Monkton Combe Village Hall Minutes of Annual General Meeting 22 March 2022
Present Des Wighton (Chairman), Mike Newton (Secretary), Martyn Tranter (Treasurer), D Dee Clark, Andy Hutchinson, Alastair Love, Pat Love, David Le Tall. The Parish Council was represented by Lyn Alvis.
Apologies Received from Penny Tranter, Sue Wighton. Minutes The minutes of the meeting held on the 23rd March 2021 via Zoom, having been circulated previously, were approved and signed.
Matters Arising
None.
Secretary's Report
MCVH Lettings Analysis
| Income from Lettings | Income from Lettings | Income from Lettings | |||||
|---|---|---|---|---|---|---|---|
| 2021 | 2020 | 2019 | |||||
| Band Practice- Fossett | 150 | Band Practice U3A | 582 | Band Practice U3A | 1464 | ||
| Band Practice U3A Rock | -30 | Bluebird Training | 510 | Dance Class | 108 | ||
| Band Practice U3A | |||||||
| Swing | -36 | Childcare Training | 120 | Donation box | 30 | ||
| Bluebird Training | 440 | Dance Class | 60 | Drama rehearsal | 36 | ||
| Eqpt Storage | |||||||
| (Rosicrucian) | 60 | Funeral reception | 42 | Funeral reception | 126 | ||
| Extra cleaning | 20 | Furniture Sale | 60 | Furniture Sale | 120 | ||
| Home Schooling | 1100 | Home Schooling | 460 | Guitar Workshop | 220 | ||
| Meeting | 144 | Meeting | 61 | Harvest lunch | 48 | ||
| Party - Children's | 180 | Music Practice | 42 | Home Schooling | 1600 | ||
| Party - MCS Leavers | 60 | Railway | 124 | Meeting | 50 | ||
| Playwood Forest School | 1770 | Rainbow Theatre | 20 | Music Practice | 88 | ||
| Polling Station | 180 | Singing Group | 200 | Party - Children's | 69 | ||
| Railway | 297 | Table Tennis Club | 432 | Party - Family | 315 | ||
| Rainbow Theatre | 46 | Table Tennis Practice | 503 | Party - Other | 30 | ||
| Rosicrucians | 40 | Wedding deposit | 50 | Polling station | 450 | ||
| Singing Group | 540 | Yoga | 300 | Railway | 409 | ||
| Table Tennis League | 504 | Grand Total | 3566 | Rosicrucians | 455 | ||
| Table Tennis Practice | 642 | Singing Group | 660 | ||||
| TT coaching | 70 | Table Tennis Club | 1260 | ||||
| Grand Total | 6177 | Table Tennis League | 63 | ||||
| Table Tennis Practice | 491 | ||||||
| Table/chair hire | 20 | ||||||
| VPA meeting | 64 | ||||||
| Yoga | 653 | ||||||
| Yoga (Willder) | 140 | ||||||
| Grand Total | 8969 |
Lettings:
We started 2021 with the country still in a state of lockdown and the only bookings we were able to take were for essential educational and training purposes. Whilst our Home Schooling group were able to continue and D Clark's first aid training courses for new Bluebird Care staff provided some income, normal lettings did not resume until May. Ad hoc booking for table tennis practice was allowed in March and in April Tania Orgill, a local resident, booked Wednesdays for her new venture Playwood Forest School based at the Hall. Our Singing Group and the Railway Modellers resumed their regular bookings in June but some groups may not return. Amongst these are the Yoga class and the Rosicrucians. The Home Schooling group, who only met outside for safety reasons, ceased using the Hall in October. League Table Tennis resumed in October but the Oldfield Club is now down to four teams (at one time there were seven). Another significant loss has been the Swing Band which has moved to Claverton Community Centre as the lack of car parking in Monkton Combe has made it impossible for their members. Their Tuesday slot has been filled by the Forest School who for a period were using the Hall for two days a week and they have been the most important source of letting income.
The reduction in our letting income has once again been more than compensated for by government grants and we have received a total of £17,031. These grants were paid to businesses on a flat rate depending on their rateable assessment so for a second year we ended up with greater income than we would normally. Maintenance:
With the disused side door into the kitchen via the 'WI' cupboard becoming an ongoing maintenance problem we decided to remove it and block up the opening with stone at a cost of £2280. The dripping kitchen taps were replaced with new ones costing £49.
