2025-03-31-accounts - Hardingstone Village Hall Association

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Hardingstone Village Hall Association Officers Report to AGM

For the Year Ending March 2025

Chairman’s Report

Dear Members,

I am pleased to present this year’s Hardingstone Village Hall Chairman’s Report, highlighting the progress we have made and the improvements achieved for users. Over the past year, the Village Hall has continued to serve as a hub for users to continue their activities and gatherings.

At the last AGM when I was elected I heard from the users what they wished for to be done to the hall to help improve the hall. I then set about looking for help to fund certain improvements. As you can all see with the help of our committee and manager we were successful in our application for grant funding of just under £23,000. We have therefore been able to undertake some significant refurbishment projects.

Most notably, we have replaced all the windows in various parts of the Hall. The old, worn aluminium frames have now been replaced with energy-efficient, double-glazed units, greatly improving insulation, comfort, and appearance. This work not only enhances the Hall’s aesthetic appeal but also ensures it remains a warm and welcoming environment for all users, while helping to reduce our ongoing energy costs. Additionally, we have installed brand new flooring in the rear of the main hall and revitalised the hardwood maple flooring in the main hall and rear friends room. The previous flooring had served us well for many years but had become tired and in need of repair. The new surface is not only durable and attractive but also much easier to maintain, ensuring the Hall remains a safe and pleasant space for a variety of activities well into the future.

Without this financial assistance, these much-needed updates would not have been achievable within our normal budget.

Looking ahead, we remain committed to continuing the improvement of our facilities to better serve all members of our community.

Although we have managed to carry out works courtesy of the grant we still need to bring our reserves back to a level where if need be we can go forward with works to the building ourselves. We cannot rely on external bodies to help us with grants be it thousands of pounds or just £200.

We as a hall may have been written off in the past as ‘unviable financially’ but as you will see in our treasurers report we are still pretty much alive and kicking.

My goals for next year will include updating the constitution, generate more income by

attracting new users and streamline further our expenses. In order for us to achievesome of these goals I will look to implement a online hall management system, which I

have already looked into earlier this year and have now found a member from a user

group who has offered to create a bespoke online hall management system for our hall free of charge.

I would like to thank our manager for her hard work in maintaining a smooth operation that enables us all to use the hall and the Committee for their hard work and time dedicated to coming to committee meetings and discussions online. A special thanks to our treasurer who has pulled his ‘hairout’ to have the forecasts ready in time for the AGM.

Thank you.

Hydar Ali

Chairman, Hardingstone Village Hall Association

Treasurer’s Report

Overview

I would like to start the report first and foremost by thanking Val Brambley for her consistent support and help in my transitioning into the role. I’ll admit that I’ll keep leaning on her in future too.

The financial year ending March 2025 has been a positive one for Hardingstone Village Hall Association. Despite a challenging period, we are pleased to report an increase in the lettings from £36,000 to £47,960, which represents a surplus of £7,663.

This surplus has been achieved through diligent efforts by the Hall Manager and the Committee in managing and reducing operating expenses, while still maintaining the essential services required for the smooth running of the hall.

Financial Summary

Income for 2024 (1st April 2024): £36,000
Income for 2025 : £47,960 (primarily from hall lettings)
Expenses 2025 : £40,296 (reduced from £46,000 in the previous year)
Surplus for the Year : £7,960

Key Achievements in Cost Management:

1. Cleaner Reduced to One Day :

The Hall Manager made the decision to reduce the cleaning schedule to one day per week, helping save costs while still maintaining the hall’s cleanliness.

2. Cancelled Bin Contract :

The Hall successfully cancelled its bin contract and negotiated with the local council to take over the responsibility for waste disposal. This not only reduced costs but also improved efficiency.

3. Water Bill Overcharge :

After reviewing our utility bills, we identified an overcharge on our water bill and worked with the supplier to rectify the issue. The new rate better reflects our actual usage.

Cost-Cutting on Contracts :

We reviewed several ongoing contracts, including those for mats, sanitary bins, pest control, and window cleaning, and renegotiated or minimized them to reduce our expenses.

5. Committee Maintenance Efforts :

The Committee contributed significantly by handling 90% of maintenance work, thus reducing external contracting costs. Thank you Hydar and Yusuf.

Impact on Services:

While these savings have helped create a healthy surplus, it is important to note that the reductions in operating costs have also had some impact on the overall maintenance and cleanliness of the hall. While we are still providing essential services, there may be some limitations compared to previous years.

