BROWNES HALL TRUSTEES and MANAGEMENT COMMITTEE Registered Charity Number: 304266 V AT Registration Number: 270750607 MINUTES OF THE ANNUAL GENERAL mEETG OF BROWNES HALL TRUSTEES AND MANAGEMENT COMMITTEE HELD ON MONDAY 23rd SEPTEMBER 2024 AT 7.30 PM AT BROWNES HALL Present Elected Trustee Members N Leverton (Vicc Chair), Dr A Griffiths (Secretary), Mrs S Leverton (Deputy Secretary), Mrs K Wood (Deputy Treasur¢r). Bookings Secretary and Trustee Member Mrs A Randall. Co-opted Trustee Members Mr G Rowbotham (Treasurer), Miss T Mead (Social Media Contact), Mr D Wesson (Deputy Health & Safety). Members of the Public. Mr R Blackman, Mr R Burke (Chair, Carterton Social Centre Club), Mr T Butler, fvlrs K Gibson, Miss M Stimpson. Welcome and opening of the meeting by the Vice Chair In the absence of the Chair, Mr Leverton, as Vice Chair, opened the meeting at 7.30 pm and thanked all those present for attending. Apologies for Absence Apologies were received from Mr A Bennett (Chair). Minutes of the Annual General Meeting held on Monday 4th September 2023 The minutes wer¢ accepted as a true and accurate record of the meeting and approved without any amendments. Proposed by Mr Wesson, seconded by Mrs Randall. Matters arising from the minutes not othenvise on the agenda There were no matters arising from the minutes not otherwise on the agend& Correspondence The Secretary reported that no itcms of correspondence had been received.
Annual Report from the Chair and Vice Chair Mr Leverton opened by saying with an acknowledgment that without the memberg of the Management Team there would be no Brown¢s Hall. Because of the commitment of the Manag¢mcnt Tcam particularly during thesc difficult times we have managed to steady what was a fast sinking ship. The financial pressures upon us were mainly utilities based resulting from the war in Ukraine. Added to that were the costs of employing extra staff and the rising prices of cleaning materials. Thankfully through negotiations with the Social Centre Club Committee an agreement was reached for an enhanced rental payment during this difficult time. Mr Leverton said that he believed that this clearly showed our collective commitment to delkver on the wishes of our benefactor, Mr John Browne. Mr Leverton then went on to say that it would be wrong not to mention certain individuals who were no longer Committee members. Mr Jason Mead, for many years, took on the role as Treasurer and with that the arduous task of staff wages, utilities contracts and best value from purchasing to ensure we were compliant and financially sav. The present Committee would ask that our personal thanks are recorded for Jason's unwavering commitment to the Brownes Hall Trustees and Management Committee. At this point in the report Mr Leverton said that he would like to remind members of the sad loss of a long-time supporter of the Management Committee, Tvfr Alec Wixey. Alec, he said, was the voice of common sense in the room and a staunch supporter of both the Committee, the Social Centre Club and his beloved Royal Naval Association. We would ask for a moment of reflection and for respect to remember Alec and those close to us who havc passed in the last year. (A minute silence was held). On a more upbeat note the Vice Chair said that the Committee would lik¢ to welcome Mr Gary Rowbotham to our team and to thank him for becoming the Treasurer. This job along with the position of Secretary have the heaviest workloads and involve a huge amount of legal compliance. Without their professionalism we quite literally could not function within the law. Our thaDks to them both. Mr Leverton said that he had started this report by acknowledging our tharlks to all of the Management Team. As coinmittee members he felt sure that they sometimes wondered why they come out on dark nights to discuss, dirty toilets, broken door locks and other mundane matters. However, if you took a moment to reflect on the 'end product, of our efforts, in that, amongst other things the Management Committee facilitate and assist in numerous charity events held on the recreation ground that in most part we don't levy a fee, we are able to provide Bingo in the Main Hall free of charge, and host weddings and wakes at affordable prices. In doing all of this we are allowing people to engage with other people, to laugh together, to cry together to lend an ear to a friend or stranger. Supported by the Social Centre Club wc collectively deliver our services to thousands of rcsidents in an environment that is safe, warni and welconiing. Be proud that you are part of such a team that is Brownes Hall Management Committee. In concluding his report Mr Leverton said that he felt sure that next year would have its challenges. However, he was confident that we continued to have a team of committee members that will deliver answers and solutions to any and all issues that might arise. Our thanks to you all for your continued support.
