Walbo�le Village Ins�tute
Annual General Mee�ng
17 July 2024
Chairman’s Report
Background
Having moved the �ming of the AGM gradually from the Autumn to the Summer, it is now a year since the previous Annual General Mee�ng of the Trustees of Walbo�le Village Ins�tute; a mee�ng open to all interested par�es. This is the fourth AGM arranged by the current Board of Trustees.
This building is owned by the City Council, but is run and managed by a Board of Trustees. We are a registered charity, and all the trustees are volunteers. The Ins�tute has to be self-suppor�ng financially; funding hea�ng, ligh�ng, insurance, maintenance, repairs, and renova�on and improvement.
Summary
This has been another successful year for the Ins�tute which has remained at the centre of village life. There have been several significant events as well as the regular use by groups catering for all ages, and one-off hirings for family par�es and the like.
income generated is used to fund the running of the building. Through careful management by our treasurer, we have a moderate cash reserve for use in case of need of urgent repairs, and for rou�ne maintenance and decora�on.
It is very helpful if users of the hall please pay invoices promptly and be sure to include an invoice number to make the treasurer’s life a li�le easier. Thank you to those who already do this, and please start to do this if, as a user, you do not do so already. It is very difficult to reconcile late payments which do not contain reference to the invoice number.
Trustees
In addi�on to me as Chair, the trustees are Nick Strong (Treasurer), Shirley Parnell (Joint Secretary), Wendy Carr (Joint Secretary), Anna Smith, Ma�hew Langdown, Iain Grainger and Lynda Parkin.
The Board is ably assisted by Peter Smith who manages our IT and runs our website. We are grateful to Peter for his help.
Villagers may be aware that Shirley and Roger will soon be leaving the village to a new home south of the river. For this reason, Shirley has tendered her resigna�on as a board member. I would like to put on record, the grateful thanks from me and my fellow trustees for the enormous contribu�on made by Shirley over the past few years. Shirley has wri�en several successful grant applica�ons, wri�en numerous opera�ng procedures and created a well-organised digital archive to contain all our documenta�on. She has also kept track of our insurance, boiler servicing, fire ex�nguisher servicing etc etc. She is always at the centre of events we organise in the ins�tute. Shirley will leave big shoes to be filled and we will be looking to recruit a new trustee to replace her when she leaves.
I must also thank Roger who, whilst not a trustee, has also made a huge contribu�on to the running of events in the Ins�tute. He has been instrumental in the running of our fund-raising pie and pea nights at which we have shown some classic films
Highlights and Events Held
On the subject of Pie and Pea evenings, earlier this year we held an event which was to have been a fund-raising event for the planned D-Day Commemora�on. There was a World War 2 theme to the evening with a quiz about the Dad’s Army TV programme and the showing of the “Dad’s Army” film.
Sadly, the D-Day event had to be cancelled but, if and when the Residents’ Associa�on arranges another event, the Ins�tute will be happy to be involved.
The hall has been used for food bank collec�ons, and for the “Walbo�le Wardrobe”, clothes-swap event.
The Walbo�le Village Choir uses the hall for rehearsals on Monday evenings.
The Ins�tute has been used by the City Council as a Polling Sta�on for several elec�ons. Although this means that no groups can use the building on polling days, which is unfortunate, it does mean that the villagers have a convenient venue in which to exercise their democra�c right, and also makes
At Christmas, in what has become an annual event arranged in conjunc�on with Residents’ Associa�on the Ins�tute played host once again to Santa. He parked his sleigh in the hall and greeted lots of children from the village. There were refreshments and, on the Village Green, the beacon was lit, the choir sang seasonal favourites and the lights on the Christmas tree were switched on. It really was a fes�ve occasion.
Maintenance of the Building
Over the next year, we hope and expect a number of maintenance and repair projects to take place. This will include upgrading of the consumer unit for the electricity supply, and some reconfiguring of the wiring in the building. Whilst the current configura�on is perfectly safe, it does need upgrading.
