2024-04-05-accounts - The Steep War Memorial Village Club

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Steep War Memorial Village Club –- Trustee Meeting – 22nd April 2024

MINUTES OF THE ANNUAL TRUSTEE MEETING HELD AT STEEP VILLAGE HALL ON MONDAY 22[nd] April 2024 AT 7.30 P.M.

Present : Jenny Martin (Outgoing Chair) Shannon Askew, Harriett Waley-Cohen, Alison Driver, Charlotte Duthie, Freddie Holmes, Robin Hollington (New Chair), Paul Garstin, Terry Cook.

In Attendance: Sandra Humphrey (Secretary / Clerk)

Meeting commenced at 7.38 pm

24/27 APOLOGIES FOR ABSENCE – There were none.

24/28 DECLARATION OF INTERESTS – The Parish Council is the Sole Managing Trustee of the Charity and for the purpose of the meeting all members were reminded of their duty to act solely on behalf of the Charity not the Parish Council. Members were also reminded of the Objects of the Charity, which are:

By a declaration of trust dated the 31st of December 1920 and schemes of the 22nd of September 1936 and 17th October 1966, its charitable objects are: For the purposes of a club and place of physical and mental recreation, and for educational purposes for the benefit of the inhabitants of the parish of Steep, without distinction of sex or of political, religious, or other opinion.+

Declared:

Robin Hollington declared an interest, as his company Inspired IS provides the Charity email and website.

24/29 APPROVAL OF MINUTES

The minutes from the AGM of 20[th] June 2022 were approved with all in favour.

24/30 ELECTION OF NEW CHAIR

The two nominees Alison and Robin were asked to leave the room whilst votes were cast.

Result of vote were 4 for Robin, 3 for Alison, therefore Robin Hollington was voted in as Chair.

Robin proposed Jenny Martin as outgoing chair take the post of vice chair, Alison proposed Shannon who did not want to take the post, Terry seconded Jenny with all in favour, Charlotte abstained from voting.

Robin took over the chairing of the meeting at 7.50 pm.

Terry left the meeting at 7.51pm.

24/31 FINANCIAL REGS

These will need updating once internet banking in place therefore OMC were asked to look at these further and report back at next available opportunity. With all in favour.

24/32 RISK ASSESSMENT

Item 1.4 reference ICO the trust not aware that this has been done. OMC will take this on board. With all in favour.

Steep War Memorial Village Club –- Trustee Meeting – 22nd April 2024

24/33 TO AGREE APPOINTMENTS FOR EACH TEAM

It was agreed that the structure be given another year.
(a) Oversight Management Committee – Robin, Jenny, Paul
(b) Operations Team – Terry, Paul, Louise plus current 2 volunteers (John & Jeff)
(c) Social Events – Robin will continue to organise events.
(d) Fund Raising – this will be added to OPS team.
(e) HR – Jenny, Harriett, Robin will continue team.

24/34 TO AGREE THE WORKING GROUPS

Outside Space – Purpose to improve the outside space – Robin, Charlotte, Terry, Paul will continue group.

Website – Robin asked for any structure/content to be sent over a soon as possible. Alison asked for copy of contract, Jenny informed no contract but agreement in place from 2019. Alison and Harriet happy to have meeting with Jenny to explain agreement and timescales. Jenny happy to explain at further meeting.

Harriett, Alison, Charlotte to continue Website Group.

Small Meeting Room – All in favour to put this aside for now as we cannot lose cupboard space, and cost too high so not a priority.

Charlotte left meeting at 8.37 pm.

24/35 TO RECEIVE A RECOMMENDATION FOR THE CLEANSERS PAY RISE

FOLLOWING HER HR REVIEW

The cleaner’s hourly rate is currently £12 and has been for some time, it was agreed to raise this to £15 per hour. Proposed by Robin and seconded by Freddie with all in favour.

24/36 FINANCE

a) To review the latest bank reconciliation – agreed all in favour.
b) To receive a list of payments and receipts to the end of March – agreed all in favour. c) Budget – agreed all in favour.

Robin asked for the skills questionnaire to be sent back to help with the business plan.

Alison will take up the setting up of Trustees account with Lloyds Bank with Jenny, Robin, Paul and herself as signatories. With all in favour. Secretary will assist Alison in this task.

