## Minutes of AGM Meeting ## ______________________________ |Subject:|AGM - Village Hall Management Committee Meeting|AGM - Village Hall Management Committee Meeting| |---|---|---| |Attendees:|Chris Brown, Chairman
(CB)|(CB)| |Jo Keeler, Vice Chairman & Treasurer|Jo Keeler, Vice Chairman & Treasurer|(JK)| ||Jacqueline Stringer, Trustee (JS)|Jacqueline Stringer, Trustee (JS)| |Sarah Venn, Trustee|Sarah Venn, Trustee
|(SV)| |
Louisa Stannett, Secretary (LS)|Louisa Stannett, Secretary (LS)|Louisa Stannett, Secretary (LS)| |
Nicky Reynolds, New Secretary (NR)|Nicky Reynolds, New Secretary (NR)|Nicky Reynolds, New Secretary (NR)| |Angela Makinson (AM)|Angela Makinson (AM)|Angela Makinson (AM)| |Deborah Slaughter –Janitorial Team|Deborah Slaughter –Janitorial Team|(DS)| |Members of the Public: None||| |Apologies:
None|None|| |Date and Time:|Monday 20thMay 2024 at 7pm|| |Venue:|The Conference Room, Horsford Village Hall|The Conference Room, Horsford Village Hall| ______________________________________________________________________________________ ## **Item No:** |1|**Introductions**
CB welcomed all present at the meeting.| |---|---| |2|**Public Discussion**
None| |3|**Minutes of the Last Meeting and Matters Arising**
Confirmed all trustees received and agreed| |4|**Report from Chairman**
CB says thanks to everyone and everything he wants to say has been put in the letter by Lousia| |5|**Report from Honorary Secretary**
LS says we have had a busy year what with the increase in bookings and changes at the hall.| ## Minutes of AGM Meeting ## ______________________________ ||LS then carries onto read the full list of what has occurred throughout the year.
New Secretary, Booking Secretary and Janitorial Team
Advertising of Hall
New Regular Hirers
Increase in Hall Rates due to economy.
Update on all Policies
New Handyman team
Updates to Park/cleaning of MUGA
Regular Maintenance and Reporting
Vandalism/ reports to the police
Tea Hut Opened with Baby Bean
Hall redecorated
Continued articles in Horsford News
Trustee resignations
New cameras for CCTV
Amber Sheehy bench added to park| |---|---| |6|**Report from Honorary Treasurer**
JK handed out the yearly accounts.
JK stated that in the last 12 months, utilities have been very high but we have made a small profit.
Regular hiring is down in the last 12 months but thinks that is to expected due to the cost of living
crisis. But occasional hirers are up from 2022-2023. The parish council are now paying for the toilet
cleaning and the litter clearance directly.
JK gives her personal thank you to Lou. She has been a fantastic secretary and booking secretary
and a pleasure to work with. JK wishes all the very best for the future. JK would like to see Lou
sitting here next year as a trustee.
JK welcomes Nicky to the group.
JK stated she left 2021-2022 income expenditure so the difference could be seen even though that
was through covid. AM asks if there were Covid grants in the figures. JK confirms this and JS
states we were partially open by then. JK replied there was £10,667 in Covid grants in that year.
LS advised that next year JK will need to put the bar charges on the report.
