## **HAMBLE VILLAGE MEMORIAL HALL**
## **MINUTES OF THE 88TH ANNUAL GENERAL MEETING**
## **WEDNESDAY, 12 JULY, 2023**
## **COMMITTEE MEMBERS PRESENT**
**Rebecca Whitaker Veryard (Acting chairman, manager, acting treasurer)**
**Michal Davies***
## **MEMBERS OF THE PUBLIC PRESENT**
**Kathleen Hand*, Derek Hand, Fred Brazier, Chris Jones (Hamble Parish Council)**
**Judy Theobald (Minutes secretary)**
## **APOLOGIES**
**Julie Ash*, Kay Baker*, Chris Jerromes***
***Trustees**
- **1 MINUTES OF THE PREVIOUS ANNUAL GENERAL MEETING held on 21 September were read and approved by M Davies, seconded by C Jones.**
- **2&3 TO RECEIVE THE REPORT OF THE TRUSTEES AND ADOPT THE ACOCUNTS FOR THE MEMORIAL HALL FOR THE YEAR ENDED 31 MARCH, 2023 PLUS THE CHAIRMAN’S REPORT**
**Owing to M Davies’ ill-health, the chairman’s trustees’ report was incorporated with the manager’s report. It had been the first full year after Covid which did make a difference as it had to everyone and bookings were affected. However, over the year there has been an increase back to preCovid numbers so the hall is back to the way it was. Because normal inspections had not been done during Covid, when they did take place a lot of fire regulations had been updated. The assessor went through the whole building and said a number of improvements were necessary. The lift has always been service twice yearly but there is now a six-monthly LOLER**
**assessment required which is another additional cost. All the emergency lights have been updated to self-testing. Previously, Southern Fire tested these on a monthly basis but now it only requires RWV to check them once a month, saving the hall expense. The self-testing emergency lights are guaranteed for five years.**
**There have been the usual maintenance costs which has been a constant stream of things needing to be done as would be expected with a building of this size.**
**Regarding bookings, there have been three weddings in the past year along with children’s parties and regular bookings: Zumba, baby yoga, toddlers, pre-school, etc, and there are more inquiries for classes starting in September.**
**Efforts have been made to get representatives on the committee from the hall’s user groups. Being a charity, it should have eight committee members which there are not at the moment but there are two potential ones.**
**The hall has purchased a community fridge and freezer in which food still before its best-before-date, collected from the Co-op, is stored and anyone using the hall is allowed to come in and help themselves. It is hoped to encourage all the user groups to access the kitchen and make use of this. It is open to all without any assessment of need having to take place.**
**With the agreement of the committee, the money in the Beryl Rogerson lunch fund had been taken over by Hamble Good Neighbours who have booked an event in August and are planning another in December. There is currently £1,177 in the fund.**
**Graham, the handyman, has been superb and is a great asset to the hall as he can turn his hand to anything. We also have Altin, the groundsman, who keeps the bushes trimmed and the weeds down.**
**Last year, the possible demolition and rebuilding of the annexe had been discussed but this was considered too expensive. Now the building is being repaired with a new roof going on during the summer holidays and internal renovations taking place afterwards.**
**In the light of M Davies standing down as chairman, R Whitaker-Veryard will take on this role until another chairman is appointed.**
## **4 TO RECEIVE THE REPORT OF THE TREASURER**
**K Hand provided the written report to the committee.