Dear Trustee,

Annual General Meeting

Trustees are requested to attend a meeting of the HURSTPIERPOINT VILLAGE CENTRE CHARITY (Charity No 305265) to be held on Thursday 24 July 2025, following the conclusion of the Parish Council meeting which starts at 7.30pm, at the Hurstpierpoint Village Centre.  Members of the public are invited to attend the meeting.

Sarah Groom – CLERK TO THE TRUSTEES                                                                                          Friday 18 July 2025

AGENDA

1.        Apologies for absence: To receive and accept apologies for absence.

2.        Previous Minutes: To receive and review the minutes of the meeting held on 27 February 2025.

3.        Annual Report: To receive and accept the 2024/2025 Annual Report to submit to the Charity Commission.

4.        Annual Accounts: To receive and accept the 2024/2025 Annual Accounts to submit to the Charity Commission.

5.        Annual Independent Examination:  To note the findings of the Annual Independent Examination to submit to the Charity Commission and consider any recommendations.

6.        Appointment of Independent Examiner 2025/2026: To appoint an independent examiner for the Accounts for 2025/2026, proposed as Mulberry & Co.

7.        2025/26 Budget Monitoring: To note the budget monitoring report for the first quarter of 2025/26 including the Payments, Receipts, Bank Reconciliations, Balance Sheet and Income & Expenditure.

8.        Club Suite Decorating: To approve a quote to decorate the Club Suite at a cost of £2,109.48.

9.        Solar PV and Battery Storage Programme:  To receive the report on the project which states:

            “The village hall roof is covered with single ply EPDM with a mock standing seam and a pitch greater than 5 Degree meaning weighted mounting frame will not be suitable. Looking at alternatives, fixing the solar array to the structure of the roof – by penetrating the roof covering – whilst keeping the site watertight will be problematic due to the EPDM covering.  The conclusion is that currently the roof does not seem to be suitable for solar. You may want to explore the alternative fixing option with other contractors but our contractor has stipulated that they believe this is a high risk solution.”

10.      Training Opportunities:  To consider training for Trustees.

11.      Date of Next Meeting: To agree the date of the next meeting of Trustees proposed as 27 November 2025 and 26 February 2026 to follow the conclusion of the Parish Council meeting which starts at 7.30pm.