Meldreth Village Hall Trust
Annual Report Financial Year Ending 31 March 2024
Current Trustees
David Coton (Chairman, Hon Treasurer) Thomas Bennett (appointed 12 March, Hon Secretary) Wendy Braid (resigned 8 February) Joan Fallon (resigned 10 January) Pat Gilmore (resigned 1 December) Richard Goddin (appointed 12 March) Ann Rogers Tracy Wedd Sharon Williamson (resigned 11 July) Andrew Young (Vice Chairman)
Principal Address
17 Flambards Close Meldreth Royston SG8 6JX
Registered Charity Number
264831
Bankers
CAF Bank Ltd 25 Kings Hill Avenue Kings Hill West Malling Kent ME19 4JQ
Structure, Governance and Management
Our Governing Document is a Declaration of Trust dated 25[th] August 1972.
“The Trust shall exist as a charity to promote the benefit of the inhabitants of Meldreth and the neighbourhood without distinction of sex or political, religious or other opinions by the advancement of education and the provision of facilities in the interests of social welfare and in particular for use for recreation and leisure-time occupation with the object of improving the conditions of life for the said inhabitants.”
Six Trustees are elected at AGMs – there are currently four: David Coton (Chairman), Thomas Bennett (Secretary), Ann Rogers and Andrew Young (Vice Chairman)
There should be nine representative members of local organisations. There are currently two: Richard Goddin (Meldreth Parish Council), Tracy Wedd (Toddlers Group). While we would welcome more representatives, the lack is largely due to many of the original user groups closing down over the years. [The shortfall in representative members does not invalidate proceedings].
Objectives and Activities
Meldreth Village Hall provides local, affordable facilities for a wide range of activities supporting all age groups. It offers an excellent venue for inter alia babies and Toddlers groups, table tennis, children’s parties, keep fit, dancing, choir, Slimming World, family events, quiz and other social evenings, for meetings and presentations of societies and the Parish Council, and for pantomimes and other staged events.
Income is principally from competitive hire charges. Grants are sought for major improvement and renovation projects.
The Trustees confirm that their activities are fully consistent with their charitable objectives and that the Charity Commission’s guidance on public benefit has been borne in mind throughout the year.
Financial position
Regular income at £17,983 has fallen slightly behind regular expenditure at £18,746. The Garden project cost £16,555, and was funded entirely by grants – a small surplus will be spent on a larger Wendy house. A grant of £11,456 (S106 planning) has been received, much of this refunds expenditure in previous years (kitchen and boiler projects). Some work remains to be carried out on the heating controls. The reserves therefore increased from £20,242 to £21,502 at the financial year end.
Activities
The major event of the year was the remodelling of the garden to provide a more attractive outdoor space for all our users.
We have developed our fundraising activities away from Film Nights to a more varied set of activities. We aim to hold about ten events a year to build up funds for future capital projects.
Plans for the next year
There are fewer ambitious plans for the coming year, after several years of major projects. There is some work on the heating system to complete,
Human Resources
When necessary, we continue to be flexible as to who does what on the Committee. Several longstanding Trustees have resigned for personal reasons. We still need to appoint a Treasurer, as the roles of Chairman and Treasurer are currently both fulfilled by David Coton. We have appointed Thomas Bennett as Secretary, and welcome Richard Goddin as the Parish Council representative. It would be good to have more representatives of user groups on the committee.
David Coton
David Coton Chairman of Trustees May 2024
Meldreth Village Hall Trust Accounts for the year ended 31 March 2024
Charity Number 264831
Contents Page Receipts and Payments 6 Assets and Liabilities 7 Notes 8
Independent Examiner’s Report
I report on the accounts of Meldreth Village Hall Trust for the year ending 31[st] March 2023, as set out on pages 6-8.
Respective Responsibilities of Trustees and Independent Examiner
As the Charity’s trustees you are responsible for the preparation of the accounts; you consider that the audit requirement of section 43(2) of the Charities Act 1993 does not apply. It is our responsibility to state, on the basis of procedures specified in the General Directions given by the Charity Commissioners under Section 43(7)(b) of the Act, whether particular matters have come to our attention.
Basis of the Independent Examiner’s Report
The examination was carried out in accordance with the General Directions as above. It includes a review of the accounting records kept by the Charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts and seeking explanations from you as Trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently I do not express an audit opinion on the view given by the accounts.
