## Alburgh Village Hall AGM Meeting Minutes of the Alburgh Hall Village AGM meeting held on Thursday 22[nd] May 2025 at 7.30pm in Alburgh Village Hall |Minutes of the Alburgh Hall Village AGM meeting held on Thursday 22[nd]May 2025 at 7.30pm in Alburgh
Village Hall|May 2025 at 7.30pm in Alburgh| |---|---| |**Agenda Item**|Actions| |**Trustees in Attendance**– Mark Thompson Chair (MT), Jan Bird Treasurer (JB), Tina Hair
Secretary (TH), Louise Wiseman (LW), Dave Richardson (DR), Phyllis Wright (PW) and Gary
Thompson (GT)|None| |x5 members of the public attended the meeting|None| |**1. Apologies**
No apologies received. Trustees not in attendance - Jen Daulby (JD) and Tony Stiffel (TS)|None| |**2. Minutes of previous AGM Meeting**– The Chair (MT) asked if everyone was happy with
last years minutes, all agreed and minutes signed|None| |**3. Matters arising from previous meeting**– The Chair (MT) asked if anyone had anything to
discuss from previous minutes – no matters discussed by those in attendance|None| |**4. Chair Reports**
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MT mentioned events which had taken part across the year such as Party in the Park,
Bar Nights, DJ’less Disco, regular food trucks, Stargazing events. All successful mixed
attendance for different events.
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Also tasks which had taken place around the hall such as roof patching due to leak,
removing ladies toilets to allow improved storage for tables and chairs, x3 working
parties.
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MT shared over 1500 hours of volunteer time had been spent on/around the hall and
village events and currently have 21 active volunteers.
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MT thanked all volunteers, Trustees and residents for their time, help and support
throughout the year,|None| |**5. Finance Reports**
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JB discussed finance reports and shared stats for the events and expenditure with
breakdowns of all areas.
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JB offered finance file to show all receipts/invoices of spending of all aspects and
finalised a profit of £183.00 for the year plus bar stock.
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Finance reports available for anyone to look through
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JB explained finances are not audited due to the low income but they are externally
examined by John Willis, Chartered Accountant with Calum Ward Ltd in Harleston. The
external examination of the accounts for 2024/25 will take place during June.
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MT thanked JB for her hard work throughout the year and regular updates.|None| |**6. Election of Trustees**
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MT mentioned that TH is stepping down at Secretary.
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MT thanked TH for her hard work as Secretary for the last 3 years. TH said she would
still be an active volunteer in the village and help where she can.
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MT announced 4 election places for Committee plus additional positions for group
representatives – MT for Parish Council, JD for Toddler Group and TS for Badminton.
There are no other representatives from other village groups.
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MT asked for TH to count the votes with him as an independent attendee.
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Unanimous decision that current Trustees could vote for themselves in the ballot.
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Votes results confirmed 4 elected positions went to JB (11 votes), LW (11 votes), DR
(11 votes) and GT (10 votes). PW (1 vote), therefore was not elected
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MT thanked all those for attending. Meeting closed 8.02pm.|None| ## **31.03.25 Financial Report Receipts / Payments for year 01.04.24 to 31.03.25 (unexamined as at 15.05.25)** **----- Start of picture text -----**
||| |---|---| |Receipts|TOTALS| |Hire of Hall|£ 6,164.47| |Donations|£ 12,955.18| |Fund raising Events|£ 1,555.60| |COIF|£ 334.12| |Grants|£ 900.00| |HMRC|£ -| |Catering|£ 434.17| |Bar receipts card|£ 9,085.50| |Bar receipts cash|£ 7,250.84| |Misc|£ 42.58| |Total Receipts|£ 38,722.46| |Payments|TOTALS| |M & R|£ 900.89| |Security/ H&S|£ 2,280.69| |Water (Everflow)|£ 295.20| |Oil|£ 1,542.96| |Electric (BG Business)|£ 2,456.24| |Bank Charges|£ 121.05| |Cleaning Materials|£ 385.60| |Cleaner costs|£ 1,162.50| |Commercial waste|£ 902.20| |Licenses/Insurances/Rates|£ 2,196.71| |Fund raising Expenses|£ 1,806.25| |Telecommunications|£ 616.74| |BT internet|£ 357.32| |Grass Cutting|£ 300.00| |Equipment|£ 1,039.91| |bar stock|£ 8,769.11| |Catering|£ 793.55| |Misc|£ 12,612.32| |Total Payments|£ 38,539.24| |Receipts - Payments|£ 183.22| **----- End of picture text -----**
## **Headlines** - We made a small profit of £183.22 over the year. - We spent £8,769.11 on bar stock, took £16,336.34 at the bar and still have stock to the value of over £3,000. - Donations- we received a donation of £1,300.00 from the former Alburgh Sports and Social Club. Unfortunately, they made an error in their payment, which meant we needed to refund a sum of £11,000.00. - Miscellaneous receipts – refunds from Tesco and website host - Miscellaneous payments – consumables (such as ink, printer paper), over 60s event costs, Christmas tree, website host renewal, DJ for NYE, subs for village magazine, transfer to reserves account, return of £11,000 paid to us in error. - Equipment purchases include stage gear (lights, screen) kettle, dishwasher, Christmas decs and lights, baby changing trolley, heater for kitchen, - Maintenance and repair include 2 skips, materials for minor repair to roof, repair to emergency lighting, paint/brushes, pest control - Security/H&S includes new electric socket in youth zone, first aid kits, purchase of 1 fire door, fitting of 2 fire doors, lockable filing cabinet, keys for Trustees. - Catering costs relate to Breakfast Club and supply of tea , coffee etc in kitchen for general use. - Catering receipts from garage sale, party in the park, Christmas bar night food **Overall fnancial positon as at 31.03.25** Charitable account 7,641.57 COIF account 11,470.66 Cash 1,015.25 Tesco vouchers 41.00 **Total funds £20,168.48 Committed funds** Reserves 11,419.00 **Total commitments £11,419.00 Surplus funds £8,749.48** Plus sales value of current bar stock Plus half tank of heating oil **Year end figure – £183.22 profit + value of bar stock** Page **1** of **1** CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trustees Al (IqH VILLAQE 14AkL Charity no (if any) On accounts for the year ended 203869 Set out on pages Pfvo& l *JS- I I report to the trustees on my examination of the accounts of the above charity ("the Trust") for the year ended Zl /oA / lais As the charity's trustees, you are responsible for the preparation of the accounts in accordance with the requirements of the Charrties Act 2011 ("the Act"). Responsibillties and basis of report I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed all the applicable Directlons given by the Charity Commission under section 145(5)(b) of the Act, Independent examiner's statement epp1+8￿. Delete I l if not applicable. I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination (9#)0￿￿1 dise&@￿.) which gives me cause to believe that in, any material respect.. the accounting records were not kept in accordance with section 130 of the Charities Act., or the accounts did not accord with the accounting records; or the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a 'true and fair, view which is not a matter considered as part of an independent examination. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. Please delete the words in the brackets if they do not apply. Signed: Date: Name: Relevant professional qualification(s) or body IER Oct 2018