but M Davies said it would be available at weekends as well as several evenings and R WhitakerVeryard said there were some slots in the hall which were over-subscribed and it was just necessary to show that the hall was doing its best to attract more hirers.** **K Baker is putting the proposal to Hamble Players to see what they thought.** **M Davies said several quotes had already been received to to the work but it was agreed that the cost of building materials was escalating rapidly.** **It was agreed the committee would approve the repair of the building when Hamble Players came back and said that was the option they preferred.** **There being no other business, the meeting closed at 8.11pm.** **Next committee meeting: Wednesday, 16 November, 7.30pm.** ||**Charity Name**
**Hamble Village Memorial Hall**|**Charity Name**
**Hamble Village Memorial Hall**|**Charity Name**
**Hamble Village Memorial Hall**|**No (if any)**
**301844**|**No (if any)**
**301844**|**No (if any)**
**301844**|**CC16a**| |---|---|---|---|---|---|---|---| ||**For the period**
**from**|Period start date
01/04/2021|**To**||Period end date
31/03/2022||| ||||||||| |**Section A Receipts and**|**payments**||||||| |**A1 Receipts**|**Unrestricted**
**funds**
**to the nearest £**
**46,632**
**-**
**-**
**5**
**6,265**
**52,903**
**-**
**-**
**-**
**52,903**
**4,969**
**1,375**
**4,330**
**4,585**
**6,123**
**13,066**
**-**
**-**
**-**
**-**
**3,727**
**981**
**1,185**
**-**
**-**
**96**
**2,145**
**42,583**
**-**
**-**
**-**
**42,583**
**10,320**
**-**
**80,327**
**90,647**|**Restricted**
**funds**
**to the nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**1,177**
**1,177**|**Endowment**
**funds**
**to the nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**||**Total funds**
**to the nearest £**
**46,632**
**-**
**-**
**5**
**6,265**
**52,903**
**-**
**-**
**-**
**52,903**
**4,969**
**1,375**
**4,330**
**4,585**
**6,123**
**13,066**
**-**
**-**
**-**
**-**
**3,727**
**981**
**1,185**
**-**
**-**
**96**
**2,145**
**42,583**
**-**
**-**
**-**
**42,583**
**10,320**||**Last year**
**to the nearest £**| |Hall rental|**46,632**||||||**22,241**| |Grants and donations|**-**||||||**27**| |Beryl Rogerson Memorial luncheons|**-**||||||**-**| |Bank interest|**5**||||||**22**| |Other income|**6,265**||||||**27,933**| |**_Sub total_**_(Gross income for AR)_|**52,903**||||||**50,223**| ||||||||| |**A2 Asset and investment sales,**
**(see table).**|||||||| ||**-**||||||| ||**-**||||||**-**| |**_Sub total_**|**-**||||||**-**| |**_Total receipts_**
**A3 Payments**|||||||| ||||||||**50,223**| ||||||||| |Lighting, heat and water costs|**4,969**||||||**3,065**| |Insurance|**1,375**||||||**1,387**| |Cleaning& caretaking|**4,330**||||||**2,712**| |Repairs & maintenance of the hall|**4,585**||||||**2,219**| |Cleaningand waste disposal|**6,123**||||||**1,779**| |Bookingclerk|**13,066**||||||**12,151**| |Premises licence|**-**||||||**180**| |Beryl Rogerson lunch|**-**||||||**-**| |Music licences|**-**||||||**63**| |Return of deposits|**-**||||||**60**| |Secretarial services and book-keeping|**3,727**||||||**1,614**| |Independent examination and accounts|**981**||||||**402**| |Telephone|**1,185**||||||**1,097**| |Staffgifts|**-**||||||**-**| |Capital equipment|**-**||||||**1,356**| |Bank charges|**96**||||||**69**| |Other, stationeryandpostage|**2,145**||||||**968**| ||||||||| |**_Sub total_ **|**42,583**||||||**29,122**| ||||||||| |**A4 Asset and investment**
**purchases, (see table)**|||||||| ||**-**||||||| ||**-**||||||| |**_Sub total_ **|**-**||||||**-**| |**_Total payments_**
**_Net of receipts/(payments)_**
**A5 Transfers between funds**
**A6 Cash funds last year end**
**_Cash funds this year end_**|||||||| ||||||||**29,122**| ||||||||| ||**10,320**|**-**|**-**||**10,320**||**21,101**| ||**-**|**-**|**-**||**-**||**-**| ||**80,327**|**1,177**|**-**||**81,504**||**60,403**| ||**90,647**|**1,177**|**-**||**91,824**||**81,504**| CCXX R1 accounts (SS) 28/06/2022 1 ## **Section B Statement of assets and liabilities at the end of the period** |**Categories**
Signed by one or two trustees on behalf
