2024-04-30-accounts - Woodley Village Hall

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Woodley Village Hall Association

Chairman’s Report 2024

Introduction

The last 12 months have yet again seen a stable committee and group of regular hall users. No major works have been carried out and the hall remains operational for all users.

Committee Membership

The committee was sad to say good-bye to our long-standing Treasurer Jennifer Adams at the previous AGM and we thank her for her years of service and hard-work. Neil Sharman also stood down at the last AGM and the committee elected Rob Burnfield as our new Vicechair.

We did briefly have a new Treasurer, Caroline Saltrick, but sadly due to ill heath she had to standdown. Since then, we have been searching for a new Treasurer but so far have not managed to fill this position. In the meantime, we have just about kept on top of the accounts and myself and Sally Cole, our secretary, have taken on some of the additional responsibilities previously covered by the Treasurer.

Mid-year we also welcomed Claire Masterman and Hannah Bolton to the committee as representatives of NOMADS. Both have been elected as trustees.

Year in Review

This year has seen very good usage of the hall, both from our regular users and increasing ad-hoc bookings for parties and other such events.

The financial position is covered in detail in the treasurer’s report. In the absence of a Treasurer at the end of this year I have prepared the Treasurer's report in addition to this report on behalf of the open position. The accounts are finalised. Sally is working with Portsmouth University on arranging an independent inspection of the accounts.

The landlord of Woodley Village Hall changed later in 2023 from Romsey Extra Parish Council to Romsey Town Council, following the merging of the two. The Town Council has shown a positive and active interest in Woodley Village Hall and we believe this will have a positive impact to the hall. I would like to thank James Laffeaty, the town council’s building and environment manager who is help us resolve several issues, including the renovation of the stage fire escape steps.

Users

We are extremely fortunate to have a group of regular and loyal users. These include Nomads, Test Valley School of Dance, Slimming World, Brownies and Rainbows. We thank them for their continued support. In addition, we have gained a couple of new regular users. Ad-hoc bookings for parties continue in slowly rising numbers.

The committee increased user hire rates by 5% in January 2024 faced with increasing costs. The committee also felt it was better to have smaller more regular hire rate increases then to delay and have a large increase later.

Health & Safety

We are thankful to have had no health and safety incidents or reported near-misses occur at the hall in the past year.

Inspection and servicing of the fire extinguishers and alarm continue to be up to date. Regular inspection and testing of the fire alarm and emergency lighting taking place, being carried out by our fire officer weekly.

Actions identified in our health and safety risk assessment have been actioned, these included additional signage in the car park, toilets and kitchen, and the installation of finger-guards to the remaining internal hall doors.

We are working with the town council to determine how to proceed with renovation of the stage fire escape. It is believed this may require planning permission, and as such has turned into a significant project.

26/11/24

Rev 1.0

Maintenance, Repairs, and Improvements

Major repairs and improvements have not been carried out this year, except for replacement of the soffits and fascia boards at the rear side of the hall. Various smaller repairs and general maintenance jobs have been carried out over the year to maintain and improve the hall.

We have had several quotes for the refurbishment of the front toilets. However, it has proven difficult to get comparable quotes from reputable companies. The committee had hoped to get the required quotes and supporting information to apply for a grant from Test Valley Borough council for these works. However, owing to the difficulty in obtaining quotes this has not occurred. Currently the plan is to replace some of the minor fixtures and fittings only in the toilets and that the hall will fund this work.

In September this year we switched our cleaning provider from Acol to Chestnut cleaning solution. Cleaning from Acol had started to become unreliable as was requiring increasing amounts of time to be spent managing Acol. There have been a few teething problems with the new cleaning arrangements, but these now seem to have been ironed out and we are receiving good regular cleaning. The new cleaning arrangements are also cheaper than those from Acol previously.

In March 2024 we switched our electricity and gas supply from SSE to Octopus. Earlier in October 2023 we had smart meters installed for the electricity. On receiving the final bill for electricity from SSE it was discovered they had incorrectly calculated the amount of electricity used since the smart meters had been installed. SSE’s calculations assume that the old meter readings have gone around the meters back to zero and then on to the new readings of the smart meters. We are currently struggling with SSE to resolve this matter and are currently holding funds back for the final bill until such time the bill is calculated correctly.

