Trustees’ Annual Report for the Year ending 31.03.25
The treasurer has also written an annual report as the narrative part of our accounts and it is in the other bundle.
This is the Chairman’s report for the trustees, for the charity commission website.
The charity’s trustees at year end were Paul Mott, Chairman, meetings secretary and webmaster, Laura Mott, Treasurer, book-keeper/accountant and bookings secretary, Steve Campbell, James Stuart, Alan Smallwood, Garry Anstee and Steve Killick.
The independent examiner of the accounts for 2024/25 was again Stephen Kingsley Lloyd; his signed statement in the treasurers’ report/accounts shows his home address.
Alan Smallwood does so many things and spot and fixes so many practical problems all over and around the hall that I have difficulty listing them all, all the while helping other villages too. Steve Campbell and James are often to be found working together fixing lights, bunting, signs and other such tasks.
The village bookshare has continued under Garry Anstee’s diligent management, with a large stock in hand.
Litter pick has carried on, led by John Roche, on the first Thursday of the month at 12:00. We are very grateful, as there is certainly always plenty of litter to go at !
I said last year that I had a vision that Beare Green Village Hall should be the greenest it can be. This year, with the installation of the solar panels in February, we became joint greenest village hall (with 4 others) in Britain. I’ve made the most of that, including promoting it on Surrey Hills Radio. Mole Valley District Council were again good partners, paying for half of that with a grant. I hadn’t realised some of extra related tasks (and costs) like getting an engineering survey, signing a licence agreement with our landlord (MVDC) to modify the roof, and the quite extraordinary and prolonged difficulty in getting British Gas to fit an export-capable replacement meter, but that’s all done now, and the results will be worth it as it will improve our cash flow by over £2k a year for years to come.
Laura did her usual cracking job developing the number of stalls for fun day and for the Christmas fair, so that the stalls, including the Christmas games she runs with her friends, filled the main hall at Christmas, and she served as treasurer, book-keeper and accountant, and managed bookings all year round.
The 2 EV chargers didn’t break down at all during 24/25.
Cinema attendances have been acceptable. We are operating it at a very small loss - which we think to be OK as it is a service to the village.
The Christmas Fair of December 24 was a success again, with a cracking Santa’s grotto set up, Brendan as Santa again, Michelle Watson as his helper, and Steve Killick wrapping the children’s presents. Steve Killick made an absolutely spectacular “guess
the weight” beautifully painted and shaped Papier-mâché candy cane piñata. I still don’t know how he did it. We are so grateful to all the helpers.
The 2 jumble sales again brought together a large band of volunteers, some of whom like Maurice and Valerie Homewood have been helping for decades and continue to do so even though they live well away from the village.
The moss on the hall roof hasn’t grown back, which is a relief – you can see how thick it used to be from old photos. A large mat of pondweed grew on the pond during summer 2024, clogging it and making fishing impossible. We have no responsibility for the pond, but suggested to the fishing club that we’d not apply to the Parish council for any grants, easing the way for the fishing club to try to use that route for the pond. Steve Killick led the way in securing funding for the solution, being involved with the management of the fishing club, to the huge benefit of the village who have been universally positive about it. This was generously primarily funded by grants from both Mole Valley District Council, whose pond it is, and Capel Parish Council. This finally actually just came to pass 1 day just after the period of this annual report, on 1[st] April, but I thought I’d mention it in this 24/25 summary report regardless, as at next year’s AGM it will seem so distant.
Disappointing vandalism occurred to the large main hall window in September. A police investigation based on our CCTV evidence and investigations, didn’t lead to any concrete outcome, but cost us £1,032 in this financial year. (Outside the financial year that this report covers, we did later get £782 back from the building insurer thanks to Alan’s great perseverance).
None of the activities or the running of the Halls happen without the work of our volunteers and trustees. I repeat my thanks above to all our volunteers and the trustees for everything they do to help because without them the events would simply not take place.