Other matters:
The renewal quote from our existing supplier for gas and electricity British Gas Lite was not competitive so we switched in August to EDF on a three year contract. The meters have been replaced with smart meters.
DW had obtained a grant of £4,600 from the National Lottery towards the £6400 cost of installing an audio/visual system, further donations of £500 each being made by the Parish Council and Monkton Combe School, with the Hall providing the balance of £800.
We again participated in the Christmas Lighting trail by putting an illuminated star in the front window, this time using our own specially purchased lighting set.
Treasurer’s Report
The accounts for 2021 have been prepared on a similar basis to those of 2020. The COVID pandemic has continued to distort our income and expenditure, but it is still pleasing to note that our Assets increased in value and that we maintained an Operating Surplus.
Assets and Liabilities 2021
Our Cash at Bank on December 31st, 2021 (all the money in our cash accounts) was £37,517.32 up from £17,241.39 in 2020. Our Shares and Fixed Interest Bonds (Investments) fell by £457.55, from £14,717.60 to £14,260.05. This gives us Total Assets of £51,777.37. This compares favourably with £31,958.97 for last year, an increase of £19,818.40.
Income and Expenditure 2021
Our Income was £29,741.31, up from £20,688.69, an increase of £9,052.62. Our Operational Expenditure was £ 9,465.59, down from £17,689.27 last year, a decrease of £9.465.59. Our Operating Surplus £20,275.93, up from £2,999.42 last year, an increase of £17,276.51.
It is very difficult once more to compare our Income and Operational Expenditure on a “like for like” basis for 2020 and 2021, because of COVID distortions, but here are changes, first dealing with Income. Lettings were £6,054.00, up by £ 2,286.00. Our income from Events was £0, a decrease of £653.00 and our Investment Income was £856,31, up by £49.00. What gave us a large income boost were Donations and
Grants, which rose by £7,370.62 to £22,831.00. We received £17,031.00 in four payments from Invest in Bath (BANES Council COVID support grant), and £4,600.00 from the National Lottery Community Fund, supplemented by very kind donations of £500 each from Monkton Combe School and the Monkton Combe Parish Council, to buy an audio visual sound system (see below). Our Expenditure varied a little in several categories. I remembered to pay the 2021 Insurance in January, rather than December’20 as I did last year, so that it appears on the accounts of the correct year. Electricity was up by £122.76, more than balanced by Gas being down by £205.34. Water was down by £105.21, testimony to our Secretary’s persistence in driving down our suppliers’ quotations. The ill-fated Village Hall Picnic cost us £6.61 in posters. The main expenditure under Sundry was £6,397.20 for our audio visual sound system. In addition, £329.40 was spent on boiler and heater servicing.
Overall, I feel that the Committee again has shown good fiscal sense and management during these troubled times.
Chairman's Report
After the virtual closure of the hall in 2020 due to the pandemic, things slowly started getting back into gear during 2021. As lockdowns went, and lockdowns came back again, several groups tried to resume their activities, even if this meant meeting outside (the choir) or introducing extra hygiene measures to ensure their and other user’s safety. We are grateful to all our hirers for their continued support of course and also to the Government for their grants to compensate for lost earnings over the period.
As Mike noted in his report, car parking for attendees of events or classes in the hall is becoming so difficult that potential hirers are put off before they even look inside the hall. The car park next to the hall is full at most times of the day from local residents who are working from home or possess multiple cars, or both. Unfortunately there is no easy solution to the problem.
Events were also curtailed in 2021. The annual Burns Night was cancelled because of lockdown restrictions but we had hopes for a summer picnic. Unfortunately the other big story of the decade, stormy weather, resulted in our having to cancel at the last minute due to a most inclement forecast – which turned out to be largely true. The installation of the audio-visual system proved instrumental in being able to schedule a lecture by the school historian on the founder of the school, the Revd Pocock, with a slide show on the big screen. This was remarkably well attended – by villagers as well as pupils old and young. It’s also proved useful for presentation of documents or pictures at group meetings such as the Parish Council and the Valley Parishes Alliance.