**
**F Brazier asked if it was a requirement for the hall to keep a lift, considering its expense. R Whitaker Veryard said as there already was a lift installed, it would be wrong to take it away. M Davies said there was a technical problem with the lift in that it always had to be left in the first-floor position, otherwise it would break down.**
## **5 TO APPOINT CHAIRMAN OF THE TRUSTEES**
**M Davies said he had to resign on health grounds. R Whitaker Veryard has taken on the role very successfully and unless anyone else came forward, she was appointed chair of the committee. RWV said she would be acting chair until someone else was found.**
**M Davies proposed, D Hand seconded.**
**F Brazier said M Davies had done a fantastic job over the years.**
## **6 TO APPOINT THE TREASURER OF THE TRUSTEES**
**K Hand has stood as treasurer for a number of years but was now standing down. R Whitaker-Veryard has taken on the role recently but F Brazier said this might raise questions. RWV said she would like to have the accounts overseen by an independent person on a regular basis. C Jones said there were resources in the Parish Office which could be used and suggested a meeting.**
## **7 TO ACCEPT NOMINATIONS OF TRUSTES**
**M Davies is standing down as chair but will still be a trustee and F Brazier was welcomed on to the committee as a trustee. C Jones is staying on as a representative of the parish council. C Jones approved F Brazier and M Davies seconded.**
## **8 ANY OTHER BUSINESS**
**M Davies and K Hand were thanked for the time and dedication that they had given to the hall. K Hand has been part of the organisation for many years and M Davies had been there daily. RWV thanked them from the**
**bottom of her heart and this was reiterated by committee members. K Hand said Derek Hand had also been involved from the time the hall was being built.**
**R Whitaker Veryard presented M Davies and K Hand with gifts of thanks and also had two framed photographs of them which will be hung in the foyer.**
**There being no other business, the meeting closed at 11.40am.**
**THE NEXT COMMITTEE MEETING WILL TAKE PLACE AT 7.30PM, WEDNESDAY, 20 SEPTEMBER.**
**----- Start of picture text -----**
Charity Name No (if any)
Hamble Village Memorial Hall 301844
Receipts and payments accounts CC16a
For the period Period start date Period end date
To
from 01/04/2022 31/03/2023
Section A Receipts and payments
Unrestricted Restricted Endowment
Total funds Last year
funds funds funds
to the nearest £ to the nearest £ to the nearest £ to the nearest £ to the nearest £
A1 Receipts
Hall rental 53,442 - - 53,442 46,532
Grants and donations - - - -
Beryl Rogerson Memorial luncheons - - - -
Bank interest 299 - - 299 5
Other income 6,565
Sub total (Gross income for
53,741 - - 53,741 53,102
AR)
A2 Asset and investment sales,
(see table).
- - - -
- - - - -
Sub total - - - - -
Total receipts 53,741 - - 53,741 53,102
A3 Payments
Lighting, heat and water costs 10,622 - - 10,622 4,969
Insurance 1,649 - - 1,649 1,375
Cleaning & caretaking 9,840 - - 9,840 4,330
Repairs & maintenance of the hall 10,945 - - 10,945 4,585
Cleaning and waste disposal 2,284 - - 2,284 6,123
Booking clerk 14,444 - - 14,444 13,066
Premises licence 360 - - 360 -
Professional fees 720 - - 720 -
Secretarial services and book-keeping 4,164 - - 4,164 3,727
Independent examination and accounts 1,002 - - 1,002 981
Telephone 1,336 - - 1,336 1,185
Bank charges 72 - - 72 96
Other, stationery and postage 2,359 - - 2,359 2,145
Sub total [ 59,797 ] - - 59,797 42,582
A4 Asset and investment
purchases, (see table)
- - - -
- - - -
Sub total [ - ] - - - -
Total payments 59,797 - - 59,797 42,582
Net of receipts/(payments) - 6,056 - - - 6,056 10,520
A5 Transfers between funds - - - - -
A6 Cash funds last year end 90,847 1,177 - 92,024 81,504
Cash funds this year end 84,791 1,177 - 85,968 92,024
**----- End of picture text -----**
CCXX R1 accounts (SS)
15/01/2024
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
