Minutes of Meeting of The Trustees of Ugley Village Hall held on Monday 28th September 2024
Present: Matthew Robinson, Susan Bone, Stephanie Burlison (SCB)
This is the third meeting under the new Charitable Incorporated (CIO)
MR to pay the peppercorn rent of £0.06 into the Trustees Account. This will bring the balance to £15.47.
New Trust Status
The new CIO document has not yet been accepted by the Charities Commission (CC). MR asked Ed Perkins at the meeting to chase Birketts our Solicitors, and this was done during the meeting. MR advised that a new person at the CC had taken over the file and was being more helpful. MR recently contacted the CC regarding where to submit the yearend report. He then advised the Trustees that the financial reports and Minutes are submitted under the CIO version of the Trust and this has been accepted by the CC. The Trustees have so far spent approximately £5200.00 in legal fees trying to get the new CIO document accepted by the CC. The assets of Ugley Village Hall are transferred to the new Trustees who are MR, SB and SCB and the liability is reduced to £1. The old Trustees, both of which wish to resign, are Margaret (Mary) McKean and Karen Crow and under the new document would no longer have any liability relating to Ugley Village Hall.
Planning Application relating to land behind Ugley Village Hall/Pound Lane and parcel of land which forms part of the car park at Ugley Village Hall which is owned by Roger Prior.
MR asked what the Trustees may or may not wish to do regarding the planning application. As the new document has not been adopted yet, it is up to KC and MMcK who are currently still Trustees under the old document. KC has indicated in her attached email her wishes and MMck is happy to go with the majority decision. On this basis it has been decided that Ugley Village Hall reserves its position in respect of the principle of development. Please see attached “Response on Behalf of Ugley Village Hall Committee.”
Extract of email Karen Crow dated 19/9/24
Good afternoon.
Firstly my sincere apologies for not being able to attend the meeting this coming Monday. For clarity I have put some information in this email that will be relevant:
4.. .PLANNING APPLICATION .. Well, UDC has no objections so a nice encouraging start for our neighbour. I have run off and gone through all pages and have to say it's well presented...of no help to us but an observation.
We will all come from different places on this and it is not easy.. in fact to put in an email tough & certainly not brief... BUT happy to discuss.
I was not there when MR & EP spoke to Roger so unsure of how helpful or supportive one felt he might be should this application proceed. It will be a one off opportunity to get as much support (mainly financially as we can) This will denote just what we do. A new improved modern build. Or a healthy sum replacing the dated kitchen, new bathrooms and some decor up to scratch. Of course the parking will be the fly in the ointment!! I did count out the parking spaces at the start of our last meeting but am unsure of what we felt we could work with. I think it may have been around 25 cars. For general hiring this may be okay. It would be the farmers market that can get busy so maybe a pickle...that said timings on those days are staggered. Would Roger be up for looking at these plans and seeing if our parking spaces could be stretched a little more ??
We have personal and historical elements of our hall that matter. The wooden panel war memorial, meaningful local names etc... These are things we cannot lose and have a duty of care to.. A stage that may not be used always but for parties and small events a raised area to give depth to the hall, character & for maybe music, a speaker etc.!!
If we were to be given such a handsome sum by Roger to rebuild a new hall then I would have NO objection. something going forward to the generations behind us that would be easier, cheaper and less worry to run.
We find ourselves in these tough times scratching around to make the funds that are more recently necessary for our lovely but dated halls needs. That's my concern. I have been in the village and involved for 22 years. All of the most wonderful and older generations that were part of the village and the hall's offerings have all gone. An awful line for me to write but a consideration. Far fewer remain that 'feel' the hall as they lovingly did.
What I would want to see is some of our current characteristics and the above historical pieces used within a new building should we get this opportunity. Should this be an option then timings, hall position and the current hirers use of our original hall would have to be a major factor for least disruption.
Our current hall has lots that needs doing as I mentioned earlier. iI less funds are offered by Roger then quite simply that denotes the decision. We can greatly improve the running costs as well as the image & update of our current hall should we have the money to do so. We would have to look at how best to maximise all of the parking.
