Buckland Monachorum Village Hall Trustees Annual Report for 20242025
Chairman’s Report
Since the last AGM, I have led the Committee as best I can and I am happy to continue in the role for the forthcoming year if required. I know I repeat myself when I say that 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, but it truly is heartfelt.
The Bookings & Calendar, continues to tick over nicely and it is nice to see the number of bookings continuing to keep the Hall busy. However, our monthly Market & Coffee Shop has been a real disappointment at times which has lead me to question if it’s worth doing anymore, seeing as we get so little support from the wider Village populace. Both Claire and I, and Nicola, invest quite a bit of time and money organising the event and it is sad when so few people attend. A subject which needs discussion.
I really hoped to have created more evening events in the Hall, but running the Drama Group and RAF Harrowbeer Weekends have eaten into my time. We have though, run three (I think) Quiz Nights in the Drake Manor which have proved very popular and these will continue later this year.
Having finalised converting the Hall Charity to a CIO. The Land Registry have still to confirm the registration of our title to the plot on which the Hall stands. The Land Reg wheels turn very slowly. Also, I still have to formally close the old Village Hall Charity.
Treasurer’s Report
-
At first sight, the figures in this year’s accounts and our end of year deficit are astronomical! Please be reassured that our annual accounts are skewed by Year End falling between when we paid for the solar panels and batteries and when we received our grant for these from Devon County Council. If you remove these aspects, our income was £16974.91 and expenditure £17701.19 leading to a deficit of £726.28 over the year, - better than feared.
-
Looking forward, we will lose the cushion of Co-op income (£1862 last year) that we have had for the last two years. We will also lose Beehive at some stage when it relocates to the school. However, recent installation of solar panels and batteries should diminish our electricity spend by £2-3k and hopefully gain us some income from what we export once we can persuade
one or another supplier to install a smart meter. Many thanks to Martyn for all he did that has made the solar panels and batteries happen.
- Higher income figures for some groups in YE 2025 than YE 2024 are artificial in that 2024 was lowered because I had not secured funding from all our debtors by year
end. Nor have I done so this year, so on 31/3/25 we were owed about £700 [now all received] in contrast with £1000 at 31/3/24.
-
Many congratulations and thanks to Phil for increasing Snooker Club income so markedly over the year. (The expense of recovering the snooker table has been well justified. Unfortunately, one difficult user provoked our decision to install a security camera and register this with the relevant government body.
-
While Devon Dance stopped using the Hall (after the proprietor had change of family circumstances and was unable to find someone to continue to run the classes,) the local Scouts and RL Dance have begun using us and seem happy with what we can provide.
-
Our caretaker / gardener ceased contracting to us at the end of January 2025, to move to a more secure role with longer hours in the village. He went above and beyond in his care for the Hall and his efforts to maintain the facility. As we no longer pay him, this has reduced our costs in the final quarter of the year. In the short term we have reduced net fees for Beehive as they need to do some daily cleaning of toilets and bins. [In the accounts I am showing their full fees as income and the £5 per day reduction as expenses for the cleaning they do.] Going forward we have commissioned a local gardening service but have not yet organised a cleaning service: our needs will change again when Beehive move to the school, so we are being a little cautious about entering into a new long-term arrangement.
-
Happily the repair to the roof, initially undertaken as a temporary measure, has held well, avoiding the need for what we anticipated might be around £15k costs.
-
The new solar panels and battery capacity will hopefully decrease our electricity costs. In recent years we have contracted our electricity with the help of Utility Aid, who take around 8% of the total cost as their fee. Our current contract through them with EDF terminates at the end of June. Octopus, who do not deal through intermediaries quote about £200 less than the best quote Utility Aid can offer us. Supported by the committee, I plan to abandon Utility Aid and contract with Octopus from 1[st] July, - initially for a year. After another year we hope that we may have a smart meter and a year of data to inform future decisions. It remains to be seen whether Octopus will apply VAT to our electricity costs. [EDF have applied this where our previous supplier did not.]
-
Richard Mabey has once again kindly checked the accounts and found them satisfactory.
Adoption of the Accounts (copy enclosed) was proposed by Stephen Fryer, seconded by Tim Price and agreed by all present.
6. Reports of the User Groups:
6.1 Beehive Pre-School Playgroup
A year of uncertainty for myself, due to ill health, and a planned move to St. Andrews for the Preschool, which has been put on hold indefinitely. The Academy are waiting for the second phase of funding for schools to develop Early Years Provision on site.
In the meantime, I am very grateful that the Committee agreed for Buckland Beehive to remain at the hall and continue as we were.
We have been full from the Autumn term and currently have 30 children attending. We have 15 children leaving for school at the end of this term. We will be having an Open Morning on Saturday 28th June to recruit new children for next September.
I would like to thank the Committee for their continued support of the Pre-School.
6.2 Drama Group
Stephen reported on a successful panto and plans were underway for a new production later in the year. He also said that the group were on a decluttering exercise in the Darma store.
