TrusteesAnnualReport2024.25
Hougham Village Hall Trust Charitable Incorporated Organisation Registered Charity Number: 1181034 Trustees (Management Committee) Annual Report 1 July 2024– 30 June 2025
1. Resignation of Chairman, Co-options & Chairman’s comments
1.1 It is with regret that we report the resignation of Alison Barker as Chairman on 19 September 2024. Elected as Chair in October 2022, Alison significantly contributed to the continued existence of the CIO, the revival of a “The Hougham Herald,” and revamped our website. Despite efforts to sustain the newsletter in 2025, it was discontinued due to insufficient content and lack of interest. Peter Robinson assumed the role of Chairman on a caretaker basis from 17/09/24 until the AGM in October 2024 where he was formally elected. He remains willing to serve until a permanent replacement can be found.
1.2 Rozannah Ludlow was co-opted onto the committee on 17/9/24 with special responsibility for children and youths and duly elected at the AGM. Steve Oxenham was co-opted back on to the MC on 27/08/25 after a short absence but sadly resigned on 18/08/25 following an assault whilst carrying out his volunteer trustee duties.
1.3 This financial year has been a difficult one for the CIO. We have not been able to hold as many activities as we would have liked as we have experienced a lack of attendance or even response to scheduled events. There is currently a lack of engagement in the parish regarding the hall as a central hub, and the future remains uncertain, especially with the resignation of two trustees, Steve and Dianne Oxenham, who have served for nine years. Additionally, the chairman is expected to step down (after 7 years including a 2 year break) once a replacement is identified. The MC wishes to formally thank them for all their commitment and hard work.
1.4 While outside this report's focus, the assault on Steve Oxenham has greatly impacted both the CIO and Steve & Dianne. This incident, combined with the three-month hall closure from 6/05/25 to 5/08/25 for safety and contractual reasons, means that challenging decisions will be necessary.
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2. Names of Trustees
| Nominated | User Group/Office held |
Date if not full year |
Reason |
|---|---|---|---|
| Steve Green | Parish Council | - | - |
| Mary Pressnell | Parochial Church Council |
- | - |
| Elected | Term of office |
||
| Oliver Button | Trustee | - | Elected 22/10/22. Completed 3-year term. |
| Christine Care | Functions sub- group,100 Club, Dover Lotto, Coffee morning organizer |
- | Re-elected 22/10/22 Completed 3-year term. Standing again. |
| Colin Care | Functions sub- group,100 Club, Dover Lotto, Coffee morning organizer. |
- | Elected 15/10/23. Completed 2 of 3- year term of office. |
| Carole Haines | Trustee | - | Elected 15/10/23. Completed 2 of 3- year term of office. |
| Allen Maurice Jones |
Trustee | - | Elected 17/10/24 Completed 1 year of 3-year term |
| Roz Ludlow | Trustee, children & young people |
Elected 17/10/24 Completed 1 yr of 3-year term |
|
| Dianne Joyce Oxenham |
Treasurer/Secretary, Building improvement & fundraising sub- group, Functions subgroup |
Inaugural appointee*. 1/3 years |
Elected 15/10/23. Completed 2 year of 2ndterm of office |
| Stephen Oxenham |
Trustee Vice Chairman |
Co-opted 27/02/25 |
Resigned 18/08/25 |
| Peter William Robinson |
Chairman & Minutes Secretary |
Elected 17/10/24 Agreed to stand for 1 year only |
Name of Employees
| Job | Name | Date started | Date Ceased |
|---|---|---|---|
| Cleaner | Tina Jones | 23/08/23 |
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3. Sources of advice and support
Villagers of the Parish of Hougham Without Alison Barker Hougham Without Parish Council Dover District Council Kent County Council Funding for All Mowll & Mowll Solicitors Dan Codrea, DC Architecture Ltd Streetz2Streetz
4. History
4.1 The Hall, then known as the ‘Reading Room’ passed into private hands from the Kent Coal Fields Syndicate on 27 July 1886. It was purchased by Arthur Evanson on 30 March 1920 and subsequently gifted to the two villages in remembrance of his son and other brave men of the parish who lost their lives in WW1. The original conveyance was drawn up in 1920, the Trust deed is dated 26 November 1935 and on 1 February 1972 a committee of management was appointed with the Trust formally entered on the Register of Charities on 30 September 1994 with the Registered charity number 1041193. In 2018 the Management Committee resolved to become a Charitable Incorporated Organisation so Hougham Village Hall Trust was subsequently closed down and all assets, including the hall and land, were transferred to the CIO.