Regards, Karen Crow 07958 410974
Ugley Village Hall Profit & Loss Report (Cash Accounting Basis)
| Income Grant Received and other donations Other. ( Refund/ Claim Insurance/ Barclays) Fund Raising Coffee Mornings Refreshments Farmers market Elections ( Hall Hire) Giving Machine Donations / Refund Brit Gas Advertisers Hall Rental income Deposits Interest Total Income Deposits to be returned Total Costs Trading Profit/Loss Depreciation (10% reducing balance) Cash Accounting Adjustment - removal of debtors Profit/Loss for year Bank Balances Current Acc Deposit Acc Trust Account Current Liabilities Birketts chimney PL Bfwd |
Year Ended 31 March 2024 331.41 1,166.18 331.00 165.00 130.98 - 14,709.47 188.89 |
|---|---|
| 17,022.93 -22,257.80 |
|
| -5,234.87 (416.15) |
|
| -5,651.02 | |
| 658.34 14,375.30 |
|
| 15,033.64 | |
| 15.47 | |
| (2,760.00) (5,234.87) |
|
| (7,994.87) |
| Ugley Village Hall Balance Sheet Assets Property Cost Fixtures & Fittings cost Total fixed assets Trade Debtors Cash C/A 658.34 Cash D/A 14,375.30 Deposits Due Total current Total assets Current liabilities Deposit room hire Net Current Assets Represented by Surplus Brought forward Surplus/(Deficit) for the year Surplus Carried forwards |
31 March 2024 Deposit Charged Depn 26,250.00 3,745.38 (416.15) 29,995.38 426.24 232.10 (5,561.11) 19,936.41 15,033.64 45,029.02 Returned Received (200.00) -100 200.00 44,829.02 (416.15) 50,480.05 -5,651.02 (416.15) 44,829.02 |
31 March 2023 Deposit Charged Depn 26,250.00 4,161.54 (462.39) 30,411.54 - 1,204.06 2,650.00 22,538.51 20,168.51 50,580.05 -100 -100 50,480.05 (462.39) 54,516.50 -4,036.45 (462.39) 50,480.05 |
31 March 2022 Deposit Charged Depn 26,250.00 4,623.93 (513.77) 30,873.93 426.24 686.13 (5,561.11) 21,536.43 - 23,742.57 # 22,222.56 54,616.50 -100 -100 54,516.50 (513.77) 53,610.26 916.24 (513.77) 54,516.50 |
31 March 2021 Deposit Charged Depn 26,250.00 5,137.70 (570.86) 31,387.70 (350.96) 12,404.68 22,222.56 53,610.26 - 100.00 53,610.26 100.00 12,053.72 (570.86) 42,027.40 11,582.86 100.00 12,053.72 (570.86) 53,610.26 |
- 1,037.09 9,131.75 - |
31 March 2020 Charged Deprn 26,250.00 5,708.56 (634.28) 31,958.56 873.84 4,762.39 31,958.56 - (100.00) (100.00) 31,858.56 5,536.23 (634.28) 37,125.45 4,901.95 5,536.23 (634.28) 42,027.40 5,536.23 (634.28) |
- 163.25 4,369.36 - |
31 March 2019 Debtor Charged Deprn Write Off 26,250.00 6,342.84 (704.76 32,592.84 (342.25) (5,435.28) 4,354.15 32,592.84 - - 200.00 32,592.84 (342.25) (881.13) (704.76 39,053.59 (1,928.14) (342.25) (881.13) (704.76 37,125.45 (342.25) (881.13) (704.76 |
) 342.25 5,598.53 15.21 - |
31 March 2018 26,250.00 7,047.60 |
|---|---|---|---|---|---|---|---|---|---|---|
| 33,297.60 |
||||||||||
| 10,168.84 | 4,532.61 | 5,955.99 ) ) ) |
||||||||
| 33,297.60 - (200.00) |
||||||||||
| 33,097.60 | ||||||||||
| 41,364.59 (2,311.00) |
||||||||||
| 39,053.59 |
| Who Direct Credits |
