2025-12-31-accounts

Minutes of the Annual General Meeting of Mersham Village Hall Management Committee held on Tuesday, 21 April 2026 in The Coronation Hall at 19.15 hours

Present: Melanie Wells (Chair), Jane Fagg (Treasurer), Fred Ambler, Peter Hawkins, Leigh Lloyd, Keli Tomlin, David Wood, Pat Wood, Elaine Browning, Rick Graham, Joy Hubbard, Pat Smithers and Andrew Wells

Apologies for absence

Bridgitte Attwood and Ed Elcock

To approve the minutes of the AGM held on 7 April 2025

Minutes were approved and signed by Melanie Wells, Chair.

Matters Arising

None.

Chair’s Report

Bookings:

Regular Hirers - Mountbatten Hall

• MH continues to prove popular with badminton players. Four badminton clubs play on a regular basis, along with other people on an ad hoc basis. Rick now runs coaching classes for children on Saturday and Sunday mornings and also coaches on an individual basis.

• Short Mat Bowls play on Tuesday mornings. From December through to March, Ashford Girls Rugby hired hall on Tuesday evenings for keep fit sessions.

• From September through to April, East Kent Morris hire hall on Wednesday evenings and Brownies on Thursday evenings during term time.

• Professional ballroom dancers now hire MH for rehearsals and dance classes.

Regular Hirers - Coronation Hall

• Daytime: Parent and baby dance class on Tuesday mornings when sufficient interest. Pilates classes on Wednesday and Thursday mornings. Children’s performance classes on Sunday mornings.

• Evening: Line Dancing Class on Mondays. Up until Easter holidays, Ashford Pantomime ran children’s musical theatre classes on Wednesdays. However, due to exams, three classes will run on Sunday mornings only until end of summer term. Children’s dance classes on Thursdays and karate class on Fridays.

• CH regularly booked by Capstone Foster Care UK and Operator Training Services for training days. Southern Cesspool also hired hall for training day and in February The National Fisheries Services hired hall for two days for a free fisheries management course for local anglers.

• In June, Danielle gave up running Zumba class on Tuesday evenings for health reasons. Jay Collins no longer runs baby massage class on Monday mornings.

Non-Regular Hirers

• We continue to get regular enquiries for both halls for children’s birthday parties and family celebrations.

Review of Hire Fees:

• Committee agreed from 1 April 2026 hire fees will be: Hourly rate - £16

Children’s birthday parties/family events - £80 for up to 4 hours. Additional hourly rate - £16 per hour. £20 for bouncy castle

Policies/Risk Assessment:

• Policies and Risk Assessment have been reviewed.

Broadband:

• At PC meeting in January, MW asked whether Openreach could investigate possible fault on line. Cllr Stewart thought fault on line was unlikely and more likely an issue with BT’s equipment. Openreach can only test line if broadband contract and router are in place. As committee has agreed not to install Wi-Fi at present, line can be tested by Openreach if Wi-Fi is installed in the future.

InPost Locker:

• At PC meeting in February 2025, MW sought PC’s permission to have locker installed. PC decided not to support request at that time due to shop potentially offering similar service. At our meeting in February, committee asked MW to approach PC again on this matter. Ahead of PC’s March meeting, MW took measurements. Only location that could possibly accommodate 2M locker was on wall to the left of MH entrance lobby. However, height of locker could potentially block flood light on that wall and could also preclude ladder access to bat and bird boxes above. MW raised matter at PC meeting on 16 March. Even if 2M locker could be accommodated, PC thought VH was not a suitable location for an Inpost Locker and didn’t support request.

Maintenance:

Coronation Hall

• In July, unvented water heater sprung a leak and damaged wall of cupboard, both internally and externally. Gavin of Acorn Domestic Repairs installed new combi valve and 22mm leaver valve on the cold water inlet. He also advised lever valve on the hot outlet is not permitted and removed handle so this cannot be tuned off.

Mountbatten Hall

• In line with building regs, Acorn Domestic Repairs self-certified installation of unvented water heater with ABC and MW has received Building Regulations Compliance Certificate, which is held on file.

• Following installation of water heater, loft was cleared and waste, together with unwanted chairs and other items, were taken away by John Ripley, who is a licensed waste carrier.

• John McClean has painted entrance lobby and put up coat hooks; all previous coat hooks having been removed and taken by Mersham Little Stars. To accommodate coat hooks, one of the large notice boards has been relocated to main hall. Both windows replaced by Mercury Windows on 9/4/2026.

• John has painted exterior side of windows down side of hall.

• Sam from Hinges and Brackets at Evesgate has fitted new locks to Ladies toilets. He fitted wide fingerplates over holes where existing locks were and also replaced missing/broken brackets and screws to toilet cubicles in both Ladies and Gents toilets.

