Minutes – LVH Management Meeting – at 7pm Tuesday 20 May 2025
1. Welcome
The chair thanked everyone for attending the meeting.
2. In Attendance
A August, J Humphrys, K McKenna, J McMahon, M Davies, N Richardson, J Beck
Apologies
P Davidson, T Stroud, G Wright, I Fordham
3. Minutes of the last meeting
Minutes of meetings on 15 April 2025 were approved and signed.
4. Matters Arising
Further correspondence from D Barnes requesting a copy of the current and the previous lease VH lease. These were provided.
5. Declarations of interest
None
6. Action Log
|
Date |
Action |
Person responsible |
Progress 15April 2025 |
|
New Actions from 18 March 2025
|
18.3.25 |
New action relating to 2025/6 accounts IF to consider whether a reciprocal arrangement for the independent examination of accounts would be possible with another village hall of a similar size |
IF |
|
|
|
18.3.25 |
Arrange for stonework repairs to be completed and find out how long the work would take. |
KM |
Arrangements in place and timescales agreed |
Completed |
|
18.3.25 |
Seek estimate for internal insulation from C.Darling and whether the work could be done at the same time as the drainage work by the front gate. |
KM |
Agreed mould will be treated; insulation fitted, and paintwork completed in August. Accepted quote of £769 for CD. CD to work on 4th August weather permitting. Floor could be done so likely to close the hall for a short time. Finalise dates and extent of work to be agreed at the next meeting. |
Completed |
New Actions from 15 April 2025
|
15.4.25 |
Costs and details of producing annual accounts and completing an independent examination of accounts requested from Borders Community Action |
IF |
Independent Examination can be done at a cost of £50, but not the presentation of the accounts. |
Completed |
|
15.4.25 |
Notices of AGM placed on noticeboards & website |
JH |
|
Completed |
|
15.4.25 |
Seek quote for refurbishing the floor |
JH |
Should be available in June. |
|
New Actions from 20 May 2025
|
20.5.25 |
Offer of independent Examination and review of development plan to be on the next agenda |
JH |
|
|
|
20.5.25 |
Seek advice on the best way to repair the damage in the corner of the yard |
KM |
|
|
7. Treasurer’s report
The annual accounts, externally examined and prepared by Northumberland Accountants, were agreed. The profit and Loss account shows an operational surplus for year giving just over £11k for essential repairs in the next financial year. In line with Charity Commission guidance the accounts also include a buffer of two years running costs.
The forward budget, finance report and draft budget were circulated prior to the meeting and accepted.
Borders Community Action (BCA) can complete external examinations of accounts for £50.
Agreed: Annual accounts agreed, as was the forward budget, finance report and draft development plan.
Action: review development plan and decide on the offer from BCA at the next meeting
Power supply & energy update
No further update; waiting for NCEL Solicitors.
8. Development Plan
Draft plan accepted without amendment. Paint work, including hall plaster work, external noticeboard likely to be in the region of £350-£450.
9. Charity Commission Update
Noted
10. AOB
The concrete slabs in the corner of the front yard were checked at the request of N Richardson and need attention. This is likely to be very expensive.
Action: KM to seek advice on dealing with this from C.Darling and the stone mason who will work on the building
Recently received funds from grants and donations, for example from Mary H, will be sufficient to trigger the release of the Sunley Grant.
The Meeting ended at 19.22 pm
All meetings start at 7pm
|
Tuesday 17th June 2025 |
|
Tuesday 15th July 2025 |
|
Tuesday 19th August (if needed) |
|
Tuesday 16th September 2025 |
|
Tuesday 21st October 2025 |
|
Tuesday 18th November 2025 |
|
Tuesday 16th December (if needed) |
These minutes represent a true and accurate record
Signed………………………………………………………
Chairman
Date………………………………………………………….