Scotby Village Hall (SVH) Commi3ee AGM Minutes Tuesday 22[nd] July 2025 – 7pm – Small Room SVH
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Lynn
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Apologies - Helen & MaC
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Minutes of last years AGM 9/7/24 – We went over the minutes from last years meeNng and checked everything had been covered and signed off.
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MaCer’s Arising
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Treasurers Report - April 1[st] – March 31[st] so essenNally from the Quiz night to the ABBA Night
INCOME
Grants Grants from Lily Brown Trust, EC Graham Cumbria, WPC, Cumbria Waste
Management, Paypal Charity Grant and Cumbria Community Panel. (up £77,902.33 on PY)
DonaJons – Last years DonaNons gave us a gib aid reclaim of £694.56. We have been very well supported. (Up £1937.02 on PY)
Regular Hall Hire - Dogs Listen Up has started and Karate has become more regular. Esksie kids pilates started and finished as did LiCle Hero Sports, Age UK and Richard Morris (chef). Zumba reduced to 1 class per week.
We also closed from 18[th] July to 3[rd] September for roof works, half term and Christmas for the painNng and new flooring. This affected all users regular and private. (Down 1.5k on PY)
Sales – The old radiators
Fundraising - This was obviously down as we were closed for a large chunk of the Nme but we have been doing extra work with the commiCee and volunteers by running the bars for some bookings. (down 1.5k on PY)
Bank Interest Other Income - Is the insurance payout for the floor in the main hall and the stage carpet.
EXPENDITURE
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Water, Gas and Electricity has all dropped, in part due to the building works done in July/August 24 making us more efficient and due to drops in charges.
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Internet is slightly up as expected.
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Huge increase in Maintenance due to building work around the main hall roof.
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Consumables are down as are the new assets as we are concentraNng on th larger jobs.
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same.
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Debtors have all since been paid.
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Miscellaneous was the Christmas Tree
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Hire charges are for Age UK hire of the Parish Centre during the building works as they had already paid in advance and we had to relocate them.
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Legal Fees are AL Daines for Ernie’s advice and calcs for the roof.
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Insurance is up with the building works and the new PV
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AdverNsing was the FaceBook PromoNons for the MW Craven Draw.
On paper we have a surplus of £8602.04 with current assets of £49239 but we sNll owed 10k in the ACRE loan plus interest and have yet to pay for the new floor for which the insurance have already paid us. This deducted gives us a truer unofficial asset total of £25,246
6. Chairpersons Report
Joanne wrote
July 2024 saw our largest project yet, for our beloved Village Hall. The original main hall roof was removed and fully replaced including the installaNon of PV Panels to generate our own electricity. 7 weeks from start to finish.
It was a challenging Nme, the contractors were working against the weather and sadly the main hall fell vicNm to the very wet weather and the floor had to be libed. The original floor was put back into use for some months. Luckily the insurance paid for the installaNon of a new floor which was completed over Christmas 2024.
Unexpected issues arose, which included the plaster boarding and plastering of the internal main hall walls.
and an air source heaNng system along with full redecoraNon of the main hall and a completely new colour scheme and black out roller blinds which has helped to bring us into the 21[st] century.
Another year and our commiCee of 10 remains unchanged. Working together has seen us complete some major projects, certainly not for the faint hearted.
Our regular user groups conNnue to provide a wide range of opportuniNes for the local and wider community including Preschool, Pilates, Knit and NaCer, Yoga, Art, Bowls etc.with new groups joining us, Dogs Listen Up and Karate.
This last year has seen us conNnue to fundraise through events. It was fantasNc to have a local celebrity Mike Craven – an award winning crime writer who spent his first few months of his life living in Scotby.
The commiCee have hosted…
Quiz Night and Grand Draw – 27[th] April 2024
Race Night – 28[th] September 2024
In conversaNon with MW Craven – 19[th] October 2024
Christmas Shopping Evening – 15[th] November 2024 Quiz Night – 7[th] December 2024
Pop Up Bar – 3[rd] & 10[th] January 2025
Swede Dreamz – 7[th] March 2025
With our conNnued presence on social media, which is crucial for our connecNons with a wider audience, helping to build a community through sharing content and increasing visibility. Helping us aCract private bookings and Ncket sales. We conNnue to ensure the noNce boards in and around the village are updated with village hall events for those who don’t have social media.
Once again I would like to thank all the commiCee members for their hard work over the last year.
The transformaNon of the Village Hall is inspiring and we now have in situ…. The GliCerball!
Chair – Joanne – seconded by Mandy
Vice Chair - Amaia – seconded by Stephen
Secretary - Lynn /Helen – seconded by Joanne
Treasurer - Mandy – seconded by Lynn
Bookings Secretary – Mandy – seconded by Amaia
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New CommiCee Members - None
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Hire Fees – These are to stay the same for another year
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AOB – None – MeeNng started at 19:03 and ended at 17:21
Profit & Loss Scotby Village Hall Accounting Year 2024/25 Dobit Credit Turnover 143.450 Sales 238 Re9ular Hall Hire 20.800 Grants 80,052 Donation$ 5,340 Fundraising 20,315 Irrtorest 503 Private Hall Hire 2.223 other income 13,979 odd Other Income 695 Refund of OtherTax Receivgd 695 Gross Profit 144,145 less Administration Expenses 129.908 Water 812 Gas 2,809 Ele¢tri¢ity 1.364 Maintenance 116,752 Cleaning 1,297 Consumables 614 New Assot$ 2.505 QFfice Costs 94 Rent 60 Operatin9 Profil £8,602 less Drawings £0 less Profit & Loss journal ontries -£48,599 Retainod Profit this perlod: £57.201 Retained Profit brought forward: -£17.962 Di$tributsble Reserves / Retained Profit carried forward: £39,239
Debit Credit Internet & Telephone 351 Licensgs and Pgrmits 851 Miscellaneous 45 Advertising and Promotion 30 Logal and Professional F80$ 360 Interest Payable 95 Bank/Finance Charges 94 Insurance 1,7T5 less Tax-Disallowable Admin Expenses 5.635 Fundraising pur¢ha$e$ 5,208 Waste Management 427 Operating Profit £8,60-, less Drawin9S £0 18$8 Profit & Loss journal entries -£48,599 Retained Profit this period: £57.201 Retained Profit broughl forward: -£17,962 Distributable Reserves / Retained Profit carried forward: £39,239 I ,fr.5 87.2S
.(iAINT&CO CHARTERED ACCOUNTANTS j. CcT CfOAt 3673 IS Uo bgL <ra E6at www.saint.co.uk