2022-12-31-accounts - Cottered Village Hall

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Cottered Village Hall Trust

Minutes of the Annual General Meeting of the Trust

Held in Cottered Village Hall

26th April 2022 at 6.45pm

Present: Chairman : Colin Bayles Secretary: John Harwood-Bee Treasurer. Bill Graham David Broxup Nigel Bentley Brian Murchie Gary King Coral Wild

The meeting was opened by the Chairman at 6.45pm who welcomed the committee members and explained that it was an important meeting.

Apologies for absence were received from: John Patterson, Trish Agnew

The minutes of the 2021 AGM having been previously circulated and there being no amendments, adoption of the minutes was proposed by Nigel Bentley, seconded by Brian Murchie and approved by a unanimous show of hands.

Matters Arising There were no matters arising from the 2021 AGM minutes

Chairman's report: Colin opened by saying that the primary purpose of the meeting was to review the activity of the Trust during the past year, to receive the annual Report & Accounts and to elect the Trustees and management committee members for the ensuing year.

He referred to the Trust deed that requires all Trustees and members to sign the deed of acceptance to acknowledge their responsibilities.

He commented on the effects of the Covid pandemic saying that just two years ago when the lockdown had just started we had entered uncharted territory and had to learn as we went along. By the AGM one year ago we had learned to live with the rules and restrictions and had formulated procedures and support to enable the hall to continue to operate albeit with severe restrictions

This year with the formal legislation lifted and our ability to function fully again we still had to exercise caution with Covid continuing as a feature in our lives. Colin speculated on the coming year asking if by next year Covid would be gone and forgotten or still a consideration.

Road to Recovery.

The Chairman commented on the year 2021-22 stating that part of the time had been spent on running the hall still within the framework of Covid restrictions and maintaining such safety elements as are deemed necessary. Now we would be planning and preparing for the running of the hall beyond the shadow of the pandemic. Both elements involved focus and action from the committee members and they had received it.

Throughout the period the hall had managed to continue to be financially viable and remain on a sound financial footing as would be seen by the treasurers report and the annual accounts.

Despite the healthy accounts we should not rest on our laurels. There were many matters that would require our attention in the coming months including the installation of the security system, the ongoing investigation into the viability of an extension, and the possibilities offered by our obtaining a Wedding Venue licence. More immediate matters that would be attended to were the cleaning regime, the bar operation and especially its administration and accounting, the lettings procedures , documentation and liability, the relationship between hirers and the ongoing need for maintenance , repairs and improvements.

The Chairman then went on to refer to the fact that none of the above would be possible without the commitment, enthusiasm, time and effort of the members both individually and collectively and he thanked everybody for all that they had given during the past year. He extended thanks to Peter Thody who was retiring from the committee and welcomed Peters replacement Trish Agnew who would be representing the Lunch Club in place of Peter.

In looking forward to the 2022-23 year Colin considered that a 'steady as you go' element coupled with an ambition for a more diverse, flexible and possibly bigger facility should be the aim but never overlooking the conditions of the Trust Deed in relation to the primary objectives of serving the" inhabitants of Cottered and the neighbourhood without distinction of sex, politics ,religion or other opinion and in particular for use for meetings, lectures and classes and for other forms of recreation and leisure-time occupation with the object of improving the conditions of life for the said inhabitants.” In again thanking the committee Colin said "The said inhabitants and I value your past, continuing and promised efforts to these ends."

Secretary's report:

The secretary informed the meeting that they would be delighted to hear that he had little to report from the past year given that Covid restrictions had curtailed many external activities that he would have normally been involved in on behalf

of the Trust. He was pleased to report that the Village Halls Consortium had managed to hold meetings throughout the pandemic and that , through the organisation, we continue to receive significant access to advice and support. The PAT test equipment owned by the hall had been earning income from being hired to other halls, normally with himself attached.

There were several matters that affected Cottered Village that would need consideration this year especially with regards to commercial income and these would be dealt with in the coming months.

Treasurers Report :

Bill Graham presented the 2021 annual accounts for approval. For the current year we were running at a minor loss as a result of an expenses claim covering two years. On being questioned by the chairman Bill repeated his opinion that without one specific regular client that lettings at the hall would not cover the overheads of running the building. The Chairman, on behalf of the committee, thanked Bill for all his efforts and his continued management of the hall finances.

Lettings Secretary:

Coral Wild had submitted the following report .

We have had a continued steady number of enquiries for hiring the hall when it reopens and we have managed to fit in all our current bookings that were held over from last year.

