## **Bramcote Memorial Hall AGM Tuesday 15th June 2021** **Present:** Ron Glen (Chair), Val Smith Treasurer, David Jones Trustee, Gwen Scott (Painting Group), Sheila Chambers Trustee , David Lancaster Hall Manager, Mark Bignall Caretaker, Claire Morrell Administrator, June Lemon Smith and Gill Mills Stapleford Flower show **Apologies:** Alex Taverner, Keith Mycroft, Karen Morley, Carole Jacques **2020 Minutes and Matters Arising: T** here were no minutes from 2020 as COVID 19 meant no meeting took place. The Chair said he had checked the 2019 ones and there were no outstanding actions other than the new noticeboard which is currently in hand. **Correspondence:** None received other than those associated with the day to day running of the Hall. ## **Chairman’s Report:** Ron welcomed everyone to the Meeting and thanked the Trustees and Committee for their efforts over the preceding year. He also thanked the Caretaking and Cleaning Staff for keeping the Hall in good order. It was recognised there had been significant work to enable compliance with COVID regulations and allow the Hall to return on 2 post lock down occasions. The Hall has received various Covid grants over the year which has allowed us to maintain an income level which would have been unthinkable without this support. On this basis the decision has been made not to increase hiring fees in September this year for regular users of the Hall. This is the 3rd year running that hiring fees have been held in recent years. However, it was noted that this will be reviewed in 2022 due to rising costs of utilities Non-regular user fees will be reviewed in September 2021. **Treasurers Report –** The audited accounts for 2020/2021 were made available to those present. Anyone wanting a copy of the report should contact Dave Lancaster on dave.d.lancaster@btopenworld.com The Hall is in a sound financial position. The adoption of the accounts was proposed by Val Smith, Treasurer, and seconded by Ron Glen, Chair. The Accounts for the period were accepted unanimously. ## **Administrators Report** Claire reported she has received a lot of requests from both existing customers and new ones who were unable to return to their usual premises. This has meant juggling slots and times on an ongoing basis. It is not intended to prevent any regular users from returning when they are ready however we cannot guarantee the same arrangements everyone had 18 months ago. Some groups have not contacted us yet and it may be assumed they will not be returning. if we don’t hear shortly. It is to be hoped we will be operating normally by the 1st September 2021 Generally the feedback has been good which reflects well on Mark and Linda/Graham. It was also reported the Hall will have Plus Net broadband installed on the 18th June although the line terminator and router will be secure. Blinds have now been fitted to the doors of the Committee Room to ensure additional privacy. ## **Operations Report** Everything is currently functioning well and there are no current issues. The ongoing programme of maintenance and decorating will resume soonest. It was reported the Hall roof was hit by a Broxtowe BC lorry. However, this has now been repaired and Broxtowe have accepted responsibility. We are dealing with their Insurers ## **Election of Officers – No change and there were no further nominations.** ## **Health and Safety Report –** Regular H&S surveys were continuing under the supervision of Ron Glen. This aspect has been particularly important given the need to document our Covid19 responses. All returning groups appear to be following the rules **Allotment Report –** There are no current issues. All allotments are taken and there is a small waiting list. ## **AOB** Gwen Scott asked when the crockery and cutlery will be put back in the kitchens. We agreed this decision would be reviewed in September Alex Taverner has asked if ballet barres could be fitted in the Community Room. This request was accepted particularly as other fitness groups could make use for stretching exercises ## **Charities’ Commission** For the purposes of the Annual Return to the Charities Commission, it was noted that there were NO SERIOUS INCIDENTS during the year in question (or to the date of this AGM 