EAST HARLSEY VILLAGE HALL
MINUTES OF ANNUAL GENERAL MEETING HELD ON
TUESDAY, 18 FEBRUARY 2025 AT 7.30 PM
Present: Syd Bailey (Chairperson), Hazel Dixon, John Gilliland, Richard Kime, Cat Lane, Barbara Moore, Paul Sanderson and Tina Fickling (Secretary).
Seven members of the public were also in attendance.
1 Apologies for absence
An apology for absence was received from Jan Anderson, Paul Buckingham, Andrew Crowley, Cheryl Hodgson, Bev Lax, Richard Martin, Gill Selby and Leah Wilson.
2 Minutes of last meeting
The Minutes of the last meeting held on 27 February 2024 were accepted as a permanent record by the meeting.
3 Matters arising
There were no matters arising.
4 Chairman’s Report
Syd Bailey presented his report for the preceding year.
As a committee, we continue to work on our three main goals to;
-
put on events to enhance our local community,
-
ensure that the Village Hall is financially secure,
-
continue to professionally maintain and improve the Hall’s facilities.
On all 3 fronts it was another successful year. Regular events continue to be well supported. The soup lunches and coffee mornings have been very popular which has enabled us to donate lots of money to local charities. Please let us know of any charity ideas that you would like to be supported in future. The monthly Socials continue to be a mixed bag in terms of level of attendance. We will continue to try to combine the socials with food / events food to maintain interest. The annual Quiz & Safari supper were both popular again. The highlight of the year was the new Proms in the Village with 130 ticket sales. And so, we will repeat the event this year and are hoping to make it bigger and bigger each year. The Hall continues to be popular for hire by members of the public for weddings, parties, christenings, funerals, workshops etc. Bookings are often as a result of word of mouth and
from attendees of previous hires. Regular bookings have also continued such as Pilates. All of this means that financially we are in good shape.
As explained last year, we are doing a little less in terms of big projects whilst we investigate and save some money for potential future projects. This year we have continued with small improvements including umbrellas for the outside tables, a new disabled ramp, drainage repairs, a new bar carpet, tree maintenance and new mugs. We have a number of projects that are work in progress including improving the external lighting to be more functional and more aesthetically pleasing. There will be some more tree maintenance in March with the oak on the lawn having a severe prune. We are also looking to regrout the paths. As I mentioned last year, we are working on the potential to put in 2 electric charging points at the front of the hall and possibly solar panels on the roof. Barbara is engaged with the council on this, but it is a big project that is moving at a slow pace, although we hope to have some progress this year and will keep the village informed. Any suggestions for future projects are most welcomed.
And finally, some thanks. There were some big changes last year to the committee with several people in new roles. Many thanks to Bev, Tina, Gilli, and Jan for stepping in to their new roles as Treasurer, Secretary, Bar Manager and Bookings Manager respectively and doing a brilliant job. Thank you to Richard Martin who continues to do the bar rota - please volunteer if you don’t already. Thank you to Sarah Martin who doesn’t sit on the committee but continues to organise the soup lunches and coffee mornings and to all those who contribute to the events. And thank you to the whole committee. We have a good range of skills, interests and experience and they are always full of ideas and enthusiastic to volunteer. Thank you to Cheryl Hodgson for her contribution on the committee. She has decided to stand down. We may have someone interested in joining to take her place. Thanks also to Hazel and Les Dixon who continue to do a great job of keeping the hall clean and the gardens and hanging baskets looking so good. And finally, thanks to all the villagers for their support and attendance, without them we couldn’t do anything.
5 Treasurer’s Report
Tina Fickling presented the annual accounts to the meeting on behalf of the treasurer, Bev Lax.
Tina thanked Sharon Hardy for carrying out the independent examination of the annual accounts.
Treasurer’s Annual Report
This report is for the financial year from 1[st] January 2024 to 31[st] December 2024. Mrs Sharon Hardy CEMAP, a qualified Bank Official (Retired) undertook an independent examination of our accounts. Mrs Hardy was satisfied that all the evidence I provided ties back to the accounts and nothing that she found or reviewed suggested that the accounts are inaccurate or falsified and were duly signed (a copy of which is provided to you)
Opening Balances
We started the financial year with £28,473.00 of Unrestricted Funds and £44,591.72 of Restricted Funds. We ended our year with a total of £42,345.78 of Unrestricted Funds and £45,599.05 of Restricted Funds. It has proved a successful year to date showing an increase of Unrestricted Funds over the financial year of £13872.78
Regarding our Restricted Funds, the CCLA Endowment Fund has seen a growth within this financial year of £1007.33 therefore, the new market value is now at £45,599.05 as previously stated.
