2022-03-31-accounts - Alston Town Hall

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Alston Town Hall Zoom Meeting 7pm 22[nd] November 2022

Attendees:- CT,RM,SH,NE,EG,BD,GR,HH,BC Apologies:- MH,AR

Agreed minutes from last meetings:-

27[th] September – Proposed NE 2[nd] BD 4 agreed, BC Abstained

20[th] October – Proposed BD 2[nd] RM 3 agreed, NE & BC Abstained Agenda

Online access for at least one additional trustee. RM put forward, 1[st] NE 2[nd] RR. RM lost his forms NE to get forms reissued from bank – REVISIT next meeting
Fire safety terms – suggested fire test required regularly/monthly. Discussed if this was a role for the caretaker plus one as involves setting off alarm and checking all sounders. Rota to be drawn up, RR & SH to assist. Proposed BD 2[nd] GR All agreed.

3. Flags & pole – PB has advised he can remove poles on front of building, very expensive for replacement wooden flag poles. Clerk is contacting EDC. REVISIT next meeting

COP26 grant some discussion regarding the application times have passed? CT to email MH for more information/update and to report to December PC meeting. Suggested that another grant may now be accessible...? REVISIT next meeting
Stage lights in main hall have been fixed, box to control them is working but not 100% sure if that has been put back in hall yet. MH is looking into PA system still, cooker switch needs looking at as faulty – BD to ask electricians to take a look at this. Tungsten bulbs are being replaced by LED’s this is a work in progress. Relates to item 10 on agenda.
Boiler – restricting users to try and prevent break downs…. Cupboard that houses boiler etc is now locked, all switches are clearly labelled in the cupboard and if there are any issues with heating etc to contact BD.
Budget for 2023/2024 – applied for 10K from PC for maintenance as budgeted 5k previous year and have replaced boiler. Proposed NE 2[nd] BD All agreed except EG who was against.
Printer ink cost £21 and instant ink agreement for 6months at £2.99 per month. CT paid for ink and has signed up for the agreement. All ok to reimburse CT. Proposed BD 2[nd] NE All agreed.
Charity commission name change – CT to email Tim to obtain usernames/passwords etc to change. When NE returns to UK, NE & CT get together to change names passwords etc. Proposed NE 2[nd] GR All agreed
Building maintenance – BD obtained a rota of trustees who will be responsible for this. (see attached) The maintenance has been divided into sections with individuals responsible for those areas. A report will be issued on what is needed to be addressed now, needs done & a “want” list for the future. This will help prioritise the most important and impacting issues that need completed and can be agreed on. BD has requested J5 to look at light on front of building, he will chase this as had no contact as yet.
Fire door stops CT reported what Aset had advised regarding rules and regulations and costs per unit for the doors (£90 per unit approx.) CT will contact Aset to obtain costs for providing units for each internal door, fitting if required, 1[st] Aid Kit & Fire blanket. BD & GR will advise CT on how many doors need these units. Proposed NE 2[nd] BD All agreed HH Abstained.
Kitchen update, PB reported that cost would exceed 6k & NE felt this was money that could be sent better else whereas town hall now don’t provide catering services on the booking forms and therefore the kitchen as it is at present is suitable for the needs of the community. NE suggested this proposal should be removed from agenda. Proposed NE 2[nd] GR All agreed except EG Against HH Abstained.
Warm hub update – 21[st] November was first session, 36 attendees who came for teas & coffees, biscuits. Scones, cakes, buns were donated by locals and businesses, with Sadlers have promised to provide homemade soup for the next session along with scones. Newspapers, cards where provided and a suggestions note was given round for what they wanted…talks, first aid, cookery, benefits etc RM & GR are looking into trying to organise some of these for the next few sessions. Some tins of soup and rolls were bought form the Co-op to provide hot food for this session which approx. 16 people enjoyed. Historical society provided some photos etc. People suggested a donations box, £40 was greatly

received Pat Richardson had a “swop table”. All in all it was a success and hopefully will continue. RM & GR suggested that a small worktop freezer may be helpful for the warm hub. This would not need to be kept in kitchen but could be stored in staff kitchen with a lock on it to prevent others using it. It would be used to store unused food items that can be frozen and defrosted for next session.

