BROWNES HALL TRUSTEES and MANAGEMENT COMMITTEE Registered Charity Number: 304266 VAT Registration Number: 270750607 MINUTES OF THE ANNUAL GENERAL MEETING OF BROWNES HALL TRUSTEES AND MANAGEMENT COMMITTEE HELD ON MONDAY 3rd AUGUST 2021 AT 7.40 PM AT BROWNES HALL. Present Elected Ttustee Members Mr A Bennett (Chair), Mr N Leverton (Vice Chair), Mr J Mead (Treasurer), Dr A Griffiths (Secretary), Mrs S Leverton. Organisation Trustee Members Mr A Wixey (Royal Naval Association) Ex Officio Members Mrs A Randall (Bookings Secretary), Mr D Wesson (The Royal British Legion). Members of the Public. Mr B Bennett, Mr R Blackman, Mr D Mayfield, Miss J Thompson, Miss M Thompson, Mrs K Wood. Mr A Bennett opened the meeting at 7.40 pm and thanked all those present for attending. Apologies for Absence Apologies were received from Mrs G Trevelyan (Over 60s Club). Minutes of the Annual General Meeting held on Monday 23rd September 2019 Due to Covid lockdown there was no Annual General Meeting in 2019. The minutes of the meeting were therefore held over until this meeting for approval and signing. The minutes were accepted as a true and accurate record of the meeting and approved without any amendments. Proposed by Mr B Bennett, seconded by Mr D Wesson. Annual Report of the Trustees and Management Committee 201912020 and the Financial Statements for March 31st 2020 The minutes were accepted as a true and accurate record of the meeting and approved without any amendments. Proposed by Mr B Bennett, seconded by Mr D Wesson and accq)tance of the financial statements was proposed by Mr Wixcy and secondcd Mr Levcrton. Matters Arising from the Annual General Meeting minutes 2019 and the Annual Report 2019/2020 Not Otherv•'ise on the Agenda There were no mattcrs arising from eithcr.
Correspondence The Secretary reported that no items of correspondence had been received. Annual Report from the Chair Mr Bennctt opened his report by saying that it was a long time since he had to give Chair's report, but it was good to be back at last and hopefully some sort of norniality was on the horizon. Due to the restrictions imposed due to the Covid pandemic the Main Hall had not seen a great deal of action in the last eighteen months, but this did not mean that the committee had been standing still. We continued to use the time to update and maintain the building where possible, continuing the work started back in 2019. The whole building has been dcq) cleaned and redecoration has been ongoing, this means the hall is ready for all the hirers that have been enquiring over the past few months, all good news for going forwards. The Chair went on to say that we had recently supported the West Oxfordshire District Council by allowing the Main Hall and other rooms in the premises to be used as a drop in test site for lateral flow tests. This was successful and showed that Brownes Hall was there to support the community when the need arises. Following on from when the test site left we have welcomed back Jazzercise and the RAOB, which is another step to life moving on and living with Covid. Peter and Neil, our caretakers, have continued their dedicated hard work, where allowed, and they are looking forward to welcoming back hirers to keep them busy. Carterton Social Centre Club and the Management Committee have worked together over the past eighteen months to implement a safe set up when they were allowed to open. This was done with great success and shows the rclationship continues to grow in strength, something that is essential for both parties. The Management Committee, as always, has worked to keep things going, albeit remotely, with Alwyn taking the lead most of the time; Jason continuing to watch the finances and keep us under control with spending, it is very easy to think that we c( do this and that" with Sue and Nick continuing to put in their own time to help maintain the high standards for which we are continually striving. Mr Bennett concluded by saying that personally he would like to say a big thank you to all the committee, it had been tough but we have got through it so far, hopefully the worst was over. He was keeping everything crossed that this is the case and we can continue to provide a fantastic facility for the people of Carterton and the surrounding area. Annual Report from the Treasurer and the Financial Statement for the Year for March 31st 2021 The Treasurer opened his report by thanking everyone for attending the Annual General Meeting of the Trustees and Management Committee of Brownes Hall. Hc went on to say that in reality this was a report for two years as we could not have the Annual General Meeting in 2020 due to coronavirus. Looking at the previous twelve months, he said, was very different for the prior twelve months.