Summary

I am very grateful for the support and hard work of all committee members, and for the support and assistance from councillors and staff of Romsey Town Council. The committee intends to continue in 2024 / 2025 with the same momentum to keep the hall operational and where possible improve facilities on offer.

Peter Harrison - Hall Chairman

26/11/24

Rev 1.0

Woodley Village Hall Association Trea5urerfs Report 202>2024 Introduction During this financial year our previous Tre35urerJenniferAdams has stepped down and elected to leave the Woodley Village Hall mana8ement committee. Oespite trying to find a nLwTreasurer, to date we have beert unsuccessful. As such this year it has taken us a longer than normal to prepare the acwunts. As thairman ofthe cornmittee. l am this year writing the Treasurerfs report on behalf of the open TaSUrerfs posltfjon. We contlnue to searth for a new Treasurer and are explorln8 Wavs to manage the accounts more effectively. The management committee has this year elected to change the accounting method we are using. We have switched from accrual to cash accounting. It should be noted that the deprecation previous being accounted for did not seem to be representative of the arrangement of the Woodley Villa8e Hall. The committee has discussed this at length at various meetings concludlnB that we should not be deprecating the value of the buildin8 itself as RomseyTown Council owns buildin8. In addltlon, thè management committee does not have any other major assets whith require depreoatin8. Income 2023-2024 w35 a 8ood yearwith very 8ood hall usa8e. Income totalled £37461. Income as come lar8ely from our 8reat base of regular users, which accounts for 84% of intome. Refer tts Fi8ure I for inditation of income pereenta8e by usef 8roup. We are very thankful to our regular users of Woodley Village Hall. In addition. ad-hoc l)ookin& such as birthday partie5. bring in 16% of Income, amountin8 to £5300 for thls actount5ng period and are therefore vèry beneficial to the hall. We have also recefved a total of £1826 from Michelmersh Manor Farni for the Milk Vendlng machlne located In the car park. A large percenta8e of thi5 is. howv4er. in-lieu of the electriaty consumed by the machine. Only a small percentage is from Milk nd dairy product sales. However. the addltlonal footfall to the hall by users of the vendlng mathlne, maybe helplng to advertise the hall whlch Is of potentlal beneflt to Intyeased ad-ho¢ bookiny. 16% Figure l- Intome by Regular Users 28102125 Rev 1.2

Expenditure Our expendlture Is lar8ely on hall running and administration costs. although we have stayed on top of urgent and required essential rna1ntenan. Expenditure for this period totalled £30346. Referto FIgU 2 below for a breakdown of the majority of the expenditUTe. Cleaning costs make up a large percentage of the hall's expenditure, although it must be noted that the hall is being regularly cleaned to the hi8h stat)dards that our users expètt with satosfactlon. We also continue to have one pemanent member of staff, our booking secretary, who is highly valued. amongst other duties they manage the hall bookings. is5uinB invoitrs and checkin8 that funds have been rettived and cha5in8 for pents accordin81y. Energy costs remain a significant percenta8e. We have atthe end of this financial period just switched Supplier of electrioty and 8as from SSE to Octopus and expeci a smo11 redurtion in our annual ener8y costs. We have not carried out any lar8e hall improvements or maintenance projects for a good rtumber tsf yèars and have total accumulated fund5 of £38,650. We therefore have suffldent funds cover not only urgent repairs but also hall improvement projects. Flgure 2- Expendtbjre Breakdown Summary We therefore rnade an exce55 of £7114 for thls perlod. However. we did retefve a payment of £780 from an unknt>wn sour¢e into our CAF deposit account which we do not know the source and cannot account for It. We are investigating with CAF bank to seek more information artd to retum these fund5 if possible. Taking this into accwnt then for thls perfod we have accrued £780 less at £6334. Gfven that we have a good selve of fvnds we should look to re4nvest this into the hall in the coming financial year to ensure that the hall's facilities remain to the standard that our ¢Jsers expect. The hall is in a good financial position and a55uming there is not a significant drop in hall bookinas, or loss of reBular users then there Should be no cause for financSal concern. 28102125 Rev 1.2

