## Minutes of the AGM. 21[st] September 2022
## **In attendance:**
Nick Jongensen Anthony James Berry-Cheetham Julie Graham John Hymas Mick Venables Dorritta Crooks Sue Brown Roxanne Holroyd Anne Smith Hilary Brough Norman Roberts Julie Cousins Paul Wallace Gill Hargreaves There were no apologies
- PW opened the meeting at 7.05pm and welcomed everyone present.
## **Nomination list**
PW went through the nomination list as follows:-
Hilary Brough Anthony James Berry-Cheetham Anne Smith Julie Cousins Gill Hargreaves Julie Graham Norman Roberts Paul Wallace
*Nick Jongensen only wants to be on the social committee
All were voted on unanimously.
PW went through the 2021 AGM minutes. They were passed as correct by GH & PW
## **Finance**
PW needs to get last years accounts finalised. They need to be submitted by the end of January 2023.
## **Chairmans report**
- The number of members on the MCA committee have increased
- The number of hall users has increased
- PW gave his appreciation to Roxy Holroyd who has helped and supported him and to the committee this past year
- GH gave thanks on behalf of the committee to PW for all his hard work this past 12 months
- NR has been involved with applying for grants and getting grants up to 40k for the future work on the village hall
- Money has been received from the LEA for a new boiler, cooling system and windows
- The floor in the sports hall has had issues since it has been installed. We have a new solution and supplier. We are working with the Parish Council with regards to the work
- RHI has granted the village hall £80,000 over the next twenty years. This will be paid quarterly and is ring fenced. The money is for the upkeep of the floor, central heating and new windows.
- PW gave thanks again to the Parish Council, the community and everyone else involved in raising the funds. He really appreciated the work and time involved.
- The work will start in the next six to eight months on the windows, heating system and lastly the floor
- More fundraising events will be arranged in the next 12 months
## **New positions on the committee**
- Secretary – G H agreed to continue being the minutes secretary
- NR asked what the hall managers role was. PW explained
- Treasurer – PW explained the role. JC agreed to take the position
- We need a minimum of 7 trustees. NR wanted a summery of a trustee explained. PW went through the responsibilities, including the fact that they see that the legal requirements are adhered to. JH explained that if a trustee is also on the committee, you are a ‘Managing Trustee’
- Anne Smith put forward the names of Chris Walker, Hilary Williams, herself. (Holding Trustee) & Norman Roberts (Holding Trustee)
## **A.O.B.**
- John Hymas, as a user of the village hall thanked everyone oh how good the hall looks and feels. Thanks went to Roxy Holroyd for her part in this improvement.
The meeting closed at 8p.m.
|Mellor and District Community Associaton|Mellor and District Community Associaton|Mellor and District Community Associaton|||
|---|---|---|---|---|
||||||
|Balance Sheet|||||
||||||
|Year Ended 31st March 2022|||||
||||||
|||2022||2021|
||||||
|CURRENT ASSETS|||||
|Santander Account||£28,927.00||18090|
|CAF Current Account||7,409.00||816|
|CAF Deposit Account||3,453.50||3033|
|Cash In Hand||22||21|
||||||
|total||£39,812||21960|
||||||
||||||
|CURRENT LIABI|LITIES||||
||||||
|Defbilator Reserve||569||569|
||||||
||||||
|NET CURRENT ASSETS||39,243||21391|
||||||
|FINANCED BY|||||
|Unrestricted Funds||39,243||21391|
|Restricted Funds||569||569|
|||£39,812||21960|
|Mellor and District Community Associaton|Mellor and District Community Associaton||||||
|---|---|---|---|---|---|---|
||||||||
|Income and Expenditure Account|||||||
