.
|
- ANNUAL GENERAL MEETING >[e°] _
Agenda Monday 28th July 2025
1. Introduction to the AGM
2. Apologies
3. Minutes of previous AGM
4. Chairman’s Report
- So. | Treasurer’s Report
6. Secretary’s Report
- Booking Secretary’s Report
8. Election of Officers
9. Any Other Business
125 AGM Opening Comments
30d evening, and welcome to the 2025 Village Hall AGM
vould like to start the meeting with a few Domestics.
-
e Firstly, should we need to evacuate the Village Hall during the meeting the main emergency exit is the door to the left (your right) and the around the outside of the building and into the car park.
-
e Secondly, all of the toilets along the corridor by the entrance hallway.
-
e Thirdly there will be refreshments after the meeting — tea, coffee biscuits, or a glass of wine and nibbles.
-
du have the agenda for the meeting attached to the minutes and reports from ie last AGM held on the 9" July 2024. Prov em 2 — Apologies — Linda Eyre, Beverley Fraser, David Beeston alee Freeitan em 3 — Minutes of the previous AGM. You have a copy of these. Does anyone ant to raise any points? Proposer and Seconder to accept the minutes. em OS Gree Martqerl Docep ted. 4 — Chairman’s Report hrsade/-
-
em 5 — Treasurer’s Report
em 6 —Secretary’s Report
em 7 — Booking Secretary’s Report
em 8 — Election of the Management Committee
em 9 —AOB
==> picture [1 x 2] intentionally omitted <==
----- Start of picture text -----
|
----- End of picture text -----
e in line with the Village Hall Constitution, the next AGM will be in July 2026.
em 10 — Outline for 2025 — 2026
item 4. Chairman’s Report
| would like to start by thanking the outgoing Committee for their support over the period since the last AGM in July 2024. In May 2025 it is 75 years since the building was signed over from the Staffordshire Education to the Yarnfield institute to setup the beginning of the building being used as a Village Hall, although it continued to be Yarnfield School until Springfield School opened.
Over the year, Bookings for the Village Hall have remaining buoyant, and regular booking taking place every week day. From Monday to Friday, now have 4 sessions per day to give a more granular view — these are Morning, Early afternoon, Late Afternoon and Evenings — and the Village Hall has been in use for 65% of the time based on these 4 sessions per day. During the year the U3A Art Club has moved to the Village Hall, and the Parish Council now hold their meeting here. The Cubs and Beavers now meet in Eccleshall because of a lack of leaders coming forward from the village. It remains a hope that these session can return to Yarnfield at some point. On Saturdays and Sundays we have Children’s parties, and the Messy Church session once a month, plus the occasional Craft sale or talk.
During the Christmas period we had our now traditional Christmas tree, the Parish Council organised a Children’s party with fun games anda visit from Santa, which was followed by Carols at the Village Hall which was-agein Ped Satsise Ane tie thank you to Hilary Pemberton and Dan Hawkins for providing the music to accompany the singing. Asecond . thank you to Hilary for making sure the bins are put out for collection on Wednesdays.
The project for the building extension and modernisation continues to progress and during the year we completed Stage 1 and the old sheds used for storage were replaced with a purpose built wooden store. This has 3 rooms two are 3m x 3mand the third is 3m x 5m. All rooms have LED lighting internally and externally activated by motion sensors so they can’t be left on! They have been a ‘game changer’ for the groups using the Village Hall and need extra storage for bulky equipment, and we are thankful to the National Lottery Community Fund for fully funding this — and to Una for putting together the bid to secure the funding for £20,000. Additionally a thank you to Ray Lewney for helping with the shed replacement, looking after the grounds and doing odd jobs as and when necessary During the year we have also had WiFi/Broadband installed which is free to use as part of the modernisation process.
