## **War Memorial Hall Committee of Trustees AGM Tuesday 4[th] June 2024 at 7pm** ## **1. Those present:** Chair: Debbie Hoddinott, Reg Dickinson & Jim Cole (Indoor Bowls), Catherine Alberts and Bev Pilkinton (WI), Craig Morris (Scouts), Mike Selby (Parish Council), Steve Aynsley (RBL), Steve Cooper & Kev Smith (Soul Time), Michelle Gascoigne (Treasurer), Roger Wood (Caretaker), Philippa Knott (Secretary). We started by celebrating Reg’s 90[th] birthday with him. Happy Birthday Reg!!!! ## **2. Apologies received:** Lindsay Pilkinton (Rec Centre), Anne James (WI) ## **3. Minutes of Last Year’s AGM** Approved by Steve Aynsley, seconded by Debbie Hoddinott ## **4. Chair’s report presented by Debbie Hoddinott:** “Thank you everyone for coming along tonight, I can’t quite believe another year has passed and we are here again. It has been another busy year, the booking system is working really well and the hall is pretty much full all week with regular bookings and busy at weekends with lots of parties. Thank you to the Committee for giving up your time to ensure the hall is a wonderful space for everyone that uses it. I would also like to say a special thank you to Michelle Gascoigne our treasurer for all her hard work. I would like to take this opportunity to say thank you to Jenny Valdinger for being our secretary for so many years and to thank Philippa for taking over from Jenny. I am pleased to say the collaboration between ourselves, Recreation in Aston and the Parish Council was successful and we have employed Roger Wood who is maintaining and cleaning the hall. Since Roger starting with us, he has been a huge help to me with all the maintenance jobs and advice. So, I wanted to thank him personally for doing a great job here at the Memorial Hall. I would also like to thank Recreation in Aston and the Parish Council for making this happen. I would also like to say thank you to everyone that hires the hall, especially our regular users, for keeping the hall clean and tidy and looking after it so well. We have had a steady year with big jobs at the hall, but we have new steps leading out from the old hall into the garden, which are safer and easier for everyone to use. The meeting room has been decorated, thank you to Roger for doing that and we of course have had the gas meter moved to outside, but that is one job I am pleased it is done and never to be repeated. So stressful! With all of these improvements to the hall and an increase in utility bills we as a committee made the difficult decision to increase the hourly rate for party bookings and regular users again but it has put the hall in good stead financially for the future. As I come to the end of our report, I would like to say thank you to Catherine who has decided to stand down from the Committee after many years. Thank you Catherine and we wish you all the best for the future. Bev Pilkington will now join us at the meetings representing WI, so welcome Bev. The Memorial Hall remains the hub of our wonderful village and I am so pleased to be a small part of it, thanks for having me as chair and here’s to another busy year at our lovely Memorial Hall. Best Wishes Debbie Hoddinott Chair” ## **5. Treasurer’s Report** We have a deficit of ~ £2000, mainly spent on new Steps for the WMH. There has been a big increase in gas and electricity bills since November. However, we have moved to the best supplier that we can get. We have increased our hire rates. We have received a donation of £800 from the Well Dressing, which we are spending on new blinds for the Old Hall, which we have started the process of replacing. Pre-School is the highest user of the hall, followed by Dance Classes, Indoor Bowls, Derbyshire Dragons and Scouts. Cleaning bill remains roughly the same, even though we have moved to using Roger as the Caretaker, rather than using a private cleaning firm. This is because we moved to the new arrangement later in the year. Insurance costs are lower as we now pay monthly, rather than in block amounts. We have a TV licence to cover ourselves if anyone streams content using the Wi-Fi. We agreed that our contingency fund is sufficient. **Income 2023/24:** £33, 659.83 **Expenditure 2023/24:** £35, 783.99 **Net 2023/24:** -£2124.16 **Balance Brought Forward:** £12, 870.26 **Balance:** £10,746 **Contingency Fund:** £23,811.62 **Total:** £34, 557.72 ## **6. Trustees Resigning** Non