EAST LtNTON AND DISTRICT COMMUNITY ASSOCIATION Minutes ofAnnual General Meeling Held at E&st Linlon Community Hall. 7.30pm, Wednesday 2nd OCbe[ 2024 l. Present User Group Represenlatives: Easi Linton Art Group - Chair Gala Committee- Chair Zumba Pix in the Stix - Chair Antiques Fair- Lcad Apologies: Cboir Scouts 2. Welcome and Apologie5 The mecling was opened by Chair Tricia Moscati, who welcomed all atlendees. Apologies were noied, 3. Approval of Minutes frotp ?fi?i AfJM
The minutes from the 2023 AGM were accepted as a true record. ApprovaI was granted in principle with the caveai that any issues should raised within one week of this AGM. 4. Matters Arising from 2023 AGM Annuat fixture lists for 2024125 have been circulated and a available online. Support with Hallmaster was diScSSed. Zumba Gold TerM)rted ditriculty accessing support and finding aN'ail&bilit)' on the 'sIern. It was noted thai some halls employ a paid Ih)okings manager and handle billing differenlly (e.g.. 5ix-monthl)' for regular users). The commiiiee agreed io explore offering more user suptKJrt uTrih Hallmasler going forn'ard. 5. Chair's Rq)ort Written reFon appended to ihese minutes .APPENDtx I Tricia 5ummari8ed maintenance undeTtaken in 2024 and highlighted the ongoing diITILuILV in bccurin¥ a pruperij. I¥er. kl<iini¢nanLe thbkts. urganising SUPPiiLf5 continue to be time-consumiDg. iise of ha]1 funds for maintcnance h&5 begu Mith car¢fill fmancial corLsideration lo avoid overburdening users. The cotTunittee will explore introduciD8"floating" rnembeTS as ntyjed. A paid property mle would likely increase hall rentsl fees by apprDxim2ielv s/. which is currendy not deemed feasible. Discussion Points: Zumba Gold sbared potential sponior suggeètions (refe7r*I )55 Several grant applications haie becn made M'ere unJ-UCCtss.frul. A quesiion raised regarding the closing balance {£4.S.1IOO): Tricia clanfE:d L'kai £25,0(X) is held as an emergenc!. fund. Communications strdlegv a1 community engagemenl H'ere discussed, Including: In¢luding hall up¢Jaies in the chuwh neii'sletter. Creating flYpOSierS for local bsIDeSseS (e.g.. cop. bUh¢r . Encouraging volunieer recruilment. Exploring inieresi in reinslating a bar area in the hau. Actiorg- a Lommirtee) volunteered io projeci tDanage ihe are4 Katie lo follow up. eed ideniified for a conllnittee handiK)ok.
- Treasurer's Report TllTer'S report Mll bc arcuiatcd via fflnail posl-mcLting. Income has Temained slcadj,. Increases in ulility and mainlenance costs have rdised expenditure. Outslanding deblots: Started j.e i%'ith £1.600 outstanding; £72 remains unpaid (possibly Hallmasler-relaiedl. £686 in oulstomding debi at year-end. Action: Tricia lo investigate how other ha]Is manage debior processes.
- AcknoH'ledgemcnls'. Thanks cxlcndcd i( raisiiig £8,000 fur the hail. Thanks lo the Art I I I .sful exhibition. Gary announced his resignation after over l O y¢S of commillee service {with a two- significani Ios5 his departure represents. Ir audiiing the accoun15 for the pasi 10 y¢S. she is also siepping dow]1.
- 200 Club Rep(,:, £7.780 raised in subscriptions this year, with I I new m¢nibers. thouLh a lew cancellations were noted. Monthly pri7.e draws held al Pix in the Siix evcnls.. £200: £100. £50 prize.s. Vaness& is prepllg ll historical artiele on the hall.
