Victory Hall, Dalston Annual General Meeting Thursday 20th April 2023 7pm AGENDA
- Chairman’s Welcome 2. Minutes of AGM 2021 3. Chairman’ report 4. Secretary’s report 5. Treasurer’s report 6. Fabric Report 7. Adoption of reports 8. Election of Trustees 9. AOB Minutes of the Last AGM 9[th] June 2022 Chair Mick Ryan (MR) Note taker Jane Clark (JAC) Committee: Geoff Graham (GG) Carolyn Hodgson (CH) Stewart Hudson (SH) Tony Finn (TF) Dougal Kyle (DK) Chris Scales (CS) Chis Tibbs (CT) Aileen Attendees West (AW) Members of the public: Kath Eubank, Steve McLeod, Richard Speirs, Trevor Wright Apologies John Atkinson (JA) 1 Chairman’s Welcome
MR introduced himself welcomed everyone to the meeting and explained that it was being held slightly later in the year than usual. 2 Minutes of AGM 18/10/22
See attached document. The minutes were proposed as correct by CH, seconded by AW and agreed unanimously 3 Chairman’s report Contained in above document. MR thanked the hall trustees for their hard work and enthusiasm over the year. He especially thanked JA and JAC for their work on /health and Safety during the Covid pandemic and AW for her work as lettings secretary He also thanked the Friends of the Victory Hall led by CS for running the successful Makers Market He noted that the phase 3 works had been delayed but started in May 2022 and would take 3 months. Bookings had been rearranged because of this and he thanked users for their tolerance 4 Secretary’s Report Contained in above document JAC thanked committee for their patience in adjusting to the restrictions over the pandemic and for using Zoom for meetings
5 Treasurer’s report Contained in above document Full accounts were available for members of the public to see 5 Fabric Report Contained in above document MR went into more detail about ongoing phase 3 works
6 Adoption of reports
It was proposed by AW, seconded by CS and agreed unanimously that the above reports be accepted
7 Election of trustees All the Trustees had agreed to stand again. MR noted that there are currently 11 trustees with a maximum of 16 so there were vacancies on the committee Steve Mcleod volunteered to join the committee Proposed SH seconded CS AGREED unanimously that the existing Trustees plus Steve McLeod be elected as Trustees for 2022-23
8 AOB
JAC noted that the hall would celebrate it’s centenary at the end of 2022 and the committee were open to suggestions about how to mark this occasion
Reports for March 2022- February 2023
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Victory Hall, Dalston Annual General Meeting Thursday 20th April 2023 7pm
Chairman’s Report
Another busy year for the Victory Hall with things getting back to a sort of new “normal” as we slowly emerge from the Covid pandemic. The main highlight of 2022 was the completion of Phase 3 of the hall’s refurbishment programme, the Social Room is now structurally sound with a new roof and walls and we have a new efficient boiler. We have seen a dramatic increase in bookings with a lot of new groups and organisations utilising the vastly improved facilities the hall now offers. There is a wide range of activities and community groups now using the hall including several health, wellbeing and fitness classes, community cinema, photographic club, weekly community warm space, etc. as well as the many established user groups which have used and supported the hall for many years. I would like to say a very big thank you from the committee to all our users new and old for their continued support, it is good to see the hall so busy again.
I also want to thank the hall trustees for all the time, effort and enthusiasm they give which ensures the smooth running of the hall and makes my job much easier with a special thankyou to Jane Clark, Aileen West, John Atkinson and Carolyn Hodgson for their continual support.
We have a new trustee, Janet Strong who has taken on the treasurer’s role as Chris Tibbs returned to Canada. The hall was built in 1922 and officially opened in 1923 and is now 100 years old, there have been a few changes to the original structure over the years culminating with the major refurbishment programme started in 2019 and completed in 2022. This has completely transformed the hall, bringing the facilities up to date but still retaining the much-loved original character of the building. I am confident the future of this community asset is now assured and the residents of Dalston and the surrounding area will be using the Victory Hall for many years to come. Michael Ryan
Secretary’s report
The committee met 6 times in 2021/22. All meetings took place at the hall with Zoom now a distant memory! Overall the attendance at meetings was 85% of those who were members at the time.
The committee began the year with 11 members and concluded with 12 members. Steve McLeod was welcomed to the committee in June. Chris Tibbs left us for foreign shores and Janet Strong joined us in November and replaced Chris as treasurer There has been much discussion over the year about the 3rd phase of the refurbishment project and we are pleased to see that this is now complete.
We have overseen changes to the cleaning and caretaker arrangements over the year with a cleaning company now keeping the place spick and span. Some caretaker duties are now divided amongst the committee members with Aileen West continuing her role as Lettings Secretary.
