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2023-05-31-accounts

Overton Village Hall Trustees

Annual Report and Accounts 1[st] June 2022 – 31[st] May 2023

Trustees:

Mr Bill Grindley * - Co - opted Chairman. Mr James Eastop - Co-opted Treasurer. * Ms Catherine Sheridan - Co-opted Administrator The Reverend Peter Macriell - Ex Officio Trustee – Rector of St Mary’s Church, Overton Mrs Joanne Kember - Ex Officio Trustee and Church Warden Mr Peter Rosselli - Ex Officio Trustee and owner of the Bryn-y-Pys Estate Mr James Glover - Co-opted Trustee (resigned on the 4[th] March 2023) Mr Robin Wason - Co-opted Trustee

Management Committee:

Administrator of the Trustees and Management Committee:

Ms Catherine Sheridan, Gwernheylod Hall, Argoed Lane, Overton on Dee, Wrexham.

2 Registered Charity Number 214788

Governance:

Overton Village Hall was opened on the 26[th ] October 1926 by Mrs Gladstone, wife of the Lord Lieutenant of Flintshire.

The Cocoa Rooms and Hall operated under a Charitable Trust (Registered Charity Number 810182) from its registration on the 25[th] March 1963 until it was replaced, on the 3[rd] December 1999, by the Charitable Trust (Registered Charity Number 214788) under which it now operates.

The Trust document governs the appointment of the Trustees and the management of the charity.

The Overton Village Hall Trustees and Management Committee are responsible for keeping the building in good repair.

Appointment of Trustees

Trustees are elected at the Annual General Meeting (AGM).

Function of the Trustees:

The Trustees must ensure that the property belonging to the charity is used in accordance with the trusts of the charity.

Trustees have the power to co-opt up to 8 further Trustees on an annual basis.

Appointment of Officers of the Management Committee:

Management Committee Officers are elected at the AGM.

Function of the Management Committee:

The Trust Document states:

Policies and Procedures:

To guide the Trustees and Officers of the Management Committee in exercising their duty of care to themselves, employees, and users of the hall - the following policy statements have been produced:

Licences:

The village hall has a Premises Licence, and the hall is licenced for the sale of alcohol. It is also licensed by the Performing Right Society for live and recorded music.

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Registered Charity Number 214788

Hiring Conditions:

Use of the village hall is subject to the Hiring Conditions which can be found on the Village Halls website overtonvillagehall.co.uk

When making a booking application the hirer is deemed to agree to the terms of the hiring agreement which sets out the conditions of hire and identifies the respective responsibilities of each party to the agreement.

Risk Management:

The village hall – including the Cocoa Rooms, the Recreational Club building and the Cottage is insured with respect to property damage (buildings insurance) by NFU Insurance (£3,228,050 cover). It is insured with the same company with respect to contents (up to £38,290), employers' liability (£5,000,000 any one incident) and legal assistance.

The Management Committee recognises that it is under legal obligation to protect the building, its users, and employees through adequate and appropriate insurance.

Building Issues:

in October 2021 Bill Grindley (a qualified Incorporated Engineer, who had undertaken many building condition surveys during his many years in Professional Consultancy) undertook a comprehensive Buildings Condition Survey and this uncovered several building dilapidations which needed to be improved immediately, before deterioration reached the point where some elements would prove to be beyond repair and full replacement would be the only option. In particular, the flat roof over the Recreational Pub needed some maintenance repairs and the condition of the windows, facia boards, the ‘mock’ Tudor gable, and all external painting needed to be tackled directly before the winter took further toll.

Everything was approved by the Trustees and work started immediately and comprised:

The above works were completed early December 2022.

Strategy for future Condition Surveys:

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Registered Charity Number 214788

reviewed or updated annually by Bill Grindley (who also holds the IOSH Managing Safely qualification). and he is satisfied that no changes need to be made.

Funding Strategy:

It is the strategy of the Trustees to manage the revenue budget on a self-financing basis. The contributions made by the tenants and users of the hall are set to achieve this.

Object of the Charitable Trust:

The object of the charity is the provision and maintenance of a village hall for use by the inhabitants of the area of benefit without distinction of political, religious, or other opinions, including use for:

The Trustees consider these objectives to be consistent with the Charity Commission guidance on providing for the public benefit as shown in the list of typical activities pursued each year.

