ANNUAL GENERAL MEETING AT BEARE GREEN VILLAGE HALL
7.30 pm MONDAY 24th[th] May2021 Join Zoom Meeting - due to Covid restrictions
AGENDA
1. Chairman’s Welcome
2. Apologies for absence
3. Minutes of AGM for year ending 31[st] March 2020. (15.3.21)
4. Matters arising
5. Treasurer’s Report
6. Chairman’s Report
7. Rotation of Officer
8. Correspondence
9. Any Other Business
Minutes of Beare Green Community Association AGM 15th March 2021 (for the year ending 31.3.20)
Present: Sandy Horvath, Chairman, Paul Mott, Vice Chairman, Linda Horvath (trustee), Lesley West (trustee), Steve Campbell (trustee), Alan Smallwood (trustee), Michelle Carver (treasurer), Merv and Maria Young, Margaret King, Cllr Caroline Salmon,
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Welcome; The Chairman Sandy Horvath welcomed everyone for attending the virtual meeting held on Zoom.
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Apologies : John Roche
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The AGM minutes from the 2018/19 (held 16th May 2019) were reviewed and approved.
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There were no matters arising from the above
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The treasurer’s report for 2019/20 : the subject of today’s delayed AGM, was given by Linda. A report had been circulated. The treasurer’s accounts are being approved by an approved person and will be published on the website very soon. It was noted that the loan is shown alongside rent, the loan is £500 per quarter and ends in 2036. The accounts show a combined loan and rent figure to match the direct debit.
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Chairman’s Report; Sandy Horvath gave the Chairman’s reported and invited questions for which there were none.
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Rotation of officers; The Chairman explained that this was a delayed AGM due to Covid and therefore it would make sense to defer the rotation to this years’ AGM for the year ending 31[st] March 2021, in 2 months.
In terms of allowing people to become trustees who live outside the area, which was an enquiry from Cllr Caroline Salmon, Merv Young checked the constitution at the meeting and this is allowed other than for the Treasurer and Secretary. Lorraine High offered to become a trustee as did Shaun and Jackie Solomon, and all three were welcomed as trustees at this meeting today.
Paul Mott stated that David Kalynuk wanted to become a trustee but wasn’t here tonight. It was suggested that if David wished to stand then he can confirm this and he can be nominated at the 2021 AGM in two months.
- The cinema has been a success; attendance has varied from 6 people to over 70. The fun day 2019 was a great success on a lovely sunny day, and the children’s and over-60’s tea parties were
also very successful and memorable highlights of December 2019. Lunch club continued to attract more than 50 people. We had all our usual regular user groups and generated enough income to remain viable.
In was also noted that 2019 saw the start of the community fridge which has been a great asset to the village and John Roche’s weekly litter pick started in 2019 and has made a big difference to the village.
The chairman thanked all trustees and volunteers, Cllr Salmon, and Revd. Barbara Steadman-Allen for all their hard work.
The meeting concluded at 7.55pm.
Treasurer’s Report for the Financial Year ending 31.03.2021
First of all, I would like to confirm that the accounts presented at the last AGM on the 15th March this year (for the year ending 31[st] March 2020), have now been checked and certified and both the Corporation Tax and Charity Commission returns have been duly completed. We would like to thank Mr. Peter Holland ACIB for giving his time and effort to do this for us. I would also like to thank Alan Smallwood for arranging for this to happen.
The annual accounts have been compiled for the year up to the 31[st] March 2021 by Michelle Carvell whilst I have remained as Treasurer, managing the payment of invoices and petty cash. The accounts have yet to be Certified.
We would like to thank Lesley West for managing the bookings and again to Paul Mott in supporting her with the invoicing. Obviously much of our regular income was diminished due to the three Covid 19 Lockdown periods. However, as you can see from the accounts, we were supported by MVDC with support Grants, for which we are really grateful.
I will not go through the accounts line by line, however, if anyone has any questions please do ask. The certification of the accounts by an approved person is in hand and they will be published on our website along with any corrections once this has been done in a we ek or two.
Thank you
Linda Horvath
Treasurer.
Chairman’s Report for the Year ending 31.03.21
I would like to welcome you all to this year’s BGCA AGM and thank you for attending on Zoom tonight.
2020/21 has been a strange year for everyone and the use of the Hall was reduced drastically due to the lockdown periods. It has been very sad to see so many of local clubs and hirers not being able to use the Hall over the past 12 months, but we hope as the lockdown restrictions slowly reduce we will see many of them return and enjoy their activities once again. That said, those who were legally allowed to, did come back for those short few months last summer.
Let hope that the latter part of 2021 and 2022 gets back to somewhere near normal and the Hall will be busy with local people enjoying social interaction once again.
