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2024-05-31-accounts

Overton Village Hall Trustees

Annual Report and Accounts 1[st] June 2023 – 31[st] May 2024

Trustees:

Mr Bill Grindley * - Co - opted Chairman. Mr James Eastop - Co-opted Treasurer. Ms Emma Long - 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 Robin Wason - Co-opted Trustee Mr Nigel Lloyd - Coopted Trustee Mr Richard Hewitt - Co-opted Trustee

Management Committee:

Administrator of the Trustees and Management Committee:

Ms Emma Long, The Quinta, High Street, 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:

Copies of these documents can be found on the Overton Village Hall Noticeboard.

3 Registered Charity Number 214788

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.

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.

Strategy for future Condition Surveys:

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.

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Registered Charity Number 214788

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.

Another 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 bi-annual ‘Goin up the Country Blues Club’ band bookings. It is clear from the bookings levels that we are now re-established as a very suitable local venue to serve the needs of the community and surrounding areas.

A Social Hub for the Community

The Overton Community Council Weekly Warm Spaces Initiative (in the form of a Tea and Cakes get together each Monday afternoon in the Parish Room) has proved a real success. We offer the space to the Community Council at much reduced cost to provide a benefit to the inhabitants of the local area.

It has proven to be a great success with a lively atmosphere and many new friendships made, and we hope that this will continue for some to me to come.

The OVHMC have had great success organising an annual Early Christmas Fair and a Wreath Making Workshop to raise funds for the maintenance of the Village Hall.

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 £1,752.97 and the Wreath Making Workshop raised a further £690.00 making a total income of £2,442.97. These were great results.

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Registered Charity Number 214788

Synopsis of general maintenance and other events over the year:

Gas Boiler

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:

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Registered Charity Number 214788

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.

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

TREASURERS REPORT

For period 01/06/2023 until 31/05/2024

YEAR END

1. Bank reconciliation for May 2024

Completed. Balanced.

2. Accounts

1. Balance Sheet

Total Current Assets at £30,446.50 are £7,185.07 higher than at end May 2023, (plus 30.89%). The Quilter Investment Account fund at £18,581.67 is £1,129.73 higher than at end May 2023, (plus 6.47%). Valuation is per 21[st] March 2024.

The Bank Current Account balance at £11,860.39 is £6,055.22 higher than at end May 2023 (plus 104.31%).

2.2 Profit & Loss year on year

Total Income at £33,119.08 is £7,294.96 higher than at end May 2023 (plus 28.25%). Club Rent has increased by £25 (5%) per month from 01/05/24. Cottage Rent at £7,560.96 is £757.96 higher than the combined rent for the full year 202223 (plus 11.11%). Cottage Rent (HB) has ceased. The tenant now pays full rent. Donation Income is at £210.

OVHMC Event Income at £2,442.97, is £1,272.97 higher than the full year 2022-23 (plus 108.80%).

Hall Hire at £12,823.50 is up by £3,552.24 (plus 38.32%). There has been invoicing of old unpaid bookings during recent months.

Interest is a relatively healthy £1,476.79 above last year’s negative figure.

Total Expenses at £25,934.01 are £847.19 lower than the full year 2022-23, (minus 3.16%). Event expenses of £712.26, are £507.49 ahead of LY (plus 247.83%). Gardening costs of £633.99, are £290.53 ahead of LY (plus 84.59%). Hall Supplies costs of £320.12, are £53.08 higher than LY (plus 19.88%). IT Software/Equipment costs at £330.00 are £499.99 lower than LY (minus 60.24%). Insurance costs of £5,779.78, are £632.31 ahead of LY (plus 12.28%). Licences/Subs costs at £257.05 are £457.93 lower than LY (minus 64.05%). Total Maintenance Costs at £6,136.06 are £1,062.36 lower than LY (minus 14.76%). Trade Refuse costs of £115.50 are £224.00 lower than LY (minus 65.98%) Utility Electricity costs of £1,795.03 are £54.87 lower than (minus 2.97%). The new contract from 1[st] May 2024 will increase annual costs by over 50%. We are currently in dispute with the provider.

Utilities Gas costs of £3,594.97 have reduced by £182.92, (minus 4.84%). Utility Water cost of £443.76 are £15.50 higher than same period last year, (plus 3.62%).

The PROFIT for the FULL YEAR 2023-24 is an excellent £7,185.07.

In the full year 2022-23 we had a LOSS of £957.08.

8 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
Wreath Making
Total Events Income
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
Telephone
Trade Refuse
Utilities Electricity
Utilities Gas
Utilities Water
Total Expense
Net Ordinary Income
Profit for the
Year		 Jun '23 - May 24
406.00
6,025.00
7,560.96
0.00
210.00
1,752.97
0.00
0.00
690.00
2,442.97
12,823.50
1,129.85
2,500.00
20.80
33,119.08
5,776.00
712.26
35.00
633.99
320.12
330.00
5,779.78
257.05
0.00
6,136.06
6,136.06
4.49
0.00
115.50
1,795.03
3,594.97
443.76
25,934.01
7,185.07
7,185.07		 YEAR END
Jun '22 - May 23
406.00
6,000.00
1,863.00
4,940.00
0.00
1,044.50
0.00
125.50
0.00
1,170.00
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
7,198.42
14.75
20.00
339.50
1,849.90
3,777.89
428.26
26,781.20
-957.08
-957.08		 £ Change
0.00
25.00
5,697.96
-4,940.00
210.00
708.47
0.00
-125.50
690.00
1,272.97
3,552.24
1,476.79
0.00
0.00
7,294.96
156.23
507.49
10.00
290.53
53.08
-499.99
632.31
-457.93
-2,930.00
1,867.64
-1,062.36
-10.26
-20.00
-224.00
-54.87
-182.92
15.50
-847.19
8,142.15
8,142.15		 % Change
0.0%
0.42%
305.85%
-100.0%
100.0%
67.83%
0.0%
-100.0%
100.0%
108.8%
38.32%
425.66%
0.0%
0.0%
28.25%
2.78%
247.83%
40.0%
84.59%
19.88%
-60.24%
12.28%
-64.05%
-100.0%
43.76%
-14.76%
-69.56%
-100.0%
-65.98%
-2.97%
-4.84%
3.62%
-3.16%
850.73%
850.73%

9 Registered Charity Number 214788

Auditor Signed Copy of the Balance Sheet - Previous Year Comparison

10 Registered Charity Number 214788