||||||||
|Year Ended 31st March 2022|||||||
||||||||
|Income||2022||2021|||
|Donatons||£70.00||660|||
|DUCHY OF LANCASTER BENFD||£5,000.00|||||
|Communityfund Natonal Lotery||10000|||||
|RVBC Covid Grants Received||8420||19669|||
|Solar Feed In tarif||1435.78||3033|||
|FundraisingEvents||0||18|||
|Room Hire Charges||11535.7||2984|||
|gas and elec refunds||546.66|||||
|unknown cheaques||1495|||||
|Interest||0.50|||||
|Total Income||£38,503.64||26364|||
||||||||
|Expenses|||||||
|grant fndingfee||1000|||||
|BuildingProject costs||4424.25||0|||
|Rates & Water||260.35||247|||
|Insurance||||590|||
|Light and Heat||3059.54||2025|||
|Telephone and Internet||600.65||699|||
|Printngand Statonery||0||81|||
|Sundries/event costs||341.4||328|||
|Cleaning /services(sanitrytowels)||5402.7||2723|||
|Annual Licences and Inspectons||841.28||102|||
|Repairs and Maintenance||4453.5||5002|||
|Bank Charges||96||64|||
|Events||172.4||0|||
|Total Expenses||20652.07||11861|||
|Net Proft/(Defecit)for the Year||£17,851.57||14503|||
|Mellor and District Community Associaton|Mellor and District Community Associaton|Mellor and District Community Associaton|||||
|---|---|---|---|---|---|---|
||||||||
|Statement Of Financial Actvites|||||||
||||||||
|Year Ended 31st March 2022|||||||
||||||||
|||unrestricted funds|restricted||2022 total|2021 total|
|||Funds|Funds||Funds|Funds|
|Income|||||||
|VoluntaryIncome||70|0||70|660|
|Actvites for GeneratngFunds|||0|||18|
|Income from Grants||23420|0||23420|19669|
|CommunityHall income||15013.64|0||15013.64|6017|
||||||||
|Total Income||£38,503.64|||£38,503.64|26364|
||||||||
||||||||
||||||||
||||||||
||||||||
|Expenses|||||||
|BuildingProjects||4,424.25|0||4,424.25|0|
|CommunityHall||£15,227.00|0||£15,227.00|11861|
|Grant Findingfee||1000|||1000||
||||||||
|||£20,651.25|||£20,651.25|11861|
||||||||
||||||||
|Net Income||£17,852.39|0||£17,852.39|14503|
||||||||
|Reconcilliaton of Funds|||||||
|Total Funds Brought Forward||21391|569||21960|6888|
|Total Funds Carried Forward||39,243|569||£39,812|21391|
|unrestricted funds restricted|unrestricted funds restricted|unrestricted funds restricted|unrestricted funds restricted|unrestricted funds restricted|
|---|---|---|---|---|
|||Funds|Funds||
|Income|||||
|VoluntaryIncome||70|0||
|Actvites for GeneratngFunds|||0||
|Income from Grants||23420|0||
|CommunityHall income||15013.64|0||
||||||
|Total Income||£38,503.64|||
||||||
||||||
||||||
||||||
||||||
|Expenses|||||
|BuildingProjects||4,424.25|0||
|CommunityHall||£15,227.00|0||
|Grant Findingfee||1000|||
||||||
|||£20,651.25|||
||||||
||||||
|Net Income||£17,852.39|0||
||||||
|Reconcilliaton of Funds|||||
|Total Funds Brought Forward||21391|569||
|Total Funds Carried Forward||39,243|569||
Income and Expenditure Account Year Ended 31st March 2021
|Income||2022||2021|
|---|---|---|---|---|
|Donatons||£70.00||660|
|DUCHY OF LANCASTER BENFD
Communityfund Natonal Lotery||£5,000.00|||
|||10000|||
|RVBC Covid Grants Received||8420||19669|
|Solar Feed In tarif||1435.78||3033|
|FundraisingEvents||0||18|
|Room Hire Charges||11535.7||2984|
|gas and elec refunds||546.66|||
|unknown cheaques||1495|||
|Interest||0.50|||
|Total Income||£38,503.64||26364|
||||||
|---|---|---|---|---|
|Expenses|||||
|grant fndingfee||1000|||
|BuildingProject costs||4424.25||0|
|Rates & Water||260.35||247|
|Insurance||||590|
|Light and Heat||3059.54||2025|
|Telephone and Internet||600.65||699|
|Printngand Statonery||0||81|
|Sundries/event costs||341.4||328|
|Cleaning /services(sanitrytowels)||5402.7||2723|
|Annual Licences and Inspectons||841.28||102|
|Repairs and Maintenance||4453.5||5002|
|Bank Charges||96||64|
|Events||172.4||0|
|Total Expenses||20652.07||11861|
