DRINKSTONE WAR MEMORIAL INSTITUTE
ANNUAL GENERAL MEETING
MONDAY 16TH JUNE 2025 @ 7PM
MINUTES
Sue Foulsham (Chair) welcomed all attendees.
Attendees: Brenda, Shelia R, Sheila B, Christine L, Lindi, Sue G, Valerie, Robin, Sue F, Nick and Lesley. One member of the public – Merete Bland – attended.
- Apologies for absence
Apologies were received from Christine Emery and Lyn Hannant - Minutes from 2023 Meeting
Minutes of the last AGM held on Monday 10th June 2024 were considered. These had previously been circulated to the Committee members who were present at that meeting, copies were available to those attending. It was proposed by Sheila R and seconded by Lindi that the minutes should be approved. All were in favour and the minutes were signed by Sue Foulsham as being a true record of the meeting. - Treasurer’s Report (Nick Hill)
Copies of the Financial Statement for the year ending 31 March 2025 had been circulated in advance. Nick has also circulated the Treasurers Report prior to the meeting. Nick presented the Financial Statements as prepared by Robin Jackson FCA of Churchgate Accountants Ltd of Bury St Edmunds. Approval of the accounts was proposed by Nick and seconded by Sue F and all present were in agreement.These were approved and signed by Sue Foulsham and Nick Hill.
Drinkstone War Memorial Institute (Village Hall)
Treasurer’s Report to the DWMI AGM 16th June 2025
In the year ending 31st March 2025 revenue from lettings was £9,424, which is a significant increase on the previous year and a welcome recovery to pre-COVID levels.
Fund raising events and activities were very strong, with the net proceeds of £5,377. Our thanks go to all the people who contributed to this success, without whom this would not be possible. One particular event to call out was the success of the pantomime, making a significant contribution to this total. Well done to all involved in this event.
The village hall was unexpectedly in receipt of a legacy donation from the estate of Mrs Margaret Ivor-Jones of £15,646. This exceptionally kind and generous donation has been used to establish a new fund, ‘The Ivor Jones Legacy Fund’. The intention for this fund is future capital projects to develop the facilities at the Village Hall for the benefit of the village community. Our thanks go to Mrs Ivor-Jones and her family for this generous donation.
Bank interest earned this year was £1,686, which is mostly the interest paid from the £30,000 invested in a 1-year bond in the previous year. This has been rolled over for the next year to continue to generate income. Once this matures again in late June it will be rolled over. We also anticipate adding to the total invested with The Ivor-Jone Legacy Fund until any capital projects to use this money are identified.
On costs there has been a general increase across most items compared to the previous year. Repairs and maintenance costs were £3,866, which comprises the normal maintenance requirements for the hall plus one larger item of £1,650 for the professional cleaning of the hall flooring. No other major maintenance costs were incurred this year, however in future years these are expected to arise from time to time.
It is anticipated that costs will further increase next year, including a significant increase in caretaking costs now that we have filled the caretaker position, with the associated full-year costs.
The VH continues to operate a bursary scheme to support the establishment of new clubs and activities and also those that otherwise would not be able to use the hall. This continues to be used by the stitch and craft club and has been used to assist the establishment of a new karate club and bowls. It continues to be open to other residents to take advantage of.
Overall, the profit on operations was a very good total of £5,986, which has been added to the Maintenance Fund. The end of year amount kept in the General Fund is £13,000 which is the same as the previous year and was set to one full year typical operating expenses. This will be reviewed and potentially increased next year. The new Ivor-Jones Legacy fund starting balance is £15,646.
The closing bank balances at were: Community Account £9,703.95, Active Saver Account £42,031.46, 1-year bond £31,269.72, and cash £1,015.69.
Nick Hill – Treasurer Drinkstone War Memorial Institute
16th June 2025 - Chairman’s Report (Sue Foulsham)
AGM of the DWMI – 19th June 2025
Chairman’s Report
This year, the Management Committee of the DWMI has been working with a full complement of 11 voting Trustees + two further non-voting Committee members who represent the PC and the PCC.
The people of Drinkstone and the wider local community have continued to support the long-standing regular bookings and events held at the Hall – a venue which continues to be attractive for residents and non-residents alike to hold one-off events, parties and weddings. Our grateful thanks to Liz for all the hard work she puts into carrying out the vital role of Booking Secretary throughout the year. It is very much appreciated.
Hall hire fees were reviewed by the Committee in January and once again it was decided not to raise them for the year 2025-6, meaning that residents will continue to pay the prices which were set 12 years ago, when the Hall opened. As the Hire fees for non-residents were raised last year, no further increase was proposed for the coming year.
Our bookings ‘bursary’ has continued to assist small groups to fund their bookings, by providing a grant towards hall fees, and the concessionary rate of a flat £5 fee per booking for Church events, has continued. We have also continued to work with the PC and the PCC in using the Hall as a base for joint events which benefit the Community.