15.06.21) **The Next Management Committee Meeting will be on Tuesday 14th September '21 at 6.00pm** BRAMCOTE MEMORIAL HALL MANAGEMENT COMMITTEE Financial Accounts for the year ended 31$t March 2021 BRAMCOTE MEMORIAL HALL MANAGEMENT COMMIThEE FINANCIAL ACCOUNTS FOR THE YEAR ENDED 3161 MARCH 2021 l ¢erbfy lo the best of my knowledge and belief, that the books, vouchers and information produced to our accounlanls, from which the attached accounts have been prepared, contain a full and correct record of the Management Committee's transactions. Mrs V Smith/ Hon Treasurer Date INDEPENDENT EXAMINERS REPORT TO THE TRUSTEES OF BRAMCOTE MEMORIAL HALL MANAGEMENT COMMITTEE RESPECTIVE RESPONSIBILITIES OF TRUSTEES AND INDEPENDENT EXAMINER The chanly's trustees are responsible for the preparation of the accounts. The charity's trustees consider that an audit is not reqLiired for this year (under section 43121 of the Charibes Act 2011 (the 2011 Acll and that an independent examinats'on is needed. 11 is my responsibility to.. examine the accounts under section 145 of the 2011 Act., to follow the procedures laid down in the General Directions given by the Charity Commission under section 14515llbl of the 2011 Act, as amended., and lo state whether particular matters have come to my attention. BASIS OF INDEPENDENT EXAMINER'S STATEMENT My examination was carried out In accordance with the General Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity 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 Ifustees concerning any such matters. The pKKedures undertaken do not provide all the eviden￿ that would be ￿qUired in an audit, and consequently I do not express an audit opinion on whether the accounts present a 'true and fair view,. INDEPENDENT EXAMINER'S STATEMENT In conneclion with my examination, no matter has come to my attention.. 111 which gives me reasonable cause lo believe that in any material respect the trustees have not met the requirernenls to ensure Ihal.. proper a￿Ounting records are kept in accordance with section 130 of the A¢t,' and accounts are prepared which agree with the ac¢ounting records and comply with the accounting requirements of the 2011 Act,. or 121 to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached. MrAWest FCA Swandec Chartered Accountants 550 Valley Road Ba5ford Nottingham NG5 1JJ Bramcote Memorial Hall Statement of Flnancial Actlvltles Forthe year ended 31st March 2021 General Funds 2021 Restricted Funds 2021 Totsl Totsl 2021 2020 Incoming Resources Fees for Hire of Hall Investment Income 10,048 35 10.048 35 48.319 113 Total Incoming Resources 10,083 10.083 48,432 Resources Expended Direct Charitable Expendlture Wages Insurance Cleaning & Refvse Removal Light. Heat & Water Repairs & Renewals Postage, Phone & Stationery Sundry Expenses Depreciation Honorarium 7,128 1,885 8,793 3,808 3,567 459 7,128 1,885 8,793 3,808 3,567 459 7,026 1,775 7,993 6,114 12,481 319 200 352 6,241 299 6,860 299 6,860 Total Resources Ex￿nded 32.799 32,799 42.501 Management & Administration Expenses Accountancy Fees 360 360 360 360 360 360 Total R¢$ourees Expended 33,159 33.159 42,861 Other Income Government Grant Income 25,335 25.335 25,335 25.335 Net Incomlng Re8ourc88 2,259 2,259 5,571 Totsl Fund8 Brought Forward 444,135 444,135 438,564 Totsl Fund8 Carrfed Forward 446,394 446,394 444,135 Bramcote Memorial Hall Balance Shoet As at 3151 March 2021 2021 2020 Flxed Assets Tangible Fixed Assets 305,324 305,623 Current Assets Debtors and Prepayments Natwesl Bonus Saver Account Cash al Bank 428 61,605 79,397 3,989 61,569 73,654 141,430 139,212 Llabllltle8 falllng due wlthln one year Creditors 360 700 360 700 Net Current Assets 141,070 138,512 Net Assets 446,394 444,135 Funds Unrestricted Restricted 446,394 444,135 446,394 444,135 Bramcote Memorlal Hall Notes to the Accounts Schedule of Fixed Assgts For the year ended 3151 March 2021 Land & Property Crockery & Buildings Imps Equipment Fixtures & Flttlngs Total COST As at 1 April 2020 6,000 296,684 945 31.352 334,981 Additions Disposals As at 31 March 2021 6,000 296,684 945 31,352 334,981 DEPRECIATION As at 1 April 2020 29,358 29,358 Charge 299 299 Disposals As at 31 March 2021 29,657 29,657 NET BOOK VALUE As al 31 March 2021 6,000 296,684 945 1,695 305,324 As at 