|Net Proft/(Defecit)for the Year||£17,851.57||14503|
## Balance Sheet
Year Ended 31st March 2021
|Balance Sheet
Year Ended 31st March 2021||
|---|---|
|CURRENT ASSETS|2022
2021|
|Santander Account
CAF Current Account
CAF Deposit Account
Cash In Hand
total|£28,927.00
18090
7,409.00
816
3,453.50
3033
22
21
£39,812
21960|
|CURRENT LIABILITIES
Defbilator Reserve|569
569|
|NET CURRENT ASSETS|39,243
21391|
|FINANCED BY
Unrestricted Funds
Restricted Funds|39,243
21391
569
569
£39,812
21960|
|2022 total
2021 total|2022 total
2021 total|
|---|---|
|Funds|Funds|
|||
|70|660|
||18|
|23420|19669|
|15013.64|6017|
|||
|£38,503.64|26364|
|||
|||
|||
|||
|||
|||
|4,424.25|0|
|£15,227.00|11861|
|1000||
|||
|£20,651.25|11861|
|||
|||
|£17,852.39|14503|
|||
|||
|21960|6888|
|£39,812|21391|
|Runningtotal|april|may|june|july|
|---|---|---|---|---|
|£70.00||||30|
|£5,000.00|||||
|10000|||||
|8420|8000||||
|1435.78|||||
|0|||||
|11535.7|60|793|861|1317|
|546.66|||||
|1495|||||
|0.50|||0.08||
|£38,503.64|£8,060.00|793|861|1347|
||||||
|---|---|---|---|---|
|expenses|||||
|1000|||||
|4424.25||3215|||
|260.35|||61.83||
|0|||||
|3059.54|247.72|149.34|221.69|141.15|
|600.65|44.94|44.94|44.94|44.94|
|0|||||
|341.4|||||
|5402.7||216|||
|841.28|||||
|4453.5||517.75|||
|96|8|8|8|8|
|172.4|||||
|20652.07|300.66|4151.03|336.46|194.09|
|august|september|october|november|december|january|
|---|---|---|---|---|---|
||||40|||
|||||||
||||10000|||
|||420||||
||||1435.78|||
|||||||
|667.5|908.5|1148|1427|633.5|479|
||86.79||459.87|||
||||1495|||
|||||0.09||
|667.5|995.29|1568|14397.78|633.5|479|
|||||||
|---|---|---|---|---|---|
|||||||
||||||1000|
||||||£1,209.25|
||69.26||50.07|||
|||||||
|194.92|83.85|39|39|1825.87|39|
|44.94|44.94|44.94|44.94|44.94|44.94|
|||||||
|341.4||||||
|1299||953.7||972||
|||||420.64||
|845.75||42||1292|856|
|8|8|8|8|8|8|
|||||||
|2734.01|206.05|1087.64|142.01|4563.45|3157.19|
february
march
5000
1785
1456.2
0.33
6785
1456.2
|||
|---|---|
|||
|||
|||
||79.19|
|||
|39|39|
|73.34|77.91|
|||
|||
|918|1044|
|420.64||
|900||
|8|8|
|172.4||
|2531.38|1248.1|
The Outside Office Give your Business a helping hand
16 Stoneyhurst Avenue Burnley BB10 4NL
Tel: 07855082188
admin@theoutsideofce.co.uk www.theoutsideoffice.co.uk
To Mellor and District Community Association Paul.andrew.wallace@gmail.com
11[th] October 2024
Report of Full Audit of Mellor and District Community Associaton
A full audit was undertaken from 1[st] April 2021 to 31[st] March 2022.
All income and expenditure were presented with evidence, and all is correct in keeping with the CAF Current account statements.
The Balance sheet is presented and correct in keeping with the bank also. There was an anomaly found from March 2021 Balance sheet. The problem has been identified and corrected to give a true representation of March 2022 accounts.
Not all Santander bank statements were accessible for the year. This I believe is due to a change in clerks. We do have access to some of the months which enables us to pinpoint a correct balance in time, and along with evidence of income and expenditure flowing through the Santander account has been reconciled the bank in the accounts.
The security of the banking is good having a dual signatory system on all expenses. For larger purchases these must be presented at the governing meetings and signed off before cheques can be issued.
## Recommendatons
The accounts were well presented and easy to follow. I do however recommend that bank transactions are moved to the CAF Current Account until the problem with the Santander Account can be made accessible with the necessary changes of significant persons connected with the account. I believe that this has already started to be actioned.
## Diane Harvey
The Outside Office