## **AGM Minutes 2022** **Good evening all, and welcome to the AGM for the Boughton Monchelsea Village hall and Recreation Ground. After the last couple of years where we have had to adjust to life during a pandemic, it finally does feel like some normality has been resumed.** **Incase any of you aren’t aware, I am Rachel Newcomb, currently Chairperson for the Village Hall and Rec Ground. It has been a positive year in some ways, with hirers being able to return to normal with their bookings, although I think that everyone has felt the knock on effect of COVID and its Challenges, some with attendance numbers and other groups with financial tightening’s.** **In reference to our current members of staff, Tracey Paven is still acting as our bookings clerk, she has been most supportive with the smooth running of bookings, even with the difficulties that covid has presented at times, so thank you for all of your ongoing support Tracey. Toby Newcomb continues to be the caretaker and works hard at keeping the hall looked after.** **We have not had any major works carried out on the hall this year however there have been ongoing discussions around the redevelopment of the hall with a lot of background work being undertaken in the form of surveys to establish the hall and its possibilities for the future. We hope that this work will continue and that the Hall will remain and important and valuable community space for all to benefit from.** **I would now like to pass to Sam to give an overview of the financials of the last year.** **Sam Sanders the Treasurer supplied the attendees with a printed copy of the accounts for the year and it was run through verbally. Nothing was raised by the attendees.** **Sadly as a committee, it has been a difficult year as our numbers have dwindled to an unpresented low level and as such it has made running the hall and rec ground a rather full time job. With my personal work commitments changing the last couple of months have been a struggle to keep everything ticking along and I have therefore made the decision to stand down as Chairperson. During conversations with Sam Sanders our Treasurer and John Starr our recreation ground Representative we all came to the realisation that the Hall was becoming rather to big and too much to look after on our own, and we have therefore all decided to step down from our roles. The positions of the committee have been advertised, however we have not had a influx of community representatives stepping forward. However we will need to replace the current committee as it stands. Therefore all roles will be available if anyone would like to put themselves forward for such.** **The roles that will need filling are –** ## **Chairperson** **Vice Chairperson – Optional** ## **Treasurer** **Buildings & maintenance Rep** **Recreation Ground rep** ## **Housekeeping Rep** **Fundraising and Events rep** **Currently as regular local hirers we have representatives from each organisation – can it please be confirmed who will be representing each group going forward –** ## **Church** ## **BMAT** ## **Parish Council** **Playgroup** **Friendship Circle** ## **Junction** **WI** **Choir** **Several members of Boughton Monchelsea Parish Council stepped forward for the roles – however it was agreed that the exact roles would be agreed within the next Committee Meeting for the Village Hall. This was agreed by all attendees.** **Meeting closed at 8:30pm.** ## **The Village Hall and Recreation Ground Fund** ## **REGISTERED CHARITY NO. 1188925** ## **UNIFYING FINANCIAL STATEMENTS** ## **FOR THE** ## **YEAR ENDED 31ST DECEMBER 2021** ## **The Village Hall and Recreation Ground Fund STATEMENT AS AT 31 DECEMBER 2021** |**Accumulated Funds as at 1st January 2021**
Net Surplus for year
Investment Revaluation Reserve
**Accumulated Funds as at 31st December 2021**
Playground Cyclical Maintenance Provision
**Total Funds as at 31st December 2021**
**Represented by**:
Investments:
C.O.I.F. Fund (Permanent Fund)
Cash:
Nat West Reserve Account Recreation Ground
Lloyds Playground Maintenance Provision
Lloyds Current Account Village Hall
Nat West Current Account Recreation Ground
Lloyds Maintenance Bank Current Account
Total Liquid Balances
Debtors|Notes
5
2
5

2
4|2020
£
409,387
1,269
21,507
432,163
1,828
**433,991**

372,144
0
1,828
51,817
0
8,202
433,991

0
**433,991**|2021
£
432,163
(521)
45,988
477,630
1,828
**£479,458**
418,132
2,937
1,828
11,976
907
43,678
479,458
0
**£479,458**| |---|---|---|---| ## **The Village Hall and Recreation Ground Fund INCOME AND EXPENDITURE ACCOUNT YEAR ENDED 31ST DECEMBER 2021** |Notes
**INCOME**
1
Rent: Village Hall
Rent: Recreation Ground
Transfer from Upkeep & Maintenance A/C
Interest/Dividend from Reserve Account
3
Dividends received on Investments - Maintenance Account
Other Income
Grant
Interest from Recreation Current Account (302692)
**TOTAL INCOME FOR YEAR**
**EXPENDITURE**
1
Boughton Monchelsea Village Hall
The Recreation Ground
**TOTAL EXPENDITURE FOR YEAR**
**NET SURPLUS FOR YEAR**
|2020
£
17,394
866
0
2,892
9,757
653
1334
32,896
1,060
33,596