31 March 2020 6,000 296,684 945 1,994 305,623 BRAMCOTE MEMORIAL HALL MANAGEMENT COMMITTEE Financial Accounts for the year ended 31$t March 2021 BRAMCOTE MEMORIAL HALL MANAGEMENT COMMIThEE FINANCIAL ACCOUNTS FOR THE YEAR ENDED 3161 MARCH 2021 l ¢erbfy lo the best of my knowledge and belief, that the books, vouchers and information produced to our accounlanls, from which the attached accounts have been prepared, contain a full and correct record of the Management Committee's transactions. Mrs V Smith/ Hon Treasurer Date INDEPENDENT EXAMINERS REPORT TO THE TRUSTEES OF BRAMCOTE MEMORIAL HALL MANAGEMENT COMMITTEE RESPECTIVE RESPONSIBILITIES OF TRUSTEES AND INDEPENDENT EXAMINER The chanly's trustees are responsible for the preparation of the accounts. The charity's trustees consider that an audit is not reqLiired for this year (under section 43121 of the Charibes Act 2011 (the 2011 Acll and that an independent examinats'on is needed. 11 is my responsibility to.. examine the accounts under section 145 of the 2011 Act., to follow the procedures laid down in the General Directions given by the Charity Commission under section 14515llbl of the 2011 Act, as amended., and lo state whether particular matters have come to my attention. BASIS OF INDEPENDENT EXAMINER'S STATEMENT My examination was carried out In accordance with the General Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity 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 Ifustees concerning any such matters. The pKKedures undertaken do not provide all the eviden￿ that would be ￿qUired in an audit, and consequently I do not express an audit opinion on whether the accounts present a 'true and fair view,. INDEPENDENT EXAMINER'S STATEMENT In conneclion with my examination, no matter has come to my attention.. 111 which gives me reasonable cause lo believe that in any material respect the trustees have not met the requirernenls to ensure Ihal.. proper a￿Ounting records are kept in accordance with section 130 of the A¢t,' and accounts are prepared which agree with the ac¢ounting records and comply with the accounting requirements of the 2011 Act,. or 121 to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached. MrAWest FCA Swandec Chartered Accountants 550 Valley Road Ba5ford Nottingham NG5 1JJ Bramcote Memorial Hall Statement of Flnancial Actlvltles Forthe year ended 31st March 2021 General Funds 2021 Restricted Funds 2021 Totsl Totsl 2021 2020 Incoming Resources Fees for Hire of Hall Investment Income 10,048 35 10.048 35 48.319 113 Total Incoming Resources 10,083 10.083 48,432 Resources Expended Direct Charitable Expendlture Wages Insurance Cleaning & Refvse Removal Light. Heat & Water Repairs & Renewals Postage, Phone & Stationery Sundry Expenses Depreciation Honorarium 7,128 1,885 8,793 3,808 3,567 459 7,128 1,885 8,793 3,808 3,567 459 7,026 1,775 7,993 6,114 12,481 319 200 352 6,241 299 6,860 299 6,860 Total Resources Ex￿nded 32.799 32,799 42.501 Management & Administration Expenses Accountancy Fees 360 360 360 360 360 360 Total R¢$ourees Expended 33,159 33.159 42,861 Other Income Government Grant Income 25,335 25.335 25,335 25.335 Net Incomlng Re8ourc88 2,259 2,259 5,571 Totsl Fund8 Brought Forward 444,135 444,135 438,564 Totsl Fund8 Carrfed Forward 446,394 446,394 444,135 Bramcote Memorial Hall Balance Shoet As at 3151 March 2021 2021 2020 Flxed Assets Tangible Fixed Assets 305,324 305,623 Current Assets Debtors and Prepayments Natwesl Bonus Saver Account Cash al Bank 428 61,605 79,397 3,989 61,569 73,654 141,430 139,212 Llabllltle8 falllng due wlthln one year Creditors 360 700 360 700 Net Current Assets 141,070 138,512 Net Assets 446,394 444,135 Funds Unrestricted Restricted 446,394 444,135 446,394 444,135 Bramcote Memorlal Hall Notes to the Accounts Schedule of Fixed Assgts For the year ended 3151 March 2021 Land & Property Crockery & Buildings Imps Equipment Fixtures & Flttlngs Total COST As at 1 April 2020 6,000 296,684 945 31.352 334,981 Additions Disposals As at 31 March 2021 6,000 296,684 945 31,352 334,981 DEPRECIATION As at 1 April 2020 29,358 29,358 Charge 299 299 Disposals As at 31 March 2021 29,657 29,657 NET BOOK VALUE As al 31 March 2021 6,000 296,684 945 1,695 305,324 As at 31 March 2020 6,000 296,684 945 1,994 305,623