## th BVHT AGM 5 December 2024 7pm Chair Report I would like to welcome you all & thank you for attending the BVHT Annual AGM What a busy 2024 we have had as a committee!! Following the 2023 AGM we held our first meeting, It would seem in terms of positions nothing changed, I continued as Chair, Adrian doubled up as Treasurer & Secretary, Celia – Booking Secretary & Mike – Maintenance Our committee is made up of 5 elected members – Karen Slocombe, Adrian Amiri, Celia Crees, Sally Clarke, Mike Humeniuk The rest of the committee is our user groups who are Parish Council – Jayne Cox, Horti – Mark Hampton, Toddlers - Kelly Biss, Film Society – Sue Mcahill, Lunch Club – Antonina Robinson, PCC – Tim Chater The BVHT committee have met regularly to plan events for the community, we also continued to open the Fulford Bar on Saturday evening however sadly this dwindled in terms of support as locals returned to the pub The Fulford Bar & Jubilee Hall Bar continue to offer a fully stocked bar for a range of events this helps keep a regular income to our accounts. Mostly covered by volunteers from committee. With the loss of Saturday night opening, the committee have been running monthly Foodie Nights limiting numbers to around 20-25 This was met with full support & has been a massive help in boosting funds, Its also a great social evening with delicious food. We select our events aiming to cover the 1[st] 6 months holding the ever popular quiz nights, Bingo, Cheese & Wine which was a huge success special Thanks to Mark W & Mark H I have also arranged 2 Pottery Painting sessions in the 1[st] & 2[nd] part of the year, the latter one we had 59 attending. Both proved very popular & well attended, Sheena Henderson from Treetops donated the fee for Paints & Firing of Pottery to the Hall funds & we offered refreshments on the day. We rely massively on our events bringing in regular income through all our fundraising efforts this helps towards ever increasing overheads. Sadly on the evening of October 6[th] the BVHT had damage to 3 panes of glass in the Old School Windows, this led us to contacting Roman Glass of Frome to have the windows boarded up until works could commence, we incurred further costs as due to the age of the panes and putty used this had to be tested for traces of lead, once identified Roman Glass could commence repair, we were invoiced for these works which totalled £312 this did not include a repaint of windows. The youth involved donated £50 towards the damage and a letter of apology. No further action was taken. As the years move on we need to carefully look at ways to protect the buildings, we are mindful of the age of the buildings & we are seeing signs of disrepair around the windows in particular also the JH kitchen is now looking very tired & this is a key feature to any future bookings. As we move forward into a new year, we will have to look at prioritising remedial works to ensure the buildings are here for the future of the village. I would like to Thank the committee for the countless hours you all give, In particular Adrian who is very savvy with the purse strings & all his secretarial skills. Celia for her countless hours back and forth showing potential hirers & lastly Mike for another year of overseeing maintenance issues, from broken loos to light bulbs to name a few. Sadly we have received an email from Mike notifying us of his intention to step down from committee as Maintenance, I know I speak on behalf of all committee and would like to Thank Mike for his dedication to the buildings, we hope you will continue to support us as we move forward. Know doubt we will still be needing some advice from you!! Lastly this year Toddlers finally closed the doors at the end of term in July, this has been a huge loss and very sad that times seem to have changed within our community, Kelly has been doing a Stirling job trying to engage with new mums and encourage them to come along. But to no avail and no support as her children moved onto Upton Noble school it was time for her to hand over, this has proved to be unsuccessful, Kelly your enthusiasm never falters, you have been a stalwart supporting us at BVHT, even though you are busy with your own Village Hall, although you don’t reside within Batcombe your efforts have not gone unnoticed, so we Thank you immensely. Electing of Committee The Village Hall Representatives are confirmed as remaining as PC – Jayne Cox Film – Sue Macahil Lunch Club – Antonina Robinson PCC – Tim Chater Horti – Mark Hampton We now need to establish if those elected would like to remain as a trustee? Is there anyone present who would like to be elected to committee? Currently standing are – Karen, Adrian, Celia, Sally & Kelly we have 2 spaces available to elect onto committee, Is there anyone present who would like to stand as an elected trustee? ## Treasurer’s Report ## Batcombe Village Hall Trust ## For the Financial Year Ending 18th September 2024 ## Introducton I am pleased to present the Treasurer’s Report for Batcombe Village Hall Trust for the financial year ending 18th September 2024. This report provides an overview of the Trust’s financial performance, highlights key income sources and expenditures, and outlines plans to address current challenges and ensure its future