## **Cottered Village Hall Trust** ## **Charity No 302358** ## **Minutes of the Annual General Meeting of the Trust** **&** ## **Trustees Report** ## **Held in Cottered Village Hall** ## **19th April 2025 at 7pm** Present: Chairman : Colin Bayles Acting Secretary: John Harwood‐Bee Trustees Present: David Broxup Nigel Bentley Allen Chamberlain Tina Reed Alison Tregoning The meeting was opened by the Chairman at 7.00pm who welcomed the committee members and explained that it was an important meeting. Apologies for absence were received from: Elisa Bellomo, Brian Murchie The minutes of the 2023/ 24 AGM having been previously circulated and there being no amendments, adoption of the minutes was proposed by David Broxup seconded by Tina Reed and approved by a unanimous show of hands. ## **Matters Arising There were no matters arising from the 2023/4 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. Colin made some references to events that had occurred on this day in the past. He expressed surprise that there were no members of the public attending despite notice of the meeting having been given. He thanked the trustees for the excellent job that they do in running the hall and commented on the purposes of the meeting. – public report of activities during last year and presentation of the accounts. It is a chance for public to ask questions and make comments – no public attending and I read into this that they know what we are and do, and they think we are doing a good job – as indeed we/you are For public and as reminder to trustees he explained our operational framework of the Declaration of Trust 1963 and Charity Commission Scheme 1977 Members of management committee = Managing Trustees Trustees to declare acceptance and willingness to act in trusts. He explained the need to Elect 5 members and appoint (up to) 7 members to represent local organisations. The Chairman then went on to explain that as a self financing body it was essential to encourage the use of the hall by both local residents and other interested parties. Both were essential to finance the charity and allow for the proper maintenance of the hall. Although we receive limited assistance by way of rates relief it is imperative that we earn more than we spend. Running costs .The Chairman then commented on the requirements and problems and costs of solving/avoiding those ‐ similar to all our own households and businesses – e.g. maintenance, repairs, water, electricity, heating, plumbing, lighting, decorating, cleaning, phone/broadband, banking, record keeping, safeguarding, regulations, security. Huge amount of attention to and time spent by trustees and committee members on these ‐ For reference you can see the WhatsApp site to measure the input. **Targets and achievements** Have we done and sorted everything mentioned at last year’s AGM – No Have we made progress with everything mentioned – Yes Have we dealt with things not mentioned/expected at last year’s AGM – Yes This set of answers indicates an active and ambitious trust . **Next year and beyond** Listen to “specialist” officer reports following mine My own general and practical assessment, based on my observation and involvement last year and on their expert guidance, is that we are doing well and are well placed to continue doing well **Village Hall = Village Hub** – This is an attractive/appropriate aim for us and consistent with our Deed of Trust 1963 – competition for this role (e.g. cricket pavilion, church, Guide centre but we are best placed – involves facilitating/accommodating activities, Examples of this working well – Christmas Light The Night, The VE80 evening –Friday indoor sports evenings **Our people** – Elisa Bellomo – JHB ‐ Alison Tregoning ‐ thanks to all for commitment, common sense, expertise and hard work **Finall** y – I look forward to continuing successful teamwork with you in 2025/2026 ## **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. The Cottered involvement with the Hertfordshire Village Halls Consortium continued and our involvement with the annual conference was gratefully appreciated. JHB is still on the committee. The general administration and the working relationship between the administrative trustees was excellent. ## **Treasurers Report** : The 2024 accounts to Dec 31st were presented and discussed. These were accepted by the Trustees. ## **Lettings Secretary:** We have had a continued steady number of enquiries for hiring the hall and lettings have continued at a satisfactory rate. There are a number of local groups using the hall on a regular basis. There are also exercise groups from outside the village who are regular hirers. ## **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, John Harwood‐Bee ,Brian Murchie and Elisa Bellomo 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 Cottered Voices Alison Tregoning Treasurer This was proposed by Colin Bayles and seconded by Tina Reed and was carried unanimously by show of hands. There being no other business the AGM was closed at 7.40 pm. The date for the next AGM would be advised in due course. A general committee meeting would immediately follow this AGM. Cottered Village Hall Trnst Aeeounts. Year end 31st December 2024 To The Tnistees of Cott¢red Vlllage Hall Trust Charity Number: 302358 I report on th¢ Receipts and Payments Accounts set on the attached Financial Statement page I for