Teviothead Vlllage Hall Commltteo Chalrmans Report Annual General Meetlng Date:25- March 2025 It only seems like yeslerdaythat the last AGM was held, and Chair's reportwas presented. The main activity in the past year was the granting of SCIO status which was both time- consuming and costly. But the legal fees and associated costs were subsidised bythe Federation of Village Halls. which avoided ary major impact on the Hall finances. The Chair recognizes the arduous work put in by the committee. especially Caroline Tullie. to transfer the charitable statu5 ofthe Hall. The new status number can now be used by the committee on allTeviothead Village Hall communications and materials. Expenditure remains constant and accountsshowa steadyoufflow. but this has been using grants accnjed from the Covid era. ané the accounts are now approaching a more normal level of finance. There has been much discussion on Hall hire charges with a balance being required to be cost effective yel remain competitive. The increasing number of extern81 sources using the hall for presentations. public consultation and awareness events has highlighted an opportunityto provide a more flexible approach to better reflect on the higher costs involved with these events including heating, lighting. and cleaning etc. While a number of the events may not always be in line with the wider community aims. they are a welcome income stream. The Hall continues to operate as a focal point forthe localcommunity in particular its mission to fultill its role in support of the.warm spaces" initiative. The provision of the Afternoon Teas and the Soup and Pudding sessions has been highly successful and although primarily supportingTeviothead Church the increasing numbers attending demonstrate the popularity of the events but also the important role the Hall plays in community cohesion. Other events and bookings for the Hall include. Community Council. Scottish Women's Institute, Weaving Club, Public interest meetings, Private parties, Mobile Library stop. Charity fund raising. various committee meetings. MSP surgery, Election polling station, Funding Panel meetings. Hogmanay celebraiions and the annual summeT BBQ. The various improvement projects have been completed includinEthe long overdue refurbishment of the Gentlemen's toilets and the installation of a loft ladder to utili2e the available loft space to impr¢)ve storage and archiving of Hall materials and resources. The development and improvement of communications relatingto the hall continues. notably with the Hall website, Calendarof ebents and newsletters. Work to develop a mailing list for direct mail shots to the community Is ongoing and the Chair recognizes the work done by o furtherdevelop this project. The installation of a key safe for the Hall will reduce the requirementfor committee members to turn out to open the hall for tradesrnen or guest Users.
The audio-visu81 facilities continue to develop with additional connections for laptops and hard wire links for mobile phones and tablets to mirror screen content directly to the projector. Feedback from a recent private partywhich utilized these resources was very positive as it allowed fora live video linkto bring all the family members together. A small but important investmentwas madewith the purchase of an indoor NewAge Kurling set. This was as a result of borrowingsimilar equipmenT from another Village Hall. Following a successful evening of Kurling it is planned to hold monthly sessions not only to promote 8 competitive actwity with other Village Halls but also to provide a regular social event to encourage new members to the communityto meet and join in Hall activities. Although this report is traditionally a review of the past year, as Chair, I feel that it is important to identity some items forthe Committee to focus on to ensure the Hall ontinues to improve in the future. Provision of a fiber broadband connection to the hall to provide a more stable Wi-Fi set up. Carry out refurbishment of the Ladies toilets. Installation of nolice boards both inside and outside the hall Record the number of people who attend each event to provide evidence for f uture f unding bids. Continuing the upkeep of the Hall external areas Increasing attendance at Hall events Install a Heatingoil monitoring system. Ensure all committee members have accessto the Nest heatingapp. As always. I would like to take this opportunityto thank all the members of the committee and the associated volunteers for their support and hard work over the past year in ensuring the Hall remains highly relevant and operational and continues to serve the diverse needs of the community. Chair Teviothead Village Hall