14. Caretaker asking about maintenance – this will fit in with item 10. REVISIT next meeting

Town hall generator – original proposed to store the generator in the old toilets but this is now rented out. Proposed to store in the annexe when the MENSHED move out as this would able the kitchen to be utilised when power cuts happen like when Storm Arwen happened and hot drinks and soup was required for all residents within the community who had no means of cooking/heating and those vulnerable. GR advised there is a grant available for this and is looking into this. Proposed RM 2[nd] NE All agreed. Also mentioned about use of the unused and empty hospital as this already has a generator that works when the power is off. GR is to enquire about this.
Fire doors – can leave open or got to be closed, look at automatic door closes from Paul Best. Now not applicable see item 11.
Year end accounts no questions Proposed RM 2[nd] BD All agreed.
Discount for brownies/sks due to heating loss. Suggested 50% reduction in costs for the disrupted dates. Proposed NE 2[nd] BD All agreed.
First Aid kit – see item 11, suggested to be fixed to the wall.

20. Internal door locks – PB looking at this but not at this meeting. REVISIT next meeting

TH working group and our goal – already covered in item 10.

Any other business:

CCTV camera situated round by the public toilets has been broken, police are aware and dealing with this. Culprits were caught on CCTV.

Next Meeting - TBA Next meeting:_

	31/03/2022	31/03/2021
Schedule
INCOME
Permanent Lettings	20,076	18,587
Lettings	1,728
Grants (Revenue)	13,510	25,179
Income for Caretaking	2,916	3,488
Income Gas/Electricity	6,762	6,551
Event& BarIncome	444	0
Other	700	2,312
TOTAL INCOME	46,136	56,117
EXPENDITURE
Bookkeeping		0
Administration	362
Bookings Service	0
Cleaning	0
Heat/light	11,116	7,682
Insurance	2,489	2,540
Licence	178	70
Repairs and Maintenance	8,293	3,475
Professional fees	1,033	225
Water	1,477	171
Event Expenses	257	97
Sundry	0	0
Telephone		177
Wages	13,051	11,682
TOTAL EXPENDITURE	38,256	26,341
NET INCOME/EXPENDITURE	7,880	29,776
FUND BALANCES BROUGHTFORWARD
General Funds	48	18,828
Project Account
Total Funds		18,828
FUND BALANCESCARRIED FORWARD	56,484	48,604

Bank Balance	58,264	40,992
PettyCash	1	150
Debtors	3,029	3,851
VAT unclaimed	2,901	3,611
	64,195	48,604
Less
Creditors	7,711	0
Accruals		0
	7,711
	56,484	48,604

			Restricte
		Unrestricted	d income	Endowme	Total this	Total last
Recommended categories by activity	z	funds	funds	nt funds	year	year
oming resources(Note 3)		FOI	F02	F03	F04
ming resources from generated funds
ions, legacies		13,510			13,510	25,179
ming resources fromcharitable activities		31,926			31 ,926	30,938
r incoming resources		700			700
Totalincomingresources		46,136			46,136	56,117
ources expended (Notes 4-8)
istration		1573			1573	694
of fundraising events		257			257	97
ance		2,489			2,489	2,540
rs, renewals and maintenance		8,293			8,293	3,475
heat & water		12,593			12,593	7,853
oll		13,051			13,051	1 1 ,682
Total resources expended		38,256			38,256	26,341
t incoming/(outgoing) resourcesbefore
transfers		7,880			7,880	29,776
ss transfers between funds
t incoming/(outgoing) resourcesbefore
other recognisedgains/(losses)		7,880			7,880	29,776
er recognised gains/(losses)
s and losses on revaluation of fixed assets
he charity's own use						0
s and losses on investment assets
Net movement in funds		7,880			7,880	29,776
al funds brought forward		48,604			48,604	18,828
Totalfunds carried forward		56,484			56,484