5. Constitution
5.1 The new constitution as a Charitable Incoporated Organisation dated 18 August 2018 was accepted and registered by the Charity Commission on 6 December 2018 as a new charity named “Hougham Village Hall Trust” with a new charity number1181034.
5.2 The objects of the CIO are:-
“To establish and run a village hall and to promote for the benefit of the inhabitants of the parish of Hougham (area of benefit) without distinction of sex,orientation, age, disability, nationality, race or political, religious or other opinions the provision of facilities for recreation or other leisure time occupation of individuals who have need of such facilities by reason of their youth, age, infirmity or disablement, financial hardship or social and economic circumstances or the public at large in interests of social welfare and with the object of improving thrr conditions of life of said inhabitants.”
5.3 The new constitution says there must always be a minimum of 3 charity trustees but does not specify a maximum. These appointments are by election by parishioners; all inhabitants of the area of benefit of 18 years an upwards are entitled to attend and vote and are for terms of 3 years. Trustees can also
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be co-opted but must be appointed at a duly constituted meeting of the charity trustees.
5.4 Also, one trustee may be nominated from each of the accepted user groups i.e Parish Council and Parochial Church Council to serve a term of one year. Any new or existing user group may apply for representation on the committee and may be appointed subject to the agreement of a two thirds majority of the management committee.
5.5 On becoming a trustee a member must sign a declaration of acceptance and willingness to act in the sole interests of the charity.
5.6 At the first meeting after the AGM, the committee elects from amongst all the trustees the following office holders - Chair, Vice Chair, Treasurer, and a Secretary.
5.7 Full details about AGMs, elections, accounting, rules and trustee responsibilities are in the CIO constitution a copy of which can be found on our website.
6. Policies and Procedures
6.1 To maintain quality standards and to guide the Management Committee in exercising its duty of care to members, contractors, and users of the hall we require a variety of policy documents. As well as a “Trustees Welcome Pack” we have 18 other policy documents ranging from “Administrative Policy & Procedures” to our “Safeguarding Policy” which is the latest to be added to the list.
7. Hiring agreement
7.1 Use of the Village Hall is covered by our “Hiring Policy” and subject to our “Conditions of Hire” and to completion of a “Booking Form” which must be signed by the hirer when booking. It sets out the conditions of hire and identifies the respective responsibilities of each party to the agreement. There is also an “information Sheet” for hirers which covers practical areas like safety, power, car parking etc.
.
2 Bookings should be made on-line via the hall’s website; payment for the charges and deposit is made via the website. The rates are reviewed annually at the beginning of each year and the new charges come into operation on 1 April each year unless the need for an earlier review arises.
7.3 The hiring policy was recently revised as were all the relevant forms including application form, guides etc. The bands and charges are set to ensure we can meet our annual running costs and are: -
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| Band description | Amount of charge |
|---|---|
| Villagers | £15.00 |
| Commercial | £20.00 |
| Daily rate | Negotiable |
| Overnight rate | Negotiable |
| Deposit (refundable) | From £150, dependent upon type of Hall usage |
7.4 Although outside the reporting period, a Trustee was assaulted on 10/08/25 while serving as Bookings Secretary but thankfully has fully recovered. The incident led to a review of hiring policies, prioritizing volunteer safety. The hall now closes at 23:00 (including cleanup), and at least two trustees must be present when interacting with hire parties. These changes may lower volunteer numbers and income, affecting the hall’s future.
8. Licenses
8.1 The Hall has a premises license (not including alcohol) and is registered with Dover District Council for small society lotteries i.e., 100 Club, has a Performing Rights Society and Public Performance license for live and recorded music, a TV license and a broadband license.
9. Risk Management
Insurance
9.1 The Management Committee acknowledges that it is under a legal obligation to protect the building, its users and employees/ self-employed contractors through adequate and appropriate insurance.
