## **Minutes of the Annual General Meeting*** Date: 01/05/2024 Time: 18:30 Venue: Main Hall @ Cookhill Village Hall 1. Apologies: Martin Woodhams, Andy Sumner, Tim Sturges, Victoria Powell, 2. Attendees: (See Appendix 1) 3. Minutes of Last Meeting: These were presented and 2 changes were made (see Appendix 2). Minutes of last meeting Adoption: Proposed: Anne Sumner Seconded: Diane Davis 4. Officers Reports: Chairman: Thankyou to the Management Committee for all the support during the year and I would also like to thank individually.. Anne Sumner, who is not only the licensee of the bar, but also takes on several other responsibilities to keep the hall running, such as Fire Marshal, Health & Safety and showing speculative clients around as well as opening & closing the hall. She also took on the CVH coffee morning 12 months ago with great success. Cookhill Parish Council, represented tonight by Bob Pinfield. their donations to help us fund village hall social events is truly appreciated Cookhill Gardening Club represented tonight and founded by David Claydon, you started with friends in 2004, and the club has grown to over 90 members. Your 20 years old this year and now look after the halls community garden, it looks lovely, and your support is also truly appreciated. David, thank you for taking on our next big venture, the Solar Project. For those present the hall is looking to put solar panels on the roof that will store electricity in a battery system as well as provide EV charging for the community and those that hire the hall. **Cookhill Village Hall, 10 Evesham Road, Cookhill, Alcester, B49 5JR Correspondence: Little Cladswell Farm, Lower Cladswell Lane, Cookhill, B49 5JZ** **Registered Charity No** . **523157** . This will not only help reduce our operating costs, but also do our part for the environment. Thanks to Davids support we have secured 75% of the funding required via a local authority grant and we are now down to the final two suppliers. I would also like to thank Derek our treasurer, you have supported the hall by being the treasurer for several years now and though you are looking to take a step back the hall truly appreciates your dedication. Thank you to Martin for looking after the bookings and arranging the calendar, as well as Melanie for being our secretary, who took on this role as well as having a full-time job. I would finally like to thank Doug and Janet for all the support they give Anne at the bar and making sure the grounds look neat and tidy. As chairman I am so proud of the hall and the number of clubs we present for the community including Judo, The Woman’s Institute (WI), Bridge Club, Pilates, Holistic Yoga, Children's Dance, and new this year our Spinning and Weaving club, represented tonight by Rebecca. In addition, we support a local Choir, Tarantara, providing them with facilities to practise. This year also saw the village hall co-opt the Seniors Lunch Club into our own social and community activities. This is a successful club, run by volunteers who provide a hot meal twice a month to those within the parish. Finally, we have also started our very own coffee morning held every Friday to provide a warm space, a friendly chat, and a forum for any parish / community updates. It is a group that has seen continued growth over the year. Personal Message from the Chairman, Eileen Payne: I have been in the area for over 50 years, and when we moved in Peter Middleton asked me to come on to the committee, and I have not left since. I have grown from the position of Deputy Chairman to Chairman and have proudly served on both the Parish Council and Cookhill Village Hall. **Cookhill Village Hall, 10 Evesham Road, Cookhill, Alcester, B49 5JR Correspondence: Little Cladswell Farm, Lower Cladswell Lane, Cookhill, B49 5JZ** **Registered Charity No** . **523157** . Through the efforts of myself and Derek the hall has seen many changes most notably the renovation of 2004 it is therefore with great sadness that Derek and I feel the need to step back from the positions of chairman and