## 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
## ______________________________
|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~~||||||||||||
|**A2 Asset and investment sales,**
**(see table).**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**_Sub total_ -**
**-**
**-**
**-**
**-**
**_Total receipts_**
**78,561**
**-**
**-**
**78,561**
**84,160**
~~——————~~||||||||||||
|**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**
~~———=—~~||||||||||||
|**_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 £**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||OK|
||||**Endowment**
**funds**
**to nearest £**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**Current value**
**(optional)**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**Current value**
**(optional)**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**When due**
**(optional)**|
|||||
|||||
|||||
|||||
|||||
|||||
||||Date of
approval|
||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:
- 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:** 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**