32,593
94
32,687
£1,269|2021
£
23,951
0
0
2,937
9952
0
16497
53,337
910
£54,247
54766
2
£54,768
(£521)| |---|---|---| ||
£|| ## **The Village Hall and Recreation Ground Fund NOTES** ## 1. **ACCOUNTING POLICIES Income** All income received or earned during the year is included in the Income and Expenditure Account. ## **Expenses** All expenditure incurred during the year and some outstanding items at the end of the year are included in the Income and Expenditure Account. ## **Repairs** Repairs and maintenance costs are met during the financial year when incurred, with the exception of playground equipment repairs which relate to maintenance work undertaken at intervals over a long time span and are therefore borne from a provision for future playground maintenance built up for this purpose. ## 2. **PLAYGROUND CYCLICAL MAINTENANCE PROVISION** |||2020 2021| |---|---|---| |Balance as at|1stJanuary 2021|£1,828£1,828| |Balance as at|31stDecember 2021|£1,828£1,828| The Village Hall Committee have agreed to transfer funds into the playground provision fund when funds are available. ## 3. **BOUGHTON MONCHELSEA RECREATION GROUND FUND** (Charity No. 290872) The Recreation Ground Charity is the sole beneficiary of the Boughton Monchelsea Recreation Ground Fund, established by the Boughton Monchelsea Parish Council. During the year £2,937 was received on this fund. ## 4. **DEBTORS** 2020 2021 £ £ Debtors consisted of the following: 0 0 £0 £0 ## 5. **INVESTMENTS** Investments represent funds invested in the Charities Official Investment Fund in respect of the Permanent Endowment. At 31st December 2021, the market value of the investment was £418,132. An increase of £45,988 during the year. ||
Balance as at 1st January 2021

Increase/Decrease in value of investments

Balance as at 31st December 2021 £|2020
2021
£350,637
£372,144
£21,507
£45,988
372,144 £418,132| |---|---|---| **The Village Hall and Recreation Ground Fund ACCOUNTS DETAILED STATEMENT OF ACTIVITIES** ## **YEAR ENDED 31ST DECEMBER 2021** |**INCOME**
Recreation Ground Current A/C Div/Int
Dividends from Upkeep and Maintenance A/C
Village Hall - Rent
Rent from PC for Parish Office
Recreation Ground - Rent
Recreation Ground Reserve A/C Div/ Int
Grant
Other Income
**Total Income**
**EXPENDITURE**
**Village Hall**
Wages
Rates and Water
Gas
Electricity
Internet
Rec Payment
Waste Disposal
Cleaning/Consumables
Repairs & Renewal
Licences & Subscriptions
Insurance
Window Cleaning
Redevelopment

Other Sundries
**Accounts Audit**
**Recreation Ground(excluding Insurance below)**
Water
Other Sundries
**Up Keep and Maintenance**
Rec Payments
CCTV Service
General Cleaning/supplies
Repairs and Maintenance
Other Sundry expenses





**Total Expenditure**
**Income/Expenditure (Net Surplus for year)**|










|**2020**
1,060
9,757
16,822
572
866
2,892
1,334
653
£33,596
**2020**
8,248
356
2,315
1,726
403
548

763
6,683
1,776

180
1,532




240
275
25,045
38
56
£94
685
432
1203
4577
651
7548
£32,687
£1,269|**2021**
910
9,952
23,951
0
0
2,937
16,497
£54,247
**2021**
10,668
1,811
3,240
1,871
571
27
1,070
11,797
16,964
180
1,588
300
4,530
151
0
54,768
£54,768
(£521)| |---|---|---|---| ||||| ||||| This page does not form part of the statutory financial statements CHARITY COMMISSION FOR ENGL4ND MD w￿E5 Independent examinerfs report on the accounts Section A Independent Examiner's Report Report to the trustsesl membors of The Village Hall and Recreation Ground Fund On accounts for the year ended 31* December 2021 Charity no (rf any) 1188925 Sot out on pages I report to the trustees on my examination of the accounts of tho above tharty (Ihe Tn￿) for the year 8nded 3111212021. Responslblllties and basi5 of report As the charivs trustees. you are responsible for the p￿paration of the accounts in acc(Kdance with the requirements of the Charities Act 2011 {'the Acf). I report in respect of my examination of the Trusys accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed all the applicable Directions glven by the Charity Commission under section 14515)(b) of the Ad. Independent I have ￿￿Mpleted my examination. I confirm that no material matters hav8 exarnlnefs statement come to my attention in wnnection with the examination (other than that disclosed below") vthith gives me caus8 to believe that in, any malerial the accounting records were not kept in accordance vAth soction 130 of the Charities Act" or the accounts did not accord with the accounting records. or the accounts did not compty wth the applicable requirements conceming the fomi and content of accounts set out in the Charities (Accounts and Rwrts) Regulations 2008 other than any requirement that the accounts give a Irue and faiw wew which is not a matter conswjared as part of an independent examination. I have no concems and have o)me across no other matters in connection with the examination to ￿lch attention should be drawn in this report in order to enable a proper understanding of the aco)unts to be reached. . Please deletè th8 words in thg brnck8ts rfthay do not appty. Slgnod: 1810412022 Nam8: John Lamond Relevant profosslonal quallficatlon(s) or body (If any): FCMA Address: Smartfinan¢iaLs. 8&90 Paul Street, London. EC24 4NE IER Oct 2018 Section B Disclosure Only cy)mplete rf the examiner need5 to highlight material matters of concern (see CC32. Independent examination of thaiity &cg)unts: directions and guidance for examiners). Glve here brFef details of any items that the 8xaminer wlshes to dlscloso. NONE IER O¢t 2018