Burbage Institute Notes to the Accounts for the Period 1st 2023- 31st December 2023 anuar The accounts are completed on a cash basis - there will therefore be some receipts relating to the prior year and amounts invoicedlpaid in December that will not appear till the following year. Overall the Institute has continued to show itself to be viable, making a net inflow of £8946 in a year where again there fewer but still some substantial one off expenses involved in ensuring the Institute continues to be in a safe hireable state. The Institute continues to have a good liquid cash position. Rental Income has increased on last year- primarily due to increased hours by Pre-school. Clubs and society rental has stayed broadly the same and adhoc rentals have halved. This is due to a committee decisionmade to restrict the number of casual lettings during a weekend - as we no longer have a Fire Safetly costs now represent the Annual Fire Audit Cleaning charges have dropped in 2023 vs 2022. This is due to there not being a need for the deep clean & last year included some 2021 cleaning costs Retainers have been removed as all officers moved to a volutary basis from Q2 2022 onwards Leases and Rates- we received a full reimbursement for rates for the year and have included £5 peppercorn rent owing to the diocese Insurance - Insurance in 2023 has increased slightly Fittings - includes large one-off expenses to improve the Institute as opposed to just maintenance. This year has included the fire proofing of the stained glass windows to adhere to the Fire safety audit. The installation of a defribilator for use by teh Burbage community. Training has been included In other. Finally an asbestos survey which was required in preparation for re-flooring works scheduled for 2024
Accounts for the year ended 31 Decembèr 2023 Receipts and payments account check 2023 2022 Income from Charitable Activities Pre-school Rental Clubs and Societies Regular Lettings Adhot rentals 27432.5 6012.S 33445 987.75 24961.5 6730.75 31692.25 1970 Investment income Bank Interest Total receipts 1366.55 35799.3 228.31 33890.56 Dirert Char4table Expenditure Light & Heat Fire Safety Safety Certificates & Services Services Water I Waste disposall rates Cleaning Property maintenance & Improvements New equipment & Fittings 6758.24 700.08 856.92 772.47 5845 4340.31 5972 25245.02 4437.48 673.8 115.2 695.74 6960.2 5493.87 9634.33 28010.62 other Expenditure Retainers Other Lease & Rate5 Professional charges/ Insurance 1375 186.66 -138.75 1252.77 2675.68 366 1236.92 1607.92 Total Expendlture 26852.94 30686.3 Net Receipts / (Expenditure) 8946.36 3204.26 Balance Sheet Bank Balan¢è @ V1123 109404.58 Net receipts/payments for year 8946.36 Bank Balance @ 31112123 118350.94 Breakdown Bonu5 saver 76139.39 42229.55 Currenl account Cash in hand Uncleared amounts for Peppercorn rent14 years) -20 118350.94 Except for eash. Burbage Institute had no matèrièl a55ets or liabilities at the year end. -knILEd Acccth £osThd C(JThecF re(0 O'DvWC< Iq,Oq . J4- ( IIA 1CL)(NtJ .
Burbage Institute CHAIRS STATUS REPORT Burba e Institute Annual General Meetin th March 28 2024 For the purposes of providing a comprehensive update at our AGM, I have summarised in a picture view, all of the continuing progress that the trustee board has made during 2023124. 2023124 has seen continued positive progress for the Institute in ongoing operational mode. Due to the relative high level of ongoing work behind the scenes keeping the Institute running for Community, Treasury and Building Compliance/ Maintenance roles, I continue to encourage the committee to considerthe upcoming year or two as a period of ongoing consolidation- perhaps focusing on just one improvement project per year, before considering any more frequent or substantial work. l am truly grateful for our committee and in particular those individual trustees that shoulder the burden of pressure and expectations to keep the Institute operating safety and compliantly. th I note here that l am unable to be re-elected as Chair at the AGM on March 28 2024 according to our constitution, as I have completed three years as Chair l+ the mobilisation period required from July 2020 followinE the collapse of the prior committee). I look forward to helping the Institute continue to flourish in the 2024125 as a trustee. l also just wanted to reflect for a minute on everything that we have achieved in the last 3+ years. We have essentially saved the Institute from near collapse, navigated covid, u pgraded the entirety of the facilities to now be compliant - and built much better relationships with all of our stakeholders. All in all, we have managed to get the Institute running in a very positive way overall- something I'm extremely proud of. Thanks everyone for supporting me so well during my time a5 Chairi just look at what we've achieved togetherl Burbage Institute Charity No. 1101471 Trustee Action Progress - 202312024 GOVERNANCE AGM Mar 2023 AGM Mar 2024 AGM Mar 2023 AGM Mar 2024 AGM Mar 2023 AGM Mar 2024 Trust Deed & Lease up to date Committee/MÈÈting Structure Le al Requirements fulfilled Required Rolesfilled Governance Documents Code of ConduLt Trustee Induction Financial Controls ment Processl8ank Term5 & Condityons of Hire Covld environment Satisfactory Insurance Health & Safety Com Fire Compliance Other Polities Other Processes TrusteeActlon Plan Ke Control Covid Risk Assessment General Risk Assessment Fire- Ralse the alarm Hiring Process Works n Ts & Cs (now web Noticeboards Used Website in lacè Facebook in place (not U5edlreq'dl Nursery Relationship Regu13r Users EngaEed Regular Users Ha Local Residents Relationship Bowlin Club Relètionship Band Relationship Openin8lClosingAdhoc Hirers Sortin outstorè elunder sta cleaning tupboards Sorrin China/Cutlery Gritbng facilitie5 Large Events IPènto, Runsetcl nla n/a the fire Fire- Safe Gas Records & Elertrical Records & Safety Workin Bathroom Fatilities Workin M3intenance u Parkin to date Dam and mould tre3ted A5be5tos Lisa Edwards (44 Chair, Trustee Board of Burbage Institute Charity 1101471 28" March 2024.