There is also a problem with rising damp in the porch, and with some of the poin�ng outside.
Where possible, the trustees try to undertake minor repairs within the group (for which par�cular thanks to Iain whose skills are par�cularly appreciated). However, larger projects have to be undertaken by contractors. We apologise in advance for any disrup�on to classes etc whilst work is taking place.
In Conclusion
At this point, I would like to thank my fellow trustees for their huge input into running the hall and its bookings, largely undertaken by Anna. I would also like to thank Peter for his IT support. Finally, thank you to the user groups and all the villagers who use our Ins�tute for their con�nued use and support. Without those people, it would be an empty and lifeless shell, rather than a vibrant li�le building at the hub of village life.
We look forward to next year being just as successful as this.
Michael Carr Chair of Trustees
17 July 2024
2023-24 Year
| April | May | June | July | Aug | Sept | October | |
|---|---|---|---|---|---|---|---|
| Opening balance | 4910.07 | 4682.79 | 5264.71 | 5585.59 | 6034.23 | 6255.96 | 6006.69 |
| Gas - EDF/BG/Yu | 74.35 | 66.41 | 33.21 | 9.27 | 11.01 | 30.42 | 36.17 |
| NCC rent | 23.49 | 23.49 | 23.49 | 23.49 | 23.49 | 23.49 | 23.49 |
| Electric Opus | 122.00 | 116.46 | 147.10 | 146.93 | 127.10 | 617.05 | |
| Electric YU energy | 42.79 | 40.66 | |||||
| Talk talk | 42.44 | 52.13 | 45.67 | 45.67 | 45.67 | 45.67 | 45.67 |
| Cleaning OS | 130.00 | 80.00 | 0.00 | 130.00 | 110.00 | ||
| 100.00 | |||||||
| IT support | 40.00 | 80.00 | 80.00 | 80.00 | 80.00 | 80.00 | 152.00 |
| 80.00 | |||||||
| Consumables | 15.45 | 94.48 | 14.85 | ||||
| Insurance | 96.00 | ||||||
| Maintenance Kimage | |||||||
| Maintenance Peterlee | 36.60 | 92.22 | |||||
| Maintenance Adv building | |||||||
| Maintenanve Gecko | |||||||
| Repairs/modifications | 108.00 | 50.00 | 78.00 | ||||
| Coronation celebration | 100.00 | ||||||
| brown bin charge (Anna) | |||||||
| WRTA D-Day celebration | |||||||
| Equipment | |||||||
| TOTAL | 402.28 | 628.54 | 749.95 | 385.36 | 417.27 | 964.27 | 468.21 |
| INCOME | |||||||
| Advanced building | |||||||
| Amazon | 5.00 | 15.46 | |||||
| Barking mad | |||||||
| Bowden | 50.00 | 40.00 | 40.00 | 40.00 | 50.00 | ||
| 40.00 | 30.00 | 10.00 | |||||
| 40.00 | |||||||
| Carr, Julia | 40.00 | 40.00 | 30.00 | 10.00 | 50.00 | ||
| 40.00 | 30.00 | ||||||
| Dixon | |||||||
| Dodds | |||||||
| Donna Duffy | 30.00 | ||||||
| Dryden, M | 30.00 | ||||||
| Eric | 10.00 | ||||||
| Gertig | 60.00 | 45.00 | 60.00 | 60.00 | 15.00 | ||
| 45.00 | |||||||
| Hedley Bike | 80.00 |
| Jo wreath | ||||||||
|---|---|---|---|---|---|---|---|---|
| Judith Green | 20.00 | |||||||
