Barton Village Hall Management Committee Minutes of Annual General Meeting 12th June 2025 Present Ron Kennedy- Acting Chairn)an Keith Whitwell - Trcasurcr Rita Winters - Hon. secretary Gill George - Barton Players Keith Knight - Shillington & Distrlct Camerd Club Ka]im Qureshi - Parish Council Keith Badham - Caretaker This was the AGM for 2025 and was a public meeting. There were only two members of the public present. Thj's was disappointingy as there had becn extensive advertising to promote the village hall and the urgent n¢¢d t-or new members to join the management committee. Minutes The Minutes of the previous AGM were CArculated and accepted as correct. Matters Arising None Correspondence The secretary advised that she had now received official consent from the Ch￿lty Commission to amend the benefit cla￿e set out in the original Lease & Trust Deed of 4 July 1972 as follows: A tmstee of the charity (or connected person/entity) may enter Into a contract for the supply of (non-trustee) seThices to the charity, or of goods which at? supplied in connecfr'on with the pmvision of services, Whe￿ that is pennitted in accordance with, and subi8Ct to, the conditions in section 185 of the Chanties Ad 2011. This wle shall expressly not apply to Trustees who are Elected Officets of th8 Management Committee (Chair, Deputy Chair, Treasurer and Secretary). Furthefftiore, if a Trnstee w170 is also a paid contradorfsupplier is voted to chair any Committee meeh'ng, they shall not have a pewnal vote on any potential conflict matter, norshall they (in the event of equal vott"ng) be able to make a cash.ng vote as chair. Booking Officergs Report The Booking Officer had been unable to attend the meeting and in her absence the secretary Tead out her annual report (attached). It was pleasing to note that booknngs were going well and the hall was being widely uscd by local groups and also for private functions. It was reported that there were some current problems with the website and booking system and Keith Badham confinned that he would look into this as a matter of urgency. Finance Report Keith Whitwell circulated copies of the annual accounts for 2024 and gave his annual report on the figures (attached). It was diSap￿Inting that the Village Hall was showing a loss for the year despite an increase in hirings. There had been a general increase in running costs and several larg¢ misG¢llancous exp¢ns¢s as d¢tail¢d in th¢ T￿asUr¢T'S TetK)rt, In particular these included resurfacing of the main hall floor, survey and removal of a$￿St05, and em¢tgcncy electrical works. The accounts had been audited by Helen Rose. There were no queries on the fibFures and the accoLmts weie accepted by the meeting. Chairman's Report There was no Chairnian's report as Ron Kennedy had only been elec*d to act as a temporary chairnian at the May monthly rneett'ng. The Committee would be looking for a new permanent chaimian as a matter of urgency, Any Other Business It was noted that anti-social behaviour both inside and outside was an on-going problem. Th¢re had been a recent occurrence of kids/te¢nagers entering the building and running around the main hall and foyer whilst a meeting was being held in the committee room. There was a brief discussion on the matter. It Wds agreed that all incidences of anti-social behaviour should be reported to the police using the l O I number. Notices would be put up in the foyer requesting hirers to do this. Election of new cornmittee The old committee then officially resigned and the new committee was formed. Several member5 of the old committee agreed 10 continue for another year. Jenny Archer had advised that she was retirinb. The following representative memlxrs had been put forward for the new committee: Gill George - Barton Players Kalim Quicshi - Barton Parish Council Ron Kennedy - Dixieland CMC Keith Knight - SM'llin&Tton & District Camera Club Brenda McDonald- Helping Hands Carol Still - Barton Carpet Bowls Keith Badham - Upstage The following were accepted as elected members: Keith Whitwell Joanne Baxt¢r Rita Winters Keith Whitwell confinned that he would be retiring in a few months &8 previously indicated and Rits Winters advised that she would also be hoping to retire in the near future. The AGM would be followed by the first norn￿1 monthly cornEnitte¢ meeting at which time the officers of the committee would k fonnally elected. Date of first meeting The AGM closed at 8.30 prn and was followed by the nonnal monthly committee meeting. Tr These accounts are for the calendar year 2024. They have been inspected and approved by an independent examiner. They are in the new format as produced by the Clubtreasurer application. Income 11 HaLL Hire at 37,740 is 5.8% ahead of 2023. 21 We received a grant from Central Bedfordshire. negotiated in 2023, for È3,354 which wa8 to pay for 50% of the floor resurfacing project. 