Kingsnorth Village Hall (KVH) Annual General Meeting 17[th] August 2024 Minutes.
The KVH AGM was held at the Kingsnorth sports pavilion on the 17[th of] August 2024 at 6pm.
In attendance were the trustees Alison Breese (chair) Christine Drury (treasurer) Neil Shorter and Linda Hurcombe.
Apologies: Kirsty Duncan Page KVH manager.
Observer: Jacqueline Male.
Welcome
Alison Breese, chair, welcomed trustees to the AGM .
Approval of the minutes of last year’s AGM.
Neil Shorter proposed and all agreed.
Presentation of the annual accounts, year ending the 30[th of] September 2023 and the chairman’s report.
Kingsnorth Village Hall annual trustees report.
The financial year for the Kingsnorth Village Trust runs from the 1[st of] October to the 30[th of] September.
Our annual accounts must be submitted to the Charity Commission by the end of July 2024 which were duly done.
Our accounts were prepared by our treasurer, Christine Drury, and checked by our auditors, Cassidy’s Limited.
I would like to thank both Christine Drury and Stuart Whorlow, our auditor, for preparing and checking the accounts.
Hiring income was up from £13,575 last financial year to £21,083 this financial year which is due to an increase in our charges and private hire, an indication that the venue remains popular and well used by community groups and individuals.
Our key expenditure item this financial year was the refurbishment of the kitchen and the overhaul of the air conditioning system. The new kitchen has made a considerable improvement to the hall and I would like to give special thanks to KCC for the grant for the new cooker last financial year (£1000) and to Kingsnorth Parish Council for their grant (£4000) towards the cost of the kitchen, without this funding we would not have been able to undertake these works.
The trustees hold two accounts with CAF bank, cash and a gold account and we have £14,755.52 in our gold account compared to £20,266 in 2022 reflecting our expenditure on improvements and maintenance of the hall.
Our income over expenditure is £1,157 and with some large expenditure items on the horizon our priorities for this year will be fund raising.
The annual accounts have been certified by S G Whorlow of Cassidy’s Limited and we present them to members for approval.
Christine Drury proposed the approval of the annual accounts, all agreed, accounts approved.
Appointment of Trustees.
Christine Drury introduced Jacqueline Male to the trustees, and she was invited to be a trustee, all agreed. Jacqueline was welcomed to the meeting.
It was agreed that we should contact both the Church and the school for nominees as per our constitution. The parish council had suggested that their nomination should be invited from the wider community to widen and encourage community engagement.
Appointment of the auditor.
Christine Drury proposed we re-appoint Stuart Whorlow as our auditor, all agreed.
Investment priorities.
Alison drew trustees’ attention to the condition survey conducted by Godden Allan Lawn surveyors and the need for the trustees to consider the implications of the report and our investment priorities.
Although trustees had prioritised improvements to the kitchen, now complete, and the toilets, the survey identified structural problems with the access ramp that required more urgent attention.
Trustees then discussed if we needed planning permission to undertake these works and on what basis we would invite estimates for the works.
Neil Shorter offered to lead on this and report back so that applications for funding can be made.
Linda Hurcombe requested permission to install track lighting above the stage that she would fund which would not be accessible to others.
Following the approval of the installation of a mirror wall at a previous trustees meeting, Linda was reminded that any mirror needs to comply with the appropriate safety standard for a mixed-use area where it could be damaged and or cause injury. LH to investigate and report back.
The lack of storage was discussed as a perennial problem and the need to dispose of broken chairs that were taking up room.
LH was concerned that the folding chairs were not robust enough and presented a potential risk, so a mixture of fixed and folding chairs was considered. Risk assessment of folding chairs to be undertaken by KDP and LH.
Meeting closed at 6.45 pm.