sustainability. ## Financial Summary ## Overall Defcit: The year concluded with a deficit of £1,200 as expenditure exceeded income. ## Total Income: The Hall generated a total income of £42,900 (this includes Intrabank transactions so not real income) which included: - Hall Rentals: £7,800 - Fundraising, Bar, and Food Sales (incl cash takings): £15,900 - 100 Club Bank Account: £7,200 - Interbank Transactons: £10,600 (closure of Shawbrook Account and transfer to CAF bank account). - Donatons: £900 ## Total Expenditure: Expenditure for the year amounted to £44,100 (this includes Intrabank transactions so not real income) including: - Maintenance and Repairs: £4,200 - Utlites and Insurance: £12,000 - Bar Restocking and Food: £6,500 - Operatonal Costs: £4,000 - 100 Club Account Expenditure: £6,500 - Closure of Shawbrook Account: £10,600 (N.B. YE23 estimated at £10.8k) ## Key Highlights ## 1. Income Streams: - Hall rentals generated £7,800 reflecting steady usage by the community. - Fundraising events, bar, and food sales (incl Cash) contributed £15,900 demonstrating the need for strong community support. - The 100+ Club account added £7,200 providing a valuable contribution to the Hall’s finances. This includes £3k of cash deposited and then transferred to Main Account owing to paying-in slip issue. - Shawbrook Account Closure : £10,600 transferring funds to the CAF Main Account. - Donatons : £900 (£670 Heritage Room electricity contribution - and £200 charitable donation). ## 2. Key Expenditures: - Utlites and Insurance: £12,000 covering essential services and insurance protections for the hall. (Gas £2.5k, Electricity £6.1k, Water £0.2k, Insurance & Licences £3.2k) - Bar Restocking and Food Costs: £6,500 reflecting investment in supplies for fundraising and events. - Maintenance and Repairs: £3,200 ensuring the hall remains safe, welcoming, and well-maintained. - (JH floor maintenance £1k, Broken Window and asbestos check £0.6k, Bar pump £0.3k, roof repair £0.3k, electrical work £0.5k, dishwasher repair £0.3k and decorating £0.3k). - Operatonal Costs: £3,800 covering day-to-day expenses necessary to keep the hall functioning smoothly. (Grass cutting £1.5k, cleaning £1k, waste £1.3k). - Refunds on deposits/Bank Charges: £1,200 - 100+ Club Winnings: £6,500 reflecting ongoing benefit for this initiative. This includes £3k of cash deposited and then transferred to Main Account owing to paying-in slip issue. - Shawbrook Account Closure : £10,600 which involved transferring funds to the CAF Main Account. ## Challenges ## 1. Financial Shortall: - The Halls faced a shortfall of £1,500 primarily due to a reduction in events that generate income. ## 2. Balancing Costs and Revenue: - Bar restocking and food costs contribute to the expenditure, emphasizing the need for continued fundraising efforts to maintain profitability. ## Future Plans To address these challenges and ensure financial stability, we aim to: ## 1. Boost Income: - Host additional fundraising events and explore ways to increase Hall bookings and Community involvement. - Encourage continued participation in initiatives like the 100+ Club. ## 2. Seek External Support: - Apply for grants and funding to support essential projects and operational costs. ## 3. Improve Cost Efciency: - Review expenditure regularly and explore cost-saving measures, such as bulk purchasing for bar and food supplies or investing in energy-efficient systems. ## Closing Statement On behalf of Batcombe Village Hall Trust, I would like to thank the Committee Members, volunteers, and the local community for their ongoing support and contributions. With continued effort and careful financial management, we can ensure that the Halls remain a vital and sustainable resource for the entire community. ## Adrian Amiri Treasurer, Batcombe Village Hall Trust BVHT Full Year 2023 - 2024 |Data in £ 000's||Quarter 1|Quarter 2|Quarter 3|Quarter 4|Full Year 000's| |---|---|---|---|---|---|---| |Main Account|TOTAL INCOME|£6.8|£15.6|£7.6|£5.5|£35.5| |100+ Club Account||£0.6|£0.4|£2.7|£3.5|£7.2| |Gold Account||£0.0|£0.0|£0.0|£0.0|£0.2| |Shawbrook Account||£0.0|£0.0|£0.0|£0.0|£0.0| |TOTAL Income||£7.5|£16.0|£10.3|£9.1|£42.9| |||||||| |Data in £ 000's||Quarter 1|Quarter 2|Quarter 3|Quarter 4|Full Year 000's| |Main Account
100+ Club Account
Gold Account
Shawbrook Account closure|TOTAL EXPENSES|£7.7|£9.0|£4.2|£6.1|£27.0| |||£1.3|£0.6|£1.1|£3.5|£6.5| |||£0.0|£0.0|£0.0|£0.0|£0.0| |||£0.0|£10.6|£0.0|£0.0|£10.6| |TOTAL Expenses||£9.1|£20.1|£5.2|£9.7|£44.1| |||||||| |Data in £ 000's||Quarter 1|Quarter 2|Quarter 3|Quarter 4|Full Year 000's| |Last year estmaton of Shawbrook Account||||||-£0.30| |Total Surplus(+ve) or Defcit (-ve)||-£1.6|-£4.1|£5.1|-£0.6|-£1.2| |Total Surplus(+ve) or Defcit (-ve)||-£1.6|-£4.1|£5.1|-£0.6|-£1.5| |Data in £ 000's|||||| |---|---|---|---|---|---| |Notable movements INCOME(+ve isgood!)||2023-2024
This Year|2022-2023
Last Year|Diference
(+ve is good!)|Comments| |Bar/Food
Inter Bank Transfer/Deposits
Wedding Hire
Donatons/Cash/Refunds/Grants
Clubs
Private Hire
Room Hire
100+ Club Account
Gold Account||£10.9|£22.8|-£11.8|last year Coronaton and increased number of Events
Shawbrook old account closed £10.6k
Decrease in number of Weddings
Last year PM donaton £1.4k, Rugby Shirt £0.3k, Lotery £1k & EDF rebate £3k.