Thank you. Paul Mott, Chairman
Invoice Coppln8 14 The Splnney Great Bookham Surrey KT23 3PZ O&Jan-26 The Chalrrnan Baara Gr•an Communlty AM¢Klatlon Baare Greon Vlllage Hall Mw•bank 8•ar• Gr••n Dear Paul 8nnual Audlt.of.Yo9400o Followlng the annual audlt of the accounts of 8GCA for the perlod Aprll 2024 to March 2025 l am pl•aM to confirni th• accounts ar• All In d•r & corr•ot i lie pre8entatlon of your accounts contlnues to dellght. Thank you thls year for prInng the bank statements by year & not by month. Also thank you for an extra copy of the rnaln Nat West Bank statemenl for me to make my notes on I was Imprèssed to See a marked fall In the Brltlsh Gas Electrlc blll followlng the Installatlon of Solar panels on the roof (orlginal rogular electric bllls were £903 & have fallen to around £627) well done & this also inakes you Greencr & bottor for our ciivlronmenl I note you have both A Muslc Ilcence & a TV Ilcence. I suspect you are not watch Ilve TV In the H811 & so you may bo able to do without the I V liconco I would rwimffl•nd an •¢w•l In lh• account• b• mad• fw th• ••v•n ouljtsndlng monthty InvolG•• th• Tr•MuY• & Bookln9 S•cr•tary n••d to •ubmlt1 £2100) l(Ind R•gard• .Jplien Lloyd P8 A• uwalty I hav• attch•d all my k•y *Vfklng on th• a¢cauni In your A¢counl fl1• lor r•f•r•nc•
Balance Sheet BALANCE SHEET As of 31st March 2025 2024125 2023124 for compar150n FIXED ASSET Tanglble assets: Fixluies and Flttlngs Value If sold {depreclated lO%I Total Flxed Asset £10,267 £11.408 £10287 É11,408 CASHAT BANKANO IN HAND MaW¢•$t Current ag 4131J&12T+ E3,107 E2,074 É1,133 El,501 Prfty Cosh bs al3113126 Including•Mnts and ¢lnerna J•cilon Rèserve NcctTrunt Ico¥er5 OUlStandin8£35k loan and tDntinKencl•q e.K. [[1 prfjblern51 a3 ai 311312S Totalcash •1 bankand In hand £34,811 É44.245 £39,051 U7,820 NET CURRENT A55ETS LIABILITIES11 outst•ndlng loin to Moi• Vill•y) TOTAL CURRENT ASSETS LESS LIABILITIES £39,051 É47,820 -£31.000 -£33.000 £8.051 £14.820
Financial Activities April2024- March 2025 23124 lor cofflparlson Change INCOME OAOSS INCOME: 24125 Income from users + ftom events+EV charger5 £27.913 £25,235 £2.678 Inciease In petty cash -£368 Eo -£368 Inleresi on reseNe account £565 £4.825 £547 £4,617 £18 £208 Grants C05T OF SALES: Webslte anJ idvert151ng expendlture LScenceslroyaltles for TV. muslc. 8nJ film righls -£861 .£2,365 -£1.250 .£758 £389 -£1,607 TOTAL NEf INCOME BEFORE EXPENDITURE £29,709 £28.391 £1,317 EXPENDITURE uillitles water, telcoms. elecliiclty Ino gasl Payments to lieasurer. booking 5ecrelary alld cleaner Rent ty rates MVDC Insurance Ibulldln8 Ins vla MVDC+our eontenlslllablllty Repaymentol MVDC loan on bulldln8work Trustee+volunteei expenses Mlsc costs EXPENDITURE TOTAL NET INCOME -£9,895 -£8.605 -£1,290 .£4,687 -£2,125 -£4,090 -£577 -É597 .£1,548 -El,512 -É1.583 £71 -E2,000 .E2,886 -£2,000 -£7,336 £0 £4,449 -£15,374 -£38,479 -£8,632 -£32.823 -£4.431 -£6,742 .£4,339
I .1 •Treasurer's Re ort for the Financial Year Endin 31.03.2025 The draft annual accounts have been compiled for the year up to 31. March 2025. They have been ieviewed by an independent party. whose slatement shows below. Our total funds (inclusive ol bank balances and petty cash) at the end of the financial year ending 31" March 2025 were £39,051, with our one liability being an outstanding debt to Mole Valley payable by end 2040 of £31,000 (following paymeni 01 £2,000 over the course of the year, reducing it from the end 2023124 figure of £33.000). We ensure that we always maintain sufficient funds to pay that loan back in a worsl case scenario, as well as keeping enough reserve cash for general maintenance or emergencies. As si of 31 March 2025, Ihis remaining surplus after the £31k loan liability is £8,051. The total income from hall hire, events and electric vehicle charging has increased by £2,678 versus the previous financial year. now tolaling £27.913. Our income continues . 