However, at the same time, it is important that we remain very much aware that our every-day maintenance costs, as well as the expense of the specialist services required to maintain the legal requirements of a public building, have considerably increased. As trustees of the Charity, we are required by the Charity Commission to manage the Hall responsibly not just for the short term, but to ensure that the long-term future is financially secure.
To raise awareness for our Trustees, a Safeguarding session delivered by CAS, and a Cyber Security session delivered by the Police were organised, and were attended by members of the Village Hall Committee and other interested parties.
As far as the maintenance of the Hall is concerned there have been two major changes during the year. It became necessary to employ a new cleaner. We were delighted when Jan Longley (a Drinkstone resident) took over the role in the New Year and her work has made huge, and very noticeable, improvements to the general condition of the building. We were equally delighted when we had an enquiry about the Caretaker post from Andy Hart (who lives in a nearby village), who consequently took over the post in January. He too has made great inroads into ‘taming’ the site. What a relief for us to have two such special people on board!
We were also pleased when operatives from Sisk (A14 contractors) offered not only to donate some nearly-new filing cabinets to the Archiving group, but also to address our problems with the potholes in the car park. They were true to their word and we are very grateful to them for the successful completion of both projects last summer.
The Committee also made the decision that, after 13 years of heavy use the hard floors on the ground floor of the Hall were in dire need of a professional deep clean. The cleaning of all the downstairs floors and of the upholstery on a number of chairs, was carried out by local firm Rothwells in September.
It was also agreed that the wooden seats and backs of the old retro outdoor chairs were becoming a H&S risk due to the splintering and general deterioration of the wood – they were consequently sold on Ebay for in excess of £600, despite the fact that it had been the opinion of some that they were worthless! Two antique books donated by Edna Gunnett were also sold at auction – our thanks to Edna, and to Robin Sharp and Lyn Hannant for their perseverance in taking these tasks on board. Other improvements at the Hall include the installation of a handrail on the stairs to the upper store rooms and an understairs cupboard for the storage of the cleaning equipment.
Pub nights have been very popular and we have been opening earlier, with child-friendly games, so that families with younger children can also come along. Our thanks to Christine Emery for taking this forward. One in particular was extremely well attended – people were attracted by the combination of a pizza van visit, Colin Field’s Drinkstone Ales and a bingo session – an excellent all-round community night-out. The annual VH events, such as the over-60s lunch, the Mulled Wine Christmas Draw and Art exhibition, the Sale Trail and the Pantomime, continue to be very well supported and enjoyed by all. The new Film nights have proved to be a popular new addition to the calendar. The ever-popular Race Night + Fish and Chip Supper, will make a welcome return in the Autumn.
In March, the final curtain finally came down on the Hut Theatre with a fantastic concert by Joanna Eden. A very special night to celebrate nearly 30 years of fantastic events – a huge ‘Thankyou’ to Sheila Beswick for her organisation and enthusiasm over so many years. Remaining Hut Theatre assets have been handed into VH ownership to support future community activities in the Arts. Our grateful thanks also go to the numerous volunteers who regularly turn out to help with events – their support is totally invaluable.
We recently had an approach from a Chevington Parish Councillor, who was seeking advice about building a new village hall in their village. Dave Woodward, David Ford, Liz Schmitt and myself, all members of the original Steering group set up to manage the build for our own hall, met with Jamie recently in our Hall. Some very valuable advice was passed on and his thank you email closed with the following words:-“If what we are trying to do comes off, and if we do create something fun, engaging and new for Chevington, I can tell you now, Drinkstone will have played a part in it.” A nice thought!
A heartfelt ‘Thankyou’ to the DWMI Trustees – they are all volunteers who, throughout the year, give a great deal of their spare time to carrying out the every-day tasks and responsibilities involved in managing and maintaining high standards at our Village Hall. Without their selfless commitment and dedication, the DWMI would not be able to achieve its aim of providing our lovely village with the very special community hub that it so deserves. Not only am I very privileged to live in such a wonderful village, but also to get to work with such a terrific team!
An excellent year for Drinkstone Village Hall in all sorts of ways – long may it continue!
Sue Foulsham – Chairman Drinkstone War Memorial Institute June 2025 - Election of the elected members
11 nominations were received to fill the 11 vacant positions on the Committee. As the number of nominations did not exceed the number of positions available, a vote was not necessary.
Trustee nominations for the year 2025/6 were: Lindi Belfield; Sheila Beswick; Valerie Birkett; Lesley Canham; Brenda Elphick; Sue Foulsham; Sue Goreham; Lyn Hannant; Nick Hill; Sheila Riches; Robin Sharp and all declared they were willing to stand as elected members. The meeting unanimously agreed. - Appointment of representative and co-opted members
Christine Emery was welcomed back to the Committee as Parish Council nominee. Christine Lambert was welcomed back as Parochial Church Council nominee. - Any other business
None
Meeting was declared closed at 19.21