**B1 Cash funds**
**B2 Other monetary assets**
**B4 Assets retained for the**
**charity’s own use**
**B5 Liabilities**
**B3 Investment assets**|Signature
Nest pension
Independent examiner
HMRC - PAYE & NIC
Security deposits
**Details**
**Details**
Land & buildings
Furniture & equipment
Bank deposit account
Bank current account
**Details**
**Details**
**_Total cash funds_**
(agree balances with receipts and payments
account(s))
Debtors - hiring charges
**Details**|**Unrestricted**
**funds**
**Restricted**
**funds**
**to nearest £**
**to nearest £**
**32,044**
**-**
**52,747**
**1,177**
**-**
**-**
**84,791**
**1,177**
OK
OK
**Unrestricted**
**funds**
**Restricted**
**funds**
**to nearest £**
**to nearest £**
**1,979**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**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
**42**
Unrestricted
**474**
Unrestricted
**-**
Unrestricted
**-**
**-**
Print Name
MJW Davies|**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)
15/01/2024
2
**----- Start of picture text -----**
Charity Name No (if any)
Hamble Village Memorial Hall 301844
Receipts and payments accounts CC16a
For the period Period start date Period end date
To
from 01/04/2022 31/03/2023
Section A Receipts and payments
Unrestricted Restricted Endowment
Total funds Last year
funds funds funds
to the nearest £ to the nearest £ to the nearest £ to the nearest £ to the nearest £
A1 Receipts
Hall rental 53,442 - - 53,442 46,532
Grants and donations - - - -
Beryl Rogerson Memorial luncheons - - - -
Bank interest 299 - - 299 5
Other income 6,565
Sub total (Gross income for
53,741 - - 53,741 53,102
AR)
A2 Asset and investment sales,
(see table).
- - - -
- - - - -
Sub total - - - - -
Total receipts 53,741 - - 53,741 53,102
A3 Payments
Lighting, heat and water costs 10,622 - - 10,622 4,969
Insurance 1,649 - - 1,649 1,375
Cleaning & caretaking 9,840 - - 9,840 4,330
Repairs & maintenance of the hall 10,945 - - 10,945 4,585
Cleaning and waste disposal 2,284 - - 2,284 6,123
Booking clerk 14,444 - - 14,444 13,066
Premises licence 360 - - 360 -
Professional fees 720 - - 720 -
Secretarial services and book-keeping 4,164 - - 4,164 3,727
Independent examination and accounts 1,002 - - 1,002 981
Telephone 1,336 - - 1,336 1,185
Bank charges 72 - - 72 96
Other, stationery and postage 2,359 - - 2,359 2,145
Sub total [ 59,797 ] - - 59,797 42,582
A4 Asset and investment
purchases, (see table)
- - - -
- - - -
Sub total [ - ] - - - -
Total payments 59,797 - - 59,797 42,582
Net of receipts/(payments) - 6,056 - - - 6,056 10,520
A5 Transfers between funds - - - - -
A6 Cash funds last year end 90,847 1,177 - 92,024 81,504
Cash funds this year end 84,791 1,177 - 85,968 92,024
**----- End of picture text -----**
CCXX R1 accounts (SS)
15/01/2024
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
**B1 Cash funds**
**B2 Other monetary assets**
**B4 Assets retained for the**
**charity’s own use**
**B5 Liabilities**
**B3 Investment assets**|Signature
Nest pension
Independent examiner
HMRC - PAYE & NIC
Security deposits
**Details**
**Details**
Land & buildings
Furniture & equipment
Bank deposit account
Bank current account
**Details**
**Details**
**_Total cash funds_**
(agree balances with receipts and payments
account(s))
Debtors - hiring charges
**Details**|**Unrestricted**
**funds**
**Restricted**
**funds**
**to nearest £**
**to nearest £**
**32,044**
**-**
**52,747**
**1,177**
**-**
**-**
**84,791**
**1,177**
OK
OK
**Unrestricted**
**funds**
**Restricted**
**funds**
**to nearest £**
**to nearest £**
**1,979**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**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
**42**
Unrestricted
**474**
Unrestricted
**-**
Unrestricted
**-**
**-**
Print Name
MJW Davies|**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)
15/01/2024
2