## **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 1. The Chairman, Mr Mike Delany, welcomed all those present to the meeting. Apologies: M Pike, T Fairhurst, F Platt, M Truss, C Collins, 2. Minutes of the Annual General Meeting 10 November 2021 – Agreed and signed 3. 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) 5. 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. 7. 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. 9. 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 TGrants 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 £ - - - -** OK **Endowment funds to nearest £ - - - - - -** **Current value (optional) - - - - -** **Current value (optional) - - - - - - - - - When due (optional)** Date of approval