Minutes of AGM Meeting
Subject: AGM - Village Hall Management Committee Meeting Date and Time: Monday 16[th] June 2025 Venue: The Conference Room, Horsford Village Hall
| Attendees: | ||
|---|---|---|
| Chris Brown, Chair | (CB) | |
| Joanne Keeler, Vice Chair & Treasurer | (JK) | |
| Emily Chenery, Secretary | (EC) | |
| Angela Makinson, Trustee | (JS) | |
| Susie Thomson, Trustee | (ST) | |
| Deborah Slaughter, Janitorial Team | (DS) | |
| Members of the Public: | None | |
| Apologies: | Jacquline Stringer |
Item No:
| 1 | Introductions and apologies for absence CB welcomed all present at the meeting. Jacquline Stinger had sent her apologies in advance for not beingable to attend the meeting. |
|---|---|
| 2 | Minutes of the last AGM None |
| 3 | Report from Chairman CB advised that it had been a great 12 months. He advised that the VHMC needed some more trustees and EC advised that she would advertise on social media. It was suggested that it would be beneficial for all regular hirers to have a representative at the monthly meetings as they all have an invested interest in the Village Hall. It was advised that this had been the practice previously, however these attendees had since ceased attending. AM suggested that she discussed with Sarah Vergette about Sarah becoming a trustee as she also has an invested interest due to her role at the Parish Council. It was also suggested that Chris Brown, Chairman of Horsford FC (or a representative) also became a trustee given all the changes that are taking place in the Village. JK advised that she would discuss this with Chris. CB thanked the new secretaryfor her work to date. |
Minutes of AGM Meeting
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| 4 | Report from Honorary Secretary EC advised that she could only report on what had happened since January 2025 as this is when she took on the role of secretary. Activities included; New Secretary & Booking Secretary New benches put in park Implentation of a ban on alcohol on recreation ground and surrounding areas Increase in hall rates due to economy. Update on all policies New handyman team New fire and risk assessment Regular maintenance and reporting Vandalism/reports to thepolice |
|---|---|
| 5 | Report from Honorary Treasurer JK handed out the yearly accounts. The spending is less than last year as there are now specific things that the Parish Council pay for rather than the VHMC. Our grant is also down due to the same reason. Everything else is running the same. The main hall hiring has increased significantly which is positive. The regular hiringhas stayed about the same. |
| 6 | Presentation of Financial Accounts from 2022/2023 The income and expenditure was shared with all attendees. |
| 7 | Individual Trustees Nominations Chris Brown was nominated as Chairman by JK and seconded by ST Jo Keeler was nominated as Vice Chairman and Treasurer byAM and seconded byST |
| 8 | Any other business None |
There being no further business the Chair declared the meeting closed at 7:30 pm
I certify that these minutes are a true and accurate record
Chris F Brown, Chairman: .
Dated: 29/07/2025
| No (if any) Horsford Village Hall Receipts andpayments accounts Period start date Period end date To For the period from Management Committee 1st April 2024 31st March 2025 ~~ee ee ee~~ |
No (if any) Horsford Village Hall Receipts andpayments accounts Period start date Period end date To For the period from Management Committee 1st April 2024 31st March 2025 ~~ee ee ee~~ |
No (if any) Horsford Village Hall Receipts andpayments accounts Period start date Period end date To For the period from Management Committee 1st April 2024 31st March 2025 ~~ee ee ee~~ |
No (if any) Horsford Village Hall Receipts andpayments accounts Period start date Period end date To For the period from Management Committee 1st April 2024 31st March 2025 ~~ee ee ee~~ |
No (if any) Horsford Village Hall Receipts andpayments accounts Period start date Period end date To For the period from Management Committee 1st April 2024 31st March 2025 ~~ee ee ee~~ |
No (if any) Horsford Village Hall Receipts andpayments accounts Period start date Period end date To For the period from Management Committee 1st April 2024 31st March 2025 ~~ee ee ee~~ |
No (if any) Horsford Village Hall Receipts andpayments accounts Period start date Period end date To For the period from Management Committee 1st April 2024 31st March 2025 ~~ee ee ee~~ |
No (if any) Horsford Village Hall Receipts andpayments accounts Period start date Period end date To For the period from Management Committee 1st April 2024 31st March 2025 ~~ee ee ee~~ |
No (if any) Horsford Village Hall Receipts andpayments accounts Period start date Period end date To For the period from Management Committee 1st April 2024 31st March 2025 ~~ee ee ee~~ |
No (if any) Horsford Village Hall Receipts andpayments accounts Period start date Period end date To For the period from Management Committee 1st April 2024 31st March 2025 ~~ee ee ee~~ |
CC16a ~~-~~ |
CC16a ~~-~~ |
|---|---|---|---|---|---|---|---|---|---|---|---|
| Section A Receipts and payments | |||||||||||
| Unrestricted funds |
Restricted funds |
Endowment funds |
Total funds | Last year | |||||||
| to the nearest £ | to the nearest £ | to the nearest £ | to the nearest £ | to the nearest £ | |||||||
| A1 Receipts | |||||||||||
