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EAST HARLSEY VILLAGE HALL

MINUTES OF ANNUAL GENERAL MEETING HELD ON

TUESDAY, 24 FEBRUARY 2026 AT 7.30 PM

Present: Syd Bailey (Chairperson), Jan Anderson, Paul Buckingham, Andrew Crowley, Hazel Dixon, John Gilliland, Dave Greenwood, Richard Kime, Cat Lane, Bev Lax, Richard Martin, Barbara Moore, Paul Sanderson, Leah Wilson and Tina Fickling (Secretary)

Sixteen members of the public were also in attendance.

1 Apologies for absence

An apology for absence was received from Gill Selby, Peter Archer, Dave and Judith Allan.

2 Minutes of last meeting

The Minutes of the last meeting held on 18 February 2025 were accepted as a permanent record by the meeting.

3 Matters arising

There were no matters arising.

4 Chairman’s Report

Syd Bailey presented his report for the preceding year;

As a committee we continue to work on our 3 main goals

To organise events to enhance our local community
To ensure the Village Hall is financially secure
To professionally maintain and improve the Hall’s fantastic facilities

On all 3 fronts it was another successful year. The soup lunches and coffee mornings were very well supported and the donations from those have enabled us to support 4 different charities to a total of over £1,400. Please let us know if you have suggestions for local charities that you would like to put forward. Many thanks to Sarah and all the helpers and providers of soup and cakes - we know from feedback these are some of the most popular events and without all the volunteers help we wouldn’t be able to run them, so if you don’t already please put your name forward to help if you’d like to!

The monthly socials continue to be reasonably popular, although it would always be nice to see more people there. We’re continuing with our approach of having food alongside

several of the socials, so we have the pizza van in March and again later in the year, Shwarma City coming to do a Turkish meal in April and Chris and Bev running the popular BBQ in June and August. We are also going to try running socials twice a month over the summer when we tend to get a better turnout. The annual quiz and safari supper continue to be popular, and our second Proms event was even bigger and better than the first and we plan to go even bigger and better again this year!! We had a couple of great events run by other people out of the village; Helen Sharpe and team organised a great 80’s night and Venessa a second Sober Social which was also a very good event. In addition to all the regular events this year we will also be running a casino night in May and the return of the very popular wine tasting in October. Last year was a good year for weddings, but bookings for this year and next year are slightly down, but the hall continues to be popular for private bookings for all sorts of events, and it’s great to see it being put to such good use.

As Bev will go through in a bit more detail the income from all of the above means that financially we continue to be in good shape.

In terms of projects, we’ve done a number of things this year. The oak tree pruning took place last spring, Mike has regrouted the paths at the front, Dave has led a project to refurbish the tower on the roof which hadn’t been done for decades and was in need of some serious TLC, and finally I hope you noticed the improved lighting at the front and rear of the hall which hopefully makes it a bit more welcoming on a dark night and the path safer to use. For future projects we continue to look at the possibility of electric vehicle charging points at the front and rear of the hall and potentially solar panels - we are aligned with a possible County Council project on this so are totally dependent on them for timescale etc and at the moment their project appears to be moving slowly! We also have a large project to refurbish the guttering and drainpipes, a number of which are in very poor condition - we’ll be doing this piecemeal over the next few years as it’s quite an expensive project.

Finally, lots of thank yous. Thanks to Bev, Tina, Jan and Gilli as Treasurer, Secretary, Bookings secretary and bar manager respectively - all doing an absolutely fabulous job. Richard has had the unenviable job of or organising bar rotas for all the events and has done a great job of that - they’ve all run without a hitch and got great feedback from all the guests. Richard is stepping down from this role and Gilli has kindly volunteered to take this on from now, so please continue to support by volunteering to help on bars - it’s a key income stream for us, but also generally great fun too. I’ve already thanked Sarah and helpers for soup lunches and coffee mornings - but they do such a great job that it warrants repetition! Thanks to all the rest of the committee for all their enthusiasm and commitment and willingness to help out and get involved in so many ways - we’ve currently got a great blend of skills on the committee. A couple of committee changes this year - after 9.5 years as a committee member, including 8 as treasurer Paul is standing down, so massive thanks to Paul for a really significant contribution. We’re pleased to welcome a new committee member in Glen Chipp, so thanks to Glen for volunteering to join us. Also a big thanks to Hazel and Les for all your work, so many people comment on how great the hall looks and in large part that’s due to both of your work on keeping it in good shape both inside and out.

Finally last but very definitely not least a massive thanks to everyone who comes along to events, with people to enjoy the events we put on and the hall facilities everything that the

committee does would be pointless, so thanks you again for being enthusiastic and involved villagers!

