Victory Hall, Dalston Annual General Meeting Thursday 18th April 2024 7pm
AGENDA
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Chairman’s Welcome
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Minutes of AGM 2023
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Chairman’s report
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Secretary’s report
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Treasurer’s report
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Fabric Report
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Adoption of reports
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Election of Trustees
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AOB
Minutes of the Last AGM 20[th] April 2023
| Annual General Meeting | Annual General Meeting |
|---|---|
| Chair | Mick Ryan (MR) |
| Note taker | Jane Clark (JAC) |
| Attendees | Committee: John Atkinson (JA) Geoff Graham (GG) Carolyn Hodgson (CH) Tony Finn (TF) Dougal Kyle (DK) Steve McLeod (SM) Aileen West (AW) Members of the public: Trevor Allison Trevor Wright |
| Apologies | Stewart Hudson Chris Scales Richard Spiers |
1 Chairman’s Welcome |
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| MR introduced himself and welcomed everyone to the meeting and noted that the meeting was slightly later than usual. |
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2 Minutes of AGM 9/6/22 |
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| See attached document. The minutes were proposed as correct by JA, seconded by SM and agreed unanimously |
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3 Chairman’s report |
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| Contained in above document. He again thanked the hall users for supporting the hall and noted that the hall was being well used post Covid. He added that there had been successful centenary celebration in March 2023. The centenary time line was currently on display at St Michaels school |
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4 Secretary’s Report |
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| Contained in above document | |
| 5 Treasurer’s report | |
| Full unaudited accounts were available for members of the public to see During 2022, Chris Tibbs had left to go back to Canada. Janet Strong had taken on the role but was no longer able to continue, so the treasure role was vacant MR talked through the accounts and JAC presented graphs of income and expenses In summary, the financial situation was good but energy prices would increase significantly when the current contracts expire |
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5 Fabric Report |
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| Contained in above document. The rear rooms were now structurally sound, there was a new boiler and better insulation. The brought to an end the refurbishment of the hall |
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6 Adoption of reports |
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| It was proposed by GG, seconded by JA and agreed unanimously that the above reports be accepted |
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7 Election of trustees |
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| All the Trustees except Dougal Kyle, had agreed to stand again. Proposed by AW, seconded SM AGREED unanimously that these be elected as Trustees for 2023-24 MR thanked DK for his service over many years, particularly over financial matters. |
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8 AOB |
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| MR noted that there had been problems with parking at the hall with cars obstructing the pavement. Trevor Allison congratulated the committee on the quality of the accounts. |
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Victory Hall, Dalston Annual General Meeting Thursday 18th April 2024 7pm Reports for 2023/24
Chairman’s Report
The previous Chairman’s Report, back in April 2023, reported that it had been a busy year for the Victory Hall with ‘things getting back to a new “normal” following the Covid pandemic’. I’m very pleased to report that the number of bookings has continued to grow throughout 2023/24 and the range of activities taking place in the hall, continues to widen.
A major redevelopment of the hall’s website took place last year and after a lot of hard work, time and effort by a sub-group of the trustees it became active in November 2023. The website now provides potential hirers with all the information they need when considering the hall as venue for their activity/event.
It is at this point I would like to thank all of the hall trustees for their commitment to ensuring the efficient and successful running of the hall. I would specifically like to thank Jane Clark, John Atkinson, Aileen West & Mick Ryan whose support is very much appreciated as I continue in my relatively new role as Chairman.
I think I can speak for all the trustees when I say it gives us great pride and satisfaction when we receive positive feedback from hirers about the high standard of provision we are able to offer to the local community. We look forward to the year ahead.
Carolyn Hodgson
Secretary’s report
The committee met 5 times in 2023/24. Overall the attendance at meetings was 75% of those who were members at the time. The committee began the year with 11 members and concluded with 13 members. Greg Denwood was welcomed to the committee in June and Ann Byers in November. Carolyn Hodgson agreed to take over the Chair with Mick Ryan moving to Treasurer. The committee are very grateful to them both for taking on these roles
With all the building work complete it has been a relatively quiet year. During the year, the committee arranged for a new website for the hall and an alcohol licence is now in place. The day to day running of the hall continues relatively smoothly but there are always new rules and regulations to keep us on our toes (a ban on single use plastics and preparing for terrorist attacks to name a few!)
The hall continues to be well used with plenty of positive feedback about the new facilities from a variety of hirers.
Jane Clark
Treasurer’s Report
2023 has been the first full year since 2018 of "normal" hall operations without the severe disruption caused by extensive building refurbishments and Covid pandemic restrictions. There has been a significant increase in the number of hall lettings compared to previous years as users are able to appreciate the full benefits of the refurbishments and are more confident socialising again.
Hall lettings income of £18461.19 ex vat (£22153.43 gross) is more than double the 2018 figure(£10093.50 gross)
Donations of £4549 from Friends of Victory Hall (Makers Market and Dalston Community Cinema) have made a much-appreciated addition to the year's receipts.
Although the building work is complete there has still been capital expenditure of £6978.63, incurred, replacing and upgrading hall furniture and equipment.
Communications expenditure (£1891) is much higher than normal as WCD the website hosting company ceased trading in March. Runix Software took over the website but in July were unable
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Victory Hall, Dalston Annual General Meeting Thursday 18th April 2024 7pm
to support the platform the original site was built on so a new provider was needed.
LightBulbWeb Design built a new, much improved, website at a cost of £1500 which includes 1st year hosting fees.
