SARRATT VILLAGE HALL (Registered Charity Number 302464) Minutes of Annual General meeting Monday 9th January 2023 at 8.00 p.m.
Present:
Roger Dudley (Chairman) – Tennis Club Michael Groom (Vice Chairman) – elected Colin Plummer (Treasurer) – elected Anne Griffiths (Kitchen & Bar Administrator) – SPLAT Larry Griffiths (Secretary) – elected Alan Poulton – Holy Cross Carol Chorley – British Legion Daniel Haynes - Sarratt Scouts Dawn Pitts – Afternoon WI Jeff Baker - elected Jennifer Haynes – Horticultural Society John Gell - Parish Council Ted North – elected Vicky Fern – Sarratt Festival of Music Jenny Roberts - Bookings Secretary
Also in attendance: Sue Clark
1. Welcome
The chairman welcomed all to the meeting, which covers the hall activities in the year ending in September 2022.
2. Apologies for absence
Jackie Creed (Kitchen & Bar Administrator) – Sarratt Care Jonathan Holmes – History Society Joan North
3. Minutes of last AGM
These were previously distributed by email to committee members, and acceptance was then proposed bny Michael Groom, and seconded by Carol Chorley. This was then carried unanimously.
4. Matters Arising
From the last AGM: None.
5. Treasurers Report
Colin distributed copies of the Balance Sheet as at 30/9/2022, the Income and Expenditure Account for the year ended 30/9/2022, and the Independent Examiner’s Report dated 9/12/2022.
Colin then gave the following report for the year October 2021 to September 2022: - Like last 2 years, it is difficult to summarise or compare to previous years as we had time closed and time running at low capacity due to the Covid pandemic. We still have a healthy amount in the bank, to cover emergencies and some future improvements.
Luckily our electric and gas accounts have been protected by long term agreements which will expire in February and October 2023 respectively.
The accounts for the last year to September 2022 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 also thanked the committee and Jenny Roberts, the booking secretary, for their support.
Minutes of Sarratt Village Hall AGM
Page 1-3
Looking forward to 2023 we have increased the hire fee by around 5% and expect expenses to rise by about 8% which will reduce our surplus but help both hirers and the hall as the more the hall is used the greater the income. Now that the interest on savings for Charity accounts has risen we have invested a considerable sum with Redwood bank on a 95 day notice account.
Roger Dudley proposed that the meeting accept the accounts; this was seconded by Michael Groom and carried unanimously.
6. Appointment of Independent Examiner for 2023
Carol Chorley proposed that David Clough was appointed as Independent Examiner for 2022. This was seconded by Anne Griffiths and carried unanimously .
7. Chairman’s Report
This was our first full year post-pandemic. At the start of the year we started our recycling efforts in earnest, and this is now going fairly well, except for some of the larger external events where hirers will not obey our rules. The new building plans are progressing, Derek Kent did these and we put them in to Three Rivers District Council, but the planning officer wrote back suggesting changes that the council might require in order to approve them, and this is now being worked on. The new noise limiter works well, but we had a problem when one hirer’s DJ bypassed the system by plugging in to an unmonitored power point. This power point has now been removed.
We obtained quotes for redoing the tarmac in front of the hall, but the cheapest was about £6000, and we now intend to repair the worst parts ourselves. We replaced the sound mixer unit when a hirer broke the old one, and we investigated buying a new main hall projector, but for the use this projector gets this did not seem worthwhile, but we intend to put a new bulb in it, which will improve its projection. The new photo of the village people on the green, taken on the Queen’s Jubilee weekend, is now hung in the front hall, at the same time the older photo taken at the millennium has been reprinted and replaced. Roger thanked Steve Cavalier for his work on these.
Fund raising during the year included the 2022 Quiz Night - the last to be run by Peter and Trish Clements, who Roger thanked for their over 20 years of quizzing! The Ferret Racing night in April was a great success raising over £2000, and we also had a valentine show with Ian McMillan and Luke Carver Goss and the Vamp Til Ready Concert party in November. The Sunday Markets have been run each month all the year, still proving a popular attraction, and providing a modest extra income. Roger thanked Scilla Roe, Steve Cavalier, Jenny Roberts, and Anne and Larry Griffiths for their efforts on these.
Roger also thanked Jenny Roberts for doing an excellent job with the bookings, John Daly for his caretaking work, and Elaine Daly for cleaning and tidying the kitchen. We must also thank Colin for his Treasurer activities during another difficult year for the hall, and we must thank Ted North for helping with heating and plumbing problems.
Finally Roger mentioned the BBC Radio 4 Any Questions broadcast from the hall in January 2023 – not exactly a fund-raiser, but good publicity for the hall!
8. Elections for Committee members
The committee currently consists of 12 members appointed by Sarratt Societies, Clubs, and Organisations, and 5 elected members, who have to be elected every year at the AGM. There are currently no co-opted members.