In March 2020 the global death toll was a massive l 00,000 people and we were all dir¢ct¢d by thc governmcnt to stay at home and limit our trips out for essential reasons only. This put a damper on our hiring and the club's trade. Mr Mead went on to say that our first concerns were how we were going to continue employing our caretaker team, how the club would survive and how our community would fare. We deep cleaned the Main Hall in readiness for many possibilities, some of which only a few months earlier were unthinkable. A £ I 0,000 rate based grant from the District Council gave us a small injection of hope during increasingly difficult times. The Job Retention Scheme (JRS) was announced and this changed the outlook of many businesses and organisations. With a bit more hope we continued to clean, paint and replace lights for energy efficient updates. The Carterton Social Centre Club continued to pay an agreed reduced rent and we both applied for business interruption grants and any other help that we could obtain from the District Council. We came back to a new kind of normal for a while before lockdown again and the second wave of the virus. In total we had claimed and received grants totalling £20,198, the caretaker team werc paid 80 % of their wages by the JRS for five months, with wages paid by us, on and off, as they shielded or returned to work part time and ultimately, recently back to full time. Mr Mead said that "to coin a militaryphrase" the building was essentially moth-balled and as a result our electricity and gas consumption drastically reduced as would be expected, however, all the other costs remained consistent with previous years. In all, with the grants we have ended the year to April 2021 up by £1 1,000 in income and £22,000 on balance. As Mr Mead m¢ntion¢d earlier this was a very different outcome to how it initially looked in March 2020 where the global death toll from coronavirus went from 100,000 up to 3 million by April 2021 and our national total at 130,000 deaths. Many pubs and clubs and organisations are no longer trading due to this difficult time. The Carterton Social Centre Club has managed to trade on and off throughout the year as regulations changed and the Management Committee helped with converting the Main Hall to allow one way flow and with the extra sanitation where we could. In concluding his report Mr Mead said that looking forward things have started to look brigyhter, most of our regular hirings are starting to return or at least show an interest but this may be a difficult year ahead but financially at least we are in a position to support our community. Further to what the Treasurer mentioned above in his report he then referred the mccting to the Accountants ' Report to the Trusteesfor the Year Ending 31st March 2021 whcn hc th¢n explained in detail the expenses and income for the financial year 2020 - 2021. It was then proposed by Mr B Bennett, seconded by Mr Levcrton and unanimously agreed by those present to accept the Independent Examiner s Report. This concluded thc business for thc year 202012021 and the retircmcnt of the current committcc.
Committee of Management (Administering Trustees) for 202112022 Election of Six Trustee Mcmbers Six people put their names forward to stand as Elected Members of the Management Committee in accordance with Charity Commission Guidelines and Criteria until the next Annual General Meeting in July 2022 This was unanimously agreed by those present. Mr A Bennett Mrs S Leverton Dr A Griffiths Mr D Mayfield Mr N Leverton Mr J Mead Notification of Organisation Representative Trustee Members Mrs G Trevelyan (Over 60s Club) Mr A Wixey (Royal Naval Association) Cllr K Wood (Carterton Town Council) iii. Bookings Secretary Mrs A Randall iv. Ex Officio Members Mrs A Randall Mr D Wesson (The Royal British Legion) Any Other Business Mr Leverton expressed his sincere thanks and deep appreciation to everyone involved in moving the club and Brownes Hall forward. In the absence of any other business the meeting closed at 8.03 pm. 10. Provisional Date and Time of the Next Annual General TrIeeting Monday 25th July 2022 7.30 pm. Signed. ..Chair
BROWNES HALL
FINANCIAL STATEMENTS
FOR
31 MARCH 2021
SOLUTIONS IN ACCOUNTING LIMITED
Accountants Ground Floor 2 Compton Way Witney Oxfordshire OX28 3AB
BROWNES HALL
FINANCIAL STATEMENTS
YEAR ENDED 31 MARCH 2021
| CONTENTS | PAGE |
|---|---|
| Independent examiners report | 1 |
| Profit and loss account statement of financial | |
| activities - general account | 2 |
| Profit and loss account statement of financial | |
| activities - property account | 3 |
| Balance sheet | 4 |
| Notes to the accounts financial statements | 5 |
Page 1
BROWNES HALL
Independent examiner’s report to the trustees of Brownes Hall
YEAR ENDED 31 MARCH 2021
We report on the accounts of the Trust for the year ended 31 March 2021, which are set out on pages 2 to 5.
