New Hartley Community Associaton Annual General Meetng. Thursday 17[th] October 2024.
## Chairs Report.
It has been another fantastic year and we have been holding our regular events, including very successful Christmas, Easter and Summer fairs, all of which were well attended and enjoyed by the whole village.
The fairs in the Memorial Hall were complimented by activities in the village, including the glam post competition, and we once again teamed up with Seaton Valley Council so that the Christmas lighting celebrations followed on straight after our Christmas Fair.
In January, we remembered the victims of the Hester Pit Disaster with a moving service in the Memorial Garden, followed by refreshments and entertainment in the Hall. The Hall was decorated with project work produced by students from Astley High School and artwork made by New Hartley First School pupils. It was lovely to be joined by so many residents on this special day for the village and to be supported by local folk group, Beeswing who provided entertainment after the service.
The Hall continues to be used by the Toddler Group, the Kid’s Club, Exercise Group, Karate, Yoga and Zumba classes and the now thriving Craft Group and WI. New Hartley First School continues to use the Hall for school performances and St Michaels Church comes in to host some of their fundraising events. We have been asked if we can assist the church by opening the hall on Remembrance Sunday so that people are welcomed in to see the War Memorial inside the hall. We are willingly doing this to offer a warm and dry place for people to remember.
As well as maintaining the Memorial Hall to provide a base for local community groups and facilities for birthday parties and celebrations for residents of the village, the committee has also continued to support the community through the monthly Afternoon Teas, Lunch Clubs, and the weekly Food Pantry. For the past year we have provided hot lunches. Our community freezer donated through FareShare assists us greatly to sell food on and give out ready meals. We now have money available to buy a new cooker. Seaton Valley Council also provide us with the funding to provide free lunches for children attending the free Holiday Sports Clubs. We also acted as a warm hub last Winter.
We are lucky to have a really good community Post Office/Café in the village. We must all make sure that we use the Post Office to ensure that this important facility is not taken away.
We are continuing to work with Seaton Valley Council and the other community associations in Seaton Valley to plug the gap left by Northumberland County Council’s decision to stop funding youth services. Working with Children North East we have secured funding to employ youth workers for a night every week, working outreach and having a base in our room upstairs. We are continuing to acquire funding to refurbish the room and make it more welcoming for young people.
To uphold our Child Protection Policy, we are very fortunate to have Helen Mathwin as our suitably qualified Safeguarding Officer to whom any concerns about children’s safety or welfare will be reported.
Grants successfully applied for by the committee and Food Pantry have enabled us to purchase new re-cycling bins inside the hall, a new front door for the hall and new large & small children’s games for the Summer Fair. We also got a grant for the Summer Fair.
We have had a meeting with Northumberland County Council to push, again, for the sorting out our lease. We need this in place so that we can apply for grants to make structural improvements, with the priorities being improved toilet facilities and storage. Progress is being made and we should have a letter next month. We are also in communication with the council regarding a solution to the dangerous car parking taking place at the front of the Memorial Hall.
We would like to say a big thank our cleaner for all of her hard work and commitment. The hall is always so clean, hygienic and fresh.
The New Hartley in Bloom goes from strength to strength, with a couple of new members whose enthusiasm and hard work keeps our village and the Memorial Garden looking beautiful. This is often recognised in the number of awards received in the SVC Gardening and Britain in Bloom competitions. Litter picks are carried out every month, which residents are welcome to join.
Over the year we have been doing our best to increase the usage of the Hall, as our bookings were down. We have raised our booking fees for commercial bookings. I am pleased to say that the hall bookings are up again and doing well. We have to balance our grant funding and our own income (from hall hire and fundraising events) to cover our running costs, which are going up for us the same as anyone else. We have held several events to raise money including table top sales and pie and pea suppers with quizzes, but we are open to more ideas from residents please.
Events that we have already planned include:
- Christmas Fair on Saturday 30th November, followed by turning on of SVC Christmas lights.
- Glam Post competition with judging around 20 December.
- Christmas lunch for 60 residents.
- Christmas Afternoon Tea.
- Hester Pit Disaster Memorial Service in January.
- Easter Fair.
- Summer Fair.
- Scarecrow competition in October.
Details of all these events will be advertised around the village and in our wonderful regular newsletters, produced by Michelle and delivered, along with SVC Futures magazines, by committee members and volunteers to every house in the village.
Looking a bit further to the future, we are already planning celebrations for 2026, when the Memorial Hall will have been open for 100 years. It was built as a memorial for those villagers who lost their lives in the First World War and was funded by miners donating 2d a week from their wages! It also served as a soup kitchen during the General Strike. Ideas we have include restoring the prominence of the War Memorial in the Hall and we are researching the history of the Hall and trying to contact descendants of those who lost their lives to produce a historic record of the Memorial Hall. We will involve the local schools as usual and of course it will all end with a village celebration in the Hall, decorated with their work! Let us know if you would like to be involved in this project.