Following on from this investment information, the dividend payments received from this totalled £1,549.29. Please note that was significantly higher from last year’s payments. The reasoning behind this is that due to a software error within CCLA, we did not receive the required dividend payments that were due in the financial year ended 31[st] December 2023. The outstanding payments were finally issued to us in this financial year thus bringing us back up to date. Going forward the dividends have continued to be credited correctly to our account and no further action has been needed.
Yorkshire Building Society
We received account interest of £521.37 which has increased by £288.51 from the last financial year.
Including the CCLA dividend payment we have seen a healthy return of £2070.66 giving the Hall a final year-end balance of £17,560.26
Petty Cash
As Treasurer, I have tried to limit the amount of receipts/invoices paid for by means of petty cash and have paid for most expenditure through the current account. As you can see from the accounts overview, I did only pay out £1,515.35 in expenditure and deposited a significant amount of cash income we received from bar’s, hall hire etc directly into the current account. I transferred £8,304.37 which shows a significate increase of £6,087.77. This has limited the amount of cash held by me at any given time.
Statement of Income & Expenditure
Income
Negative Year on Year Balances
Fundraising -£332.04 Rent -£1.15 Grants -£1077.30 (non were applied for or given during this financial year)
Positive Year on Year Balances
We have had successful increases in funds for the following: Hall Hire and Wedding Venue Hire Bar Receipts Donations This giving us an overall income increase of £8902.56 on last financial year.
Expenditure:
We have had a decrease in expenditure of £10,534.01
This is mainly due to no active large projects being undertaken and a decrease in repairs and maintenance over this financial year.
Overall, a very positive funding of the Hall.
No questions were raised regarding the Treasurer’s Report and the accounts were approved by the meeting.
6 Approval of auditor for 2025
Sharon Hardy was proposed by Peter Gardner and seconded by Cat Lane as the auditor for the accounts in 2025.
7 Elections of Chairman, Treasurer and Secretary
Syd Bailey was proposed by Tina Fickling to be Chairman and seconded by Marion Archer.
Tina Fickling was proposed by Peter Gardner to be Secretary and seconded by Barbara Moore.
Bev Lax was proposed by Syd Bailey to be Treasurer and seconded by Cat Lane.
8 Election of Committee
Cheryl Hodgson has stood down. All other members of the Committee wished to continue and so were all elected as Village Hall Committee members.
9 Any other business
There was no other business.
10 The next Committee Meeting will be held on Tuesday 11[th] March 2025.
EAST HARiSEY VILLAGE HALL REGisfERED CHARITY No. 523345 FINANCIAL TRANSA0$ F()R YFAR F.NDINC 31112r2024 2•24(£) 20U (£ 0Ing Ilaiar £II(Z27 18.410.72 -6.328.45 Income £39.759. 32.294.35 7. J6% 'rtWLsf¢Th fr(xD Pth C& £&304J7 i&( fi.nx7.77 I.1dItle Iransfcr lo Peth. Lash 5.755.02 40.%39.40 .5.IIN4 .IX £W91J2 12W7 12 JIW.2S £15.489.60 £14.310.65 1.14X.Y Aesx>uni Intl £521.37 £23186 ?%x._ I)ii'itknd fnnn Furwj £1.549.29 £91&09 17W26 1&4N9A £Wl.13 £la85.42 .3114.?9 In¢xfflJ¢ £9J12.59 £&797.29 1rdfer Bwk £0.( FWillU¢ TrdtL8ferg io Bank £1.515.35/ .W4.37/ 16.964. -5.44Y.fi3 £2.216.fAI fi.nx7.77' £901.iJ UV73. £lJ.1172.711 1)TE8in In%cstuKnt £2503 Mark¢i YLW Fd £44J91.72 £1.fjfl7.3J £44J91.72 £1.11fi7.JJ 'lotl IneoAe 51.14J.15 42340ts9 114NI2.4Cb. Tutl Tr'xptudh¥re 37370J7 47JOI -10,4J4.111 Auditor HooorrY TrMJ•r 2s"