Independent Examiner’s Statement
In connection with my examination, no matter has come to my attention: 1) which gives me reasonable cause to believe that in any material respect the requirements to keep accounting records in accordance with Section 41 of the Act; and to prepare accounts which accord with the accounting records and to comply with accounting requirements of the Act have not been met; or
2) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
Independent Examiner: Peter Chilvers Date: 16 May 2024
P. R. Chilvers
Treasurer: David Coton Date: 16 May 2024
Meldreth Village Hall Trust Receipts and Payments – year ended 31 March 2024
| Receipts | 2024 | 2024 | 2024 | 2023 | |
|---|---|---|---|---|---|
| General | Restricted | Total | |||
| Trading activities | 1 | £17,205.75 | £0.00 | £17,205.75 | £16,326.41 |
| Voluntary sources | 2 | £400.00 | £18,578.87 | £18,978.87 | £22,045.91 |
| Income from assets | 3 | £302.28 | £0.00 | £302.28 | £146.55 |
| Miscellaneous | 4 | £75.00 | £0.00 | £75.00 | £0.00 |
| £17,983.03 | £18,578.87 | £36,561.90 | £38,518.87 | ||
| Payments | 2024 | 2024 | 2024 | 2023 | |
| General | Restricted | Total | |||
| Charitable expenditure | 5 | £18,746.48 | £16,554.86 | £35,301.34 | £49,507.03 |
| Other expenditure | £0.00 | £0.00 | £0.00 | £0.00 | |
| Investment assets | £0.00 | £0.00 | £0.00 | £0.00 | |
| Other assets | £0.00 | £0.00 | £0.00 | £0.00 | |
| Miscellaneous | £0.00 | £0.00 | £0.00 | £0.00 | |
| £18,746.48 | £16,554.86 | £35,301.34 | £49,507.03 | ||
| 2024 | 2024 | 2024 | 2023 | ||
| Net surplus (deficit) | (£763.45) | £2,024.01 | £1,260.56 | (£10,988.16) | |
| Cash at 1 April | £10,186.86 | £10,055.00 | £20,241.86 | £31,230.02 | |
| Transfer (S106) | 6 | £5,932.00 | (£5,932.00) | £0.00 | £0.00 |
| Cash at 31 March | £9,423.41 | £6,147.01 | £21,502.42 | £20,241.86 |
Meldreth Village Hall Trust Assets and Liabilities at 31 March
Cash Funds
2024 2023 COIF £5,819.21 £5,549.44 CAF £15,683.21 £14,544.85 Cash £0.00 £147.57 £21,502.42 £20,241.86
Restricted Funds
The cash funds include the sum of £55 reserved for expenditure related to the screen and projector and £6,092 (S106) reserved for heating upgrades.
Liabilities – Immediate
None
Non Monetary Assets
Land and Buildings
The village hall was acquired on 24 March 1965. The costs of erection were borne by the Parish Council.
The Village Hall Trust made a contribution of £25,000 to the Parish Council in December 1994 to assist in the renovation costs of the hall.
The property was valued at £280,000 on 31 March 1997 and is made up as Land £120,000 and Buildings £160,000.
The building currently has an insurance valuation of £805,083 (May 2020)
Furniture, Fixtures and Fittings
Additions in the last six years:
| Curtains | Apr 2018 | £2,400 |
|---|---|---|
| Tables | Jan 2019 | £900 |
| Stage lighting | Aug 2019 | £2,880 |
| Hearing loop | Oct 2019 | £753 |
| Kitchen units | Sep 2021 | £5,070 |
| Kitchen equipment | Sep 2021 | £1,809 |
| Meeting Room fridge | Sep 2021 | £160 |
| Keyboard (Musical) | Jan 2022 | £150 |
| Chairs (Entrance) | Aug 2022 | £312 |
| Blinds | Sep 2022 | £902 |
| Floor polisher | Dec 2022 | £833 |
| Vacuum cleaner | Dec 2022 | £90 |
| Fridge upgrade (net) | May 2023 | £353.00 |
| Christmas Lights | Nov 2023 | £163.00 |
| CCTV | Dec 2023 | £298.00 |
Meldreth Village Hall Trust Notes to the Accounts for the year ending 31 March 2024
| 2024 | 2023 | ||
|---|---|---|---|
| 1. Trading Activities | Lettings | £15,705 | £15,423 |
| Events – Film Nights | £921 | £704 | |
| Events – Table Top Sale | £579 | £199 | |
| £17,205 | £16,326 | ||
| 2. Voluntary Income | Donation – S106 (Meldreth PC) | £11,456 | £0 |
| Donations – Garden Project (Meldreth PC) | £5,123 | £0 | |
| Donation – Garden Project (SCDC) | £2,000 | £0 | |
| Donation – Coronation (Meldreth PC) | £200 | £0 | |
| Donations – refurbishment (Meldreth PC) | £0 | £12,046 | |
| Donation – garden project (National Lottery) | £0 | £10,000 | |
| Donations – miscellaneous | £200 | £1,046 | |
| £18,979 | £23,092 | ||
| 3. Income from Assets | Interest – COIF | £270 | £7 |
| Interest – CAF | £33 | £0 | |
| £303 | £7 | ||
| 4. Miscellaneous Income | Sale of assets (Fridge) | £75 | £0 |
| 5. Charitable Expenditure | Garden Project | £16,555 | £0 |
| Wages | £8,239 | £7,640 | |
| Insurance | £2,713 | £2,566 | |
| Services* | £2,704 | £1,933 | |
| Maintenance | £2,133 | £1,670 | |
| Film Nights | £711 | £394 | |
| Coronation | £303 | £0 | |
| Bank and Accountancy fees | £60 | £72 | |
| Performing Rights Society# | £0 | £314 | |
| Refurbishment | £0 | £33,410 | |
| Sundry | £1,884 | £1,509 | |
| £35,302 | £49,508 | ||
| *Includes waste services prepayment for 2024-5 (£407) | |||
| # 2023 includes two years (2022 £132 paid late) | |||
| 2024 payment (£196) invoiced after our year end | |||
| 6. Fund transfers | S106 payment to Restricted funds transferred to General fund | ||
| in respect of agreed payments incurred in earlier | years | ||
| Boiler replacement 2019 | £3,932 | ||
| Kitchen refurbishment 2021 | £2,000 | ||
| £5,932 |