There have been changes on the committee over the past year. Unfortunately, Gillian Phillips and David Gilson resigned from the committee to do other things. They will be missed. We wish them both well and thank them for their service. However, we are delighted to welcome Geri and Fred Manning who were co-opted onto the committee at the last committee meeting.
I would like to thank all the committee members, without whom none of this would be possible. Every member of the committee contributes to the success of the Community Association and the maintenance of our lovely Memorial Hall, so that we can serve all the residents of New Hartley, who are all members of the Association. Everyone comes with different skills and experience and our meetings are focussed, but fun. Everyone rolls their sleeves up and gets stuck in.
Karen Collier Chair.
## **2023-24**
## **Treasurer’s Annual Report**
The accounts for the financial year ending on 31 May 2024 shows an overall surplus of £ 13,857 compared to a deficit of £3,572 in the year ending 31 May 2023. The main reason for this is the award of £20,000 from National Lottery in support of the Food Pantry and the fact that the accounts operate on cash receipt basis. That is to say, funds actually in the account at the end of the period. The movements in income & expenditure result from the timing of expenditure on projects for which the grants were received in different accounting periods , but still need to be expended fully.
Total income for the year of £41,234 was significantly higher than the previous year’s income of £33,513, while expenditure has decreased to £27,377 compared with £37,085 previously.
The balance sheet for 2022-23 shows total retained funds of £83,952 as of 31 May 2024, compared to £71,095 in 2023. This can be further analysed into unrestricted or operational funds and restricted or project funds.
The movements in income & expenditure result from the timing of expenditure on projects for which the grants were received in different accounting periods and varying maintenance costs. Grants for 2023/24 included those for the Summer Fair at the beginning of June 2024. Grant applications were not received until after the close of the 2022/23 accounts on 31 May. Additionally, the award of £20,000 from National Lottery was to cover expenditure over two years.
Grants received are to cover:
One Off events Summer Fair
Supported by NCC, Seaton Valley Council, Ted Weekes Fund
Food Hub and HOPE Supported by: National Lottery Scotmid (L&D) Rothley Trust
There are also restricted funds held to support New Hartley Post Office operations and improvements generated from occasional surpluses over the years.
The restricted funds balance has increased substantially from £16,072 to £33,459, principally to support the activities of New Hartley Food Pantry and HOPE. This is a combination of drawdown on previous year grants together with receipt of new applications to continue these activities, which again will be spent over the coming years.
Grants received for projects must be spent for the purpose for which they were given or otherwise returned and are hence restricted. On occasion some projects are overspent (Jubilee picnic in 2022/23 year) and such overspend is then met from general funds. This year a total adjustment of £1,292 has been made to close these expired funds. Similarly, outstanding grant receipt of £2,250 for the Summer Fair has resulted in an operational deficit of £2,236 – effectively the Association broke even on maintaining and managing the Memorial Hall.
The management committee and Trustees have raised the hire charges for use of the hall from £12 to £15 per hour as reported last year to try and offset this continuing deficit, which seems to have stabilised the position.
In line with good financial management, an Operating Reserve has been set at 50% of current expenditure. This would allow sufficient funds to meet expenditure obligations for 6 months without any income. This level will be reviewed throughout the coming year as expenditure levels are confirmed.
This leaves unrestricted funds of £36,803 for general use which is an increase from 2023 of £1,323 and is considered enough to provide cover for the coming year.
In the longer term, however, the Association must continue to break even or make an operational surplus on a regular basis to continue its activities. This can only be achieved with increased use of the hall.
The overall financial position will continue to be reviewed on a regular basis and further Grant funding opportunities explored. in order to improve the building and maintain it as a valued facility for the community. These can only be progressed once the long-term lease for the hall has been secured with Northumberland County Council. Discussion with NCC over this are still ongoing but seemingly no nearer to a conclusion. Until this is satisfactorily resolved we are restricted in what funding opportunities are available as funding organisations will not offer grants to projects that do not have long term security of their premises. NCC are repeatedly pressed to resolve this issue.
## **John Barrell**
October 2024
## **NEW HARTLEY COMMUNITY ASSOCIATION**
## **FINANCIAL STATEMENTS**
**FOR THE YEAR ENDED 31ST MAY 2024**
## **NEW HARTLEY COMMUNITY ASSOCIATION FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MAY 2024**
|**CONTENTS**|**PAGES**|
|---|---|
|Independent Examiner's Report|**1**|
|Income and Expenditure account|**2**|
|Balance sheet|**3**|
Page 1
## **INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES OF NEW HARTLEY COMMUNITY ASSOCIATION**
I report on the accounts of the Association for the year ended 31st May 2024, which are set out on pages 2 and 3.