In March this year we have seen the Hall transformed into a Covid 19 Vaccination Center at weekends. This is being carried out by South Street Pharmacy and it is anticipated that the weekend usage and hire by the vaccination center will continue through to late autumn. We appreciate this will have an impact on weekend hire by community members but we hope everyone agrees that this project will help secure the health and wellbeing of Beare Green and the wider community.
Whilst the Hall usage has been low the Trustees have remained busy working to obtain grants from various sources to improve the building. To this end we have carried out the following:
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New LED street lights in the carpark – Thank you to Capel Parish Council for their grant towards these.
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We have two new air source heat pumps that heat the main and front halls, these have already shown a significant reduction in the heating costs for the building – thank you to Gatwick Community Trust for the grant and to Paul Mott for both submitting the grant application and arranging the installation.
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We have upgraded the CCTV and added additional cameras which were supplied by our local firm REDEYE - again thank you to Capel Parish Council for their grant towards this.
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We have redecorated the Main Hall and lightened the room by using a pebble grey over the dark wooden paneling and changed the magnolia ceiling areas to white. This has helped transform the hall to a brighter and more modern feel, which has been commented on by a number of regular users and has helped attract current new bookings.
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Once the hall was decorated, we carried out some minor electrical work by installing an outside power supply, which can be used by hirers or the BGCA for outdoor events. At the same time, we have had new power sockets in the two halls that include USB points to support groups such as the Youth club when they return.
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General maintenance has been continued throughout and a big thank you to Alan Smallwood for repairing the loose and sunken curb stone on the pathway up to the hall and the restoration of the Porch cover over the kitchen door, along with many other repair jobs he has undertaken throughout the year.
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With a further grant from Capel Parish Council we have be able to place 6 bat boxes within the village.
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Lastly with a 50% donation from John Bell of South Street Pharmacy we have installed a burglar alarm on the premises which gives direct notification to the Trustees in the event of it being activated.
The Community Fridge was able to use the Building through the lockdowns to prepare over 5000 bags of food. The highest week saw 136 bags being delivered by its volunteers, which enabled a large number of the community to access Fare-Share food. It remains a welcomed asset in the village.
As we said just a few weeks ago at the last AGM, the Trustees and committee will continue in our efforts to make the hall self-sufficient. As always, we are looking for new ideas for events and would welcome any ideas on what you would like to see happen at the hall. The telephone number for information on events, can be found in the Parish Mag and on our website.
None of the activities or the running of the Halls happen without the work of our volunteers and trustees and would welcome anyone from the Village to join the managing committee either as a volunteer or a Trustee. I would very much like to thank all our volunteers and the trustees for everything they do to help because without them some events would simply not take place.
I would also like to thank our trustees who have stood down this year, Lesley Wes and Lorraine High. I would also again like to thank MVDC for their community support grants along with Capel Parish Council. I would also like to thank Cllr. Caroline Salmon and Rev. Barbara Steadman-Allan for their continued support for the Village. We would also like to wish Barbara a happy, healthy and well-deserved retirement when she leaves us at the end August.
Lastly this is my last year as Chairman having held the role for the last 3 years, however I will continue as a trustee.
Thank you. Sandy Horvath, Chair.
Management Report
Beare Green Community Association For the period ended 31 March 2021
Prepared on 24 May 2021
For management use only
Table of Contents
Financial Activities............................................................................................................................................3 Balance Sheet..................................................................................................................................................4