- User Group Reports Art Group Now at maximttm with 30 nembers and wailing Iisi uf 6. Rcally successful exhibitioll in May just for club members. c,1 use m&in ball- loo big and too dark. But club is going strong. Gald Associalion Al this AGM agreed for them 10 get community rdle. Have a loi tn the diary over the next ye. 2 WTeaih making work'shops which have
sold oui quickl!,. Also haying a kid5 crafting day for Christmas. Likely going lo do Ha51oween disco. Also goirkg to hai'e a bingo night. Going lo have another books and cooks eNening, H'hich broughi in people from acioss Easl Lothian. Also doingi a fatnily ceilidh: and a lamil J. fun and giamcs nighi. Looking lo gel scl up as charitllble Organi110n and plan on using the hall quilc a lol. Zumba Gold i Linton hall prtrcovid was bu5i¢St class bul Since coming back from loCkdoTr il hasn't picked up. Really values having a posier oul the front as not targ¢t &udiencc on 50Ci81 media. Pix in Ilie Sii Pix have been runnink for 15 y¢ars. RegullY have 10-12 events in the hail each ) car. Although occasionally go T]nghame if Ihere's an annu&l ¢venl in thc year. Rall large film feslii'al earlier in Ihe )'ear. quilc a bigi film festival for East Loihian. Not 5urc if will rcpeat n¢xl yeaT, very much depcnds 011 the cnLrg)' Irom coinmillec member. Antiques F'ail (report emailed) Our quirk}. little laii been DnIng for well over 30 years. 'l-his much loved event is a place lo meeL browse, hai'e breakl&isI, lunch or jusi a Luppa and eiijov an inclusive community event. We have a dazzling array of stsllholders, busines5 is good and Th'e usually have a alLing li51 for stalls. Nancy has stepped down from doinu the café- a hard act lo follow bul Danny is doing a ietrific job and his shortbread is becoming famousl We are verv gralefijl io Ros for organising thL manning of tlie front door and to her, Polly. Lorna and Donny who between them ¢ollcct the 501) entre fee. Also thths to Liz Dorrian who paid for out publicity poste is a gifi. The hall committee is very supporiive ofour fair and K'e thank them as wcll as Lolin and Sammi for their great w'ork. Colin has helpcd us out on niimcrous Occln5. occasioT]all)' he gcis a free sausabTe roll for his iroublel Looking foard to anoilier year and to raising S()Is of money for our wonderful hall. Art Exhibition Rep not herc to give commeat. WRsn't qvite as busy a5 last y¢4r bb.'l sell a lot ofart. Issue with the sMuP nucbine and our info hasu't iw¥A over initial limit. 10. Hallkeeper Lots to do around the hall, just dI]cUlt getting the monL!'I people:'molii'oliP. maintenancelcleaniJ)g issues ihal are dolsn to users bul al.,d) some doMTr', Cleanin procesks.
I l. Eleciion or01¢C BeaTers Chair Proposed onded Galu Commitlce) rundrdiSiPO & P4rlnprtliir Proposed ond,,I i Group) Commiiiee Menih Proposed ondcd b Inl¢rim TTe?t 11 11'r' Proposed ii., onded b Nole.. Comtnillce 171 a5se55 additional rol¢ needs and circulale details lo user gTOUPS lor potential recruitmenl. 12. 10. TNslees Curreni Iru5tf One vacant Iruslee position 13. 1 l. An), Other Business Gaia Committee (Call working on a village cookbook. Cominunity. membi-I'.s ...4 IL4 groups invited to submit r1p¢S retlecling their group's ideutity. Meelin8 C105ed The 2024 AGM th'as fomially closed b Minutes prepareil APPENDIX I
East Llnton District Communty Associatlo East Llnton Community Hal 73 High Str8e Eait LÈnto CHAIRS REPORT The East Linton Community Hall Chak5ReFrtJrt2024 Number ol bookiTrgs per coteEOTh 23124 TrJinlnfv5¥ H1 MaTrtts I,23 Chlbjcaie l Ywrh 5e4ce5, 153 nnual 32 rfj Joybs 15- rd. CUltrI1 &AIts Even110 Contents ChftlNfj fOR ThE lL 2023124 Improvements.....-. Piioriiies lor 2024125.. DIGrriL IPIPRoVEEN7S.... 2023124: Online Improvements........... Focus on 2024J24- Digit81 Priorrties FUNDPAING Income from 2023124.. io Fundraising 2024125. 10 BOOKING5 St8rters & Leaveis 2024...... Streamlining in 2024. COMMtrtE£ MEMbER5. . New approa¢h.....-...
