ALDERBURY VILLAGE HALL MANAGEMENT COMMITTEE Charity Registration number 305458 Minutes of the Annual General Meeting Held on Tuesday 21st of May 2024 in The Village Hall
Chair: P Tapper
Present: R Gray, P Copley, M Huntley, P Dean, S Gonzalez, S Mouland, J Charlton, D Marshall &
M Clarke
Apologies: F West had sent apologies in advance & arrived at 19.23
A warm welcome from the Chairman Peter Tapper to the AVH AGM for 2023/24. This meeting will reflect on the past twelve months activities.
Firstly, can we please be upstanding in memory of Bernice Allott/Richard Wharton who were both stalwart members of the village hall committee for many years. Thank you.
1. Minutes of AGM held on 24[th] of May 2023 were distributed & signed with no comments.
2. Hon. Treasurer’s Report-R Gray
- Treasurers report for year ended 21st March 2024.
The report began by thanking Sarah Cross for auditing the accounts again this year, it is very much appreciated.
The income received in the year was £27624.60 with expenditure of £28636.73 therefore resulting in a loss of £1012.13, however I must point out that £7376 was paid for the work completed at the social club after an insurance claim was made in November 2022. We received the payment on the 2022/23 accounts and the work was completed in this year’s accounts. On the summary of accounts page are details of the income & expenditure, I think these are clear, however are there any questions? DM queried the insurance costs, RG replied that it was the way the claim for the club was shown & that it had not increased by that amount. The accounts in detail at the end of the financial year.
Summary of Bank Accounts:
Current Account £20198.46 Charity Deposit Account £25500.00 Total: £45698.46
3. Chairs Report by P Tapper
Our Management Committee comprises of volunteers who meet monthly to maintain the running of the hall both internally and externally. It would be amiss not to mention the efforts of Maz our Secretary/Paula our Booking Secretary & Ros our Treasurer who between themselves put a huge amount of their personal time into overseeing their roles which is much appreciated by not only myself but the rest of the committee. Pleased to report that the Bookings are healthy although we have had to be more diligent over the security of the building because of the behaviour of some of our local teenagers.
Projects completed:
We worked with the Bowls club to allow them access to or wi-fi system so that they could use a card reader for bar payments. Well, done Mike.
The new Website continues to be refreshed and is very professional and a good role model for other Village Halls to match.
The introduction of parking bays etc has been completed and I believe it looks very professional-we were a tad nervous of this project but now can relax. All the blue chairs were professionally cleaned.
The VH committee spent a cold Sunday morning in February sweeping and cleaning out the car park.
AVH currently provide a “Hot Desk” office in the Wilshire Suite The re-introduction of the “Film Night” has been a success story-our thanks to Phil Copley and his team.
We introduced new hire rates from Jan 2024 to coincide with the calendar year. Lots of electrical work completed around the stage/attic. New storeroom built for our cleaners in the side room
New blinds are on the way in the Fountain Room so that screen shows can be watched without discomfort from the sun etc.
New stage curtains have also been installed thanks to Sam. The triannual agreement with the Social Club was resolved and pleased to report that we had a good positive meeting in early May to discuss the way ahead including a possible annual bowls match between all three associations.
Future projects:
To install carpeting/lighting/ of the stage/Outside Lighting/Offering the entrance hall to a local artist-Trevor Webb-to come up with some ideas and redecorating the hall.
We have set aside a contingency fund of £30.000 for any major repairs to our
roof.
We are also producing a leaflet/pamphlet outlining key areas of our Village Hall We are faced with a hefty bill for updating the fire regulations.
Our committee had a self-funding Xmas Dinner at the Green Dragon which was enjoyed by all that attended. The quality of the food and chit chat was excellent.
Finally, just to say that it has been an enjoyable year and that we are all very proud of our local hall and it is my intention to maintain our standards for the community.
Thank you!