## **Respecitve responsibilities of the Association and examiner**
The Association's representatives are responsible for the preparation of the accounts. They consider that an audit is not required for this period and that an independent examination is required. It is my responsibilty to:
1. Examine the accounts
2. To ensure the accounts are prepared using generally accepted accounting priciples
3. To state whether particular matters have come to my attention.
## **Basis of report**
My examination was carried out in accordance with generally accepted acconting principles for the preparation of accounts. An examination includes a review of the accounting records kept by the Association 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 representatives of the Association, concerning any such matters The procedures undertaken do not provide all the eveidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a "true and fair view" and the report is limited to those matters set out in the next statement.
## **Independent examiner's statement**
In connection with my examination no matter has come to my attention:
1. which gives me reasonable cause to believe that in any material respect the requirements to keep accounting records in accordance with generally accepted accounting principles and to prepare accounts which accord with the accounting records have not been met,or
2. to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
Paul Connon FFA, FFTA Suite 24, Arms Evertyne House Quay Road Blyth Northumberland NE24 2AS
Date 4th October 2024
Page 2
## New Hartley Community Association **Income & Expenditure Account**
||**Year Ended**|**Year Ended**|**Year Ended**|**Year Ended**|
|---|---|---|---|---|
||**31-May-23**||**31-May-24**||
|**INCOME**|**£**|**£**|**£**|**£**|
|New Hartley Kids Club||700||500|
|Dancing|1,687|||306|
|Lunch Club||164||275|
|Mother & Toddler||750||700|
|Klids Football||432||471|
|Exercise|1,412||1,142||
|New Hartley Crafts||681||248|
|Misc Income||170||20|
|Dancing School||0||888|
|Marching Band||0||258|
|Functions|3,890||3,540||
|Grants & Donations|21,500||26,748||
|Interest Received||399||927|
|Carpet Bowls||0||0|
|Karate|1,104|||831|
|Meetings & Parties||84|3,782||
|Photocopier, Ads etc||600||600|
|IT Suite||0||0|
|**Total Income**||**33,513**||**41,234**|
|**GROSS SURPLUS**||**33,513**||**41,234**|
|**EXPENDITURE**|||||
|Youth &Kids Club||0||0|
|Water Charges|1,034||1,368||
|Lunch Club||0||0|
|Postage & Telephone Charges||658||911|
|Cleaning|6,703||6,657||
|Gas & Electric|4,379||3,379||
|Equipment & Stationery||0||30|
|Printing Newsletters||355||536|
|Repairs|1,339|||493|
|Hall Expenses||29||358|
|Functions|6,100||2,160||
|Licences /Food Hub|11,204||7,348||
|Refurb Costs|4,559||3,000||
|Advertising||0||646|
|Audit & Accountancy||138||145|
|Insurance||591||346|
|**Total Expenditure**||**37,085**||**27,377**|
|**TOTAL OPERATING COSTS**||**37,085**||**27,377**|
|**NET (DEFICIT)/SURPLUS**||**(3,572)**||**13,857**|
|I&E Account B/Forward||**73,667**||**70,095**|
|**I&E ACCOUNT**||**70,095**||**83,952**|
Page 3
## New Hartley Community Association **Balance sheet as at 31 May 2024**
|**ASSETS**|**£**
**£**
**Year Ended**
**31-May-23**|**£**
**£**
**Year Ended**
**31-May-23**|**£**
**£**
**Year Ended**
**31-May-24**|**£**
**£**
**Year Ended**
**31-May-24**|
|---|---|---|---|---|
|**Bank & Cash**
Co-Op savings A/C
Co-op Current A/C
Cash in Hand|60,468
9,627||79,394
4,558||
|Current Assets|70,095||83,952||
||||||
|**Less: Current Liabilities**
**Creditors**|||||
|Current Liabilities|0||0||
|Current Liabilities|0||0||
||||||
|**NET CURRENT ASSETS**
**NET TOTAL ASSETS**||**70,095**
**70,095**||**83,952**|
|||||**83,952**|
||||||
|**FUNDS**
I&E ACCOUNT C/Forward||70,095||83,952|
|**FUNDS EMPLOYED**
Unrestricted Funds
Restricted Funds
Operating Reserve (50% of past|expenditure)|35,480
16,072
18,543||36,803
33,459
13,690|
|Total Funds Employed||**70,095**||**83,952**|
## **NEW HARTLEY COMMUNITY ASSOCIATION**
## **FINANCIAL STATEMENTS**
**FOR THE YEAR ENDED 31ST MAY 2024**
## **NEW HARTLEY COMMUNITY ASSOCIATION FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MAY 2024**
|**CONTENTS**|**PAGES**|
|---|---|
|Independent Examiner's Report|**1**|
|Income and Expenditure account|**2**|
|Balance sheet|**3**|
Page 1
## **INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES OF NEW HARTLEY COMMUNITY ASSOCIATION**
I report on the accounts of the Association for the year ended 31st May 2024, which are set out on pages 2 and 3.
