## ASHINGDON & EAST HAWKWELL MEMORIAL HALL AGM MINUTES Location: Main Hall, Ashingdon Memorial Hall Date: Thursday 6[th] July, 2023 Time: 7.30pm Facilitator: Trustees ## Agenda Items The Chairperson – Lin Green opened the meeting at 7.30pm. Introducing the Trustees one by one. David Catchpole {Treasurer), Carol Catchpole, Dan McCarthy and Patricia Hennessy. Including Helen England the Virtual Assistant. Lin Green explained that the Minutes for the last AGM were published on the Memorial Hall Website. She asked for a Proposer and Seconder. David Catchpole and Patricia Hennessy resolved that the Minutes be accepted. Lin Green as Chair reported on the year and on how much the committee had achieved. (Report to be added) David Catchpole as Treasurer gave his report and showed the accounts for the year on a powerpoint presentation. There were a number of questions from the floor. Question - What were the expenses, as the report on the screen was not clear? Answer - David read out the expenses from the report. David also pointed out that The turnkey per month is £2000 (ie electricity, cctv etc). Glen Dryhurst, a Trustee arrived at the meeting. Question - In the last couple of years, there was an item concerning the construction of the building. Is there a plan to proceed with the repairs. Answer - The roof is a problem, it is not insulated and the estimated cost is in the region £100.000.00. Question - Are the Committee setting aside monies to repair the roof. Answer - No we are concentrating on getting the kitchen up and running. To be able to encourage more hirers but we take your point and will put this into operation. Question - But surely you are losing heat through the roof, because of the bad insulation, A false economy. Answer - The roof has been repaired in places where it was extremely bad. The large windows at the end of the hall need replacing. The small windows at the side are single glazed and also need replacing. Question - Do you have plans to save money in the long term to replace the roof. - Answer - Yes but there is a need to hold monies in reserve for emergencies. Based on the present accounts many years is needed to build up enough Funds to be able to do all the repairs and structural work. - Question - What happened to the money in the accounts. Answer - There was no money (in fact the previous committee left the hall in debt) Question - A lot of work went into raising monies for the hall. Answer - We have no idea where the money went. Maria the previous Treasurer explained that she tried to find out what happened But had no success. Question - Our Bowls Club applied for a grant from the Lottery Fund. We received a grant. Could you do the same. Answer - We have applied in the past, it is very difficult and involves a lot of work. But we will investigate further. Question - Was the floor varnished over Christmas. Answer - Yes when the hall was closed for the holiday. But unfortunately had to be redone at no cost to the hall. Question - We can remember a time when there used to be weddings in the hall every weekend. Answer - We are considering opening for Adult Celebratory Parties in the hall. The problems were not having a working kitchen. Worrying about the noise of people leaving the hall late at night and disturbing the neighbours. Also, one of the Trustees would have to be there to lock up. Plus, heels marking the floor. Although we have changed this from high heels to not allowing stilettos. Our daytime groups are going down so, a rethink is needed. Question - Why don’t you have a Doorman for parties. How do you advertise the hall. Answer - The hall has a website. The Doorman would have to be paid for out of the revenue of the hire which may not be viable. Helen England – gave her report on powerpoint slide presentation. Lin introduced David from Bonsai Club – he had brought along a beautiful example of a bonsai tree. She recommended going along to their club. Aimee our excellent caretaker has been invited to join the Committee and has accepted. Carol Bibby and her Husband have joined the committee. Along with Chris Barnes. The AGM finished at 8.30pm. ## **ASHINGDON & EAST HAWKWELL VILLAGE HALL** **FOR THE YEAR ENDED 31 MAY 2023** **INDEPENDENT EXAMINERS REPORT TO THE ASHINGDON & EAST HAWKWELL VILLAGE HALL** I am reporting on the accounts for the year ended 31st May 2023 which are set out on pages 3 to 6. ## **Respective responsibilities of trustees and examiner** As the charity's trustees, you are responsible for the preparation of the accounts in accordance with requirements of the Charities Act 2011. (the Act) It is my responsibility to: report in respect of my examination of the Charity's accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed all the applicable directions given by the Charity Commission under section 145(5)(b) of the Act. ## **Basis of independent examiner's report** My examination was carried out in accordance with the general Directions given by the Charity Commission. An examination inclues a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion is given as to whether the accounts represent a "true and fair view" and the report is limited to those matters set out in the statement below. ## **Independent examiner's statement** In connection with my examination, no matter has come to my attention: 1) which gives me reasonable cause to believe that, in any material respect, the requirements to keep accounting records in accordance with section 41 of the 1993 Act and to prepare accounts which accord with the accounting records and comply with the accounting requirements of the 1993 Act, have not been met: or 2) which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached. Steve Castle FCCA Castle & Co - Chartered Certified Accountants 16-18 West Street Rochford Essex SS4 1AJ Date: 2 **ASHINGDON & EAST HAWKWELL VILLAGE HALL RECEIPTS AND PAYMENTS ACCOUNT YEAR ENDED 31ST MAY 2023** ## **RECEIPTS** |Gifts, Donations and other
Grants
voluntary receipts
Donations
Trading activities
Hire of Hall
Interest received
**TOTAL RECEIPTS**
**PAYMENTS**
Payments for publicity and fund
Telephone
raising and management
Light & heat
administration
Rates, water & sewage
Cleaning
Insurance
Administration
Repairs & renewals
Advertising
Accountancy
Subscriptions
Depreciation
Office expenses
**CARRIED FORWARD**|**2023**
16,364
7,400
32,880
812
2,934
1,460
6,811
1,092
-
12,436
893
538
72
1,263
7,568|23,764
32,880
73
**56,717**
-
35,879
35,879|**2022**
15,555
3,418
30,539
791
2,405
865
6,855
1,039
-
21,402
77
526
127
80
1,066|

