Thurnby Memorial Hall
Registered Charity 226387
Minutes of Annual General Meeting of the Trustees
held on Tuesday 12[th] October 2021 at 8pm
1.Present:
Barry Sawford BS (Chairman), Trevor Jolly TJ (Treasurer), Mandy Penfold MP (Secretary), Sue Harrison SH (Trustee), Jude Cohen JC (Trustee), Kim Shaw KS (Caretaker), Paul Robertson PR (Footloose and Gardening Club) and Ray Burgess RB (Chess Club).
Apologies for absence: Brian Rowarth BR (Bridge) and Margaret Rowarth MR (Bridge)
2. Minutes:
The minutes of the Annual General Meeting held online on Thursday 6[th] August 2020 were approved as a true record and signed.
3. Matters arising:
None
4. Chairman’s Report:
BS read out and reviewed the detailed report to the meeting (reproduced below).
CHAIR’S REPORT TO USER GROUPS – October 2021
Thank you for attending tonight’s meeting. It is really good to be back in the hall after the last 18 months, which I am sure you will all agree, has been a rather difficult period. As trustees, we have operated the hall in line with government guidelines and advice from ACRE (Action with Communities in Rural England) and when permitted to open, have only allowed regular local groups to use the hall. Since mid-September we have permitted the use of the hall for private functions.
I would like to welcome on-board 2 new trustees - Sue Harrison and Jude Cohen, both of Bushby and each brings a wealth of knowledge that will help support the trustees.
I thank all the trustees for their work over the past 12 months - Trevor for keeping the books tidy and Mandy for keeping secretarial and me in line - which has involved a lot of ‘Covid’ reading to ensure the safety of our users. The on-going development of our website and applications for grants have also been major behind the scene roles.
Hall Improvements
During the summer of 2020 we had the lobby, upstairs room and stairway painted. This year has seen further improvements with the complete refurbishment of the ladies and gentlemen’s toilets at a cost £22k. As requested by our User Groups, CCTV and additional flood lighting has been installed in the car-park, thanks to a grant from the Parish Council. Finally, this summer, with funding from the Co-op Community fund we had a hearing loop fitted in the main hall, which will help those with hearing impairment enjoy talks, presentations etc.
We thank the Parish Council and Co-op for their support.
Caretaking
The trustees are pleased to welcome Kim Shaw the new caretaker to our team. She has already met with some of our regular users and has thrown herself into the role. Thanks also to Malgarzorta, our cleaner, for the support and flexibility she has given us over these past 18 months.
Booking Secretary
Since letting our booking secretary go, we have been covering any booking enquiries ourselves. We are going to continue to do this for the foreseeable future.
We ask that all regular users book their own dates onto the ‘Hallmaster’ system where possible. We have had examples of bookings not being taken up or cancelled at the eleventh hour. It is the User Groups’ responsibility to ensure that all bookings are correct as late cancellation or non-attendance will need to be paid for.
Hall Damage and Cleanliness
I am pleased to report that there has been very little damage over the past 12 months. I ask that all users maintain a check on the premises after use, especially toilet cleanliness.
Moving Forward
The trustees are pleased to see that most user groups have returned and indeed seen new groups start. Also, there has been a steady demand for private parties, wakes and events which demonstrates the appeal of the hall and provides additional income.
As to future works, we are hoping to finish the side-entrance lobby with new floor covering and also install a domestic hob/oven in the cafe kitchen. We are also intending as a priority, to replace the side door to the main hall and the boiler room door.
Finally, I would like to thank you all for the support you have given over the past 12 months and the confidence you have shown in us, by returning to the hall. This is your community hall and if you know of any family or friends who would like to start a group or arrange an event, please ask them to make contact.
5. Treasurer’s Report:
The accounts for the year to 31.3.21 are shown, with the previous year to 31.3.20 as comparative. Overall, there was a surplus for the year of £14,431. We were very fortunate to be able to access various Government Covid grants, which compensated for the loss of income. Our income from hires was just £5,831, down from £25,438 the previous year. We were of course closed for most of the year and unable to hire out the Hall. Our expenses totalled £15,400, down from £41,084 the previous year. We were able to reduce our expenses, due to the closures and the Job retention scheme subsidies being available for our caretaker. Repairs and maintenance were restricted, to the repair of the dormer window and the attendant redecoration. We received Covid grants of £21,003, a grant from the PC and a donation from the Co-op. Our Balance sheet shows Reserves of £22,395. This is largely represented by the
bank balance of £21,962. We continue to hold our Charibond investments. We remain in a sound financial position now that many of our usual hirers have returned to the Hall. My thanks to David Critchley, for reviewing and signing off the accounts.