Respective responsibilities of trustees and examiner
The charity’s trustees are responsible for the preparation of the accounts. The charity’s trustees consider that an audit is not required for this year under section 144 of the Charities Act 2011 (the Charities Act) and that an independent examination is needed.
It is our responsibility to:
-
examine the accounts under section 145 of the Charities Act;
-
to follow the procedures laid down in the general Directions given by the Charity Commission
-
(under section 145(5)(b) of the Charities Act; and
-
to state whether particular matters have come to my attention.
Basis of independent examiner’s report
Our examination was carried out in accordance with the general Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a ‘true and fair view’ and the report is limited to those matters set out in the statement below.
Independent examiner’s statement
In connection with our examination, no matter has come to our attention:
-
(1) which gives us reasonable cause to believe that in any material respect the requirements:
-
to keep accounting records in accordance with section 130 of the Charities Act; and
• to prepare accounts which accord with the accounting records and comply with the accounting requirements of the Charities Act
have not been met; or
- (2) to which, in our opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
SOLUTIONS IN ACCOUNTING LIMITED Ground Floor Accountants 2 Compton Way Witney Oxfordshire OX28 3AB 26[th] July 2021
Page 2
BROWNES HALL - GENERAL ACCOUNT PROFIT AND LOSS ACCOUNT
YEAR ENDED 31 MARCH 2021
| 2021 | 2020 | |||
|---|---|---|---|---|
| £ | £ | £ | £ | |
| INCOME | ||||
| Hirings | 1,188 | 15,572 | ||
| Social Centre | 27,081 | 30,599 | ||
| Grants - Covid | 20,198 | – | ||
| JRS Grants | 6,558 | – | ||
| ------------------------------- | ------------------------------- | |||
| 55,025 | 46,171 | |||
| EXPENSES | ||||
| Wages and employers national insurance | 16,285 | 17,947 | ||
| Staff pensions | 114 | 175 | ||
| Training | – | 200 | ||
| Hall equipment and supplies | 1,836 | 2,748 | ||
| Rates | – | 1,462 | ||
| Water rates | 1,502 | 1,588 | ||
| Electricity | 5,852 | 10,532 | ||
| Gas | 602 | 2,346 | ||
| Insurance | 3,302 | 3,486 | ||
| Repairs and maintenance | 1,448 | 1,188 | ||
| Window cleaning | 78 | 312 | ||
| Telephone | 168 | 181 | ||
| Photocopying costs | 234 | 213 | ||
| Administration | 30 | 52 | ||
| Performing rights | – | 1,365 | ||
| Legal and professional fees | 600 | 600 | ||
| Independant examination | 725 | 795 | ||
| ------------------------------- | ------------------------------- | |||
| 32,776 | 45,190 | |||
| ------------------------------- | ------------------------------- | |||
| NET PROFIT FOR THE YEAR | 22,249 | 981 | ||
| =============================== | =============================== |
Page 3
BROWNES HALL - PROPERTY ACCOUNT
PROFIT AND LOSS ACCOUNT
YEAR ENDED 31 MARCH 2021
| 2021 | 2020 | |||||
|---|---|---|---|---|---|---|
| £ | £ | £ | £ | |||
| INCOME | ||||||
| Grants | – | 2,676 | ||||
| EXPENSES | ||||||
| Repairs and maintenance | 1,457 | 3,222 | ||||
| -------------------------- | -------------------------- | |||||
| NET LOSS FOR THE YEAR | (1,457) | (546) | ||||
| ========================== | ========================== |
Page 4
BROWNES HALL
BALANCE SHEET
| 31 | MARCH 2021 | ||||
|---|---|---|---|---|---|
| 2021 | 2020 | ||||
| Note | £ |
£ | £ | £ | |
| CURRENT ASSETS | |||||
| Other debtors | – | 82 | |||
| Bank deposits | 100 | 100 | |||
| Cash at bank | 69,431 | 45,362 | |||
| Cash in hand | 127 | 127 | |||
| ------------------------------- | ------------------------------- | ||||
| 69,658 | 45,671 | ||||
| ------------------------------- | ------------------------------- | ||||
| CURRENT LIABILITIES | |||||
| PAYE and social security | 253 | – | |||
| VAT | 382 | 1,176 | |||
| Other creditors | 3,526 | – | |||
| Accrued expenses | 1,040 | 830 | |||
| -------------------------- | -------------------------- | ||||
| 5,201 | 2,006 | ||||
| -------------------------- | -------------------------- | ||||
| NET CURRENT ASSETS | 64,457 | 43,665 | |||
| ------------------------------- | ------------------------------- | ||||
| NET ASSETS | 64,457 | 43,665 | |||
| =============================== | =============================== | ||||
| FINANCED BY: | |||||
| Reserves | 2 | 64,457 | 43,665 | ||
| =============================== | =============================== |
TRUSTEES APPROVAL OF FINANCIAL STATEMENTS
We approve these financial statements for the year ended 31 March 2021 set out on pages 2 to 5 and confirm that we have made available all relevant records and information for their preparation.