Decrease Club actvites
General reducton
General reducton
£3k of this is cash deposit transferred to CAF Main Account (as no paying-in slip)
Minor movement| |||£10.6|£0.0|£10.6|| |||£2.3|£5.9|-£3.6|| |||£6.1|£7.4|-£1.3|| |||£2.0|£2.6|-£0.6|| |||£3.2|£5.0|-£1.8|| |||£0.4|£1.0|-£0.6|| |||£7.2|£4.7|£2.6|| |||£0.2|£0.1|£0.1|| |TOTAL||£42.8|£49.4|-£6.5|| |Data in £ 000's|||||| |---|---|---|---|---|---| |Notable movements EXPENSES(+ve is bad!)||2023-2024
This Year|2022-2023
Last Year|Diference
(+ve is bad!)|Comments| |Gas**
Bar/Food
Grass Cutng/Wndw cleaning***
Cleaning***
Electricity**
Licences**
Equip/Hire/Décor
Fire/PAT/Boiler/PPE test**
Repairs (major & minor)*
Refunds/Bank Charges
Admin/Auditor Expenses
Water**
Waste***
100+ Club Account
Shawbrook Account Transfer (& closure)||£2.5|£3.7|-£1.2|Last year we had a few months on Variable rate now reduced.| |||£6.5|£14.9|-£8.3|Weddings/Bar stock, decreases in events.
Minor movement
last year Cutlery/crockery, cupboard, new chairs and Rugby shirts
Minor movement
More deposits this year for Weddings/events
Last year "Admin" transfer of 100club monies paid into incorrect account
Minor movement
Minor movement
£3k of this is cash deposit transferred to CAF Main Account (as no paying-in slip)
Transfer to CAF Main Account
New contract with associated increase
last year Boiler Fix £1.7k, lights/Dshwshr/Heater/General fx £2.3k
Minor movement
Antonina now taken over from Kerry| |||£1.8|£1.6|£0.2|| |||£1.0|£1.2|-£0.2|| |||£6.1|£4.4|£1.7|| |||£2.2|£2.3|-£0.2|| |||£0.3|£2.9|-£2.6|| |||£1.0|£1.3|-£0.3|| |||£2.9|£4.4|-£1.5|| |||£1.2|£0.8|£0.4|| |||£0.0|£0.4|-£0.4|| |||£0.2|£0.3|-£0.1|| |||£1.3
£6.5
£10.6|£1.2
£4.2
£0.0|£0.1
£2.3
£10.6|| |TOTAL||£44.0|£43.6|£0.5|| ## Batcombe Village Hall Trust Booking Clerk’s Report 2024 Following on from the last AGM in November 2023, a range of our regular bookings continued to run successfully and they are: Badminton on Thursdays, the Tuesday and Thursday Yoga sessions with Anouchka and the Hub on Fridays. The Heritage room has been open most Saturdays including a display in the main school room last November. Luncheon Club continues to take place on Wednesdays on a monthly basis, as do the Parish Council meetings. And there have also been occasional meetings of the Friends of Batcombe, the PCC, the Deanery, the Anthroposophical Society and the fete committee. The toddler group ran on Tuesdays until July but unfortunately they have had to stop due to dwindling numbers. Sustainable Batcombe held some meetings earlier in the year until they also had to stop. We do however now welcome the arrival of Walking Football on Monday evenings. Other new additions are yoga with Fiona on Thursday afternoons and monthly soundbaths with Ella in the Old School. We have continued to accommodate The Film Society once a month on Fridays from Autumn 2023 through to April 2024 and they presented a good range of entertaining and thought-provoking films. We are also pleased to have continued to hold the regular annual events and these were: The Remembrance Day drinks reception in the Old School on 12th November, the children’s’ Christmas party on the 17[th] of December, the Horticultural society plant swap on 5[th] May and the horticultural show on the 3[rd] of August. We have held some very successful social events for the village beginning with the Christmas card sale last November and a Christmas meal in early December and the Christmas Social on the 23[rd] December. There was also a series of quiz evenings with food last Winter as well as bingo nights in November 23 and September 24. We have also held two pottery painting events which have proved very popular. Our two main music events were the Gin & Jazz night in May and very recently our local band Hopeville played for us. Both occasions provided excellent music with delicious food, and great fun dancing to Hopeville. Two other very enjoyable events were the Harvest supper, arranged jointly between the BVHT and PCC and the gourmet cheese and wine tasting; both of which were sell-out events. We continued