• Sam also removed bolt on fire door to Desmond Draper Room and fitted fingerplates on both sides of the door.

• On 25 November Lee Graham from Aylesford Fire Protection Ltd carried out annual fire extinguisher service and issued Certification of Compliance.

• On 8 January water leak discovered, caused by burst pipe in loft. Fortunately, no major damage. Water turned off and regular hirer cancelled. MW contacted Acorn Domestic Repairs. Gavin attended 9 January and repaired pipe.

• On 16 January Sujo (Ashford Badminton) contacted MW to advise of water leak in hall. Water had leaked from loft into kitchen, storeroom and hall caused by two burst pipes and leak from valve of new water heater. MW phoned Acorn Domestic Repairs on Monday morning and Gavin came out that afternoon. In view of age and quality of existing copper pipes, coupled with recent burst pipes, he recommended replacing the copper pipes with plastic pipes. MW agreed. On 27 January Gavin replaced all existing pipework. He also lagged new pipework and repaired leak on mixer valve of water heater.

• John has started decorating Desmond Draper Room. As window frame was rotten and latch was missing, window was replaced by Mercury Windows on 9/4/2026.

• Due to burst pipes in loft, storeroom suffered water damage. Walls and ceiling are now showing signs of mould. MW has asked John to treat mould and decorate room once he has finished decorating Desmond Draper Room.

Grounds

• In May, water leak was discovered at entrance to car park. MW reported this to South East Water who, after attending the site, advised water leak was not their responsibility due to its location. MW reported water leak to PC at May’s meeting. As water leak was on PC’s land, PC agreed to pay for repair up to the value of £5,000. Due to age of existing black plastic pipework and also that it ran underneath car park, it was recommended existing pipework be disconnected and new water supply pipe be relayed from water company stop valve to Ladies toilets in MH, where stop cock is located. Two quotes were obtained from Water Safe approved plumbers and CWS Moling’s quote was accepted. Total cost £2,100.

• John has removed fencing panels and gate at entrance to side of MH.

• In March, David Smith landscaped area in front of MH kitchen window. He also removed stones to the right of the bench, which were left by Forest Homes, and concreted this area. MW contacted Cllr Paul Bartlett requesting funds from his Ward Member Community Grant Scheme towards project and he very kindly provided a grant of £680. MW expressed her thanks for Paul’s support.

Car Park

• Recently, the residents of Jemmett Meadow installed a locked gate on pathway connecting new development to VH car park. Gate was installed without the prior knowledge of both the PC and VH Management Committee.

• MW looked through Planning Application 18/01016/AS on ABC’s website to ascertain who requested pathway connecting new development and car park. The Planning, Design and Access Statement states pathway is a planning requirement of ABC. However, Application for Planning Permission dated 27/11/2018 states there are no new public rights of way to be provided within or adjacent to the site.

Other:

• MW thanked committee for their continued support over the past year, which she said was very much appreciated. MW also thanked JF and LL for the many hours they have given and contributions they have made to help make VH the successful venue it has become.

Questions from the Floor:

None.

KT thanked MW for all her hard work over the past year.

Treasurer’s Report

Treasurer’s Report for the period 1 January 2025 to 31 December 2025:

On 1 January 2025 a balance of £27,835 was brought forward.

We earned £158 from interest on our Savings Account.

Most of our income came from hire charges for use of the halls: £19,555 from regular hirers, £4,560 from non-regular hirers and £240 for Election Services.

Expenditure payments include: Insurance - £1,607 Business Rates - £450 Fire Safety checks - £157 Music Licence - £157

The annual cost for electricity came to £1,935, down by over £2,500 thanks mainly to more efficient lightly and heating.

Water and Sewage charges were £638, an increase of £121.

Property maintenance and cleaning expenses came to £6,185, which includes £1,722 spent on work following problems with the immersion heater and water cylinder last March plus a water leak in August, and £1,466 for painting and decorating.

Other expenditure included £480 for the removal of the old walnut tree. We ended the year with a balance of £39,632.

The Accounts have been audited by Mr David James. Many thanks go to him for doing this.

A copy of the Accounts, together with his report and a copy of this AGM’s Minutes, will be submitted to the Charity Commission.

So far this year our insurance premium has cost £1,594 and water and sewage charges £716, a further increase of £78.

Our rates bill has increased to £1,235, an increase of £785. We receive 80% mandatory rate relief but all the relief allowances, introduced during Covid 19, have now ceased. We have also incurred costs of £977 to have old water pipes, etc. replaced, plus £1,762 for landscaping work.

Many thanks must go to Melanie who works very hard dealing with hirers for the halls and organising the repairs and refurbishments needed.

Our balance at the Bank on 20 April 2026:

• Bank Account £24,388

• Savings Account £15,775

Treasurer’s Report was accepted as a true record.