JK states the interest is higher as the interest rates have increased.| |6|**Presentation of Financial Accounts from 2022/2023**
Please find attached document with income and expenditure.| |7|**Individual Trustees Nominations**
Chris Brown nominated as Chairman by AM seconded by JS
Jo Keeler was nominated as Vice Chairman and Treasurer by CB and seconded by AM| ## Minutes of AGM Meeting ______________________________ 8 **Any other business** None There being no further business the Treasurer declared the meeting closed at 7:30 pm I certify that these minutes are a true and accurate record Chris F Brown, Chairman:.............................................................. Dated:..................................................... |comme|~~a~~|**No (if any)**
**Horsford Village Hall**
**Receipts andpayments accounts**
Period start date
Period end date
**To**
**For the period**
**from**
**Management Committee**
1st April 2023
2
~~a~~|**No (if any)**
**Horsford Village Hall**
**Receipts andpayments accounts**
Period start date
Period end date
**To**
**For the period**
**from**
**Management Committee**
1st April 2023
2
~~a~~|**No (if any)**
**Horsford Village Hall**
**Receipts andpayments accounts**
Period start date
Period end date
**To**
**For the period**
**from**
**Management Committee**
1st April 2023
2
~~a~~|**No (if any)**
**Horsford Village Hall**
**Receipts andpayments accounts**
Period start date
Period end date
**To**
**For the period**
**from**
**Management Committee**
1st April 2023
2
~~a~~|**No (if any)**
**Horsford Village Hall**
**Receipts andpayments accounts**
Period start date
Period end date
**To**
**For the period**
**from**
**Management Committee**
1st April 2023
2
~~a~~|**No (if any)**
**Horsford Village Hall**
**Receipts andpayments accounts**
Period start date
Period end date
**To**
**For the period**
**from**
**Management Committee**
1st April 2023
2
~~a~~|**No (if any)**
**Horsford Village Hall**
**Receipts andpayments accounts**
Period start date
Period end date
**To**
**For the period**
**from**
**Management Committee**
1st April 2023
2
~~a~~|**No (if any)**
**Horsford Village Hall**
**Receipts andpayments accounts**
Period start date
Period end date
**To**
**For the period**
**from**
**Management Committee**
1st April 2023
2
~~a~~|**CC16a**
~~|~~
~~a~~|**CC16a**
~~|~~
~~a~~| |---|---|---|---|---|---|---|---|---|---|---|---| |**Section A Receipts and payments**
~~a~~|||||||||||| |||**Unrestricted**
**funds**||**Restricted**
**funds**|**Restricted**||**Endowment**
**funds**||**Total funds**||**Last year**| |||**to the nearest £**||**to the nearest £**|**to the nearest £**||**to the nearest £**||**to the nearest £**||**to the nearest £**| |**A1 Receipts**|||||||||||| |Hall Hire Charges||**34,225**||**-**|**-**||**-**||||**30,427**| |Social Club Rent||**20,329**||**-**|**-**||**-**||||**19,158**| |Pitch Rental||**5,788**||**-**|**-**||**-**||||**2,205**| |Floodlights|||||||||||| |Grants||**17,798**||**-**|**-**||**-**||||**23,938**| |Interest||**2,460**||**-**|**-**||**-**||||**596**| |Refunds|||||||||||**246**| |RecyclingGrant||||**-**|**-**||**-**||||| |Lease Land Rent||**1,710**||**-**|**-**||**-**||||**1,710**| |Coffee Shop Rent||**1,850**|||||||||| |Sundries|||||||||||| |**_Sub total_**_(Gross income for_
_AR)_**84,160**
**-**
**-**
**-**
**78,280**
**A2 Asset and investment sales,**
**(see table).**
**-**
**-**
**-**
**-**
**_Sub total_**
**- -**
**_Total receipts_**
**84,160**
**-**
**-**
**-**
**78,280**
~~a~~
~~|~~
~~| |~~
~~eea~~
~~|~~|||||||||||| |**A3 Payments**|||||||||||| |Advertising||**354**||**-**|**-**||**-**||||**272**| |Caretaker/BookingSecretary||**15,161**||**-**|**-**||**-**||||**18,426**| |Secertary||**4,904**|||||||||**4,897**| |Rates & Insurance||**2,655**||**-**|**-**||**-**||||**2,965**| |Refuse & Bottle Bank||**3,140**||**-**|**-**||**-**||||**2,988**| |Grounds||**5,997**||**-**|**-**||**-**||||**12,026**| |Maintenance||**13,670**||**-**|**-**||**-**||||**8,812**| |Phone/Postage/Stationary||**1,349**||**-**|**-**||**-**||||**1,710**| |Utilities - Gas Electric,Water||**22,150**||**-**|**-**||**-**||||**11,966**| |Projects - VHMC & Grant Funded||||**-**|**-**||**-**||||**1,981**| |Sani Bins||**1,008**|||||||||**.**| |Public Toilet Cleaning||**1,733**|||||||||**4,983**| |Return Chqs/Refunds/Audit Fees||**1,000**|||||||||**215**| |New Equipment|||||||||||**3,143**| |Late Lock up fees||**240**|||||||||| |Bank Charges||**431**|||||||||**1,105**| |Sundries||**2,025**|||||||||**3,594**| |**_Sub total_ **||**75,817**