| Laura Driver | ||||||||
| Myers A | ||||||||
| Over 60s Bingo | 80.00 | 80.00 | 80.00 | 39.00 | 220.00 | 60.00 | ||
| 80.00 | ||||||||
| One off parties etc | ||||||||
| Piper | ||||||||
| Robertson | ||||||||
| Search/Kirsty | 60.00 | 60.00 | 75.00 | 60.00 | 60.00 | |||
| Silvia Mather Belly Fit | 30.00 | 30.00 | 20.00 | |||||
| Smart dogs | 50.00 | |||||||
| Smith Christine | ||||||||
| Sophie Smith Dance | 210.00 | 150.00 | 320.00 | 200.00 | 170.00 | |||
| 240.00 | ||||||||
| Souter | ||||||||
| Stevens/Choir | 40.00 | 30.00 | 40.00 | 40.00 | ||||
| 50.00 | 40.00 | 30.00 | ||||||
| Stone B | ||||||||
| Streetworx | 30.00 | |||||||
| Tango | ||||||||
| UNKNOWN | z | |||||||
| Tait | 40.00 | |||||||
| Thompson | 30.00 | |||||||
| WBL art | check 80? | 100.00 | 50.00 | 100.00 | ||||
| 148.00 | ||||||||
| Widdowson | ||||||||
| Walbottle Res | 212.83 | |||||||
| Usher SM (lucy) | ||||||||
| Yoga - Ali | 65.00 | 100.00 | 129.00 | 50.00 | ||||
| Yoga (Pauline | ||||||||
| Younger, Charles | ||||||||
| UNIDENTIFIED | ||||||||
| TRANSFER TO DEPOSIT |
Newcastle CC elections
200.00
Community Foundation grant
| TOTAL INCOME | 175.00 | 1210.46 | 1070.83 | 834.00 | 639.00 | 715.00 | 310.00 |
|---|---|---|---|---|---|---|---|
| NET INCOME - EXP | -227.28 | 581.92 | 320.88 | 448.64 | 221.73 | -249.27 | -158.21 |
| CHECKS | |||||||
| Open balance | 4910.07 | 4682.79 | 5264.71 | 5585.59 | 6034.23 | 6255.96 | 6006.69 |
| Calculated end balance | 4682.79 | 5264.71 | 5585.59 | 6034.23 | 6255.96 | 6006.69 | 5848.48 |
| Actual end balance FROM ST | 4682.79 | 5264.71 | 5585.59 | 6034.23 | 6255.96 | 6006.69 | 5848.48 |
| Difference | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 |
| Monthly Change | -227.28 | 581.92 | 320.88 | 448.64 | 221.73 | -249.27 | -158.21 |
| Deposit account interest | 24.54 | 31.61 |
November December January February March Apr-24 5848.48 6897.54 6884.40 3779.22 3746.77 3378.52
| 31.79 | 119.82 | 119.62 | 171.36 | Gas - EDF/BG/Yu | 782.05 | ||
|---|---|---|---|---|---|---|---|
| 78.62 | |||||||
| 23.49 | 23.49 | 23.49 | 23.49 | 23.49 | NCC rent | 281.88 | |
| Electric Opus | 1276.64 | ||||||
| 43.40 | 46.16 | 46.40 | 58.29 | 45.68 | Electric YU energy | 323.38 | |
| 45.67 | 45.67 | 45.67 | 45.67 | 49.10 | Talk talk | 554.70 | |
| 270.00 | 150.00 | 150.00 | 120.00 | 150.00 | Cleaning OS | 1390.00 | |
| 80.00 | 80.00 | 80.00 | IT support | 832.00 | |||
| 80.00 | |||||||
| 45.15 | 91.00 | Consumables | 260.93 | ||||
| Insurance | 96.00 | ||||||
| Maintenance Kimage | 0.00 | ||||||
| Maintenance Peterlee | 128.82 | ||||||
| 36.00 | 180.00 | Maintenance Adv buildin | 216.00 | ||||
| 90.00 | Maintenanve Gecko | 90.00 | |||||
| 100.00 | Repairs/modifications | 398.94 | |||||