Election of the Trustees

Following the reports the Chairman called for the election of five Trustees as required by the Trust Deed .

He asked for nominations and listed the following:

Colin Bayles, Tina Reed, Bill Graham, Brian Murchie and John Harwood-Bee

Tina Reed proposed and Allen Chamberlain seconded the proposition that those persons be elected as trustees. This was carried unanimously by a show of hands.

The representative members of the committee were as follows:

Allen Chamberlain	Football Club
Nigel Bentley	Co opted member
David Broxup	Cotered Voices
John Paterson	Cotered Hortcultural Society
Peter Thody	The Luncheon Club
Coral Wild	Appointed member Letngs
Gary King	Appointed member Letngs.

Brian Murchie proposed and Tina Reed seconded that those members be appointed to the committee. This was carried unanimously by show of hands.

There being no other business the AGM was closed at 7.34 pm. The date for the next AGM would be advised in due course.

A general committee meeting would immediately follow this AGM at which a decision would be made regarding opening of the hall.

Cottered Willage Hall Accounts at 31 Dernber 222 Income 29.552 16205.(KJ 10.240.g3 4.67 Cottw8d Club Total 29.$56.97 26,534.fAI Expenditure 1.961. 2.295.56 Electricity 3.137.88 1.898.47 W8st• dispos 721.89 Tdephone 8ffjadb#ThJ 264.01 1.0$3.72 974.16 le0.) Water and avwage G8•n maint*• 487.67 242.55 740. Radiator and .181 mairrtwwK• 110.40 138.eKI 24720 Flr• alami M•1( ¢c•)trxt SS3.64 EleKtrical Equiwnffit 246fJ Paintlng 91 1,464.85 1,34026 39).Q) Maint•narKe 1.IXI 258.39 Stag• ryir Mrn. ChamborfwnS GratiNty Infection cont1 & Cleaning Hall Miscd5an80US 132.(KJ 3.175.11 1,255.C(I 135.69 46.C() Total 16,521.86 12,791.04 Exces8 of in¢)yne •XP8nditur• 11lJ35.11 13.743.56 Lg8t y9W3 balarmx 66.741.( 52,997.&3 Total Funds 79.77620 66.741.09

Cotte4J Village Hdl Fumiture FUMiryhir and Eojipml 380,(X)).00 4.40).(M) 4.6CQ.00 41X).00 385.[.() .056.74 232.07 QJrTl xctyjnt 29,719.46 66,152.02 79,776.20 66,384.09 Totthl Awts 464.576.20 4S1,384.09 Funds managt Fund C)nated Youth Club Fsjnd 78.478.1 65,085.95 1.298.14 1.298.14 Do'gn8t+Y FuThJ I&M'kJmg and c11¥ 384.WJ).(M) 38S,(X). 464,576.20 451.384.09 Not•s to B¥lan¢• Sh••t d IAylng the car by £203 to £34CU in$urAnct comwry eBtimate to Iw4 * £984,474, we we In8w1 lor th1• n Th• •)d Contty slmilwty Nots$ to Incom •nd ExwKlrlur• Accowrt Wg we to lull OpWat4 thi8 year with 18tW at a f29.552 yet W afv we eXt that vlill WBiknam Tr6asur8r

Cottered Willage Hall Accounts at 31st December 2022 8a515 of Independent Examlner5 report. My examlnatlon is carried out in accordance with the 8eneral dlrectlons 8fven by the Charlty Commlsslon. An examlnatlon Indudes a review of the accountin8 record5 kept by the charlty and a comparison of the accounts presented wlth those records. It also Indudes conslderatlon of any unusual ftems or d1xlosuS In the accounts. and seeklng explanatlons from you as trustees concernln8 such matters. The procedures undertaken do not provlde evldence that would be requlred In an audlt and consequently no oplnlon Is glven as to whether the accounts present a 'true and fair vlew, and the report Is limlted to those matters set out In the next statement. Independent Examlner's Statement In connectlon wlth my examlnatlon no matter has come to my attentlon 11 whlch 8lves reasonable cause to belleve that, In any materlal respect. the requlrements to keep accountln8 records In accordance wlth sectlon 130 of the Charltles Act 2011, and to prepare accounts whlch accord wlth the accountlng records and comply wlth the accountln8 requlrements of the Charltles Act have not been met: or 21 to whlch, In my oplnlon, attentlon should be drawn In order to enable a proper understandln8 of the accounts to be reached. Sl8ned Name.. Address: 37. 5_ £Tr)S. L+ A