24/37 DATE OF NEXT MEETING

Next meeting Monday 17[th] June at 7.30 pm

The meeting closed at 9.48 pm.

lJww2(r25(YJ202I Sleep War Memorial Willage Club Prep8r8d ty. AFvTDYed by. 4FY kRo /¢/0( /2Q-. 8•nk Reconclllatlon at 3110312024 Cash kn Har 01N)4fJ)23 15.094.91 ADD R9• 011041207J. 28.5.86 43.651.7T SUBTrACT P8yrr•n15 0ln4r20rJ- 31fi)Y2024 20.992.54 Cash In Hand 3110312024 IDpr Cash eo)kl 22.659.23 C••h o•r B•nk tycath CunlAc HSBC D•wi COIF Ctsrfty In¥eslm8nl COIF Ffftj 1W2023 31K13r2024 31312024 1PJ09r2023 18,528.65 4.130.58 22.6S923 22,65923 Adlu•t•d 8•nk B•lwK* 22,0$923 A= 8 Checks out OK Ill] Scrlbe

Fair Account Fair Account l Roker Way Fair Odk Eastl¢igh Flanls S050 7LD Mobilc>07815435 380 18 March 2024 StLL'P Villag¢ Hall 28 Church Road Stccp Pctersfield HANTS GU32 IAY ,Stccp War Memorial Hall Accounts 2023124 (11123 to 1124) Dcar Sandra, I havc now complclcd ihc sLYond Indcpcndcnt Examination of ihc above Charity's accounLs for 2023124(11123 to 1124) and I'm pl¢ascdto rcportihal allLr thcaddition ofthc ncwly notifiLxl Intert forihcCCLA COIFaccounl, thcsc glvc a truL. & fair statcmcnt of thc financial position of the Hall al 3111124. Thc Charity Commission rclurn will bc signed off at Ycar-cnd. I have discussed & adviscd LA>uise Knight on Ihc Scribe sy.stem reports, coding%tructure& processviavailablc. I havcmadea few recommcndations (5c¢ next P(Ib)c) which will cnhdncc ihc various procLSSCS & proccdures currcnily opcr<ltin&p, rcady for 2023124 yC<if-cnd. I would like to thank tA)uisc& yourself foTyoufco-op¢ration on Ihis rcvicw. Kind rcgards, Paul Rcvnolds FMAAT

Audit comments & recommendallons l. C,urrenl alc confirmed as £18.507.93 al 3111124. 2. C'.()I r CliaTIty &ilL (C CLA) IlbJfL'Ld as £4..171.27 ai 3111124. 3. Thus, ovcrall Bank holdings ul 3111 r24 arc £22,879.20. "uq9L. Q3 4. ThLfL wcfL. 230 coir invL%lm¢nl unil% hLld ¢11 .1111124. iih Elid'miirkd value totallingy £57.131.19 as ai 3011124. RL'commend the.se are ill Llii(li,d in Ihi. 1ls%l,t Jli&lliStLr As LungJ_tL'rm ini'i'slnii'n 1%. rfl i ih is value (or 2023124 yliaf-end. 5. Villil&YL 14all is insurLxl for £940.381 & contLnts for £13,523 wiihin the currLnt Zurich policy (XAO 1220741243} covering to 21112124. 6. Recommend that Financial Regulations for the Village Hall should be reviL'ivcd annually& updaled. if necL%sary. Ihen re-ralified & minui¢d Io IllLLI Cli&irily Cummi.5sion (CC) rLNuirLinLnl%. 7. RL'Lommend thatdll applicdblL'Risk asscssmcnts(csp. Hcalth & Safcty aspL'Ll%)arcundcrtdkcn & properlyrccordcd annuallywith any relcvanl aLtion undertakcn, Ihcn minuicd io mLYt CC & insurance rquircmcnts. 8. RL'commend th<lt A%sL'I r¢b7istcr is updalLxI annually for any Jddilions / dLILI ion5. alonbj wilh thc r¢lcvant COIF Invcstmcnl units value. Solar pan¢ls can bc addcd whcn fully fittcd. 9. Recommend that checks are made on any equipment within the Hall owned by others (eg. film projector& looped hcaringsyslem). lo ensure th(It ihosc CJroup% havc currcnt, full insurancL covcr for ihL%c ilcms. Thi.5 will avoid Jny problcms for ihc Villabvc Flall funds. in thc cvcnt of loss or damabFC lo thcsc itcms. l O.Recommend thdtmonthly Bankrcconcilialionsarcpcrformed in Scribe & ihcn signLd / ddtLd by Chdif. iilonby wilh ih¢rclLvant Bank stalcmcnts and monthly PaymL'nl schLdul&%, Ihus provinbi intcrnJl conlrol% ar rcgrularly underlaken durinbv ihe financial ycar. I l. Recommend that any Bud&Fet rcvi.sions, rmarkIng, vircmcnts & Inveslment unit sales need full minuling at monihly m¢eliiigi%. before imp Icmcnt(Il ion, cn.suring propcr Iran5parcncy ofany chaiigcs lo Ihc fin(Illcidl rLrords. 12. All minutcs for 2023124 wL'rc corrLtily sibyncd I dailxl by thc Chair conforming io CC rcquiremcnts.