## **Respecitve responsibilities of the Association and examiner**
The Association's representatives are responsible for the preparation of the accounts. They consider that an audit is not required for this period and that an independent examination is required. It is my responsibilty to:
1. Examine the accounts
2. To ensure the accounts are prepared using generally accepted accounting priciples
3. To state whether particular matters have come to my attention.
## **Basis of report**
My examination was carried out in accordance with generally accepted acconting principles for the preparation of accounts. An examination includes a review of the accounting records kept by the Association 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 representatives of the Association, concerning any such matters The procedures undertaken do not provide all the eveidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a "true and fair view" and the report is limited to those matters set out in the next statement.
## **Independent examiner's statement**
In connection with my examination no matter has come to my attention:
1. which gives me reasonable cause to believe that in any material respect the requirements to keep accounting records in accordance with generally accepted accounting principles and to prepare accounts which accord with the accounting records have not been met,or
2. to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
Paul Connon FFA, FFTA Suite 24, Arms Evertyne House Quay Road Blyth Northumberland NE24 2AS
Date 4th October 2024
Page 2
## New Hartley Community Association **Income & Expenditure Account**
||**Year Ended**|**Year Ended**|**Year Ended**|**Year Ended**|
|---|---|---|---|---|
||**31-May-23**||**31-May-24**||
|**INCOME**|**£**|**£**|**£**|**£**|
|New Hartley Kids Club||700||500|
|Dancing|1,687|||306|
|Lunch Club||164||275|
|Mother & Toddler||750||700|
|Klids Football||432||471|
|Exercise|1,412||1,142||
|New Hartley Crafts||681||248|
|Misc Income||170||20|
|Dancing School||0||888|
|Marching Band||0||258|
|Functions|3,890||3,540||
|Grants & Donations|21,500||26,748||
|Interest Received||399||927|
|Carpet Bowls||0||0|
|Karate|1,104|||831|
|Meetings & Parties||84|3,782||
|Photocopier, Ads etc||600||600|
|IT Suite||0||0|
|**Total Income**||**33,513**||**41,234**|
|**GROSS SURPLUS**||**33,513**||**41,234**|
|**EXPENDITURE**|||||
|Youth &Kids Club||0||0|
|Water Charges|1,034||1,368||
|Lunch Club||0||0|
|Postage & Telephone Charges||658||911|
|Cleaning|6,703||6,657||
|Gas & Electric|4,379||3,379||
|Equipment & Stationery||0||30|
|Printing Newsletters||355||536|
|Repairs|1,339|||493|
|Hall Expenses||29||358|
|Functions|6,100||2,160||
|Licences /Food Hub|11,204||7,348||
|Refurb Costs|4,559||3,000||
|Advertising||0||646|
|Audit & Accountancy||138||145|
|Insurance||591||346|
|**Total Expenditure**||**37,085**||**27,377**|
|**TOTAL OPERATING COSTS**||**37,085**||**27,377**|
|**NET (DEFICIT)/SURPLUS**||**(3,572)**||**13,857**|
|I&E Account B/Forward||**73,667**||**70,095**|
|**I&E ACCOUNT**||**70,095**||**83,952**|
Page 3
## New Hartley Community Association **Balance sheet as at 31 May 2024**
|**ASSETS**|**£**
**£**
**Year Ended**
**31-May-23**|**£**
**£**
**Year Ended**
**31-May-23**|**£**
**£**
**Year Ended**
**31-May-24**|**£**
**£**
**Year Ended**
**31-May-24**|
|---|---|---|---|---|
|**Bank & Cash**
Co-Op savings A/C
Co-op Current A/C
Cash in Hand|60,468
9,627||79,394
4,558||
|Current Assets|70,095||83,952||
||||||
|**Less: Current Liabilities**
**Creditors**|||||
|Current Liabilities|0||0||
|Current Liabilities|0||0||
||||||
|**NET CURRENT ASSETS**
**NET TOTAL ASSETS**||**70,095**
**70,095**||**83,952**|
|||||**83,952**|
||||||
|**FUNDS**
I&E ACCOUNT C/Forward||70,095||83,952|
|**FUNDS EMPLOYED**
Unrestricted Funds
Restricted Funds
Operating Reserve (50% of past|expenditure)|35,480
16,072
18,543||36,803
33,459
13,690|
|Total Funds Employed||**70,095**||**83,952**|