Given our relatively comfortable financial position, but bearing in mind what I said previously about falling demand for bookings, we are looking to the new year to do more maintenance to improve facilities at the hall which will contribute towards reducing our energy consumption to save us money in the long term and the help the environment in the even longer.
And so we look forward to another year with confidence. All our committee members have survived the last two years and, I hope, are looking forward to helping manage this great village asset for many more. Thanks, as ever, should go to my fellow officers, Mike and Martyn for their dedication in keeping the Hall functioning and profitable but also to all committee members, and David in particular, for their continued work on making it a safe and comfortable environment for the lettings and to ensure its future for the benefit of the whole community.
Resignation The Committee resigned, in accordance with custom. Des Wighton. Mike Newton and Martyn Tranter agreed to serve again as Chairman, Secretary and Treasurer respectively and this was approved.
2022 Committee
All existing members had offered to serve for another year.
The 2020 Committee therefore comprises the officers (above) together with Dee Clark(Church), Andrew Hutchinson (School), Alastair Love, Pat Love, Liz Lee, David Le Tall, Penny Tranter, Sue Wighton, together with a Parish Council member as nominated.
AOB None
Next Meeting 7.30 pm Tuesday, 21st March 2023, followed by a Committee Meeting.
MONKTON COMBE VILLAGE HALL Income and Expenditure 2021
| INCOME Lettings Events Donations & Grants Investment Income OPERATIONAL EXPENDITURE Electricity Gas Water Insurance Repairs and Maintenance Events Sundry (incl investment fees) SURPLUS/DEFICIT FOR YEAR Income Operational Expenditure Operating Surplus/Deficit Surplus/Defecit |
2021 2020 £ £ 6.054,00 3.768,00 0,00 653,00 22.831,00 15.460,38 856,31 807,31 |
|---|---|
| 29.741,31 20.688,69 |
|
| 2021 2020 394,71 271,95 290,46 495,80 50,10 155,31 1.230,45 0 1.028,46 16.315,06 6,61 392,00 6.464,59 59,15 |
|
| 9.465,38 17.689,27 |
|
| 2021 2020 29.741,31 20.688,69 (9.465,38) (17.689,27) |
|
| 20.275,93 2.999,42 |
|
| 20.275,93 2.999,42 |
Independent examiner's report to the trustees of Monkton Combe Village Hall ("MCVH")
I report on the accounts of MCVH for the year ended 31 December 2020, the preparation of which is the responsibility of the trustees.
My examination does not constitute an audit and consequently no opinion is given.
In connection with my examination no matter has come to my attention: (1) which gives me reasonable cause to believe that in any material respects the requirements to keep accounting records, and to prepare accounts which accord with the accounting records, 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 to be reached.
MONKTON COMBE VILLAGE HALL Assets and Liabilities 2021
| CASH AT BANK Balance at 31 December 2020 Income - Hall Expenditure - Hall Investment income net of management fees Surplus/Deficit for year Investment disposal proceeds Balance at 31 December 2021 INVESTMENTS Value at 31 December 2020 Disposals Purchases Unrealised change in value Value at 31 December 2021 INVESTMENT ANALYSIS Value at 31 December HSBC 6.5% 2023 (nom £5,000) National Grid 5.875% (nom £6,000) Vodafone Shares (1,636) |
2021 £ |
2020 £ |
||
|---|---|---|---|---|
| 28.885,00 (9.407,49) |
17.241,39 20.275,93 0,00 |
19.881,38 (17.630,12) |
14.241,97 2.999,42 0,00 |
|
| 19.477,51 798,42 |
2.251,26 748,16 |
|||
| Nil Nil |
||||
| 37.517,32 | 17.241,39 | |||
| 15.374,24 0,00 (656,67) |
||||
| Nil Nil |
14.717,60 0,00 (457,55) |
|||
| 14.260,05 | 14.717,60 | |||
| 2021 5.535,83 6.887,65 1.836,57 |
2020 5.732,50 7.006,52 1.978,58 |
|||
| 14.260,05 | 14.717,60 | |||
| CASH AT BANK ANALYSIS - FOR MANAGEMENT C'TTEE ONLY Value at 31 December Barclays Tilney Virgin Petty Cash |
2021 36.365,30 1.110,10 0,00 41,92 |
2020 7.586,24 362,63 9.250,60 41,92 |
||
| 37.517,32 | 17.241,39 | |||