WHITFORD VILLAGE HALL
CHAIR / TRUSTEES’ REPORT 28.11.24
After Covid, the level of support and goodwill from Whitford residents has been greatly appreciated and this has helped keep the Hall open during times that have been very trying. However, in this last year, there appears to be a change in attitude towards the Trustees who have strived to follow the advice given to all village halls by Devon Communities Together. Trustees have devoted much of their time and considerable expertise into their efforts to keep the Halls in running condition and in compliance with Charities Commission regulations.
Why are we members of the Charity Commission? Whitford Village Hall is a registered charity and all village halls have to be members. As such, we are legally bound to follow the stipulated rules.
It is the job of (ideally) 7 Trustees (though there can be 4 more co-opted members) to manage the hall. To find out about their roles as Trustees our secretary and vice-chair attended practically all of the on-line training sessions so that they were familiar with the rigors demanded by the Charity Commission. Devon Communities Together [DCT] have run these courses, to advise and support village halls in East Devon. Louise Fuller has written practically all of the necessary documentation for Whitford. This now means that, simply, these have to be revisited on a yearly basis to ensure that the statements are still relevant and accurate. These documents are on display in the rack in the hallway. If you need any bedtime reading they are sure to enable a good night’s sleep.
No-one need feel isolated in their volunteering role as DCT are on the end of the phone and instant help and advice is also given through a flourishing East Devon WhatsApp group.
Chris Plowman has used her expertise to set up a bookings system which has been extremely successful in ensuring that our hall is hired and that those who use it are completely satisfied with the facility. It is through hall bookings that Whitford Village Hall remains viable.
David Balcombe has kept track of the accounts, as Treasurer, and I’d like to thank him for all his hard work. Alongside this, he has taken on the management of the Bar Rota and its volunteers.
David Plowman and Steve Hallworth work together on a weekly basis, checking that the building is maintained in tip-top condition and that all appliances are in working order. They also put in a few hours (!) and much rippling muscle-power, along with Toby Willock and David Chidell, in
building our substantial new ramp. Their commitment is to be commended.
This past year has shown just what a talented pool of residents live here. The Flowerpot Festival was an unmitigated success. The support that Ros Hallworth was given for this whacky idea was amazing and the inventiveness demonstrated in the specimens on display generated much interest and admiration by the many visitors to Whitford. Thank you to Ros and everyone who helped on the day and to those who spent hours rummaging through stacks of old flowerpots to unearth just the one that was essential to complete their exhibit!
The Quiz, run by Richard and Caroline Payne, was a super evening with our knowledge (or lack of it) being tested to the full. Also, the Bingo, organised by Maggie Paterson and friends was such fun. The regular Bingo players were very tolerant about our inappropriate calls and giggles at the wrong time!
The Bar is a popular and important facility that is appreciated by lots of residents and anyone who turns up can be sure of a warm welcome. Thank you to the volunteers who help make this such a popular venue.
Nicki Banister has run our successful village lottery and this is fun, as well as helping make a good contribution to funds.
Maxine McKay cleans the hall every week and keeps it up to scratch for hirers and village hall users.
We anticipate another successful event in the Hall in December, when Richard Orsman and Roger Finch, supported by Maureen Davey and her team provide a Christmas lunch. Meg Humphries does a sterling job in sorting out the help for this very popular occasion, which is enjoyed by everyone who takes the opportunity to gather together for a chat with friends and neighbours.
Thank you to everyone who gives their time to the hall in many different ways: keeping the book store tidy, the front garden regularly tended, and other ways of volunteering. Your support is appreciated.
It is your hall and it is up to you to think of activities and talks that you would like to see here. The Trustees cannot be expected to organise and run events in the future. Please consider hiring it yourself. It costs only £10 per hour for the main hall. For example, our Wednesday Welcome group meet here, pay a small amount to cover the hire and keep any extra monies to spend as they see fit!
It must be evident to you that the Hall cannot be run in accordance with our Scheme and the Charity Commission regulations by a depleted
complement of Trustees. Tonight we have resignations from the Vice-Chair who also manages the bookings, and the Secretary. (I shall also resign sometime in the new year.)