the abov¢ named Trust for the year ended 3 1st December 2024. Respectlve re8poDJlbllitkn of tnisteej and eumlner The tTUStees responsible for the preparation of the accounts. The trustees consider that an audit is not required for this year under section 14412) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed. Having satisfied myself that the charity is eligible for independent examination. it is my responsibility to: Examine the accounts under section 145 of the 2011 act follow the procedures laid down in the 8enernl directions given by the Charity Commission under section 145{5Xb) of the 201 l act and stat¢ whether particular matters have come to my attention. Bue8 of llldependent Examlner'j report My examination was carried out in ￿ordance with the general dir￿tiOnS given by th¢ Charity Commission. An examination includes a review of the accounting records kept by the charity and a Comparison of the accounts presented with those records. It also includes ￿nsIderatIon 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 prove a Irue and fair view, and the report is limited to those matters set out in the next stat¢m¢nt. Independent Examlner'j Ststement In connection with my examination no matter has come to my attention, . which gives me re&sonable cause to believe thaL in any material respec( the requirements: to keep rec<)rds in accordan¢¢ with section 130 of the Charities Act 2011; and to prepare accounts which ac￿rd with the accounting records and comply with the accounting r¢quir¢m¢nts of the Charities Act hav¢ not been met. or 2. to which, in my opinion. attention should be drawn to enable a proper understanding of the accounts to ￿ reached. Comments: None Signed: Date: ••@c* Name: Stewart Tayfor Addrejj: 37 Sundown Avenue. Dunstable. Bed& LU5 4AJ Cottwed Village Hall Accounts at 31 D￿ernber 2024 Income 24624.05 28977.10 Intw•81 780.18 478.55 525.C(I Depos￿ cash & clwuo• Inat allocate(J yet) Foolball Plt¢h•8 1.975.(X) 1,450.IXI mI￿laneOuS 150.IXI Total 29.504.23 29,858.85 Expenditure 2.582.94 4,536.23 Electrlc 4,199.52 4.549.48 Wa•to dl•po•al T•l•phM• 1,094.110 1.083.27 1,193.01 Jolnt Tdophon• & Bmadband CDA Hwij 149.46 72.CKI Watw and ••wag• 422.38 483.85 175.IXI Flad5ats and Bolber malnt•nan¢• 379.80 Flrn extlngul•h•r 581.38 571.80 Elgthcal Equlpm•nt 1.4&3.00 412. Inwranc• 2,305.23 2,ri]8.52 maIn￿an 1.475.00 2.41125 Parf•h c￿ncIl Pltth & gra9• cuttbng 2.784.80 Cloanlng Matérla18 Ml4c•llanerw8 414.38 4,891.51 200.CKI Total 23.&38.04 22,191.74 5,986.19 7,866.91 Last yearn bdanca 87.443.11 79.776.20 Total Funds 93.409.30 87.443.11 Cottered Village Hall Trnst Aeeounts. Year end 31st December 2024 To The Tnistees of Cott¢red Vlllage Hall Trust Charity Number: 302358 I report on th¢ Receipts and Payments Accounts set on the attached Financial Statement page I for the abov¢ named Trust for the year ended 3 1st December 2024. Respectlve re8poDJlbllitkn of tnisteej and eumlner The tTUStees responsible for the preparation of the accounts. The trustees consider that an audit is not required for this year under section 14412) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed. Having satisfied myself that the charity is eligible for independent examination. it is my responsibility to: Examine the accounts under section 145 of the 2011 act follow the procedures laid down in the 8enernl directions given by the Charity Commission under section 145{5Xb) of the 201 l act and stat¢ whether particular matters have come to my attention. Bue8 of llldependent Examlner'j report My examination was carried out in ￿ordance with the general dir￿tiOnS given by th¢ Charity Commission. An examination includes a review of the accounting records kept by the charity and a Comparison of the accounts presented with those records. It also includes ￿nsIderatIon 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 prove a Irue and fair view, and the report is limited to those matters set out in the next stat¢m¢nt. Independent Examlner'j Ststement In connection with my examination no matter has come to my attention, . which gives me re&sonable cause to believe thaL in any material respec( the requirements: to keep rec<)rds in accordan¢¢ with section 130 of the Charities Act 2011; and to prepare accounts which ac￿rd with the accounting records and comply with the accounting r¢quir¢m¢nts of the Charities Act hav¢ not been met. or 2. to which, in my opinion. attention should be drawn to enable a proper understanding of the accounts to ￿ reached. Comments: None Signed: Date: ••@c* Name: Stewart Tayfor Addrejj: 37 Sundown Avenue. Dunstable. Bed& LU5 4AJ Cottwed Village Hall Accounts at 31 D￿ernber 2024 Income 24624.05 28977.10 Intw•81 780.18 478.55 525.C(I Depos￿ cash & clwuo• Inat allocate(J yet) Foolball Plt¢h•8 1.975.(X) 1,450.IXI mI￿laneOuS 150.IXI Total 29.504.23 29,858.85 Expenditure 2.582.94 4,536.23 Electrlc 4,199.52 4.549.48 Wa•to dl•po•al T•l•phM• 1,094.110 1.083.27 1,193.01 Jolnt Tdophon• & Bmadband CDA Hwij 149.46 72.CKI Watw and ••wag• 422.38 483.85 175.IXI Flad5ats and Bolber malnt•nan¢• 379.80 Flrn extlngul•h•r 581.38 571.80 Elgthcal Equlpm•nt 1.4&3.00 412. Inwranc• 2,305.23 2,ri]8.52 maIn￿an 1.475.00 2.41125 Parf•h c￿ncIl Pltth & gra9• cuttbng 2.784.80 Cloanlng Matérla18 Ml4c•llanerw8 414.38 4,891.51 200.CKI Total 23.&38.04 22,191.74 5,986.19 7,866.91 Last yearn bdanca 87.443.11 79.776.20 Total Funds 93.409.30 87.443.11