Apr-23 May-23 Jun-23 Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 |
Apr-23 May-23 Jun-23 Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 |
Apr-23 May-23 Jun-23 Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 |
Apr-23 May-23 Jun-23 Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 |
Apr-23 May-23 Jun-23 Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 |
Apr-23 May-23 Jun-23 Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 |
Apr-23 May-23 Jun-23 Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 |
Apr-23 May-23 Jun-23 Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 |
|---|---|---|---|---|---|---|---|---|
| M Parish The Jjarrs Band Practice | 297 | 124 | 93 | 155 | 124 | 155 | 124 | 124 |
| Swan Netball | ||||||||
| Scouts | 331.67 | 271.87 | ||||||
| NCT | 480 | 155 | ||||||
| General Meetings | 145.5 | 16.5 | 90 | |||||
| Parties | 140 | 100 | ||||||
| Elsenham Surgery | ||||||||
| Fed Essex Women's Inst | 66 | |||||||
| Katie Owen Jones Music Lessons | 25 | 18 | ||||||
| Emma Brooks(Footlights) | 101.25 | |||||||
| Stansted Model Flying | ||||||||
| HF Trust | 413.62 | 539.25 | 155 | 46.5 | ||||
| Susie Smith. Meditation | ||||||||
| Lords Vine Church | 124 | 77.5 | ||||||
| UgleyParish Council Yearly | ||||||||
| Direct to bank Donations | 13.41 | 25 | 25 | 50 | ||||
| PA Phillips | ||||||||
| Childrens Birthday party | 100 | 120 | ||||||
| Stansted Uni 3rd Age. Litraturegroup | 108 | 126 | 126 | |||||
| Weddings | ||||||||
| Refund Insurance | ||||||||
| Uttlesford Council(Elections etc) | 165 | |||||||
| The GivingMachine Donations | ||||||||
| WAKES | 45 | |||||||
| Advertisers on Website | ||||||||
| DEPOSITS | ||||||||
| Bank Total | 1165.37 | 409.91 | 663 | 1000.25 | 419 | 777.17 | 352.5 | 608.87 |
| Susan Bone collects | ||||||||
| Children's Parties | 150 | 160 | 72.5 | 160 | 60 | 375 | 60 | |
| Ulla Mag./Jan Herbst. YOGA | 81 | 81 | 232.5 | 324.75 | 23.75 | |||
| BabyShower | ||||||||
| Gen meetings | 51.75 | 66.5 | ||||||
| Adult Party | 125 | 125 | ||||||
| Newport Flower Club | 94 | 162.75 | 85.25 | |||||
| Band Practice. | 32 | 37.5 | ||||||
| Friends Stansted Hall | ||||||||
| Paul Salvidge(Meetings) | ||||||||
| Stanste scale railwayclub | ||||||||
| UgleyWI | 81 | 93 | 93 | |||||
| British Red Cross | ||||||||
| Art Group | ||||||||
| Stansted Model FlyingClub | ||||||||
| Movement class | ||||||||
| Weddings | ||||||||
| Family parties | 264 | 125 | ||||||
| Deposits | ||||||||
| Return deposit | ||||||||
| Farmers Market(Nett rev) | 240 | 100 | 132 | 94 | 114 | 106 | 104 | 104 |
| Farmers Market Refreshments | 56 | 20 | 19 | 26 | 25 | 24 | 34 | 24 |
| Dance class | ||||||||
| BS Royal NavyAss | ||||||||
| C Kemp.(Karate) | ||||||||
| SW Trefoil Guild | ||||||||
| MandyWyman. Home Education | ||||||||
| UgleyParish Council Yearly | ||||||||
| Marta Roman. Meetings | ||||||||
| Amplifier Test | ||||||||
| Wake's | ||||||||
