## **ANNUAL GENERAL MEETING – ASHINGDON AND EAST HAWKWELL VILLAGE HALL** ## **11[th] JULY 2024** The Chairperson – Lin Green opened the meeting at 7.30pm. Lin Green explained that the Annual Report and Accounts for the year ending 31[st] May 2024 were available to see on the Ashingdon and East Hawkwell Village Hall website. Lin asked for a Proposer and a Seconder, to approve the Annual Report from the last AGM. Pat Hennessy and David Catchpole resolved that the Annual Report be accepted. Lin spoke of how much had been achieved over the year. 1. The kitchen refurbishment is now complete. Lin invited everyone at the meeting to have a look. 2. New water heaters in the bar and kitchen. Which will save money and can be controlled remotely. 3. A new notice board on the outside wall of the hall. Advertising events taking place In the hall, plus forth coming events. Has been very successful in promoting the hall. 4. The Vanity units and splashbacks in the Ladies toilets have been replaced, looking very smart. 5. A Sound Limiter has been fitted in the hall. In consideration for the Neighbours. Amber is a warning that the music is to loud, Red and the music will be turned off. 6. A working party day was spent by the Trustees and Volunteers. Cleaning and throwing away items which were no longer needed or useful. 7. A leak from the roof in the rear lobby, has been repaired. 8. The gas heaters in the main hall have been repaired. Apparently the spare parts for the heaters are still available so will continue in this direction. 9. The unsightly concrete bollards outside the hall were put in place by Rochford District Council to deter the Quad bikes. - 10.The main hall is going to be decorated in August. August is the quietest month for bookings. - 11.Lin expressed a wish for more Volunteers to assist with running the hall. David Catchpole as Treasurer gave his report and showed the accounts for the year end to 31[st] May 2024. There were no questions from the floor concerning the Accounts. David explained that there is a need for grants, to complete various works that need to be carried out. He explained that if the hall does receive a grant it must be used for that sole purpose. But grants are very difficult to apply for and get. We have an agreement with a company called LoRaWAN for them to have an aerial on the hall roof to give the hall free internet/broad band for 5 years. Helen England, the halls Booking Manager and Virtual Assistant, gave her report. Helen is responsible for the power point operation on the projector screen. Helen has completed her Level 3 British Sign Language Course. A round of well deserved applause. 1. A Christmas Fayre is planned for the 3[rd] week in November. Following on from the very successful first Christmas Fayre held. 2. A Friendship group is taking place on a Friday afternoon “Giggle Patrol”. A contribution of £2 towards tea and cakes is all that’s required. 3. Helen explained how careful she has to be when taking bookings, making sure the Hirer lives in the catchment area. The occasion the hall is being hired for. A larger deposit is also required for parties. 4. The floor in the main hall is very precious and is looked after by Amy who is responsible for the hall cleaning. 5. Helen explained where and how the Hall is advertised. Working on the Website etc to keep it up to date. Apologies for absence received from Glen Dryhurst, Rose Bowers, Amy Gillman. Dave and Wendy Reed were not present and no apology was received. Trustees present at the AGM were Lin Green, David and Carole Catchpole, Chris Barnes, Pat Hennessy and Dan McCarthy. Helen England – Booking Manager. Volunteers present at the AGM were Carol and Gary Bibby. The Trustees were asked to vote for a Chairperson, Vice Chairperson and Treasurer for the coming year. Helen England and David Catchpole proposed Lin Green should continue as Chairlady. Lin Green accepted the post. Lin Green and Helen England proposed David Catchpole should continue as Vice Chair and Treasurer. David Catchpole accepted the post. The Trustees and Volunteers were asked if they were happy to continue on the new committee. All agreed. The meeting closed at 8.30pm. Charity No. ASHINGDON & EAST HAWKWELL VILLAGE HALL FOR THE YEAR ENDED 31 MAY 2024 INDEPENDENT EXAMINERS REPORT TO THE ASHINGDON & EAST HAWKWELL VILLAGE HALL l am reporting on the accounts for the year ended 31st May 2024 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 Acll It is my responsibility lo.. port in respect of my ex8mination 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 14515llbl of the Act. Basis of independent examiner's report My examination was carried out in accordance with the general Directions given by the Charty Commission. An examination Inclues a review of the accounting records kept by the charity and a comparison of the 8¢counts presented w((h those records. 11 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 lo whether the accounts represent a 'lrue and fair view, and the report is limited lo those matters sel out in the slalemenl below. Independent examinerfs statement In ¢onne¢tion with my examination, no maller has come to my atlenlion.. 