Looking Ahead:

The Committee, including the Chairman, Hall Manager, Treasurer, and ex (deputy?) Treasurer, have sat down to review our financial projections for the upcoming year. Based on expected rental income and anticipated increases in expenses, we recommend introducing a nominal increase of £1 per hour for hall bookings. This should enable us to bring back more frequent cleaning (2-3 times a week) and also improve upon the decoration of the hall which will benefit current users and hope to attract new hirers as well. This increase should help us maintain a balanced budget, with a target variance of no more than £1,000 (either surplus or deficit).

We are committed to ensuring the hall remains a valuable and affordable resource for the community, while also maintaining financial sustainability.

Conclusion:

The year has ended on a positive note, with the surplus generated through thoughtful cost management. We are confident that with the measures outlined above, Hardingstone Village Hall will continue to thrive and serve the community for many years to come.

Asif Attique

Treasurer

Facility Manager’s Report

This past year April 2024 – March 2025 has been challenging with all high inflation effecting every aspect of running our hall. I have tried my best as manager to keep cost down.

We have maintained most of our regular bookers, we have lost Northampton Model Railway, and Baby Spa, but have received a new enquiry to hopefully fill one of the gaps.

Our ongoing tests and maintenance contracts have been completed; -

Fire Alarm and Extinguishers, Rodent Control, Garden upkeep, building electric, Pat testing, Boiler and cooker service, and checks on the Door entry system. And floor cleaning machine.

Our cleaner, Lena, is an asset to the hall. We had to drop some of her hours to keep costs down. Most of the regular user groups have stepped up and left the building swept, tidy and bins empty. Thank you for your help, especially Lesley Johnson from Music Bugs who has stepped in when others haven’t quite left it as expected.

General maintenance of the building takes a lot of time. The roof has had a couple of repairs this year, dealt with by our usual company, but the committee have volunteered to deal with many of the smaller maintenance issues that have arisen this year.

Last year’s urgent projects were new windows and the floors refurbishing. Thanks go to Hydar our Chairman for sourcing funding and getting these projects completed. A great improvement to the building.

Projects/Maintenance/Equipment required for the future – in order of priority and subject to funding.

New Blinds and Curtains for the Friends room (to help with the echo in the room)

Damp at the back of the building and issues with the back part of the car park

Fencing poles in the garden need replacing

My thanks go to the new committee and trustees for their support in helping me do the best for the hall and to all our users, we need you as much as you need us.

Gaynor Weatherley -

Manager

HARDINGSTONE VILLAGE HALL ASSOCIATION- BALANCE SHEET AT 31 Mareh 2025 Statement of assets aDd li¥bilitRes ¥t 31J2025 39,355.81 Re5eTves & accumulated pri 29,222.80 -10,133.01 Trdding Balance for the yea 7,663.34 £29,222.80 TOTAL £36,886.14 Represeknted by:" Bank bAl*llees as at 31J.2025 15,847.69 Nationwide Business Savin$ 16,184.24 9,354.09 Lloyds TSB Business Call a 9,354.09 4,012 69 Co-op Community Accouni 11,347.81 8.33 Cash in hand 0.00 29,222.80 TOTAL £36,886.14 -319.00 Key deposit held against ke, -£167.00 £0.00 28,903.80 TOTAL Available Funds Represented follows:. Lloyds TSII "Deposits" and Covid Fund 8.328.89 Covid Recovery grants residue Deposits held for 319.00 entran keys pending refund on return of key Key Deps to return to general funds De-fibrillator donations for running costs 9,354.09 Closiug Balance 31.3.2025 8,328.89 167.00 0.00 152.00 706.20 706.20 £9,354.09 ationwid¢ Business Savings Aeeount This is made up as follows= Opening Balance Transfer to Co-op Current Account Interest Earned Closing Balanee 31.3.2025 15,847.69 0.00 336.55 £16,184.24 CO OP Bank Opening Balance Transfers from other accounts Transfer from Nationwide Business Sai Income Expenditure Closing Balanee 31.3.2025 4,012.69 0.00 0.00 47,623.46 -40.288 34 £11,347.81 Cash in Hand 0.00 I have reviewed the Income and Expenditure Account and Balance Sheet at 31 st March 2025. 1 can confinn that these statements are in accordance with the papers presented to me. Andrew Mackay U¥.LP.kn

HARDINGSTONE VILLAGE HALL ASSOCIATION- BALANCE SHEET AT 31 March 2025 Statement of assets ajd ligbilities ¥t 31J2025 39,355.81 Reserves & accumulated pn 29,222.80 -10,133. 01 Trading Balance for the yea 7,663.34 £29,222.80 TOTAL £36,886.14 Represented by:" Bank balances as at 31J.2025 15,847.69 Nationwide Business Savin$ 16,184.24 9,354.09 Lloyds TSB Business Call a 9,354.09 4,012 69 Co-op Community Accouni 11,347.81 8.33 Cash in hand 0.00 29,222.80 TOTAL £36,886.14 -319.00 Key deposit held against ke, -£167.00 £0.00 28,903.80 TOTAL Available Funds Represented follows:. Lloyds TSB "Deposits" and Covid Fund 8.328.89 Covid Recovery grants residue Deposits held for 319.00 entrance keys pending refund on return of key Key Deps to return to general funds De-fibrillator donations for running costs 9,354.09 ClosiBg Balance 31.3.2025 8,328.89 167.00 0.00 152.00 706.20 706.20 £9,354.09 IYationwid¢ Business Savings Account This is made up as follows= Opening Balance Transfer to Co-op Current Account Interest Earned Closing Balanee 31.3.2025 15,847.69 0.00 336.55 £16,184.24 CO OP Bank Opening Balance Transfers from other accounts Transfer from Nationwide Business Sai Income Expenditure ClosiDg Balanee 31.3.2025 4,012.69 0.00 0.00 47,623.46 -40.288 34 £11,347.81 Cash in Hand 0.00 I have reviewed the Income and Expenditure Account and Balance Sheet at 31 st March 2025. 1 can confinn that these statements are in accordance with the papers presented to me. Andrew Mackay U¥.LP.kn

HARDINGSTONE VILLAGE HALL ASSOCIATION ACCOUNTS Aprll 2024 to 31 March 2025 31-03- 2024 c0p Curr Nationwi Cash Writte Aee income otf Lloyds Income 32,092.10 Lettings 295.15 Bank Int¢st 0.00 Advertising fees 202.00 Donations 0.00 Donalions to Defibrillator 3,820.00 Deposits retained and in har 40.00 Key Deposits 0.00 Granls 0.00 Payroll credit repayment 0.00 Fund Raising 171.00 Damage repair contribution 32.00 Refunded purchases 0.00 Pe Cash-closin fund 36 652.25 TOTAL 41,951.04 0.00 0.00 130.00 0.00 3,950.00 20.00 200.00 1,330.02 0.00 0.00 34.07 8.33 47 623.46 41,951.04 336.55 0.00 130.00 0.00 3,950.00 20.00 200.00 1,330.02 0.00 0.00 34.07 8.33 336.55 0.00 336.55 0.00 enditur¢ -19,118.42 Salaries and pensions -20,260.24 -503.75 Grounds- 422.60 -9,136.51 Premises -3,815.11 0.00 Transfer Curr. Alc to PC 0.00 -5,136.85 Cleaning and Cleaners Wag 4,857.42 -3,932.06 Gas -2,258.62 -1,293.98 Electricity -1,285.81 -585.64 Water Rates -321.45 -108.80 Rates -106.04 -1,021.62 CoTnmunicatTons & IT -817.98 -98.40 Stationery. Postage and Pul -72.01 -548.12 Insurance -605.03 -190.88 Subscriptions/Affiliations -83.00 Ama7.on Prime fee -107.88 -141.% Equipment -510.53 -1,127.92 Waste disposal -580.76 0.00 CRB checks 0.00 -390.35 Lottery & Music & TENS L 09.86 0.00 Staff and committee trainini 0.00 -30.00 Advertising -30.00 -3,225.00 Returned deposits and refun -3,320.00 -115.00 Annual ac¢ounts audit -115.00 -80 00 Key Deposit tUrnS -60.00 0.00 MI¢118n¢0lls 49.00 0.00 Petty Cash Closur¢ 0.00 0.00 DilTerence written off 0.00 -4().78i.2() TOTAL -4n,28X.34 -20,260.24 422.60 -3,815.11 0.00 4,857.42 -2,258.62 -1,285.81 -321.45 -106.04 -817.98 -72.01 -605.03 -83.00 -107.88 -510.53 -580.76 0.00 -609.86 0.00 -30.00 -3,320.00 -115.00 -60.00 49.00 -8.33 0.00 -40 21)6.() -8.33 0.00 -8.33 -£10.133.Ql Tradin rofit b¢iD exeess of Income over Ex nditsre £7 663.34