## **MILLAND VALLEY MEMORIAL HALL -** Registered Charity 305385 ------------------------------------------------------------------------------------- Chairman: Mr Andy Haslam 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 29[th] November 2023** Attendees: Trustees – Mr A Haslam (Chairman), Mrs A Parker, Mrs L Grocott, Mr T Fairhurst, Mrs C Collins, A Carruthers Administrator – Mrs L Knight Representative- Mrs J Mealey 1. The Chairman, Mr Andy Haslam, welcomed all those present to the meeting. Apologies: M Pike, F Platt, C Beattie 2. Minutes of the Annual General Meeting 2 November 2022 – Agreed and signed 3. Report on 2022/23 – Mr A Haslam, Chairman ## Highlights of the year were outlined as: - New Committee Room Chairs - New Hedging around Oil Tank - New Oven for Kitchen - New Trustees - New Ownership of Milland Valley Nursery School - Successful Nursery School Quiz ## 2022/23 Management Committee comprised: Trustees: - Andy Haslam- Chairman, Alison Parker-Deputy Chair, Lorraine Grocott, Trevor Fairhurst, Fiona Platt, Matthew Pike, Sir John Wigram (PC representative), Claire Collins, Andrew Carruthers, Claire Beattie Representatives: - Jo Mealey (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, 29 November 2023 Page 2. ----------------------------------------------------------------------------------------------------------------- ---------- 2022/23 Regular users: Monday: Nursery School Monday Night: Yoga Tuesday: Nursery School Tuesday Night: Ballet 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 22/23: Milland Bonfire, Yoga Workshops, Craft Fair, Soundbath, Ballet Exams, Parish Council Meetings Parties and Meetings ## Behind the Scenes 22/23 - 66 bookings taken (95 last year) - 117 invoices raised (121 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. ## Special Projects and Initiatives 22/23 - New Oil Tank Enclosure - New Committee Room Chairs - Roof Survey - New Oven ## Financial Statement Highlights 22/23: - Hall hire levels remaining positive -no grants offered to the village hall this year. - Expenses increasing even before energy cost rises across the board - Fundraising mainly due to Nursery quiz. 200 Club remains stable membership numbers - Overall, the halls finances are still quite healthy. ## Total Funds 30 September 2023 - Hall Account with NatWest - £1,252.44 (£3,389- Last Year) - Social Club Account with Lloyds - £5,520.92(£391- Last Year) - Savings Account with Virgin Money - £41,700.11 (£41,534-Last Year) - Total Funds - £48,473.47 (£45,314- Last Year) Minutes of the Annual General Meeting of Milland Valley Memorial Hall, 29th November 2023 Page 3. ----------------------------------------------------------------------------------------------------------------- ---------- Receipts 2022/23: Total of £26,227 - Hire of Hall- £16,060.13 Regular Users & Ad Hoc Hire (£14,289 year before) - Fundraising- £9,144.00 (200 Club Easy fundraising, Bonfire Raffle & Soup, Nursery School Quiz Night (£10,682 last year) - Grants and Donations- (Last year £2,744) - Other- £857 feed in Tariff, Interest £166.00 (last year £957). ## Payments 2022/23:Total of £23,252 - Hall Running Costs: £19,054.00 (Rates & Water, Energy, Insurance, Administrator, Cleaning, Building Maintenance, Trade Waste, Admin and Sundries) (last year £17,872) - Special Projects: £1,320 (last year £17,394) - Cost of fundraising: £2,878 for 200 Club Prizes (last year £3,229) ## 5. Fundraising 2022/23: - 200 Club Subs £5,720.00 – (Last Year-£6,125) - Easy fundraising – £66.20 (£121 last year) - Bonfire Night Raffle and Soup- £1012.14 (969.00) - Nursery School Quiz – £2,345.00 (£3,468 last year) An Independent Examination of the 2022/23 accounts had been undertaken by Mrs Anne Alderman. The accounts were approved. (See Attached) Mrs Anne Alderman reappointed as the Independent Examiner for 2023/24. 