9.2 The Village Hall is insured by Zurich Insurance with respect to property damage (buildings insurance), contents, public liability, employers’ liability, and legal assistance. The current annual premium is £58.39 which is cheaper than our previous insurer.
Health & Safety/Building Issue s
9.3 Gas appliances and portable electrical appliances are tested by qualified person annually. Fire-fighting appliances are inspected annually under contract with the supplier. Volunteers from the Committee carry out other maintenance checks. A Fire Safety Risk Assessment is updated annually by the Committee’s own Fire Safety Officer as required by law.
9.4 A building condition survey was last carried out in 2011, but the refurbishment has allowed us to carry out a thorough review and a full survey is not now required until 2026.
9.5 We have a Safeguarding policy which closely follows that recommended by both the Charity Commission and ACRE to ensure the safety of vulnerable
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adults and children, although we always ensure that a parent acts as a responsible adult for any event solely for children. Both Health & Safety & Safeguarding are standing items on the agenda for all Management Committee meetings.
Risk Assessment
9.6 Risk Assessments are carried out before any out-of-the-ordinary event.
10. Principle activities in pursuit of objectives
10.1 The Hall is normally available for hire for private functions including children’s parties, wedding receptions, funeral wakes, village social functions and occasional fund-raising fayres. It is also used for meetings by Parochial Church Council, Parish Council, CIO and as a polling station.
11. Events
11.1 The following charts detail and summarise the use of the hall during the period of this report and total 153:365 days usage:-
Summary of Activities i.e Events, Private Hires & Classes
| Events | Events | Events |
|---|---|---|
| Date | Name of event | Confrmed Yes |
| 13.07.2024 | Partyin ThePark | Yes |
| 31.10.2024 | Children's Halloween Party | Yes |
| 02.11.2024 | George EggComedyEvening | Yes |
| 12.12.2024 | Defb Training | Yes |
| 15.12.2024 | Wreath MakingClass | Yes |
| 20.12.2024 | Children's Christmas Party | Yes |
| 21.02.2025 | Quiz Night | Yes |
| 22.03.2025 | Mother's DayCard Making | Yes |
| 29.03.2025 | Playpark Open Meetng | Yes |
| 21.06.2025 | Village Meetng | Yes |
| Pop Up Pubs | 8 | |
| Parish Council Meetngs | 6 | |
| Village Hall Meetngs | 4 | |
| WorkingPartyMeetngs | 2 | |
Private Hires
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| Type | Numberofevents | Numberofevents | ||
|---|---|---|---|---|
| BabyShower | 2 | |||
| Private Partes | 17 | |||
| School Leavers Party | 1 | |||
| KCC Autstc Safe Club | 2 | |||
| Christenings | 1 | |||
| Weddings | 2 | |||
| Band Practce | 1 | |||
| Polling Staton | 2 | |||
| Other | 5 | |||
| Fitness Classes | ||||
| Type | Frequency | Number foryear | ||
| Zumba/KeepFit | Twice a week | 40 | ||
| Pilates & Chair Pilates | Once a Week | 22 | ||
| DogTraining | Once a Week | 28 | ||
| TENS | ||||
| Number issued | Date | |||
| None | ||||
12. Funding Strategy
12.1 It is the strategy of the Trustees to manage the revenue budget on a self -financing basis; hire charges are set to try to achieve this aim. Other out of course requirements are raised through grants and fundraising events. Our reserves policy which we adopted in July 2020 is used to ring fence any grants we receive for building improvements.
13. Volunteers’ Effort
13.1 Management costs are kept to a minimum using volunteers wherever possible. A prime example of this policy is Allen Jones who cuts the grass and keeps the plot tidy. Other tasks which often go unnoticed are setting up the hall before and after events, supervising and arranging boiler servicing, gas safety and servicing, arranging insurance, licenses, grants etc. and often involve team effort.
Anyone else not mentioned, thank you!
13.2 In addition, Trustees give in the region of 60 hours a month for meetings and an incalculable number of hours per annum organizing and running events. Also, most if not all stationery, printing ink for documents, photocopying, laminating etc., is donated free of charge.
