BROWNES HALL TRUSTEES and MANAGEMENT COMMITTEE Registered Charity Number: 304266 VAT Registration Number: 270750607 MINUTES OF THE ANNUAL GENERAL MEETING OF BROJhNES HALL TRUSTEES AND MANAGEMENT COMMITTEE HELD ON MONDAY 27th OCTOBER 2025 AT 7.30 PM AT BROWNES HALL Present Elected Trustee Men)bers Mr N Lcverton (Chair), Mr G Rowbotham (Treasurer), Mrs S Leverton (Deputy Secretary), Mrs K Wood (Deputy Treasurer). Bookings Secretary and Trustee Member Mrs A Randall. Co-opted Trustee Members Mr D Wes8on (Deputy Health & Safety). Members of the Public. Mr R Blackman. Welcome and opening of the meeting by the Chair Mr Leverton, opened thc meeting at 7.30 pm and welcomed everyone to the Annual General Meeting of the Trustees and Management Committee of Brownes Hall. Apologies for Absence Apologies were received from Dr A Griffiths (Secretary). Minutes of the Annllal General Meeting held on Monday 23rd September 2024 The minutes were accepted as a true and accurate record of the meeting and approved without any amendments. Proposed by Mr Wesson, seconded by Mr Blackman. Matters arising from the minutes not otherwise on the agenda There were no matters arising from the minutes not othenvise on the agenda. Correspondence There was a very brief acknowledgement to an invoice received for some clcctrical work don6 in thc Social C¢ntre Club. Annual Report from the Chair Mr Leverton opened his report by saying that he would like to thank all the trustees who have supported the Brownes Hall Management team over thc last year. Repeating what he said in his 2024 Annual Report he stressed the importance of having a team of people who by working together are delivering so much to so many people in our con]munity. He went on to thank them all for their time, valuable input in discussions in meetings and the positive infiuence they had in the nllming of the Brownes Hall Management Committee. The Chair then went on to record the collective thanks of the committee to Mr Andy Bennett for his time as Chair and a huge thank you goes to Dr Alwyn ￿lffIthS our Secretary for 22 years. Alwyn has ensured that we have been compliant with "Trustee" legislation, all our many and varied correspondence and the management of our meetings. The Chair said that he had been reliably inforn]ed that Alwyn had never missed a meeting in those 22 years and that he was pleased to report that he had agreed to stay on as a trustee and member of the committee without portfolio for this coming year. Mrs Leverton is standing down from the committee and not sc¢king re-election. She has offered to help with the minutes until a new secretary has been appointed. Thc Chair went on to thank Mrs Leverton for her time as a Trustee, particularly when she accompanicd him on cleaning shifts to help maintain our standards for our users. Miss Tori Mead is also standkng dow] as a co-opted Trustee member of the committee and as the Social Media Contact Person and our thanks go to her for her valuable input with our social media. The Chair then said he could not close without acknowledging that thc Management Committee continue to have a positive relationship with the Social Centre Club with meetings being cordial but professional. In concluding his report the Chair said that it was no secret that staffing had been a bumpy road this year, poor health has had a negative impact on the amount of cleaning hours we have been able to deliver and this has led us to review our cu￿ent working model. Our hope is that changes will produce positive outcomes for our customers and the Social Centre Club. Following the conclusion of the Chair's report Mr R Blackman commented on the improvements in the housekeeping of Brownes Hall, particularly regards to the toilet area. Annual Report from the Treasurer and the Financial Statement for the Year ended March 31st 2025 The Treasurer opened his report by saying that last year was his first Treasurer's Report and came at the end of a tiicky few years for the Charity with some large deficits including £30k for the Year to March 2024. He reported then that measures put into place by both the old Treasurer and the Committee were showing signs that we had turned a corner. The Treasurer said that hc was pleased to say that finances are better this year with a £7k surplus on activities and Reserves higher at around £35k. Reserves arc vital for the Charlty as we only spend money on the Hall and must have resources to be able to meet any future maintenance needs that may arise. The upturn in perfonnance comes n￿inlY on the back of a rise in the rent charged to the Social Club but also on the basis of some new long tenn bookings and a significant amount of free time given by certain members of the comtnittee on cleaning and maintenance. Our thanks goes out to these members. We are 6 months through the next financial year now and the upturn is continuing and we hope to be able to post another surplus to March 2026 but are not resting on our laurels as they are always new challenges and cost pressures. Mr Rowbotham went on to say