of all the trustees
**B5 Liabilities**
**B3 Investment assets**
**B2 Other monetary assets**
**B4 Assets retained for the**
**charity’s own use**
**B1 Cash funds**|
**Details**
**Details**
**_Total cash funds_**
(agree balances with receipts and payments
account(s))
Debtors - hiring charges
Bank deposit account
Bank current account
**Details**
**Details**
Land & buildings
Furniture & equipment
HMRC - PAYE & NIC
Security deposits
**Details**
Nest pension
Independent examiner
Signature|**Unrestricted**
**funds**
**Restricted**
**funds**
**to nearest £**
**to nearest £**
**31,826**
**-**
**58,821**
**1,177**
**-**
**-**
**90,647**
**1,177**
OK
OK
**Unrestricted**
**funds**
**Restricted**
**funds**
**to nearest £**
**to nearest £**
**1,663**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**asset belongs**
**Cost (optional)**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**asset belongs**
**Cost (optional)**
Permanent
endowment
**-**
Unrestricted
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**liability relates**
**Amount due**
**(optional)**
Unrestricted
**1**
Unrestricted
**1,002**
Unrestricted
**294**
Unrestricted
**120**
**-**
Print Name|**Endowment**
**funds**
**to nearest £**| |---|---|---|---| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||OK| ||||**Endowment**
**funds**
**to nearest £**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**Current value**
**(optional)**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**Current value**
**(optional)**| ||||**1,036,500**| ||||**27,400**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**When due**
**(optional)**| ||||| ||||| ||||| ||||| ||||| ||||| ||||Date of
approval| ||||| ||||| CCXX R2 accounts (SS) 28/06/2022 2 Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trustoesl members of Hamble Village Memorial Hall On accounts for the year ended Charity no (if any) 301844 31 March 2022 Set out on pages ber to the page nurnbeF5 of additional sh Respective The charivs trustees are responsible for the preparation of the accounts. responsibilities of The charity's trustees consider that an audit is not required for this year trustees and examiner under section 144 of the Charities Act 2011 (the Charities Act) and that an independent examination is needed. It is my responsibility to.. examine the accounts under section 145 of the Charities Aci, to follow the pri)cedures laid down in the general Directions given by the Charty Commission (under section 145(5}{b) of the Charities Act, and to state whether particular matters have come to my attention. Basis of independent My examination was carried out in accordance wth general Directions given examinerfs statement by the Charrty 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 the trustees conceming any such matters. The procedures undertaken do not provide all the eviden￿ that woukl be required in an audit, and consequently no opinion is given as to whether the accounls present a 'true and fairf view and the report is limited to those matters set out in the statement below. Independent In connection with my examination. no matter has come to my attention examinerfs statement l. which gives me reasonable rAuse to believe that in, any material respect, the requirements-. to keep accounting records in accordano with section 130 of the Charities Act", and to prepare accounts which accord with th8 accounting records and comply with the accounting requirements of the Charities Act have not been met; or 2. to whith, in my opinion. attention should be drawn in order to enable proper understanding of the accounts to be reached. ' Please delete the woKls in the brackets rfthey do not apply. Signed: Date: /g/ Name: Jonathan Bardolph Relevant professional qualification(s) or body lif any): FCCA IER March 2012 Address: Accountably Ltd, 1st fioor Unit 12, Compass Point, Ensign Way, Hamble Southampton, Hampshire S0314RA Section B Disclosure Only complete if the examiner needs to highlight material problems. IER March 2012 Give here brlef details of any items that the examiner wishes to disclose. IER March 2012