EAST HARLSEY VILLAGE HALL REGISTERED CHARITY No. 523345 8TATEMENfoF INCOME AND FENDJF. Tr.NDINCp 31112QQ24 2024 (£1 20ZJ (£1 £6.280.72 £4.015.19 £9.IXKb.IMJ £7.2(KJ. ljar RecL'ipis rund Raising R¢nl £23.565.49 £20.605.I2 £2.-%93.95 £2.925.99 4.2(NTr.(M) £4.201.15 GTaiuilits £4SI.03 £3R3.63 l)Dn&jiin £1.657.411 £227.(Ml £1.077.311 Iluildin8 %1)cicli' IntcrLqt £521.37 £232.R6 £1,549.29 £916.1 £1.293.22 £455.56 1171.87 £5.58X.15 R¢pair% and mainlLnarC £4.765.IX £7.282.76 Pnijecls £1359.IK) £13.99l.112 I)LIX)%il R¢funil Re%i()ckin8 £326. £6711.00 £9.Xll.77 £&284.78 £fiX7.56 £1.867.53 £2.3118.45 2.453.84 SuThdriL'S £2.703.92 £2.057.44 a743.36 £1.262.IX RifflurnrdliorL PaJToII and Ine'll% £4.692.54 £4.343.06 U7270J7 £470IHJ8 -£lll,-SJ4.111 113072.78
2 The Beeches East Harlsey Northallerton North Yorkshire DL6 2DJ To whom it may concem Re East Harlsey Village Hall Accounts 31 st December 2024 Charity Number 523345 I can confirm that I have carried out an audit of the above accounts and found everything to be in order. All transactions had the appropriate receipv invoice to verify them Appropriate records are held by the charity Yours faithfully Sharon Hardy CEMAP Retired Bank Official Date: 3 J 20.J5
East Harlsey Village Hall
Treasurer’s Annual Report
– AGM 18[th] February 2025
[st] January 2024 to 31[st] December 2024.
of our accounts. Mrs Hardy was sa�sfied that all the evidence I provided �es back to the accounts and nothing that she found or reviewed suggested that the accounts are inaccurate or falsified and were duly signed (a copy of which is provided to you)
Opening Balances
Funds. We ended our year with a total of £42,345.78 of Unrestricted Funds and £45,599.05 of Restricted Funds. It has proved a successful year to date showing an increase of Unrestricted Funds over the financial year of £13872.78
year of £1007.33 therefore, the new market value is now at £45,599.05 as previously stated.
Following on from this investment informa�on, the dividend payments received from this totalled £1,549.29. Please note that was significantly higher from last year’s payments. The reasoning behind this is that due to a so�ware error within CCLA, we did not receive the required dividend payments that were due in the financial year ended 31[st] December 2023. The outstanding payments were finally issued to us in this financial year thus bringing us back up to date. Going forward the dividends have con�nued to be credited correctly to our account and no further ac�on has been needed.
Yorkshire Building Society
Including the CCLA dividend payment we have seen a healthy return of £2070.66 giving the Hall a final year end balance of £17,560.26
Pe�y Cash
As Treasurer, I have tried to limit the amount of receipts/invoices paid for by means of pe�y cash and have paid for most expenditure through the current account. As you can see from the accounts overview, I did only pay out £1,515.35 in expenditure and deposited a significant amount of cash income we received from bar’s, hall hire etc directly into the current account. I transferred £8,304.37 which shows a significate increase of £6,087.77. This has limited the amount of cash held by me at any given �me.
Statement of Income & Expenditure
Income
Nega�ve Year on Year Balances
Fundraising -£332.04
Rent -£1.15
Posi�ve Year on Year Balances
We have had successful increases in funds for the following:
Hall Hire and Wedding Venue Hire
Bar Receipts
Dona�ons
Expenditure:
We have had a decrease in expenditure of £10,534.01
This is mainly due to no ac�ve large projects being undertaken and a decrease in repairs and maintenance over this financial year.
Overall a very posi�ve funding of the Hall
Thank you