that he felt that now may also be a good time to dispel some myths regarding the "rcnt" charged to the Social Club and what we do with the money. In tenns of what we actually do it is very simple in that we are the custodians of the Hall and are charged with its upkeep - all of our spending goes on its upkeep and thc associated costs. The main misunderstanding seems to concern the level of the rent and what it includes. The amount charged includes all of the electrlc, gas and water bills (which are high) and all of the cleaning costs (staff and materials). To put that in perspective, if we assumcd that just 80 % of these costs relate to the Social Club then the monthly charge for these during the last year would have bcen £2,018 per month for utilities and £1,938 for cleaning. In concluding his report the Treasurer said that hence, ignoring thesc recharges, the actual "rent" charged last year was less than £800 per month which we are perfectly happy with as we feel that the Social Club provide arA invaluable service for the community which we are more than happy to support. Further to what the Treasurer mentioned in his report he then referred the meeting to th¢ Accountants, Report ro the Trusteesfor the Year Ending 31 March 2025 that explained in detail the Accountants Report, the Profit and Loss account statement of financial activities - general account, Profit and Loss account statement of financial activities - propety account, the balance shect, and Notes to the accounts for the year ending 31 March 2025. In the absence of any questions it was thcn proposcd by Mr Wesson, seconded by Mrs Woods and unanimously agreed by those present to accept both the Treasurer's Report and the Accountants, Report to ihe Trustees. This concluded the business for the year 202412025 and the retirement of the current committee. Committee of ManagemeDt (Administering Trustees) for 202512026 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 Committee of Management until the next Annual General Meeting as stipulated in Clause 3 of the First Schedule of the Governing Document, six people put th¢ir names fonvard for election. It was proposed by Mr Leverton, seconded Mr Rowbotham and unanimously agreed by those present that the following six people be duly elected: Dr A Griffiths Mr G Rowbotham Mrs A Randall Mr N Levcrton Mrs K Wood Mr D Wesson ii. Notification of Organisation Representative Trustee Members There were no nominations received for organisation representative trustee members. iii. Bookings Secretary Mrs A Randall Proposed by Mr Lev¢rton, seconded by Mrs Wood. iv. Notification of Co-opted Trustee Members It was noted that currently we do not have a committee member in the position of Secretary. There was a brief discussion about a possible replacement. This will be discussed further at the first monthly meeting of the new committee. Any Other Business There were no items of Any Other Business. Mrs Wood gave her thanks to the top table members of the committee for all their hard work during the past year. In the absence of any other business the meeting closed at 8.15pm. 10. Date and Time of the Next Annual General Meeting To be decided at a later date. Signed...... ..Chair Date BROWNES HALL TREASURERS REPORT TO THE MARCH 2025 FINANCIAL STATEMENTS Lastyearwas my firstTreasurers Report and came at the end of a trickyfewyears forthe Charity With some large deficits including £30k for the Year to March 2024. 1 reported then that measures put into place by both the old Treasurer and the Committee were showing signs that we had turned a corner. l am pleased to say that finances are betterthis yearwith a £7k surpLus on activities and Reserves higher at around £35k. Reserves are vital for the Charity as we only spend money on the HaLI and must have resources to be able to meet anyfuture maintenance needs that may arise. The upturn in performance comes mainly on the back of a rise in the rent charged to the Social Club but aLso on the basis of some new long term bookings and a significant amount offree time given by certain members of the committee on cleaning and maintenance. Our thanks goes out to these members. We are 6 months through the nextfinancial year now and the upturn is continuing and we hope to be abLe to post another surplus to March 2026 but are not resting on our laurels as they are always new chaLlenges and cost pressures. I feel that now may aLso be a good time to dispel some myths regarding the'rent" charged to the Social Club and what we do with the money. In terms of what we actually do it is very simple in that we are the custodians of the Hall and are charged with its upkeep- aLI of our spendinggoes on its upkeep and the associated costs. The main misunderstanding seems to concern the level of the rent and what it includes. The amount charged incLudes aLI of the electric, gas and water bills (which are high) and all of the cleaning costs (staff and materiaLs). To put that in perspective. if we assumed that just 80 % of these costs relate to the Social Club then the