Peter Gardner raised that he is not available on a Tuesday morning and asked what was behind the decision to moving the soup lunch from Thursdays to Tuesdays. Sarah Martin responded that it is due to self-interest as she wanted to free up her Thursdays.

Marion Archer asked if there should be a consultation with the village regarding the electric vehicle charging project first before going to the council. Syd responded it is a ‘chicken and egg’ scenario that has been discussed on a number of occasions by the committee and will continue to be discussed.

5 Treasurer’s Report

Bev Lax (Treasurer) presented the annual accounts to the meeting

Bev thanked Sharon Hardy for carrying out the independent examination of the annual accounts.

Treasurer’s Annual Report

For the Financial Year 1 January 2025 – 31 December 2025

Independent Examination

Mrs Sharon Hardy CEMAP, a qualified retired Bank Official, carried out an independent examination of the accounts for the financial year ended 31 December 2025. Mrs Hardy confirmed that the accounts were supported by appropriate evidence, accurately maintained, and showed no indication of inaccuracy or falsification. The accounts were duly signed, and a copy has been provided.

Financial Overview

Opening and Closing Balances

At the beginning of the financial year, the charity held:

Unrestricted Funds: £42,345.78
Restricted Funds: £45,599.02

At 31 December 2025, balances were:

Unrestricted Funds: £39,336.98
Restricted Funds: £43,416.31

This represents a net decrease in Unrestricted Funds of £3,008.80 , which reflects planned expenditure on essential maintenance and improvement projects undertaken during the year.

Restricted Funds

CCLA Endowment Fund

The CCLA Endowment Fund experienced a reduction in market value of £2,182.74 during the year, resulting in a closing valuation of £43,416.31 .

Dividend income received from the fund totalled £1,274.73 , which was lower than the previous year. This was due to a software error at CCLA that delayed dividend payments due for the year ended 31 December 2023, which were instead received in the year ended 31 December 2024. Dividend payments have since resumed correctly, and no further action has been required.

Investments and Interest

Yorkshire Building Society

Interest income of £567.20 was received from the Yorkshire Building Society account, representing an increase of £45.83 compared to the previous financial year. Total investment and interest income for the year, including CCLA dividends, amounted to £1,841.93 .

Following a review of available charity savings accounts, the committee agreed that the Yorkshire Building Society continued to offer competitive interest rates. Consequently, £15,000 was transferred from the current account into the Yorkshire Building Society account. The year-end balance on this account was £34,402.19 .

Cash Management

Petty Cash

The use of petty cash has been kept to a minimum, with most expenditure paid directly from the current account. During the year, £1,562.06 was paid out via petty cash.

Cash income received from bar takings, hall hire, and similar activities was largely deposited directly into the current account. A total of £6,799.60 was transferred from petty cash into the current account over the year.

Income and Expenditure

Income

Decreases Compared to the Previous Year

The following income streams decreased year-on-year:

Hall Hire: £1,855.75
Weddings: £2,450.00
Bar Receipts: £1,689.98
Donations: £994.28

No rebates were applied for or received during the financial year.

Increases Compared to the Previous Year

Income increased in the following areas:

Fundraising: £1,909.97
Cottage Rent: £650.00

Overall, total income decreased by £5,950.92 compared to the previous financial year.

Expenditure

Total expenditure increased by £10,930.66 . This increase reflects significant works undertaken during the year, including:

Installation of perimeter lighting around the Hall
Restoration of the bell tower and roof tiles
Tree maintenance
Installation of new windows for the Cottage

These projects represent planned investment in the upkeep, safety, and long-term sustainability of the Hall and associated property.

Reserves Policy and Risk Management

The committee recognises the importance of maintaining adequate reserves as a key element of the charity’s overall risk management framework. Reserves are held to mitigate financial risks arising from unexpected expenditure, income volatility, and the ongoing responsibility for maintaining the Hall and associated property.

Unrestricted reserves are maintained to ensure the charity can meet its day-to-day operating costs, including utilities, insurance, routine maintenance, and governance expenses, and to provide resilience in the event of unforeseen repairs or short-term reductions in income. During the financial year, unrestricted funds were deliberately utilised to support significant capital and maintenance projects, including perimeter lighting around the Hall, restoration of the bell tower and roof tiles, tree maintenance, and the installation of new windows for the Cottage (as detailed in the Expenditure section). The resulting reduction in unrestricted reserves is therefore consistent with the committee’s planned approach to asset maintenance and risk mitigation. Restricted funds are held and managed strictly in accordance with donor-imposed restrictions and are not available for general operational use. The CCLA Endowment Fund is monitored with regard to investment performance and income generation, recognising the balance between market risk and long-term capital preservation.

The committee reviews the reserves policy annually in conjunction with expenditure planning and a wider assessment of financial and operational risks, including property condition, future maintenance requirements, income dependency, and investment performance. This ensures reserves remain aligned with the charity’s strategic priorities and ongoing capital responsibilities.