Energy costs are a concern going forward as the fixed price electricity contract ended in October and the new contract costs per unit are double the previous. The gas contract was fixed before the large energy. Price increases and are fixed until the end of 2024
As the finances are in a healthy state it was decided not to increase letting fees this year,but this will be reconsidered in the future
As the current account balance was £73000 in January £30000 was transferred to the 30 Day savings account and £20000 was transferred to the Rathbones Active Income & Growth Fund. The Fund's objective is to deliver a greater return than the CPI +3%, this year the fund increased in value by £441.73 and has remitted dividends of £1693.26
Michael Ryan
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Com
Expenses 2023 TOTAL £20,700 mu-
nica-
tions
Cap-
(Web
ital
Gas site
Ex-
(Brit + BT
pen- Gas) +
di-
9% EE)
ture
9%
34% In-
suraWa
nceter
5%
2%
Elec-RoyAd- Clea
al-Sun-
tric-ties/vertsdries Gen ning
ity Li-0%6% eral 19%
(Scot
cens Main
pow
er)es tena
1% ce
3%
11%
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Victory Hall, Dalston Annual General Meeting Thursday 18th April 2024 7pm
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In-
vest
Gra me
INCOME 2023- total £25,903nts nt
- In-
Un- com
re- e
stri Re-
cte ceiv
d ed
Do
Gra na-
nts tion
- s
Re
stri Hall
cte Let-
d ting
s
(ex
vat)
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----- Start of picture text -----
INCOME v EXPENSES
£30,000.00
£25,000.00
£20,000.00
£15,000.00
£10,000.00
£5,000.00
£-
2023 2022 2021
income expenses
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Fabric / Refurbishment Report
Although the major structural works are now completed we are continually striving to improve facilities for users and keep the hall maintained to a high standard. During the year we have completed the following improvements:
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New folding tables in Main Hall
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Door blinds in Main Hall
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TV in Social Room
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New tablecloths for functions
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Loft insulation above front entrance and small front rooms.
Michael Ryan
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Independent examlnerfs Trport to the trustees of the Dalston Ifictory Hall I report to the trustees on my examination of the accounts of the Dalston Wictory Hall for the year ended 31 December 2023. Responsibllltles and basis of the report As the trustees of the Dalston Wictory Hall, you are responsible for the preparation 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 Att and in carrying out my examination I have followed all the applicable directions gÉven by the Charity Commi55ion under seciion 145(51{bl of the Art. Independent examinerfs slatement 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 respecL' Accounting records were not kept in respett of the Dalston Wictory Hall as required by section 130 of the Act; or The accounts do not accord with those records. I have no concems and have come acro 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 reathed. William Gray 5 Riverside, Dalston, Carlisle. CA5 7QG
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DALSTON VICTORY HALL STATEMENT OF INCOME AND EXPENDMJRE {after in5pertion) FOR THE PERIOD 1ST JANUARY TO 31st DECEMBER 2023 2023 2022 2021 INCOME Hall Lettings lex vat) Donations 18461.19 4549.07 81JO.C(I 13629.00 6099.42 Grants- Restrscted Grants - Unrestricted Investment Income Received 1693.26 1222.96 827.81 Total Income 25903.52 14851.96 6927.23 Expenditure lex vat) Gas (Brit Gasl Communications (Website + BT Insurance Water Cleaning General Maintenace Sundries Adverts Electricity15cot power} Royalties/Licenses Capital Expenditure Misc exp unaccounted for TOTAL EXPENDITURES 1961.60 1891.70 1080.64 475.rKI 3886.50 2206.06 1288.65 738.70 2145.32 843.92 956.55 439.55 3225.30 565.04 434.67 50.00 iio.00 1675.69 1172.95 1339.71 627.44 1001.71 442.38 1460.00 1316.62 1887.20 0.00 0.00 0.00 100.18 588.55 242.79 6978.63 7.79 20708.08 11184.74 9248.01 EXCESS OF INCOME OVER EXPENDITURE 5195.44 3667.22 -2320.78 INVESTMENTS Transfer to Rathbones Investmf Transfer to 30 Day Deposit Ac. Totsl transfers .20CKJO.C .30000.00 .50000.00 o. 40000.00 40000.00 INTEREsr Interest- 30 Day Deposit Acc. 154.26 154.26 4.61 4.61 7.26 7.26 NET RECÉIPTS/PAYMENTS 44650.30 42313.52 TAXES VAT Refunds VAT Payments 837.50 -1068.24 -230.74 14775.69 -552.47 14223.22 Notes to the accounts .
Basis of accounting
The financial statements have been prepared in accordance with the Charities Att 2011 and
the Charities SORPIALcounling & Reporting by Charities = stateffnt of Reccomended Practice)
usiiig the Accruals basis and recognising known liabilities
Accounting routines
Ac.coyntS li re prepared at the end of each month showin8 the vedr to date receipts and pxyments
proce5spd through thp current account- the balance for eacli account under 'casli funds, is tlie
%tcltement or passbook balance al the date the accounls are prepared.
Month end liabilities aro listed each month erbd.
Invoices for letting5 ale issued monthly and cheqiie5lcash received is Prfiid into barkk each week.
Reniinders are issued to hirers for invoices not paid within 30 days of invoice date.
Related party transactions
The only payments made to trustep.s relate to the re-imbursement of expenses whollv
and necessarily iricurred lor the benefit of Ine charity.
Tliere
Independent examlnerfs report to the trustees of the Dalston Ctory Hall I report to the trustees on my examination of the accounts of the Dalston Victory Hall for the year ended 31" December 2023. Responsibilities and basi5 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 Att 2011. I report in respett of my examination of the Dalston Wirtory Hall'5 accounts carried out under section 145 of the 2011 Art and in carrying out my examination I have followed all the applicable directions given by the Charity Commission under section 14515llbl of the Art. Independent examinerfs statement I have completed my examination and can confirm that no material matters have come to my attention in connettion with the examination giving me cause to believe that in any material respect.. 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 those records. I have no concerns and have come acr055 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