Stage 2 of the project is really the main extension, and this has now reached the stage where details have gone to 5 companies who have a good track record of working on public buildings. The new extension will create a 10 seat meeting room as a new facility for smaller meetings, educational activities and provide a place where a buffet can be set out for larger activities in the main hall. It will also create a new entrance foyer which will lead directly into the main hall and a new store for the tables and chairs with access directly into the hall, the
xisting tables and chair store will become a ‘Users’ Store. The now know that this stage of he project will cost around £200,000 plus vat (which we can’t claim back!) and we will have o split this project into New Build and Refurbishment so we can raise funds from a wider election of sources. Additionally we will be replacing the storage sheds which are at the ‘end if life’ with a single wooden store. We are planning to start the work in March 2026 and it vill take approximately 20 weeks to complete all aspects of the work. During this time we ire planning with our Architects to keep the Village Hall in use for as much as possible. The xisting main Emergency Doors will temporarily become an entrance door. There will be ome areas where work will mean the facilities are limited — for example the playground usé night be limited, and part of the car park might be used as a materials store area. Work on he kitchen area toilets can be mitigated with temporary facilities. We will try very hard to ivoid closing the Village Hall for long periods. We will be asking for the understanding of our egular users during this time, but It remains our objective: “To provide a Village Hall that is it for purpose for the next 30 to 40 Years and to preserve the existing building.” Personally | hink Yarnfield will have a Village Hall that is fit for purpose for the next 75 to 80 years. Cue Alarms fy Guides Sleep overs Lisa Kod tem 5 We now move onto the Treasurer’s report. U na rte L. Thales ttOwa tem 6 We now have the Secretaries Report wae 4 , s A fi . tem 7 Booking Secretary's report Sbbla tuzles =by (rownss Sadecomely tem 8 Election of the Management Committee \Louyoe — Sand Cur.h-§1- a8Syéle,len Ne now come to the Elections! At this stage the Village Hall does not have a Management -ommittee, as our Constitution requires they all have to Stand Down and a new Committee 1as to be elected. Firstly the Officers of the Management Committee have to be individually ‘lected — that is the Chair, Treasurer, Secretary and Booking Secretary. This is followed by he election of up to 10 Committee Members. We don’t elect the User Reps, who can attend he Committee Meetings to represent the various Users. It is for the Users to decide who will epresent them.
Election of Officers
Chair Nom *C Prop Sec. > Secretary Nom EF SC. Prop Sec Treasurer Nom OD Prop Sec
Booking Sec Nom () C
Prop
Sec
Committee Members (Total to be 10) The following are prepared to stand again.
John Smee, Margaret Broader, Stan Collins, Tina Collins, David Beeston, Tim Alcock, Graham Croft, :
En-Bloc Proposerj<.ol’ Cbs seconded JDra Qr—Ise~
==> picture [2 x 13] intentionally omitted <==
----- Start of picture text -----
.
----- End of picture text -----
==> picture [446 x 260] intentionally omitted <==
----- Start of picture text -----
We have 3 vacancies
1. Nom Heuncy Prop [esaee; kope.7 sec Mericr< Cosmen,e|
Coed
2.Nom Prop Sec
3.Nom Prop Sec
{tem 9 AOB
OUP sz
----- End of picture text -----
item 10 Chair’s Outline for 2023/24
,
Thank you for your confidence and re-electing me for another year.
The coming year will be dominated by the building alterations. During the Planning Permission stage, the Village Hall acquired the status of a ‘Non Designated Building of Historical Importance’. This is based on the long period it has been used a public facility in Yarnfield, and the proximity of listed buildings to the Village Hall. This means planning permission was granted with some conditions attached, the most important of these being the extended parts must look like a modern extension and not match the existing building design or features. Simply put it is like a listed building without the status but we have to work with the Conservation Officer throughout. As | mentioned earlier the design is now fixed and takes all the conditions into account. The main structure will be mainly of sustainable wood and brought to site for assembly, and joining into the exiting building. We will try very hard to make any disruption to our regular users, but some aspects will require the agreement of the Lead Contractor. In this way we hope to give the Village Hall another 75 years of life in the centre of our Village school summer holiday next year (2025). There is now much work to do before then on our part to raise the grants for the work! Work is expected to start in March 2026 to give us the best chance of delays through bad weather and we are hoping to be fully open again by September.
Later this year, we will once again have a large Christmas tree which has become a major feature of the Village over the last few years. Having the children’s party just before the carols worked very well and this will be repeated again this year on Saturday December 20th.
Thank you all for attending the AGM and the new committee look forward to continue providing you with a very well supported Village Hall.
==> picture [472 x 115] intentionally omitted <==
----- Start of picture text -----
4t April 2024 to 31% March 2025
oeF Yarnfield Village Hall Statement of Accounts
> eZ Charity Number 522802
VILLAGE
HALL
1.