Signed for and on behalf of Brownes Hall
26 July 2021
Page 5
BROWNES HALL
NOTES TO THE FINANCIAL STATEMENTS
YEAR ENDED 31 MARCH 2021
1. SUMMARY OF PROFITS
| 2021 | 2020 | |
|---|---|---|
| £ | £ | |
| Net Profit - General Account | 22,249 | 981 |
| Net Loss - Property Account | (1,457) | (546) |
| ------------------------------- | ---------------- | |
| 20,792 | 435 | |
| =============================== | ================ |
2. RESERVES
| Brought | Carried | ||
|---|---|---|---|
| forward | forward | ||
| 1 Apr 20 | Profit share | 31 Mar 21 | |
| £ | £ | £ | |
| General Account | 22,682 | 22,249 | 44,931 |
| Property Account | 20,983 | (1,457) | 19,526 |
| ------------------------------- | ------------------------------- | ------------------------------- | |
| 43,665 | 20,792 | 64,457 | |
| =============================== | =============================== | =============================== |
BROWNES HALL
FINANCIAL STATEMENTS
FOR
31 MARCH 2021
SOLUTIONS IN ACCOUNTING LIMITED
Accountants Ground Floor 2 Compton Way Witney Oxfordshire OX28 3AB
BROWNES HALL
FINANCIAL STATEMENTS
YEAR ENDED 31 MARCH 2021
| CONTENTS | PAGE |
|---|---|
| Independent examiners report | 1 |
| Profit and loss account statement of financial | |
| activities - general account | 2 |
| Profit and loss account statement of financial | |
| activities - property account | 3 |
| Balance sheet | 4 |
| Notes to the accounts financial statements | 5 |
Page 1
BROWNES HALL
Independent examiner’s report to the trustees of Brownes Hall
YEAR ENDED 31 MARCH 2021
We report on the accounts of the Trust for the year ended 31 March 2021, which are set out on pages 2 to 5.
Respective responsibilities of trustees and examiner
The charity’s trustees are responsible for the preparation of the accounts. The charity’s trustees consider that an audit is not required for this year under section 144 of the Charities Act 2011 (the Charities Act) and that an independent examination is needed.
It is our responsibility to:
-
examine the accounts under section 145 of the Charities Act;
-
to follow the procedures laid down in the general Directions given by the Charity Commission
-
(under section 145(5)(b) of the Charities Act; and
-
to state whether particular matters have come to my attention.
Basis of independent examiner’s report
Our examination was carried out in accordance with the general Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a ‘true and fair view’ and the report is limited to those matters set out in the statement below.