					Restricted
				Unrestricted	income	Endowment	Totalthis	Total last
				funds	funds	funds	year		year
Fixed assets					F02	F03	F04
Tangible assets (Note 9)			BOI	0			o		o
			BO				o		0
Investments (Note 10)			BO				o		o
	Total fixed assets		30
Current assets
Stock and work in progress			BO	0
Debtors (Note 11)			BO	5,930			5,930		7,462
(Short term) investments			30
Cash at bank and in hand			BO	58,265			58,265		41,142
	Total current assets		BO	64,195			64,195		48,604
Creditors: amounts falling	due within one
year (Note 12)			Bl	771 1			7711
Net current
Totalassets less current liabilities			Bl	56,484			56,484
Creditors: amounts falling	due after one year
(Note 12)
Provisions for liabilities and charges			Bl
		Net assets	Bl	56,484			56,484	48,604
Funds of the Charity
Unrestricted funds			Bl	56,484			56,484		48,604
Restricted income funds (Note 13)
Endowment funds (Note 13)				0
		Totalfunds	32	56,484			56,484	48,604
Signed by one or two trustees on behalf trustees		of all the		Signature		Print Name		Date of a roval

Note 2 Accounting policies	Note 2 Accounting policies	Note 2 Accounting policies
This standard list of accounting policies has been applied by the charity except for those deleted. Where a different
oradditional policyhas been adopted then this is detailed in the box below.
INCOMING RESOURCES
Recognition of incoming		These are included in the Statement of Financial Activities (SoFA) when:
resources		the charity becomes entitled to the resources;
		the trustees are virtually certain they will receive the resources; and
		the monetary value can be measured with sufficient reliability.
Incoming resources with		Where incoming resources have related expenditure (as with fundraising or contract
related expenditure		income) the incoming resources and related expenditure are reported gross in the SoFA.
Grants and donations		Grants and donations are only included in the SoFAwhen the charity has unconditional
		entitlement to the resources.
Taxreclaims on donations		Incoming resources from tax reclaims are included in the SoFA at the same time as the gift
and gifts		to which they relate.
Contractual income and		This is only included in the SoFA once the related goods or services have been delivered.
oerformance related arants
Gifts in kind		Gifts in kind are accounted for at a reasonable estimate of their value to the charity or the amount actually realised.
		Gifts in kind for sale or distribution are included in the accounts as gifts only when sold or
		distributed by the charity.
		Gifts in kind for use bythe charity are included in the SoFA as incoming resources when
		receivable.
Donated services and		These are only included in incoming resources (with an equivalent amount in resources
facilities		expended) where the benefit to the charity is reasonablyquantifiable, measurable and
		material. The value placed on these resources is the estimated value to the charity Of the
Volunteer help		The value of any voluntary help received is not included in the accounts but is described in the trustees' annual report.
Investment income		This is included in the accounts when receivable.
Investment gains and losses		This includes any gain or loss on the sale of investments and any gain or loss resulting from
		revaluing investments to market value at the end of the year.
EXPENDITURE AND LIABILITIES
Liability recognition		Liabilities are recognised as soon as there is a legal or constructiveobligation committing
		the charity to pay out resources.
Governance costs		Include costs of the preparation and examination of statutory accounts, the costs of trustee
		meetings and cost of any legal advice to trustees on governance or constitutional matters.
Grants with performance		Where the charity gives a grant with conditions for its payment being a specific level of
conditions		service or output to be provided, such grants are only recognised in the SoFA once the
		recipient of the grant has provided the specified service or output.
Grants payable without		These are only recognised in the accounts when a commitment has been made and there
performance conditions		are no conditions to be met relating to the grant which remain in the control of the charity.
SupportCosts		Support costs include central functions and have been allocated to activity cost categories
		on a basis consistentwith the use of resources, eg allocating property costs by floor areas,
		or per capita, staff costs by the time spent and other costs by their usage.
ASSETS
Tangible fixed assets for use		These are capitalised if they can be used for more than one year, and cost at least E500.
by charity		They are valued at cost or a reasonable value on receipt.
Investments		Investments quoted on a recognised stock exchange are valued at market value at the year
		end. Other investment assets are included at trustees' best estimate of market value.
Stocks and work in progress		These are valued at the lower of cost or market value.
POLICIES ADOPTED
ADDITIONAL TO OR
DIFFERENT FROM	THOSE
	ABOVE