APPENDIX 3 OSCR s( Ihrty Wlatr Indendent examiner's report on the accounts vz Report to the Ch•tty rone trnstee¥lmembers of RegiSt•red charity SC O s z F t i number On the accounts ofthg charity fortho poriod PeTKid start date Pénod end date Oay Sèt out on pag Re5prflfve The chan"ty'S trustee5 are iesFon5iNe for the Feparation ol the attounts in accordance responsibilities of with Ihe terms of the Charibes and Trustee Investment (Scotlandl 2005 Act and thè trustees and examiner Chanties Accoun15 (Scotlandl Regulations 20C6 la5 amendedl. The charity trustee5 {xsider that the audrt requireneni of Regulation 10111 Idl of the Accounts Regulations (Joes nol apply 1115 my reswns11Ity to exarnine the aGcounts as required under secti¢n 44111 Icl of the Act and to stale whether panicular matter5 have come lo my aitenlion Basis ol ind¥pendent My examinaln is camed OLrt 11 x¢(danCe with Regulatv)n 11 01 thè 2006 A¢counts examin¢es statem•nt Regulations. An examination includes a review ol Ihe accountsng record5 kept by the charty and a CwnPanS of Ihe )unIS pSented with those record5. 11 also includes consderatson ol any unusual rt2ms or disdosures In the accounts and seeks explanaty¢ns from the trustees conceming any SLKh matters The prOdureS undertaken do not rKothde all Ibe evidence that would be required In an audil and. consequently. I do not express an audit opinion on Ihe view given by the accounts. Independent eMamin8rfs In the course of my trxaminabon. no matter has come to my attention lother than Ihat $tstement disdos&J on the attathed page'l whith gives me leaxnab cause to believe that in any matèrial resFed the requirement5'. to keep a¢crAJnttyig recorts In aLxordance with sectK)n 44111 lal of the 2005 Act and Regulabjn 4 of the 2006 Acnts RegulaiKtn5. and to prepare arnIS which aOrd with the 8ccounting records and ¢yxnply WLth Regularn 9 OF the 20C6 Aco)Jnts Regulatpjns have not been m•t, to vA)ith. in my onion. atenb.on should be drawn in order to enablè a proper f l-y 2-_c.. rl-. In -e reached. D•tÈ: Signed. Name: Relevant professional qualification{sl or body lif any): jl%lis Address.. ase Ihe wonls • Ihe brackeis J. tr. p8ge '"QSCR acceptd¥it81 or tyFed WgA4fvfe5 UI thD5e ha%*oxie lo your atknllkin eAI I
DRAFT MINUTES OF TEVIOTHEAD HALL ANNUAL GENERAL MEETING HELD ON TUESDAY 26 MARCH 2024 AT 7 PM PRESENT Vlelcome by Chairman APOLOGIES FOR ABSENCE MINUTES OF PREVIOUS AGM HELD ON 27 MARCH 2023 Minutes haa been circulated and were taken as read. Proposed by conded by MAThERS ARISING FROM PREVIOUS MINUTES Change of Charity status will te discussed later in Ihis agenda CHAIRPERSON'S REPORT see attathed feport TREASURERS REPORT Treasure ad already emailed aG¢ounts to the comrnittee - see attathed responded lo various questions et aside reseNed funds of £5,OCQ for fireldamagel Gontingency fund Assets added - looms coffe- nachine. Isee assets list) Thanks were extended lo or mana the accounts so well Approved by ecanded by Review of Hall Hire Charges Rural Church Show local £15 per night Communrty Counril l Others £40 night Danceslconcerts £20 per hour Day Hire £15 per hour Up to 6 pm Min £15 Elgctions £250 per day Ihat does the hall tharge for charty events? No tharge if organiser lives wrthin Gatchment area of the show- uttimately at the discretion of the hall committee ProSed and agreed to leave charges as above- to be reviewed again at next AGM CHANGE OF CHARITY STATUS TO A SCIO ( ScOlSH CHARITABLE INCORPORATED ORGANISATION) Approval to wind up I disso the existing charty Teviothead Village Hall SCO 22768 It was agreed unanimously by all those present that the existing charity dissolved.
6.2 Approval to transfer all assets and liabilities to the new incorporated chartty Teviothead Village Hall SCIO SC052881 It was agreed unanimously by all those present that the assets and liabilrties be transferred to the new incorporated charity. rerted at the rnoment VR have had pemiission fr(xn OSCR to set up new charity and perm15510n to dissolve existing. As from tonight will have 3 rnonths to Complete paperwork - assets, bank account changed etc. Also require legal pemiission to transfer building ètc. The only existing legal document is one from Rox Distnct Council dated l APP buil the Hall Committee Names on that document wer and Solic',to requires thB to be on the land register Transfer wasn't recordea wn èasines. nas approached SBC lo transfer this to the new SCIO. New plan5 are being drawn up in the rarye of th ait new deed from SBC. Should Le completed wtthin the time frame. Ono reIVed ¥vill register wrth the LaTrJ Registry. Treasurer asked if we could change I - 1 who run a TasUrer'S account. All agreed to this. Signatories remain as 11 organise At what point are we actually officially a SCIO? It 15 assumed this will k On we get final approval and acc8Ptance from OSCR - Caroline will confinn this with OSCR Any change as to how :h- aCountS need to be pr"pa-èd and audrted? tt is thought they will be in the same fomiat bbt will send guidelines to 6.3 Approval of new constitution for Teviothead Village Hall SCIO SC052881 The new constitution. which was recommended by Roxburghshire Federabon of Village Halls and lodged in application to OSCR, was unanimously approved. It was noted that this would be looked at with view to possibly amending in the coming year. Chairman thanked or all her hard work in managing this &Yo$S. ELECTION OF OFFICE BEARERS Chair Vice Chair Secretary Treasurer Minute Secretary pro roposed that r* en blo= Sr=cnJe= b8 elected to the Committee - this was seconded bs, ANY OTHER BUSINESS Chair thanked or recording minutes etc DATE OF NExf MEEfiNG Tuesday 25 March 2025 Chair thanked everyone for coming and dosed the meeting.
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