The following five persons offered themselves for election to the management committee:
Colin Plummer, Larry Griffiths, Jeff Baker Michael Groom. Ted North,
These five were then proposed by Anne Griffiths and seconded by Vicky Fern. Their election was then agreed unanimously by the meeting.
Minutes of Sarratt Village Hall AGM
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Going forward the committee now consists of 12 members appointed by Sarratt Societies, Clubs, and Organisations, and 5 elected members.
9. Any Other Business
Roger reminded the meeting that fund-raising activities organised so far this next year are: Village Hall Quiz Night – January 21[st] .
Sue Clark pointed out that the lighting outside the front door is not very good – the committee will check whether they are working properly, or perhaps need an upgrade.
Sue Clark also asked if the History Society could have some sort of display cabinet at the hall to show some of their collection of historical artefacts. Perhaps this could be provided during the proposed alterations.
10. Date of Next Annual General Meeting
The next AGM will be on Wednesday 10[th] January 2024, at 8 p.m., in the main hall. Next Committee Meeting - t his will be immediately following this AGM. The chairman then declared the meeting closed at 8.30 pm..
Minutes of Sarratt Village Hall AGM
Page 3-3
THE SARRATT VILLAGE HALL MANAGEMENT COMMITTEE
INCOME AND EXPENDITURE ACCOUNT
FOR THE YEAR ENDED 30TH SEPTEMBER 2022
| INCOME 2021 £ 21545 Hire fees 0 Sarratt Parish Council -grant 397 Sarratt Parish Council -reimbursement 0 Three Rivers Grant Fundraising: 397 Sunday Markets 0 Quiz Night 0 Ferret racing 250 Donations 923 Interest received 23512 |
£ 0 246 5661 1621 866 1175 |
EXPENDITURE 2022 2021 £ £ ADMINISTRATION 54858 3949 Wages(incl tax & NI) 1981 Insurance 216 Licences & subscriptions 596 Computer maintenance 730 Telephones 5907 335 Miscellaneous 260 Professional fees CLEANING & CARETAKING 6166 Wages/services 107 Materials 3662 120 Windows 176 690 CAR PARK & PLANTED AREA 826 REPAIRS & MAINTENANCE 501 Structure, fixtures & fittings 3838 Boiler replacement 326 Fire Protection UTILITIES 135 Council rates 1178 Electricity 1343 Gas 264 Water 694 Refuse OTHER 0 Building Extension 83 SURPLUS/DEFICIT FOR THE YE 65429 23512 |
£ 10204 2119 1348 625 941 642 260 |
2022 £ 16139 16967 814 3466 5809 149 |
|---|---|---|---|---|
| 15720 1050 197 |
||||
| 2703 0 763 |
||||
| 786 1828 1444 842 909 |
||||
| AR | 43344 22085 |
|||
| 65429 |
1
INDEPENDENT EXAMINER'S REPORT TO THE SARRATT VILLAGE HALL cOMMIEE I report on th¢ accounts of the TTUSt for th¢ yearended 30 September 2022 which are set out on pages I to Respeetlve responsiblliti¢s of trnstees ¢A#miner The charity's tn]stees are responsibl¢ for the preparation of the awounts. The charity's trust¢¢s Consider that an audit is not required for this year under se¢tlOD 144(2) of the Charili¢s Act 2011 (the 2011 A¢t) 4nd that an indep¢Ddent examination is ne¢d¢d IÉ is my responsibility to.. examine the a(mts under section 145 of the 2011 Ac io follow th¢ pro¢¢dures laid down in the genernl Directions by the Charity Commission Lmder section 145 (5)0)) of the 2011 Ad,. and to state whether particular matters have come to my attention Bllsis of independent examlneT'S report My examination was carried out in accordance with the gen¢ral Dir¢ctions given by the Charity Commission¢rs. An examination includes a review of the QUtIng records kept by the charity and a cOmp]sOn of the accounts pr¢5ented with thos¢ records. It also includes considerntion of any unusu&l items or disclosures in the accounts, and Seeking explanations from you as tNst¢¢s concerning any Such matters. Th¢ procedures undertxken do nol provide all the evidence that would be required in an audit. and consequently no opinion is given as to whether the accounts present a'tru¢ and fair view, and the rel is limited to thos¢ motters Sel Out in the stst¢ment below. Independ¢llt examiDer'$ ststement In connection with my examination, no matter h&s ¢ome to my attention: (l) which gives m¢ reasonable cause to b¢lieve in any material Iwect the requirements.. to keep accounting rewrds in accordanee with s¢¢tion 130 of the 2011 A¢t; and to prepare accounts which accord with th¢ aecounting records and eomply with the accounting requirelnents of th¢ 2011 Acl have not been met: or (2) to which. in my opinion. attention should be drawn in order to enable a proper understanding of the accounts be rwhe Davi Clough FCA Ting wood Church LAne Sarrntt Riekmansworth WD3 6HL 9 Deeember 2021