Addendum Since presentin8 revision 1.0 of this reportto the commbttee at the AGM for 2023-2024. we have since spoken with CAF bank, who have agreed the £780 payment received was a misplaced payment. The £780 has since left out accountto be returned to the original payer. As these funds have left our CAF account in the 2024-2025 account period thi5 will as such be accounted for in the 2024-2025 accounts. This addendum has been added to document the resojutlon of the £780 p3yThent. The re¥ised reportwill be circulated to the Woodley Village Hall committee. Additional- Since Issulng version 1.1 of this report it ha5 been noticed by ourfin3ncial auditors that the compiled accounts has sorne transactions missing beeen the 16 and the end of Aprfl 2024. Thiswas prèviously missed in importing the bank transactlons and the accounts have slnce been updatèd. Thè figures in this T$lOn of report now reflert this correction. Peter Harrlson . Hall Chalman Sally Cole- Hall Seuetsry Both on behollof the open freosurerfswsition 28102125 Rev 1.2

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Income and Expenditure Summary for Woodley Village Hall 2023/24
Profit to Date Monthly Profit or Loss
May-23 Jun-23 Jul-23 QTR 1 Aug-23 Sep-23 Oct-23 QTR 2 Nov-23 Dec-23 Jan-24 QTR 3 Feb-24 Mar-24 Apr-24 QTR 4
£7,114
£1,099 £772 £831 £2,702 -£483 £334 £3,263 £3,113 £921 £311 -£176 £1,056 -£850 £181 £912 £243
7,114.39
May-23 Jun-23 Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 Dec-23 Jan-24 Feb-24 Mar-24 Apr-24
TOTAL QTR 1 QTR 2 QTR 3 QTR 4
INCOME P01 P02 P03 P04 P05 P06 P07 P08 P09 P10 P11 P12
37,461 3,002 2,968 2,529 8,500 1,671 2,043 5,051 8,764 3,245 2,999 3,454 9,698 2,463 4,104 3,933 10,499
HALL HIRE 36,242 2,848 2,944 2,340 8,133 810 1,924 5,051 7,785 3,365 3,118 3,227 9,710 2,463 4,173 3,979 10,614
INTEREST 454 - 74 - 74 - 118 - 118 - 131 - 131 - 131 - 131
MILK MACHINE 2,310 179 - 189 368 781 - - 781 - - 677 677 - - 484 484
DEPOSIT RECEIPTS / PYMTS - 1,545 - 2525 - 5050 - - 7575 80 - - 80 - 120120 - 250250 - 450450 - 820820 - - 200200 - 530530 - 730730
EXPENDITURE
May-23 Jun-23 Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 Dec-23 Jan-24 Feb-24 Mar-24 Apr-24pr-24r-24
TOTAL QTR 1 QTR 2 QTR 3 QTR 4
HALL RUNNING EXPS P01 P02 P03 P04 P05 P06 P07 P08 P09 P10 P11 P12
19,208,208208 1,272,272272 1,658,658658 1,160,160160 4,089,089089 1,367,367367 1,170,170170 1,250,250250 3,786,786786 1,305,305305 2,142,142142 2,947,947947 6,394,394394 1,572,572572 2,173,173173 1,194,194194 4,939
CLEANING 9,893 841 922 889 2,651 1,037 841 951 2,828 - - 1,618 1,618 1,098 857 840 2,795
WASTE DISPOSAL 1,537 105 269 105 480 105 140 105 350 144 105 105 355 140 105 107 352
ELECTRICITY 5,622 122 122 122 366 122 122 122 366 1,141 2,017 - 3,158 314 1,191 227 1,732
GAS 478 204 84 44 332 47 47 52 146 - - - - - - - -
WATER 180 - - - - 20 20 20 60 20 20 20 60 20 20 20 60
INSURANCE 1,203 - - - - - - - - - - 1,203 1,203 - - - -
RENT 5 - 5 - 5 - - - - - - - - - - - -
LICENSES 291 - 256 - 256 35 - - 35 - - - - - - - -
May-23 Jun-23 Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 Dec-23 Jan-24 Feb-24 Mar-24 Apr-24pr-24r-24
TOTAL QTR 1 QTR 2 QTR 3 QTR 4
MAINTENANCE P01 P02 P03 P04 P05 P06 P07 P08 P09 P10 P11 P12