Reserves Policy:

Historically the village hall has always been run by volunteers and supported by Trustees of the Charitable Trust responsible for it.

Hall hire has always been subsidised by the commercial income from our Tenants and, thanks to the dedication of the Trustees, in recent years has been financially sound.

Chairperson’s Review:

Formation of a Management Committee.

At the Trustees Meeting, on the 3rd of August 2021, the Chairman apprised the Trustees of the formation of a new Overton Village Hall Management Committee (OVHMC) and proposed, going forward, Trustee’s Meetings would take place every two months, with financial reporting being emailed to the Trustees by the Treasurer monthly. The Trustees welcomed and approved the motion.

General management of the village hall is undertaken by the OVHMC. The committee members are as follows:

❖ Chairperson Bill Grindley. ❖ Administrator Catherine Sheridan ❖ Officer Emma Clarke ❖ Officer Emma Long ❖ Officer Rebecca Lloyd

The first meeting of the OVHMC was held in June 2021, and meetings are generally held bi-monthly opposite to the bi-monthly Trustees Meetings.

A year of consolidation

Hall hirings have been steady and the fabric of the buildings remain in good shape. Indeed, we are now attracting bigger events, such as Wedding Receptions and the return of the ‘Goin up the Country Blues Club’ band bookings has certainly shown-off the beauty of the Main Hall.

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Registered Charity Number 214788

A Social Hub for the Community

In December 2022, the Overton Community Council approached the OVHMC with a proposal to provide a weekly Warm Spaces Initiative, in the form of a Tea and Cakes get together every Monday afternoon in the Parish Room. We offered the space to the Community Council at much reduced cost to provide a benefit to the inhabitants of the local area.

It was well-received from the start and has proved to be a great success with a lively atmosphere and many new friendships made. We hope that this will continue for some to me to come.

A Christmas Fair to raise funds for the maintenance of the Village Hall

In October 2022 the OVHMC organised a Christmas Fair, which proved to be a huge success. The event was very well received by the local inhabitants, and it raised over £1,100.00. We all agreed that this will be something we will organise each year.

Principal Activities in pursuit of the ‘Object of the Charity’

Over the past twelve months the Village Hall has been used for a variety of activities that meet the ‘Object of the Charity’, including hosting meetings and AGMs for the following organisations:

Our Hall and village remain very attractive, and we consistently receive very positive feedback from hirers.

Hall bookings

As can be seen from the activities above, we are still very busy with various classes, club activities, public sector events, weddings and private parties, demand for which has held up well.

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Registered Charity Number 214788

Declaration

I am very grateful for the Trustees' backing and interest in what we do. I am also appreciative of The Management Committees keenness to see the hall prosper with an increase in the diversity of events and the desire to serve the local needs of the village and surrounding areas.

Finally, I would like to thank our Caretaker, Tony Shaw, for his dedication and loyalty.

Signature
Full name William James Grindley
Position Chairperson
Date December 2023

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Registered Charity Number 214788

Treasurer's Report prepared by James Eastop

Overton Village Hall

Treasurer’s monthly report

For period 01/06/2022 until 31/05/2023 YEAR END

1. Bank reconciliation for May 2023

Completed. Balanced.

2. Accounts

2.1 Balance Sheet

Total Current Assets at £23,261.43 are £957.08 lower than at end May 2022, (minus 3.95%). The Quilter Investment Account fund at £17,451.94 is £347.06 lower than at end May 2022, (minus 1.95%). The valuation is per 21/03/2023.

The Bank Current Account balance at £5,805.17 is £610.14 lower than at end May 2022 (minus 9.51%).

2.2 Profit & Loss year on year

Total Income at £25,824.12 is £5,060.25 higher than at end May 2022 (plus 24.37%). Club Rent is £2,050 ahead of the same period 2021-22, (plus 51.90%). Event Income for events organised by OVHMC, is £1,170.00. Excellent. Hall Hire at £9,271.26 is up by £3,902.26 (plus 72.68%), (benefiting in part from BCUHB’s early payment). This is an excellent result.

Interest (Gross) at minus £346.94 is £26.01 lower than same period last year.