monthly charge for these during the last year would have been £2018 per month for utilities and £1938 for cleaning. Hence, ignoring these recharges, the actual'rent" charged last year was Less than £800 per month which we are perfectLy happywith as we feeLthat the SociaL Club provide an invaluable service forthe communitywhich we are more than happyto support. BROWNES HALL ACCOUNTS FOR 31 MARCH 2025 Tl ITED Accountants Ground Floor 2 Compton Way Witney Oxfordshire OX28 3AB BROWNES HALL ACCOUNTS YEAR ENDED 31 MARCH 2025 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 the accounts Page 1 BROWNES HALL ACCOUNTANTS. REPORT TO THE TRUSTEES YEAR ENDED 31 MARCH 2025 We report on the accounts of the Trust for the year ended 31 March 2025, which ar¢ set out on pages 2to5. 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 A¢t' to follow the procedures laid down in the general Directions given by the Charity Commission (under section 145(5)(b) of the Chariti¢s Act. and to state whether particular matters have come to my attention. Basis of illdependent examiner's report Our examination was c8tTied 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 't￿e and fair view, and the report is limited to those matters set out in the statement below. Independenl examiner's statement In connection with our examination, no matter has come to our attention., (l) which gives us reasonable cause to believe that in any material respect the requirements: to keep accounting records in accordance with seetion 130 of the Charities Act. and to prepare accounts whtch 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 Accountants 2 Compton Way Witney Oxfordshire OX28 3AB Date.. 8 October 2025 Page 2 BROWNES HALL- GENERAL ACCOUNT PROFIT AND LOSS ACCOUNT STATEMENT OF FINANCIAL ACTIVITIES YEAR ENDED 31 MARCH 2025 2025 2024 TURNOVER INCOME Hirings Social Centre 18,457 56,631 75,088 16.049 37,774 EXPENSES Wages and employers national insuran Staff pensions Postage and stationery Hall equipment and supplies Rates Water rates Electricity Gas Insurance Repairs and Maintenance Window ¢leaning Waste collection Telephone Sundry expenses Perfoming rights Legal and pmfe55i0nal fees Independant examAnation Bank charges Bank interest 25,502 51 10 3A16 399 3,469 20,093 6,713 2,682 3,183 550 25,136 115 30 3,336 390 3,138 34,884 2,892 4,544 1,839 300 832 384 136 678 600 930 28 376 (4486) 711 300 16 65,969 9,119 80,199 NET PROFITIILOSS) FOR THE YEAR (26.376) Page 3 BROWNES HALL- PROPERTY ACCOUNT PROFIT AND LOSS ACCOUNT STATEMENT OF FINANCIAL ACTIVITIES YEAR ENDED 31 MARCH 2025 2025 2024 EXPENSES Repairs and maintsnance NET LOSS FOR THE YEAR 2,257 (2257) 3,690 (3.690) Page 4 BROWNES HALL BALANCE SHEET 31 MARCH 2025 2025 2024 Note CURRENT ASSETS Other debtors Prepayments Cash at bank 639 1,769 37,011 39,419 29,661 29,661 CURRENT LIABILITIES PAYE and social security VAT Accrued expenses 480 331 680 1,529 2,858 4,387 1,491 NET CURRENT ASSETS 35.032 35,032 28,170 28,170 NET ASSETS FDIANCED BY: Reserves 35,032 28,170 TRUSTEE TRUSTEES, APPROVAL OF ACCOUNTS We approve these accounts for the Ye￿ ended 31 March 2025 set out on pages 2 to S and confiTm that we have made available all relevant records and infornjation for their preparation. Signed for and on behalf of Brownes Hall 8 Oetober 2025 Page 5 BROWNES HALL NOTES TO THE ACCOUNTS YEAR ENDED 31 MARCH 2025 SUMMARY OF PROFITS 2025 2024 Net Profitl(Loss) - General Account Nel Los5 - Propei'ty Account 9,119 (2257) 6,862 (26,376) (3.690) (30,066) RESERVES Brought Carried forward forward l Apr 24 Profit share 31 Mar 25 General Account Property Account 13,120 15,050 28,170 9,119 <2,257) 6,862 22,239 12,793 35,032 Reserves are starting to recover, after a few years of losses, as a result of actions taken by the Trustees. The intention is to build up the General Reserve to a level where it is sufficient to meet the ongoing rnnning costs of the Hall for at least three months in the event of it being non- operational. The Property Reserve is in place for large capital projects that may be needed in futUTe such as a new floor or roof or other substantial building or renovation works. BROWNES HALL TREASURERS REPORT TO THE MARCH 2025 FINANCIAL STATEMENTS Lastyearwas my firstTreasurers Report and came at the end of a trickyfewyears forthe Charity With some large deficits including £30k for the Year to March 2024. 