These Agenda are prepared for the Committee and the members of the Abshot Community Association Dawn McLean Secretary ## MINUTES AGM 2023 Abshot Community Association AGM 2023 Agenda Apologies: David Tickner, Alex- Accountant, Bev Longhurst Attendees: Paul Tickner, Angie Tickner, Dawn Mclean, Tony Scott-Allen, Jo Scott-Allen, Shaun Merrington, Andrew Hamlett, John Dodd, Paul Greenwood, Paul Longhurst, Krissie Slatter (until 19.45), Nay Ware (from 19.45) 1. Minutes of last AGM Proposed: Angie Tickner Seconded: Krissie Slatter 2. Chairpersons report Welcome to the 2023 ACA AGM and many thanks everyone for your membership, participation and support of the Abshot Community Association and the Sovereign Social Club over the last year. I apologise that I could not be with you today as I am away on business this week but if you have any questions or comments they will be noted, and I will get back to you on my return (Should I be voted in again!) Andy will be giving you a recap and overview of the Sovereign status and their teams views and plans moving forward, however, I wanted to take you through some of the achievements of the Charity as a whole and how the ACA and the SSC work together for the benefit of the Charity. 2022 and into 2023 this really has been a bounce back year for the charity following the pandemic. In early 2022 hall user groups had either left us or their number dwindled to the point we had to take short term action with their hall hire rates to enable them to survive. As for the charity and SSC we would not have survived had it not been for the grants and loving hard work of the committee in making the facility you see today. Without the volunteers that put in the effort, at times to the detriment of their own lives we would not be here today, I personally would like to thank the current committee of Dawn, Angie, Krissie, Paul with the relentless work they have put in, and in particular John with the huge amount he continues to do day in day out. Thank You from the bottom of my heart. As a result of the wonderful facilities we have today I am glad to report that hall hire is up 24% from 2022 and continues to grow in new user groups, kids parties, adult birthday and christening parties and for the first time in many years we had a wedding reception again and have more booked in for this and even next year already. Membership is up an amazing 49% and continues to grow week by week. 1 We have invested a lot back into the building also, the patio of course was a large project that made a huge difference, hall and Alen bar decoration, Bluetooth sound systems for hall hirers, new furniture in both bars, ceiling tile replacement, energy saving automation of lights and other systems when not in use and many more things. We have also been able to relaunch fun days and our support of external people in needs, this year we supported Dinky Doris, not only through the money we have collected in the charity bottle, but the amazing Dinky Doris day we held in the field, it was great to see so many of the community come out and support it and of course the Platinum Jubilee of our late Queen last summer. There are plans in place for more, hall hire can be increased as we are only at about 60% capacity at the moment, another revamp of website to stay fresh and informative, increased social media presence on the ACA side to name a few and of course the decoration will never stop. For now though I again would like to thank the membership for their support, the committee for their time and hope we can all continue to grow the place we enjoy. Thanks Dave T ACA Chairman ## 3. Financial report JAM to report on audited books. In JAM absence Paul Tickner highlighted items from the report Can I draw your attention to page 6 of the financial statement, the breakdown of the income and expenditure for 2022 compared to 2021. In 2022 the income was £34,524 with an expenditure of £35,077 therefore showing a deficit whereas there was a profit in 2021 of £1,386. During 2021 we had lockdown and therefore expenditure was reduced. 