Financial Position and Outlook

While unrestricted reserves reduced during the year, this reflects deliberate and necessary investment in the charity’s assets. The committee considers the charity to be in a stable financial position, with appropriate reserves in place and funds managed prudently to support both current operations and future sustainability.

Marion Archer raised that fundraising income vs expenditure was a difference of only c. £200. A lot of effort for £200. Syd highlighted that many of the events generate bar income. Bev will highlight bar income for the fundraising events. As we generate significant income from hires, so focus is less on generating on fundraising on social events. Marion suggested relabelling the category to ‘social events’.

Peter Gardener raised his concern regarding third party ticket sellers. For example the Magic night incurred a 10% booking fee and then a further 10% admin fee. He feels aggrieved paying an additional 20% that the village hall does not receive. Syd responded that for larger events, the platform enables us to advertise future events and eases the purchase at any time of the day. The majority of events these days use online ticketing platforms. Syd recognised the feedback and acknowledged that a handful of people have raised a similar concern. In response to the feedback, for future events we will offer paper tickets at soup

lunches and socials. It also means that individual’s contact details are not advertised on a public domain. Syd continued to say that the committee considers whether to use the platform event by event. As an example, the magic night was aimed at people also living outside the village, where a ticket platform is more likely to attract people outside the village. Cat added that we are trying to attract younger people and as a result of her contact details being advertised, she received some inappropriate images.

The accounts were approved by the meeting.

6 Approval of auditor for 2026

Sharon Hardy was proposed by Peter Gardner and seconded by Paul Scholes as the auditor for the accounts in 2026.

7 Elections of Chairman, Treasurer and Secretary

Syd Bailey was proposed by Tina Fickling to be Chairman and seconded by Marion Archer.

Bev Lax was proposed by Cat Lane to be Treasurer and seconded by Paul Scholes.

Tina Fickling was proposed by Leah Wilson to be Secretary and seconded by Barbara Moore.

8 Election of Committee

Paul Buckingham has stood down. Glen Chipp is joining the committee. We do still have one vacancy, so are looking for volunteers. All other members of the Committee wished to continue and so were all elected as Village Hall Committee members.

9 Any other business

Syd raised that there is a Village Hall feedback survey and asked for people to complete these if they have not already done so.

Mike Smith thanked the committee for another successful year.

10 The next Committee Meeting will be held on Tuesday 17[th] March 2026.

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EAS[ HARLSEY VILLAGE HALL REGIStERED CHAR No. 523345 F114ANCtAL TPANSAcfIoNS FOR YEAR ENDING 3111212025 202SI£I 1024 IE) Inm Ownitwj 24.191.57 1?,082.?1 I2,.25 34,tWJ 93 J4.159. 5.7(¥J 91 Tran5ter fvom lId1j knety Tfanfr5 Irurn Petty CAsh 46.fy38.91 35,155. lo3.5 Transfer lo YB5 i%.rAXI(X> Is.(m. 3,601.01 24,391.5Z .£ Z47•9A¢ ii,soo.?E 15,481J.60 A¢rrxJnl IniÉY 567.?0 4583 ITOM Fw 1.549.29 214.56 Trants From Virsxn Current Is,rm.(x) 1S,(m.fA) PalaiK¢ 34.402.19 17.$60.26 £ I•A41.93 C.1711

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EAsf HARLSEY LLAGE HALL REGIsfERED CHARrrY No. 523345 srATEMEPThQF INCOME AMD EXPENDfvuRE FOR YEAR ENDING 3111212025 NI4) 20241£) Hall Hire 4,425. 6.280.72 ¥855.n WethYM¥Js 6,550.(Y) 9.W).OD so 21.875.51 23,565.49 FuThJ RA 4,503.92 2,593.95 909.97 Rem 4,850. 4.200. Giaturt 482.67 481.63 IJM 663.20 1,657.48 (>ants IllifKJ IntLYe5t 567.20 45 .274.73 1.$49.29 274.56 1,293.22 L293.22 TA 45.19123 51.143.15 5,950.92 PEND ubi 7,057.73 6.871.87 Repairs and Kaintwr 2.354.79 4,765.9) zmii.li 2.359.00 .795J5 Dep)sif Refunds 615. 326.00 2B9. Bar Rest(thng 11,574.82 9,811.77 L763.05 Fund Raislry EXnSeS 4,274.23 687.56 3,586.67 Ir6urarce 2,365.03 2.308.45 56.58 9)YT1 2,617.12 2,703.92 QwntatAe DonatK)nS 1.077.16 2,743.36 1.666.20 Remurwot, Payrdl InLYNne Tax 5.110.30 4.692.54 417.76 48,201.03 £ 37,27037 £ 10.930.66 3,008.80 L I3717¥