Barton Village Hall Management Committee Minutes of Annual General Meeting oh May 2024
Present
John Roberts - Chairman Keith Whitwell - Treasurer Rita Winters - Hon. Secretary Jenny Archer - Elected Gill George - Barton Players Julia Leafe - WI Carol Still - Carpet Bowls Ron Kennedy - Dixieland CMC Keith Knight - Shillington & District Camera Club Jenny Archer - Elected Brian Stoten - Elected
This was the AGM for 2024 and was a public meeting. There was only one member of the public present - Carolyn Cullen.
Minutes
The Minutes of the previous AGM were circulated and accepted as correct.
Matters Arising
The annual accounts had been amended following the AGM as agreed.
It was noted that the on-line booking system was now well established and seemed to be working well.
A questionnaire had been circulated throughout the village as mentioned at the previous AGM and the chairman would be commenting on this later in the meeting.
The problem of use of the car park by the general public was still ongoing.
Correspondence
The secretary had received no correspondence relating to the AGM. However it was noted that there had been complaints by telephone and verbally regarding anti-social behaviour in the car park. This was an on-going problem and was the subject of discussions with the parish council and doctors surgery.
Finance Report
Keith Whitwell circulated copies of the annual accounts for 2023 which had been audited by Helen Rose and confirmed as correct.
He also gave his report on the figures (attached). It was noted that there had beena loss for the year but this was due to the large expenditure that had been required for the new boiler plus redecoration, new chairs and tables and other improvements to the village hall during the past year.
The annual accounts were accepted unanimously (proposed by Ron Kennedy seconded Jenny Archer).
Booking Officer's Report
In the absence of the Booking Officer no formal report was available. It was again confirmed that the new on-line booking system was working well and bookings were continuing at a good level. It was noted that recent redecoration and improvements to the hall had been well received by hirers. It was also confirmed that our hiring charges were at a competitive level to other local venues.
Chairman’s Report
John Roberts started his report by thanking everyone for attending. He was pleased to welcome some new members to the committee and Carolyn Callen from the parish council.
John felt privileged to act as Chairman of the Village Hall Committee for the past year. His predecessor Tom Chinnery had reported at last year’s AGM that 2022/2023 had been an interesting year. John felt that 2023/2024 had been even more interesting.
The year had started well. The new on-line booking system had been well received and several matters identified in the village hall questionnaire last year had been attended to. In particular - thanks to a 50% grant from Central Beds Council - we had managed to purchase new chairs and tables to replace the old plastic furniture and had been able to have the main hall floor stripped and repolished to a high standard.
Unfortunately there had also been some major problems during the year which had caused great expense. In particular just before Christmas the main hall gas boiler had broken down and temporary heating arrangements had to be made. Eventually a new boiler was ~ purchased and fitted just in time for Barton Players Christmas production.
There had also been further recent problems following the discovery of an asbestos issue. Initially it was thought that this problem would be very expensive to treat but following a specialist survey it now appeared that the cost of the work would not be as horrendous as initially feared.
Following a recent inspection by the fire services there had also been some large expenditure required to update our fire safety systems and this work was now being attended to.
John was optimistic for the future of the village hall and hopeful that it would attract more bookings for the community. He had noted for example that the village Helping Hands group had set up a community café as a regular monthly meeting. There was also going to be a new Community Garden on the land adjacent to the village hall and this could provide another amenity for hirers of the hall.
John finished by thanking all the regular hirers who continued to use the village hall and the committee members for their support of the village hall. He mentioned in particular Keith Whitwell and Rita Winters the current treasurer and secretary and also the booking office Rachael Bowie and the new maintenance and cleaning team Keith Badham and Keith Bowie.
Any Other Business
As already mentioned there was some concern about anti-social behaviour around the village hall and in particular in the rear of the car park and on land adjacent to the doctors surgery. This was being discussed with the parish council and the local police.
It was confirmed that the new Community Garden adjacent to the village hall had now been completed and would be open to the public for a visit on 19» May from 2.00-4.00pm. Further planting would take place over the next few weeks. The construction had caused some disruption to the use of the car park but it was generally agreed that the new garden was an asset to the village. Everyone hoped it would be a great success.
Election of new committee
Under the terms of the Village Hall Trust Deed all committee members retired at the AGM and the new committee was formed. As there were no new candidates for election to the committee it was agreed by unanimous vote that the present membership would continue for the next year.