It was proposed by Mrs Wood, seconded by Mr Blacknian and unanimously agreed by those prcsent to accept the Annual Report from the Chair and Vice Chair. Annual Report from the Treasurer and the Financial Staten)ent for the Year ended March 31st 2024 The Treasurer opened his Teport by saying that it had been an unusual and challenging time for Brownes Hall over the last year and a bit and results for both March 2023 and 2024 reflect the cost pressures that are not unique to us. To March 2023 there was an overall deficit of £19.000 and to March 2024 the deficit was £30,000 meaning that reserves were at the lowest level for quite some time at £28,000 coming into the New Year. The main reason for these deficits is the increases in energy costs that were not unique to us. To be crystal clear, the costs wer¢ £1 1,000 to March 2022, £19,000 to March 2023 and £38,000 to March 2024. Staff costs have also increased over the years from £18,000 in 2022 to £21,000 in 2023 and then £25,000 to March 2024. This is a mixture of large increases in the National Minimum Wage and issues with staffing / long terni sickness. Everyone was locked into power contracts over the above periods but the previous treasurer changed contracts as soon as it was possible to do so meaning that we are now back to the same sort of level as in March 2023. The Management Committee and the Club have been communicating for some time over the cost pressures and changes to rent and a new highcr rental has been agreed from around July of this year. In concluding his report the Treasurer said that a series of cost savings and reclaims hav¢ also b¢en put into place for other significant costs such as insurance and perforniing rights all of which means that the Management Committee are confident there will be no more deficits and surpluses are planned to build a contingency against future unexpected costs. Further to what the Treasurer mentioned in his report he then referred the meeting to the Accountants, Report to the Trustee.Ifor the Year Ending 31st March 2024 that explained in detail the expenses and income for the financial year 2023 - 2024. In the absence of any questions it was then proposed by Mr Leverton, seconded by Miss Mead and unanimously aCed by those pres¢nt to accept both the Treasurer's Report and the Accountants ' Report to the Trustees. This concluded the business for the year 202312024 and the retirement of the current committee.
Committee of Management (Administering Trustees) for 202412025 Election of Six Trustee Members In accordance with the Charity Commission Guidelines and Criteria to the six places availabl¢ as the Elected Members of the Commitlee o Management until the next Annual General Meeting as stipulated In Clause 3 of the First Schedule of the Governing Document, six people put their names forward for election. It was proposed by Mr Wesson, seconded Mrs Randall and unanimously agreed by those present that the following six people be duly elected.. Mr A Bennett Mrs S Leverton Dr A Griffiths Mr G Rowbotham Mr N Leverton Mrs K Wood ii. Notification of OrgAnisation Representative Trustee Members There were no nominations received for organisation representative trustee members. iii. Bookings Secretary and Trustee Member Mrs A Randall Proposed by Mrs Wood, seconded by Mrs Leverton and unanimously agreed by those present. iv. Notification of Co-opted Trustee Members Miss T Mead (Social Media Contact Person) Mr D Wesson (Health & Safety) Both were proposed by Mrs Wood, seconded Mrs Leverton and unanimously agreed by those present. Any Other Business There were no items of Any Other Business. In the absence of any other business the meeting closed at 7.57 pm. 10. Date and Time of the Next Annual General Meeting To be decided at a lat¢r date. Signed.-. ..Vice Chair (o.
BROWNES HALL ACCOUNTS FOR 31 MARCH 2024 LUTION UNTING LI Accountants Ground Floor 2 Compton Way Witney Oxfordshire OX28 3AB
BROWNES HALL ACCOUNTS YEAR ENDED 31 MARCH 2024 CONTENTS PAGE Accountants, report Profit and loss account statement of financial activities general account Profit and loss account statement of financial activities property account Balance sheet Notes to thé accounts
Page 1 BROWNES HALL ACCOUNTANTS, REPORT TO THE TRUSTEES YEAR ENDED 31 MARCH 2024 We report on the accouiits of the Trust for the year ended 31 March 2024, which are set out on pages 2to5. Respective responsibilities of trustees and exaTnin¢r The charity's trustees are responsible for the preparatioii of the accouiits. The charity's trustees consider tliat an audit is not reqiiired for this year uiider sectioii 144 of tlie Charities Act 2011 (the Charities Act) and that an iiidepeiident examiiiatioii is needed. It is our respoiisibility to: xamine the accouiits under section 145 of the Cliarities Act- to follow the procedures laid down in the general Directions given by th¢ Charity Cominissioii (under sectLOlI 145(5)(b) of tlie Charities Act- and to state whether particular matters liave coine to my attentioii. Basis of independent examiner s report Our examination was carried out iii accoi'daiice with the general Directions given by the Cliaiity Commission. An examination includes a review of tlie accounting records