SARRATT VILLAGE HALL (Registered Charity Number 302464) Minutes of Annual General meeting Monday 8th March 2021 at 7.00 p.m. Via ZOOM
Present:
Colin Plummer (Chairman and Treasurer) – elected Roger Dudley (Vice Chairman) – Tennis Club Carol Chorley (Kitchen & Bar Administrator) – British Legion Anne Griffiths (Kitchen & Bar Administrator) – SPLAT Larry Griffiths (Secretary) – elected Anthony Soothill - Parish Council Chris Youell - elected Daniel Haynes - Sarratt Scouts Dawn Pitts – Afternoon WI Jennifer Haynes – Horticultural Society Michael Groom - elected Ted North – elected Warren Gillmore - elected Jenny Roberts - Bookings Secretary
Also in attendance: Alan Milsom Barnaby Jackson David Clough Emma Dickens Graham Peiser Isabella Aitken Jane Faulkner Joan North Linda Clough Nick Mortimer Peter Thorp
1. Welcome
The chairman welcomed all to the meeting, which covers the hall activities in the year ending in September 2020. He explained that this AGM was delayed from its normal time in January due to the Covid pandemic.
2. Apologies for absence
Jacky Creed – Sarratt Care Vicky Fern – Sarratt Festival of Music
3. Minutes of last AGM
These were previously distributed by email to all attending, and acceptance was then proposed by Carol Chorley, and seconded by Colin Plummer. This was then carried unanimously.
4. Matters Arising
From the last AGM: None.
5. Treasurers Report
As previously distributed by email, all had copies of the Balance Sheet as at 30/9/2020, the Income and Expenditure Account for the year ended 30/9/2020, and the Independent Examiner’s Report for 30/9/2020.
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The treasurer than gave the following report for the year October 2019 to September 2020: -
It is difficult to summarise this year as we had a lot of time closed due to the Covid pandemic. We were open from October 1[st] 2019 to mid-March 2020 during this accounting period which gave us a surplus. We Applied for a grant which I thought was for £5,000 but were in fact given £25,000 therefore now we have a healthy Surplus on the year of £30,565.
We have installed a sound monitoring system as requested at the last AGM at a cost of £2,255.
For the current year to date (2020-2021) we have a deficit so far of £7,500 and predict that we will continue to lose money for the rest of the year. We also have not been able to hold our usual fund-raising events which would have amounted to around £5,000 and did not claim for a Parish Grant (2021). We have also had to invest in a new rear boiler. Both Jenny and John have been Furloughed for some of the time which has helped.
The accounts for the last year to September 2020 have been examined and agreed by David Clough, as our Independent Examiner. Colin also thanked David Clough for his advice and the independent examination, and thanked the committee for their support.
Larry Griffiths proposed that the meeting accept the accounts; this was seconded by Carol Chorley, and carried unanimously.
6. Appointment of Independent Examiner for 2020
Carol Chorley proposed that David Clough was appointed as Independent Examiner for 2021. This was seconded by Warren Gillmore and carried unanimously .
7. Chairman’s Report
This report covers from January 2020 to today. As agreed at the last AGM I would stand for one year which means I am standing down as chairman as of today. I will be willing to continue to do the Treasurer’s role if re-elected.
I would like to thank the committee and the executive committee for all the help and support you have given me during my time in office and in these very difficult times. Unfortunately 3 Members are standing down this year. They are: Chris Youell leaving us after 4 years of service during which he was 3 years as Chairman, Steve Rickard who has been on the committee for over 20 years offering technical help and advice, and Warren Gilmore who has been on the committee for 3 years and on the executive committee and dealt with a lot of the paperwork on the Covid Government requirements. Thanks to you all for you for all you have done in this time.
I would also like to thank Jenny Roberts and John Daly for their support during these difficult times.
A special thanks must go to Larry for all the work he has put in not only as Secretary but overseeing the hall during lock down and trying to keep us up to date with the Government rulings.
Finally, to Ted North for helping with the heating and the new rear boiler which has been a problem but now is sorted.
As you realize the Hall has been closed for most of the past year and will continue to be closed until government guidelines allows us to reopen.
9. Elections for Committee members
The committee currently consists of 12 members appointed by Sarratt Societies, Clubs, and Organisations, and 7 elected members, who have to be elected every year at the AGM. There are currently no co-opted members.
The following four persons offered themselves for re-election to the management committee:
Colin Plummer, Larry Griffiths,
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Ted North, Michael Groom.
Anthony Soothill, who was previously representing the Parish Council but has now resigned from this, also agreed to stand for election.
These five were then proposed by David Clough, and seconded by Linda Clough. Their election was then agreed unanimously by the meeting.
Going forward the committee now consists of 11 members appointed by Sarratt Societies, Clubs, and Organisations, and 5 elected members. The Parish Council is still able to nominate a representative whenever they feel minded to do so..