Election of Officers and Committee Members

Chair – Melanie Wells Proposed: Keli Tomlin Seconded: Leigh Lloyd Treasurer – Jane Fagg Proposed: Keli Tomlin Seconded: Leigh Lloyd

Committee Members: Bridgitte Attwood* Keli Tomlin David Wood Pat Wood

All carried from the floor.

*Voted for in their absence.

A.O.B.

• Joy Hubbard asked if heaters in MH could be altered to come on in pairs rather than groups of four and six. MW will contact Neil Radford to see if this is possible. If not, she will ask him to turn off alternate heaters.

• Rick Graham asked what happened to bin in storeroom into which he put broken shuttlecocks etc. after sweeping floor. MW said it was still in there but she would put black sack in bin. She also said Short Mat Bowls could empty contents of their hoover in it now outside bin by bench has been removed.

Next Meeting

The date of the next ordinary meeting will be arranged shortly.

Meeting Closed

There being no further business the meeting closed at 19.45 hours.

Signed: Melanie Wells (Chair)

MOUNTBATTEN VILLLAGE HALL

STATEMENT OF ACCOUNT 01-01-2025 TO 31-12-2025

INCOME Balance brought forward Savings Account Interest Cheques Issued but not presented Invoices Paid Late - Debtors 2024 Hire of Hall: Regular Hire - Invoiced Refunded Hire Fee Other Hire - BACS Other Receipts: Grants Donations Election Services Miscellaneous EXPENDITURE Admin: Insurance Ashford Bor. Council Rates Fire Safety Check PPL/PRS Music Licence Bank Fees Postage/Other Admin Utilities: Electricity Water/ Sewage Property Maintenance: Electrical Work Water & Plumbing Painting & Decorating Cleaning Services Housekeeping Supplies Other Maintenance Other Expenditure: Waste Clearance Garden Waste Service Tree Surgery Cheques presented from previous year Debtors 2025 ON HAND: Savings Account Balance at Bank Cash Cheques	19,555.25 £ 40.00 -£ 4,600.00 £	27,834.94 £ 158.01 £ 40.00 £ 1,052.50 £ 24,115.25 £ 240.00 £
	- £ - £ 240.00 £ - £
	1,607.01 £ 449.55 £ 157.20 £ 157.36 £ 9.98 £ 33.37 £
		53,440.70 £
		2,414.47 £ 2,572.69 £ 6,185.98 £ 817.00 £ - £ 1,818.25 £ 39,632.31 £
	1,934.64 £ 638.05 £
	- £ 1,721.89 £ 1,466.00 £ 1,950.00 £ 296.61 £ 751.48 £
	275.00 £ 62.00 £ 480.00 £
	15,723.44 £ 23,628.71 £ 168.16 £ 112.00 £
		53,440.70 £

CHARITY COMMISSION FOR ENGLAND AND WALES Independent examlner's report on the accounts Seclion A Independent Examiner's Report Report to th• tru8t•8 Mom￿r8 of On iccounts fortho yoar frnded Charlty no lif any) loZ7 S•t out on pag•s I reFQrt lo the ITu5te05 ¢)n my examination of th8 8ccoJnls of the abov charty lthe Trust.) forlhe year end8d S i ( i i l i Respon81bllltle8 and As the charity tru8tses of the Trust, you are respJ)&tle lor the preparation ba515 of report of the accounts in acuxd8nce Tth the requirements of the Chariues Ad 2011 Acri. I r8POrt in respect of my examination of Ihe Tfusl's a￿ounts carried out under section 145 of the 2011 Act and In Ca￿ng out my examination, I h8ve followed the ap￿icable Diredons given by the Charity Commi55lon under section 14515llb} of the kt. Independent I have completsd my examinati(￿. I confimi thal no malerfal matters have examlnerfs statsment come io my attention lothw than that disdos8d below'l in ￿nnectiOn with the examinab'on vthich gNes me rAuse to bdieve that in, any material accounting re￿rdS weTe not kept in accordanc4 wrth section 130 of the Act or the accounts do not accorrl vAth the accounung tscord8 I have no ct)ncem5 and have come across no other matters In connection th the examination lo which attent￿n should be dravm in orderto enab￿ a proFer understsnding of the accounts lo be reached, ' Pl&as6 d&l6le Ihe words in the br8ck6ts rfth8y {) not 8ppty. Slgn•d: Dat•; N•m•: Relevant prof838lonal qll8lfficatlonlil or body {If any).. Addrnss:

clion B Disclosure Only compL8t8 rf the 8xaminef needs lo highlsghl matt8rs ol concem (see CC32, Independent examination of charity accounts.. direcb'ons and guidance for examlnersl. Glv• h•r• brifrf dotall$ of any itoms that tho examlnerwlshes to dlsclos0. J ¢aFpJ