Victory Hall, Dalston Annual General Meeting Thursday 3rd April 2025 7pm
AGENDA
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Chairman’s Welcome
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Minutes of AGM 2024
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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 18[th] April 2024
Annual General Meeting
~~eG~~ Chair Carolyn Hodgson (CH) Note taker Jane Clark (JAC) Committee: John Atkinson (JA) Ann Byers (AB) Greg Denwood (GD) Tony Finn Attendees (TF) Steve McLeod (SM) Chris Scales (CS) Aileen West (AW) Janet Strong (JS) ~~a~~ Members of the public: Dougal Kyle (DK) Apologies Mick Ryan Geoff Graham Stewart Hudson Richard Spiers 1 Chairman’s Welcome ~~|~~ CH introduced herself and welcomed everyone to the meeting during her first year in the Chair 2 Minutes of AGM 9/6/23 See attached document. The minutes were proposed as correct by SM, seconded by TF and agreed unanimously 3 Chairman’s report
Contained in above document. CH highlighted that
- Bookings continued to grow in numbers and that the range of activities was widening
The new website was a big improvement and looked more professional. She thanked the subgroup involved She thanked the committee and JAC JA AW and MR in particular for their work during the year 4 Secretary’s Report ~~I~~ Contained in above document. JAC also thanked the committee for working well together 5 Treasurer’s report MR was not able to attend the meeting, but JAC noted that the full accounts for 2023 were available for members of the public to see. ~~Oe~~ The hall was noted to be on a good financial footing 5 Fabric Report Contained in above document.
JA reported that it had been a year to ‘take stock’ with no major work needed to the fabric of the building. Some fabric changes and expenses were a result of the needs of various hirers. However, he said that there had been a recent leak from the roof possibly related to the weather 6 Adoption of reports ~~Pe~~ It was proposed by AB, seconded by JA and agreed unanimously that the above reports be accepted 7 Election of trustees
All the Trustees except Geoff Graham and Chris Scales, had agreed to stand again. CH would pass on the committee’s thanks to them
It was proposed by DK, seconded by JA and AGREED unanimously that the remaining members be elected as Trustees for 2024-25 8 AOB
~~et~~ DK said he had been pleased to see the hall facilities in action at a recent village event.
Reports for 2024/25
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Victory Hall, Dalston Annual General Meeting Thursday 3rd April 2025 7pm Chairman’s Report
It is good to be able to report that use of the hall has continued to grow over the last twelve months, with a mix of regular user groups and one-off bookings and we look forward to the year ahead.
I would like to acknowledge the amount of work and commitment of our trustees who tirelessly ensure that the hall is in good order for use by hirers, that we are compliant with all rules and regulations, financial accounting is accurate, up to date and closely monitored, bookings are dealt with & processed in a very efficient manner. It is thanks to everyones efforts that the hall remains a valued community venue.
Carolyn Hodgson
Secretary’s report
The committee met 4 times in 2024/25. Overall the attendance at meetings was 84% of those who were membership. The committee had 11 members during the year as Geoff Graham and Chris Scales left us at the 2024 AGM. We were grateful to both of them for their service to the hall
It has been a relatively quiet year, but the committee has continued to function well. The committee formalised the maximum capacity advice for events at the hall and has provided Id for members. This is in addition to attending to regular reviews of policies and procedures.
There were problems with damage after some parties at the hall and procedures to vet those booking parties and to ask for damage deposits have been put in place
The committee was saddened to hear of the death of both Ken Wilson and Tony Sinclair during the year. Both served as Officers to the committee for many years
Jane Clark
Treasurer’s Report
Hall lettings income of £17817.08 ex vat (£21380.50 gross) is very heathy albeit slightly down on last year due to the post covid increase in socialising subsiding as activities return to normal. We have welcomed several new user groups over the year.
Donations of £2643.49 from Friends of Victory Hall (makers market and Dalston community cinema) are a very much appreciated addition to the year's receipts
Although the major building work is completed there has still been capital expenditure of £1216.70 incurred for improvements to Health and Safety facilities, roof and electrical upgrades General Maintenance costs £1960.49 includes redecoration of main passageway and internal doors.
Energy costs are an ongoing concern but new contracts have been negotiated for gas and electricity which are slightly cheaper than the previous contracts
As the finances are in a healthy state it was decided not to increase letting fees this year, this will be reconsidered in the future.
As the current account balance was £31000 in August £20000 was transferred to the 30 Day savings account which now has a much better interest rate than previously.
Rathbones Income & Growth Investment fund has returned dividends of £1861 and the fund’s value has increased by £3074 over the year.
Michael Ryan
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Victory Hall, Dalston Annual General Meeting Thursday 3rd April 2025 7pm
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INCOME V EXPENSES
(2022 AND 23 FIGURES DO NOT INCLUDE
VAT)
30000
25000
20000
15000
10000
5000
0
2022 2023 2024
INCOME EXPENSES
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Victory Hall, Dalston Annual General Meeting Thursday 3rd April 2025 7pm
Fabric Report
2024 has been fairly quiet year for the hall compared to the previous 5 years of seemingly constant building and improvement work but we have still continued to upgrade and improve the hall facilities.