| 62.94 | |||||||
| Coronation celebration | 100.00 | ||||||
| 43.00 | brown bin charge (Anna) | 43.00 | |||||
| 300.00 | WRTA D-Day celebration | 300.00 | |||||
| Equipment | 0.00 | ||||||
| Total | |||||||
| 522.44 | 601.14 | 989.18 | 247.45 | 778.25 | 7154.34 | Total | 7154.34 |
| INCOME | INCOME | ||||||
| Advanced building | 0.00 | ||||||
| Amazon | 20.46 | ||||||
| Barking mad | 0.00 | ||||||
| 40.00 | 40.00 | Bowden | 440.00 | ||||
| 20.00 | |||||||
| 50.00 | 20.00 | 40.00 | Carr, Julia | 350.00 | |||
| 10.00 | Dixon | 10.00 | |||||
| 15.00 | 20.00 | Dodds | 35.00 | ||||
| Donna Duffy | 30.00 | ||||||
| 30.00 | Dryden, M | 60.00 | |||||
| Eric | 10.00 | ||||||
| 75.00 | 75.00 | 435.00 | |||||
| 90.00 | Hedley Bike | 170.00 |
| 30.00 | Jo wreath | 30.00 | ||||
|---|---|---|---|---|---|---|
| Judith Green | 20.00 | |||||
| 20.00 | Laura Driver | 20.00 | ||||
| 50.00 | Myers A | 50.00 | ||||
| 60.00 | 60.00 | 60.00 | Over 60s Bingo | 858.00 | ||
| 39.00 | ||||||
| 20.00 | One off parties etc | 20.00 | ||||
| 9.00 | Piper | 9.00 | ||||
| 20.00 | Robertson | 20.00 | ||||
| 75.00 | 30.00 | 60.00 | Search/Kirsty | 480.00 | ||
| Silvia Mather Belly Fit | 80.00 | |||||
| 30.00 | 10.00 | Smart dogs | 120.00 | |||
| 30.00 | ||||||
| 15.00 | 15.00 | |||||
| 200.00 | 130.00 | 210.00 | Sophie Smith Dance | 2480.00 | ||
| 240.00 | 130.00 | |||||
| 280.00 | ||||||
| 30.00 | 30.00 | |||||
| 30.00 | 10.00 | 40.00 | Stevens/Choir | 370.00 | ||
| 20.00 | ||||||
| Stone B | 0.00 | |||||
| 30.00 | Streetworx | 60.00 | ||||
| 30.00 | Tango | 30.00 | ||||
| 62.50 | 55.00 | Tait | 157.50 | |||
| Thompson | 30.00 | |||||
| 200.00 | 100.00 | 125.00 | WBL art | 823.00 | ||
| Widdowson | 0.00 | |||||
| Walbottle Res | 212.83 | |||||
| 30.00 | 30.00 | |||||
| 115.00 | 75.00 | Yoga - Ali | 534.00 | |||
| 15.00 | 75.00 | 30.00 | 60.00 | Yoga (Pauline | 200.00 | |
| 20.00 | ||||||
| 138.00 | 138.00 | |||||
| -3000.00 | -3000.00 | |||||
| 0.00 | ||||||
| Newcastle CC elections | 200.00 |
| Community Foundation g | 0.00 | |||||
|---|---|---|---|---|---|---|
| Check above | 5577.79 | |||||
| 1571.50 | 588.00 | -2161.00 | 215.00 | 410.00 | Check left | 5577.79 |
| 1049.06 | -13.14 | -3150.18 | -32.45 | -368.25 | TOTAL INCOME | |
| Users | 5577.79 | |||||
| Transfer to deposit | 3000 | |||||
| 5848.48 | 6897.54 | 6884.40 | 3779.22 | 3746.77 | Deposit Interest | 146.04 |
| 6897.54 | 6884.40 | 3734.22 | 3746.77 | 3378.52 | TOTAL | 8723.83 |
| 6897.54 | 6884.40 | 3779.22 | 3746.77 | 3378.52 | ||
| 0.00 | 0.00 | -45.00 | 0.00 | 0.00 | ||
| Average over year | ||||||
| excluding transfer | ||||||
| 1049.06 | -13.14 | -3105.18 | -32.45 | -368.25 | 122.37 | |
| Total interest | ||||||
| 41.19 | 48.70 | 146.04 |