2022-09-30-accounts - Milland Valley War Memorial Hall

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MILLAND VALLEY MEMORIAL HALL - Registered Charity 305385

Chairman: Mr Mike Delany Administrator : Mrs Louise Knight 8 Pennels Close, Milland, Liphook, West Sussex GU30 7NL – Telephone 01428 741433 Email: milland.hall@gmail.com

Minutes of the ANNUAL GENERAL MEETING of MILLAND VALLEY WAR MEMORIAL HALL Wednesday 2[nd] November 2022

Attendees: Trustees – Mr M Delany (Chairman), Mr A Haslam, Mrs A Parker, Mrs L Grocott,

Administrator – Mrs L Knight

Community – Mr L Grocott, Mr J Collier, Mrs S Marston

The Chairman, Mr Mike Delany, welcomed all those present to the meeting.

Apologies: M Pike, T Fairhurst, F Platt, M Truss, C Collins,

Minutes of the Annual General Meeting 10 November 2021 – Agreed and signed
Report on 2021/22 – Mr Mike Delany, Chairman

Highlights of the year were outlined as:

More or less back to normal after Covid-19
Further Covid-19 re-opening support from WSCC
Covid Support ringfenced for a number of improvement projects
New Website
Record receipts from Nursery School Quiz
Some Groups cutting back hours
Handover to New Chair of Trustees
Increased role for Administrator

2020/21 Management Committee comprised:

Trustees: - Mike Delany- Chairman, Alison Parker-Deputy Chair, Lorraine Grocott, Trevor Fairhurst, Fiona Platt, Matthew Pike, Maureen Truss (PC representative), Claire Collins, Andy Haslam.

Representatives: - Sarah Marston (Nursery School), Lorraine Grocott, (Yoga), Nick Harling (L&DMRC) Administrator: - Louise Knight

Trustees Objectives were confrmed as:

To maintain a well-presented hall for all of the village.
To meet the needs of our regular and ad hoc users.
To use donations and fundraising monies for hall improvements.
To use hire charges to cover the day to day running of the hall.

 To set hire charges that fairly balance the costs between regular and ad hoc users and those within the village and those from outside the village. Minutes of the Annual General Meeting of Milland Valley Memorial Hall, 02 November 2022 Page 2.

2021/22 Regular users:

Monday: Nursery School Monday Night: Yoga Tuesday: Nursery School Tuesday Night: Yoga Wednesday: Nursery School Wednesday Night: Pilates Thursday: Nursery School Thursday Night: Tap, Milland Cinema (monthly) Friday: Our Song (am) Friday Night: LDMRC- Model Railway Club Saturday: Ballet

Events Held at the Hall 21/22:

Milland Gardening Club, Milland Bonfire, Christmas Fair, Yoga Workshops, Craft Fair, Soundbath, Ballet Exams, Queen’s Platinum Jubilee, Parish Council Meetings

66 Parties and Meetings.

Behind the Scenes 21/22

95 bookings taken (61 last year)
121 invoices raised (63 last year)
326 payments in an out (260 last year)
36 cheques made out (37 last year)
62 Online Transfers made (44 last year)
Accounts balanced with Nat West and Lloyds monthly
AGM + 4 committee meetings
H&S surveys and regular testing and checking of alarms and emergency lights
Routine upkeep, cleaning, and servicing.

Solar Generation 21/22:

Electricity Generated = 4,100 kWh – (previously 3,626). Total savings: £1,062 (previously £888), Still above annual target of £742 pa. for 20 years.

Outlay: £7620 in May 2015. Some 2 tonnes of Co2 emission avoided again this year.

So far over 15 tonnes of CO2 emissions have been avoided. The hall has saved over £7,000. The panels will soon have paid for themselves. Another 12.5 years to go before the feed in tariff ends. The hall will profit by some £10k- £2k more than originally calculated.

Special Projects and Initiatives 21/22

Sanding and repolishing of hall floor
Replacement Awning
New Website
Refurbishment of Childrens and disabled toilets.

4. Financial Statement Highlights 21/22:

Hall hire levels not quite back to pre-covid levels but made up by reopening support from WSCC
Expenses increasing even before energy cost rises
Increase in fundraising mainly due to Nursery quiz.
Over £17k spent on improvement projects
Total funds a bit less than expected mainly due to spending more on toilets.
Overall the halls finances are still quite healthy and double what they were 10 years ago.