At the end of the financial year the Committee was made up as follows. Chair Peter Tapper Secretary Maz Clarke Treasurer Ros Gray Booking Clerk Paula Dean
Committee Members Jenny Charlton & Sara Gonzalez
Members Representing Groups: Parish Council: Michael Huntley, Alderbury Players: David Marshall Commercial hirers: Sam Mouland Film Nights: Phil Copley Adult Social Groups: Frances West
4. Election of Committee
P Tapper asked if current members were happy to continue, all agreed. DM took up position of representing The Players
Any other business:
DM asked how the meeting was advertised as it was not in the Fountain, MC said that she had unfortunately missed the deadline but posters had been displayed in the hall & on the noticeboards that she could get into as the PC had now changed most of the boards to locked ones. It was also published on Facebook. It is unusual to attract many members of the public & last year was exceptional at 4 persons
Meeting closed at 19.22
| ALDERBURY VILLAGE HALL | ALDERBURY VILLAGE HALL | ALDERBURY VILLAGE HALL | ALDERBURY VILLAGE HALL | ||
|---|---|---|---|---|---|
| Registered Charity No. 305458 | |||||
| ACCOUNTS FOR THE YEAR ENDED | 31-Mar-24 | ||||
| 2024 | 2023 | ||||
| £ | £ | ||||
| INCOME | |||||
| Lettings | 18,100.10 | 15,810.50 | |||
| Social Club | 5,564.00 | 5,100.00 | |||
| Interest | 1,362.29 | 467.89 | |||
| Donations | - | 258.00 | |||
| Film Nights | 974.65 | - | |||
| Insurance | - | 7,376.00 | |||
| Bank Transfer | - | - | |||
| Grants | - | 2,250.00 | |||
| Other 1 | 229.26 | 1,261.95 | |||
| Other 2 | 1,394.30 | 1,183.75 | |||
| 27,624.60 | 33,708.09 | ||||
| EXPENDITURE | |||||
| Water / Elec / Gas | 1,932.11 | 1,891.50 | |||
| General Repairs | 6,995.20 | 8,816.10 | |||
| Insurance | 10,618.34 | 2,681.68 | |||
| Cleaning wages / materials | 4,349.74 | 4,222.24 | |||
| Stationary / Postage | - | - | |||
| Sundry Expenses | 343.71 | 2,129.40 | |||
| Subscriptions / licences | 991.64 | 1,504.70 | |||
| Equipment | 2,461.34 | 3,368.37 | |||
| Film Nights | 944.65 | - | |||
| Transfer Out | - | - | |||
| 28,636.73 | 24,613.99 | ||||
| EXCESS OF INCOME OVER EXPENDITURE | (1,012.13) | 9,094.10 | |||
| DEPOSITS | |||||
| Deposits Received | 1,317.50 | 2,372.00 | |||
| Deposits Returned | 1,487.50 | 1,655.50 | |||
| Balance of Deposits held | - | 170.00 |
716.50 | ||
ALDERBURY VILLAGE HALL
Registered Charity No. 305458
| BALANCE SHEET | AS AT | 31-Mar-24 | |
|---|---|---|---|
| 2024 | 2023 | ||
| CURRENT ASSETS | |||
| Lloyds (Current / Deposit) | 20,198.46 | 21,380.59 | |
| Charity deposit | 25,500.00 | 25,500.00 | |
| COIF New Building Fund | - | - | |
| Total Current Assets | 45,698.46 | 46,880.59 | |
| ACCUMULATED FUND | |||
| Balance Cfwd | 46,880.59 | 37,069.99 | |
| Deposits held in year | 170.00 - |
716.50 | |
| Excess of income over | expenditure | (1,012.13) | 9,094.10 |
| 45,698.46 | 46,880.59 |
ALDERBURY VILLAGE HALL Registered Charity No. 305458 ACCOUNTS FOR THE YEAR ENDED 31-Mar-24 REPORT OF THE AUDITOR I have examined the attached accounts from books and records of the Charity and from information supplied and explanations received. I confirm that the Accounts are in accordance therewith. Sarah Cross .h .L.A . Hon. Auditor 17 /0412021t .