1 reported then that measures put into place by both the old Treasurer and the Committee were showing signs that we had turned a corner. l am pleased to say that finances are betterthis yearwith a £7k surpLus on activities and Reserves higher at around £35k. Reserves are vital for the Charity as we only spend money on the HaLI and must have resources to be able to meet anyfuture maintenance needs that may arise. The upturn in performance comes mainly on the back of a rise in the rent charged to the Social Club but aLso on the basis of some new long term bookings and a significant amount offree time given by certain members of the committee on cleaning and maintenance. Our thanks goes out to these members. We are 6 months through the nextfinancial year now and the upturn is continuing and we hope to be abLe to post another surplus to March 2026 but are not resting on our laurels as they are always new chaLlenges and cost pressures. I feel that now may aLso be a good time to dispel some myths regarding the'rent" charged to the Social Club and what we do with the money. In terms of what we actually do it is very simple in that we are the custodians of the Hall and are charged with its upkeep- aLI of our spendinggoes on its upkeep and the associated costs. The main misunderstanding seems to concern the level of the rent and what it includes. The amount charged incLudes aLI of the electric, gas and water bills (which are high) and all of the cleaning costs (staff and materiaLs). To put that in perspective. if we assumed that just 80 % of these costs relate to the Social Club then the monthly charge for these during the last year would have been £2018 per month for utilities and £1938 for cleaning. Hence, ignoring these recharges, the actual'rent" charged last year was Less than £800 per month which we are perfectLy happywith as we feeLthat the SociaL Club provide an invaluable service forthe communitywhich we are more than happyto support. BROWNES HALL ACCOUNTS FOR 31 MARCH 2025 Tl ITED Accountants Ground Floor 2 Compton Way Witney Oxfordshire OX28 3AB BROWNES HALL ACCOUNTS YEAR ENDED 31 MARCH 2025 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 the accounts Page 1 BROWNES HALL ACCOUNTANTS. REPORT TO THE TRUSTEES YEAR ENDED 31 MARCH 2025 We report on the accounts of the Trust for the year ended 31 March 2025, which ar¢ set out on pages 2to5. 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 A¢t' to follow the procedures laid down in the general Directions given by the Charity Commission (under section 145(5)(b) of the Chariti¢s Act. and to state whether particular matters have come to my attention. Basis of illdependent examiner's report Our examination was c8tTied 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 't￿e and fair view, and the report is limited to those matters set out in the statement below. Independenl examiner's statement In connection with our examination, no matter has come to our attention., (l) which gives us reasonable cause to believe that in any material respect the requirements: to keep accounting records in accordance with seetion 130 of the Charities Act. and to prepare accounts whtch 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 Accountants 2 Compton Way Witney Oxfordshire OX28 3AB Date.. 8 October 2025 Page 2 BROWNES HALL- GENERAL ACCOUNT PROFIT AND LOSS ACCOUNT STATEMENT OF FINANCIAL ACTIVITIES YEAR ENDED 31 MARCH 2025 2025 2024 TURNOVER INCOME Hirings Social Centre 18,457 56,631 75,088 16.049 37,774 EXPENSES Wages and employers national insuran Staff pensions Postage and stationery Hall equipment and supplies Rates Water rates Electricity Gas Insurance Repairs and Maintenance Window ¢leaning Waste collection Telephone Sundry expenses Perfoming rights Legal and pmfe55i0nal fees Independant examAnation Bank charges Bank interest 25,502 51 10 3A16 399 3,469 20,093 6,713 2,682 3,183 550 25,136 115 30 3,336 390 3,138 34,884 2,892 4,544 1,839 300 832 384 136 678 600 930 28 376 (4486) 711 300 16 65,969 9,119 80,199 NET PROFITIILOSS) FOR THE YEAR (26.376) Page 3 BROWNES HALL- PROPERTY ACCOUNT PROFIT AND LOSS ACCOUNT STATEMENT OF FINANCIAL ACTIVITIES YEAR ENDED 31 MARCH 2025 2025 2024 EXPENSES Repairs and maintsnance NET LOSS FOR THE YEAR 2,257 (2257) 3,690 (3.690) Page 4 BROWNES HALL BALANCE SHEET 31 MARCH 2025 2025 2024 Note CURRENT ASSETS Other debtors Prepayments Cash at bank 639 1,769 37,011 39,419 29,661 29,661 CURRENT LIABILITIES PAYE and social security VAT Accrued expenses 480 331 680 1,529 2,858 4,387 1,491 NET CURRENT ASSETS 35.032 35,032 28,170 28,170 NET ASSETS FDIANCED BY: Reserves 35,032 28,170 TRUSTEE TRUSTEES, APPROVAL OF ACCOUNTS We approve these accounts for the Ye￿ ended 31 March 2025 set out on pages 2 to S and confiTm that we have made available all relevant records and infornjation for their preparation. Signed for and on behalf of Brownes Hall 8 Oetober 2025 Page 5 BROWNES HALL NOTES TO THE ACCOUNTS YEAR ENDED 31 MARCH 2025 SUMMARY OF PROFITS 2025 2024 Net Profitl(Loss) - General Account Nel Los5 - Propei'ty Account 9,119 (2257) 6,862 (26,376) (3.690) (30,066) RESERVES Brought Carried forward forward l Apr 24 Profit share 31 Mar 25 General Account Property Account 13,120 15,050 28,170 9,119 <2,257) 6,862 22,239 12,793 35,032 Reserves are starting to recover, after a few years of losses, as a result of actions taken by the Trustees. The intention is to build up the General Reserve to a level where it is sufficient to meet the ongoing rnnning costs of the Hall for at least three months in the event of it being non- operational. The Property Reserve is in place for large capital projects that may be needed in futUTe such as a new floor or roof or other substantial building or renovation works.