treasurer. Treasurer: The Auditor has had the accounts for a few weeks, they were returned today, and copies have been circulated for those in attendance. Looking at the account’s income has risen around 15% in comparison to FY23. A slight fall in revenue from the regular clubs has been made-up by private functions and we are also grateful for the donations received including those from the Parish Council. Expenditure has also increased by around 10%, most noticeable within Repairs, Renewals and Maintenance, which saw a £1.3k increase on the prior year. With regards to investments, our project funds, we need to take our time on how much we invest and make sure it is invested wisely. The Solar Project is our next major spend and we need to make sure we get a satisfactory return for this investment over the coming years. Secretary: Nothing to Report 5. Are there any questions from the floor? Q. Bob Pinfield, Reference the solar project, what is the current situation? A. David, currently we have a project fund of £20k with a grant available to cover 75%. The two final supplier’s quote’s range between £30k-£35k and exclude any additional requirements or alterations. In both cases the battery life we are looking at is between 10 and 15 years depending on the options we select. Officers Reports Adoption: Proposed: Bob Pinfield Seconded: Martin Hill **Cookhill Village Hall, 10 Evesham Road, Cookhill, Alcester, B49 5JR Correspondence: Little Cladswell Farm, Lower Cladswell Lane, Cookhill, B49 5JZ** **Registered Charity No** . **523157** . 6. Any Other Business: Upcoming Events for FY25: June: D-Day 80[th] Anniversary, Beacon will be list as part of the UK’s Commemoration, Tarantara will lead a singalong, and the bar will be open. July: Abervally Male Voice Choir Generally, keep an eye on Cookhill News and Social Events for any Village Hall Community Events. 7. Would anyone which to Stand and join the Cookhill Village Hall Committee: Joanne Hill 8. First Committee Meeting of FY25: 21[st] May 2025 9. Meeting Closed: 20:04 ## *- **Minutes of the Annual General Meeting* to be formally adopted at next AGM in May 2025.** Any updates will then be notarised and submitted with our 2025 return. **Cookhill Village Hall, 10 Evesham Road, Cookhill, Alcester, B49 5JR Correspondence: Little Cladswell Farm, Lower Cladswell Lane, Cookhill, B49 5JZ** **Registered Charity No** . **523157** . ## Appendix 1 - Attendees **Cookhill Village Hall, 10 Evesham Road, Cookhill, Alcester, B49 5JR Correspondence: Little Cladswell Farm, Lower Cladswell Lane, Cookhill, B49 5JZ** **Registered Charity No** . **523157** . **Cookhill Village Hall, 10 Evesham Road, Cookhill, Alcester, B49 5JR Correspondence: Little Cladswell Farm, Lower Cladswell Lane, Cookhill, B49 5JZ Registered Charity No** . **523157** . ## . Appendix 2 – Adopted Minutes FY23 – as amended **Cookhill Village Hall, 10 Evesham Road, Cookhill, Alcester, B49 5JR Correspondence: Little Cladswell Farm, Lower Cladswell Lane, Cookhill, B49 5JZ** **Registered Charity No** . **523157** . **Cookhill Village Hall, 10 Evesham Road, Cookhill, Alcester, B49 5JR Correspondence: Little Cladswell Farm, Lower Cladswell Lane, Cookhill, B49 5JZ** **Registered Charity No** . **523157** . KHILL E HALL 10 EVESH RED AR No. 2315 BALANCE SHEEf 31ST MARCH 2024 OTES DE To .3.23 VAWe Freehold land Bullding 1 nd ElertrKal Installatons I Storage ￿taintr No l. Stora8e Container and Base 454.219 454.219 200 454,219 1.709 5,316 5.316 Fumilue, Flttlngs, Fixlures & Equlpment I 30,IC 486,319 67,69S 529,139 41.665 43.374 26.030 485,765 3,471 3.131 Debtors sundry Stocks BarStrKk Lknyds Bank. 8uslne5s kcount Current Atcount Lunth Club kcouDi HSK Bank-- Bar CurrentAccouTht Cash in Hind 2.CkSI 30399 45,722 566 4.459 3.356 90.034 30.079 44045 1,926 1,123 78,492 1.442 1,602 1.230 2A32 CredltOfs3nd Accruod Expenses ttity Ind Hlre Chai8es Recelved In athlnce 1.442 88,S92 574.357 561,979 574357 561.979 PITA 313.701 172 617 Endowm•nts ar¥1 Gr￿ts General lunr•strkted IrKomel 317.218 168.547 485,765 41.920 Fixed Assets fteplKemeht Fund EnEwProi?rt Fwd ConUnBency Fund estate Le8xy Fund Bar G￿neral Fund Lunth Club Fund Un¥Mocattd In¢¢Mme Fund 45.590 iO,LKf) zo.oJ) 4*11 9,125 J,419 75,6 8&$92 -.W¢£ CHAIRPER%)N IAEAWRER 574,357 Lettln8and Hlre Charges Re6uL4raub5d PwW¢ FU￿￿5 14J71 231176 11.168 I.