10 increase, although the committee does still discuss hall hire charges annually to ensure we remain competitive. In 2024-2025, vaccine centre hall hire income fell to £2,044, a 74 % decrease (a £5,713 reduction) versus 2023-2024, when it was £7,757. Tma'total. interest paid on the bank account in 2023-2024 was £565. The electricity bill, which falls within our total costs 01 £9,895 for all utililies (water, telcoms, electricity,. there is no gas) increased from £8,605 in 2023-2024 10 £8,736. We're forecasting for that to fall by about £2,500 in 2025-2026 because of Ihe 'introduction of our solar panels. Within this, we sold some of Ihat electricity energy to users of our 2 electric vehicle chargers; that generated about £2,021 of charger income fram them. Unusual expenditure this year includes £5,700 which was spent on hall maintenance, and £9,652 which was spent on Ihe installation of solar panels. £4.825 of the cost of th&solar panels was offset by a grant from the UK Shared Prosperity Fund Community Halls Energy Efficiency Grant Scheme through Mole Valley District Council, for which we are extremely grateftjl. The solar panels also entailed an additional £1,150 of miscellaneous costs expenditure (the building surveyor to check the rool was OK for it, and the legal fees for a license from them permitting the solar works from our landlord, MVDC), so the total solar panel project cost was £10,802. This brings us to a total ol £16',502 01 unusual expenditure this year, Our net current assets have fallen from £47,820 in 2023-2024 to £39.051 this year.
The Trustee and volunteer expenses were down £4,449 on last year. yet payments made direct to various suppliers {which are recorded in a separate category, as Tniscellaneous costs), were up £6,742. This change is because in late 2023, for the installation of the new sound system, some trustees made payments to the various suppliers directly due to sorne temporary difliculties with operaling the bank account afte! our past chairman had sadly passed away, and they reclaimed this from BGCA after sbMItt1ng expenseslinvoices. In 2024-2025, we have mostly been able to rnake large payments directly to our suppliers us from BGCA'S bank account over which we nave full control, and not via trustees, which is a better way of operating. The rent bill from MVDC has increased significaniiy. This was £1,952.33 in 2024-2025 (including a back bill to 2015), while the previous year it had only been £414. The 2014 lease states that the rent is £400 a year plus inflaiion. Our landlord had not, in error, been applying Ihe inflation and since 2014 had been billed at £400 per year. For the 2024-2025 bill the rentwas increased to £568 for the year plus £1,384 back-rent for the nlissed inflation 2015-2024 (for which no breakdown was offered). The Chairman wrote to MVDC accounts disputing this in Sepiember 2024. The accounts team forwarded Ihis to the propety team who nevei replied, and the money was taken. We have in March 2025 written again to query this and to ask for a breakdown. so this ' matter was unresolved at the end of March 2025, i.e. in this accounting period {noie oulbi(le.Ihi¥ period Il wa5 later Fesolved ifj ihe 25126 ye&r and resulied ii) a iebale ol Almosl £IOOO In 2Y26 from MVDC, which had rnade an error in its ba(*-billirhg for Inflaoon on the Fent to 2014. and provided a fvll break11. The rebaie will wiihin Ilgures in the 25126 accwnts). Our 2024-2025 grant income was comprised of the one grant of £4.825 for our new solpr panels, which align with our aim (now achieved) to be Britain's joint-greenest village hall, This total is similar to our total grants in 2023-2024. which came to £4,617. Laura'mott Treasurer