kept by the cliai'ity and a coinparisoii of the accounts presented with those rccords. It also includes consideration of any unusual items or disclosures in the accounts and seeking explanations from you as trustees concerning any such Inatters. The pi'ocedures undertakeii do iiot provide all the evidence that would be required in an audit and consequently no opiiiioii is given as to wlietliei. tlie accounts present a 'true and fail. view, and the report is limited to tliose matters set OLIt in the statement below. Independent examiner's statement In connectioii with our examination, no matter h&s come to our attention" (l ) which gives us reasonable cause to believe that in any material respect the i'equireinents: to keep accounting Tecords in accordance with section 130 of tlie Cliarities Act; and to prepare accounts which accord with the accoiinting records aiid comply with the accounting requirements of the Cliarities Act Iiave not beeii met. or (2) to which, in our opinion, atteiition should be drawn iii order to enable a proper uiiderstandiiig of the accounts to be reached. SOLUTIONS IN ACCOUNTING LIMITED Accountants 2 Compton Way Witney Oxfordsliire OX28 3AB Date: 22 August 2024
Page 2 BROWNES HALL- GENERAL ACCOUNT PROFIT AND LOSS ACCOUNT STATEMENT OF FINANCIAL ACTIVITIES YEAR ENDED 31 MARCH 2024 2024 2023 TURNOVER INCOME Hirings Social Centre 16,049 37,774 53,823 14,146 28,857 43,003 EXPENSES Wages and employers national insiii'ance Staff pensions Postage and stationery Hall equipment and supplies Rates Water rates Electricity Gas Insurance Repair£ and maintenance Window cleaning Waste collection Telephone Sundry expenses Performing righls Legal and professioii(il fees Independant examination Bank charges Bank interest 25,136 115 30 3,336 390 3,138 34,884 2,892 4,544 1,839 300 832 384 136 678 600 930 21,090 207 4,519 742 3,458 16,609 2,786 4,235 2,770 360 759 336 2,805 865 62 80,199 (26,376) 62.203 NET LOSS FOR THE YEAR (19,200)
Page 3 BROWNES HALL- PROPERTY ACCOUNT PROFIT AND LOSS ACCOUNT STATEMENT OF FINANCIAL ACTIVITIES YEAR ENDED 31 MARCH 2024 2024 2023 EXPENSES Repairs and maintenance NET LOSS FOR THE YEAR 3,690 (3,690)
Page 4 BROWNES HALL BALANCE SHEET 31 MARCH 2024 2024 2023 Note CURRENT ASSETS VAT Cash at bank Cash in hand 1,977 57,486 89 29,661 29,661 59.552 CURRENT LIABILITIES PAYE and social security VAT Accrued expenses 480 331 680 716 600 1,491 1,316 NET CURRENT ASSETS 28,170 28,170 58,236 58,236 NET ASSETS FINANCED BY: Reserves 28,170 58,236 TRUSTEE TRUSTEES, APPROVAL OF ACCOUNTS We approve these accounts for the year ended 31 March 2024 set out on pages 2 to 5 and confirm that we have made available all Televant records and information foi. theii. preparatiOFA. Signed for and on behalf of Brownes Hall .E.
Page 5 BROWNES HALL NOTES TO THE ACCOUNTS YEAR ENDED 31 MARCH 2024 SUMMARY OF PROFITS 2024 2023 Net Loss - General Account Net Loss - Property Account (26,376) (3,690) (30,066) (19,200) (19.200) RESKRVES Brought forward l Apr 23 Profit share (26,376) (3,690) (30,066) Carried fonvard 31 Mar 24 General Account Property Account 39,496 18,740 58,236 13,120 15,050 28,170
Page 1 BROWNES HALL ACCOUNTANTS. REPORT TO THE TRUSTEES YEAR ENDED 31 MARCH 2024 We report on the accouiits of the Triist for the year ended 31 March 2024, which al'e set out oil pages 2to5. Respective responsibilities of trustees and examiner The charity's trustees are respoiisible for the preparation of the accounts. The charity's trustees onsider that an aLidit is not required for this year uiider section 144 of tlie Charities Act 2011 (the Charities Act) and tliat an independent examination is needed. It is our responsibility to: exairin¢ the accouiits under section 145 of the Charities Act, to follow tlie procedures laid down in the general Directions given by the Charity Commissioii (linder section 145(5}(b) of tlie Charities Act. and to srate whether particular matters Iiave come to my atteiition. Basis of independent examiner's report Our examillation was carried out in accordance wit'h tlie general Directioiis given by the Cliarity Commission. An examination includes a review of tlie accoullting records kept by the charity and a comparisoii of the accounts presented witl) tliose i-ecords. It also includes consideration of ]Y unusual iteins or disclosures in the aecounts and s¢¢king explanations from you as trustees concerning ]Y such matters. The pi'ocedures undertaken do iiot provide all the evidence that would be required in an aiidit and conseqiiently 110 opiiiioii is given as to wliether the accounts present a 'true and fair view, and the report is limited to those illatters set out iii the statement below. Independent examiner's statement In connection with our examination, no matter has come to our attention.. ( l ) wliich gives us reasonable cause to beli¢v¢ that in any Inaterial respect the requirements: to keep accounting records in accordance with section 130 of tlie Charities Act. and to prepare accounts which accord with tlie accounting records and comply with the accounting requirernents of the Charities Act Iiave 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 Aceountants 2 Compton Way Witney Oxfordshire OX28 3AB Date: 22 August 2024