2024-06-30-accounts - Benhall And Sternfield Ex-Servicemen And Village Club

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BENHALL & STERNFIELD EX SERVICEMENS CLUB

COMMITTEE AND TRUSTEES ANNUAL GENERAL MEETING MINUTES

DATE: 18[th ] October 2024

PRESENT: Hilary Graham, Chris Bayfield, Mark & Helga Stebbings, Lynne & Mark Taylor, Tim Blowers, Lucy Moran, Mark Halligan, Roger Thorne, John Walker, Julie & Andy Parmentier, Richard & Jayne Evans, Rachel Wilkins, Geoff Brown, Phil Lynch

APOLOGIES: Simon Wilks & Carl Wilkins

MEETING STARTED: 7.40pm

Chair commenced the meeting, held in the Members Lounge and was offered apologies from the missing committee members.

Chirs Bayfield, (Current Chair), summarised the last 12 months since the last AGM meeting in November 2023 as being a ‘good year for the club’. Many improvements and changes had been made to the decoration and operation of the club and it is now 12 months since the arrival of Carl & Rachel Wilkins as stewards. There is still planned works to complete and the need to resolve the heating project. The club will continue to apply for grants and funding to aid future projects via SW

TREASURERS REPORT:

Lynn Taylor present copies of financial reports and accounts to the meeting attendees covering the last 12 months and suggested the club currently has a NETT movement amount of £6792 for the year with maintenance and repairs amounting to approx. £12,000 over the last 12 months.

ELECTION OF OFFICERS:

At this point of the meeting the current Chair (CB) advised that we would then move to the Election of the officers and duly asked the meeting attendees/committee members if they are willing to continue to stand for a further 12 months.

GB raised the question on the statement of the ‘Constitution’ and number of committee members as being inaccurate and suggested a rewording of the statement to suit the assembly of the committee – Duly noted & Agreed by all

CB asked the question if any other person present wished to take on the Chair roll, no takers so the Chair remains in place for a further year. The remaining officer positions were agreed as the following:

Chair: Chris Bayfield

Vice Chairs: Simon Wilks & Geoff Brown

Secretary(s): Helga & Mark Stebbings

Treasurer: Lynn Taylor

Trustees: Mark Taylor, Hilary Graham, Tim Blowers & Rachel Wilkins

Committee Members: Lucy Moran, John Walker, Roger Thorne, Andy Parmentier, Carl Wilkins, Phil Lynch

All other attending meeting attendees were asked if they wished to take the opportunity to join the committee, no further parties came forward.

GB raised the question of the club ‘License Holder’ and indicated that he was the only known holder of the position. A discussion took place to determine that the proposal of Carl Wilkins/Rachel Wilkins and Lucy Moran would consider to apply to undertake the position and take the necessary training offer by the appropriate authorities.

HG at this point wanted it noted on record of a vote of thanks must go to Carl & Rachel Wilkins for there work within the club over the last year – All agreed.

MT – The question of any rule changes was made and indicated that if there were any to amend, they need to be done now.

Nothing obvious came forward but a review and digitalise of the current club Constitution should occur – GB to seek out the copy he holds.

The AGM Meeting was then concluded but adjourned for a drinks break at 20:00hrs to which after, the committee meeting would then continue.

BENHALL & STERNFIELD EX SERVICEMENS CLUB

COMMITTEE AND TRUSTEES MEETING MINUTES

DATE: 18[th] October 2024

PRESENT: Hilary Graham, Chris Bayfield, Mark & Helga Stebbings, Lynne & Mark Taylor, Andy Parmentier, Lucy Moran, Mark Halligan, Roger Thorne, John Walker, Tim Blowers, Rachel Wilkins

APOLOGIES:

Simon Wilks Carl Wilkins

MEETING STARTED: 20:10hrs

Chair commenced the meeting and was offered apologies from the missing committee members and moved onto ‘Matters Arising’ from the last meeting of 16[th] September 2024

MATTERS ARISING:

CB – Indicates that Club building works continues, CW has begun works to construct the ‘steps’ for the stage door and complete the ‘skirting’ repair and decoration.

CW to be approached again on the signing off of works completed internally.

CB/LT –Check meter readings after period of time to compare to previous readings for billing purposes, nothing obvious has shown so far

CB – From correspondence received at the July meeting, no further news or information has been received from the Pre-School on the install of an access ramp

CB/MS – HS Policy & Risk assessments completed, copies of which to be placed in lobby notice board with other H&S documents

CB – Asks on position of the shower taps in the Pavilion after the recent failure/leak. RW replies to suggest that a temporary repair was made but requires a plumber to resolve the issue in full – CW to be spoken to then arrange

CB – Tiles for the Pavilion roof requiring replacement due to breakage, works still outstanding.

CB – Asks on any update or approach to discuss ‘History Group’ relocation of storage, at this time, a discussion with the group and HG suggests to advise the group that the club does not have the suited or expected space required

All – Discussion of general storage restrictions of the club. CW to be approached on the project of replacing the wooden sheds with the proposed containers

CB – Newsletter proposal to share costs with the Parish Council discussed – MS advised that the proposals we discussed and agreed in principle by the PC but to be

then ratified at the next PC meeting in November although there is amove towards the next issues of the newsletter to include the club activities

HEALTH & SAFETY / CLUB POLICIES:

MS – No noted policy issues but its noted the Fire extinguishers are due to test & inspection during November along with electrical appliance testing to which CW would carry out and document.

ACCOUNTS:

LT – Overview of accounts, a NETT decrease of £5,363.79 was noted but a maintenance cost of £4,200 has affected this.

Accounts standing as of 18[th] October 2024:

Current account balance £ 2,231.09 Deposit account balance £ 26,222.66 Cash £ 1,461.38 Total £ 29,915.13

AP asks if these figures are ‘true’ and do not include any ‘funding’ receipts – MT reply was given to confirm that the club has a working capital of approx. £27,000

LT advises that access issue to the club safe has meant some ‘cash’ being unaccounted for in the monthly figures, Works to repair and replace the safe are ongoing.

LT also indicates that after being asked the question of NYE takings for 2023, this was given a £2306.

STEWARDS REPORT:

RW – The club is looking to begin and offer a limited food service at weekends but for this to occur, consistent staff cover for the bar is required. A discussion held suggests the current staff be spoken to then confirm availability and cover for this to happen or advertise on social media for positions as & if required

RW - Monthly events planned to fix days so all parties are aware from January, Bingo on last Saturday each month – always looking for further options and ideas.

RW - CW Proposal to hold Darts tournaments in November and December within the premises which would offer the club a good revenue stream. CW asks for a £200 donation towards prize monies, in return the club receives a good set of takings over the bar – All agreed

RW – Christmas opening and operating hours to be drawn up and confirmed. RW – Organising of a Childrens Christmas Party for 22[nd] December proposed – All agreed – Future fund raising to assist to cover costs with donations requested

RW/CW – Pergola plastic roofing to be replaced by Winter 2024 – Works ongoing

RW – Advises the committee that the delay in organising the installation of the proposed heaters means that one of the labour choices, Dan Easton, may not be able to install. CB advises that heaters are due for delivery to club on Monday 21[st] October but confirmation as to who will install them needs to be decided – Three quotes received to date as distributed. The committee debated at length as to the reasoning this decision was protracted with a consideration that of the quotations received to date, Dan’s is by far the preferred option but due to the nature of the time taken of the decision to proceed, means he may not be available. MS requested that with RW/CW, to contact and see if Dan is still interested & review his quotation providing that he can offer to install to a planned works method along with then signing off the works to a BS7671Part P standard for club insurance purposes.

AP then raised the point of having a ‘Procurement & Purchase’ Policy to help determine thresholds and responsibilities for future such items/services & projects – AP to draw up a draught proposal for the next meeting.

‘ROUND ROBIN’ / AOB:

RT – Advises that following contact with a family member who works as HR @ Sizewell, details of a contact to approach for potential funding will be supplied to the Committee and SW

GB – Reminds of review/retrieval of the Constitution/Deeds of Trust & QE Trust details to be sought after for review

MT – Music Quiz scheduled for 9[th] November

RW – Handle with Care music 2[nd] November

MS – Advises the recent club report was submitted to the Parish Council (PC) and circulated accordingly to the committee

LT – Electrical supply contract is due for renewal and several proposals investigated with British Gas & EDF being the favoured options. After a discussion, LT to investigate further options including Octopus but then decide and proceed with committees’ agreement.

