Barton Village Hall Management Committee Minutes of Annual General Meeting 8[th] June 2023
Present
Tom Chinnery - Chairman Keith Whitwell - Treasurer Rita Winters – Hon. Secretary Jenny Archer - Elected John Roberts - Elected Gill George – Barton Players Keith Badham - Upstage Julia Leafe - WI Carol Still – Carpet Bowls Steve Laycock – Barton Parish Council Keith Bowie - Caretaker Rachael Bowie – Booking Officer Brian Stoten - Elected
This was the AGM for 2023 and was a public meeting. It was attended by most members of the current committee and several members of the public.
Minutes
The Minutes of the previous AGM had been circulated to the current committee and were taken as read. Copies were also handed out to members of the public.
Matters Arising
Keith Badham felt that the Minutes of the AGM should list all members of the existing committee who were in attendance. The secretary agreed to do this for future AGM meetings. It was noted that the AGM was also open to the public.
Correspondence
None.
Finance Report
Keith Whitwell circulated copies of the annual accounts for 2022 which had been audited by Helen Rose and confirmed as correct. Keith Badham queried whether the accounts had actually been audited or merely verified. The treasurer confirmed that the accounts had been checked in accordance with all legal requirements.
Before proceeding to look at the accounts in detail Keith Badham advised that he was concerned the hirings figure for 2022 was incorrect as Upstage had not received a correct invoice for their use of the hall at the end of the year. He had queried the invoice sent to Upstage with the previous booking officer but had not received a revised invoice. He felt the annual accounts should therefore not be approved. His comments were noted.
The treasurer then proceeded with his report in relation to the annual figures. He advised that since the January meeting he had now received an updated analysis from Maureen regarding the annual hall hire figure. This was now shown as £22,811. For comparison the annual figure for 2019 which was pre-Covid was £32,167.
The income figure for 2023 had also been assisted by a grant of £6,065 from Central Beds Council in relation to Covid and a small grant from the parish council of £250 to replace the lighting in the foyer with LEDs.
With regard to expenditure, the treasurer advised that the major expenses under maintenance and repairs were £2,379 for a new gas boiler serving the small meeting rooms and £588 for remedial electrical work as a result of the five yearly inspection. There had also been a large sum of £3,900 which had been paid to the architects for producing a feasibility study in relation to the application for Section 106 monies.
Keith Badham queried the large amount paid to SWA Architects and requested clarification on when this expenditure was agreed. He also suggested that there should perhaps be a budget set for cleaning materials. This would be considered at future meetings.
It was disappointing to note that the annual accounts showed an operating loss of £4,855 even with the aforementioned grants.
After some discussion it was agreed that Keith Whitwell would look again at the hirings figure for 2022. The annual accounts were therefore not approved but would be reconsidered at the next committee meeting.
Booking Officer’s Report
As the Booking Officer for 2022 (Maureen Turner) had now resigned for personal reasons no report could be given for the previous year. However the new Booking Officer (Rachael Bowie) who had taken over with effect from 1[st] April was able to give a brief review of the current situation.
She was pleased to advise that the new on-line booking system was now in operation and appeared to be working well. All regular hirers had been advised of the new system and how the booking and invoicing would be handled in future. The website had been updated and outside hirers could now book on-line. Most weekends were now fully booked and a regular Sunday morning hiring by a Church group had been obtained.
The committee thanked Rachael for all her hard work in setting up the new system.
Chairman’s Report
Tom Chinnery then proceeded to give his report.
He started by reporting that it had been an interesting year. The new booking system had been introduced on 1[st] April 2023 and appeared to be attracting more interest and new bookings for the village hall. He again thanked Rachael for all her work on the new bookings procedure.
Tom also advised on the complete recent refurbishment of the foyer with many people giving up their time to redecorate. He expressed a big “thank you” to everyone who had been involved.
There had also been a recent village wide survey regarding the village hall with a very healthy response. The results were now being analysed in detail. One comment that had been mentioned by many participants was a requirement for an on-line booking system. This had now been introduced.
The last year had produced some tragedy with the loss of Fred Turner and Alan Auston and both were greatly missed. A memorial plaque had been obtained for Alan and his family would be asked if they wished to attend an “unveiling”. Following Fred’s death Maureen Turner had decided to leave the committee and retired as booking officer. Tom expressed the thanks of all the committee for Maureen’s hard work on behalf of the village hall for many decades.
Enquiries had been made with regard to the possibility of revarnishing the main hall floor. However this had proved to be prohibitively expensive with a quote in the region of £6,000. There was also a need for new chairs and tables and quotes were being obtained. It was hoped that part of the cost for this would be covered by grants. It was felt that new chairs in particular might assist with bookings for weddings etc.
There had been no further progress regarding Section 106 monies and there was now a new Central Beds Council following the recent local elections. It was hoped that progress could be made regarding this during the next year.
The village hall had been used for hosting events by the parish council and village groups during the past year at no cost to the hall committee. In particular there had been a Coronation event showcasing volunteering in the community.
Tom finished his report by advising that he thought the hall had a great future thanks to the wide support it receives. He felt unable to list all the volunteers who had worked tirelessly for the success of the hall but he thanked everyone for all their efforts.
Future Plans
There was nothing further to add. Tom had covered most matters in his report.
Any Other Business
Rachael raised a question regarding use of the car park. It was clarified that the main car park was owned by the village hall and was also used by visitors to the surgery. There was a large notice at the entrance confirming that it was a private car park for use by the village hall and surgery only. It had been reported that the car park was being used more and more by members of the public and there was some discussion on how to prevent this. Rachael also reported that there had been occasions when members of the public had entered the hall premises to use the toilets. This was obviously not permitted and anyone seen doing this should be spoken to.
