## **Baxter Hall Petrockstowe Village Hall 5 Year Plan** ## **Introduction** This document was produced by the Trustees of the Baxter Hall Charity to record the business plan for the future management of Baxter Hall. ## **The Purpose of the Plan** - To aid planning for the future of the hall. - To enable plans to be shared with all parties who have an interest in the Village Hall. - To involve as many people and groups within the community with the plans for the future. - To make the most of the facilities provided by the hall. - To form the basis of bids for grants. - To make the workings of the Trustees more transparent. - To encourage involvement from local people not currently on the Trustee committee. ## **Who produced the planning?** The plan was produced by the Trustees but will be shared with the Parishioners of Petrockstowe who will be invited to comment and help develop the plan. ## **How will the plan be reviewed?** The plan will be reviewed annually at the AGM to ensure it reflects the views of the Trustees and Parishioners. The plan will also be reviewed in response to major internal or external changes. ## **How will the plan be communicated?** - Making it available at the AGM - Sending it to the Parish Council - Making it accessible on the village website. - Publishing it in the Petrockstowe News. ## **Who is responsible for the Hall?** Baxter Hall is a registered charity which is run by a committee of Trustees. ## **What is the purpose of the Hall?** The advancement of citizenship and community development by maintaining Petrockstowe Village Hall for the communal benefit of residents of the parish of Petrockstowe and surrounding areas. ## **What are the roles of the committee of Trustees?** _Chair –_ Chairs all committee meetings and the AGM. Provides overall leadership and guidance to the committee of Trustees. _Vice Chair-_ Deputises for the Chair _Treasurer –_ Responsible for producing the annual accounts and presenting them at the AGM and committee meetings. Responsible for all day to day financial transactions including invoicing, receipting and banking relating to bookings and also paying of bills. _Secretary –_ Responsible for minuting of meetings and the AGM, and other administrative matters. _Booking Secretary –_ Responsible for maintaining the calendar of hall bookings, handling enquiries from those interested in making bookings and arranging all bookings upon request. Recording and passing to the treasurer any deposits and booking fees received. _General Committee Members –_ Contribute to all discussions relating to the hall and to **share** with the work relating to running the hall. All committee members work together to support all activities relating to the running of the hall. ## **What links are there to groups in the Village?** There are strong links with the Parish Council, The Church and many groups in the village including the Ladies Social Club, Art Group, Recreation Ground. Gardening Club, Skittles Club ## **Is the hall supported by non-committee members?** Outside of the committee of Trustees there are a number of individuals and groups who support the hall on a regular basis and as such contribute significantly to maintaining and running the hall. These contributions are invaluable to the running of the hall and are welcome by the Trustees. **However, to help spread the load of running and maintaining the hall it is necessary for more volunteers to step forward from the community.** ## **Cost of running the hall** ## It costs approximately £8000 per annum to keep the hall running. - Insurance - Electricity - Water - Security maintenance (alarm, extinguishers) - Bar licence - General maintenance - Cleaning ## **Hall Income** ## The hall derives it’s income from three sources. - Hall rental - Events - Bar takings ## **Hall Reserves** The trustees have put in place a policy of having a minimum of £8000 in a general reserve (a years running costs) A building sinking fund to deal with any planned and unplanned building maintenance. Currently £10000 ## **What approach will the Trustees take to managing the hall?** - Managing the hall in accordance with the aims laid down in the constitution. - Maintaining the hall to at least its current standard. - Improving the hall to meet the needs of its users as funds permit. - Ensuring the hall is managed and maintained in accordance with the relevant legislation and regulations. - Maintaining sufficient funds to be able to meet day to day running costs. - Building up reserve funds for major maintenance and improvement projects. - Seek ways to increase income through grants and other means. - Increase use of the hall. ## **BAXTER HALL FIVE YEAR PLAN** **----- Start of picture text -----**
Aim Implementation By By Budget Monitor Completi