CARING FOR THE HALL 2023124 Imrw Below is 8 list ol some repairs CBmed out over the past 12 months. Gable End Polntlng The poinlin8 work on the gable end ol the building has been completed lollowing a broken window. addiessingprewous concems lor further Oamage. This essent181 rnaintenance cost over £7,000 8nO will help protect the struclLtre from masonry falling damage in the future. Fire Safety Upgrade5 Signlflcant improvements have been madè to the h811'3 lire safety meèsuras. We have replaced the majority ol lire exii lighting and insialled new fire extinguishers throughout the premis88. Cleaning Process Aeview A thorough review of Ihe hall's cle8ning process was conducted. involving consultationswith various st8keholders.' Cleaners Irorn the Library at Her¢ot Watt University The contractor fesponsible lor the deep cleaning Our hall keeper and cleaners Followingthe review. the following sEeps were taken io enhance cleanliness énd m8inlenance'. o Purchased a new scissor broorn and rep53cement mop head5 lor Improved daily cleaning. o Rerninded hall users of their responsibilities to maintain cleanliness after evenrs. o Updated Ehe community via Facebwk with guidelines on keeping Ihe hall tidy after use. o Schedvled a deep cle3n ol key a35, including the bathrooms. kitchen. foyer. and hallway. to eft$u a higher standard of cleanliness for all users. Likely to be annual.
DIGITAL IMPROVEMENTS In 8ddltlon to the physical Infrastructure, w8 also focus on 8nhanclngth8 hall'8 digital proco8888 to streamline op8r8tiong end improv8 commun1¢8tion: 2023124: Online Improvements Hallmaster Involcing.. We hav8 adjltsted the H8llm8St81 involclngsystem based on user 18èdback to improve clarity 8nd usgr experlencè. D8bt EsGalatlon Process: A new escalation procoss for overduè payments has bgen inlroduced, including 8 pollte remlnder, B flrm reminder, and a final 8SC81otion ph858 where nec8ssary. AGM Archives: Previous Annual General Meetlng IAGMI minut8s are now availablo online for greater transparency ènd 8cces$ibility. QR codes: Have been placed In the foyer and in the External notlC8board. Booking Process for the Antiques Fair: C188r online instruction8 have been added. det8iling how to book 8 table at ihe Antiques Fair for ease of use. Focus on 2024124., Digital Priorities Incrèas6d Social Madia Presence: We will axpand our social mgdla outr98¢h to better engage wththecommunity, promot8 upcomingevents. and communicate important updates. Op8r8tlon81 Docum8ntation Online.. Key operational process8s will be docurnentod and made availab18 online, providingtransparancy and making it easierfoi 11¥grEt 8iid volunte8r8 to access necessary information, E.g. o Pre AGM, AGM & Post AGM actsvibes o How to fi'le our OSCR return o How to change a user group treasurer o How to escalate debt
FUND RAJSING Income from 2023124 Totsl fundrai88d w88 £13,046, GrAnt•, El.D21. ! DonAiion?, £1,032, 8% Aniiquès Falr, £4.304, 33% Fundraising Art Exhiblllon., l E3,089. 24% 200Club, E3.600. 27% We extend our heirtfrlf"hir:;- o Antiques I I o Art Epl Li 200( I voiunief o Coop,. .,)-muniry fund FundraSsing2024125 o We aim to replace regular strip lighting to LED strips With 3 grant application Quota 15 re.io' lor an application. o Continue with the help from our wonderful volunteer5. The 8 Antiques F4irt, 400 Club, ana 4- day Art Exhibition benefit the comrnunity by fostering soci31 connecti0115, encour sing cultural engagement, and supportin8 local artists and collector5. Th:.y dlso raise e¢ia funds for the hall which en5ure5 financial stability, supports mainten3,liè ari4 'i.'gra(S¢• 10
BOOKINGS Stsrt•rs & Leavor8 2024 Sadly. thg Old timo Donce & Playgroup are no longer runnlng. A slgnilicènt translerwas made from the Playgroup to thè Hall account which will be held separately until anoihervolunteer c8n be found. A new fitness group intends to stsrt In Octoberl November and il uptake is good then ihey will become A regular flxture. Fltness classe5 , at the hall PILIIES fjt44 Fddly 'qOpm KR4VMANGA GAWND Streamllnlng in 2024 Debi Reduction-. Streamlining the bookingl Invoice process to minirFTriSe debt recovery. COMMITTEE MEMBERS Dep8fiurÉ .1 '.ust 2024,, Fter 2024 AGM ManythanKS II I L i.'LimmitTee memDers for their service. New Mernijei". New approach Given the high volume of activities in the hall. a new pilot approach will bp I',ripldn.go[4?(1 Tri',- strategy aims to break down roles into specific tasks and expand the coryi,"r.:Lke4 11.:'I4 %ne.;lei more manageable groups 50 that activity is reduced lo under 1 hour peT %'ieek. We also plan to introduce a volunteer group, m8de up of community meMbr:. wno may not want the commitment of 8 committee role but ore happyto contribuie ork 2 Inore 11- ble bes'i For ex8mple, if the hall keeper is unavai18ble. someone Irom this group COJid ep in l? operi the h811, or they could be asked to assist with tasks like auditingthe first aid kit. We would 2lso like to lake this opportunity to find an 8dditional trustee and look IO the community for guidance.
