## **AGM Hart Village Hall Minutes** ## Wednesday 9th March 2022 ## **Present:** Dougie Crosbie, Dave Barker, John Iveson, Gary Simmons, Debbie Simmons, Leigh Elliot, Janet Ord, Bob Ord, Andrew Elliot, Patrick Hoy, Mark Foster, Clare Foster, Keith Brown, Frances Brown, Lynn Coates, Angie Hilton, David Coates ## **Apologies:** Lynn Iveson ## **Minutes of previous A.G.M (March 10[th] 2021)** - Minutes read out and all agreed were a true reflection of the meeting ## **Matters arising:** - None ## **Chairman’s report 2021/2022** - Hall closure due to covid - 19[th] March 2020 to the 1[st] September 2020 and then had to close again 19[th] October to 17[th] May 2021 apart from special permission for the council to use the hall for the election on the 6[th] May 2021 under strict covid guidelines. - Covid sub- committee made sure that the hall was correctly monitored under the covid guidelines – Dave thanked all involved - Zoom meetings were carried out when it was against guidelines to meet - Thanks to Leigh and the sub-committee for organising the Red gap funding which enabled the CCTV system, the replacement of the tiles in the Milbank room, the modification of the storeroom and installation of the shutter system for storeroom access - Looking to put in lottery bids for other works - Hart Village Events group amalgamated with Hart village hall as one committee. thanks to Janet, Bob, Gary, Debbie & Mark for their co-operation - The official re-opening of the hall was on the 11[th] September. Toby Milbank was the guest of honour chosen to perform the ceremony to which over 320 people attended during the day. There are plans to make this an annual event - As well as a laptop, the hall bought 2 card readers for easier payments to be made. - A Booking system will be going into place to help with the Booking Secretary’s and treasurer’s day to day roles - Still waiting for a caseworker to be appointed with The Charity Commission as due to the very busy hall we would like a change to the constitution which will allow a trustee to be paid for their work as a caretaker. - The constitution allows us to appoint a new member to represent an organisation which, in the trustees opinion will be beneficial to the community The organisation referred to is The Hart Village Hub which operates on Facebook and is proving to be a very useful tool with the hall communication networks and the community. Dave suggested that we appoint a member alongside the appointed member for The Parish Council which then increases the potential trustees to 17 - September saw the resignation put forward from Maggie Burke the treasurer after six years. Dave thanked Maggie for all of her hard work as an outstanding treasurer & for her excellent and diligent work. - Andrew Elliot has taken on the role of the new treasurer - The reserve fund that the trustees invested pre covid was so successful and produced extra funds for the hall, that the financial advisor has been looking for a similar place to re-invest our new reserve fund of £35,000. A new product has been found which comes on line in April and most importantly guards against any depreciation. - Chairman gave thanks to every trustee for their hard work ## **Hart Village Hall Finance Report 2021/ 2022** _Key points of the year_ - •2021 considered a “Recovery Year” •Lost Revenue due to COVID Pandemic in early 2021 offset by Strong Cost Control, Use of Reserves and Closure Grants - •Fund Raising & Lottery Grants helped Financial Benefits of Kitchen Investment. - •Significant Donation received from Amalgamated HVEG - •Reserves increased to Safeguard Hall against Future Loss of Income - •2022 BUDGET is based on “Break Even +” - •The Hall Remains in a Strong Financial Position meaning that the Objectives of the Hall can be met on an ongoing basis. ## **Election Of Management Committee 2022/2023** - The president is very grateful for the work done by the committee members. It has been a dreadful year for the hospitality trade due to the pandemic - We did receive covid grants but fortunately we would have survived the pandemic due to having plenty of funds in the bank - Dougie has promised to try and attend more meetings ## **Management Committee Meeting** - 3 new members have been added to the committee - Lynn Coates, David Coates & Angie Hilton ## _Hart Village Hall Finance Report 2021_ _**Andrew Elliott Treasurer HVHA**_ ## _Hart Village Hall Finance Report 2021_ ## _**Key points of the year**_ - **2021 considered a “Recovery Year”** - **Lost Revenue due to COVID Pandemic in early 2021 offset by Strong Cost Control, Use of Reserves and Closure Grants** - • **Fund Raising & Lottery Grants helped Financial Benefits of Kitchen Investment.