whom when on date
Developing Attract more groups to use hall through WG 12/202 £50
Community Use publicity 0
Create new events – consultation with Trustee On
community s/WG going
Investigate possibility of monthly market WG On
going
Leadership and Complete CIO Chair Done
Management
Form working Groups from outside the Trustee On-
committee of Trustees s Going
Attract new trustees for the future Trustee On
s Going
Safeguarding policy/procedures – Chairm Done
safeguarding lead an
Finance and Grant application/s Treasur On-
funding er/ going
Working
G
**----- End of picture text -----**
**----- Start of picture text -----**
Increase our reserves (future proofing) Trustee Done
s
Improving Improve accessibility – disabled toilet Chairm Done Grant
Facilities an
Refurbish bar stockroom Chairm Done £2000
an
Improve physical appearance of outside Chairm Done £500
of Hall an
Building Repair Fire Exit doors/update Fire RA Chairm Done
maintenance / an
Health and
Kitchen redecoration Chairm Done £500
safety
an
Interior Hall redecoration Chairm Done £2500
an
Exterior redecoration Chairm Done £4000
an
Refurbish entrance posts and repoint car Chairm Summ
park wall an er
2022
Implement Garden Maintenance rota Frances Done Volunte
ers
Hall Entrance decoration Chairm Done £900
an
Decorate men’s toilet Chairm Done £800
an
New Aims
2022/2025
**----- End of picture text -----**
**----- Start of picture text -----**
Improving Create a garden for sitting in. Look at Chairm Spring TBC
Facilities furniture for the garden area,. Think an 2023
about herb garden. Keith/C
arol
Increase the size of the bar Chairm Autum TBC
an n
2022
Install permanent bunting in the hall to Carol/B Autum TBC
give a lowered ceiling effect. arbara n
2022
Install roll up shutters in the bar All By TBC
trustees Spring
2023
Investigate renewable energy All ON TBC
Trustee going
s
Invest in larger screen for film nights, All Spring TBC
showing broadway musicals, Eurovision Trustee 2023
etc. s
Total Cost TBC
**----- End of picture text -----**
## **Petrockstowe Village Hall** Also Known as ## **Baxter Hall** **Financial Statements for the year ending 31 March 2022** ## **Income & Expense Statement for the Year 2021/2022** |**Income**
**Hire of Hall (inc polling station)**
**Bar**
**Income**
**Less Cost**
**Interest**
**Fund Raising Activity**
**Income**
**Less Cost**
**Grants - PPC and DCC**
**Grants - COVID Support**
**Donations**
**Misc inc**
**100 Club**
**Expenditure**
**Hall Repairs & Renovations**
**Roof Contractor**
**Electricity**
**Water Charges**
**Insurance**
**Hall Cleaning(inc window)**
**100 Club Prizes**
**Licences**
**Equipment purchase**
**Miscellaneous**
**Income less Expenditure**
**Depreciation Expense**
**Surplus/(Deficit)**|**2021/2022**
**£**
**£**
**951.00**
**1766.50**
**Income**
**1031.49**
**Less Cost**
**735.01**
**0.87**
**496.05**
**Income**
**193.45**
**Less Cost**
**302.60**
**0.00**
**10667.00**
**20.00**
**177.28**
**0.00**
**12853.76**
**11657.54**
**0.00**
**1427.03**
**187.41**
**845.40**
**597.11**
**0.00**
**200.00**
**799.98**
**918.62**
**16633.09**
**-3779.33**
**704.32**
**-4483.65**|**2020/2021**
**£**
**£**
**367.50**
**205.40**
**0.00**
**205.40**
**3.31**
**0.00**
**0.00**
**0.00**
**1200.00**
**19431.00**
**950.00**
**312.00**
**75.00**
**22544.21**
**6162.11**
**0.00**
**672.22**
**136.53**
**848.37**
**569.85**
**565.00**
**180.00**
**0.00**
**195.00**
**9329.08**
**13215.13**
**879.72**
**12335.41**| |---|---|---| 31 Mar 2022 ## **Petrockstowe Village Hall - Fixed Assets at 31 Mar 2021** |**Asset**
**Year of**
**Purchase**
**Office Furniture**
**2010/2011**
**Hot Cupboard**
**2010/2011**
**Tannoy System**
**1999/2000**
**New Bar**
**Cost**
**2013/2014**
**7686.50**
**Grant**
**6912.00**
**Picture Framing**
**1999/2000**
**Range Cooker**
**2013/2014**
**1404.00**
**Electrics**
**680.70**
**Additonal Shelf**
**42.00**
**Metal Shelf Unit**
**2013/2014**
**Projector Screen**
**2014/2015**
**New Heaters for Hall**
**2014/2015**
**9340.60**
**Less Grant**
**9340.00**
**New Bar**
**2012/2013**
**Floor Covering**
**C/H Thermostat**
**2015/2016**
**Bar Shutters**
**2015/2016**
**Baby changing Unit**
**2016/2017**
**Hall clock**
**2016/2017**
**Blinds**
**2016/2017**
**Bar Fridge**
**2016/2017**
**New Chairs x 100**
**2018/2019**
**2223.00**
**Less Grant/donation**
**2018/2019**
**1961.00**
**All items at 10%**|**Cost**
**Accumulated**
**NBV**
**Accumulated**
**Depreciation**
**Accumulated**
**NBV**
**Depreciation**
**31/03/2021**
**Depreciation**
**For Year**
**Depreciation**
**31/03/2022**
**31/03/2021**
**31/03/2021**