Total Expenses at £26,781.20 are £19,103.59 lower than same period 2021-22 (due to the impact of the refurbishment project in 2021/2), (minus 41.63%). Caretaking costs at £5,619.77 have increased by £30.07, (plus 0.54%). Event Expenses at £204.77 have occurred. Gardening costs at £343.46 are £35.54 lower than same period last year (minus 9.38%). Hall Supplies costs at £267.04 are £75.68 more than same period 2021-22 (plus 39.55%) I.T. Software/equipment costs of £829.99 include the cost of a new laptop. Insurance costs of £5,147.47 are £200.79 higher than last year, (plus 4.06%) Licences/Subs at £714.98 are £179.53 higher than same period last year (plus 33.53%), with LEMON Booking costs now registered here. Maintenance Refurbishment project lower than planned costs of £2,930.00 have occurred. Maintenance Costs, Other at £4,268.42 have occurred. Last year’s figures are deflated by the OCC £1,730 reimbursement for the hatch. Trade Refuse costs at £339.50 are £11.00 higher than last year (plus 3.35%). Utility Electricity costs of £1,849.90 have reduced by £374.72, (minus 16.84%). Bill has implemented a new energy saving regime. Utilities Gas costs of £3,777.89 have increased by £2,578.59, (plus 215.01%). Utilities Water costs of £428.26 are £48.51 lower than last year (minus 10.18%).

The LOSS for the Financial Year 2022-23 is £957.08

For the Financial Year 2021-22 we had a loss of £25,120.92.

Registered Charity Number 214788

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Registered Charity Number 214788

Year End Proffit & Loss

Ordinary Income/Expense
Income
CC Office Rent
Club Rent
Cottage Rent
Cottage Rent (HB)
Donation Income
Events Income
Christmas Fair
Dinner Dance
Jubilee receipts
Total Events Income
Grant
Hall Hire
Interest (Gross)
Library Rent
Wayleave
Total Income
Expense
Caretaking
Events Expenses
Garden Waste
Gardening
Hall supplies
I.T. Software & Equipment
Insurance
Licences and Subscriptions
Maintenance
Refurbishment project
Maintenance - Other
Total Maintenance
Office Supplies
Overton Jubilee Celebration
Postage and Delivery
Telephone
Trade Refuse
Transfer
Utilities Electricity
Utilities Gas
Utilities Water
Total Expense
Net Ordinary Income		 Jun '22 - May 23
406.00
6,000.00
1,863.00
4,940.00
0.00
1,044.50
0.00
125.50		 YEAR END
Jun '21 - May 22
406.00
3,950.00
1,863.00
4,940.00
36.00
0.00
0.00
0.00		 £ Change
0.00
2,050.00
0.00
0.00
-36.00
1,044.50
0.00
125.50		 % Change
0.0%
51.9%
0.0%
0.0%
-100.0%
100.0%
0.0%
100.0%
1,170.00
0.00
9,271.26
-346.94
2,500.00
20.80
25,824.12
5,619.77
204.77
25.00
343.46
267.04
829.99
5,147.47
714.98
2,930.00
4,268.42		 0.00
2,000.00
5,369.00
-320.93
2,500.00
20.80
20,763.87
5,589.70
0.00
25.00
379.00
191.36
179.98
4,946.68
535.45
23,945.95
5,475.92		 1,170.00
-2,000.00
3,902.26
-26.01
0.00
0.00
5,060.25
30.07
204.77
0.00
-35.54
75.68
650.01
200.79
179.53
-21,015.95
-1,207.50		 100.0%
-100.0%
72.68%
-8.11%
0.0%
0.0%
24.37%
0.54%
100.0%
0.0%
-9.38%
39.55%
361.16%
4.06%
33.53%
-87.76%
-22.05%
7,198.42
14.75
0.00
0.00
20.00
339.50
0.00
1,849.90
3,777.89
428.26		 29,421.87
7.85
350.79
7.92
20.00
328.50
0.00
2,224.62
1,199.30
476.77		 -22,223.45
6.90
-350.79
-7.92
0.00
11.00
0.00
-374.72
2,578.59
-48.51		 -75.53%
87.9%
-100.0%
-100.0%
0.0%
3.35%
0.0%
-16.84%
215.01%
-10.18%
26,781.20
-957.08
-957.08		 45,884.79
-25,120.92
-25,120.92		 -19,103.59
24,163.84
24,163.84		 -41.63%
96.19%
96.19%

Registered Charity Number 214788

9 Registered Charity Number 214788

Auditor Signed Copy of the Balance Sheet - Previous Year Comparison

10 Registered Charity Number 214788