Minutes of the Holme on Spalding Moor Village Hall AGM Registered Charity No. 523248/1 Meeting held on Wednesday, 14 June 2023 at 7.10 pm in the Village Hall Community Room
Present: Ralph Work (President), Richard Brook, Pat Laverack, Carole Kean, Anthea Waudby, Louise Ratcliffe, Andrew Readyhough, Peter Swindells, Julie Lindley.
Apologies for Absence: Barry Denness, Ruth Kerr, Derek Clayton, Ernest Smith.
1 Welcome
Richard Brook, Chair, welcomed everyone to the AGM.
2 Approval of Minutes of last AGM
The minutes of the June 2022 AGM were approved and agreed as a true record and signed by Richard Brook. (Proposed by Pat Laverack and seconded by Anthea Waudby).
3 Matters Arising (from the minutes of the 2022 AGM)
None.
4 Annual report by current Chair:
Richard Brook reported that the last year has been a very uneventful one which he took as a complement in the running of the Village Hall by the Trustees and its two employees. As they say ‘’no news is good news’’. As regards our two employees. First of all, a thanks to Julie who has maintained our core business and built upon it, and through modern ways of communication such as facebook, has expanded on our ‘’one off bookings’’. As to Derek, I would like to thank him for his high standards of cleanliness and maintenance which has a positive impact on maintaining our core business and encouraging new ones. Lastly to the Trustees, thanks to all of them in carrying out their specific roles which has made us face up to challenges over the past year and overcome them. As regards our Action Plan. The amount of work to be carried out has dropped dramatically and we are currently in the process of upgrading the toilet in the Community Room foyer which will complete all the planned work for this room. With inflation been so high it turns out that we made a good call in our heavy capital investment during the ‘’Covid Period’’. Looking forward the main challenge we face is the planned rise in utility bill costs, which we have started taking action against. First of all by looking at best deals, and secondly compiling information on usage and costs over periods of time, which will give us guidance on what price increases are needed to pass on to our users, so keeping the Village Hall in a healthy financial position. Lastly, a thanks again to you all and let us hope for another quiet year.
5 Treasurer’s Report and presentation of Accounts
The accounts had been signed off by the Trustees in a meeting prior to the AGM. Peter Swindells and Anthea Waudby had talked the committee through the accounts.
Richard Brook thanked Anthea Waudby and Peter Swindells.
6 President’s Report
Ralph Work as Life President gave his report. He thanked Richard Brook for his comprehensive report. He thought the hall was very smart and tidy and well looked after. It caters for lots of different groups such as Mothers and Toddlers, Thursday Club for the older residents, Bridge, Badminton, Tai Chi, Pilates, Slimming World, Whist, Karate, WI, plus the Library Van in the car park
and the Food Bank, as well as special occasions. Although he does not attend meetings, he receives the minutes from Carole Kean. He thanked all the Trustees and Members of the Committee, including Richard Brook as Chair, Carole as Secretary, Anthea Waudby as Treasurer, and Julie Lindley and Derek Clayton who are the ones who meet the public.
He reported on the areas around the building. He thanked the football club for keeping the playfields and pavilion in good order, the Parish Council for maintaining the Children’s Play Area. Also, the Social Club for their facilities. He said people do not comprehend the effort put in to keep the Village Hall going but expect it to be there. When the constitution was formed, the committee consisted of 7 Trustees, 5 Co-opted members, 12 organisations representing groups who used the hall. In all a total of 24 committee members. He thought representatives from the groups were not coming forward and we may have a problem in the future. Ralph concluded by thanking everyone.
Richard Brook thanked Ralph for his report.
7 At this point Ralph Work called for all committee members to stand down.
8 Call for Nominations for the Management Committee of Trustees Ralph Work asked for all the Trustees to stand again. All agreed. Those that could not attend the meeting had agreed prior to the meeting. The following were elected as Trustees: Pat Laverack, Peter Swindells, Richard Brook, Barry Denness, Carole Kean, Anthea Waudby, Louise Ratcliffe. All agreed to continue as Trustees.
The Committee is as follows:
Trustees : Pat Laverack, Barry Denness, Peter Swindells, Richard Brook, Carole Kean, Louise Ratcliffe, Anthea Waudby.
Life President : Ralph Work Life Member : Ernest Smith
Representatives from other organisations:
The following agreed to be representatives for their groups:
Social Club – Peter Swindells
Bowls – Andrew Readyhough Bridge – Ruth Kerr Holme Rovers – Richard Brook Booking Clerk – Julie Lindley Caretaker – Derek Clayton
Declaration
All the Trustees who were present at the meeting then signed a Declaration that they understood their duties and responsibilities as a Trustee. In agreement with Clause 7 of the trust deed, all the committee members signed to declare their willingness to act in the best interests of the Charity. Those not present, will sign at the next meeting they attend.
There being no further business the AGM closed at 7.20 pm.
Signed …………………………………………………………………………………………….. Dated ……………………………………
ACCOUNTS FOR HOLME VILLAGE HALL 01.01.2023 to 31.12.2023
INCOME
EXPENDITURE
| Balance b/f | 1,702.36 |
|---|---|
| Holme Villas IAS | 10,177.04 |
| Fundraising | 4,916.37 |
| Cash in Hand | |
| TOTAL | 16,795.77 |
| Fit Payment | 2154.23 |
| Letts / a | 24112.9 |
| Letts / b | 1387 |
| TOTAL | 27654.13 |
| Fit Payment | 2154.23 | Utilities | 10128.76 |
|---|---|---|---|
| Letts / a | 24112.9 | Caretaker Remuneration | 6,310.72 |
| Letts / b | 1387 | Bookings Remuneration | 4,221.92 |
| Hall Maintenance | 7034.83 | ||
| TOTAL | 27654.13 | Insurance | 2030.51 |
| Licence | 256.23 | ||
| TOTAL | 29982.97 | ||
| Holme Villas IAS | 10,177.04 | ||
| Community Account | 1358.67 | ||
| Outstanding | Fundraising | 4,916.37 | |
| Refund of rent and utilities | 1985.15 | ||
| TOTAL | 16,452.08 | ||
| Total | 1985.15 | ||
| 46,435.05 | 46,435.05 | ||
| Income | 29639.28 | ||
| Expenditure | 29982.97 | ||
| Total income 2023 | -343.69 | ||
| Anthea Waudby | |||
| HoSM Village Hall Treasurer | |||
| Laura Wattam | |||
| Accountant |
HOLME ON SPALDING MOOR VILLAGE HALL
Independent Examiner's Report
To the Trustees of Holme on Spalding Moor Village Hall
I report on the accounts of Holme on Spalding Moor Village Hall for the year ended 2023, which are set out on the preceding page.
Respective Responsibilities of Trustees and Examiner
As trustees, you are responsible for the preparation of accounts. You consider that the audit requirement of section 43(2) of the Charities Act 1993 does not apply.
It is my responsibility to state, based on procedures specified in the General Directions of the Charity Commissioners under section 43(7)(b) of the Act, whether matters have come to my attention.
Scope of Independent Examination
My examination was carried out in accordance with the General Directions given by the Charity Commissioners. An examination includes a review of the accounting records kept by Holme on Spalding Moor Village Hall, and a comparison of the accounts with those records. It also includes consideration of any unusual items or disclosures in the accounts
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 section 41 of the Act; and
• to prepare accounts which accord with the accounting records and to comply with the accounting requirements of the Act 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.
Laura Wattam Account 06/03/2025