We have been pleased to become involved with some new activities which are aimed at benefiting the local community such as the Community Cinema and Warm Spaces. The Centenary celebrations were put back slightly to March 23 and we hope that this will be occasion to celebrate and show what the hall can now offer the village
Jane Clark
Treasurer’s Report
There was no formal treasurer’s report available as Janet Strong was no longer able to carry on in this role
The full audited accounts will available if required but the attached charts show a breakdown of the figures in an easier format.
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Victory Hall, Dalston Annual General Meeting Thursday 20th April 2023 7pm
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Income 2022- Total in-
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Expenses 2022 - total £11,184.74
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income / expenses - excludes
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£30,000.00
£20,000.00
£10,000.00
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2020 2021 2022
income expenses
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Fabric / Refurbishment Report
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Victory Hall, Dalston Annual General Meeting Thursday 20th April 2023 7pm
Hall improvements have continued throughout 2022 with the completion of Phase 3 of the refurbishment programme. The Social Room is now structurally sound with the rear wall and north gable being rebuilt and a new roof structure. A new boiler, radiators and control system have been installed and together with much improved levels of insulation we have already seen a reduction in the energy costs of heating the hall. This final phase of refurbishment would not have been possible without several grants being obtained and the trustees are very grateful for the financial assistance received from:
National Lottery Community Fund Cumbria Waste Management Environmental Trust Joyce Wilkinson Trust Bernard Sunley Foundation Cumbria Grassroots Carlisle Parish Council Association Although the major structural works are now completed we are continually striving to improve facilities for users and have replaced the old stacking chairs and tables used in the rear rooms, fitted bench cushions in the main hall, improved the entrance lighting and provided 6 armchairs for use in the front small meeting room. Michael Ryan
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Indeperxlent examinerfs report to the trustees of the Dalston Wictory Hall I reportto the trustees on my examination of the accounts of the Dalston Vittory Hall for the year ended 31 December 2022. Responslbilities and basis of the report As the trustees of the Dalston Vittory Hall, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011. I report in respett of my examination of the Dalston Victory Hall'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 145151{bl of the Art. Independent examiner's statement I have completed my examination and can confirm that no material matters have come to my attention in connechon with the examination giving me cause to believe that in any material re5pett: Accounting records were not kept in respect of the Dalston Victory Hall as required by section 130 of the Act" or The accounts do not accord with those records. I have no concerns and have come across no other matters in connection with the examination of which attention should be drawn in this report to enable a proper understsnding of the accounts to be reached. William Gray 5 Riverside. Dalston, Carlisle. CA5 7QG 11 August, 2023
IDalston Vlrtory Hall , Balance Sheet as at 31st December 2022 (after Inspectlon) 2022 2021 ,, Improvements to Property Improvements 2017 Improvements 2018 ' Refurbishment Phase 12019 Additions 2020 ,. Refurbishment Phase 2 2021 ' Refurbishment Phase 3 2022 1970.79 10225.84 312631.84 29915.75: 2253.30, 83306.63,, 1970.79 10225.84: 312631.84 29915.75 2253.30 0.00 Total Hxed Assets 440304.15 356997.52 .Investments Endowment Fund Deposit Accounts 38370.36 40cm.001 51X¢.32,, Totsl Investments Funds 38875.89 40500.32 Current Assets Cash at Bank Unrestricted Funds Debtors 'InputVAT 28826.18: 1139.80,, 1515.25 1196.45 'Total Current As55ets 73055.95 29965.98 .Current uabl11e$ Creditors Output VAT 288.00, 939.38 ITotsl Current Uabilitles 1227.38 136.88 ,'Net Current Assets 71828.58 29829.10 ,'Total Assets 551008.62 , 427326.94 '. Investment Fund .'As of Istjanuary 2022 427326.94 Totsl Investment Fund i 427326.94