| Hall Hire Charges 40,324 - - 40,324 34,225 Social Club Rent 15,618 - - 15,618 20,329 Pitch Rental 4,014 - - 4,014 5,788 Floodlights - - - - Grants 11,000 - - 11,000 17,798 Interest - - - - 2,460 Refunds 15 - - 15 RecyclingGrant Lease Land Rent 1,710 1,710 1,710 Coffee Shop Rent 3,045 3,045 1,850 Utittlity Shares 2,835 - - 2,835 Sub total(Gross income for AR)78,561 - - 78,561 84,160 ~~aee_e~~ |
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| A2 Asset and investment sales, (see table). - - - - - - - - - Sub total - - - - - Total receipts 78,561 - - 78,561 84,160 ~~——————~~ |
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| A3 Payments | |||||||||||
| Advertising | 200 | - | - | - | 200 | 200 | 354 | ||||
| Caretaker/BookingSecretary | 13,458 | - | - | - | 13 | 13,458 | 15,161 | ||||
| Secertary | 5,927 | - | - | - | 5 | 5,927 | 4,904 | ||||
| Rates & Insurance | 3,596 | - | - | - | 3 | 3,596 | 2,655 | ||||
| Refuse & Bottle Bank | 3,305 | - | - | - | 3 | 3,305 | 3,140 | ||||
| Grounds | 470 | - | - | - | 470 | 470 | 5,997 | ||||
| Maintenance | 11,565 | - | - | - | 11 | 11,565 | 13,670 | ||||
| Phone/Postage/Stationary | 1,211 | - | - | - | 1 | 1,211 | 1,349 | ||||
| Utilities - Gas Electric,Water | 26,548 | - | - | - | 26 | 26,548 | 22,150 | ||||
| Projects - VHMC & Grant Funded | - | - | - | - | - | - | |||||
| Sani Bins | 513 | - | - | - | 513 | 513 | 1,008 | ||||
| Public Toilet Cleaning | - | - | - | - | - | - | 1,733 | ||||
| Return Chqs/Refunds/Audit Fees | 5,000 | - | - | - | 5 | 5,000 | 1,000 | ||||
| New Equipment | 362 | - | - | - | 362 | 362 | |||||
| Late Lock up fees | 150 | - | - | - | 150 | 150 | 240 | ||||
| Bank Charges | 353 | - | - | - | 353 | 353 | 431 | ||||
| Sundries | - | - | - | - | - | - | 2,025 | ||||
| 66,280 | - | - | - | 66,280 # | 66,280 # | 66,280 # 75,817 | |||||
| A4 Asset and investment purchases, (see table) - - - - - - - - Sub total - - - - - Total payments 66,280 - - 66,280 75,817 ~~———=—~~ |
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| Net of receipts/(payments) A5 Transfers between funds A6 Cash funds last year end Cash funds this year end |
12,281 - - 12,281 8,343 - - - - - 92,256 - - 92,256 92,256 104,537 - - 104,537 100,599 ~~===>~~ |
8,343 - 92,256 100,599 |
CCXX R1 accounts (SS)
13/01/2026
1
| Section B Statement of assets and liabilities at the end of the period | Section B Statement of assets and liabilities at the end of the period | Section B Statement of assets and liabilities at the end of the period | |
|---|---|---|---|
| Categories Signed by one or two trustees on behalf of all the trustees B5 Liabilities B3 Investment assets B2 Other monetary assets B4 Assets retained for the charity’s own use B1 Cash funds |
Details Details Total cash funds (agree balances with receipts and payments account(s)) Current Grounds/Muga Coif Details Details Details J Keeler Signature C Brown |
Unrestricted funds Restricted funds to nearest £ to nearest £ 45,714 - 8,016 - 55,073 - 108,803 - Agreement Error OK Unrestricted funds Restricted funds to nearest £ to nearest £ - - - - - - - - - - - - Fund to which asset belongs Cost (optional) - - - - - Fund to which asset belongs Cost (optional) - - - - - - - - - Fund to which liability relates Amount due (optional) - - - - - Print Name Chris Brown Joanne Keeler |
Endowment funds to nearest £ |
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| OK | |||
| Endowment funds to nearest £ |
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| Current value (optional) |
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| Current value (optional) |
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| When due (optional) |
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| Date of approval |
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| C Brown | Chris Brown | 13/01/2026 | |
| J Keeler | Joanne Keeler | 13/01/2026 |
CCXX R2 accounts (SS)
13/01/2026
2
Independent examiner's report on the accounts
Section A Independent Examiner’s Report
Report to the trustees
Charity Name Horsford Village Hall Management Committee
On accounts for the year 31[st] March 2025 Charity no 303985 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 DD / MM / YYYY .
Responsibilities and As the charity's trustees, you are responsible for the preparation of the basis of report 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 all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
Independent [The charity’s gross income exceeded £250,000 and I am qualified to examiner's statement undertake the examination by being a qualified member of [insert name of applicable listed body]]. Delete [ ] if not applicable.
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination (other than that disclosed below *) which gives me cause to believe that in, any material respect:
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the accounting records were not kept in accordance with section 130 of the Charities Act; or
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the accounts did not accord with the accounting records; or
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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: P H Carrick Date: 13/1/25 Name: Paul Carrick
Relevant professional qualification(s) or body
1
Oct 2018
IER
(if any):
Address: 1 Breck Farm Lane Taverham NR8 6LH
Section B Disclosure
Only complete if the examiner needs to highlight material 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
Oct 2018
IER