Legal Notice
Ashbury Village Hall Management Committee
(Charity no. 292821)
Annual Report of the Chairman and Secretary, 1 April 25 to 31 March 26.
Management Committee
We give sincere thanks to all of our Management Committee members who form our Leadership Team (“the VH Team”), giving freely of their time to support the efficient running of Ashbury Village Hall (“VH”) to benefit all in the local community.
At the 2025 AGM, we said goodbye to Margaret Smith, Julia Blake and Peter Smith. Margaret had competed 17 years on the VH Team, most of which as secretary, for which the whole village were grateful. We said a big hello to Anne Taylor, who joined taking Margaret’s role representing St Mary’s Church, and Judy Clarke joined the VH Team to lend a welcome hand. Peter and Julia have continued to support our events throughout the year and continue with the winter bowls club. The 2025 AGM approved the following officers and members:
• Chair – Chris Millard
• Secretary – Sandra Dagnall
• Treasurer – Jo Cholmeley
• Bookings Secretary – Steve and Laura Pilkington
• Buildings Officer – Roger Baker
• Parish Council Representative – Eliza Lewis
• Toddler Group and Community Club Representative – Jackie Baker
• Church representative – Anne Taylor
• Supported by the following members:
Judy Clarke, Simon Edwards, Janice Honeyman, Lynne Phillips
Our Amazing Village Community:
The Annual Report also gives us the opportunity to thank our amazing village community, who attend the events at the VH, and support so generously when we are in ‘fund raising’ mode. You make all our efforts worthwhile, and truly, without you there would be no Village Hall. As ever, the team at the Rose and Crown have played their part too. Thank you all!
We have also enjoyed the full support from Ashbury Parish Council (“APC”), who have part-funded our internet installation and have agreed to establish a fund to support us in progressively building a long-term financial buffer, thereby supporting our plans to ensure the VH is on a long term financially stable platform – a key focus for the coming year.
Feedback is freely given which we really value, but if you have any ideas of events and community activities you feel we could add to the already varied calendar, then please let Sandra & Chris know.
Use of the Hall:
The focus of the VH Team remains to provide and maintain a venue primarily for the benefit of the residents of the Parish of Ashbury (which includes Kingstone Winslow, Idstone and Odstone). The VH has hosted a diverse range of events and activities, including:
• As a community facility:
o Toddler Group
o Community Club
o Yoga classes
o Bowls
o Craft and painting activities
o Parish Council and community meetings and gatherings
o The Parish Polling Station
o Fund raising events such as race nights, jumble sales, plant sales and the like.
• Whole village events:
o The amazing Auction of Promises
o The Annual Village Quiz
o Burns Night Supper
o The Church Zimbabwean evening
The VH Team organised the Village VE and VJ celebrations and continue to support the Church for Remembrance Sunday.
• As a performance venue:
o Seasonal performances by the local community choir – the Rose and Crooners
o Badapple Theatre Group.
• Private booked functions and parties.
Financial summary:
Our aim this year was to start to build long term financial resilience. Our year opening balance was £9273 and, with a closing balance of £10,062, we had a surplus for the year of c£800. During the year however, as a result of our fund raising (see below) and with an internet contribution from APC, we have been able to repay a £6000 loan we had taken from our long-term investment trust 2 years ago to fund the internet, audio-visual upgrades to the hall and also to top up some grant funds to complete the major rebuilding of the external hall wall. Within this overall summary, the main items are: Hall income from hiring £2974; income from investment £5592; utilities costs of £2358; cleaning and general maintenance of £3029; Insurance of £1508.
Our clear aim over the coming years is to continue to build a long-term financial platform, reducing our need for fundraising ‘to pay the bills’ and allowing us to undertake more community focussed activities and events. We are very grateful of the support from APC in this endeavour.
Fund Raising:
We would like to give our sincerest thanks to all who support our VH through generosity of time and donations for events which provide valuable funds to balance our books. The Auction of Promises was an exceptional event, supporting the School and Church as well as the VH, raising £6390. The generosity of those who donated the auction lots and those who bought them was exceptional. Thank you!
The principal events have been:
• Badapple Theatre Production - £157
• The Auction of Promises - £2130 (VH share)
• Annual Village Quiz - £2105
• Burns Supper £1133 (shared 50:50 with the Church, £1133 being the VH share)
Hall Maintenance and development:
The VH Team operate a ‘Caretaking Rota’ where each team member takes on the role for a 2-week period, to ensure that the hall remains in good order for events and, importantly, that it is treated appropriately and left in good condition following an event or hire. In addition to the major external wall rebuild, we have replaced and extended all emergency lighting, added external lighting to our fire escape routes, completed critical repairs to the car park, implemented recycling and general decoration. The VH has had a full electrical installation check (EICR) and resultant remedial repairs completed.
We are very grateful to our cleaner, Starr Williams, and for our regular window cleaning by Tim and Alex Hobden. Our electrical systems have been maintained by Tim Reade and Les Symons.
There is more we need to do in 2026. The continued development of building, safety, fire and safeguarding legislation places potentially costly requirements for upgrades on the building, which we will continue to address.
The Year Ahead:
The VH Team remain committed to providing a quality sustainable Village Hall for the people of the Parish of Ashbury, to give a safe and practical facility for our villages. We will complete our upgrades responding to the development of legislation and, establish a longer term plan coving both capital investment and our route to long term financial resilience. We continue to rely on the generous spirit of all in our community and give heartfelt thanks to our Team members who help and make everything possible.
Chris Millard. Sandra Dagnall
Chair. Secretary.
On-line: www.ashburyvillagehall.org Face Book: Ashbury Village Hall Email: villagehall@ashbury.org.uk
Minutes of the Ashbury Village Hall
Annual General Meeting
12 May 2026 in the Village Hall
1. Attendees
Present: Jackie Baker, Roger Baker, Jo Cholmeley, Judy Clarke, Sandra Dagnall (Minutes), Sharka DuBois, Eliza Lewis, Chris Millard (Chair), Steve Pilkington, Anne Taylor.
Guest: Richard Taylor
Apologies: Simon Edwards, Janice Honeyman, Lynne Phillips.
2. Minutes
2.1 Minutes of the meeting held on 13 May 2025 (AGM)
The Minutes had been previously circulated, there were no corrections and the Minutes had been signed and filed.
ANNUAL GENERAL MEETING
3. Committee Membership
3.1 Retiring Officers and Committee Members - None.
3.2 Election of Officers, Trustees and Committee Members
A Committee Membership paper, summarised below, was provided with the Committee pack was discussed and agreed. New members were welcomed to the Team.
The key change is that Jo Cholmeley has retired as Treasurer and Trustee but will remain a valued member of the Management Committee. Sharka DuBois was approved to replace Jo as both Treasurer and Trustee and was warmly welcomed to the team.
Action 1 (50): On receipt of Sharka’s Trustee Declaration, Sandra to reflect the changes within the Charity Commission data, websites WhatsApp Group and internal documents.