Keith Whitwell advised that he would be retiring next February and therefore a new treasurer would be required from that date.
As previously discussed at the last monthly committee meeting, Keith Badham, Keith Bowie and Rachael Bowie could not be listed as trustees of the village hall as they were paid ona regular monthly basis for services provided to the village hall. Discussions were ongoing with the Charity Commission regarding possible amendments to the village hall Trust Deed.
Jenny Archer pointed out that her alcohol licence would expire shortly and therefore another member of the new committee would be required to obtain a licence assoonas~— possible.
The new committee was as follows:
John Roberts - Elected Keith Whitwell - Elected Rita Winters - Elected Jenny Archer - Elected Caro} Still - Carpet Bowls Julia Leafe - W.L Gill George - Barton Players William Rudd - Barton Parish Council Ron Kennedy - Dixieland Keith Knight - Shillington & District Camera Club
The AGM would be followed by the first normal monthly committee meeting at which time the officers of the committee would be formally elected.
Date of first meeting
The AGM closed at 8.20 pm and was followed by the normal monthly committee meeting.
Notes for the AGM 9™ May 2024
Income
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1) Hall hire at £35,671 was £3,681 ahead of 2019, our last year before the Covid interruptions and closures.
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2) A full year’s contribution of £4,351 was received from the surgery for use of the car park.
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3) Grants at £4,351. Though not actually received, | accrued for the subsequent grant of £,3,998 from Central Beds. Council to show both the cost and the income from the purchase of new chairs. The other £200 was received from the parish council to facilitate the purchase of some CCTV equipment.
Expenses
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1) Services at £18999 covered monies paid to Maureen Turner, Keith Bowie, Keith Badham, Rachael Badham and the gardener for caretaking, booking officer and gardening services.
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2) Maintenance and Repairs at £3,922 covered many items. The major ones being decorating materials for the foyer, LED lighting, roof inspection, a replacement window, tree removal vacuum cleaner, a storage shed for the lawn mower and cleaning materials.
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3) Water, Gas, Electricity, refuse collection and broadband costs were all incurred during the course of the year as shown.
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4) Miscellaneous at £20,602 included these major items New tables and chairs £7,997 New boiler £11,260
Hygiene services £554
Contribution to the road maintenance fund £500
General
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1) Having to have a new boiler and the 50% contribution to the tables and chairs contributed to a deficit for the year of £7,948. Without those two items we would have recorded a surplus of £7,948
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2) The accounts have been audited by an independent examiner and her report is here.
Barton Village Hall registered charity no:308187 Income and expenditure account - for the year ending 31st December 2023
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||||||||
|---|---|---|---|---|---|---|
|Note|2023|2022|
|£|£|
|Income|
|Hall|Hire|1|35,671|22,638|
|Car|Park|Rental|Income|4,351|4,034|
|Fund|Raising|0|0|
|Grants|4,199|6,315|
|Interest|211|84|
|Donations|27|301|
|Transfer from|reserves|0|0|
|Total|Income|44,459|33,372|
|Expenses|
|Services|18,999|18,942|
|Maintenace|Repairs|3,922|4,398|
|Insurance|2,014|1,808|
|Water|,|471|416|
|Gas|1,445|2,774|
|Electricity|1,827|1,998|
|Refuse|Collection|1,342|1,247|
|Broadband|316|320|
|Committee|Expenses|0|0|
|Staff Telephone|0|0|
|Postage|0|0|
|Electrical,|Gas|&|Fire Testing|418|735|.|
|PRS|543|330|
|Licences|156|180|
|Miscellaneous|20,602|4,904|
|Auditors|fees|100|100|
|Depreciation|250|250|
|Total|Expenses|52,407|38,401|
|Surplus/Deficit for year|-7,948|-5,028|
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Barton Village Hall registered charity no:308187 Staement of Assets and Liabilities as at 31st December 2023
| as at 31st December 2023 | |||||
|---|---|---|---|---|---|
| Note | 2023 | 2022 | |||
| £ | £ | ||||
| Fixed Assets | |||||
| Landand Buildings | 136385 | 136,385 | |||
| Equipment | 2 | 12621 | 12,871 | ||
| 149006 | 149,256 | ||||
| Current Assets | |||||
| Debtors | 8936 | 4,944 | |||
| Treasurers Bank Account | 6086 | 6,858 | |||
| , | Fund Raising BankAccount 1 | 14025 | 17,814 | ||
| Fund Raising BankAccount2 | 0 | 0 | |||
| Special Projects Account | 0 | 0 | |||
| Cash in Hand | 165 | 165 | |||
| Bowls Club Loan | 29 | 679 | |||
| 29241 | 30,459 | ||||
| Liabilities | |||||
| Deposits received in advance | 1362 | 0 | |||
| Creditors | 5631 | 514 | |||
| 6993 | 514 | ||||
| Net assets | 171253 | 179,201 | |||
| Represented by: | |||||
| Revaluation reserve | 12000 | 12,000 | |||
| Accumulated fund | 3 | 159253 | 167,201 | ||
| 271253 | 179,201 |
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ApprovalWe approve of the accountsabove financial statements and confirm that we have made available-
all relevant records and information for their preparation.