9. Recycling at the Village Hall
Colin introduced this by saying that we would not be able to actually make any decisions about this at the AGM, but we could have a discussion, and then the topic would be brought up at the next full committee meeting. He then asked Anthony Soothill to introduce the topic, who said:
The members of this committee represent the community in running our village hall. In the last few years, we have seen a surge in interest in ‘green’ issues globally and in our community. Where recycling was once a new concept it is now the norm, expected, even in public spaces. We can and should ensure Sarratt is doing our bit. Some might say the village hall ought to be leading by example. The AGM presents a once in a year opportunity to directly gauge public mood on the matter and help inform our deliberations. Let us be under no illusions though: Recycling will cost us as a commercial operation. If there is real interest in us doing so, people must understand it will cost real money, from either higher fees or using public money from grants. In the full knowledge of that, let us hear what our community wants us to do in running their space. The village hall committee will make decisions on exactly what, when how etc, but tonight is about hearing people’s views. So, Chairman, I would request we open the floor to hear what people think.
The secretary then read out a list of 19 people who had emailed expressing support:
Nick Mortimer, Peter Thorp, Alan Milsom. Flo Garvey, Dennis Goldthorpe, Angela Coakley, Jane Faulkner, Graham Peiser, Simon Diggins, Isabella Aitken, Will Hobhouse, Elaine Cervantes-Watson, Scilla Roe, Emma Dickens, Kate Soothill, Peter Hoskin, Barney Jackson, Sue Clarke, Audrey Hammett.
Chris Youell then explained the background to the current recycling situation at the hall: -
Being a non-domestic facility the hall would have to pay to have recyclable waste collected. In the past we have found that non-hall users use the facility to dump their excess waste, that neighbours have complained about the noise being created by many bottles being dropped into the bins late at night when the hall is being cleared, and that the refuse is not necessarily separated correctly meaning the caretaker then has to re-sort it. Therefore, on balance, the committee thought it is best for the hall if we had a policy of requesting users to take any recyclable products away with them to dispose in their domestic facilities. It avoided costs and those that are diligent in their recycling do help out and those that aren’t don’t place extra burden on the hall personnel. To help this policy we enhanced the signage in the kitchen area to encourage users to dispose of their recyclable refuse responsibly and altered the ‘Instructions to Hirers’ document to reflect this. Chris agreed with Anthony’s opening remarks, and said he thought that cost was a less important issue.
Colin Plummer described how in the past, when we had separate recycling bins for glass, paper, etc., he and Pete Watker, the then caretaker, had to sort these out practically every week, which was not very pleasant.
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Jenny Roberts pointed out that neither the current hall staff nor the committee would be very keen on sorting out the refuse in the bins, and that the current policy did minimise this activity.
Carol Chorley suggested that those who were in favour of having a recycling bin alongside our existing general waste bin should be responsible for monitoring the bins and handling any sorting of the refuse.
Peter Thorp said that he would be prepared to help with this activity, although others were less keen.
Michael Groom described his own admirable intensive litter collecting activities round the village, and said that he had been disappointed to find recyclable material in the hall general waste bin, such as plastic milk bottles. He thought more could be done to avoid this.
Alan Milsom and several others then said that they hadn’t realised that the hall had this simple recycling policy, nor the organisation that was needed around multi-bin recycling.
There was a brief discussion on solar panels – and Alan Milsom asked if the hall was using 100% renewable electricity – Colin replied that actually we have been for some years now, via a company called Haven Power which provides electricity from sustainable resources for business users.
It was agreed that we should discuss these topics at the next full management committee meeting, and try and make some decisions then, and that prior to this: Colin would get a quote from the council for a recycling bin, Anthony would find out more about solar panel possibilities and costs (with assistance from Barney Jackson, who has a colleague in the solar panel trade), and that the existing ‘take home’ policy would be strengthened by making it a condition of the ‘Terms of Letting’ rather than just an ‘Instruction for Hirers’. The signs in the kitchens can also be made more explicit about what is recyclable.
10. Any Other Business
The meeting thanked Colin for his chairmanship and treasurer activities during an exceptionally difficult year for the hall, especially in dealing with all the paperwork around the Covid financial rules.
11. Date of Next Annual General Meeting
The next AGM will be on Monday 10[th] January 2022, at 8 p.m., we hope this will be in the main hall.
12. Next Committee Meeting
This will be immediately following this AGM.
The chairman then declared the meeting closed at 7.45 p.m.