----- End of picture text -----
1. Summary: Income/ Expenditure Statement
==> picture [462 x 30] intentionally omitted <==
----- Start of picture text -----
£31 347.63
[Balance28
----- End of picture text -----
==> picture [464 x 129] intentionally omitted <==
----- Start of picture text -----
2. Summary of Income:
| rrti‘C:;™s™sS~s~S Year to 31 March 24 Year to 31% March 25
Local Groups £6 964.50 £7 203.50
| Eventincome £3054.00|£338.86 £2.£1 701335 . 0090 |
[Donations | 0.0 £20 000.00
fs40.00[ CT
Shelving sale 865.00
£11 197.36 £31 305.40
----- End of picture text -----*
Increasingly, deposits are included in payments for private hire on line. The income total includes £480 of deposits that were returned (recorded in expenditure details). Event income significantly increased due to the hire by Staffordshire Council for the two elections. A successful bid to National Lottery resulted in a donation of £20 000 to cover the cost of the new storage shed.
3. Statement of Balances
| 3. Statement of Balances | 3. Statement of Balances | 3. Statement of Balances | 3. Statement of Balances |
|---|---|---|---|
| Po Yearto31%March 24 Yearto31%March25 OutstandingAccounts Pp etoasof£992.50 |
Bank /Cash £80401.24 £80 206.51 |
||
| Accrued Expenses | £5 750.00 | £5 750.00 | |
| £75693.74 | £75449.01 |
All outstanding accounts were paid by 31% March 2024 except for nine regular users who received invoices at the end of March. These have now been paid.
We continue to accrue assets of £5,750 to cover gas usage.
We are required to maintain a non-negotiable balance of £10,000 for charitable status. The bank holds £840 for an uncashed cheque from 2023-24
Annual Statement of Accounts 2024-25
4. Summary of Expenditure
Expenses —Repairs and Maintenance Toiletries/cleaning materials 94.04 Replacement outside light 105.00 New radiator and valves 156.00 Repair tape for leaking pipe 4.09 Fridge shelf 31.10 Wi-Fi shelf and beading 21.00 Chubb fire extinguisher 25.20 Boiler service/gas safety check 72.00 fExpenses-WiFi£0 Expenses- Administration/Events Xmas tree 150.00 Refreshments for carol concert 59.15 Phone for booking secretary 40.00 Top-ups for phone 60.00 Diaries for booking secretary 19.98 Return of deposits 480.00 Refreshments AGM 43.62 Insurance 974.18 Expenses — Extension to Hall Bat surveys (parts 1 to 3) 1680.00 OS map 24.23 Technical design (stage 4a) 2580.00 Structural design 960.00 Building control 360.00 |Expenses-ExtensiontoHallTotal =|Holes survey £5 82 2 0.004.23
All bar £33.24 of the National Lottery donation has been spent on the new shed. Heating and water, combined, decreased by £300 when compared to last year. Wi-Fi is a new additional expense; however, this appears to be valued by users. There was a reduction of £317 in admin and events compared to last year. Cleaning increased by £185
Final payments to secure readiness to go out to tender for the construction of the hall extension are listed.
==> picture [514 x 168] intentionally omitted <==
----- Start of picture text -----
Treasurer: U. Simpson Signature ——— Date: 2 |..." )—"2 Ss
Auditors Report {2024 -2025} | have audited the accounts, tracked on the financial workbook,
against the folder of evidence, bank statements and petty cash. | can confirm that all is in order and
this is an accurate account of the funding.
Examined by: Dr P Grewal Signature SCTE Date: cL | OH OLDst ,
Approved by: : P. P, Cresswell Signaturei u At ) Date : —_
. Chairperson j . ts x | [125]
----- End of picture text -----
Annual Statement of Accounts 2024-25
Secretary Report for Yarnfield Village Hall AGM Monday 28" July, 2025
The VHM committee have held 7 meetings during this year, along with numerous sub-committee meetings, some of which were regarding the clearing of the two sheds prior to the building and installation of the new shed which has been a wonderful asset for the groups who use it, providing a dry and well lit area for their things.
|
Other sub-group meetings dealt with the planning an funding of the extension to the Hall, which we are hopeful will take place within the next financial year. I’m sure Pete will give more information on that in his report.
| took over as Secretary last year, but | haven’t been here very much this year, so the minutes have mostly been left to the Chair to collate and distribute, so my thanks to him and everyone who helped in my absence. Hopefully I'll be more useful this year!