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← Hyde Heath Village Hall

2024-06-30-accounts

AGM 17[th] October 2024 @ 8pm

Agenda

Chairman: John Thornton, 42 Walnut Way, Hyde Heath Amersham, Bucks, HP6 5SD Telephone: 01494 773242 Email: johngmthornton@gmail.com

Minutes of AGM

Apologies from the committee members absent: Libby Piper, Nikki Barton

Other Attendees: Ian Hopkinson Pam Ruff John Thornton Libby Piper Kewal Shah Nikki Barton Erica Elson Linda Drummond Margaret Dunn Carol North Christopher Sargent

Chairman’s Address:

Hyde Heath Village Hall is registered with the Charity Commissioners as a Charitable Incorporated Organisation (1153885) and constituted by a Deed of Trust dated 12 December 2013.

The village hall land is vested with the Official Custodian who is a member of the Charity Commission’s staff and is appointed by the Charity Commissioners to hold land on behalf of charities.

The Official Custodian does not take part in managing the land, which is the responsibility of the charity. A management committee, set out below, administers the charity and the members are the Trustees of the CIO.

Trustees during 2023-2024

John Thornton - Chairman
Libby Piper - Secretary
Kewal Shah - Treasurer
Nikki Barton - Booking Secretary, Website Manager
Erica Elson - Theatre Group
Linda Drummond - Committee Member
Margaret Dunn - Committee Member – WI rep
Carol North - Committee Member
Christopher Sargent - Committee Member

All the above members gave their time and expertise voluntarily. The annual accounts are examined by Ian Hopkinson who carries this out on a voluntary basis and we are grateful to him for this. The Village Hall Committee depends upon the continuing help of local volunteers particularly for the larger events and maintenance work.

Trustee indemnity insurance is in place.

I would like to welcome everyone to the AGM

The purpose of the AGM is to recap the past year, outline proposals for the future, report on the accounts, to make sure the Hall is being managed in accordance with the trust, take nominations and seconds for the new trustees and agreement of the hall hire rates proposed for 2024/25.

I would like to acknowledge all the hard work that everyone on the committee, their families and other members of our community put in to ensure that the hall functions and that we keep the hall in such excellent condition – we receive very positive feedback from hirers.

Chairman: John Thornton, 42 Walnut Way, Hyde Heath Amersham, Bucks, HP6 5SD Telephone: 01494 773242 Email: johngmthornton@gmail.com

Other management functions

Risk assessments are undertaken to ensure the hall is safe for public use and implementing any actions identified as being necessary.

The Fire officer undertakes regular Fire Safety Inspections with a log maintained.

Objectives and responsibilities of the Village Hall Committee

Appointment of Auditor

We thank Ian Hopkinson for his first year as our new auditor since Bill Newman stood down.

Treasurers Report See attached document

Report on activities in 2023-24

In the last year our Hall hire receipts have risen by £1011 but overall total receipts up by 12.3% year on year.

We have now engaged a professional cleaner to ensure the Hall is maintained to a good standard and is why the operating cost for cleaning and laundry has risen

Parking remains an issue.

May I thank Nikki Barton for doing such an excellent job as Booking Secretary and Website Manager.

Fund-raising activities.

Works during 2023/24

Village Shop

During 2023/24 we continue to support the new shop tenants Sid and Avani.

Chairman: John Thornton, 42 Walnut Way, Hyde Heath Amersham, Bucks, HP6 5SD Telephone: 01494 773242 Email: johngmthornton@gmail.com

Village Hall Hiring Rates

The hall’s running costs and expenditure on simple maintenance are thereabouts covered by hire and rental income.

Our fund raising enables us to undertake major projects such as the regular redecoration and to maintain a surplus for larger projects in the future.

Clearly, we do also need to keep our hire rates competitive when compared to other local halls such as Ballinger and Little Missenden. Comparisons are monitored by Committee members.

Our current hire rates are:

Weekdays & Sundays £14.00per hour(one-off)
Saturdays £14.00per hour(one-off)
Whole Day £180
Whole Day- Saturday £220
Weekdays & Sundays £10.00per hour(regular)
Saturdays £10.00per hour(regular)

This has been another extraordinary year regarding our finances. I refer you to the Treasurer’s report for more information. Inflationary price rises are very likely. We will need to keep an eye on this as we barely break even on our monthly hirings.

Given the current circumstances and our strong financial position, I am not proposing any change to the hire rates for the forthcoming year but will ask our Treasurer to review this going forward. This is the third consecutive year the hiring rates have not been increased.