Election of new committee
Tom Chinnery confirmed that he would be resigning from the Committee and a new Chairman would need to be appointed. Many existing members of the committee agreed to continue for another year. The secretary advised there were two new members, i.e. Steve Laycock for the parish council and Ron Kennedy for Dixieland.
The new committee was as follows:
Keith Whitwell - Elected Rita Winters - Elected John Roberts - Elected Carol Still – Carpet Bowls Julia Leafe - W.I. Gill George – Barton Players Steven Laycock - Barton Parish Council Ron Kennedy - Dixieland Keith Badham – Upstage Group Christian Taylor – Shillington & District Camera Club Jenny Archer - Elected Brian Stoten – Elected Keith Bowie – Elected Rachael Bowie – Elected
Election of Officers
The AGM would be followed by the first normal monthly committee meeting and it was agreed that a new Chairman should be elected by the new committee.
Two candidates were nominated – John Roberts (proposed by Rita Winters and seconded by Jenny Archer) and Keith Badham (proposed by Rachael Bowie and seconded by Gill George). Both candidates were asked to give a brief presentation on why they should be elected as chairman. They were then asked to leave the room whilst a secret ballot was taken. Both candidates received a vote of five and the chairman was asked to cast his vote and make the final decision. John Roberts was duly elected and it was agreed that Keith Badham should take the post of vice-chairman.
The current Treasurer and Hon. Secretary were asked to continue in office and this was agreed by the members present.
Date of first meeting
The AGM closed at 8.30 pm and was followed by the normal monthly committee meeting.
Barton Village Hall registered charity no:308187 Income and expenditure account for the year ending 31st December 2022 Note 2022 2021 Income Hals Hire Car Park Rental Income Fund Raising Grants Interest Donations Transfer from reserves 22.638 4.034 13.767 3.971 6.315 25.357 301 14 Totsl Income 33 Expenses Staff salaries Maintenace Repairs Insuran Water Gas Electricity Refuse Collection 8roadband Committee Expenses stsff Telephone Postage Electrical, Gas & Fire Testing PRS Licences Miscellaneous Auditors fees Depreciation 18,942 4,398 1,808 416 2,774 1.998 1.247 320 16,350 2,749 1.683 192 1,659 1,007 1,003 735 330 180 4.904 100 250 424 180 2.028 250 Total Expenses Surplus/Deficit for year -5.028 15.587
Barton Village Hall registered charity no:308187 Staement of Assets and Liabilities as at 31st December 2022 Note 2022 2021 Fixed Assets Land and Buildings Equipment 136385 136.385 13,121 149 506 12871 149256 Current Assets Debtors Treasurers Bank Account Fund Raising Bank Account I Fund Raising Bank Account 2 Special Projects Atcount Cash in Hand 4770 6858 17814 3,877 28.726 3,807 2,922 165 165 Bowls Club Loan 679 30285 39,497 Liabilities Deposits received in advan Creditors 514 514 C(pop Reserve I Ctrop Reserve 2 IBowls aubl 821 4,125 Net assets 179028 184,057 Reprwnted by: Revaluation reserve Accumulated fund 120C#) 12,000 167028 184 056 Approval of accounts We approve the above financial statements and confirm that we have made available all relevant records and information for their preparation. Mr.K Mrs. R Winters Mr. Jo Roberts TreasuTer Secretary Chairman
Barton Village Hall registered charity no:308187 Notes to the accounts for Year ending 31st December 2022 2022 2021 l Hall hire Monies received in the year Outstanding fees blf Outstanding fees clf Deposits received in advance b/f Deposits received in advance c/f Refvnds in the year 22,013 -3,877 4.502 11,709 -1.819 3,877 2 Equipment Cost Brought forward Additions Disposals Carried forward 35.546 35.546 35,546 35,546 Depreciation Brought forward Charge for year On Disposals Carried forward 22,425 250 22.175 250 Net book value Carried forward Brought forward 12,871 13,121 13,121 13,371 3 Accumulated fund Brought forward Surplusldeficitl for the year Carried forward 172,056 -S,028 167.028 156.469 15.587 172.056
cHARy COMWSSH)N Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trusteesl members of Barton Village Hall On accounts for the year ended 31.12.22 Charity no (rf any) 308187 Set out on pages attached I report to the trustees on my examinalion of the accounts ofthe above charity (°the Trusy,) for the year ended Responsibilties and basis of report A8 the charty's trustees, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 Iyhe Act'l. l pOrt in SpeCt of my exarnination of the TTusfs accounts carried out under section 145 of the 2011 Act and in carying out my examinalion, I have followed all the applicable Direclions given by the Charity Commission under section 14515llb) of Ihe Acl. Independent tThe chartty's gross income exceeded £250.000 and l am qualifd to examineV$ ststement undertake the examination by being a qualifd member of [insert name of applicable listed bodyll. Delete I l rfnot applicable. I have completed my examination. I confim that no mateTial matters have come to my attention in connection with the examination {other than that disclosed below '} whh gives me cause to believe that in, any material respect." the a¢¢ounting records were not kept in accordance with sectÉon 130 of the Chartties Act," or the accounts did not accord with the accounting records: or the accounts did not comply wrth the applicable requirements conceming the fom and content of accounts set out in the Chari(ies (Accounts and Reports) Regulations 2008 other than any requirement thal the accounts give a Irue and fairf 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 lo which attention should be drawn in this report in order to enable a Proper understanding of the acwunts to be re&hed. Pl@as8 d&lete th8 onys in the brackets if tt7ey do not 8ppIy. Signed: 31.5.23 Name: Helen Rose Relevant professional qualification(8) or body IER Oct 2018