## **FRIENDS OF GUIDING AGM** ## **MINUTES** ## **17[th] NOVEMBER 2020** **Present:** Jackie Juneman, Kate Bloor, Candy Hill, Paula Evans, Ursula Williams, Gail McCreanor, Alex Munro, Christine Donovan, Hazel Hayes, Sue Dean, Robin Hunt **Apologies:** Carol Winter, Zainab Burgess ## **Minutes from AGM 2019:** approved **Chair’s Report for 2019** : delivered by JJ. New flooring has been put down in the entrance hall. The camp store has been sorted out. The kitchen has been cleaned and the upstairs cupboard has been fixed. Fire extinguishers to be renewed. Jack Petchie Fund is going to pay for Wi-Fi for the hall. Hoping to replace the front doors and possibly the windows next summer. **Units –** UW and HH units not meeting due to lockdown. KB is sending activities to her unit by email. JJ has enrolled four Guides and seven Brownies. Rosemary is closing her Rainbow and Brownie units after forty-five years. No-one can be found to take them over and they will close. An event will be planned once the pandemic is over to celebrate Rosemary’s forty-five years with the organisation. HH is stepping down and Robin Hunt has very kindly agreed to take over her role. **Covid –** cleaners are coming in every weekday morning to clean and sanitise. Danceforce are currently not meeting, therefore no cleaning necessary at the weekend. Once the other units come back to the hall on weekday evenings, they will be responsible for their own sanitising. Unit leaders to wear a mask. Everyone has been sent a risk assessment. There is a QR code in the doorway for the Government Covid app. **Treasurer’s Report for 2019** : completed by Alex Munro and audited by Linda Ennis. The accounts show that annual donations exceed expenditure again by approximately £3K. Total liquid capital is £102,431.36. Main difference in expenditure from last year was the increase in the rent. AM to check if backdated lumpsum was included in the 2019 rent total. **Election of officers: Chair:** Jackie Juneman – nominated and seconded (subject to checking the constitution as to whether the fact that JJ has a unit at FH is an impediment) **Secretary:** Candy Hill **–** nominated and seconded – will do 1 more year **Committee:** Ursula Williams – nominated and seconded Paula Evans - nominated and seconded Kate Bloor - nominated and seconded **Any other business: Administration:** JJ reports that the word ‘District’ is to be removed from the title of the FOG. This will require a change in the lease and the bank account. **Trustees:** It was confirmed that Paula Evans, Kate Bloor and Ursula Williams are trustees. Alex Munro agrees to be become a trustee. **Forward House:** AM to investigate getting the electrics at FH checked. AM also to arrange an asbestos inspection for FH. **Other regular hall users:** It was agreed that outside groups will not be permitted to use FH for the foreseeable future due to the pandemic. **FH lease:** PE has two certified copies of the FH lease and will send them to JJ for safekeeping. rf ## **LE - review of accounts** ## **Reconcile Lloyds Bank balance at 31/12/2020** |Figure on accounts||| |---|---|---| |Lloyds Bank opening balance @31/12/2019|£83,071.58|| |Proft per original accounts ("summary" tab)|£13,777.65|| |||£96,849.23| |Lloyds Bank statement balance 31/12/2020||£97,050.83| |diference||-£201.60| |Diference is made up of||| |Clean Sweep payment on 12 January 2021 included in accounts||| |online payment|£201.60|| |Balance per Lloyds Banks|£97,050.83|| |deduct Clean Sweep payment 12/1/21|-£201.60|| |agrees to accounts balance||£96,849.23| I have adjusted the Summary ("LE - adjust summary tab") to remove this payment It needs to be included in the 2021 accounts ## **Checks carried out** All income checked to income summary and bank account Expenditure checked as noted either against invoices or against bank account |**Summary of account position - based on "LE - adjust summary"**
**Lloyds Bank**
Balance in accounts @31/12/2019