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14. Achievements 2024/25
14.1 During 2024/25 attempts were made to raise funds to refurbish the driveway following the successful completion of the refurbishment of the Village Hall. These attempts are ongoing and although the Parish Council has offered to contribute £5,000 in matched funding the MC agreed to forgo the grant in favour of the same sum being put towards the Village Green playground extension fund. Future grants will be sought when the moment is right but in meantime 5 bags of gravel have been purchased to provide a temporary surface, two of which have been laid; the rest will be laid once some minor leveling work has been carried out.
14.2 Thanks to a volunteer the yew trees have been pruned but more husbandries will probably be required.
14.3 Our bid to Dover DC community grant scheme for £1,200 was successful and enabled us to purchase 3 industrial strength picnic tables one of which is accessible which will allow us to replace our old tables; Colin Care has already managed to refurbish 3 of them and hopes to salvage at least one extra table from those that have been replaced.
15. Financial report
See separate document
16. Communications-Newsletter & Website
Website
16.1 Our new website is provided by a local Folkestone company whitefishmarketing.co.uk and went live on 21/22 February 2024 at a cost of £720 which included a rebuild cost of £450 + VAT plus an annual web hosting cost of £240 + VAT. After a few teething troubles the website seems to be working well although a recent incident has caused us to reconsider our processes.
Website – wwehoughamvillagehall.co.uk Email: houghamvillagehall.dover.gmail.com
Newsletter
16.2 Although the Hougham Herald Newsletter was relaunched in October 2022 as hardcopy for the first three months thanks to a generous donation from Majestic Freight it was forced to continue solely as an electronic version uploaded onto the Hougham Village Hall website. Sadly, our Editor resigned from the post on 17/9/24 and the newsletter ceased publication. The Trustees wish to thank her for all her efforts in relaunching and ensuring regular monthly issues were made available up to September 2024. A new temporary editor managed to resurrect the electronic copy for 3 months earlier this year
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but lack of copy and interest has forced us to conclude that we can no longer support a newsletter.
16.3 Facebook posts are administered by Steve Oxenham on behalf of the CIO and have proved to be a very effective way of publicising the activities of the Hall and to communicate quickly with those who subscribe to posts, widening the number of people with whom the Hall communicates. This may include last minute information, including cancellations. Unfortunately, this latest incident has forced him to withdraw his support and we have closed our FB page.
Hall Noticeboard
16.4 The Noticeboard outside the Hall is an important source of information and everyone is encouraged to look at it when they pass by the Hall or are there for an event or activity. There are important notices, such as the announcement of the AGM, and also posters promoting activities and events at the Hall.
17. Future
17.1 Refurbishing the driveway and some tree surgeries are planned. It will probably be necessary to commission a building inspection survey in 2026 as it will be 6 years since the refurbishment took place.
21. Conclusion
The Trustees of Hougham Village Hall Trust CIO would like to thank everyone for their practical help and support throughout this reporting year. Without your active involvement we could not have done this, and we hope for your continued support.
The Trustees declare that they have approved the above report.
Signed on behalf of the Charity’s trustees Signature: Peter Robinson Full name: Peter William Robinson Position: Chairman Date: 29 August 2025
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Date Accounts 01.07.2024-30.06.2025 Income Hires.. Lottery Donations Pop up Pub Events Hougham 100 Club Miscellaneous Bank Interest Grants Total Expenses Insurance Energy Water Rates Business Rate5 Boiler Service & Gas Certificate Fire Extinguisher Annual SeNice PRSIPPL Licence Lottery Licence Cleaning Cleaning Materia15 PAT Testing TV Licence Misc ACRE Membership TENS Licence Repairs & Renewals Petty Cash Website Hougham 100 Club Winnings Refurbishment Event Costs V-Fast Wifi Total Nett ProfitlLoss Account 3980.25 683.00 391.35 172.00 3872.30 638.00 97.62 69.46 12CKJ.00 11103.98 0.00 58.39 1081.82 226.64 -172.17 150.00 86.40 188.54 20. 1380.00 58.57 54.00 174.70 757.64 400.36 447.59 325.00 2414.42 2572.16 314.76 10538.82 565.16 Funds in Current Acc Funds in DeF)OSit Acc Funds in P/Cash Funds in Zumba Pot Funds to Bank Total £506.89 £5.069.81 £234.50 £60.00 £98.50 £5,969.70