3> We received a legacy of £500 from the will of Mr. Trevor Arnold, a long-time resident of the village. The money was used to buy a replacement fridgelfreezer. 4) Car park rental income of £4,814 w8s received frorn the surgeryfor use of our car par This amount increases, annually, bythe rate ot inflation. Expendlture 1 I The services of our caretakers. booking officer and gard8n8r are as shown. 2) Maintenance and repairs at £4,523 are slightlyup on the previous year. Principal items include a new fire door, sliding doortimber and equipment. new LED lights, memory Cards etc. in connection with the CCTV inst8Uation and Various cleaning equipment items. 3) ALI rlsks Insurance was £2,105. A slight increase from 2023. 4> Water at £543 was £72 up on 2023. Partly due to an increase in charges of some 996 and a sm8ll incre8se in consumption. 5) G8s at £2,195 was £751, or 5296 more than l8St year. I've calculated that this increase W88 due, entirely to increased consumption. The 2023 consumption was lower due the boiler outage. 61 Electricty at £2,20D was $373 or 20% highèrthan 2023. This is entirely due to increased consumption. 7) Refuse collection 8t £1680 is £339 higher than2023. M8inly due to timings of invoices meaningthat we paid for 11 months in 2023 and 13 in 2024. There was 8l80 a 5% in the collection rate. 8) Electrical gas and fire testing at £298 was £120 less than last year. The alarm system check was £60 cheaper and we didn't need the extinguishers refilling. saving a further £60 9) PRS (Performing Rights Society) charged us £756 based on 2023 turnover of £31,505. The previous year's charge of £543 was based on 2022 turnover of £22,638 which was considerably lower as we were still 8ttected byCOVID restrictions. 10) Licences at £360 was fortwo years, licences 2023 & 2024. The £156 in 18Styear'5 accounts was for paying for Keith Badham's training. 11) Miscellaneous at £12,981 covered 15 ilems. The big ones included £6.708forthe floor r8surfacing of which £3,354 wa5 offset bythe grant From CBCC, £2,571 forthe survey and removal of asbestos,£990 tor emergency electrical works, £627 for our Hygiene seniices contract, £500 to the parish council for our contribution to the upkeep of the private road. £265 lor the purchase of the CCTV system for which we received a grant i 2023. £367 for healers and fire guards purchased as cover fort he boiler breakdown, £131 for a wheelchair ramp, £204for annual licences to run the booking system and the accounting package and £70 tor a new microwave oven. 12} All other items are self-explanatory. General Given the high levels of expenditure and despite an increase in hirings we report a loss of £568. You will see from the balance sheet thatwe finished the yearwith £4,092 in the current account and £17.228 in the savings account. A total of £21.320 of cash reserves. Bookin Officer Re ort-AGM 2025 Bcokin85 are sti118oir¥ well and we have had a WKle vartety Of events using the hall. O*r the past year we have l¢)st a few regular hirer5 Bained some new regular FMrer5 who ore addiTrg in additional sessions aThJ extending their hours. We are in a very gc#)d place regardi￿ slots for regulars a￿1 are r¥)vrat the sts8e where we have had to tum people away due to not havl available slots f￿ new regulars. Wè have 16 règular hirers, soTho wkm) run sesslons orne or twice a week, some who run sesslons once a Th￿nth and some are temi tlme only or only fun for part of the year. P3 regulars we have 2 dance groups, I youth drnma 8roup & art club. l amate￿ theatre eroup, l NHS clinic, I sttial car8 trainlng group, I communlty rAfé. I marhal arts zroup. l fitness group. I camera club, I bowls club, I line danci￿ group. 2 c¢yJncil/commlttee rnèetlng 8reAJPS, I selence workshop ard I messy plav group. There is a good variety for a15 ages and rrort of the above are availa ble for local residents to Joln or atterKI sesslons. Our weekends are rTh7Stly full. 50m8tlmes with up to 3 dlffer•nt events on one day wlth an avlrdge of 2 events a dwi. Hirers are currently happy with prices in pnernl arKI most people pay by the required deadllne. Thère has bèen some debt management policy in place for regular hlrers and somè issues regardln8 payment for event hlrers whlch may need some adiustmerts. At the n￿ment the debt managen*rrt pollcy is almed at regular hirers and is bel￿ used effiCIent￿ at this Stage. We don't, however, currnntly ha￿ anythirq in place for event hirers regardi￿ payments and deadllnes. other than what is wrttten in the terms arml conditions. The new committee may need to look into setting another ￿1¢Y up in the future for mana•'ng these. We have a 8cod balance of evènts for the communty which are Wide￿ au%rqrti5ed Jnd we m?ke good usè of the roti¢e aTKI s¢reen in t￿ loyer to advertlsè #vents to Iccal residents and u5er5. We hav8 hirers bc*)klng 8vonts 4> tlll 202711 have arranged numerous Str￿w rounds tho feedback