6.3 Art Group
Nichola reported that the recent annual exhibition held in conjunction with other art groups again went very well and the committee were thanked for their assistance in setting up and putting back the display boards. A suggestion was made that perhaps some of the heavier boards could be replaced with lighter ones, for ease of handling.
6.1 Snooker
Phil reported on a 50% increase in income generated through the year, more than covering the cost of the new cloth. Interestingly, he said that there had been a reduction in the regular players but this was compensated by more ad-hoc bookings. He reminded the committee that he would be away again from November for 10 weeks but cover would be arranged through Tony Foss.
6,5 Parish Council
No report.
Buckland Monachorum Village Hall Annual Accounts 1st April 2024 - 31st March 2025 Charity Number 1200054
Buckland Monachorum Village Hall
Annual Accounts Year Ended 31st March 2025
| Income | 2025 | 2024 | ||||
|---|---|---|---|---|---|---|
| £ | £ | |||||
| Hire of / Use of Hall | ||||||
| BMVH Snooker Club | 2234.43 | 1239.50 | ||||
| Buckland Art Group | 752.00 | 471.00 | ||||
| Buckland Beehive | 5449.99 | 4453.41 | ||||
| Buckland Monachorum Parish Council | 27.75 | 62.00 | ||||
| Charleston Friendship Cafe [Trish Topham] | 444.00 | 432.00 | ||||
| Devon Dance | 682.53 | 1388.25 | ||||
| Drama Group | 1105.50 | 555.00 | ||||
| Keep Fit [Denise Avent] | 666.00 | 426.00 | ||||
| Ladies Fitness [Cally Barnes] | 0.00 | 120.00 | ||||
| Meg Burnie (Dance Practice) | 36.00 | 34.00 | ||||
| Private Hire | 731.80 | 608.25 | ||||
| Scouts | 108.00 | 0.00 | ||||
| 12238.00 | 9789.41 | |||||
| Other Income | ||||||
| Coffee Mornings | 700.94 | 494.55 | ||||
| Bank Interest - CCLA 2023 Co-op 2024 | 436.34 | 181.79 | ||||
| June Fair | 225.00 | 240.00 | ||||
| Equipment sales | 0.00 | 0.00 | ||||
| Fundraising income - Co-op | 1862.63 | 1130.43 | ||||
| Fundraising income - Quiz nights | 211.00 | 498.00 | ||||
| 3435.91 | 2544.77 | |||||
| Private Donations | ||||||
| Drama Group | 600.00 | 599.00 | ||||
| Buckland Beehive | 700.00 | |||||
| Individuals | 1.00 | 110.00 | ||||
| 1301.00 | 709.00 | |||||
| Loan | ||||||
| Interest free Loan to cover Solar panel and Battery payment | 16460.00 | |||||
| 16460.00 | ||||||
| TOTAL INCOME | 33434.91 | 13043.18 | ||||
| Expenditure | ||||||
| Utilities | ||||||
| British GasGas | 112.82 | 99.18 | ||||
| EDF Energy [1444.41] + Corona Energy [1666.41]Electricity | 5152.06 | 5220.34 | ||||
| Pennon Water ServicesWater | 561.00 | 381.50 | ||||
| Skylight BroadbandInternet | 345.60 | 345.60 | ||||
| 6171.48 | 6046.62 | |||||
| Cleaning and Maintenance | ||||||
| Shane Willson | 3370.00 | 3960.00 | ||||
| Mileage | 6.21 | |||||
| Cleaning done by Beehive Staff | 100.00 | |||||
| 3476.21 | 3960.00 | |||||
| Annual Expenses | ||||||
| Allied Westminster (Insurance Services) Ltd -Annual Insurance | 1160.03 | 1088.39 | ||||
| Building Survey fee for Insurer | 75.00 | 0.00 | ||||
| Chubb Fire and Security[2023] B-safe[2024] -Fire extinguisher service | 403.00 | 46.00 | ||||
| PPL PRS -Music performance license | 0.00 | 291.94 | ||||
| Wix.Com -Calendar booking program | 169.53 | 147.93 | ||||
| Devon Communities Together -Local Community Halls Association | 50.00 | 50.00 | ||||
| The Play Inspection Company -Outdoor play area check | 222.00 | 210.00 | ||||
| DACB -Annual Garden Waste collection fee | 0.00 | 107.00 | ||||
| Snooker room Camera Information Commissioner | 35.00 | 0.00 | ||||
| PAT testing -Electrical equipment testing | 99.00 | 0.00 | ||||
| Lawnmower fuel | 7.10 | 0.00 | ||||
| 2220.66 | 1941.26 | |||||
| Fundraising Expenses | ||||||
| Devon Community Trust courses | 0.00 | 50.00 | ||||
| 50.00 | ||||||
| Cleaning Products and Minor Repairs / Expenses | ||||||
| Cleaning Supplies | 405.19 | 365.92 | ||||
| Minor repairs and renewals | 206.63 | 357.21 | ||||
| Supplies for floor polishing | 106.88 | |||||
| 718.70 | 723.13 | |||||
| New or Replacement Equipment | ||||||
| Kettles | 59.98 | 0.00 | ||||
| Toilet | 84.42 | 0.00 | ||||