bBr red*0pMent, •10ry5Kle neAT &Y•ntg le4. lry LED I. ia
i ast Linton & Dlstrlcl CommuDIty Association Trustees? Anuu81 Rei)ort nd Accoun15 for Ibc i'eAr ¢ndcd 31 August 2024 Independent Examlnerfs Report to the Tru5tee5 of E3sI Linton & 015trlct Communlty Assoclatlon l pOrt on ihe accounts of the charlty lor ihe year ended 31 Augusl 2D24 whlch are sel Out on the followlng pa8e5. Respectlve responslbllltles of trustee5 and examlnei The charlt¢5 trusiees a responsible for the preparatlon ol the account5 In accordance wilh the terms of ihe Chailtles and Tru51ee Invesrm2nl (Scoilandl Aci 2005 and the Charities Accoun15 Iscoilandl Regulations 26. The charity trustees consider that the audlt requlrement ol Regulailon iolll Idl of the Accounis ReglatiOnS does not apply. It Is my responsiblllty to examlne the account5 as requlred under section 44111 Icl of the AGI and to St9te whethei partkular matters have come to my aiiention. Basls of Independent examlnerfs statement My examlnatlon Is carried oul In accordance wlth Re8ul3tlon 11 of the Charitie5 Accounts (Scotlandl Regulations 2006. An examlnatlon Include5 a reylew of rhe accoLEntlng record5 kepl by Ihe charity and a compaTlson of the accounts pre5enied wlth ihose record5. It 3150 include5 consideratlon olany unusual Ilerns or dlsclosures Sn the accounts, and Seeks explanations fTom Ihe trustee5 concernlng any such rnatiers. The procedures underiaken do not provlde all the evldence thal would be required In 3n audlt, and consequently I do not expre55 an audil opinion on the view given by the 3ccounis. Independent examlner's 5tstement In the course of my examlnatlon, no motier has come to my aiienllon whlch 8lve5 me reasonable cause to belleve that in any rnaterial respert the requirements: to keep accountin8 records in accordance with Seciion 4411) la} of the 2DOS Act and Regulailon 4 of the 2006 Arcounts Regulatlons. and tts prepare èctounts which accoro with the accountin8 recctfds and comply with Regulation 9 01 the 2006 Accounts Regulation5 have not been met. or .n nrdei loi enable a proper 2. to wh understai Sl8naturi Narne.. Address.. Date:
East Linton & District Community Association Charlty .Mber- SC0117149 Hall Accounts Income & Expenditure StatemeDI 1st Sepiernber 2023- 31st August 2024 Income Hall Leis - Paid Antiques Fair 200 Club An Exhibilion Fundraisers Grant Income Don(Itions Bank Inier¢si 3110812024 3110812023 25,185.00 4,304.52 3,600.00 3.088.95 0.00 1,021.31 1,032.00 621.31 24,871.16 4.282.50 4,550.00 3.041.25 1,019.14 0.00 2,579.00 221.84 Total Income: 38,853.09 40,564.89 enditure Hall-Keepers Cleaning Equipmenl Heal & Light Insurance General Maintenance General Expenses Antiques Fair 7,932.00 1,442.73 490.81 10,770.96 2,318.86 12,761.87 728.50 0.00 8,347.00 1,520.15 68.27 8,486.48 2,170.98 2,97 l.56 ,256.23 0.00 24,820.67 Total Expenditure: 36,445.73 Opening Balances Proflt / (Loss) Closing Balances 43,577.87 2,407.36 45,985.23 27,83J.65 15,744.22 43,577.87 resented B Balance at Bank Outstanding Payments (Cheques) Cash In Hand Closing Balance5 45,972.34 0.00 12.89 44,068.53 (1,124.21) 45,985.23 . 43,577.87