Minutes of the Annual General Meeting of Milland Valley Memorial Hall, 02 November 2022 Page 3.

Total Funds 30 September 2022

 Hall Account with NatWest - £3,389  Social Club Account with Lloyds - £391  Savings Account with Virgin Money - £41,534

Savings Account with Virgin Money
Total Funds
£45,314

Total Funds Annual Comparison

Shows an Excess of Income over Expenditure of £-9,823 (£7,221)

Budget 2022//23 – Total Receipts £27,075

Total Payments £27,321 Excess of IOE - £246 Cash funds at year end- £45,068

Receipts 2021/22: Total of £28,672

Hire of Hall- £14,289 Regular Users & Ad Hoc Hire (£8,650 year before)
Fundraising- £10,682 (200 Club Easy fundraising, Bonfire Raffle & Soup, Nursery School Quiz Night (£6,880 last year)
Grants and Donations- £2,744 from Covid Grant and Donations (£8,172)
Other- £957 feed in Tariff, Interest (last year £849).

Payments 2021/22: Total of £38,495

Hall Running Costs: £17,872 (Rates & Water, Energy, Insurance, Administrator, Cleaning, Building Maintenance, Trade Waste, Admin and Sundries) (last year £14,530)
Special Projects: £17,394 (£NIL)
Cost of fundraising: £3,229 for 200 Club Prizes (last year £2,800)
Fundraising 2021/22:
200 Club Subs £6,125 – Prizes £3.033 = Funds £3,092
Easy fundraising – £121 (£122 last year) (£142 year before)
Bonfire Night Raffle and Soup- £969.00 (Not Held last year) (£345 year before)
Nursery School Quiz – £3,468 (Not Held last year) (£2,253 year before)
Rude Mechanicals Not held (£73+ Hall Hire last year) (£147 year before)
Rural Fair - not held since 2019

Minutes of the Annual General Meeting of Milland Valley Memorial Hall, 5 November 2020 Page 4.

An Independent Examination of the 2021/22 accounts had been undertaken by Mrs Anne Alderman. The accounts were approved. (See Attached)

Mrs Anne Alderman reappointed as the Independent Examiner for 2022/23.

6. Future Projects and Initiatives planned for 2022/23:

Oil Tank Enclosure- wooden enclosure to match sheds estimate £2,500
Replacement of Committee Room Chairs estimate £1000
Roof Inspections
Accommodating the village archives- still needs to be decided but looks difficult without extension of the hall.

Mr Delany thanked all those who use the hall, the fund raisers, the users, the volunteers, Parish Council, Administrator/Booking Secretary, Trustees, Contractors, Supporters who help maintain the hall.

Election of Trustees for 2022/23

The (8) nominations were:

Andy Haslam, Alison Parker, Trevor Fairhurst, Fiona Platt, Maureen Truss, Matthew Pike, Lorraine Grocott, Claire Collins

They were unanimously elected as Trustees for 2022/23.

8. Any Other Business

Thanks, were expressed to the hall committee for all their work behind the scenes to provide the community with a well-managed and attractive facility. Special thanks were extended to Mike Delany for all that he did over the years as Chairman.

The First Meeting for Trustees will be held on 7[th] December 2022.

Chairman: …………………………….. Date: ……………………………

These Minutes are unconfirmed until signed by the Chairman

Mi I land Valle¥ Mernorial hall Registered Charity No. 305385 Receipts and Payrnents Account 01 Ortober 2021- 30 September 2022 Unresrricre¢J Rewiae T<rtal Fund5 d Funds Fw Priof Year Grants and Donations Hire of Hal l & equipment Fundraising Feed in Tariff 2,744 14.289 10,682 2.744 14.289 10.682 8.172 8,650 667 182 24.551 Interest income 114 28.672 114 28.672 Rates and water EnerBV Insurance 513 1.626 713 513 1,626 713 353 1.858 902 Consultant administration Cleanin Cleaning supplie5 Building maintenance Trade waste 4.24D 4,157 675 3.353 794 1.801 17,394 3,229 38 495 4.240 4.157 675 3,353 3.385 4,185 1.467 737 1.375 Adrninistration and sundries i.ROi 17,394 3.229 38,495 Special projecrs COST of funclraisinR Totsl payrts 17,330 Excess of tncome over 9.823 9.823 7.221 expenditure Cash funds brought forward t 01 October 2021 55.137 55.137 47,916 Cash funds carried forward at 30 September 2022 45.314 45.314 55.137