eKPirKeyNY . A ( ~ a J ffJVy, Ae
Mr. K White Mrs. R Winters Mr. John Roberts
Treasurer Secretary Chairman
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ail
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Barton Village Hall registered charity no:308187 Notes to the accounts for Year ending 31st December 2023
| 2023 | 2022 | |||||
|---|---|---|---|---|---|---|
| £ | £ | |||||
| 1 | Hall hire | |||||
| Monies received in the year | 40,124 | 22,293 | ||||
| Outstanding fees b/f | -4,675 | -3,877 | ||||
| Outstandingfees c/f | 1,584 | 4,675 | ||||
| Deposits received in advance b/f | 0 | 0 | ||||
| Deposits received in advance c/f | -1,362 | 0 | ||||
| Refunds in the year | 0 | 0 | ||||
| 35,671 | 23,091 | |||||
| 2 | Equipment | |||||
| Cost | ||||||
| Brought forward | 35,546 | 35,546 | ||||
| Additions | 0 | a] | ||||
| Disposais | 0 | 0 | ||||
| Carried forward | 35,546 | 35,546 | ||||
| Depreciation | ||||||
| Brought forward | 22,675 | 22,425 | ||||
| Charge foryear | 250 | : | 250 | — | ||
| On Disposals | 0 | 0 | ||||
| Carriedforward | 22,925 | 22,675 | ||||
| Net book value | ||||||
| Carriedforward | 12,621 | 12,871 | ||||
| Brought forward | 12,871 | 13,121 | ||||
| 3 | Accumulated fund | |||||
| Brought forward | 167,201 | 172,056 | ||||
| Surplus(deficit) fortheyear | -7,948 | -4,855 | ||||
| Carriedforward | 159,253 | 167,201 |
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pies, CHARITY COMMISSION | Independent examiner's report on the
: (Hi) ' FOR ENGLAND AND WALES accounts
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members of | Barton Village Hail
On accounts for the year | 31.12.23 | Charity no |
ended | | (ifany)| FOBIS7 |
Set out on pages | attached
i
{report to the trustees on my examination of the accounts of the above
charity (“the Trust”) for the year ended 51,12.) 2927 .
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Responsibilties and As the charity's trustees, you are responsible for the preparation of u%: basis of report accounts in accordance with the requirements of the Charities Act 2011 (“the Act).
| report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carrying out my examination, | have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of tne vc.
independent [The charity's gross income exceeded £250,000 and i am qualified to examiner's statement undertake the examination by being a qualified member of [insert name of applicable listed body]]. Delete [ ] if not applicable.
| have completed mv examination. | confirm that no material matters nave come to my attention in connection with the examination (other than that disclosed below *) which gives me cause to believe that in, any material respect:
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the accounting records were not kept in accordance with section 130 of the Charities Act; or
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e the accounts did not accord with the accounting records: or e« the accounts did not comply with the applicable requirements conceming the form and content of accounts set out in the Charities {Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair view which is not a matter considered as part of an independent examination.
IER
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| have no concerns and have come across no other matters in connection
with the examination to which attention shoukd be drawn in this report in
order to enable a proper understanding of the accounts to be reached.
” -fease delete the words in the brackets if they do not apply.
Signed:Name: || Helen Rose: ; | Date: | 20.4.23
relevant professional
qualification(s} or body
1 Oct 2018
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