| PopUpLunch. Paola VOTALE-MURPHY | ||||||||
| Srabble Tournament | ||||||||
| ECC Social Services | ||||||||
| Coffee Morning | 286.48 | 438 | ||||||
| Cash Donations | 68 | 25 | 2 | |||||
| Bank Pay in(S Bone exs to be deducted) Trans from DA |
959.23 576.5 487.5 893.25 139 671.75 785.75 744.75 500 4000 200 800 750 |
|||||||
| 2624.6 4986.41 1150.5 2093.5 558 2248.92 1138.25 2103.62 2624.6 4986.41 1150.5 2093.5 558 2248.92 1,138.25 0 |
Deposit interest
| Overheads Marketing Web Design/ Set up/ Hosting Employee Wages & Salaries Premises Insurance Queens Jubilee Electricity Gas Water Entertainment Stationery Maintenance Cleaning General Exs. ( inc Susan) Uttlesford Council- Bins Solicitors PPL / PRS Refunds Hall hire. Trustee Peppercorn Rent Depreciation |
23/24 742.16 90.00 800.00 0.00 0.00 983.35 2826.23 268.79 347.74 9210.04 4485.78 45.39 508.56 1810.80 138.96 100.00 0.00 22357.80 |
22/23 436.72 275.00 800.00 1074.95 286.37 1329.97 1753.95 0.00 136.59 3640.61 4900.14 423.90 462.28 2818.76 205.55 425.00 0.06 18969.85 |
21/22 275.00 695.02 800.00 1032.80 0.00 786.56 1841.24 237.90 35.82 4433.34 3309.72 368.40 122.04 177.14 0.00 0.06 14115.04 |
20/21 |
|---|---|---|---|---|
| 0.00 77.88 1430.00 981.08 537.97 708.13 1244.01 94.17 33.41 3857.30 1522.66 315.38 435.24 0.00 300.00 15.35 |
||||
| 11852.58 |
| Allied building ins Susan Salary Bland Cleaning Bland Cleaning NEW HOOVER Bland Cleaning Mats DDBritish Gas/ Opus Gas Castle Water Utt Council Refuse Window cleaner Brit Gas / Opus Elec Susan Exs Home & Office Fire Ext The Link Magazine Advert Building Renovations RX Elec PAT Test etc Web design etc. BPC Rob Rudd. ( Hedges etc) M Robinson (Web) M Robinson (Gen) M Robinson (Maintenance) M Robinson (Stationery) Solicitors PRS / PPL Harpers Heating Refund hall hire Trustee Peppercorn Rent Trans to DA |
Apr-23 May-23 Jun-23 Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 Dec-23 Jan-24 Feb-24 Mar-24 - 400.00 400.00 800.00 693.00 440.00 352.00 726.00 352.00 429.00 402.00 319.00 429.00 110.00 4,252.00 - 40.39 53.68 17.95 47.50 11.25 17.15 37.86 8.00 233.78 267.03 229.82 130.57 70.39 41.31 115.90 62.25 239.74 510.44 302.40 464.19 392.19 2,826.23 127.81 140.98 268.79 508.56 508.56 130.00 130.00 144.67 99.99 64.60 40.15 34.08 29.87 48.49 60.70 73.20 135.15 136.31 116.14 983.35 8.43 17.46 25.89 381.78 381.78 200.00 260.20 460.20 480.00 1,586.11 2,066.11 4,296.00 70.00 4,366.00 90.00 90.00 80.00 80.00 112.79 169.17 281.96 19.50 19.50 247.37 100.92 91.45 83.92 1,202.53 41.37 100.59 1,868.15 255.75 91.99 347.74 1,810.80 1,810.80 138.96 138.96 318 318.00 100.00 100.00 - |
|---|---|
| 6,224.85 596.68 688.85 480.49 801.39 1,501.94 731.43 2,067.39 3,791.43 835.78 1,379.07 3,258.50 # 22,357.80 - 1,000.00 1,000.00 500.00 1,000.00 1000 4,500.00 - |
Cash Flow 658.34
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658.34
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