MINUTES of the 47th Annual General Meeting held on Thursday 16[th] November 2023 at 7.00pm in the Village Hall.
Present: Management Committee:
Simon Childe (SC) Chair Amy Childe (AC) Secretary Richard Francis (RF) Health and Safety Mike Bailey (MB) Bonfire & Fireworks and Maintenance Amy Harland (AH) Treasurer/200 Club Merv Rees (MR) Maintenance Martin Cottle (MC) Committee member Rob Giles (RG) Committee Member
Others: Representing: Tom Chippendale (TC) Auditor Paul Wiltshire Resident
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Apologies: Sylvia Davis (SD) Booking clerk, Kate Hooper (KH) Committee member
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The Minutes of the last Annual General Meeting were agreed by the Chairman.
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Matters arising (from previous year’s minutes). None.
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Correspondence. None
5. Auditor’s Report
TC annual report shared with present members: Income compared to year before, the hirings have gone up well. 200 Club raising a good contribution. Fireworks from 2022 still had larger contribution to income. Christmas Concert back on and made a good contribution to income.
Due to the difference in the two firework events, the income is lower than previous but that is expected due to return after covid.
Biggest expense was around the refurbishment of wall and fixing wall. This pushed group budget/expenditure into slight deficit, but this was an investment rather than a lost. Overall, came out of the year with an increase from the previous year. More than a healthy balance in the bank, but costs of running is increasing. Chairman noted that committee achieved objective of running hire to meet running costs which we have achieved. However, it was noted that committee will need to be prepared for increase in utilities for the upcoming.
Advised that we will need to review hiring rates in line with running costs as a committee. Chairman thanked TC for his assistance and committee accepted finance report for up until August 2023.
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6. Chairman’s Report
SC - firstly thank you to TC for financial report and AH for completing finances on a monthly basis to such a high standard. SC to record thanks to SD in her absence in keeping bookings in such good rigour. Thanks to AC for recording minutes of meetings. Thanks to MC for excellent running of the 200 club. Thanks to RF for taking on Health and Safety Champion from MR, thank you to MR for sorting out lighting and making the hall more energy efficient. RG, thank you for re-joining the committee and help out firework night and other events. Thanks to KH for her contribution to the committee. Finally, thank you to MB for everything he does for committee, hall maintenance, years of service, in particular running fireworks for 43 years. SC noted the achievement of MB and what he has achieved with fireworks and contribution to local charities. Thank you also to new team member, Stella who cleans the village hall, regularly receive positive comments on cleanliness. Thank you also to Gerald Harding for his work at the hall and Tony Stanley, Theresa Reid for their assistance of running the bar.
Thank you to the committee for time given, especially for events such as fireworks which requires a number of hours committed.
Last year returned to a more normal picture since Covid. We had a fantastic turn out for the Christmas Carol Concert, had a large turn out from local families and represented what the village hall is all about. Sadly, we did not have another mouse racing event. However, we did have our second thank you event for our firework volunteers, which seemed to be well received by the volunteers and would like to continue.
Fireworks ran again, concerned about previous years events, but all seemed to run smoothly and safely and raised a good amount for local charities. Teams were well briefed and positive feedback received.
7. Elections:
- a. Chairperson – Mr Simon Childe
- b. President – Mr Tom Chippendale
- c. Deputy Chair – Amy Harland
- d. Non-representative Committee Members – all current non-representative committee members were re-elected en block from the Chair
- e. Bookings – Sylvia Davis
- f. Treasurer– Amy Harland
- g. Secretary – Amy Childe
- h. 200 club – Martin Cottle had taken over from SC.
- All positions approved as above.
8. Health and Safety – Agreed updated Health and Safety policy updated by RF.
9. Resolutions:
It was agreed that the following would be considered for prioritisation for the coming year:
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Maintain financial stability in light of upcoming energy increases.
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- Look at refurbishment of kitchen.
All in favour.
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10. Date of Next A.G.M. – Thursday 14[th] November at 7pm Broughton Gifford Village Hall Committee Room.
Resident – PW – Commented on how the person to take on the torch of fireworks from MB would need to be superhuman, it is an exceptional job and he and his family have carried on their service to the village for several years.
PW – If you had to do an alternative to fundraising event, it would be good to organise something like a garden party, something in the summer months for the village to come together. Or also use the hall to being community groups together in the summer.
PW – For election of committee members, we use to have reps from other groups to engage with. SC – noted and acknowledge reps had previously been invited but had stopped but we could look at bringing back into place and discuss other fundraising events.
TC also thanked MB for his works on fireworks over the years.
End time of meeting 19:42
Signed …S.Childe……………………… Date: …16/11/2023………………………… Chair
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BROUGHTON GIFFORD VILLAGE HALL
INCOME AND EXPENDITURE ACCOUNT FOR THE YEAR ENDING 31st AUGUST 2023
| INCOME Hirings - Regular - Other Bar Profits Donations 200 Club Fundraising - Fireworks Christmas Concert (net) Mouse Racing (Net) EXPENDITURE Cleaning Maintenance - Furniture/Equipment General Repairs Sundries - Wilts Village Hall Association Performing Rights Society Cleaning Materials Sundries Book-Keeping 200 Club Insurance Water Electricity and Gas Council Tax Ground Rent Waste Recycling Fireworks - Cost and Expenses Donations EXCESS INCOME OVER EXPENDITURE |
£ £ 10470 2615 4 55 1960 14201 924 - 30229 3190 155 1552 4897 50 398 295 204 947 290 1060 995 458 2723 138 1 602 11194 4600 22061 27905 £2,324 2023 |
£ £ 6888 2407 466 250 2360 20727 322 90 33510 2517 585 14201 17303 50 350 199 168 767 481 1170 947 1170 2208 153 1 543 8620 10350 25643 43713 £ [10203] 2022 |
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Broughton Gifford Village Hall - Auditor’s Report
TC annual report shared with present members: Income compared to year before, the hirings have gone up well. 200 Club raising a good contribution. Fireworks from 2022 still had larger contribution to income. Christmas Concert back on and made a good contribution to income. Due to the difference in the two firework events, the income is lower than previous but that is expected due to return after covid. Biggest expense was around the refurbishment of wall and fixing wall. This pushed group budget/expenditure into slight deficit, but this was an investment rather than a lost. Overall, came out of the year with an increase from the previous year. More than a healthy balance in the bank, but costs of running is increasing. Chairman noted that committee achieved objective of running hire to meet running costs which we have achieved. However, it was noted that committee will need to be prepared for increase in utilities for the upcoming. Advised that we will need to review hiring rates in line with running costs as a committee. Chairman thanked TC for his assistance and committee accepted finance report for up until August 2023.