2022 was a year with a normal turn over. The difference in 2022 was the cleaning charges was a lot higher 2022 a cost of £12,939 where in 2021 was £6,339. We are more recognised now and have more bookings. Hall hire in 2022 was £21,542 where 2021 was £8,395. The £44,532 for repairs and renewals was for the lights and hall floor. The SSC have paid for the patio as a donation to the ACA. We have no major liabilities, and everything is running smoothly. Treasurer to give up to date report. Accounts as of 26.05.2023 Current Account £11,048.09 2 Deposit Account £4,529.22 As a charity is there a ceiling point that can be hit before reinvesting it back into the centre? Not aware of a ceiling point. There are sufficient funds available, we will support other charities when possible. The accountants are fully briefed and are there to advise us. Charities do not pay tax, completely exempted. If needed capital gains tax would be paid. We put money back into the building to improve the conditions. Proposer for the accounts: Tony Scott-Allen Seconder for the accounts: John Dodd Vote held unanimously agreed the accounts. Proposal for Jam Accounting to complete the accounts for next year: Proposer: Paul Tickner Seconder: Paul Longhurst Vote: Unanimous. ## 4. New committee |Role|Name|Proposer|Seconder| |---|---|---|---| |Chairperson|David Tickner|John Dodd|AndyHamlet| |HonarySecretary|Dawn Mclean|AndyHamlet|Mathew Stringer| |Accountant|JAM Accountng|David Tickner|Angie Tickner| |HonaryTreasurer|Angie Tickner|Dawn Mclean|Shaun Merrington| |HonaryPresident|Paul Tickner|John Dodd|David Tickner| |Hall Bookings|Angie Tickner|David Tickner|Shaun Merrington| |Membership|Dawn Mclean|AndyHamlet|Ella Pearce| |Maintenance|John Dodd|David Tickner|Krissie Slater| |Social Media|NayWare|David Tickner|John Dodd| |Entertainments|Krissie Slater|AndyHamlet|John Dodd| |Commitee Member|Nicola Martn|John Dodd|Dawn Mclean| All positions were voted in unanimously. Anyone new to the committee please get in touch with the Secretary as soon as possible as details are needed to be uploaded on to the Charities commission website. 3 Addendum: After the meeting Nicola Martin has changed her mind and chosen not to stand on the committee. Thank you all for your attendance. Meeting closed at 20.00. 4 ABSHOT COMMUNITY CÉNTRE Abshot Community Association Accounts 31 December 2023 ACCOUNTING ## **Abshot Community Association Contents** ||**Page**| |---|---| |Business information|1| |Approval statement|2| |Accountants' report|3| |Income and Expenditure Account|4| |Balance sheet|5| |Notes to the accounts|6 - 7| **Abshot Community Association Business Information** ## **Chairman** David Tickner ## **Secretary** Dawn McLean ## **Treasurer** Angie Tickner ## **Accountants** JAM Accounting Unit 3B, Stone Pier Boatyard Shore Road, Warsash Southampton Hampshire SO31 9FR ## **Business address** Abshot Community Centre Kelsey Close Park Gate Fareham PO14 4NR 1 **Abshot Community Association Approval statement** We approve the accounts which comprise of the Profit and Loss Account, the Balance Sheet and the related notes. We acknowledge my responsibility for the accounts, including the appropriateness of the applicable financial reporting framework as set out in note 1, and for providing JAM Accounting with all information and explanations necessary for their compilation. …........................................................................ Mr D Tickner - Chairman …........................................................................ Mrs A Tickner - Treasurer 24 May 2024 2 **Abshot Community Association Accountants' report on the unaudited accounts to Abshot Community Association** You have approved the accounts for the year ended 31 December 2023 which comprise the Profit and Loss Account, the Balance Sheet and the related notes. In accordance with your instructions, we have compiled these unaudited accounts from the accounting records and information and explanations supplied to us. JAM Accounting Certified Practising Accountant Unit 3B, Stone Pier Boatyard Shore Road, Warsash Southampton Hampshire SO31 9FR 24 May 2024 3 ## **Abshot Community Association Income and Expenditure Account for the year ended 31 December 2023** **----- Start of picture text -----**