6. Future Projects and Initiatives planned for 2023/24: - Battery Units to utilise Solar Panel Feed In. - Flooring Resurface - Roof Works - Painting and Internal Decoration Mr Haslam 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 2023/24 The (10) nominations were: Andy Haslam, Alison Parker, Trevor Fairhurst, Fiona Platt, Andrew Carruthers, Matthew Pike, Lorraine Grocott, Claire Collins, Claire Beattie, Sir John Wigram They were unanimously elected as Trustees for 2023/24. ## 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. Minutes of the Annual General Meeting of Milland Valley Memorial Hall, 29[th] November 2023 Page 4. ----------------------------------------------------------------------------------------------------------------- ---------- 9. The First Meeting for Trustees will be held on 21[st] February 2024. Chairman: …………………………….. Date: …………………………… These Minutes are unconfirmed until signed by the Chairman Milland V8lley Mernorial hall Registered Charity No. 305385 Receipts and Paymonts Account oi ortober 2022- 30 Septernber2023 Unrestrirtod Rostrirtod Totsl Funds Funds Fund5 Prior Year Receipts Grant5 and Don3tion5 Hlre of Hall & Èqulpment Fundr3ising Feed in Tariff Interest income 2,744 14,289 10,682 16,060 9,144 857 I6.Of￿) 9.144 857 166 166 114 Totsl Re(eipt5 26,227 26.227 28,6n Paytnent5 Rates and water EnerEV In5ur8nce 513 1.511 1.511 1.626 713 Consultant administration Cleaning Cleaning supplies Building mèintenance Trade waste Administration and sundrie5 Special projects C05t of fundr3ising Totsl Payments 6,720 4.381 4￿) 6.720 4381 4[￿1 4,240 4,157 675 2.578 Sn 2.578 871 3,353 1,257 1,320 2,878 23.252 1,257 1.320 2.878 23.252 1,801 17,351 3,229 38,495 EX￿55 of incorne over expenditure 2,975 2,975 9,823 Cash funds brought forward at Oi October 2022 45.314 45.314 55.137 Cash funds carried forward at 30 Soptember 2023 48.289 48.289 45.314 CHARITY COMMISSION | £NGLA￿l AW) Receipts and payments accounts To CC16a 011IOR3022 W2023 Section A Receipt5 and payments Vnresincled Rtr51¥lctèd lunds Endowrnenl Total lunds Sl ye4T A1 R¢c0l 2.714 Fur4r F••Om ub toi•ll 3Z7 14.172 AR) A2 AM•t •nd InvHfmvrtMkn•, IM• tsbl•l. 21 28,172 A)P• m•n JJ >4.171 al 25J12 J4A91 hv￿. ••• JB.495 N•t olr•¢¢lpwp•yiii•ntsJ AS Trnnsf•rs b•r*••n lunth A6 C4Ahfundi Ixt yoarond 1975 •.B23 1S.Jl4 CCXXRI Sectlon B Stst8ment of assets and Ilabllltles at the end of the porlod UDtssinclpd lunds R•slric10d lund• Enllo¥Jment lund$ Bl Cash lund¥ 41.71b] Toi•l c•sh lurtds endwbThont lundj D*knils uff•M ¥th• D•tJils B3 In¥Mtyn•ni •u•ts Dqt*ilS 84 A•••ts r•i*lrrtd lorth• ¢h•rtty'i own Details S LI•￿IlY•1 D•* of ro¥B1 l4'11711, .13 Milland Valley Mernoiial hall Re8isiered Chafily No. 305385 Re(eipls avd Payments A(count i OJ O£tober 2022- 30Septernber 2023 Unre5trKted Restrirted Funds Funds Toul Funds Prior Year Refelpts Gr3nt5 and Donaiions Hire ol Hall & equ¢pmeni Fundraising Feed in Tariff Inierest income Total Rettlpts 2,744 J4,289 10,682 16,060 ' 9.144 857 166 26.227 9.144 857 166 26.227 114 28.672 Payments Raies and water Energy Insurance Consultant adrninistration