14 MINUTES OF MEETING Burbage Institute Cljarity No. 1101471 i• Annual General Meeting (AGM) Thursday March 28th 2024 at 7.30pm AGM 1103124 Welcome and A olo ies: Sandra Doore SD Partici atin a Bradbu PB Communit Lead Maggie Davies (MD) (Managing Trustee, MT Lisa Edwards LE Sandra Holbrow Keith Wood Melvin Sandell MS Summary of Discussion: LE welcomed all to the meetin ies Joanne Sandell Js a Peach pp Treasurer Anne Wood (AW) (Managing Trustee, MT Vice Chair Jane Brzozowski Carol Collis cc Allan Hackett AH Kate Mitchell KM Chair SH JB Secreta Nurse owner AGM 2103124 Declaration of Interest I Confidentiali Summary of Discussion: There were no declarations of interest in an enda item. AGM 3103124 Minutes of Previous Meetin Summary of Discussion: LE ran through the previous AGM meeting minutes. The caretaker had gone and now we have a project planning sub-committee There was, however, a continuing need for new trustees. The minutes were accepted as a true record of the meetin th dated 27 March 2023 AGM 4103124 Chairfs report LE addressed 3 main areas: . Governance. Building maintenan. - Community involvement and public relations. Governance is now solid, being built on the good foundations of the last 3 years. Building maintenance now follows a continuing prograrnme of investment and improvement spearheaded by actions from the planning sub-committee. Community relations are good, but we must be ready to respond to all unexpected situations e. the situation with the band. Signed.......... Chair of Trustees AGM Meeting 27.3.23 Version No. Draft I
MINUTES OF MEETING Burbage Institute Charity No. 1101471 LE is proud of the way the board has handled the last year. KW said the board was now in a strong position to encourage new members. LE issued a diagram to illustrate the Trustees achievements over the last 3 ears. AGM 5103124 Secreta Summary of Discussion: CC reported on the excellent attendan of trustees at meetings. The average attendance 'sRe ort AGM 6103124 Treasurer's Re Summary of Discussion: PP reported that we are in a strong position, thanks, predominantly, to our Nursery rental. Bank interest is reasonable. Lighting and heating have gone up, but we have a fixed tariff until 2025. PP detailed expenditure and income and identified a profit of £8,946. Income was £35,739 expenditure was £26.852. Our healthy bank balance stands at £118,351 including legacies. Now we only have one letting per weekend as well as our regular weekly lettings. PP is stepping down but will audit our future accounts. Financial integrity dictates that all new trustees who maybe contacts in the future should furnish their details. DOB and email addresses of trustees were collected. Regarding our financial management, LE said we are continuing to provide quality in our governance of the Institute. ort Safe relevant to our lettin . asbestos surve Signed.. Chair of Trustees AGM Meeting 27.3.23 Version No. Draft I
MINUTES OF MEETING Burbage Institute Chariry No. 1101471 2) Community- Continuing to improve facilities e.g. the defibrillator. 3) Legacy- Keeping the building fit for generations to come. AGM 7103124 Elections for 24125 Summary of Discussion: Resignation and Election of officers: MD led these proceedings. Chair: LE standing down. Vice chair AW was proposed by CC and seconded by JB. This was accepted. Vice-chair LE agreed to support AW in this role for the time being. This was agreed by all present. Treasurer PP is standing down, PB was proposed by AW and seconded by PP this was accepted. Secretary: CC was proposed by LE and seconded by AW. This was accepted. Community Lead MS volunteered to take up this position in partnership with JS. This was proposed by LE and seconded by AW. Other supporting posts were not filled at this time. JB and AH will continue as trustees working on the planning sub-committee. MD thanked all the officers standin down for all their hard work. AGM 8103124 Constitutional Chan Summary of Discussion: There were no chan es to be made. es AGM 9103124 Corres ondence Summary of Discussion: There was no corres ondence to consider. AGM 10103124 Dates and Times of next meetings Summary of Discussion: Signed......... Chair of Trustees AGM Meeting 27.3.23 Version No. Draft I
MINUTES OF MEETING Burbage Institute Charlry No. 1101471 Upcoming meetings schedule: th AGM: 27 March 2025 AGM 11103124 What have we achieved this evenin Summary of Discussion: AW thanked retiring officers and presented flowers to LE, PP and PB with thanks for all their hard work in the past 3 years. AW thanked visitors for attending and thanked PP, who is standing down as a trustee, for all her hard work in the past in her position as treasurer. New ost holders were elected. AW declared the Meeting closed at 8.20pm Signed.................. Chair of Trustees AGM Meeting 27.3.23 iy Version No. Draft I