## **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.
1. Acoustic ceiling panels to dampen sound resonance in the hall. Total cost of £5,100
2. 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)
- £20,047 hiring fees
- £18,525 grants
Hiring fees were reviewed but remained unchanged during the year
Expenditure - £31,889 total
- £18,525 restricted (air con & sound panels)
- £2,699 electricity (favorable fixed contract)
- £3,231 maintenance - £696 DS Securities, £880 line painting, £460 tables
- £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:
- the accounting records were not kept in accordance with section 130 of the Charities Act; or
- the accounts did not accord with the accounting records; or
- 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||