Licences and Legal Documents

Chairman: John Thornton, 42 Walnut Way, Hyde Heath Amersham, Bucks, HP6 5SD Telephone: 01494 773242 Email: johngmthornton@gmail.com

Proposed Activities for 2024/25 year

The majority of members are contacted via email.

Other activities include the Christmas Carol concert and next year’s Fete. A provisional date is 10[th] May 2025. Quiz night 2025

Works for 2024-25

Trustees proposed for 2024/25

John Thornton - Chairman Libby Piper - Secretary Kewal Shah - Treasurer Nikki Barton - Booking Secretary, Website Manager Erica Elson - Theatre Group Linda Drummond - Committee Member Margaret Dunn - Committee Member – Shop & WI rep Carol North - Committee Member Christopher Sargeant - Committee Member Fire Officer– vacant Parish Council Member – vacant

Nominations for trustees named above to continue:

Proposed by John Thornton Seconded by Kewal Shah

New Trustee: (none)

AOB (none)

Meeting closed at 20:23hrs

Chairman: John Thornton, 42 Walnut Way, Hyde Heath Amersham, Bucks, HP6 5SD Telephone: 01494 773242 Email: johngmthornton@gmail.com

Hyde Heath Village Hall Receipts and Payments Statement for the year ended 30th June 2024 Contents: Page I Page 2 Page 3 Page 4 Page5-6 Summary Statement Receipts summary Payments summary Notes to the Statements Independent Examiner's Report

Report to the Trustees Receipts and Payments Statement for the year ended 30th June 2024 Summary of Receipts, Payments and Balances This Year l July 2023 to 30 June 24 Last Year l July 2022 to 30 June 23 Notes Total Receipts (page 2) 26.807 22,386 Total Payments (page 3) (44.410) (?9.632) Excess of Receipts over Payments 2,397 Bank Balances and Deposits at Previous year<nd 113,774 121,020 Bank Balances and Deposits at year end (see below) 116,171 113.774 Assets and liabilities as at 30 June 2024 Composition of Bank Balances and Deposits COIF Charilies Deposit Fund Scottish Widows Instant Access account Lloyds Business Current account Lloyds Hyde Heath 200 Club account 81.495 77,508 109 31,597 4.560 29,486 5,080 Closing balances at year-end 116,171 113,774 The notes on page 4 are an integral part of these sLqtements This report was approved by the trustees and signed on their behalf by: Mr. J Thornton {chainnan) Date of approval: 17 (ktober 2024 Page 1

Report to the Trustees Receipts and Payments Statement for the yeydr ended 30th June 2024 Receipts Summary This Year l July 2023 to 30 June 24 Previous Year l July 2022 to30 June 23 Hall and equipment hire Hall hire deposit (repayable) Rent received from Hyde Heath Village Shop 9,199 200 290 8,188 400 780 Fund raising Carol concert Quiz night 200 Club prize draw Summer Fete income 428 1,075 1.620 7.805 1.995 6.957 Interest from savings accounts 3,989 1,176 Miscellaneous Income Electricity contribution from the Village shop Donation- Old Time Music Hall Society Donations - sundry Unknown ￿ceIpt (potentially repayable) 1,800 2,000 850 40 120 281 Total Receipts 26,807 22 J86 Page 2

Report to the Trustees Receipts and Payments StatemeDt for the year ended 30th June 2024 Payments Summary Thls Year l July 2023 to 30 June 24 Previous Year l July 2022 to 30 June 23 Operating Costs Cleaning and laundry Heating and lighting Waste disposal Repairs and renewals Insurance Water Rales PRS and PPL music licence Verniin inspection and control Hedge cutting and gardening Ftre alarni, lighting & extinguisher inspection & report Annual membership- Community Impact Bucks Websile and domain costs Printing. postage and slationery Sundry equipment for hall Legal fees Christm&s tree 3.307 8.298 1,146 1,026 2.534 4,610 1,067 15.264 1.025 295 109 139 250 332 46 163 275 260 1.275 70 108 270 556 1,250 65 94 306 61 Fund-raising expenditure: Carol Concert Summer Fete cosls Prize money for the 200 Club draw Quiz night 105 2,933 1,105 73 2,392 1,120 Donations made: Florence Nighiingale Hospice RAF Benevolent Fund 323 350 300 Total PaymeDts 29,632 Page 3