to run the Fulford bar every Saturday night until July but then stopped due to unpredictable attendance. However we are still opening the bar occasionally for foodie nights and these have been very popular with some delicious meals presented. In terms of privately run events, throughout the year there have been numerous birthday parties, ranging from ages 4 to 80 years old! There were four wakes and we had a wedding in July. Lilly held a lovely brunch morning in August and raised a good sum for charity. There have also been some very interesting talks held by the Friends of Batcombe covering rewilding, farming, the Israel-Palestine conflict and witchfinders. There has also been a defibrillator course, a meeting held by Prime Parkinson and the old school has been used as an election polling station on two occasions. And the annual Somerset arts weeks took place as usual in the old school at the end of September to early October. In addition to the use made of the two halls for events, there have been several occasions where we have hired out equipment such as tables, chairs, crockery etc for private use and this has brought in some welcome extra funds. So, overall, we have had a great range of events which we plan to continue through next year. And we very much appreciate everyone’s support in both attending these functions as well as volunteering to help with the work involved. BATCOMBE VILLAGE HALL TRUST STATEMENT OF Assgfs and UNBUT]ES ¥$ * 18th sep*￿ber2024 2020 2019 1018 IIC*4ET*RY A5SET5 19.67B 19,678 4.731 a312 10.688 4,034 Z2S8 8.OBi 13.532 13.017 7.133 4.528 10.541 2.799 8.05 7.122 3,076 6.376 4.116 1W¢I Go￿0A￿ Fwd• GO￿￿0th9rF￿ 4.731 2.312 10.444 7.1J2 10.762 10.$51 10.395 10,161 10.101 AtBtyks CAsh in H&nd { 19.678 2.162 31.361 48.748 442 3726$ 21241 2117ty 747 2.761 193 fl.6B2 29￿14 3.054 162 951 2&416 SitrtkV41 1.$14 1.363 -75 -87 24676 11,682 39.104 29.03 Trn¢Assèts 24576 fl.682 706 39.104 19,693 (HARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A Independent Examiner's Report Report to the trusteesl members of ( I kJJiiC IIALL fi) iAsr On aG¢ounts for the year ended Ic,Cili4 Charity no Irf any) Set out on pages I rewrt to the trustees on my examination of the a¢￿untS of the above charity fthe Trust'} for the year ended Responsibllities and basis As the charit￿S trustees. you are responsible for the preparation of the of report accounts in accordance with the requirements of the Charities Act 2011 (Ihe ACY). I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carying out my examination. I have followed all the applicable Directions given by the Charity Commission under section 145{5){b) of the Act. Independent examinerfs tThe ch8fFVs gross income exceeded £250,000 and l am qualified to statement undertake the examination by being a qualtfied member of [insert name of applicable listed body]]. Delete N rfnot applicable. I have completed my examination. I confirm that no material matters have come to my attention in conneL*ion with the examination (gther"tharrtPrat di8d￿￿W.j which gives me cause to believe that in. any material respect.. the accounting re(x)rds were not kept in accordance with section 130 of the Charities Act.. or the accnunts did not accord with the accounting records" or the accounts did not comply with the applicable requirements 0)n￿rnIng the fomi and content of accounls set out in the Charilies (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 independenl examination. I have no concems and have cL)me across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understsnding of the accounts to be reached. . Please delete the words in the brackets rfthey do not apply. Signed: Date: ?cl 1211 Name: IER Oct 2018 Relevant professional qualification{s) or body (if any): Address: Section B Disclosure Only ￿mplete rf the examiner needs to highlight material matters of concem (see CC32, Independent examinab.on of charity ac￿unts. directions and guidan￿ for examiners). Give here brief details of any items that the examiner wishes to disclose. IER Oct 2018 IER Oct 2018