**31/03/2022**
**31/03/2022**
**682.09**
**682.09**
**0.00**
**682.09**
**682.09**
**0.00**
**431.23**
**431.23**
**0.00**
**431.23**
**431.23**
**0.00**
**0.00**
**0.00**
**0.00**
**0.00**
**0.00**
**248.00**
**248.00**
**0.00**
**248.00**
**248.00**
**0.00**
**0.00**
**0.00**
**0.00**
**774.50**
**619.60**
**154.90**
**619.60**
**77.45**
**697.05**
**77.45**
**50.00**
**50.00**
**0.00**
**50.00**
**50.00**
**0.00**
**0.00**
**0.00**
**0.00**
**0.00**
**0.00**
**0.00**
**2126.70**
**1701.36**
**425.34**
**1701.36**
**212.67**
**1914.03**
**212.67**
**45.00**
**36.00**
**9.00**
**36.00**
**4.50**
**40.50**
**4.50**
**292.60**
**204.82**
**87.78**
**204.82**
**29.26**
**234.08**
**58.52**
**0.00**
**0.00**
**0.00**
**0.00**
**0.00**
**0.60**
**0.72**
**-0.12**
**0.72**
**0.72**
**-0.12**
**350.00**
**315.00**
**35.00**
**315.00**
**35.00**
**350.00**
**0.00**
**1198.00**
**838.60**
**359.40**
**838.60**
**119.80**
**958.40**
**239.60**
**181.20**
**108.72**
**72.48**
**108.72**
**18.12**
**126.84**
**54.36**
**673.22**
**403.93**
**269.29**
**403.93**
**67.32**
**471.25**
**201.97**
**140.98**
**140.98**
**0.00**
**140.98**
**140.98**
**0.00**
**29.99**
**29.99**
**0.00**
**29.99**
**29.99**
**0.00**
**1000.00**
**500.00**
**500.00**
**500.00**
**100.00**
**600.00**
**400.00**
**139.99**
**70.00**
**70.00**
**70.00**
**14.00**
**83.99**
**56.00**
**0.00**
**0.00**
**0.00**
**262.00**
**78.60**
**183.40**
**78.60**
**26.20**
**104.80**
**157.20**
**8626.10**
**6459.64**
**2166.46**
**6459.64**
**704.32**
**7163.96**
**1462.14**| |---|---| Page 1 31 Mar 2022 **Petrockstowe Village Hall** ## **Balance Sheet as at 31 March 2022** |**Assets Furniture & Equipment - NBV**
**New Bar**
**Range Cooker**
**Metal Shelf Unit**
**Projector Screen**
**Floor covering**
**C/H Thermostat**
**Bar Shutters**
**Blinds**
**Bar fridge**
**New Chairs – net of donation**
**Current Assets**
**Bank - Current Account at 31/3/22**
**Bank - Reserve Account**
**Cash in Hand-petty cash**
**Cash in Hand-bar floats**
**Bar Stock**
**Debtors**
**Current Liabilities**
**Creditors**
**Total Net Assets**
**Represented By:**
**Funds brought forward**
**Surplus/(Deficit) for year**
**Funds carried forward**
**Capital Reserve - Note 1**|**£**
**25645.00**
**8836.54**
**201.11**
**300.00**
**501.11**
**1068.84**
**0.00**|**£**
**25645.00**
**8836.54**
**201.11**
**300.00**
**501.11**
**1068.84**
**0.00**|**2022**
**£**
**77.45**
**212.67**
**4.50**
**58.52**
**239.60**
**54.36**
**201.84**
**400.00**
**56.00**
**157.20**
**1462.14**
**36051.49**
**0.00**
**37513.63**
**41718.83**
**-4483.65**
**37235.18**
**278.45**
**37513.63**|**2021**
**£**
**£**
**189.90**
**425.34**
**9.00**
**87.78**
**359.40**
**72.48**
**269.29**
**500.00**
**70.00**
**183.40**
**2166.46**
**29639.32**
**8834.67**
**87.99**
**200.00**
**287.99**
**1068.84**
**0.00**
**39830.82**
**0.00**
**41997.28**
**29383.42**
**12335.41**
**41718.83**
**278.45**
**41997.28**| |---|---|---|---|---| |||||| |||||| |||||| |||||| |||||| Notes: **1. Capital reserve represents credit for damaged tables which will be used against other capital purchases.** **The Petrockstowe Village Hall (Baxter Hall). Freehold title vested in the Official Custodian of Charities The Play Area. Freehold title vested in the Official Custodian of Charities** Page 1 ## **Petrockstowe Village Hall** ## **Independent Accountants Report to the Members on the Accounts of Petrockstowe Village Hall (also Known as) Baxter Hall** This Report is made solely to the Members as a body ## **RESPECTIVE RESPONSIBILITIES OF THE MANAGEMENT COMMITTEE AND THE INDEPENDENT ACCOUNTANT** The Management Committee is responsible for the preparation of the accounts and they consider an Independent Accountants report and opinion is required Signed: Michael Munro Treasurer Date: Malcolm Busby Chairman Date: ## **Basis of the Independent Accountants Opinion** My procedures included a review of the accounting records maintained by the Trustees and a comparison of the accounts presented with those of the underlying records. It also included consideration of any unusual items or necessary disclosures in the accounts, and seeking explanations from the Management Committee concerning any such matters. The procedures undertaken do not provide for the evidence that would be required from a full audit, and consequently I do not express an audit opinion on the figures given in the attached accounts. ## **Independent Accountants Opinion** From the review of the work completed as identified above the Financial Statements of Petrockstowe Village Hall (also known as) Baxter Hall at 31st March 2022 appear to be free from material error. Signed John Davey AAT Date: