BUCKLAND MONACHORUM VILLAGE HALL Registered Charity 1200054
Trustees Annual Report 31[st] May 2023
Chairman’s Report
Since the last AGM, I hope that I have led the Committee to everyone’s satisfaction, and I am happy to continue in the role for the forthcoming year if required. I would like to thank both Nigel and Tim for their work as Secretary. and Treasurer, and for the rest of the Committee for their support.
Since taking on the Bookings & Calendar, it is pleasing to see the number of bookings continuing to keep the Hall busy. However, our monthly Market & Coffee Shop really needs to see an increase in visitors but how we achieve that I don’t know. I really hope to follow up my thoughts last year, on creating some evening events in the Hall. We have run three Quiz Nights in the Drake Manor which have proved very popular and these will continue later this year.
I was very pleased that we were able to finalise converting the Hall Charity to a CIO. This included resolving the issue of the Hall’s ownership. The title deeds confirm that it is owned by the Management Committee. The next step is to register title with the Land Registry (which is in hand) and to formally close the old Village Hall Charity.
We have some challenges to face in the coming year, but hopefully we can also enjoy celebrating the Hall’s 100th Birthday.
Treasurer’s Report
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I took over from Tony Chilvers in Summer 2021 but was unable to attend last year’s AGM.
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We attempted to further rationalise user charges and to even them out across regular users in Spring 2022.
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Frustration with Barclays has finally provoked a change to the Co-operative Bank. For simplicity we have also closed our CCLA deposit account and placed funds in a Co-op Savings Account.
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Last year’s Covid grants allowed us to fund new heating and lighting during the year, so expenditure exceeded income. This year, income has exceeded expenditure, - but not by as much as the year-end figures suggest. We had no outstanding debtors at 31/3/2023, in contrast to £1,100 of outstanding debtors at 31/3/2022.
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As Covid restrictions have eased we have seen increased use for private and other hire over the year. We owe particular thanks to Shane, who provides caretaking services, for facilitating this and for ensuring the Hall is ready for regular users. There have been a couple of difficulties around Private Hirings that have caused us to revisit Terms and Conditions of use: we’re very grateful to Nichola for co-ordinating this.
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The biggest cloud on the horizon is the end to our 2-year fixed contract for electricity on 30[th] June. Our new contract, for 1 year from 1[st] July, sees a doubling in price [considerably less increase than originally envisaged] taking our likely spend from £2.5k to around £4.8k. To cover this, we need to increase income by approximately 20%, - without using more electricity. As such, we have warned user groups that hire charges are likely to increase by about 30% from 1[st] July. Private hire charges will increase similarly at that time.
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We have some concerns about roof leaks and are awaiting a builder’s opinion and advice: this could be costly.
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The Village Hall has been in action [in various guises] for 100 years. In celebration, we would like to upgrade windows and doors and generally improve insulation / heat retention in the building. With a view to this we leafleted every house in the village in February, inviting donations. We received £300 in donations. We hope to pursue charitable and grant funding: applying for such funds is something of a learning curve and granting bodies often look to match locally raised funds, rather than just give their own funds.
Election of Village Hall Charity Trustees
a) Officers:
Chairman - Stephen Fryer was proposed by Nigel Rendle, seconded by Jane Beard, and approved.
Treasurer – Tim Alexander was proposed by Stephen Fryer, seconded by Nigel Rendle, and approved.
Secretary - Nigel Rendle was proposed by Tim Alexander, seconded by Phil Bennett, and approved.
b) User Group Nominated Members
Beehive Pre- School Playgroup – Jane Beard Drama Group – Stephen Fryer Art Group – Nichola Williams Snooker – Phil Bennett
Re-election en-bloc was proposed by Tim Price, seconded by Tim Alexander, and approved.
c) Management Committee Members
Mandy Robinson was proposed by Nigel Rendle, seconded by Stephen Fryer, and approved.
Tim Price was proposed by Stephen Fryer, seconded by Nigel Rendle, and approved.
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Charity Number 1200054
Buckland Monachorum Village Hall Annual Accounts 15th August 2022 - 31st March 2023
Buckland Monachorum Village Hall
Accounts 15th August 2022 - 31st March 2023
| Income | 2023 | |
|---|---|---|
| Hire of / Use of Hall | ||
| Regular Users | 5922.75 | |
| Private Hire | 753.00 | |
| 6675.75 | ||
| Other Income | ||
| Coffee Mornings | 326.82 | |
| Bank Interest | 228.86 | |
| Private Donations | 300.00 | |
| Equipment sales | 300.00 | |
| Fundraising income | 191.30 | |
| 1346.98 | ||
| TOTAL INCOME | 8022.73 | |
| Expenditure | ||
| Utilities | ||
| Gas | 72.46 | |
| Electricity | 1235.78 | |
| Water | 200.00 | |
| Internet | 201.60 | |
| 1709.84 | ||
| Caretaker | ||
| Contractor | 2430.00 | |
| 2430.00 | ||
| Annual Expenses | ||
| Annual Insurance | 1016.42 | |
| Fire extinguisher service and check | 0.00 | |
| Music performance license | 0.00 | |
| Calendar booking program | 133.53 | |
| Outdoor play area check | 0.00 | |
| Annual Garden Waste collection fee | 0.00 | |
| Electrical equipment testing | 105.00 | |
| 1254.95 | ||
| Fundraising Expenses | ||
| Leaflet printing | 75.00 | |
| 75.00 | ||
| Cleaning Products and Minor Repairs / Expenses | ||
| Cleaning Supplies | 138.01 | |
| Minor repairs and renewals | 174.14 | |
| 312.15 | ||
| New Equipment | ||
| Floor polisher / stripper | 260.00 | |
| Microwave oven | 69.98 | |
| Cabinet cupboard for servery | 105.00 | |
| Christmas lights | 34.93 | |
| 469.91 | ||
| Major work | ||
| Tree safety inspection | 565.92 | |
| 565.92 | ||
| TOTAL EXPENDITURE | 6817.77 | |
| In year Surplus / (Deficit) | 1204.96 |