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THE SARRATh VILLAGE HALL MANAGEMENT COMMirrEE INCOME AND EXPENDITURE ACCOUNT FOR THE YEAR ENDeD 30TH sepTEMBER 2020 INCOME EXPENDITURE 2019 2020 2019 2020 ADMINISTRATION 178 WAgbslincl lax & Nll 1915 In$urnn¢e 2568 Licences & subscrWion5 741 Computer rnantenanr 954 Ta10pn88 1028 mcnuS 260 Profesglon8I 46436 Hlre fe85 26314 4431 1989 t514 $82 O Sarratt Parish Courtl -grani O S8rr8tt P8ri$h Counril rnbUrnerrnt O Thr Rivers Gr8ni 27208 270 260 FuN1ralJ'. Sund¥y Math018 Qulz Nlghl Entwlaining evoring Win6 iasbng Game$ evamg 2527 1628 1767 1700 331 CLEANING & CARETAKING 15095 Wageslservic65 1287 Mater5 186 wQwS 676 240 4854 4 DOtionS 720 CAR PARK& PLM4TEO AREA 1397 Intor•&l re¥d REPAIRS & MAINTENANCE 3303 Slruthjre, fhxbjres & fittitw6 16 Kilthen wulprrwl 933 Fif8 Prote¢b(Yl 1195 410 UTILIMES 1477 Coun1 rsl65 2069 88¢trity 1683 Gas 641 w*er 4% Refuse 714 1529 1623 588 251 4705 OTHER 1194 8uiklillg O Swnd monitoring sysiem 2255 55 29147 -1793 sURPWsEF1c1T FOR THE YEAR S9712 S9712 52668
THE SARRArr VILLAGE HALL MANAGEMENT COMMITTEE BALANCE SHEET AS AT 30TH SEPTEMBER 2020 2019 ASSETS 2020 26172 88814 13 114999 3410 118409 Cash al bank4Jeneral 8ecount Cash on Deposit with COIFICamb&Counties Cash in hand 57702 90150 147852 1272 149124 Debtors & prepayments LIABILITIES 1972 Creditors 2122 116437 147002 REPRESENTED BY: General fund As al 1 sl October 2019 SLtrplus for year 118230 -1793 116437 116437 30565 147002 Note: In addition lo tho assets shown above, the Trust owns the freehold of the Village Hall and furnitu, fixtures and fittings contained therein. The Committee consider it inappropriate to attempt lo place a value on these items for incorporation in the Balance Shèet.
Creditors )th Sgptgmbor 2020 Accounts payable Deposits Deposits 0.00 350.00 1 -265.00 1 Havenpower Lloyds charges Wages J Robert5 J Daly 96.79 . 7.15 363.64 ' 332.02 413.2 580. 33.53 ' 210.57 PAYE S Bass Nest PICash reimbursemen 2036.90 2121.90 Posted O to creditors ReseNes per Quickbooks Less Bulling work 205049.42 .56344.90 148704.52 85.00 1826.33 146793.19 209.10 147002.29 Less deposits as above 1 Less Creditors as above ' lo be written back next year Add Prepayment British Gas PeT SVH accounts to be written back next year
INDEPENDENT EXAMINER'S REPORT TO ThE SARRA VILLAGE HALL COMMITTEE I report (w the accounts of th¢ Trust forthe yeor ended 30 September 2020 which are s¢t out on pages I to Respective respDnsibill¢le8 of trustees 8Dd examiner The charity's ttvstees responsible for the prepar4tion of th¢ accounts. Th¢ charity's trustees eonsider that an audit is not required forthis year under section 144(2) of the Charities 2011 (the 2011 A¢1) and that an independent examination is ne¢ded. It is my responsibility to: examin¢ the accounts under section 145 of the 2011 A¢t' to follow the procedu5 laid down in the general Directions by the Chtirity Commission under section 145 (5Xb) of the 2011 Act: and to slate whether particular matters have come to my att¢ntion Basis of itsdependent exarniller's report My examination w&8 carried out in accordan¢e with the general DiTections given by th¢ Charhty Commissioners. An examination includes a revh¢w of the accounting records kept by the charity and a comparison of the accounts pre5¢nted with those r¢cords. It also includes considerdtion of any unusual items or disclosures in thc accounts. and seeking ¢xplanalions froln you as trustees Concerning any such matt¢rs. Th¢ procedures undertaken do not provide all th¢ eviden¢e that would be required in an audit, and consequently no opinion is giv¢n &8 to whether the accounts pre5¢nt a.tTr and fair view. and the report is limit¢d to those matter5 set out in the 5tstement below. Independent examiuer's slatsment In conn¢ction with my examination. no matter has come to my attention.. (l) which gives Tn¢ reasonable ¢ause to believ¢ that in any mbterial T¢spect the requirements: to keep ac¢ounting recoTd8 in a¢¢ordaD¢e with section 130 of the 2011 Act; and to prepare aw>unts which 8ccord with the accounting Tecords and cornpty with the accounting r¢quirements of the 2011 Act have not been mel-. or (2} to which. in my opinion, attention should be drnwn in order to enable a proper und¢tstanding of th¢ accounts to be reached. Dav d Clougb FCA Tanglewood Church Lane iarratt Rickmansworth WD3 6HL 2 December 2020