Invoice Coppln8 14 The Splnney Great Bookham Surrey KT23 3PZ O&Jan-26 The Chalrrnan Baara Gr•an Communlty AM¢Klatlon Baare Greon Vlllage Hall Mw•bank 8•ar• Gr••n Dear Paul 8nnual Audlt.of.Yo9400o Followlng the annual audlt of the accounts of 8GCA for the perlod Aprll 2024 to March 2025 l am pl•aM to confirni th• accounts ar• All In d•r & corr•ot i lie pre8entatlon of your accounts contlnues to dellght. Thank you thls year for prInng the bank statements by year & not by month. Also thank you for an extra copy of the rnaln Nat West Bank statemenl for me to make my notes on I was Imprèssed to See a marked fall In the Brltlsh Gas Electrlc blll followlng the Installatlon of Solar panels on the roof (orlginal rogular electric bllls were £903 & have fallen to around £627) well done & this also inakes you Greencr & bottor for our ciivlronmenl I note you have both A Muslc Ilcence & a TV Ilcence. I suspect you are not watch Ilve TV In the H811 & so you may bo able to do without the I V liconco I would rwimffl•nd an •¢w•l In lh• account• b• mad• fw th• ••v•n ouljtsndlng monthty InvolG•• th• Tr•MuY• & Bookln9 S•cr•tary n••d to •ubmlt1 £2100) l(Ind R•gard• .Jplien Lloyd P8 A• uwalty I hav• attch•d all my k•y *Vfklng on th• a¢cauni In your A¢counl fl1• lor r•f•r•nc•
Balance Sheet BALANCE SHEET As of 31st March 2025 2024125 2023124 for compar150n FIXED ASSET Tanglble assets: Fixluies and Flttlngs Value If sold {depreclated lO%I Total Flxed Asset £10,267 £11.408 £10287 É11,408 CASHAT BANKANO IN HAND MaW¢•$t Current ag 4131J&12T+ E3,107 E2,074 É1,133 El,501 Prfty Cosh bs al3113126 Including•Mnts and ¢lnerna J•cilon Rèserve NcctTrunt Ico¥er5 OUlStandin8£35k loan and tDntinKencl•q e.K. [[1 prfjblern51 a3 ai 311312S Totalcash •1 bankand In hand £34,811 É44.245 £39,051 U7,820 NET CURRENT A55ETS LIABILITIES11 outst•ndlng loin to Moi• Vill•y) TOTAL CURRENT ASSETS LESS LIABILITIES £39,051 É47,820 -£31.000 -£33.000 £8.051 £14.820
Financial Activities April2024- March 2025 23124 lor cofflparlson Change INCOME OAOSS INCOME: 24125 Income from users + ftom events+EV charger5 £27.913 £25,235 £2.678 Inciease In petty cash -£368 Eo -£368 Inleresi on reseNe account £565 £4.825 £547 £4,617 £18 £208 Grants C05T OF SALES: Webslte anJ idvert151ng expendlture LScenceslroyaltles for TV. muslc. 8nJ film righls -£861 .£2,365 -£1.250 .£758 £389 -£1,607 TOTAL NEf INCOME BEFORE EXPENDITURE £29,709 £28.391 £1,317 EXPENDITURE uillitles water, telcoms. elecliiclty Ino gasl Payments to lieasurer. booking 5ecrelary alld cleaner Rent ty rates MVDC Insurance Ibulldln8 Ins vla MVDC+our eontenlslllablllty Repaymentol MVDC loan on bulldln8work Trustee+volunteei expenses Mlsc costs EXPENDITURE TOTAL NET INCOME -£9,895 -£8.605 -£1,290 .£4,687 -£2,125 -£4,090 -£577 -É597 .£1,548 -El,512 -É1.583 £71 -E2,000 .E2,886 -£2,000 -£7,336 £0 £4,449 -£15,374 -£38,479 -£8,632 -£32.823 -£4.431 -£6,742 .£4,339
I .1 •Treasurer's Re ort for the Financial Year Endin 31.03.2025 The draft annual accounts have been compiled for the year up to 31. March 2025. They have been ieviewed by an independent party. whose slatement shows below. Our total funds (inclusive ol bank balances and petty cash) at the end of the financial year ending 31" March 2025 were £39,051, with our one liability being an outstanding debt to Mole Valley payable by end 2040 of £31,000 (following paymeni 01 £2,000 over the course of the year, reducing it from the end 2023124 figure of £33.000). We ensure that we always maintain sufficient funds to pay that loan back in a worsl case scenario, as well as keeping enough reserve cash for general maintenance or emergencies. As si of 31 March 2025, Ihis remaining surplus after the £31k loan liability is £8,051. The total income from hall hire, events and electric vehicle charging has increased by £2,678 versus the previous financial year. now tolaling £27.913. Our income continues . 