11 which gives me reasonable cause to believe that, in any material respect, the requirements lo keep accounting records in accordance with section 41 of the 1993 Act and lo prepare accounts which accord with the accounting records and comply with the accounting requirements of the 1993 Act, have not been met.. or 21 which, In my opinion, attention should be drawn in order lo enable a proper understanding of the accounts lo be reached. Steve Castle FCCA Castle & Co- Chartered Certified Accountsnls 16-18 West Street Rochford Essex SS4 1AJ Date.. 20z4 ASHINGDON & EAST HAWIC¥VELL VILLAGE HALL RECEIPTS AND PAYMENTS ACCOUNT YEAR ENDED 31ST MAY 2024 RECEIPTS 2024 2023 Gifts, Donations and other voluntary receipts Grants Donations 7,792 2,424 16,364 7,400 10,216 23,764 Trading activities Hire of Hall 31,744 32,880 31,744 32,880 Interest received 404 73 TOTAL RECEIPTS 42,364 56.717 PAYMENTS Payments for publicity and fund Telephone raising and management Light & heal administration Rates, water & sewage Cleaning Insurance Computer & inlemel costs Repairs & renewals Advertising Accountsncy Subscriptions Depreciation Office expenses 890 4,292 668 8,019 1,147 334 12,142 812 2,934 1,460 6,811 1,092 12,436 893 538 72 1,263 7,568 300 80 2,093 9,302 39,268 39,268 35,879 35,879 CARRIED FORWARD ASHINGDON & EAST HAWIC¥VELL VILLAGE HALL RECEIPTS AND PAYMENTS ACCOUNT CONTINUED YEAR ENDED 31ST MAY 2024 2024 2023 BROUGHT FORWARD 39,268 35,879 39,268 35.879 NET {PAYMENTSI/RECEIPTS 3,097 20,838 CASH FUND BIFWD 56,239 35,401 TRANSFER TO ROOF REPAIR FUND 110,0001 49,336 56.239 ASHINGDON & EAST HAWIC¥VELL VILLAGE HALL BALANCE SHEET YEAR ENDED 31ST MAY 2024 2024 2023 CURRENT ASSETS: Tangible assets 14,423 14,233 CURRENT ASSETS: Cash al bank 45,212 42,306 CURRENT LIABILITIES Accruals 300 300 59,336 56,239 CAPITAL AND RESERVES Accumulated Fund 49,336 56,239 Roof repair fund 10,000 59,336 56,239 ASHINGDON & EAST HAWIC¥VELL VILLAGE HALL NOTES TO THE BALANCE SHEET YEAR ENDED 31ST MAY 2024 FIXED ASSETS UIPMENT TOTAL COST Al 1 June 2023 15,655 15.655 Additions in Year 2,283 2,283 Disposals in Year Al 31 May 2024 17,939 17,939 DEPRECIATION At 1 June 2023 1,422 1,422 Write Off On Disposals Charge for Year 2,093 2,093 At 31 May 2024 3,515 3,515 NET BOOK VALUE As al 31 May 2024 14,423 14,423 As al 31 May 2023 14,233 14.233 ASHINGDON & EAST HAWKWELL VILLAGE HALL FOR THE YEAR ENDED 31 MAY 2024 INDEPENDENT EXAMINERS REPORT TO THE ASHINGDON & EAST HAWKWELL VILLAGE HALL l am reporting on the accounts for the year ended 31st May 2024 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 Acll It is my responsibility lo.. port in respect of my ex8mination 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 14515llbl of the Act. Basis of independent examiner's report My examination was carried out in accordance with the general Directions given by the Charty Commission. An examination Inclues a review of the accounting records kept by the charity and a comparison of the 8¢counts presented w((h those records. 11 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 lo whether the accounts represent a 'lrue and fair view, and the report is limited lo those matters sel out in the slalemenl below. Independent examinerfs statement In ¢onne¢tion with my examination, no maller has come to my atlenlion.. 11 which gives me reasonable cause to believe that, in any material respect, the requirements lo keep accounting records in accordance with section 41 of the 1993 Act and lo prepare accounts which accord with the accounting records and comply with the accounting requirements of the 1993 Act, have not been met.. or 21 which, In my opinion, attention should be drawn in order lo enable a proper understanding of the accounts lo be reached. Steve Castle FCCA Castle & Co- Chartered Certified Accountsnls 16-18 West Street Rochford Essex SS4 1AJ Date.. 20z4 ASHINGDON & EAST HAWIC¥VELL VILLAGE HALL RECEIPTS AND PAYMENTS ACCOUNT YEAR ENDED 31ST MAY 2024 RECEIPTS 2024 2023 Gifts, Donations and other voluntary receipts Grants Donations 7,792 2,424 16,364 7,400 10,216 23,764 Trading activities Hire of Hall 31,744 32,880 31,744 32,880 Interest received 404 73 TOTAL RECEIPTS 42,364 56.717 PAYMENTS Payments for publicity and fund Telephone raising and management Light & heal administration Rates, water & sewage Cleaning Insurance Computer & inlemel costs Repairs & renewals Advertising Accountsncy Subscriptions Depreciation Office expenses 890 4,292 668 8,019 1,147 334 12,142 812 2,934 1,460 6,811 1,092 12,436 893 538 72 1,263 7,568 300 80 2,093 9,302 39,268 39,268 35,879 35,879 CARRIED FORWARD ASHINGDON & EAST HAWIC¥VELL VILLAGE HALL RECEIPTS AND PAYMENTS ACCOUNT CONTINUED YEAR ENDED 31ST MAY 2024 2024 2023 BROUGHT FORWARD 39,268 35,879 39,268 35.879 NET {PAYMENTSI/RECEIPTS 3,097 20,838 CASH FUND BIFWD 56,239 35,401 TRANSFER TO ROOF REPAIR FUND 110,0001 49,336 56.239 ASHINGDON & EAST HAWIC¥VELL VILLAGE HALL BALANCE SHEET YEAR ENDED 31ST MAY 2024 2024 2023 CURRENT ASSETS: Tangible assets 14,423 14,233 CURRENT ASSETS: Cash al bank 45,212 42,306 CURRENT LIABILITIES Accruals 300 300 59,336 56,239 CAPITAL AND RESERVES Accumulated Fund 49,336 56,239 Roof repair fund 10,000 59,336 56,239 ASHINGDON & EAST HAWIC¥VELL VILLAGE HALL NOTES TO THE BALANCE SHEET YEAR ENDED 31ST MAY 2024 FIXED ASSETS UIPMENT TOTAL COST Al 1 June 2023 15,655 15.655 Additions in Year 2,283 2,283 Disposals in Year Al 31 May 2024 17,939 17,939 DEPRECIATION At 1 June 2023 1,422 1,422 Write Off On Disposals Charge for Year 2,093 2,093 At 31 May 2024 3,515 3,515 NET BOOK VALUE As al 31 May 2024 14,423 14,423 As al 31 May 2023 14,233 14.233