6. Election of Officers:
The only nominees were elected as follows:
Chairman Barry Sawford (Proposed by TJ, Seconded by PR) Secretary Mandy Penfold (Proposed by BS, Seconded by SH) Treasurer Trevor Jolly (Proposed by MP, Seconded by BS)
BS noted that SH would be assisting MP with secretarial duties, as she has other commitments this year and is intending to be away for a two-month period in the spring. JC thanked MP for her work over the last eighteen months. BS commented that although we have two new trustees, we were still looking to recruit one or two more.
7. Any Other Business:
There was no other business.
8. Date of Next Annual General Meeting:
May 2022 exact date to be confirmed nearer the time.
The meeting closed at 8.25pm.
TRUSTEES OF THURNBY MEMORIAL HALL
| REGISTERED CHARITY 226387 INCOME & EXPENDITURE ACCOUNT to 31/03/2021 Year ended Income Social Events Others Expenditure Premises Officers Heat & Light Insurance Repairs & Maintenance Cleaning Sundry Water Operating Surplus / ( Deficit ) Exceptional Income / Expenditure/ Fund-raising/Donations / Grants PC Grant Footloose Donation Covid Grants via HDC Coop Donation Exceptional Prop Imps Surplus/(Deficit) for the period Balance Sheet Investments @ Cost (200 Charibonds*) Current account Cash & Cheques In Hand Debtors |
31 31 |
/ |
Year ended 03/2021 0 5831.03 5831.03 2253.81 2163.01 1124.51 6209.05 3289.81 79.8 280.37 15400.36 -9569.33 2000 0 21003 997.7 0 24000.7 14431.37 03/2021 253.54 21962.5 27.06 152 |
31 31 |
/03/2020 2360.85 23077.82 |
|---|---|---|---|---|---|
| 25438.67 6191.87 4594.06 1089.97 21946.13 5745.09 938.94 578.11 41084.17 -15645.5 3375 250 0 0 -3893.46 -268.46 -15913.96 |
|||||
| / | /03/2020 | ||||
| 253.54 7058.2 27.01 874.98 |
File Ref : Signed TMH Accounts 310321.xlsx - ACCOUNTS
06/01/2022
| Creditors Retained Surplus brought Forward Surplus ( Deficit ) Current year *Latest valuation |
22395.1 0 22395.1 7963.73 14431.37 22395.1 8502 |
- | 8213.73 250 7963.73 |
|
|---|---|---|---|---|
| 23877.69 15913.96 |
||||
| 7963.73 | ||||
| 8280 |
I have reviewed the attached financial statements and in my opinion they represent a true and fair view of the accounts of Trustees of Thurnby Memorial Hall as at 31st March 2021
David Critchley MAAT Independent Accounts Examiner
Ref : Signed TMH Accounts 310321.xlsx - ACCOUNTS
06/01/2022
TRUSTEES OF THURNBY MEMORIAL HALL
| REGISTERED CHARITY 226387 INCOME & EXPENDITURE ACCOUNT to 31/03/2021 Year ended Income Social Events Others Expenditure Premises Officers Heat & Light Insurance Repairs & Maintenance Cleaning Sundry Water Operating Surplus / ( Deficit ) Exceptional Income / Expenditure/ Fund-raising/Donations / Grants PC Grant Footloose Donation Covid Grants via HDC Coop Donation Exceptional Prop Imps Surplus/(Deficit) for the period Balance Sheet Investments @ Cost (200 Charibonds*) Current account Cash & Cheques In Hand Debtors |
31 31 |
/ |
Year ended 03/2021 0 5831.03 5831.03 2253.81 2163.01 1124.51 6209.05 3289.81 79.8 280.37 15400.36 -9569.33 2000 0 21003 997.7 0 24000.7 14431.37 03/2021 253.54 21962.5 27.06 152 |
31 31 |
/03/2020 2360.85 23077.82 |
|---|---|---|---|---|---|
| 25438.67 6191.87 4594.06 1089.97 21946.13 5745.09 938.94 578.11 41084.17 -15645.5 3375 250 0 0 -3893.46 -268.46 -15913.96 |
|||||
| / | /03/2020 | ||||
| 253.54 7058.2 27.01 874.98 |
File Ref : Signed TMH Accounts 310321.xlsx - ACCOUNTS
06/01/2022
| Creditors Retained Surplus brought Forward Surplus ( Deficit ) Current year *Latest valuation |
22395.1 0 22395.1 7963.73 14431.37 22395.1 8502 |
- | 8213.73 250 7963.73 |
|
|---|---|---|---|---|
| 23877.69 15913.96 |
||||
| 7963.73 | ||||
| 8280 |
I have reviewed the attached financial statements and in my opinion they represent a true and fair view of the accounts of Trustees of Thurnby Memorial Hall as at 31st March 2021
David Critchley MAAT Independent Accounts Examiner
Ref : Signed TMH Accounts 310321.xlsx - ACCOUNTS
06/01/2022