10 increase, although the committee does still discuss hall hire charges annually to ensure we remain competitive. In 2024-2025, vaccine centre hall hire income fell to £2,044, a 74 % decrease (a £5,713 reduction) versus 2023-2024, when it was £7,757. Tma'total. interest paid on the bank account in 2023-2024 was £565. The electricity bill, which falls within our total costs 01 £9,895 for all utililies (water, telcoms, electricity,. there is no gas) increased from £8,605 in 2023-2024 10 £8,736. We're forecasting for that to fall by about £2,500 in 2025-2026 because of Ihe 'introduction of our solar panels. Within this, we sold some of Ihat electricity energy to users of our 2 electric vehicle chargers; that generated about £2,021 of charger income fram them. Unusual expenditure this year includes £5,700 which was spent on hall maintenance, and £9,652 which was spent on Ihe installation of solar panels. £4.825 of the cost of th&solar panels was offset by a grant from the UK Shared Prosperity Fund Community Halls Energy Efficiency Grant Scheme through Mole Valley District Council, for which we are extremely grateftjl. The solar panels also entailed an additional £1,150 of miscellaneous costs expenditure (the building surveyor to check the rool was OK for it, and the legal fees for a license from them permitting the solar works from our landlord, MVDC), so the total solar panel project cost was £10,802. This brings us to a total ol £16',502 01 unusual expenditure this year, Our net current assets have fallen from £47,820 in 2023-2024 to £39.051 this year.
The Trustee and volunteer expenses were down £4,449 on last year. yet payments made direct to various suppliers {which are recorded in a separate category, as Tniscellaneous costs), were up £6,742. This change is because in late 2023, for the installation of the new sound system, some trustees made payments to the various suppliers directly due to sorne temporary difliculties with operaling the bank account afte! our past chairman had sadly passed away, and they reclaimed this from BGCA after sbMItt1ng expenseslinvoices. In 2024-2025, we have mostly been able to rnake large payments directly to our suppliers us from BGCA'S bank account over which we nave full control, and not via trustees, which is a better way of operating. The rent bill from MVDC has increased significaniiy. This was £1,952.33 in 2024-2025 (including a back bill to 2015), while the previous year it had only been £414. The 2014 lease states that the rent is £400 a year plus inflaiion. Our landlord had not, in error, been applying Ihe inflation and since 2014 had been billed at £400 per year. For the 2024-2025 bill the rentwas increased to £568 for the year plus £1,384 back-rent for the nlissed inflation 2015-2024 (for which no breakdown was offered). The Chairman wrote to MVDC accounts disputing this in Sepiember 2024. The accounts team forwarded Ihis to the propety team who nevei replied, and the money was taken. We have in March 2025 written again to query this and to ask for a breakdown. so this ' matter was unresolved at the end of March 2025, i.e. in this accounting period {noie oulbi(le.Ihi¥ period Il wa5 later Fesolved ifj ihe 25126 ye&r and resulied ii) a iebale ol Almosl £IOOO In 2Y26 from MVDC, which had rnade an error in its ba(*-billirhg for Inflaoon on the Fent to 2014. and provided a fvll break11. The rebaie will wiihin Ilgures in the 25126 accwnts). Our 2024-2025 grant income was comprised of the one grant of £4.825 for our new solpr panels, which align with our aim (now achieved) to be Britain's joint-greenest village hall, This total is similar to our total grants in 2023-2024. which came to £4,617. Laura'mott Treasurer