The passage way connecting the kitchen and main hall to the rear rooms has been redecorated and all the internal doors have been repainted. The roof over the main entrance and 2 front rooms has been repaired and a ramp has been installed at the rear emergency exit to improve H&S access. It is important we maintain the building and facilities to the highest standards possible and the increasing number and variety of bookings demonstrates the hall is continuing to serve the changing needs of the community it was built for.
Michael Ryan
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DALSTON vicfoRY HALL STATEMENT OF INCOME AND EXPENDITURE (after inspethn} FOR THE PERIOD 1ST JANUARY TO 3tst DECEMBER 2024 2024 2023 2022 INCOME Hall Letting5 (ex vat) Hall Lettin85 vat Donations Grants Credits Investment Income Received 17817.08 3563.42 18461.19 13629 2643.49 4549.07 800 400 1693.26 859.30 1861.02 1222.96 Total Income 26744.31 25903.52 14851.96 Expenditure (ex vat) Gas- Brit Gas (5% vat) Communications (Website + + EE) Insurance (no vat) Water (no vat) aeaning (Busy Bee 20% vat, Lakeland Ext windows no vat) General MaiThteThace Sundries Adverts Electricity - Scot power (5% vat) Royalties/Licenses (no vat} Capital Expenditure HMRC payments (output vat) Vat paid on purchases TOTAL EXPENDITURES 1866.21 825.05 1961.60 1891.70 738.7 2145.318 843.92 956.55 1119.70 524.28 3767.50 1080.64 475.00 3886.50 439.55 1960.49 2206.06 3225.3 552.43 1288.65 565.04 60.00 100.18 588.55 242.79 6978.63 7.79 434.67 2929.20 233.55 1216.70 1752.84 1786.90 50 iio 1675.69 18594.85 20708.08 11184.74 EXCESS OF INCOME OVER EXPENDrruRE 8149.46 5195.44 3667.222 INVESTMENTS Transfer to Rathbones 5nvestment Transfer to 30 Day Deposit Ac. on 14108124 Total transfers -20000 -30(M)O -20000 -20000 -20000 INTEREST Interest- 30 Day Deposit Acc. Total Interest 1151.08 1151.08 154.26 154.26 4.61 4.61 NET RECEIPTS/PAYMENTS .10699.46 -14650.30 TAXES VAT Refunds VAT Payments 0.00 837.5 14775.69 -552.47 -1752.84 -2923.11
-1752.84 -2085.61 14223.22 Notes to the accounts . Basis of accounting The financial statements have been prepared Tn accordan with the Charities Act 2011 and the ChaTitie5 SORPIAccourrting & Reporting by Charitie5 . Statement of Reccomended Practice} using the Accruals basis and recognising known liabilities Accounting routines Accounts are prepared at the end of each month showing the year to date receipts and payments processed through the current account- the balance for each account under'cash funds, is the statement or passbook balance at the date the accounts are prepared. Month end liabilities are listed each month end. Invoices for lettings are issued monthly and cheques/cash received is paid into bank each week. Reminders are issued to hirers for invoices not paid within 30 days of invoice date. Related party transactions The only payments made to trustees relate to the re-imbursement of expenses wholly and necessarily incurred for the benefit of the charity. There are no tTansactK" >ns with parties closdy connected to the charity or its trustees. Notes on this year's accounts Hall lettings income of £17817.08 ex vat (£21380.50 gr055) is very heathy albiet slightly down on last year due to the post covid increase in socialising subsiding as activities return to normal. we have welcomed several new user groups over the year. Donations of £2643.49 from Friends of Wictory Hall (makers market and Dalston community cinema) are a very much appreciated addition to the year's receipts. Although the major building work is completed there has still been capital expenditure of £1216.70 incured for improvements to Health and Safety facilities, roof and electrical upgrades. General maintenan costs £1960.49 indudes redecoration of main passageway and internal doors. Energy costs are an ongoing concern but new contracts have been negotiated for gas and electricity which are slightly cheaper than the previous contracts As the finances are in a healthy state tt was decided not to increase letting fees this year. this will be reconsidered in the future. As the current account balance was £310 inAugust £2(IM) was transferred to the 30 Day savings account which now has a much better interest rate than prevoiusly. Rathbones Income & Growth Investment fund has returned dividends of £1861 and the funds value has increased by £3074 over the year. Approved by the Trustees on -l-_l- and signed on their behalf by . Michael Ryan (T asurer)
Independent examinerfs report to the trustees of the Dalston Wictory Hall I report to the trustees on my examination of the accounts of the Dalston Victory Hall for the year ended 315t December 2024. Responsibilities and basis of the report As the trustees of the Dalston Victory 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 Vittory 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 settion 145{5){b) of the Act. Independent examinerfs 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 respett". Accounting records were not kept in respect of the Dalston Victory Hall as required by section 130 of the Art. 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 K)ST 3/2/10I£ 5 Riverside, Dalston, Carlisle, CA5 7QG