** - **Significant Donation received from Amalgamated HVEG** - **Reserves increased to Safeguard Hall against Future Loss of Income** - **2022 BUDGET is based on “Break Even +”** - **The Hall Remains in a Strong Financial Position meaning that the Objectives of the Hall can be met on an ongoing basis.** ## Hart Village Hall Summary of 2021 Accounts |**_Receipts_**|| |---|---| |Leisure - Regular users
Preschool - Regular users
Exercise - Regular users
Hall bookings and hire
Ticket sales
Donations
Bar and kitchen
Hart Village Events Group Funds
Covid grants
OtherGrants|£ 831.00
£ 1,342.00
£ 2,158.50
£ 3,136.18
£ 681.20
£ 5.00
£ 1,021.80
£ 3,984.25
£ 18,835.21
£ 4,394.00| ||£36,389.14| |Receipts less poyments
Asset purchases
Asset disposals
Receipts/Net (Expenses)|£ 24,364.41| |---|---| ||£6,777.71| ||£ -| ||£ 17,586.70| |**_Payments_**|| |---|---| |Insurance
Water
Electric
Gas
Repairs and maintenance
Cleaning and caretaking
Caretaker honorarium
General
Fundraising Expenses
Donation
Printing, postage ond stationery
Bar ond kitchen
Wi.Fi
Accountancy|£ 1,015.31
£ 708.55
£ 1,380.00
£ 898.41
£ 3,032.26
£ 325.78
£ 1,200.00
£ 351.00
£ 640.04
£ 200.00
£ 336.96
£ 1,235.62
£ 460.80
£ 240.00| ||£ 12,024.73| |Bank Balance
31/12/20
Bank Balance
31/12/21
Cash in Hand
31/12/21|£ 39,923.15
£ 57,482.84
£ 227.01| |---|---| 2021 INCOME / EXPENDITURE HVEG Transfer HBC Top up Grant HBC Restart Grant Lockdown Grants ZERO oss it/Lo ## ## ## ## |||2A2l||2420| |---|---|---|---|---| ||Unrestricted
funds|Restricted
funds|Totql funds|| |Receipts||||| |Leisure-Regulor|831.00||851.00|692.QO| |Preschool-Regulor|\342.44||L,342.OO|376.00| |Exercise-Regulor|2,L58.50||2,159.50|1,859.50| |Holl bookings ondhire|5,156.18||5,136.18|1,,827.OO| |Ticketsoles|681.20||681.20|t60.oo| |Donotions|5.OO||5.00|50.00| |Bor ond kitchen|L,021.80||1,021.80|150.00| |Kitchen RefurbishmentFundroising||||60.00| |HortVillogeEventsGroupFunds|3,984.2;||3,984.25|| |Covid gronts|18,855.21||19,855.21|11,554.00| |Gronts||4,394.OA|4.594.00|| ||31,995,14|4,394.OO|36,389.L4|16,48B.50| |Povments
-.-.'_
Insuronce|1,015.51||1,015.51|L,L14.22| |Woter|708.5s||708.55|9L4.56| |Electric|1,590.00||1,580.00|t,L76.73| |Gos|898.41||898.41|1,297.59| |Repoirsondmointenqnce|2,3L8.26|7L4.AO|3,032.26|t,946.48| |Cleqningond coretqking|325.78||325.78|2,A49.22| |Coretoker honorqrium|1,200.00||1,200.00|| |Generol|351.00||351.00|6sB.B9| |FundroisingExpenses|640,O4||640.O4|680.00| |Donotion|200.00||200.o0|1s0.o0| |Printing,postogeondstotionery|536.96||336.96|104.61| |Bor ond kitchen|L,235.62||L,235.62|| |Wi.Fi|460.80||460.80|518.40| |Accountoncy|24A.OA||240.O4|| ||tt5La.73|7L4.AO|L2,424.73|10,6LO.74| |Receiptslesspoyments|20,694.415,680.00||24,364.4t|5,877.8O| |Asset purchoses|(3,96r.71)-(2,816.00]||(6,777.7I)|(50,591.95)| |Asset disposols||||| |Receipts/Net(Expenses)|16,722.70|864.0O|L7,586.74|(44,5L4.I3)| |Tronsfers between funds|864.00|(864.00)||| |Net movementinfunds|L7,596.70||17,586.70|(44,5L4.L3)| |Bonk ondCoshAccount||||| |Broughtforwsrd|4A,L23.L5||40,L23.L5|84,637.28| |Cqrriedforword|57,709.85||57,709.85|40,125.15| |CurrentAssets||||| |Bqnk currentqccount|57,482.84||57,482.84|39,923.L5| |Cosh|227.OL||227.Or|200.oo| ||57,709.85||57,709.85|44,L23.t5| ## |oteofFixedAssets|||||| |---|---|---|---|---|---| ||Net book||||Netbook| ||volueb/fwd|Addifions|Disposols|Depreciotion|voluec/fud| |Hqllondbuildings|42,740.OO|0.00|0.oo|o.o0|42,740.40| |Improvementstoholl|57,081.00|3,132.25|0.00|(4,165.08)|36,O48.L7| |Fixturesqndfittings|L2,672.O4|3,645.46|0.00|(1,599.11)|t4,9L8.34| ||92,493.OO|6,777.71|0.00|(5,564.2O)|93,706.51|