Independent examiner’s statement
In connection with our examination, no matter has come to our attention:
-
(1) which gives us reasonable cause to believe that in any material respect the requirements:
-
to keep accounting records in accordance with section 130 of the Charities Act; and
• to prepare accounts which accord with the accounting records and comply with the accounting requirements of the Charities Act
have not been met; or
- (2) to which, in our opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
SOLUTIONS IN ACCOUNTING LIMITED Ground Floor Accountants 2 Compton Way Witney Oxfordshire OX28 3AB 26[th] July 2021
Page 2
BROWNES HALL - GENERAL ACCOUNT PROFIT AND LOSS ACCOUNT
YEAR ENDED 31 MARCH 2021
| 2021 | 2020 | |||
|---|---|---|---|---|
| £ | £ | £ | £ | |
| INCOME | ||||
| Hirings | 1,188 | 15,572 | ||
| Social Centre | 27,081 | 30,599 | ||
| Grants - Covid | 20,198 | – | ||
| JRS Grants | 6,558 | – | ||
| ------------------------------- | ------------------------------- | |||
| 55,025 | 46,171 | |||
| EXPENSES | ||||
| Wages and employers national insurance | 16,285 | 17,947 | ||
| Staff pensions | 114 | 175 | ||
| Training | – | 200 | ||
| Hall equipment and supplies | 1,836 | 2,748 | ||
| Rates | – | 1,462 | ||
| Water rates | 1,502 | 1,588 | ||
| Electricity | 5,852 | 10,532 | ||
| Gas | 602 | 2,346 | ||
| Insurance | 3,302 | 3,486 | ||
| Repairs and maintenance | 1,448 | 1,188 | ||
| Window cleaning | 78 | 312 | ||
| Telephone | 168 | 181 | ||
| Photocopying costs | 234 | 213 | ||
| Administration | 30 | 52 | ||
| Performing rights | – | 1,365 | ||
| Legal and professional fees | 600 | 600 | ||
| Independant examination | 725 | 795 | ||
| ------------------------------- | ------------------------------- | |||
| 32,776 | 45,190 | |||
| ------------------------------- | ------------------------------- | |||
| NET PROFIT FOR THE YEAR | 22,249 | 981 | ||
| =============================== | =============================== |
Page 3
BROWNES HALL - PROPERTY ACCOUNT
PROFIT AND LOSS ACCOUNT
YEAR ENDED 31 MARCH 2021
| 2021 | 2020 | |||||
|---|---|---|---|---|---|---|
| £ | £ | £ | £ | |||
| INCOME | ||||||
| Grants | – | 2,676 | ||||
| EXPENSES | ||||||
| Repairs and maintenance | 1,457 | 3,222 | ||||
| -------------------------- | -------------------------- | |||||
| NET LOSS FOR THE YEAR | (1,457) | (546) | ||||
| ========================== | ========================== |
Page 4
BROWNES HALL
BALANCE SHEET
| 31 | MARCH 2021 | ||||
|---|---|---|---|---|---|
| 2021 | 2020 | ||||
| Note | £ |
£ | £ | £ | |
| CURRENT ASSETS | |||||
| Other debtors | – | 82 | |||
| Bank deposits | 100 | 100 | |||
| Cash at bank | 69,431 | 45,362 | |||
| Cash in hand | 127 | 127 | |||
| ------------------------------- | ------------------------------- | ||||
| 69,658 | 45,671 | ||||
| ------------------------------- | ------------------------------- | ||||
| CURRENT LIABILITIES | |||||
| PAYE and social security | 253 | – | |||
| VAT | 382 | 1,176 | |||
| Other creditors | 3,526 | – | |||
| Accrued expenses | 1,040 | 830 | |||
| -------------------------- | -------------------------- | ||||
| 5,201 | 2,006 | ||||
| -------------------------- | -------------------------- | ||||
| NET CURRENT ASSETS | 64,457 | 43,665 | |||
| ------------------------------- | ------------------------------- | ||||
| NET ASSETS | 64,457 | 43,665 | |||
| =============================== | =============================== | ||||
| FINANCED BY: | |||||
| Reserves | 2 | 64,457 | 43,665 | ||
| =============================== | =============================== |
TRUSTEES APPROVAL OF FINANCIAL STATEMENTS
We approve these financial statements for the year ended 31 March 2021 set out on pages 2 to 5 and confirm that we have made available all relevant records and information for their preparation.
Signed for and on behalf of Brownes Hall
26 July 2021
Page 5
BROWNES HALL
NOTES TO THE FINANCIAL STATEMENTS
YEAR ENDED 31 MARCH 2021
1. SUMMARY OF PROFITS
| 2021 | 2020 | |
|---|---|---|
| £ | £ | |
| Net Profit - General Account | 22,249 | 981 |
| Net Loss - Property Account | (1,457) | (546) |
| ------------------------------- | ---------------- | |
| 20,792 | 435 | |
| =============================== | ================ |
2. RESERVES
| Brought | Carried | ||
|---|---|---|---|
| forward | forward | ||
| 1 Apr 20 | Profit share | 31 Mar 21 | |
| £ | £ | £ | |
| General Account | 22,682 | 22,249 | 44,931 |
| Property Account | 20,983 | (1,457) | 19,526 |
| ------------------------------- | ------------------------------- | ------------------------------- | |
| 43,665 | 20,792 | 64,457 | |
| =============================== | =============================== | =============================== |