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Financial Activities
April 2020 - March 2021
| Financial Activities April 2020 - March 2021 |
|
|---|---|
| Total | |
| INCOME | |
| Donations | 620.31 |
| Grants | 23,289.00 |
| Hall Hire | 6,374.94 |
| Discounts/Refunds Given | -464.00 |
| Knit Twits | 26.00 |
| Total Hall Hire | 5,936.94 |
| Merebank Movies | 93.75 |
| Total Income | 29,940.00 |
| COST OF SALES | |
| Movies | 142.90 |
| Total Cost of Sales | 142.90 |
| TOTAL | 29,797.10 |
| EXPENDITURES | |
| Cleaning | 1,163.93 |
| Event Expenses | 35.25 |
| Fire Testing | 229.80 |
| Hall Admin | 1,384.00 |
| Insurances | 993.89 |
| Interest Payable | 0.29 |
| Phone Costs | 334.88 |
| Rent | 2,917.29 |
| Repair and maintenance | 5,872.49 |
| Utilities | |
| Gas | 2,312.00 |
| TV Licence | 156.99 |
| Water | 256.18 |
| Total Utilities | 2,725.17 |
| Total Expenditures | 15,656.99 |
| NET OPERATING INCOME | 14,140.11 |
| OTHER INCOME | |
| Bank Interest | 3.46 |
| Total Other Income | 3.46 |
| NET OTHER INCOME | 3.46 |
| NET INCOME/(EXPENDITURE) | £14,143.57 |
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Beare Green Community Association
Balance Sheet
As of March 31, 2021
| Balance Sheet As of March 31, 2021 |
|
|---|---|
| Total | |
| FIXED ASSET | |
| Tangible assets | |
| Fixtures and Fittings Cost | 7,456.00 |
| Total Tangible assets | 7,456.00 |
| Total Fixed Asset | 7,456.00 |
| CASH AT BANK AND IN HAND | |
| NatWest Current | 2,051.33 |
| Petty Cash | 204.90 |
| Savings | 13,600.82 |
| Total Cash at bank and in hand | 15,857.05 |
| DEBTORS | |
| Debtors | 4,486.71 |
| Total Debtors | 4,486.71 |
| NET CURRENT ASSETS | 20,343.76 |
| CREDITORS: AMOUNTS FALLING DUE WITHIN ONE YEAR | |
| Trade Creditors | |
| Creditors | 548.27 |
| Total Trade Creditors | 548.27 |
| Total Creditors: amounts falling due within oneyear | 548.27 |
| NET CURRENT ASSETS(LIABILITIES) | 19,795.49 |
| TOTAL ASSETS LESS CURRENT LIABILITIES | 27,251.49 |
| TOTAL NET ASSETS (LIABILITIES) | £27,251.49 |
| CHARITY FUNDS | |
| Opening Balance Equity | 9,408.53 |
| Retained Earnings | 3,699.39 |
| Surplus/(Deficit) | 14,143.57 |
| Total Charity funds | £27,251.49 |
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Beare Green Community Association
Management Report
Beare Green Community Association For the period ended 31 March 2021
Prepared on 24 May 2021
For management use only
Table of Contents
Financial Activities............................................................................................................................................3 Balance Sheet..................................................................................................................................................4
2/4
Financial Activities
April 2020 - March 2021
| Financial Activities April 2020 - March 2021 |
|
|---|---|
| Total | |
| INCOME | |
| Donations | 620.31 |
| Grants | 23,289.00 |
| Hall Hire | 6,374.94 |
| Discounts/Refunds Given | -464.00 |
| Knit Twits | 26.00 |
| Total Hall Hire | 5,936.94 |
| Merebank Movies | 93.75 |
| Total Income | 29,940.00 |
| COST OF SALES | |
| Movies | 142.90 |
| Total Cost of Sales | 142.90 |
| TOTAL | 29,797.10 |
| EXPENDITURES | |
| Cleaning | 1,163.93 |
| Event Expenses | 35.25 |
| Fire Testing | 229.80 |
| Hall Admin | 1,384.00 |
| Insurances | 993.89 |
| Interest Payable | 0.29 |
| Phone Costs | 334.88 |
| Rent | 2,917.29 |
| Repair and maintenance | 5,872.49 |
| Utilities | |
| Gas | 2,312.00 |
| TV Licence | 156.99 |
| Water | 256.18 |
| Total Utilities | 2,725.17 |
| Total Expenditures | 15,656.99 |
| NET OPERATING INCOME | 14,140.11 |
| OTHER INCOME | |
| Bank Interest | 3.46 |
| Total Other Income | 3.46 |
| NET OTHER INCOME | 3.46 |
| NET INCOME/(EXPENDITURE) | £14,143.57 |
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Beare Green Community Association
Balance Sheet
As of March 31, 2021
| Balance Sheet As of March 31, 2021 |
|
|---|---|
| Total | |
| FIXED ASSET | |
| Tangible assets | |
| Fixtures and Fittings Cost | 7,456.00 |
| Total Tangible assets | 7,456.00 |
| Total Fixed Asset | 7,456.00 |
| CASH AT BANK AND IN HAND | |
| NatWest Current | 2,051.33 |
| Petty Cash | 204.90 |
| Savings | 13,600.82 |
| Total Cash at bank and in hand | 15,857.05 |
| DEBTORS | |
| Debtors | 4,486.71 |
| Total Debtors | 4,486.71 |
| NET CURRENT ASSETS | 20,343.76 |
| CREDITORS: AMOUNTS FALLING DUE WITHIN ONE YEAR | |
| Trade Creditors | |
| Creditors | 548.27 |
| Total Trade Creditors | 548.27 |
| Total Creditors: amounts falling due within oneyear | 548.27 |
| NET CURRENT ASSETS(LIABILITIES) | 19,795.49 |
| TOTAL ASSETS LESS CURRENT LIABILITIES | 27,251.49 |
| TOTAL NET ASSETS (LIABILITIES) | £27,251.49 |
| CHARITY FUNDS | |
| Opening Balance Equity | 9,408.53 |
| Retained Earnings | 3,699.39 |
| Surplus/(Deficit) | 14,143.57 |
| Total Charity funds | £27,251.49 |
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Beare Green Community Association