ANNUAL GENERAL MEETING
BERRYFIELD VILLAGE HALL TRUST
Wednesday 25 June 2025 at 7.30pm
At Berryfield Village Hall, Melksham
Present: Shona Holt Lucy Key Jacqui Hatch Sally Sharp Ashley Mashonganyika Gill Arbery
Apologies: Carole Awmack
1. Minutes of previous meeting agreed
2. Chairs report
Since our last AGM in September 2024, Berryfield Village Hall continues to be a busy and thriving space for the community as we continue in our third year of operation. The hall is in use every day of the week and it is also now listed as the Berryfield polling station.
The hall currently hosts approximately 21 regular groups and a diverse range of activities for all ages. For example, baby/toddler groups, art/crafts, fitness, dance classes and community events for all ages and local families. It is also well used by private hirers for parties, celebrations, meetings and training.
Last year we completed two large projects with the help of grant funding.
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Acoustic ceiling panels to dampen sound resonance in the hall. Total cost of £5,100
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Installation of air conditioning. Total project cost about £14,800. This has made a big difference to usage of the hall in warmer weather, and we continue to receive positive feedback.
This year , with increased footfall and the number of events being held, our project is to reorganise the two walk-in cupboards that house our folding tables and chairs. Our
solution makes better use of the limited space so that our moveable furniture is easier and safer to access when setting up and clearing away for all users. We have now purchased a smaller storage trolley for tables and replaced the large chair rack with two smaller chair trucks. We will review whether extra shelving is still required in the larger cupboard.
The Trust has recently reviewed the cleaning needs for the hall, and a new regime will commence in July. We are also in the process of assessing costs for hygiene services.
As a charitable trust, the village hall cannot run without our volunteers. Thank you to my fellow trustees and the committee members for their unpaid time and ongoing commitment to help make the hall a success.
Can you help us?
If you live in Berryfield, we always welcome volunteers to help with opening/closing the hall for one-off bookings and our moveable partition. This is subject to the variable needs of a weekly rota, your availability and there is no regular commitment required. If you are interested, then please contact us.
3. Finance report
Account to 31[st] December 2024
Opened the year with a balance of £10,355
Income - £38,572 total (2023: £21,735)
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£20,047 hiring fees
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£18,525 grants
Hiring fees were reviewed but remained unchanged during the year
Expenditure - £31,889 total
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£18,525 restricted (air con & sound panels)
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£2,699 electricity (favorable fixed contract)
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£3,231 maintenance - £696 DS Securities, £880 line painting, £460 tables
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£3,000 cleaning
Overall surplus - £6,683
Closing bank balance £17,038
2025
Savings account for reserves – 4.65% 1 year fixed bond
Improvements to equipment storage with grant from MWPC
4. Election of committee
Chair, Treasurer, Secretary all voted in.
Meeting ended 7.50 pm
Berryfield Village Hall Trust Accounts to 31st December 2024
Income & Expenditure
| Income Hirers fees - regular Hirers fees - ad hoc Donations Grants Expenditure Electricity Water Rent Telephone / internet Insurance Capital projects Maintenance Gardening Cleaning Hall supplies Bank charges Subscriptions Surplus / (Deficit) Balance sheet Assets Bank Net Assets Reserves Unrestricted Restricted Total reserves |
Unrestricted Restricted 14,944 5,103 - 18,525 20,047 18,525 2,699 461 10 509 792 1,569 18,525 3,231 528 3,000 240 9 317 13,364 18,525 6,683 - |
2024 14,944 5,103 - 18,525 38,572 2,699 461 10 509 792 20,094 3,231 528 3,000 240 9 317 31,889 6,683 2024 17038 17038 17038 0 17038 |
2023 10,019 4,416 300 7,000 21,735 2,396 118 10 393 1,006 5,362 1,500 1,793 1,230 410 14,218 7,517 2023 10355 10355 10355 0 10355 |
|---|---|---|---|
Independent examiner's report on the accounts
Section A Independent Examiner’s Report
| Report to the trustees On accounts for the year ended Responsibilities and basis of report |
BERRYFIELD VILLAGE HALL TRUST | BERRYFIELD VILLAGE HALL TRUST | BERRYFIELD VILLAGE HALL TRUST |
|---|---|---|---|
| 31stDecember 2024 | Charity no (if any) |
1201530 | |
| I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 31/12/2024. As the charity's trustees, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”). I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. |
Independent I have completed my examination. I confirm that no material matters have examiner's statement come to my attention in connection with the examination which gives me cause to believe that in, any material respect:
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the accounting records were not kept in accordance with section 130 of the Charities Act; or
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the accounts did not accord with the accounting records; or
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the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair’ view which is not a matter considered as part of an independent examination.
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report to enable a proper understanding of the accounts to be reached.
| Signed: Name: Relevant professional qualification(s) or body: Address: |
27/10/2025 | |
|---|---|---|
| Philip Clark | ||
| CIMA / CTA | ||
| Chippendale & Clark | ||
| 7/8 Avon Reach | ||
| Chippenham | ||
| SN15 1EE |