STATEMENTOF INCOME AND EXPENDITURE (after 110¢*k} IFOR THE p0D ISTJANUARYTO 3tst DECEMBER 2022 2022 INCOME (ex v Hall LettifkgS I3629.(., 6099.42 ITOTAL INCOME 13629.(Kl 6099.42 .'EXPENDITUIIts I•x TAtI 'Electricity Ga5 lcornmunications , InyJrance Water 'Caretaker .,General Matrntenance 73&701 2145.32., 843.92., 956.55 439.55 3225.30 565.04. 434.67,. 1172.95 1339_71 1001.71 442.38, 1316.621 1887.20,. 0.00, .Adverts ..ROyaleS1PerfOrlnlngRlghts '"Scottish Power 1675.691 0.00 ',TOTAL EXPENDITURES 11184.74 9248.01, IEXCESS OF INCOME OVER EXPENLYTURE 2444.26 -3148.59 INCCWIE- EXCEPfONAL1see 21 Grants "Donations 67696.1 s5)5.16 123601.16 18569.21. 1332.26 I•1.47 EXPÉNDITURES. ExcEPTIONAlsee note lj .'Capital Expenditure 2312.30. 2312.30 83306.63 IINVESTMENTS ,.Tran5ferlo Rathbones ', Inve5trneTrt Income ReceNéd 40000.00, 827.81. .39172.19, 1222.%! 22.96 .'INTEREST ' Inte$t- 30 Day Deposil Acc 7.26., 7.26 611 NET RECEIPTSIPAYMENIS 43.>6, VAT Refund ',VAT Payment 14775.69. -552.47 14223.22
Notes Capltal Invoites I, Jan-22, AMP Electricians Jan-22.Abacu5 Stage Curtain5 Feb-22 Ashton Design architÈrt Ph85e 3 5eryKe5 Feb-22'J Atkinson dlspensers & boxe5 Mar-22 81n£ham Yate5 Engineer5 Phase 3 semces Mar-22'EZI Blind5 Jun-22'8ingham Yates ETr8ineefs Phase 3servKes Jul-22 McKnight Builders Phase 3 work Jul-22 Carfisle Cffjf C(MJncil I1lg reg5 Phase 3 5ep-22 Ashton Design archrtect Phase 3 servKes Sep-22'McKnight Builders Phase 3 work Oct-22 Barriers Dirert Bike Racks Nov-22, B O'Hara main hall bench cushions Nov-22 McKnight 8uilders Phase 3 work Nov-22iJ Atkinsoh Note Board tleC-22,'Tnt Furnrture new chatrs ITotsl 1910.40 3464.50 398.25. 58.91 360.00 36498.00 425.24 929.28,. 1772.CKI I7.40, 83306.63 ,'Grants for Phe 3 refvrblshmeAt Jan-22 CPCA for 5taBe impTovemerrts Mar-22,City of &disle Mar-22 Cumbria Community FndatIOn Phase 3 Jul-22,' Bernard Sunley Foundation Phase 3 Jul-22, National Lottery Communrty Fund Phase 3 Oct-22LCumbria Communrty FouTrdation Phase 3 Oct-221National Lottery Community FuThd Phase 3 Dec-22,Cumbria Waste Management Phase 3 ITotsl 870.IXI,, 2667.c. I559_' S(XM).(X).' 70(X).(KJ' 3502.C(I 67096.IX) Donitlons reed Jan-22 Friends of Virtory Hall Feb-22 Amazon Eu Apr-22,' Friends of Victory Hall May-22,'An7aion Eu May-22'Cheal Lwe Music May-22'. Friends of Vittory Hall l Jun-22, Bequest IFriends of Virtory Hall '8alance of Bequest Sep22.;Give As You ',Total 223.50, 53518.79 175.1Kl lo.60 15.52 55W.16 INotes to the accounts". Basls of a¢¢ourfing The fjnancial 5tatement5 have been prepared in accordance wrth the ChatttiesAct 2011 and the Charfties SORP .I'Accounting and Reporb"nE by Charrties.. Statennt of Reccornended PTactice'l usit)gthe fleceipts afid Payments ' basls and recrwTrlsing kn¢)wn liabilities. Accountlng routln•s Account5 are prepared at the end of each month showinRthe yearto date receipts and payments proce55ed through the cufrent account- the balance for each account undei'tash fiind5' Isthe statement or passbook balance at the .date the accounts a Pfepared. Month end liabilits are Isted each month end.,. ', Invoices for tettTrngs are i$5uèd monthly and cheque4cash ¥Etnied is paid in to bank each wee ' Reminders are issued to hirer5 for invoices not paid wrthin 30 days of invoice date. R•lat•d patty trnnsactions The only payment5 made to trltstees relate to the re-fjmtr$erntTrt of expEnses wholty and necessarity Incurred forthe benefft of the charrty. There are notransartions wrth parties closety conTrerted to the cbarrty or its trustee& Approved by th• Trnst••$ on 12109llQ23 (sonw latsr In >•arduo to s•¥ral trustee personnel changesl and 518ned w thelr behalf ty: Icarol H(Klg50n Ichairmanl l Michael Ryan (Treasurer)
Independent examinerfs report to the trustees of the Dalston Wirtory Hall I report to the trustees on my examination of the accounts of the Dalston Victory Hall for the year ended 31" December 2022. Responslbilltles and basis of the report As the trustees of the Dalston Victory Hall. you are responsible for the preparatSon of the accounts in accordance with the requirements of the Charities Act 2011. I report in respect of my examination of the Dalston Victory Hall's accounts carried out under section 145 of the 2011 Art and in carrying out my examination I have followed all the applicable direttions given by the Charity Commission under sectbon 14515llbl of the Att. Independent examiner's ststement I have completed my examination and can confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material fespett-. Accounting records were not kept in respect of the Dalston Virtory Hall as required by section 130 of the Act: or The accounts do not accord Vth those records. I have no concerns and have come across no other matters in connettion with the examination of which attention should be drawn in this report to enable a proper understanding of the accounts to be reached. William Gray 5 Riverside, Dalston, Carlisle, CA5 7QG 11 August, 2023