£83,071.58
Regular income
£17,666.82
Less :
regular expenditure
-£13,687.57
£3,979.25
Add RBK Covid payment
£10,000.00
**Balance in account @ 31/12/2020**
**£97,050.83**
Interest earned on CCLA account
**Balance in account at 31/12/2019**
**Total Liquid capital**|**tab**
**CCLA**
£19,360.28
£50.90| |---|---| ||**£19,411.18**| ||| Total tome Linda. I atta¢￿￿1 the vanous documents ￿ respect of 2020. You wll see urFder ¢knabMs that we receNe(l a £10.0￿ Covid grant from trk)Defvty rt ￿1 makes sense t￿t please let rre know rf yw have any wes x Munro 07873 203199 £97,050.83 Note for 2020 accounts - all the cheques included in 2019 accou were ¢Jebited during 2019 so there should be no Treed to reconci Lloyds bank staternent ba lance 3111212020 unless there are un. ch•qu•S at the end of 2020 £19,411.18 £116.462.01 lo'ngst￿7 Council. fjons. le ttte presente Jul 19. 2021. 1".25 PM **----- Start of picture text -----**
Income
Donations from Hall Users:
Oranges and Lemons 9,925.82
Dance Force 1,605.50
Z Burgess 5,995.50
Other income 10,140.00
TOTAL 27,666.82
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Income
Donations from Hall Users:
Oranges and Lemons 9,925.82
Dance Force 1,605.50
Z Burgess 5,995.50
Other income 10,140.00
TOTAL 27,666.82
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I confirm that I have reviewed the supporting documents to this statement and c the position as at 31 December 2020 ......................................................................................................................... Linda Ennis Date : **----- Start of picture text -----**
Expenditure
Cleaning 3,771.60
Building Insurance 1,771.57
Repairs and Maintenance 1,839.55
Gas 1,648.27
Electricity 584.79
Water 394.04
Council Tax 60.00
Rent 3,000.00
Grounds Maintenance 370.00
Telephone Rental 0.00
Materials 449.35
LE : adjust for Clean Sweep payment in January 2021 -201.60
13,687.57
Profit (Surplus of income less expenditure)
Lloyds Bank balance brought forward from 2019 83071.58
Profit from 2020 13,979.25
CCLA Church of England Fund (Dec 2020) 19,411.19
Total liquid capital £116,462.02
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an confirm that this statement accurately reflects **----- Start of picture text -----**
Date Bank Details Cheque Doc No. British Clean Sweep BHIB Affinity EDF Rates-DD
Statement
Sheet No Gas-DD Cleaning Insurance Gardens Electricity
Date Chq No Details 1 2 3 4 5 6 7 8
08/07/2020 73 Affinity Gardens 487 28 370
07/20/2020 73 Alex Munro expenses 486 25
08/20/2020 74 Ben Wilkins 32
11/26/2020 77 Ben Wilkins 46
01/31/2020 67 British Gas - bill dated 14/1/20 3 762.42
05/15/2020 70 British Gas - bill dated 27/4/20 14 68.26
03/24/2020 69 British Gas - bill dated 5/3/20 8 435.34
08/20/2020 74 British Gas - bill dated 6/8/20 31 24.94
04/28/2020 70 British Gas - bill dated 7/4/20 12 124.35
07/21/2020 73 British Gas - bill dated 7/7/20 26 31.75
06/25/2020 72 British Gas - bill dated 8/6/20 21 53.72
09/22/2020 75 British Gas - bill dated 8/9/20 38 19.22
11/20/2020 77 British Gas bll dated 16/11/20 45 46.84
11/30/2020 77 British Gas bll dated 16/11/20 48 81.43
01/17/2020 67 Castle Water 1
02/26/2020 68 Castle Water 7
03/30/2020 69 Castle Water 9
04/28/2020 70 Castle Water 11
05/28/2020 71 Castle Water 17
06/29/2020 72 Castle Water 22
07/28/2020 73 Castle Water 27
08/28/2020 74 Castle Water 33
09/28/2020 75 Castle Water 39
10/28/2020 76 Castle Water 42
11/30/2020 77 Castle Water 47
12/29/2020 78 Castle Water 53
01/08/2020 66 Clean sweep cleaning 1263 471 336
04/28/2020 70 Clean sweep cleaning 1354 475 13 336
07/06/2020 72 Clean Sweep Cleaning 1427 23 228
09/11/2020 74 Clean Sweep Cleaning 1445 488 34 288
09/16/2020 74 Clean Sweep Cleaning 1461 35 390
10/16/2020 75 Clean Sweep Cleaning 1478 41 345.6
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11/18/2020 77 Clean Sweep Cleaning 1498 44 388.8