RW – to take mobile numbers of committee to create a ‘Whats App’ group for distribution of club news and messages relating to its function & operation – All agreed

CB – concludes the meeting with a further thanks to RW & CW as stewards over the past year.

MEETING ENDED: 21:10hrs

Next meeting: The ‘Club’ committee meeting - Scheduled for Friday 1[st] November 2024 (unless moved to a later date by the Chair)– 1[st] Draft Agenda follows

BENHALL & STERNFIELD EX SERVICEMENS CLUB

COMMITTEE AND TRUSTEES MEETING.

DRAFT AGENDA (content to be finalised prior to meeting date)

DATE: 1[st] November 2024 (To be confirmed)

REQUESTED TO BE PRESENT:

Hilary Graham, Chris Bayfield, Mark & Helga Stebbings, Lynne & Mark Taylor, Simon Wilks, John Walker, Carl Wilkins, Andy Parmentier, Lucy Moran, Mark Halligan, Geoff Brown, Tim Blowers, Roger Thorne

‘Proposed’ AGENDA:

1 – WELCOME & APOLOGIES FOR ABSENCE

2 – MATTERS ARISING (from Previous meeting minutes)
3 – HEALTH & SAFETY / CLUB POLICY

4 – TREASURER’S REPORT

5 – STEWARDS REPORT

6 – COMMITTEE MEMBERS / TRUSTEES ‘ROUND ROBIN’

7 – AOB

8 – MEETING CLOSE

Benhall & Sternfield Ex Servicemens and Village Club CHARif< NUMBER 304708 STATEMENT OF ACCOUNTS For the year ended 30 June 2024

Benhall & Sternfield Ex Servicemens and Villa e Club ESTABLISHED BY DEED CHARITY NUMBER 304708 Registered Address: School Lane Benhall Saxmundham IP17 IHE Trustees.. Christopher Bayfield {Chairman) Rachel Wilkins (Steward) Mark Taylor Tim Blowers Dr Hilary Graham Treasurer: Lynne Taylor Independent Examiner CRASL Cartlon Park House Carlton Park Industrial Estate Saxmundham Suffolk IP17 2NL Bankers Barclays Bank plc Main Street Leiston

Benhall & Sternfield Ex Servicemens and Villa e Club CHARITY NUMBER 304708 STATEMENT OF ACCOUNTS INDEX Page TRUSTEES, REPORT INDEPENDENT EXAMINER'S REPORT STATEMENT OF FINANCIAL AcfiviTIES BALANCE SHEET NOTES TO THE ACCOUNTS

Benhall & Sternfield Ex Servicemens and Villa e Club CHARITY NUMBER 304708 ESTABLISHED BY DEED TRUSTEES, REPORT FOR THE YEAR ENDED 30JUNE 2024 Organlsatlonal Strurture The charity trustees are responsible for the overall mana8ement of the charity. The tr4Stees give their time freelv and receive no remuneration or other financial benefits. The Trustees together with the members committee meet monthly to ensure the smooth running and financial well being of the charity. Recrultment and Appolntment of Trustees The existing trustees are responsible for the recruitment of new trustees from the local community. Indurtlon and Tralnlng Following appointment, new trustees are given copies of the trust deed and relevant publlcations from the charity commission. Rlsk Managernent The trustees assess the risks the charity faces and identifies the major rlsk area of artlvity. These are reviewed regularly. The insurance cover is in place and finances are kept under review. Objectlves and Artlvltles The charity's objertives are to promote social interest amongst the villages and to create a social centre for the publlc benefit. Our club is an accessible and welcomin8 venue which provides facilities for local groups i.e. church funrtions, primary school and playgroup, elders club, women's fellowship. chess club. parish council meetings and private weddings etc. The club has two established adult football team5 and four junior football teams. It also hosts the annual village flower show and sports. M Taylor Trustee T Blowers Trustee