Louise Fuller and Chris Plowman have certainly gone the extra mile to ensure that Whitford Village Gall is on a good footing for the future. They have both supported me as Trustees, explaining the nuances of governance and turning a blind eyer to my lack of IT skills! I shall miss you both.
So please, consider giving your time to help with the paperwork. Louise and ChrisP have a wealth of knowledge that they are more than happy to share with any new Trustees.
I know there is a pool of knowledge and ability in Whitford, so please come forward with your offers of help. It can be very rewarding, serving your community, so why not consider putting in some time and effort?
The remaining Trustees will be myself, David Balcombe, David Plowman, Stee Hallworth and Denise Loud, and we will be able to answer your questions about volunteering. Please form an orderly queue!
Kay Orsman Chair 28.11.24
WHITFORD VILLAGE HALL ACCOUNTS 01.10.23 - 30.09.24
| 2023 INCOME 327.47 Bank Interest 12042.4 1 Bar Receipts 2289.18 Events 5854.75 Hall Hire 549.00 100 Club (net) Legacies 25.00 Donations 21087.8 1 EXPENDITURE 8786.87 Bar Purchases (stock and equip) SumUp Commission Bar contribution to WVH (rent, events surplus etc) 350.79 Cleaning & Toilet Materials 1678.90 Cleaning Fees (incl windows) 50.00 Subscriptions / Memberships 206.30 Defbrillator Costs 3528.00 Electricity Costs 18.00 Equipment Purchase Event Expenditure 379.82 Gratuities 1408.25 Hall Maintenance 5830.00 Hall Refurbishment 758.48 Insurance 229.00 Licences and fees Consultancy [Energy] 243.67 Miscellaneous 47.18 Printing, Stationery, Admin 129.86 Water & Sewage IT Expenses (incl web hosting and domains) 485.53 Telecoms (Broadband) 105.60 Health and Safety 43.74 Trustee Training 24279.9 9 - 3192.18 Surplus/Defcit for the year 61,128. 65 Accumulated Fund B/F 57,936. 68 Accumulated Fund C/F Lloyds Current Lloyds Deposit Scottish Widows SumUp (Bar Account) Cash and Bar Stock Bar Float |
2024 626.13 10107.16 3106.75 9649.75 1160.00 250.00 237.68 |
|---|---|
| 25137.47 | |
| 6488.17 126.19 2982.90 751.51 2612.00 100.00 286.20 5468.57 27.04 185.75 362.80 2530.98 2286.77 964.39 329.00 234.00 397.04 225.00 228.62 594.83 110.64 |
|
| 27292.40 | |
| -2154.93 57,936.68 |
|
| 55,781.75 | |
| 2453.05 40783.51 10402.01 1424.81 688.37 30.00 |
|
| 55781.75 |
Independent examiner's report on the accounts
Section A Independent Examiner’s Report
Report to the trustees
Charity Name Whitford Village Hall
30[th] September 2024
On accounts for the year ended Charity no (if any)
1082956
Set out on pages
(remember to include the page numbers of additional sheets)
Responsibilities and basis of report
I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 30/09/2024.
As the charity's trustees, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”).
I report in respect of my examination of the accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
Independent examiner's statement
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination which gives me cause to believe that in, any material respect:
-
the accounting records were not kept in accordance with section 130 of the Charities Act; or
-
the accounts did not accord with the accounting records; or
-
the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair’ view which is not a matter considered as part of an independent examination.
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.
- Please delete the words in the brackets if they do not apply.
Signed:
Date:
20/02/2025
1
Oct 2018
IER
Name:
Susan Cole
Relevant professional qualification(s) or body (if any):
Chief Operating Officer, Go Beyond Charity Chartered Association of Certified Accountants qualified
Address:
Lake Side, Dalwood, Axminster, Devon EX13 7EH
Section B Disclosure
Only complete if the examiner needs to highlight material matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners).
Give here brief details of any items that the examiner wishes to disclose .
2
Oct 2018
IER