Cockshutt Millennium Hall Management Committee (“the Committee”)
Minutes of the Annual General Meeting held at 7pm on Wednesday 3rd May 2023 in the Millennium Hall, Cockshutt.
Present: Loft Longhurst (chairman), Joy Harrison (vice chairman), Dave Foster (treasurer), Rachel Lewis, Steve Milns, Jan Foster, Janet Hankey (member and minute taker).
Also present were, Ian Webb, Pete Downer, Rosemary Milns, Barbara Longhurst and Caroline Griffiths.
- Apologies for absence
Gill Webb (secretary), Ewan Williamson.
- Minutes of the AGM held on 4th May 2022
The minutes of the last AGM were approved as a true record.
- Matters arising
None.
4. Chairman’s report
The last year has been a difficult year for the hall but with hard work from the Committee everything seems to have turned out well.
Our major project was having the whole of the roof replaced and although the tiles had been provided free of charge due to the original tiles being faulty we had to pay for them to be fitted. The work was supposed to take 2 – 3 months but in the end it took nearer 6, during which time the whole hall was surrounded by scaffolding.
With grants from the Parish Council we have been able to refurbish the playground which is now a good safe place for the children of the village, and my thanks go to Janet for her regular inspections.
We are grateful that John Cooling continues to support us with his IT knowledge which has provided us with a much improved video surveillance system and broadband coverage. John also helps us a great deal with posters and tickets for our events.
Richard’s convenience store in the activity room continues to be well used and he has expanded his range of goods now including the sale of alcohol.
Very sadly Peter resigned from the Committee and Rae who had taken over the Treasurer’s role felt that she could not continue in the role but stayed on the Committee. We were very fortunate that Dave took on the Treasurer’s role and Jan took over the bookings, our thanks go to them for the excellent job they are doing.
It has been good to see our regular clubs back in business, WI and the Railway Club are doing well, 5C is slowly getting back to a more usual number of people. Craft Club, Monday morning table tennis are still going strong and the Saturday night bingo which is now run by Maxwell is well supported. The Tai Chi and Wellbeing class has restarted and seems to be quite popular as has Pilates.
In order to pay for the work on the roof we had to draw down money from our savings account and so as you can imagine we are desperately in need of funds. We have a few fundraising events coming up. An evening of music with Tim Smith on Saturday 24[th] June and an Autumn Ball on 30[th] September. I hope you will support both of these. Jan and Dave have organised a Coronation picnic day on the Jubilee field on Sunday 7[th] May with a range of games and activities which we hope will be well supported by the village.
Finally I would like to thank all the Committee for their hard work over the past year but in particular Steve who took control of the roof replacement and oversaw it will amazing diligence, and Jan and Dave who stepped up and Bookings Clerk and Treasurer.
5. Treasurer’s report
The overall result for the financial year 2022/23 was a surplus of income over expenditure of £5,362. This compares with a deficit in the previous year of £11,486. It is probably not useful to try to compare the two years in detail because of the residual effects of Covid in the previous year. We were supported then for basic running costs by Shropshire Council and regular bookings did not commence until well into the summer. However the main driver of the deficit was major expenditure on the foyer, fire doors and contribution to the patio which was largely self funded from cash reserves.
Turning back to the year just gone we cashed in part of our investment with the CCLA in the sum of £56,000 to fund the roof replacement. This cost £50,399 in the year leaving £5,601 in hand to meet final payments in the current year. It will be seen therefore that the surplus of £5,362 mentioned before was largely due to this latter factor and in reality we virtually broke even on the year, actually making a small deficit of £239. This reflects the first full year of operations following Covid. Income from hire fees and the shop for example more than doubled compared with the previous year but overall this was matched by expenditure, partly on energy, cleaning and caretaking which also doubled. It was a good decision therefore to raise hire fees in the second half of last year to reflect these increased costs.
The accumulated fund at the year-end was £46,686. This is largely represented by the CCLA investment of £24,726 and cash in the TSB Business and Current accounts totalling £21,369. I would draw your attention to the fact that the CCLA deposit fund and the NS&I investment were also cashed in during the year. There has been a change in the accounting treatment of the CCLA investment. In the previous year it was shown as an amount approximating to the original cost, whereas in this year’s accounts it is shown at market value. I believe that this gives a better reflection of the Committee’s reserves.
