Trdquair Village Hall Committee of Management Minutes of the Annual General Meeting- Thursday 24 April 2025 at 7.30pm at Traquair Hall l. Attendees Committee members.. Apologies 2. Approval of the Minutes of the AGM- Tue 23rd April 2024 Proposed - Seconded- 3. Presentstion of the Chair's Annual Report It was reported that there had been 1200 hours of hall hire recorded throughout this year and that the online booking system was working well to support this. The hall website had received 5000 visits a month on average. The hall hires have been from a range of sources including art classes, pilate5 classes, yoga, meditation, flower arranging, live music and music rehearsals, cooking events and kids bike skills. The chair commented on the major maintenance upgrades that had taken place during the year, including the new heating system installation which was supported by the UK government retrofit fund administered by Borders Community Action along with new solar panel and battery storage. Other refurbishment included the bar and kitchen being upgraded and the hall floor being refurbished. The bar upgrades mean that we can now hire out the bar facility and we are currently partnering with local company Durty Brewing in Innerleithen who will supply bar staff and provide stock for users wishing to book this service. The solar panels have so far been meeting of our electricity usage through the year and generating an income. The additional grant received this year {Uk Government Retrofit Scheme- administered by Border5 Community Action) for an extra solar panel and battery should allow us to increase this to supply 113 of the electricity demand of the hall, including the electricity needed to run the new heating system. In the hall grounds. fence posts have been replaced and the car park has been upgraded with new parking bays added. Security has also been boosted through installation of a security camera and new door lock keypads. The chair reported on a number of events delivered this year at the hall including the Hogmanay Ceilidh and our third yearof running a film club during the winter months. The raffle at the Hogmanay ceilidh raised funds for local charities. thanked for donation of a print of an original artwork featuring the hall and noted the donation of a piece of COVID memorial tartan received from the Remembering Together project in the Borders. These have been displayed in the entrance to the hall with new lighting in place to highlight them. The Chair thanked the committee and trustees for their ongoing work- and thanked for the Christmas Tree this year which was Spectacular. closed by thanking those that continue to hire and use the hall. 4. Presentation of the Financial Statement of Accounts The accounts were audited by in Selkir Hall hire income ha5 remained fairly static this year at £13271.10 Grant income was higher than previous years with £26722.46 received. This is largely due to the UK Retrofi't Grants received towards refurbishment- and a number of small grants from SBCAN and Filmhub Scotland towards events at the hall. There was higher expenditure on equipment this year- due to solar panel costs now being recorded in this budget line. Heat and light costs were lower due to the above reallocation of costs. We closed the year with a small deficit of £67.68. 5. Nomination and Confirmation of the Financial Examlner It was agreed that should continue to deliver this service to the hall given her experience with charity accounts. This was proposed by and seconded by 6. Nomination for Servi￿ on the Committee 2025-2026 and Election Current committee are happy to continue for the year 25-26. 7. Confirmation of the present Committee of Management wishing to serve 2025-2026. 8. AOCB (competent to the AGM) asked about any plans for this coming year. mentioned plans to resurface the car park- but no other major refurbishment or maintenance tasks were lined up. shared news that the Traquair Kirk is being taken on by Traquair Church Trust from Church of Scotland. There will be a hand over event on the Il" May 25. **SC023066** ## **Traquair Village Hall** ## **Receipts and payments accounts for year ended 28th February 2025** ||**2025**||**2025**|**2024**| |---|---|---|---|---| ||**Unrestricted**|**Restricted**|**Total**|**Total**| ||**Funds**|**Funds**||| |**Receipts**||||| |Hall hire|13,271.50|0.00|13,271.50|13,295.50| |Function & fundraising income|4,058.58|0.00|4,058.58|4,953.89| |Grants received|0.00|26,772.46|26,772.46|12,221.88| |Interest received|276.18|0.00|276.18|200.98| |Other income|246.78|0.00|246.78|978.28| ||**17,853.04**|**26,772.46**|**44,625.50**|**31,650.53**| |**Payments**||||| |Function expenses|2,880.80|0.00|2,880.80|2,687.12| |Heat, light & power|836.40||836.40|14,463.91| |Repairs & cleaning|9,621.70||9,621.70|6,479.50| |Insurance|1,319.27||1,319.27|1,281.10| |Annual charges and licenses|1,478.72||1,478.72|848.90| |Property costs|**13,256.09**|**0.00**|**16,136.89**|**25,760.53**| |Office expenses and broadband|446.71|0.00|446.71|502.37| |Equipment & other payments|1,237.12|26,772.46|28,009.58|4,087.58| |Independent examiner|100.00|0.00|100.00|100.00| ||**17,920.72**|**26,772.46**|**44,693.18**|**30,450.48**| |**Fund balances at 28th**|**February 2024**|||| |**Accumulated fund**||||| |Opening balance|38,459.18|0.00|38,459.18|37,259.13| |Add receipts for year|44,625.50|0.00|44,625.50|31,650.53| |less payments for year|44,693.18|0.00|44,693.18|30,450.48| |Net surplus/(deficit)|-67.68|0.00|-67.68|1,200.05| ||**38,391.50**|**0.00**|**38,391.50**|**38,459.18**| |Includes designated funds|**22,500.00**||**22,500.00**|**27,000.00**| |**Represented by**||||| |Bank account - current|9,697.42|0.00|9,697.42|18,134.28| |Bank account - savings|28,555.58|0.00|28,555.58|20,279.40| |Petty cash|138.50|0.00|138.50|45.50| ||**38,391.50**|**0.00**|**38,391.50**|**38,459.18**| 16/04/25 INDEPENDENT EXAMINER'S REPORT Traquair Village Hall- Charity No: SC023066 I report on the accounts of TrdquaiT Village Ha]1 for the year ￿ded 28 Febnwy 2025 as attached. Respeclive responsibilities of maDagement eommittee and examiner The conllnittee is responsible for the preparation of the accounts in accordance with the tern]s of the Charities and Trustee Investment (Scotland) Act 2005 and the Charities Accounts (Scotland) Regulations 2006. The management committee considers that the audit requtrement of Regulation 10(IXd) of the Accounts Regulations does not apply. It is my responsibility to examine the accounts &8 required under section 44IIXc) of the Act and ￿ slate whether particular matters have come to my attention. Basis of Independent examiner's statement My examination is carried out ID accordance with Regulation I l of the Charities Accounts (Scotland) Regulations 2006. An examination includes a review of the accounting rccords kept by the charity and a Comparison of the accounts Presented with those records. It also includes consideration of any unusual items or disclosurcs in the accounts and seeks explanations from the committee concerning any such matters. The procedures undertak¢n do noi provide all the evidence thal would be required in an audit, and consequently I do not express an audit opinion on the view given in the accounts. Independent examiD¢r'J $tat¢meDt In the course of my examination, no matter come to my attention . which gives me reasonable ca￿e to believe that in any material respect the requirements: a) to keep accounting rccords in accordance with Section 44(IXa) of the 2005 Act and Regulation 4 ofthe 2(X)6 Accounts Regulations, and b) to prepare accounts which accord wilh the accounting reconls and comply with Regulation 9 of the 2006 Accounts R¢gulations have not been mel or 2. to which, in my opinion, attention should k dra}￿ in order to enable a proper understanding of the accounts to be reached. Date: April 2025