4,380,380380 - - - - 249 - - 249 433 - 144 577 1,113,113113 1,211,211211 1,230,230230 3,554
IMPROVEMENT - - - - - - - - - - - - - - - - -
BOILER - - - - - - - - - - - - - - - - -
FIRE SAFETY 500 - - - - 96 - - 96 - - - - 73 331 - 404
GUTTERS 144 - - - - - - - - - - 144 144 - - - -
GENERAL MAINTENANCE 3,736 - - - - 153 - - 153 433 - - 433 1,040 880 1,230 3,150
May-23 Jun-23 Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 Dec-23 Jan-24 Feb-24 Mar-24 Apr-24pr-24r-24
TOTAL QTR 1 QTR 2 QTR 3 QTR 4
ADMINISTRATION P01 P02 P03 P04 P05 P06 P07 P08 P09 P10 P11 P12
6,757,757757 632 539 539 1,709,709709 539 539 539 1,616,616616 585 546 539 1,670,670670 628 539 597 1,763
SALARY 5,984 536 490 490 1,516 490 490 490 1,470 490 490 490 1,470 490 490 548 1,528
ADVERTISING - - - - - - - - - - - - - - - - -
STATIONERY 97 - - - - - - - - - - - - 97 - - 97
TRAINING - - - - - - - - - - - - - - - - -
PHONE & BROADBAND 564 91 43 43 178 43 43 43 130 38 51 43 133 36 43 43 123
SUNDRY EXPS 52 - - - - - - - - 52 - - 52 - - - -
BANK CHARGES 60 5 5 5 15 5 5 5 15 5 5 5 15 5 5 5 15
May-23 Jun-23 Jul-23 Aug-23 Sep-23 Oct-23 Nov-23 Dec-23 Jan-24 Feb-24 Mar-24 Apr-24
BANK QTR 1 QTR 2 QTR 3 QTR 4
P01 P02 P03 P04 P05 P06 P07 P08 P09 P10 P11 P12
TSB £ 10,83910,839 £ 11,05211,052 £ 7,9367,936 £ 9,4159,415 £ 10,52710,527 £ 10,91210,912 £ 10,49710,497 £ 10,74810,748 £ 12,06912,069 £ 10,25110,251 £ 9,5399,539 £ 10,16710,167
CAF £ 2,5642,564 £ 1,1691,169 £ 6,2766,276 £ 4,9854,985 £ 4,1424,142 £ 6,9666,966 £ 8,3558,355 £ 8,1048,104 £ 4,6834,683 £ 8,3718,371 £ 9,1019,101 £ 7,8367,836
CAF DEPOSIT £ 20,27920,279 £ 20,27920,279 £ 20,27920,279 £ 20,27920,279 £ 20,39520,395 £ 20,39520,395 £ 20,39520,395 £ 20,52220,522 £ 20,52220,522 £ 20,52220,522 £ 20,65020,650 £ 20,65020,650
TOTAL £ 34,49134,491 £ 38,27338,273 £ 37,27437,274 38652.88
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Independent examiner's report on the accounts

Section A Independent Examiner’s Report

Report to the trustees/ members of Woodley Village Hall Association On accounts for the year 30[th] April 2024 Charity no ended (if any) Set out on pages 1 and 2

I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 30 / 04 / 2024 .

Responsibilities and As the charity trustees of the Trust, you are responsible for the preparation basis of report of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”).

I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed 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 (other than that disclosed below) in connection with the examination which gives me cause to believe that in, any material respect:

accounting records were not kept in accordance with section 130 of the Act or
the accounts do not accord with the accounting records

I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached.

Date: Signed: 11/03/2025 Name: Salina Ali Relevant professional FCCA qualification(s) or body (if any): Address: University of Portsmouth Richmond Building Portland Street Portsmouth PO1 2DE

October 2018

IER

Section B Disclosure

Only complete if the examiner needs to highlight matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners).

Give here brief details of any items that the No items of concern to disclose. examiner wishes to disclose .

October 2018

IER