Cleaning j Cleanin8 5upplie5 B￿lIdIn8 maintenan Trade waste Administration and sundrles Special project5 Cost of fundraising Total Payments 513 1.626 713 4.240 4.157 675 3.353 794 1.801 17,394 3.229 38.495 1,511 1.511 6.720 4.381 6.720 4.381 460 1 578 871 L257 1.320 1 2.878 23.252 2.578 871 1 1,320 2,878 23.252 Excess ol income over expendlture 2,975 2,975 9.823 Cash funds brought forward at 01 October 2022 45.314 45.314 SS.137 Cash funds carried forward at 30 September 2023 48.289 48.289 45,314 5.7&)fil Jlk14 i5F JOJ SMI Lslll Lsiilo l5JOthI u. uDt•i ijx U5? 17fy iJ& ¢4 43S?11 3gL)4 1 •lSJJ rt SSb)•1 41.7thLX &k I￿1¥ l.J15¢0 IDdep¢ndent Ex*miDer'i R¢port to the Trns¢¢¢s of Mi118Thd VAllev W¥r Memorial (Registrrtd chari￿, number 305385) I re￿rt to the tru5*es on my euminaiion of ihe 4¢￿￿￿ts ofMill8nd Valley War Memorial Hall (th¢ Chariryl for th¢ yw¢nded 30 SeptemiKr 2023. Rest￿nsIbIlItIeS Attd b#si4 of report As ih¢ chgril) tru51ees ofihe Charity you are re5wJnsible for the prtwation of the accounts in ac￿rdI￿ with the r¢quir¢m¢nts of the Charitiu Aci 20111'th¢ Aci"). I report in resttti of my examimiion of the Charity'$ accounts carried out under 5cc¢ion 145 of the Aci and irt carrying out my examinaiion I havc followed all the applicable Dir¢rtion5 given by the Charity Commission un&r seciion 14515Mbl of ihe Acl. Independent ex*mi•er'$ ststement I have compleied m). examinaiion. I Confi￿ that material matters hJv¢ corne to my atteniion in conneclion with the exarnin8tion 8iving m¢ ¢ause ￿ believ¢ that in any material resp￿". accouniin8 records We￿ Tr)t kept in re5pert of the Chariry as required by section 130 of the Act. or I ￿¥t no ¢on¢erns •thl have come acmss M oth¢rmallers in connec¢ion with the exwniniiion ￿ which attention sknuld be drawn in this re￿￿ in ord¢r io embie a understhnding of the accounts to be rexhed. Si￿d. .. Anne Ald¢￿an ACA 13 Millvale Meadows Milland Liphook GU307LZ Datrd: ..i¢li.Il.ts........... Reply * Reply all -> Forward E ArchNe O Delete Fb Set flag Try the new Outloo Milland Memorial Hall AA anne aldeTman To.. Louise Knight Save all att3(hmentS 2023 accourrtsthx 1x79 KB 2023ChComm ¥CoUn￿5 177.9 2022 Hall w0tknry￿SX 18.17 KB Dear Louise, Thankyouforyourreswnse5 arhd attachments. In re5pectof the5plrt of the paymenttow)u. I thlnkthatthe all¢xatlon of £30 toexpwSeswass￿nethIngthat Lorralrbe Instlgated. A5 your role15 somewhat dlfferent I don't think bt needsto besp1￿ so In theworking schedule I've aitached, I have mO￿d Itall to'consultant administratlon.. You might iustneed totell the committee. I queried the creditwth Certa5 becavse the135toil deIr￿rydidn't appearto havecomefromthetn. ￿dOesn't affertthe accounts. l attach a working schedule of how I've reallocated rhe base flgures from your account5forthefftnal figures. The change5 are.. cheques 857 ènd 859 had been Included In the 2022 ac£ountS50 I have tsken them oui - uncleared cheques 893 and 894 hAvÈ been Irduded. Bythew3ytFEse should be £69 and £115 and not £71.25 and £118.75 asshown on youryearend figure5. I havE nottod outtho £60thatwas'banked' twicé. -1 have realloL*ed £156.22 of papertowe15 thathad gotIDtothewro￿ column, and I have reallocated partof you fee Inthefirst partof theyearas mentsoned above. Please come backto me If you have an¥queriesabout anyof these. l a150 attach the fin81 accountsandthose forthe ChartyComtni55ion. Once th￿ Comrnrttee haveapprovedthe account5 1 am happyto i55ue my report. eestKryshe5. Anne