**-**
~~LL~~|||**-**||**-**
~~LL~~||||**79,082**| |**A4 Asset and investment**
**purchases, (see table)**
~~a~~||**-**
**-**||**-**
**-**|**-**
**-**||**-**
**-**
**-**
**-**
~~SE~~||||| CCXX R1 accounts (SS) 22/01/2025 1 |**_Sub total_**
**_Total payments_**
**_Net of receipts/(payments)_**
**A5 Transfers between funds**
**A6 Cash funds last year end**|**-**|**-**|**-**|**-**|**-**|**-**|**-**|**-**|**-**| |---|---|---|---|---|---|---|---|---|---| ||||||||||| ||**75,817**||**-**||**-**||**-**||**79,082**| ||**8,343**
**-**
**92,256**
**100,599**||**-**
**-**
**-**
**-**||**-**
**-**
**-**
**-**||||| ||**8,343**||**-**||**-**||||**- 802**| ||**-**||**-**||**-**||**-**||**-**| ||**92,256**||**-**||**-**||||**92,776**| ||**100,599**||**-**||**-**||||**91,974**| ## **Section B Statement of assets and liabilities at the end of the period** |**Categories**
**B3 Investment assets**
**B4 Assets retained for the**
**charity’s own use**
**B1 Cash funds**
**B2 Other monetary assets**
CCXX R2 accounts (SS)|**_Total cash funds_**
**Details**
**Details**
**Details**
MUGA
COIF
Current
Grounds
(agree balances with receipts and payments
account(s))
**Details**
2|**Unrestricted**
**funds**
**to nearest £**
**31,970**
55
**9,629**
**50,602**
**92,256**|**Restricted**
**funds**
**to nearest £**
**-**
**-**
**-**
**-**
OK
**Restricted**
**funds**
**to nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**Cost (optional)**
**-**
**-**
**-**
**-**
**-**
**Cost (optional)**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**|**Endowment**
**funds**
**to nearest £**| |---|---|---|---|---| |||||**-**| |||||**-**| |||||**-**| |||||| |||**92,256**|**-**|**-**| |||OK||OK| |||**Unrestricted**
**funds**
**to nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**asset belongs**
**Fund to which**
**asset belongs**||**Endowment**
**funds**
**to nearest £**| |||||**-**| |||||**-**| |||||**-**| |||||**-**| |||||**-**| |||||**-**| |||||**Current value**
**(optional)**| |||||**-**| |||||**-**| |||||**-**| |||||**-**| |||||**-**| |||||**Current value**
**(optional)**| ||||**-**|**-**| ||||**-**|**-**| ||||**-**|**-**| ||||**-**|**-**| ||||**-**|**-**| ||||**-**|**-**| ||||**-**|**-**| ||2||**-**|**-**
22/01/2025| CCXX R2 accounts (SS) ||||||**-**||**-**| |---|---|---|---|---|---|---|---| ||||**Fund to which**||**Amount due**||**When due**| ||**Details**||**liability relates**||**(optional)**||**(optional)**| |**B5 Liabilities**|||||**-**||| ||||||**-**||| ||||||**-**||| ||||||**-**||| ||||||**-**||| |Signed by one or two trustees on
behalf of all the trustees|Signature||Print|Name|||Date of
approval| ||C Brown||Chris Brown||||12/01/2025| ||J Keeler||Joanne||Keeler||| ||||||||**12/01/2025**| CCXX R3 accounts (SS) 22/01/2025 3 ## **Independent examiner's report on the accounts** **Section A Independent Examiner’s Report** **Report to the trustees/** Horsford Village Hall Management Committee **members of On accounts for the year** 31[st] March2024 **Charity no ended (if any) Set out on pages** (remember to include the page numbers of additional sheets) I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended **31/3/2024** . - **Responsibilities and** As the charity trustees of the Trust, you are responsible for the preparation **basis of report** of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”). 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 the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. ## **Independent examiner's statement** I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination which gives me cause to believe that in, any material respect: - accounting records were not kept in accordance with section 130 of the Act or - the accounts do not accord with the accounting records I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn 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:** _S C Vergette_ **Date:** 19.1.2025 ~~PF |~~ **Name:** Sarah Vergette ~~Po~~ **Relevant professional qualification(s) or body (if any):** **Address:** 3 Rosebery Road Great Plumstead Norwich, NR13 5EA 1 **October 2018** **IER** **Section B Disclosure** Only complete if the examiner needs to highlight matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners). **Give here brief details of any items that the examiner wishes to disclose** . 2 **October 2018** **IER**