| Water Heater parts | 104.54 | 0.00 | ||||
| Hedge Trimmer | 199.00 | 0.00 | ||||
| 447.94 | ||||||
| Major work | ||||||
| Andrew Creber - Renewal of Fencing | 2880.00 | 0.00 | ||||
| NSD Construction - Roof inspection and basic repair[2023] Definitive rep | 811.20 | 360.00 | ||||
| Snooker table refurbishment | 760.00 | |||||
| Tree safety inspection | 0.00 | 371.16 | ||||
| Dartmoor Energy - testing roof tiles for Asbestos prior to solar panel inst | 180.00 | |||||
| Devon Renewable Solutions - Solar Panel and Battery Installation | 17920.00 | 0.00 | ||||
| 22551.20 | ||||||
| Gift | 731.16 | |||||
| Gift to resigning employee | 35.00 | 35.00 | ||||
| TOTAL EXPENDITURE | 35621.19 | 13452.17 | ||||
| In year Surplus /(Deficit) | 2186.28 | 408.99 |
In year Surplus / (Deficit)
Buckland Monachorum Village Hall Charity Number 1200054 Annual Accounts Year Ended 31st March 2025
| Annual Accounts Year Ended 31st March 2025 | ||
|---|---|---|
| 2025 | 2024 | |
| £ | £ | |
| RECONCILIATION AND MOVEMENT OF FUNDS | ||
| Opening Balance | 19749.51 | 20158.50 |
| Surplus / Deficit in Year | 2186.28 | 408.99 |
| Closing Balance | 17563.23 | 19749.51 |
| Represented by: | ||
| Co-op Business account | 2225.62 | 2804.77 |
| Co-op Savings account | 15277.61 | 16841.27 |
| Cash | 60.00 | 103.47 |
| TOTALS | 17563.23 | 19749.51 |
Cash balance includes Raffle and Coffee floats of £30 each - total £60
Notes
1) These accounts are skewed by Year End falling between when we paid for the solar panels and batteries and when we received our grant for these from Devon County Council. If you remove these aspects, our income was £16974.91 and expenditure £17701.19 leading to a deficit of £726.28 over the year, - better than I feared
2) Looking forward, we will lose the cushion of Co-op income (£1862 last year) that we have had for the last two years. We will also lose Beehive at some stage when it relocates to the school. However, recent installation of solar panels and batteries should diminish our electricity spend by £2-3k and hopefully gain us some income from what we export.
3) Higher income figures for some groups in YE 2025 than YE 2024 are artificial in that 2024 was lowered because I had not secured funding from all our debtors by year end. Nor have I done so this year, so on 31/3/25 we were owed about £700 in contrast with £1000 at 31/3/24.
4) Many congratulations and thanks to Phil for increasing Snooker Club income so markedly over the year. (The figure includes the £80 paid by the Drama Group for use of the Snooker room during production week in February 2025.) The expense of recovering the snooker table has been well justified. Unfortunately, one difficult user provoked our decision to install a security camera and register this with the relevant government body.
5) While Devon Dance stopped using the Hall, the local Scouts and RL Dance have begun using us and seem happy with what we can provide.
6) Shane, our caretaker resigned at the end of January 2025, to move to a more secure job with longer hours in the village. He went above and beyond in his care for the Hall and his efforts to maintain the facility. This has reduced our costs in the final quarter of the year. In the short term we have reduced fees for Beehive as they need to do some daily cleaning of toilets and bins. Going forward we have commissioned a local gardening service but have not yet organised a cleaning service: our needs will change again when Beehive move to the school
1¥tAl 2024.31gt M•r¢h 2026 4ffj)Al Js i i 7* 101.79 1Jl) Eywnd
Buckland Monathorum Willage Hall Charity Pknrnber 12LKk154 Anrnal Accounts Yw Ended 31rt Marth 2025 RECONCIUATION AND MOVEMEpif OF FUNDS 19749A1 2LM5B.S0 Doficlt In YOW 218628 17W23 19749ts1 Represont•d by. 15277.81 1684127 10147 TOTALS 1756323 19749.51 21 looklntforn7rd. 11 ktsethEvAknofCtrophKwael£laFk thatwt hadfortrJast relnclude5the É80 pjhj irythef•Tri GrNpAywe r(#Jm wk kn F&rfuary2025.171 atrA)ve and In H•ll nd llls¢ffortskn tMt)knthefathlLy. Th151M5 rEE]r(Ctsin1jnaI qurnof 4ln Bhl¥e mow tothesthxl / 4}J£ 2a2S-.