Annual report of Harkstead Village Hall CIO - 2025
Over the past year, the number of Village Hall trustees has slightly increased to 7, with the recruitment of two new trustees – Tony Cotton and Joy Stodart.
We did lose Sally Wilden, however, due to health issues, but thank her for all her loyal support and help over many years, particularly in her role as our point of contact with the theatre companies that continue to come to Harkstead.
At present we do not have a Chairperson but, as permitted by our constitution, we always have someone who offers to chair the meeting.
Our finances are still expertly managed by our Treasurer, Mike Fry, while I (despite my best efforts) am still Secretary. Sarah Donnison manages the website and the Village Hall bookings with great efficiency. A whole host of other tasks are also undertaken by all the trustees in order to keep the Hall and its grounds in a well-maintained state.
We have just appointed a new cleaner (Mark) to replace Kim, who is now too busy with her other jobs; he has already got off to a flying start, and given the entire Hall a really thorough clean.
Our Finances are in good shape, (though Mike Fry will give you much fuller details) despite some major expenditure over the last year, in particular the replacement of the three aging Velux rooflights and the installation of a new, more efficient and reliable heating system. The total redecoration of the Hall is also about to commence, and the purchase of a new storage shed is imminent.
Bookings continue to be steady, both from regular hirers of the Hall, and for one-off events. The now well-established Pop-up-Pub run jointly by representatives from the Parish Council, Harkstead Church Heritage and the Village Hall have, so far, been a very great success. We feel that this really shows what an important asset our Village Hall is for everyone in the village, particularly in one so short of alternatives, and now that the pub is shut, possibly for good. This makes the Hall`s continued improvements a necessity, not a luxury, if we are to successfully compete for bookings.
The Monthly Market has, sadly, ceased to operate, at least on a regular basis. Without any food stalls (other than Kim`s delicious cakes) it was no longer a draw for our previously loyal customers who came from all over the peninsula.
Over the past year, we have continued to suffer from some low-level, but none-the-less highly irritating, unauthorised activities both within the Hall, and in the grounds, ~~some of which probably amounts to criminal damage.~~ As a response to this, Tony Cotton researched, and then installed, a CCTV camera system to monitor the situation. We are at present assessing its effectiveness, and whether a second camera may be necessary.
Finally, I can report that the Village Hall`s Constitution was successfully updated in October last year, in accordance with the Charity Commissions latest model version. We feel that it is now easier to read, and has removed a few previous inconsistencies; in substance it remains largely the same as earlier versions.
Also, and importantly, Joy Stodart, with the help of Mark Sanderson from Community Action Suffolk, has redone our occupancy calculations for the Hall. The booking form will shortly be amended in accordance with any (minor) changes that now apply so that all hirers will be aware of these.
Gharit¥ Nair Harkstead Vlllage Hall ICIOI No Ill anyl ', Qrs Receipts and payments accounts CC16a For the period from 01-A r-24 31-Mar-25 Section A Receipts and payments Unrestricted funds lo the nearest £ Restricted funds lo the nearest £ Endowment funds to the nearest £ Total funds Last year to the n8ar•st £ to the nearest £ A1 Receipts HI of Hall and Equipment Famiers. Market + Famiers, Market Raffle Auction Events Incorne from Solaf Pannels Refreshments COIF Charities Oeposrt Fund Donations & Gifts Govemment Granl In Sub total (Gross income for AR) 990 618 171 34 387 550 250 618 171 2,476 324 362 387 560 260 9,437 9,437 10,557 A2 Asset and Investment sal•¥, (880 tablo). Sub total 9,437 9,437 10,557 A3Pa ments Light and Heating Repairs and Maintenance linc. cleaning & aidenin Cleaning Insurance Water and Sewagè Rates Li¢gnce$ Events Br08dband Sundry Expenses Government Grant oul Donation5 & Gifts Capital Expenditure 3.058 3,058 3.633 12,208 964 881 528 46 91 12,208 1,072 422 856 598 B81 528 46 91 100 382 21 250 382 21 260 128 10 97 Sub total A4 Asset and investment purcha8es, (Soe tsble) Tables COIF Charities Ethical Invèstment Fund Solar Pannels Sub total Net of receipts/(payments) A5 Transfers between funds A6 Cash funds last yoar end Cash funds this year end 19,757 19,757 10.765 16,058 CCXX R1 accounts {SSI 2010512025
ion B Statement of assets and liabilities at the end of the period Unrestricted funds lo nearest £ Restricted funds lo nearest £ Endowment funds to nearest £ Categorios Details , B1 Cash funds Cash 226 Barclays Currenl Account COIF 8,193 Total cash funds 10,764.76 l•ore• boi•n¢¢& *lth wcoipts and payments •ccountlsll OK Unrestricted fund8 to nearest £ OK Endowment fund8 lo nearest £ Restrlctod funds to neai8St £ Details Fund to whlch a88et belon Unre•trSclod Current value tional 52,687 Details COIF Charities Ethical Investment Fund Cost loptlonall 24,000 83 Investment assets Fund to whlch asset belon Curront valuo tional Detalls Cost loptlonal B4 Assets retalned for tho charity's own use Fund to whlch relates Amount due tional Whgn du• tional Ootails BS Liabilities Signed by one or tsvo Iruslges on behalf of all the Iruslee$ Date of roval Signature Print Name Hon. Treasurer MILHAtrL PR% Chairman SAUI H fJ>v ISTh4 Eggmy [&l/eNHv/ j 01 I/25 Independent Examiner CCXX R2 accounts ISSI 2010512025