Report to the Trustees Receipts and Payments Statement for the year ended 30th June 2024 Notes to the statemeDts Bank Aeeount Reconciliation Bank Reconciliation: Lloyds Business (Current) Account Balance as per bank statement ai 30 June 2024 Less cheque no. 376 dated 03106124 cleared on 05107124 Balance as per the books at 30 June 2024 29.835.74 (3*0) 29.485.74 Bank Reconciliation: Lloyds Business (200 Club) Accounl Balance as per bank statement ai 30 June 2024 Paymeni dated 30106124 cleared ihe bank on 01107￿4 Balance as per the books at 30 June 2024 5.085.00 5.080.00 Fixed Assets The legal title lo the land on which the Hall is built is vested in the Official Custodian who is a member of the Charity Commissions staff and is appointed by the Charity Commissioners to hold land. The official Custodian does not take part in managing ihe land which is ihe responsibility of the Trustees of the Charity. No value is attributed in the accounts to the buildin& nor to its fixtures, fittings and contents. The village hall provides an affordable space for various local organisations io provide communal activities thal conlribute to the wellbeing of the community. Hyde Heath Vlllage Shop (supporting the commuDity) One of the key community facilities in the village is the village shop which occupies part of the overall village hall buildin& The shop provides a valuable service to the village. During the year there was a change of tenant as the shop had new owners. A new tenancy agreemenl had to be drawn up. The trading conditions for the shop continue to be challenging and the Village Hall conlinues to support the shop by accepttng reduced rents and contributions towards electricity costs. The Village Hall and the village shop continue to work together to ensure the continued existence of the shop wilhoul having a long term negative impact on the Village Hall funds. Fund raising aetivities The fund raising activities during the year were as follows: The annual village fete in May was well allendcd and a Successful fund raiser. The Christmas carol concert and the Quiz night were both also well allendcd. The Hyde Heath 200+ Club raises funds annually from individual subscriptions to the 200+ Club lottery. Cash prizes are paid out to the subscribers who are successful in the monthly draw. Page 4

CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A &*¥).•.' Independent Examiner's Report Report to the trusteesl members of Hyde Heath Village Hall On accounts for the year ended 30 June 2024 Charity no (if any) 1153885 Set out on pages 1to4 I report to the trustees on my examination of the accounts of the above charity (Yhe Trust.) for the year ended 30 June 2024. Responslbllltles 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 carying out my examination, I have followed the applicable D1￿CtionS given by the Charity Commission under section 145(5}(b) of the Act. 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 ￿spect. accounting records were not kept in accordance wtth section 130 of the Act or the accounts do nol accord with the accounting records Independent examiner's statement I have no concems 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 ￿aChed. Slgned: Date: 17 October 2024 Name: lan Hopkinson Relevant professional qualificatlon{sl or body (if any): ACA Address: 1 Westfield. Hyde Heath, Amersham, HP6 5RE IER October 2018

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). Glve hero brlef dotalls of any items that the examiner wishes to disclose. None IER October 2018

Hyde Heath Village Hall Receipts and Payments Statement for the year ended 30th June 2024 Contents: Page I Page 2 Page 3 Page 4 Page5-6 Summary Statement Receipts summary Payments summary Notes to the Statements Independent Examiner's Report

Report to the Trustees Receipts and Payments Statement for the year ended 30th June 2024 Summary of Receipts, Payments and Balances This Year l July 2023 to 30 June 24 Last Year l July 2022 to 30 June 23 Notes Total Receipts (page 2) 26.807 22,386 Total Payments (page 3) (44.410) (?9.632) Excess of Receipts over Payments 2,397 Bank Balances and Deposits at Previous year<nd 113,774 121,020 Bank Balances and Deposits at year end (see below) 116,171 113.774 Assets and liabilities as at 30 June 2024 Composition of Bank Balances and Deposits COIF Charilies Deposit Fund Scottish Widows Instant Access account Lloyds Business Current account Lloyds Hyde Heath 200 Club account 81.495 77,508 109 31,597 4.560 29,486 5,080 Closing balances at year-end 116,171 113,774 The notes on page 4 are an integral part of these sLqtements This report was approved by the trustees and signed on their behalf by: Mr. J Thornton {chainnan) Date of approval: 17 (ktober 2024 Page 1

Report to the Trustees Receipts and Payments Statement for the yeydr ended 30th June 2024 Receipts Summary This Year l July 2023 to 30 June 24 Previous Year l July 2022 to30 June 23 Hall and equipment hire Hall hire deposit (repayable) Rent received from Hyde Heath Village Shop 9,199 200 290 8,188 400 780 Fund raising Carol concert Quiz night 200 Club prize draw Summer Fete income 428 1,075 1.620 7.805 1.995 6.957 Interest from savings accounts 3,989 1,176 Miscellaneous Income Electricity contribution from the Village shop Donation- Old Time Music Hall Society Donations - sundry Unknown ￿ceIpt (potentially repayable) 1,800 2,000 850 40 120 281 Total Receipts 26,807 22 J86 Page 2

Report to the Trustees Receipts and Payments StatemeDt for the year ended 30th June 2024 Payments Summary Thls Year l July 2023 to 30 June 24 Previous Year l July 2022 to 30 June 23 Operating Costs Cleaning and laundry Heating and lighting Waste disposal Repairs and renewals Insurance Water Rales PRS and PPL music licence Verniin inspection and control Hedge cutting and gardening Ftre alarni, lighting & extinguisher inspection & report Annual membership- Community Impact Bucks Websile and domain costs Printing. postage and slationery Sundry equipment for hall Legal fees Christm&s tree 3.307 8.298 1,146 1,026 2.534 4,610 1,067 15.264 1.025 295 109 139 250 332 46 163 275 260 1.275 70 108 270 556 1,250 65 94 306 61 Fund-raising expenditure: Carol Concert Summer Fete cosls Prize money for the 200 Club draw Quiz night 105 2,933 1,105 73 2,392 1,120 Donations made: Florence Nighiingale Hospice RAF Benevolent Fund 323 350 300 Total PaymeDts 29,632 Page 3

Report to the Trustees Receipts and Payments Statement for the year ended 30th June 2024 Notes to the statemeDts Bank Aeeount Reconciliation Bank Reconciliation: Lloyds Business (Current) Account Balance as per bank statement ai 30 June 2024 Less cheque no. 376 dated 03106124 cleared on 05107124 Balance as per the books at 30 June 2024 29.835.74 (3*0) 29.485.74 Bank Reconciliation: Lloyds Business (200 Club) Accounl Balance as per bank statement ai 30 June 2024 Paymeni dated 30106124 cleared ihe bank on 01107￿4 Balance as per the books at 30 June 2024 5.085.00 5.080.00 Fixed Assets The legal title lo the land on which the Hall is built is vested in the Official Custodian who is a member of the Charity Commissions staff and is appointed by the Charity Commissioners to hold land. The official Custodian does not take part in managing ihe land which is ihe responsibility of the Trustees of the Charity. No value is attributed in the accounts to the buildin& nor to its fixtures, fittings and contents. The village hall provides an affordable space for various local organisations io provide communal activities thal conlribute to the wellbeing of the community. Hyde Heath Vlllage Shop (supporting the commuDity) One of the key community facilities in the village is the village shop which occupies part of the overall village hall buildin& The shop provides a valuable service to the village. During the year there was a change of tenant as the shop had new owners. A new tenancy agreemenl had to be drawn up. The trading conditions for the shop continue to be challenging and the Village Hall conlinues to support the shop by accepttng reduced rents and contributions towards electricity costs. The Village Hall and the village shop continue to work together to ensure the continued existence of the shop wilhoul having a long term negative impact on the Village Hall funds. Fund raising aetivities The fund raising activities during the year were as follows: The annual village fete in May was well allendcd and a Successful fund raiser. The Christmas carol concert and the Quiz night were both also well allendcd. The Hyde Heath 200+ Club raises funds annually from individual subscriptions to the 200+ Club lottery. Cash prizes are paid out to the subscribers who are successful in the monthly draw. Page 4

CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A &*¥).•.' Independent Examiner's Report Report to the trusteesl members of Hyde Heath Village Hall On accounts for the year ended 30 June 2024 Charity no (if any) 1153885 Set out on pages 1to4 I report to the trustees on my examination of the accounts of the above charity (Yhe Trust.) for the year ended 30 June 2024. Responslbllltles 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 carying out my examination, I have followed the applicable D1￿CtionS given by the Charity Commission under section 145(5}(b) of the Act. 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 ￿spect. accounting records were not kept in accordance wtth section 130 of the Act or the accounts do nol accord with the accounting records Independent examiner's statement I have no concems 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 ￿aChed. Slgned: Date: 17 October 2024 Name: lan Hopkinson Relevant professional qualificatlon{sl or body (if any): ACA Address: 1 Westfield. Hyde Heath, Amersham, HP6 5RE IER October 2018

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). Glve hero brlef dotalls of any items that the examiner wishes to disclose. None IER October 2018