Benhall & Sternfield Ex Servicemens and Villa e Club CHARITY NUMBER 304708 INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES OF Youn Peo le Takin Action I report on the accounts of the charity for the year ended 30 June 2024, which are set out on pages 4 to9. RESPECTIVE RESPONSIBILITIES OF TRUSTEES AND EXAMINER A5 the charity's trustees you are responsible for the preparation of the accounts; you consider that the audit requirement of section 144(2) of the Charities Act 2011 {The Act) does not apply. It is my responsibility to state, on the basis of procedures specified in the General Direction5 given by the Charity Commissioners under section 14515)(b) of the Act, whether particular matters have come to my attention. Your attention 15 drawn to the fact that the charity has prepared accounts in accordance with published on 16 July 2014, the Financial Reporting Standard for Smaller Entities IFRSSEI is in preference to the Accounting and Reporting by Charities.. Statement of Recommended Practice issued on l April 2005 which is referred to in the extant regulations but has since been withdrawn. l understand that this has been done in order for the accounts to provide a true and fair view in accordance with the Generally Accepted Accounting Practice effective for reporting periods beginnin8 on or after l January 2015. BASIS OF INDEPENDENT EXAMINER'S REPORT My examination was carried out in accordance with the General Directions given by the Charity Commissioners. 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 I do not express an audit opinion on the view given by the accounts.

Benhall & Sternfield Ex Servicemens and Villa e Club CHARITY NUMBER 304708 INDEPENDENT EXAMINER'S STATEMENT In connection with my examination, no matter has come to my attention: which gives me reasonable cause to believe that in any material respect the requirements to keep accounting records in accordance with section 130 of the Act; and to prepare accounts which accord with the accounting records and to comply with the accounting requirements of the Act. have not been met; or to which, in my opinion, attention should be drawn in order to enable a proper understanding of the account5 to be reached. CRASL Saxmundham

Benhall & Sternfield Ex Servicemens and Villa e Club CHARITY NUMBER 304708 STATEMENT OF FINANCIAL ACTIVITIES For the year end 30 June 2024 ' 2024 Total 2023 Total Unrestricted Note Income and endowments from Voluntary Income.. Donations and legacies Activities for generutingfunds.. Charitable activities Investments Total income and endowments 9,056 9,056 23,909 108,713 108,713 108,844 117,768 117,768 132,753 Expendlture Cost of generating voluntary income Charitable activities 124,560 124,560 116,361 Total expendlture 124.560 124.560 116,361 Net movement In funds -6,792 -6,792 16,392 Balances brought forward 170,045 163,253 170,045 163,253 153,653 170,045 All of the Charity'5 activities are classed as continuing. The Charity has no recognised gains or losses other than those shown above. The notes on pages 6 to 9 form part of these accounts.

Benhall & Sternfield Ex Seniicemens and Villa e Club CHARITY NUMBER 304708 BALANCE SHEET AS AT 30 JUNE 2024 2024 2023 Flxed Assets Property Improvements Furniture, Fixtures & Fittings 119,423 16,759 119,423 19,338 136,182 138,761 Current Assets Stock Debtors and prepayments Current Account Savings Account Cash in hand 3,449 250 5,130 21,138 1,406 31,373 3,817 308 10,630 22,780 3,295 40,830 Llabllltles Amounts fallin8 due in one year 4,302 9,546 Net current assets 27,071 31,284 Net assets 163,253 170,045 Funds General 163,253 170,045 163,253 170,045 Approved by the Board of Trustees on 30th August 2024 and signed on its behalf by: tS(L)u6lL T Blowers Trustee M Taylor Trustess