aEout the hall has been very complimèntary and p0s￿l¥e. Thè new system is effectlve and we have had no Issues reprdlw hirers not showlrYA up or double booklros. The only issue has been regarding the NPIS to communrcatrng within their own team regardiw to availability but the system itself has completely rem(Yrfed the issue of double bcokin8& I hève been updatir¥ FI￿05 of the venue, a5 they have been derA>rated arKI I created a vlrtual tour vldeo for hirers to vlew the hall, TFP online booklng systern, social medta and webslte have been regula rly uwlated a5 well at the signage and contact inforrnation tkot 15 Put up In the hall to ensure that up to date Infomation 15 available for our hirers. Invoices have been sent out in a tirnely fashion and system also has the option to Send credit notes so if the ojrnmittee decide to 80 ahead wtth the refundable de￿￿￿ts for larger events then went have a way of trackln8 that payrrtnt ha5 been returned. The hall 15 in a Strong Flace wegardirE hirir¥s arKI hopefully thi5 will be reflected in tlp treasurers report tw. Barton-le4lay Village Hall 01-JAN-2024. 31-DEC-2024 urKeiit Yr INCOME 4000 INCOAIE 46.612.52 44458.60 4001 Hall Hire 37.74D 90 35610 60 4002 Hall Hire- occas￿nal Hirers IniA In usel ooo 4003 Grants 3.354 00 419858 4004 Interest 2a3 40 211 23 4005 Oonalions 500. 2695 4007 Car Paik Rental Income 4.814 22 4351 24 TOTAL INCOME 46.612.52 44458.60 EXPENSES 7200 OVERHEADS 47.180.78 52406.51 7201 S8rvives- ¢arelaker -16,824 00 16824 00 7202 Senfices- Booking Cleik .1.800 1800 00 7203 Gard8nei .230 CX) J75 00 7204 Mainlellanceliep81rs 4.523 03 3921 52 7205 Insurance -2.10540 2014 IT 7206 Water -543 67 47t 46 7207 Gas -2.19565 1444 66 7208 Ele¢iriryly .2,200 68 182143 7209 Refuse Collection -1.680 25 134163 7210 Broadband -331 56 31627 7211 Elecirical. Gas and Fio Testing -298 96 41544 7212 PRS .756 12 543.32 7213 Licence8 -360 L f56 00 7214 Mitscellaneous -12.98146 20602 41 7215 Aiioilors Fee8 -ioooo loo 00 7216 0eprecialKin -250.00 250 00 TOTAL PAYMENTS 47.180.78 52406.51 NET PROFITIILOSSI FOR PERIOD -s68 26 .7947.91 tat nt sset Liabilitié Barton-le-clay Village Hall Period Ending 31-DEC-2024 Current Current Prior Yr Prior Yr ASSETS SAVINGS AND INVESTMENTS 17,228.26 74.024 86 Savings AeeouTrl 17,228.26 14,024.86 FIXED ASSETS 0.00 o.oo CASH AT BANK AND IN HAND 4,092.09 6,25100 Current Account 4.092.09 6,085.91 Cash Account 0.00 165.09 OTHER ASSETS 150,452.5 158,020.65 DEBTORS-'DEBTORS 1.696 50 8.986. 08 DEBTORS-Fixed Assets Net of depreciation al lake on DEBTORS-Land and Buildings 12,371.00 72.621.00 136.385 00 136,385.00 DEBTORS-Carpel Bowls Loan TOTAL ASSETS 0.00 28.57 171,772. 178,296.51 LIABILITIES CURRENT LIABILITIES -1,037.00 -6,992.40 'CREDITORS -1,037.00 -6,992.40 TOTAL NET ASSETS 31-DEC-2024 170 735.8 171304.11 REPRESENTED BY FUNOS General Fund 170,735.85 771,304 11 LONG-TERM LIABILITIES TOTAL FUNDS BALANCE 31-OEC-2024 170 735.8 171 304.11 Approval of accounts WL.,. approve the. dbovc financial slalfimenls and confirm that we have. ma(IL' IlV.'Ill.Ili rill relevant records and information for their preparation. Mr. K. Whitwell Mrs. R. Winters r R. Ke.nnedy Treasurer Secretary Acting Chairman Ms. Helen Rose Independent Examiner CHARITY COMMISSION FOR ￿LAND AND WALES Independent examinerfs report on the accounts Section A Independent Examiner s Report Report to the trusteesl members of Qn accounts for thg yoar 31.1224 harfty no (if any) 308187 Set out on pages I report to the trustees on my ex8minalion of the aCc￿nts of the above tharity (Ihe Trusn ts the year ended Responslbilties and basls of rnport As the tharitys trustees, are res￿S￿le for the preparation of the accounts in the requifements of the Charities Act 2011 rihe Acn. I report in ￿sp￿t of my exanination of the Tfusfs accounts canied out under Secti￿ 145 of the 2011 Act and in canying out my examination, I have followed all the applicable Directions given by the Chaiity Commission under sec11￿ 145(5)(b) of the Act. Independent •xamlnerfg stst8m8nt u u31ified to Insert name of ta kab￿. I have completed my examinati(￿. I confinn that no material matters have c(Mne to my attenliLYÈ in CAmnecti(m with Ihe examination (other than that dlsdosed below ) whth gives me cause to believe that in, any material the accounting r￿ordS were r￿t kept ui accordance with Sect[￿ 130 of the Chaiiiies Art or the accounts did not a(Eord with the acc￿nting ￿rds. or the acc4xmts nrA conply Mlh the appkable wuitements c(x)cemffw the fomi and o)nient of ￿cOl￿ts set ￿t in the Charhies (Acc(yJnts and Rep￿ts) ReQu￿110n$ 2008 other than any requirement Ihat Ihe air(xuts give a ts and fairf view vthith is not a matter I have ￿ C￿￿eMS have come xross no other mattern in ￿￿nectIOn v￿th the eXanina1￿ to atteniion stH)ukl be drdwn in thts report order to enth a understanding of the ￿nts to be teached. ' Please L*lele the wvrds in the brackets rfthey