12/07/2020 77 Clean Sweep Cleaning 1518 50 417.6
01/12/2021 78 Clean Sweep Cleaning 1534 54 201.6
02/11/2020 67 Cleaning 1306 & 1307 473 4 588
05/22/2020 71 Cleaning 1328 477 16 252
02/20/2020 68 EDF elec 5 151.53
05/20/2020 71 EDF elec 15 205.36
08/11/2020 73 EDF elec 30 150
12/02/2020 77 EDF elec 49 77.9
06/22/2020 72 Gas Homecare - GSC 479 19
01/02/2020 66 Ground Rent RBK
10/01/2020 75 Ground Rent RBK 40
11/02/2020 76 Ground Rent RBK 43
04/01/2020 69 Ground Rent RBK 10
01/28/2020 67 Insurance 472 2 1771.57
06/11/2020 71 Jackie Junemann expenses 480 18
07/13/2020 72 Jackie Junemann expenses 484 24
09/16/2020 74 Jackie Junemann expenses 36
09/16/2020 74 Jackie Junemann expenses 37
08/07/2020 73 JK Flooring 485 29
12/29/2020 78 Kate Bloor - expenses 52
12/29/2020 78 Kate Bloor - waste removal 51
06/22/2020 72 Kate Bloor expenses 482 20
01/15/2020 66 Rates RBK 60
02/25/2020 68 Thinking day badges 474 6
1648.27 3771.6 1771.57 370 584.79 60
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|**Ground**
**Rent - DD**|**Repairs &**
**Maintenance**|**Castle**
**Water - DD**|**Materials**|**BT - DD**|**Balance**
**LE check**
Y
83011.91
Y
82515.92
Y
83012.91
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
assumed chq number
Y - No CS paid 11/19 and 12/19 both included in 2020
Y
Y
Y
Y| |---|---|---|---|---|---| ||||||| ||||||| |**9**|**10**|**11**|**12**|**13**|| ||||||| ||||9.99||| ||35||||| ||37.79||||| ||||||| ||||||| ||||||| ||||||| ||||||| ||||||| ||||||| ||||||| ||||||| ||||||| |||19.27|||| |||19.27|||| |||35.55|||| |||35.55|||| |||35.55|||| |||35.55|||| |||35.55|||| |||35.55|||| |||35.55|||| |||35.55|||| |||35.55|||| |||35.55|||| ||||||| ||||||| ||||||| ||||||| ||||||| ||||||| ||||||Y
Y
assumed chq number
Y
Y
Y
Y
Y
Y
Y in 2019 docs
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
assumed chq number| |---|---|---|---|---|---| ||||||| ||||||| ||||||| ||||||| ||||||| ||||||| ||||||| ||||||| ||90||||| |750|||||| |750|||||| |750|||||| |750|||||| ||||||| ||||104.1||| ||||47.33||| ||||143.97||| ||||27||| ||1430||||| ||46.76||||| ||200||||| ||||35.96||| ||||||| ||||81||| ||||||| ||||||| ||||||| ||||||| |**3000**|**1839.55**|**394.04**|**449.35**|**0**|| **----- Start of picture text -----**
Date Sheet Oranges and Lemons Dance Force
01/09/2020 66 Z Burgess
02/12/2020 67
03/05/2020 68 Oranges & Lemons 4342
03/30/2020 69 Dance Force 845
04/30/2020 70 RBK Corona Virus Grant
05/11/2020 70 Z Burgess
07/03/2020 72 Oranges & Lemons 754.32
09/22/2020 75 Z Burgess
09/28/2020 75 Z Burgess
12/07/2020 77 Oranges & Lemons 4829.5
12/11/2020 77 Z Burgess
12/21/2020 78 Dance Force 760.5
TOTAL 9925.82 1605.5
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|**Z Burgess**|**Other Payees**|LE check
Y
Y
Gordon Thompson
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y| |---|---|---| |1287||| ||140|| |||| |||| ||10000|| |1215||| |||| |1215||| |942||| |||| |1336.5||| |||| |||| |||| |||| |**5995.5**|**10140**|| **----- Start of picture text -----**
Income
Donations from Hall Users:
Oranges and Lemons 9,925.82
Dance Force 1,605.50
Z Burgess 5,995.50
Other income 10,140.00
TOTAL 27,666.82
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**----- Start of picture text -----**
Income
Donations from Hall Users:
Oranges and Lemons 9,925.82
Dance Force 1,605.50
Z Burgess 5,995.50
Other income 10,140.00
TOTAL 27,666.82
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Expenditure
Cleaning 3,771.60
Building Insurance 1,771.57
Repairs and Maintenance 1,839.55
Gas 1,648.27
Electricity 584.79
Water 394.04
Council Tax 60.00
Rent 3,000.00
Grounds Maintenance 370.00
Telephone Rental 0.00
Materials 449.35
13,889.17
Profit (Surplus of income less expenditure) 13777.65
Lloyds Bank balance brought forward from 201 83071.58
Profit from 2020 13,777.65
CCLA Church of England Fund (Dec 2020) 19,411.19
Total liquid capital £116,260.42
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