active members of exec committee will be removed from the charities commission in this year’s return (Jill Cluelow). Catherine Albert (WI) is standing down as Trustee and from the Committee. Debbie thanked Catherine for her service and presented her with some flowers. She will be replaced by Bev Pilkington- Welcome Bev! ## **7. Election of Trustees** As per AGM guidance all trustees stood down. Chair – Debbie agreed to continue in role if the committee wished. Treasurer – Micheel agreed to continue in role if committee wished Craig Morris, Steve Aynsley, Jim Cole and Bev Pilkington all agreed to stand as Trustees alongside Debbie and Michelle. The committee re-elected all unanimously. ## **8. A.O.B** The WMH has had a great year, long may it continue. Roger has done a great job painting the Meeting Room – thankyou Roger. ## **9. Date of AGM** 3[rd] June 2025 AGM formally shut at 7:30pm A•ton on Tmnt War M9ML￿al Hall MANAGEMENT TRUSTEES INCOME AND EXPENDITURE ACCOUNT- APRIL 2023 to MARCH 2024 2023r2024 2022123 INCOME REGULAR LETTNGS CASUAL LErtSNGS DONATIONS MD GRANTS £27,821.53 £5.189.45 £848.85 £20,723.91 £3,860.00 £2.000.7S TofAL £33.859.83 £26 584.66 EXPENDITURE RATES AND WATER GAS AND ELECTRIC MAINTENANCE MINISTRATION REPIYR AND REPLACEMENTS INSURANCE LICENCE SUBSAND CONTR18UTIONS CAPITAL PROJECTS £1,470.9S £7,987.95 £17.500.24 £117.68 £1.697.09 £1,372.78 £1.929.65 £3.707.65 22.702.52 ts.274.63 £18.254.44 £114.19 £1.003.98 £1,233.75 £1.855.73 £19,134.90 roTAL £35,783.99 £47 674.12 ACCUMULATED FUND BALANCE BROVGHT FORWARD SURPLUS £12,870.26 2,124.18 £33.8S9 72 20.989.4e ALANGE CARRIED FORWARD £10 748.10 £12 670.26 REPRESENTED BY Coop Current thunt CASH TOTAL 10.748 12.870 £ 10.746 £ 12870 REAWRER AuoifoR Ich•hG**¢ R C•rny 02 7/,/ ASTON ON TRENT WAR mEl￿)RIAL HALL- FINANCIAL YEAR. 2023 to 2024 INCOME FROM CORE AcmvrrES 1 REGULAR LETTINGS Prfrschool Group Indoor Bowls Dance Classes Monday Whist k Boxing Tiny Tot's Workshc Parish Council 202312024 £10,840.81 £3,137.15 £3,469 75 £867.IXJ £2,166.00 £418.00 £219.CQ £O.(X) £171.(X) £1,295.80 £2,187.¢)0 £756. £453.¢ £450. £1,020.00 170 202212023 £7,765.00 £1,292.50 £2,595.00 £750.00 £2,185.00 £410.00 £320.00 £215.00 £120.CKJ £1,621.41 £1,650.00 £690.CK) £800.¢X) £0.00 £310.00 History Gr(xJp Yoga I Pilal88 Scout Group Zumba IT4Jesday and Thursday) Aston PlayerslAdult Panto Well Dressers Brownies Soul Night Totsl Règular Letting8 £27,621.53 £20,723.91 2 CASUAL USERS Private Functions Village Organi8ation$ Church Functions Non Village Organisalions £4,343.39 4 £341.C6 £100.CQ £405,00 £3,430. £110. £0.00 £320,00 Total Ca•ual ￿er8 3 DONATION8 £2,000.75 TOTAL INCOME FOR 'CORE' ACTivrriE8 £33 659.83 ORANT SDDC Covld 19 •upport grnnts £0.00 TOTAL INCOME £ 33.680 £ 26,586 ASTON ON TREPU WAR MEAIORIAL HALL- FINAIKIAL YEAR 2023 to 2024 EXPENDITURE ON CORE ACTwrriES 202312024 202212023 1 RATE8 AND WATER SDDC Water 171.2 1299.75 317.44 2385.08 1470.95 2702.52 2 ENERGY Gas E￿Ct￿ty 4.807 3,381 2,$54 2,721 7,988 5,275 3 GENERAL MAINTENANCE Grounds Fire Extingulshers and Oven C￿aning- Wages C18aning - Malerlals Window c￿anIng Sanitary Bins Covld 19 Deep Clèan 800 1965.36 12,394 1844.96 308 188.08 440 1311 13,246 811.79 278 168 17,600 16,264 4 ADMINISTRATION Secretsry I Stationery 117.68 114.19 5 INSURANCE and LICENCE Insurance Music Licence TV L￿nce 470.15 654.38 248.25 710.23 523.52 1372.78 710.23 6 REPAIRS AND REPLACEMENTS 1,697 1,004 7 OTHER COSTS Subscriptions Share of Large Wasle Bin Refund of hire COVID Phonè and WIFI 90.5 457.6 45 60.5 495.6 100 1336.55 1199.63 1.930 1855.73 TOTAL EXPEND￿uRE -'CORE 'ACTIVITIES 32,076 27,916 CAPITAL PROJECTS New Steps Meeting Room Blind Garratt Plaque Smart Gas Meter 3170 88 60 390 Totsl 3,708 19,135 TOTAL EXPENDITURE £ 35,784 £ 47,051 ASTON ON TRENT WAR MEMORIAL HALL INVESTMENT ACCOUNT - COIF CHARITY FUND Balance at 1 April 2023 Interest 1 April 2023 Interest 3 May 2023 Interest 1 June 2023 Interest 1 July 2023 Interest 1 August 2023 Interest 1 September 2023 Interest 3 October 2023 Interest 1 November 2023 Interest 1 December 2023 Interest 3 January 2024 Interest 1 February 2024 Interest 1 March 2024 Balance at 31 March 2024 £ 22,707.70 73.61 75.22 81.43 97.58 102.19 99.46 102.90 103.03 96.35 £ 23,811.62 STATEMENT OF ASSETS At 31st March 20¥+, Nat West Current Account Co-op Communty Directplus Acc COIF Charity Fund £ 10,746.10 £ 23,811.62 Total £ 34,557.72