Benhall & Sternfield Ex Servicernen5 and Villa e Club CHARITY NUMBER 304708 NOTES TO THE ACCOUNT I ACCOUNTING POLICIES Basis of preparatlon The financial statements have been prepared in accordance with Accounting and Reporting by Chartie5'. Statement of Recommended Practice and in accordance with the Financial Reporting Standards for Smaller Entities (effective January 2015) and the Charities Act 2011. Assets and liabilities are initially recognised at historical cost or transaction value unless other¥vise stated in the relevant accounting accounting policy note. The financial statements have been prepared to give and 'true and fair, view and have departed from the Charities (Accounts and Reports) Regulations 2008 only to the extent required to provide a 'true and fair, view. This departure has involved following Accounting and Reporting by the Charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland IFRSSE) issued on 16 July 2014 rather than the Accounting and Reporting by Charities: Statement of Recommended Practice effective from I April 2005 which has since been withdrawn. Preparatlon of accounts on a going concern ba515 The assessment of the trustees is that the charity is a going concern. Income All incoming resources are included on the Statement of Financial Activities when the charity has sufficient certainty that receipt of the income is probable and the amount can be measured reliably. Expendlture Expenditure is recognised once there is a legal or construrtive obligation to make a payment to a third party. It has been classified under headings that aggregate all costs related to the at category. Where costs cannot be directly attributed to particular headings they have been allocated on a basis consistent with the use of resources. The charity is not registered for VAT and accordingly expenditure is shown gross of irrecoverable VAT. Grants offered subject to conditions which have not been met at the year end date are notes a5 commitment but not accrued as expenditure. Voluntary Income All donated income is included in income on receipt where the donor requires that the sum is to be treated as income in future accounting periods. Investment Income Interest received is included when receivable.

Benhall & Sternfield Ex Servicemens and Villa e Club CHARITY NUMBER 304708 NOTES TO THE ACCOUNT Flxed Assets Depreciation is provided on fixed assets at rates calculated to write off the costs, less estimated residual value, or each asset over its expected useful life as follows:_ Furniture, Fixtures and Fittings- 15% on reducing balance Stock Stock is valued at a lower of cost and net realisable value

Benhall & Sternfield Ex Servicemens and Villa e Club CHARITY NUMBER 304708 NOTES TO THE ACCOUNTS STATEMENT OF FINANCIAL ACTIVITIES 2024 Totsl 2023 Total Note Unrestricted 2 Donatlons and legacles Membership Subscriptions Hire of Hall Donations Grants 5458 1,186 2,412 5458 1,186 2,412 1933 792 6184 15000 23,909 9.056 9,056 3 Charltable actlvltles Bar takings Snooker & Pool takings Miscellaneous Interest Receivable 105,148 105,148 105,682 50 3,019 93 108,844 3,212 352 108,713 3,212 352 108,713 4 Charltable artlvltles Bar purchases Wages & employee costs Recruitment Costs Insurance Rates & Water Heat & Light Entertainment Licences & Subscriptions Repairs & Renewals Premises Expenses Cleaning Depreciation Lottery Legal & Professional Telephone Postage & Stationary Sundry Bank Charges Donations S3,203 30,465 311 1,376 1,886 4,197 9,567 1,598 12,758 1,205 53,203 30,465 311 1,376 1,886 4,197 9,567 1,598 12,758 1,205 53,588 36,381 176 2,120 4,759 8,368 650 1,059 744 2,958 1.902 863 559 2,958 1,902 863 559 3,413 1,223 660 1,329 32 170 1,321 368 116,361 447 1,260 447 1.260 124,560 124,560

Benhall & Sternfield Ex Senlicemens and Villa e Club CHARITY NUMBER 304708 NOTES TO THE ACCOUNTS STATEMENT OF FINANCIAL AcfiviTIES Property Improvements Furniture, Flxtures & Flttln8S 5 Flxed Assets Total Cost At l July 2023 Additions Less: Grants 119,423 41,054 160,477 379 379 At 30 June 2024 119,423 41,433 160,856 Depreclatlon At l July 2023 Charge for the year 21,716 2,958 21,716 2,958 At 30 June 2024 24,674 24,674 Net book Value At 30June 2024 119,423 16,759 136,182 At l July 2023 119,423 19,338 138,761 6 Debtors and prepayments Debtors 2024 2023 308 308 250 250 7 Liabilities.. Amounts falling due wlthln one year Accruals PAYE /NIC VAT Pension Wages Control 2024 2023 385 466 651 169 2,631 4,302 7,029 2,209 308 9,546

Benhall & Sternfield Ex Servicemens and Village Club CHARif< NUMBER 304708 STATEMENT OF ACCOUNTS For the year ended 30 June 2024