The accounts presented are subject to audit by Minnie Kunz and any changes will obviously be reported back.
In summary income and expenditure were very nearly in balance for the year and there is reassurance that the Committee has significant financial reserves. However we should not be complacent and we should continue to try to increase usage of the Hall and income as much as possible in the future. Hopefully energy costs will also reduce in the coming year.
6. Elected committee dissolved
Loft dissolved the committee and Ian Webb took the chair and thanked the committee on behalf of the Parish Council for all their hard work keeping the Hall in good condition and organising events. Pete Downer expressed an interest in joining the Committee.
7. Election of new committee
The eight nominations received- Pete Downer, Dave Foster, Jan Foster, Janet Hankey, Joy Harrison, Loft Longhurst, Steve Milns and Gill Webb were elected as the management committee.
8. Any other business
Loft thanked Rae for her hard work, ideas and support. She resigned from the Committee.
The meeting closed at 7.20pm
Minutes taken and distributed by Janet Hankey.
| Cockshutt Millennium Hall- Income & Expenditure Year to 31st March 2023 | Cockshutt Millennium Hall- Income & Expenditure Year to 31st March 2023 | ||
|---|---|---|---|
| Actual 2022/23 | Ac | ||
| Income | |||
| Hall Hire Including NAFAS | 11590 | ||
| Shop Rental and Electricity Contribution | 3402 | ||
| Bar Income | 6821 | 3,064 | |
| less : Cost of Goods | 5077 | 1,925 | |
| Gross Margin | 1744 | 1,139 | |
| less : Wages | 520 | 230 | |
| Net Margin | 1224 | ||
| Bar Concession | 246 | ||
| Events | 3270 | ||
| Coffee Mornings | 409 | ||
| Games / Table Tennis | 240 | ||
| Clothes Bank | 60 | ||
| Donations | 90 | ||
| Miscellaneous | 366 | ||
| Grants | 0 | ||
| CCLA Sale of Investment | 56000 | ||
| Change in Investment Value | -268 | ||
| Interest | 147 | ||
| Total Income | 76776 | ||
| Expenditure | |||
| Insurance | 1361 | ||
| Caretaker / Cleaner / Cleaning Materials | 2943 | ||
| Alarm & Extinguishers / CCTV Maintenance | 359 | ||
| Playground inspection & maintenance | 226 | ||
| Licences | 543 | ||
| Card Machine Fees | 31 | ||
| Skip Hire | 355 | ||
| Grounds Maintenance | 54 | ||
| Water | 931 | ||
| Heating | 1762 | ||
| Electricity | 5481 | ||
| Telephone | 809 | ||
| Postage, Print & Stationery | 153 | ||
| Repairs & Maintenance | 4048 | ||
| Roof Replacement | 50399 | ||
| Coffee Morning | 0 | ||
| Events | 1015 | ||
| Miscellaneous Expenditure | 944 | ||
| Total Expenditure | 71414 | ||
| Income over Expenditure | 5362 | ||
| Cockshutt Millennium Hall - Accumulated Fund as at 31st March 2023 | |||
| Balance b/fwd | 41324 | ||
| Income over Expenditure | 5362 | ||
| Accumulated Fund c/fwd | 46686 | ||
| Represented By : | |||
| CCLA Investment Fund | Note 1 | 24726 Note 2 | |
| CCLA Deposit Fund | Market Value of CCLA Investment | 0 | |
| NS&I Investment Account | At 31 March 2022 was £81478 | 0 | |
| TSB Business Account | Note 2 | 15425 | |
| TSB Current Account | Market Value as at 30 March 2023 | 5944 | |
| Bar Float | 0 | ||
| Bingo Float | 0 | ||
| Bar Stock | 0 | ||
| Stock of Heating Oil | 600 | ||
| Balancing item | -9 |
46686
Signed .............................................................. Date ....................................... Name ................................................................
ctual 2021/22
5,834 720
909 0 3,362 410 118 40 70 101 10,667 0 37 0 22,268 1,293 1,344 1,263 727 524 20 387 909 903 306 2,906 728 0 14,167 0 6 2,734 5,537 33,754 -11,486 52,810 -11,486 41,324 25,000 Note 1 1,142 1,437 7 12,134 392 55 1,017 147 -7 41,324
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