2023 2022
£ £
Income 33,758 34,524
Direct costs 1,614 2,072
Gross profit 32,144 32,452
Other business income 40 -
Expenses
Rent, rates, power and insurance costs 28,515 21,645
Repairs and renewals of property and equipment 3,238 7,467
Telephone, internet, stationery and other office costs 2,643 2,689
Advertising and business entertainment costs - 150
Accountancy, legal and other professional fees - 429
Depreciation and loss/(profit) on sale 1,194 2,377
Other business expenses - 320
35,590 35,077
Deficit (3,406) (2,625)
**----- End of picture text -----**
4 ## **Abshot Community Association Balance Sheet as at 31 December 2023** **----- Start of picture text -----**
Notes 2023 2022
£ £
Fixed assets
Equipment, machinery and motor vehicles 3 3,581 4,774
Current assets
Trade debtors 623 -
Bank/building society balances 11,012 14,584
Other current assets and prepayments 3,677 152
15,312 14,736
Current liabilities
Other liabilities and accruals 2,789 -
Net current assets 12,523 14,736
Net assets 16,104 19,510
General fund
Balance at start of period 19,510 22,135
Net loss (3,406) (2,625)
16,104 19,510
**----- End of picture text -----**
5 **Abshot Community Association Notes to the Accounts for the year ended 31 December 2023** ## **1 Accounting basis** The accounts have been compiled on a basis that enables profits to be calculated in accordance with UK Generally Accepted Accounting Practice and that provides sufficient and relevant information to enable the completion of a tax return. ## **2 Income and Expenditure account analysis** |**Income**
Membership
Hall Hire
Events
Donation SSC
Licence to occupy
Grants FBC
**Direct costs**
Entertainment
**Other business income**
Interest receivable
**Rent, rates, power and insurance costs**
Rent
Light and heat
Water rates/charges
Cleaning
**Repairs and renewals of property and equipment**
Repairs and maintenance
**Telephone, internet, stationery and other office costs**
Telephone, internet & TV
Stationery and printing
Software & IT consumables
Licences
Other insurance costs
**Advertising and business entertainment costs**
Advertising and PR
**Accountancy, legal and other professional fees**
Solicitors fees
**Depreciation and loss/(profit) on sale**
Depreciation
**Other business expenses**
Subscriptions
Sundry expenses|**2023**
**£**
2,590
25,698
1,476
-
500
3,494
33,758
1,614
40
1,629
11,152
1,866
13,868
28,515
3,238
1,038
-
287
403
915
2,643
-
-
1,194
-
-
-|**2022**
**£**
2,041
21,542
2,619
450
4,800
3,072
34,524
2,072
-
1,629
6,903
174
12,939
21,645
7,467
883
101
203
518
984
2,689
150
429
2,377
120
200
320| |---|---|---| 6 **Abshot Community Association Notes to the Accounts for the year ended 31 December 2023** ## **3 Plant, equipment and motor vehicles** |**Cost**
At 1 January 2023
At 31 December 2023
**Depreciation**
At 1 January 2023
Charge for the year
At 31 December 2023
**Net book value**
At 31 December 2023
At 31 December 2022|**Equip', Fix**
**& Fittings**
**£**
37,114
37,114
32,340
1,193
33,533
3,581
4,774| |---|---| 7 ABSHOT COMMUNITY CÉNTRE Abshot Community Association Accounts 31 December 2023 ACCOUNTING ## **Abshot Community Association Contents** ||**Page**| |---|---| |Business information|1| |Approval statement|2| |Accountants' report|3| |Income and Expenditure Account|4| |Balance sheet|5| |Notes to the accounts|6 - 7| **Abshot Community Association Business Information** ## **Chairman** David Tickner ## **Secretary** Dawn McLean ## **Treasurer** Angie Tickner ## **Accountants** JAM Accounting Unit 3B, Stone Pier Boatyard Shore Road, Warsash Southampton Hampshire SO31 9FR ## **Business address** Abshot Community Centre Kelsey Close Park Gate Fareham PO14 4NR 1 **Abshot Community Association Approval statement** We approve the accounts which comprise of the Profit and Loss Account, the Balance Sheet and the related notes. We acknowledge my responsibility for the accounts, including the appropriateness of the applicable financial reporting framework as set out in note 1, and for providing JAM Accounting with all information and explanations necessary for their compilation. …........................................................................ Mr D Tickner - Chairman …........................................................................ Mrs A Tickner - Treasurer 24 May 2024 2 **Abshot Community Association Accountants' report on the unaudited accounts to Abshot Community Association** You have approved the accounts for the year ended 31 December 2023 which comprise the Profit and Loss Account, the Balance Sheet and the related notes. In accordance with your instructions, we have compiled these unaudited accounts from the accounting records and information and explanations supplied to us. JAM Accounting Certified Practising Accountant Unit 3B, Stone Pier Boatyard Shore Road, Warsash Southampton Hampshire SO31 9FR 24 May 2024 3 ## **Abshot Community Association Income and Expenditure Account for the year ended 31 December 2023** **----- Start of picture text -----**
2023 2022
£ £
Income 33,758 34,524
Direct costs 1,614 2,072
Gross profit 32,144 32,452
Other business income 40 -
Expenses
Rent, rates, power and insurance costs 28,515 21,645
Repairs and renewals of property and equipment 3,238 7,467
Telephone, internet, stationery and other office costs 2,643 2,689
Advertising and business entertainment costs - 150
Accountancy, legal and other professional fees - 429
Depreciation and loss/(profit) on sale 1,194 2,377
Other business expenses - 320
35,590 35,077
Deficit (3,406) (2,625)
**----- End of picture text -----**
4 ## **Abshot Community Association Balance Sheet as at 31 December 2023** **----- Start of picture text -----**
Notes 2023 2022
£ £
Fixed assets
Equipment, machinery and motor vehicles 3 3,581 4,774
Current assets
Trade debtors 623 -
Bank/building society balances 11,012 14,584
Other current assets and prepayments 3,677 152
15,312 14,736
Current liabilities
Other liabilities and accruals 2,789 -
Net current assets 12,523 14,736
Net assets 16,104 19,510
General fund
Balance at start of period 19,510 22,135
Net loss (3,406) (2,625)
16,104 19,510
**----- End of picture text -----**
5 **Abshot Community Association Notes to the Accounts for the year ended 31 December 2023** ## **1 Accounting basis** The accounts have been compiled on a basis that enables profits to be calculated in accordance with UK Generally Accepted Accounting Practice and that provides sufficient and relevant information to enable the completion of a tax return. ## **2 Income and Expenditure account analysis** |**Income**
Membership
Hall Hire
Events
Donation SSC
Licence to occupy
Grants FBC
**Direct costs**
Entertainment
**Other business income**
Interest receivable
**Rent, rates, power and insurance costs**
Rent
Light and heat
Water rates/charges
Cleaning
**Repairs and renewals of property and equipment**
Repairs and maintenance
**Telephone, internet, stationery and other office costs**
Telephone, internet & TV
Stationery and printing
Software & IT consumables
Licences
Other insurance costs
**Advertising and business entertainment costs**
Advertising and PR
**Accountancy, legal and other professional fees**
Solicitors fees
**Depreciation and loss/(profit) on sale**
Depreciation
**Other business expenses**
Subscriptions
Sundry expenses|**2023**
**£**
2,590
25,698
1,476
-
500
3,494
33,758
1,614
40
1,629
11,152
1,866
13,868
28,515
3,238
1,038
-
287
403
915
2,643
-
-
1,194
-
-
-|**2022**
**£**
2,041
21,542
2,619
450
4,800
3,072
34,524
2,072
-
1,629
6,903
174
12,939
21,645
7,467
883
101
203
518
984
2,689
150
429
2,377
120
200
320| |---|---|---| 6 **Abshot Community Association Notes to the Accounts for the year ended 31 December 2023** ## **3 Plant, equipment and motor vehicles** |**Cost**
At 1 January 2023
At 31 December 2023
**Depreciation**
At 1 January 2023
Charge for the year
At 31 December 2023
**Net book value**
At 31 December 2023
At 31 December 2022|**Equip', Fix**
**& Fittings**
**£**
37,114
37,114
32,340
1,193
33,533
3,581
4,774| |---|---| 7