Calvert Green Community Association (CGCA)
Minutes Meeting for AGM meeting held on 13[th ] October 2021 at 8.00pm Held at the hall. – Draft V1
Those present:
AH – Ashley Hopkins – Chair (Current) Conflict of Interest JH – John Hopkins - Vice Chair (Current) TH - Tracey Hopkins - Bookings (Current) Conflict of Interest SS - Seril Shah – Treasurer (Current) VT – Vicki Turner - Secretary (Current) DR - Darren Rothwell – Events (Current)
Bar Team:
LBK – Liz Bruce-Kelly – Brickworx (Current) AB – Adrian Bone – Brickworx (Current)
Volunteers:
Richard Gomme
Guests:
Kay Prior Barry Prior Jo Hawley
Apologies:
NH – Nick Henstock (Current)
1) Chair’s Report (AH):
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a) Welcome:
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i) AH welcomed everyone to the 2021 Annual General Meeting and explained the process for this evening's event.
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b) AH gave an account of the previous year’s successes, considering that 50% of the year we were unable to open due to COVID. Since being able to open up again, we have put on over 120 successful events.
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c) AH praised all the executive committee for their commitment to the CGCA.
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d) He also thanked all those volunteers, from the Brickworx committee and all the volunteers who have helped over the last year.
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e) He commented as we close the year we do that as a better charity. Some areas of particular note, we have kept everyone COVID safe, our accounts were independently checked and passed again and TH for achieving 5 out of 5 for Food Safety for the hall, enabling the selling of hot and cold food.
2) Treasurer’s Report (SS):
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a) SS reported the account status.
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i) He had produced a document with all the income and outgoings for the previous year, with a breakdown of costs.
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ii) We were helped by receiving two Buckinghamshire County Council support grants.
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iii) It was pointed out that there is £1,000 still in the account that needs to be reimbursed to the BCC, this was given to be distributed to the Calvert volunteers during the pandemic, for delivering shopping, picking up prescriptions etc. No-one has come forward asking for this
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Calvert Green Community Association (CGCA)
money, therefore it needs to be returned. This is in hand, we are waiting to hear back from BCC as to where it should be sent.
3) Retiring: (All):
All members of the committee were then asked to resign for the year, this was followed by nominations for the new committee.
4) Nominations: (VT):
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a) VT recorded the volunteers who had corresponded with her to display their interest in being nominated for a further 12 months.
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i) VT received this from all members of last year’s team.
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ii) Each one was nominated and then seconded.
iii) All those volunteers wished to carry on with the roles from the previous year.
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b) For the bar team, AB would like to continue, RG would like to join and LBK would like to move to being a volunteer
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i) Changes noted
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ii) No objections
5) Any Other Business:
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a) Any Health & Safety / Accident reports
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i) No incidents or accidents reported.
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b) Discussion followed regarding the upcoming events.
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i) Gin Night 15[th] October – All in hand, Seril (lead), Rich and Liz on the bar, further volunteers available.
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ii) Halloween Night 30[th] October, Darren (lead), Seril and Vicki on the bar and Rich on the foyer collecting tickets, further volunteers available. (SOLD OUT), so it was agreed that DR could open it up for a further 20 people.
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iii) Fireworks Night 7[th] November, JH (lead), everyone else available to help.
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8 Marshalls needed; Action: JH to contact Mike Vaille to see if he could lead this.
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1[st] responders needed; Action: JH to speak to his previous contacts.
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Food stall holders needed; Action: JH to ask for volunteers.
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Glowsticks stall holder needed, Action: AH to order the 100 glow sticks.
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AB has offered to do the music between 5.30 – 7.30.
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iv) AH suggested a children's Christmas party on 11[th] December AH/TH to (lead), Kids disco in the afternoon with ‘meet Santa’ and going into the evening in the bar for families/community. Action: volunteers needed. Need a Santa.
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v) Drag Act 18[th] December Seril to (lead), Action: volunteers needed
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vi) Christmas Eve Party 24[th] December Seril to (lead), Action: volunteers needed
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vii) New Years Eve Party 31[st] December AH to (lead), Action: volunteers needed
6) Next virtual meeting – Wednesday 3[rd ] November 2021 8pm.
AH to invite those on the new bar team to attend for the items relating to them.
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CALVERT GREEN COMMUNITY ASSOCIATION No (if any)
1104354
Receipts and payments accounts CC16a
For the period 01 October 2020 30 September 2021
To
from
Section A Receipts and payments
Unrestricted Restricted Endowment
Total funds Last year
funds funds funds
to the nearest £ to the nearest £ to the nearest £ to the nearest £ to the nearest £
A1 Receipts
Donations 15 - - 15 806
Income from bar 10,901 - - 10,901 25,482
Other income 3,082 - - 3,082 10,454
Government grants 17,765 - - 17,765 1,000
- - - - -
- - - - -
- - - - -
- - - - -
Sub total (Gross income for
AR) [ 31,763 ] - - 31,763 37,742
A2 Asset and investment sales,
(see table).
- - - -
- - - - -
Sub total - - - - -
Total receipts 31,763 - - 31,763 37,742
A3 Payments
Bar - cost of sales 5,918 - - 5,918 13,827
Management and administration 17,498 - - 17,498 18,292
- - - - -
- - - - -
- - - - -
- - - - -
- - - - -
- - - - -
- - - - -
Sub total [ 23,416 ] - - 23,416 32,119
A4 Asset and investment
purchases, (see table)
- - - -
- - - -
Sub total [ - ] - - - -
Total payments [ 23,416 ] - - 23,416 32,119
Net of receipts/(payments) 8,347 - - 8,347 5,624
A5 Transfers between funds - - - - -
A6 Cash funds last year end 40,460 - - 40,460 34,836
Cash funds this year end 48,807 - - 48,807 40,460
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Section B Statement of assets and liabilities at the end of the period
| Categories Signed by one or two trustees on behalf of all the trustees B1 Cash funds |
Details Cash at bank and in hand Total cash funds Signature |
Unrestricted funds Restricted funds to nearest £ to nearest £ 48,807 - - - - - 48,807 - Print Name |
Endowment funds to nearest £ - - - |
|---|---|---|---|
| - | |||
| Date of approval |
2
Independent examiner’s report to the trustees of Calvert Green Community Association
I report to the trustees on my examination of the accounts of the Calvert Green Community Association (the Trust) for the year ended 30 September 2021.
Responsibilities and basis of report
As the charity trustees of the Trust you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’).
I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
Independent examiner’s statement
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:
- accounting records were not kept in respect of the Trust as required by section 130 of the Act; or 2. the accounts do not accord with those records.
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.
Kevin Moss ACA BA (Hons) Echo of Light Accounts Limited Chartered Accountants Ash Cottage Main Road Lacey Green Princes Risborough Bucks HP27 0QT