Milland Valley Memorial hall Registered Charity No. 305385 Receipts and Payments Account 01 October 2021 - 30 September 2022

Receipts Grants and Donations Hire of Hall & equipment Fundraising Feed in Tarif Interest income Total Receipts Payments Rates and water Energy Insurance Consultant administration Cleaning Cleaning supplies Building maintenance Trade waste Administration and sundries Special projects Cost of fundraising Total Payments Excess of income over expenditure Cash funds brought forward at 01 October 2021 Cash funds carried forward at 30 September 2022	£ £ £ 2,744 2,744 14,289 14,289 10,682 10,682 843 843 114 114 Unrestricted Funds Restricted Funds Total Funds
	28,672 - 28,672
	513 513 1,626 1,626 713 713 4,240 4,240 4,157 4,157 675 675 3,353 3,353 794 794 1,801 1,801 17,394 17,394 3,229 3,229
	38,495 - 38,495
	- 9,823 - - 9,823 55,137 55,137 45,314 - 45,314

Prior Year £

8,172 8,650 6,880 667 182 24,551

353 1,858 902 3,385 4,185 268 1,467 737 1,375 - 2,800 17,330 7,221

47,916 55,137

Charity Name Milland Valley War Memorial Hall

No (if any) 305385

Receipts and payments accounts

Period start date To 10/1/2021

Period end date 9/30/2022

For the period from

Section A Receipts and payments

----- Start of picture text -----
Unrestricted Restricted Endowment
Total funds
funds funds funds
to the nearest
to the nearest £ to the nearest £ to the nearest £
£
A1 Receipts
Grants & donations 2,744 - - 2,744
Fundraising receipts 10,682 - - 10,682
Hire of facilities 14,289 - - 14,289
Feed in tarif 843 - - 843
Interest 114 - - 114
- - - -
- - - -
- - - -
28,672 - - 28,672
Sub total (Gross income for AR)
A2 Asset and investment sales,
(see table).
- - - -
- - - -
Sub total - - - -
Total receipts 28,672 - - 28,672
A3 Payments
Fundraising costs 3,229 - - 3,229
Costs of charitable activities 34,971 - - 34,971
Governance costs 295 - - 295
- - - -
- - - -
- - - -
- - - -
- - - -
- - - -
Sub total [ 38,495 ] - - 38,495
A4 Asset and investment
purchases, (see table)
- - - -
- - - -
Sub total [ - ] - - -
Total payments 38,495 - - 38,495
Net of receipts/(payments) - 9,823 - - - 9,823
A5 Transfers between funds - - - -
A6 Cash funds last year end 55,137 - - 55,137
Cash funds this year end 45,314 - - 45,314
----- End of picture text -----

Section B Statement of assets and liabilities at the end of the period

			Unrestricted		Restricted
Categories	Details		funds		funds
B1 Cash funds	Bank - current Bank - deposit Social fund account *Total cash funds*		to nearest £ 3,389 41,534 391 45,314		to nearest £ - - - -
	(agree balances	with receipts and payments account(s))	OK	OK
			Unrestricted		Restricted
			funds		funds
B2 Other monetary assets	Details		to nearest £ - - - - - -		to nearest £ - - - - - -
B3 Investment assets	Details		Fund to which asset belongs	Cost (optional) - - - - -
B4 Assets retained for the	Details The hall freehold is	held by Milland	Fund to which asset belongs	Cost (optional) -
charity’s own use	Parish Council as custodian trustee Hall equipment		Unrestricted		- - - - - - - -
			Fund to which		Amount due
B5 Liabilities	Details Booking deposits Accrued expenses		Unrestricted Unrestricted liability relates		- - - - - (optional)
Signed by one or two trustees on behalf of all the trustees	Signature		Print	Name

Signed by one or two trustees on behalf of all the trustees

----- Start of picture text -----
CC16a
----- End of picture text -----

Last year

to the nearest £

8,172 6,880 8,650 667 182 - - - 24,551

24,551

2,800 14,235 295 - - - - - - 17,330

17,330 7,221 - 47,916 55,137

Endowment funds

to nearest £ - - - -

Endowment funds to nearest £ - - - - - -

Current value (optional) - - - - -

Current value (optional) - - - - - - - - - When due (optional)

Date of approval