(￿7 57 Donatlons Oank Interert . commun￿ So￿1 ktt¥lll•s 256 26.640 23,161 4.124 4,026 3.207 624 1.602 2.213 599 7x1 IrAJ Eiethdty Gas Water &SeweraBe Insurances aeanln& Toiletrl*s. L•undry & Vjtchen Fees and Ucenos L706 2A16 437 7YJ Audit Fee Postagè, PrlntlnK & Ststlohery Webslt¢ ind sundry exp¢ns•s Funalon attendance expenses Rep•lrs, Refftewals & Maknien•nce. 67 619 373 520 1194 3h9J 17.9)6 16.297 8,734 2022nJ 8.734 PLU EPRECIAIK>N 4,110 Futrtlttsre, Flttlft8s & Equipment 2.7S4 (To tha¥￿ted In(omèfuThll TAI C05t at 31sl Marth 2023 (Conc￿le basel Lunch Club ￿nItIOn- Stpra8e Contarner 3J16 5316 Charyes 3A71 1,605 I,i?o 328 253 Coflee Mornlnls Banked Aprll Lunch Club Petty Cash 3J56 Balance Jt 31st M4rth 2023 Storate cMt•iDer No.2 don*ed by LuKh aub 313.702 3,SlS 317.218 Balancè ai 3ts1 March 1023 Transler to r￿ed assets fteplacement Fwd- t￿pre￿il0Th 172.617 4,070 168.547 MENT FUND alarKe ai 3tst March 2023 Transtef from Capitsl Furrtl- oewet14dort 41.920 4,070 45.99) st￿k Coh in hand HS8C 60￿* 2.061 1,605 4.459 ,125 4121 Balance 15 ai 31st Mirch 2023 Surplu5 lorthe yeir Takth85 Stock 31.03.23 PurchJseslExpenses 9.765 1,888 6.634 8.522 I,￿1 StfKk 31_03.24 6.461 Surplusfor ihe ytat133.8XI 3,304 8,125 (45h in H•nd Lltrnls Barth 328 Balart• a$41 Jtst March 2023 for ¢hE year 212 BalarKe ai Jlst M4rch 2023 ADD.. G•ntr•l1rtomeSuflus lor ihtyear 3,419 8,IM3 cook￿.1 PatshCourKM; Coronaih)n Chris¢m•s Oecoratlor 125 Esfdte Bw 1nds￿l￿5 170 I,trJs li MM NITY Coffee Mornlws Quii Ni8ht Skitdes Ma8ic¢hrk41mai L170 323 50t 219 2.213 Chlryes IlnL Estlrnate for Marth 20241 LESS.. SSE Comp*￿•1￿￿ for d*lty•d Liktrup of ¢ontrnct 5.922 4,124 WA Low (051 d￿tOo¥¢re￿￿•tto rE•dknp 2022n023 Premise5 Liren(e Lotterie5 LiierKe Mu5rtlP•rfomafic• LIc•n￿l 20 237 437 15 Gardertl￿ & Ground5 malntenin Ckrtk repalrs and servke FI￿ Equlpment maintenirKe ar￿ 5ep*ke Rr4)f G￿ttering et¢. m•inienaii¢e Gas Wler seThlce Watef Heater in5ts1tstson Electrical Tesil Hall Fk)or rep•iry gnd 5urxlrles 742 193 192 ss 378 3.490 Independent Examiner's Report to the Trustees of Cookhill Village Hall I report on the accounts and notes of Cookhill Village Hall for the year ended 31. March 2024. Respective responsibilities of Trustee Examiner The Village Hall Trustees are responsible for the preparation of the accounts. The Village Hall's Trustees consider that an audit is not required for this year (under settion 43(2) of the Charities Act 1993 (the 1993 Act) and that an independent examination is needed. It is my responsibility to:_ Examine the accounts (under section 43(3)(a) of the 1993 Act); To follow procedures laid down in General Directions given by the Charity Commissioners (under section 43(7)(b) of the 1993 Act); To state whether particular matters have come to my attention. Basis of Independent Examiners Report My examination was carried out in accordance with General Directions given by the Charity Commissioners. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented within those records. It also includes considerdtion of any unusual items or disclosures in the accounts, and seeking explanation from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently I do not express an audit opinion on the view given by the accounts. Independent Examiner's Ststement In connection with my examination, no matter has come to my attention: (l) Which gives me reasonable cause to believe that in any material respect the requirements To keep accounting records in accordance with section 41 of the 1993 Act; and To prepare accounts which accord with the accounting records and comply with the Accounting requirements of the 1993 Act Have not been met: or (2) To which, in my opinion attention should be drawn in order to enable a proper understanding of the accounts to be reached. Signed: Matthewj. Elmes & Co Chartered Accountants