EAST LtNTON AND DISTRICT COMMUNITY ASSOCIATION
Minutes ofAnnual General Meeling
Held at E&st Linlon Community Hall. 7.30pm, Wednesday 2nd OC￿be[ 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 diSc￿SSed. 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 a￿1 community engagemenl H'ere discussed, Including:
In¢luding hall up¢Jaies in the chuwh neii'sletter.
Creating flY￿￿pOSierS for local b￿sIDeSseS (e.g.. co￿p. bU￿h¢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.

6. Treasurer's Report
T￿llTer'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.
7. 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.
8. 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 prep￿llg ll historical artiele on the hall.
9. 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
Organi￿110n and plan on using the hall quilc a lol.
Zumba Gold
i Linton hall prtrcovid was bu5i¢St class bul Since coming back from loCkdo￿Tr 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. Regul￿lY 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 D￿nIng 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 Occ￿l￿n5.
occasioT]all)' he gcis a free sausabTe roll for his iroublel Looking fo￿ard 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 s￿MuP 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 or0￿1¢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 r￿1p¢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¥
H￿1
MaTrtts
I￿,23
Chlbjcaie l Ywrh 5e4ce5, 153
nnual
32
rfj
Joybs 15-
rd.
CUlt￿rI1 &AIts Even￿110
Contents
ChftlNfj fOR ThE ￿lL
2023124 Improvements.....-.
Piioriiies lor 2024125..
DIGrriL IPIPRoVE￿EN7S....
2023124: Online Improvements...........
Focus on 2024J24- Digit81 Priorrties
FUNDPAI￿NG
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 a￿35, 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&centia
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 meMb￿r:. 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 2￿6.
The charity trustees consider that the audlt requlrement ol Regulailon iolll Idl of the
Accounis Reg￿latiOnS 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