18,973

30,539
1
**49,513**
-












35,233
35,233| |---|---|---|---|---| 3 ## **ASHINGDON & EAST HAWKWELL VILLAGE HALL RECEIPTS AND PAYMENTS ACCOUNT, CONTINUED YEAR ENDED 31ST MAY 2023** |**BROUGHT FORWARD**
NET (PAYMENTS)/RECEIPTS
CASH FUND B/FWD||**2023**
35,879
**35,879**
20,838
35,401
**56,239**|**2022**
35,233
**35,233**
14,280
21,121
**35,401**| |---|---|---|---| 4 ## **ASHINGDON & EAST HAWKWELL VILLAGE HALL BALANCE SHEET YEAR ENDED 31ST MAY 2023** |**CURRENT ASSETS:**
Tangible assets
**CURRENT ASSETS:**
Cash at bank
**CURRENT LIABILITIES**
Accruals
**CAPITAL AND RESERVES**
Accumulated Fund|||**2023**
14,233
42,306
300
**56,239**
56,239
**56,239**||**2022**
239
35,462
300
**35,401**
35,401
**35,401**| |---|---|---|---|---|---| 5 **ASHINGDON & EAST HAWKWELL VILLAGE HALL NOTES TO THE BALANCE SHEET** ## **YEAR ENDED 31ST MAY 2023** ## **FIXED ASSETS** |**COST**
At 1 June 2022
Additions in Year
Disposals in Year
At 31 May 2023
**DEPRECIATION**
At 1 June 2022
Write Off On Disposals
Charge for Year
At 31 May 2023
**NET BOOK VALUE**
As at 31 May 2023
As at 31 May 2022||**EQUIPMENT**
£
399
15,256
15,655
159
-
1,263
1,422
14,233
240||**TOTAL**
£
399
15,256
-
15,655
159
-
1,263
1,422
14,233
240| |---|---|---|---|---| 6 t14DEPEN IIIERS REPORT TO THE ASHINGDON & EAST HA VILLAGE HALL l am reportirtg on the acc£wts tsr the ytsT eth 31st May 2023 %*och aro get +Xrt on page8 3 to 6. R•sw￿Va rttponsibillties oflrustees and wAam%rnr As thè eharitjls tnstees. you are f&pOn￿ble forthe preparation of the accolrts In a¢￿ttan¢& reqLFiwents of the Cbgrib'es 2011. (the Acll It is my resp)nsib'lity to". report In res￿ ofmy examination olthe Ch*lI￿S ac£ounts earn￿ tsLrt under section 145 ofthe 2011 Act and in caryiryJ out my examination. I have foknsej all the apthable olirections wen by Chaity ComNssion under section 14515Xbl of the ACL easis of Independfynt wmIF￿￿8 Ywort My examnatton Trpra5 Ca￿1&¢1 out in aco)rdm the general DIT￿￿on$ g*ven by Charity Commission. An examination indues a revitrw of the a¢xounling reDJrds k£pl by tr* charity arKI a ¢omparison of the acGOUDts p￿Sented wth tIH)se records. It dso indudes con5i(lerth'on of any unugua tiems or thsdosures io tne accounts. and 5eekmg 8xplanal(on5 from yOLt as trustees cor￿em1￿g any such Inatters. The proc￿1￿$ undert3kÈn do Th)t prt)vide th6 evidencè Ihat WOLJd i)e Twuired in an atKI,"t and canseouent5y t)0 rjpsntim is given as lo whelt the acctYJnts represènt a viW aThJ the reFYXt is b"mtied to those matt￿5 sel ¢xrt in the statem¥fi below. Indepgnd¢ntexaminerf¥ stalBm• In C0nrwt￿n with my examlnatkjn. no matter Fjas m to my attention: 11 gives Tne reasonable rause to beI￿ve th¥. In any maten"aF TespecL the requirements to keep g¢COL￿tr.￿9 records in ac&¥d￿ wth $eL*ory 41 of Ihe 1993 Ad 2nd tsi pryre accounts %thi¢h a¢wrd vkth the a(xxuntioo recA)rrtss ¥rtd comFAy with the wuntiry requirernents of tt)e 1993 Act. have ntst been met" or 2} vthith. in my oprniorn attention ShO￿j be dr*•m in ￿ to enabÉe a proper undersian£kng (>f the accoLats to be reached. Stève Casye FCCA Ca$tle & Co. Chartered Cerbfieo Acwjtttants 1&18 West Street Roctrford E$gex SS4 1AJ Dale..