MINUTES OF LANGFORD VILLAGE HALL MANAGEMENT COMMITTEE ANNUAL GENERAL MEETING
Held on Thursday 12 June 2025
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Present: John Shipman, Chairman, Joan Rutt, Vice Chairman, Sarah Gallagher, Treasurer, Gill Clarke, Facilities Manager, Debra Vince, Langford Youth Football, Alan Hough, Langford Bowls Club, Andy Watson, Langford Cricket Club, Maureen Deflereos,WI, Jenny Godwin, Scouts, Colin Carroll, Village Hall Committee, M Payne, Zoe Stacey, Langford Fete, Rowena Wolf, Langford History Society, Bob Vidler, St Andrew’s Church, Mick Beazley, Barb Hammond, Jane Wright, Dave Williams and Lorraine Kalagher, Langford Parish Council, Christine Carroll.
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Apologies were received from Caroline Bowers, Tennis Club, Drew Richardson, . Langford Parish Council, Martin Littlehales, Langford Friends
3 Minute of the previous Annual General Meeting
The minutes of the meeting held on 8 June 2024 were approved as a correct record.
4 Chairman’s report
Langford Village Hall has had another successful year. The main hall has been in constant use and has seen some quite elaborate functions taking place during 2024. The new hall area was completed one year ago and has seen a steady increase in bookings. It has been well received by all users.
The floor in the main hall, which had been showing signs of wear in the most-used areas, has been refinished to a high standard. This was in response to comments from some of the dance groups using it.
We are currently looking at better ways of controlling the air-to-air heating and cooling system. We have had discussions with the system installer, MJD, and with the provider of the telephone line that is currently used for the CCTV.
One negative point – following a statement from our insurers (who, in my opinion, could have been more helpful), we have had to rule out the use of bouncy castles and similar equipment inside the hall. This has resulted in the loss of a small number of bookings.
We have continued to achieve a high standard of cleanliness and maintenance in all areas. This includes a large job of replacing the floor-to-ceiling fire-door and window in the main hall.
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We have also needed to overhaul the presentation of, and arrangements for auditing, our accounts. This is now in place.
I would like to express my thanks to Gill, Nicki, John, Sarah, and Mike for their constant devotion to overseeing and carrying out the necessary work to maintain our standards: and to the Langford Parish Council for their continued financial support – and should anyone ask, I think we can point to the Village Hall and its surroundings as public money well spent.
5 Treasurer’s report
Approve annual accounts
The accounts audited by SJ Tax were circulated by Sarah approved by the meeting. It was agreed that SJ Tax be appointed auditors for the next financial year.
Confirm signatories for cheques
Sarah Jayne Gallagher, Colin Carroll, John Shipman, Joan Rutt
Appoint an Auditor
It was agreed that SJ Tax be appointed auditors for the next financial year
Facilities Manager’s report
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The hall foyer furniture has been upgraded
-
The Tannoy for the CCTV has been replaced and working
-
Refurbished floor in the main hall
-
Fire door and upper glass in the main hall to be replaced due to wear and tear
Booking Officer’s report
Bookings were buoyant at the beginning of the year but have tailed off slightly. Lots of enquiries for weekday classes, but the weekend is not so busy. The hiring charge is in line with other halls and does not seem to be a problem. However, to contact local halls and compare the charges.
Agreed that more advertising should take place.
Mike, Caretaker reported that the lights are being left on after bookings, and the fridge has not been closed properly. John to write to regular hirers. Gill to put a note on the toilet doors reminding people to turn off the lights.
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8 Election of Officers
| Position | Nominated | Proposed | Seconded | Appointed |
|---|---|---|---|---|
| Chairman | Colin Carroll | John Shipman |
Jenny Godwin |
Colin Carroll |
| V/Chairman | Joan Rutt | Debra Vince |
Andy Watson |
Joan Rutt |
| Treasurer | Sarah Jayne Gallagher |
John Shipman |
Colin Carroll |
Sarah Jayne Gallagher |
9 Fire Risk Assessment
The Fire Risk Assessment was approved for 2025/26 and to be reviewed again at the AGM in June 2026: the fire maintenance inspection is carried out twice yearly and the 5-year electrical inspection completed 2024 year. An informal check was carried out by visiting Fireman whilst at the fete and nothing was raised from this.
10 Increase in hall charges
As agreed, hall hiring charges are to be increased by £1.00 from 1 January providing that this is in line with current uk finances – if it is felt that the cost of living has increased significantly and an increase would deter hiring, then no increase to be applied.
11 Appoint replacement Trustee
Mrs Trudy Emery has resigned as representative from Langford Wi and as Trustee for the VH Management Committee. It was agreed that Mrs Jenny Godwin would be a Trustee.
12 Any other business
Joan suggested looking into licensing the village hall for official events such as weddings. Gill to investigate this.
The AGM - 11 June 2026 in the Village Hall.
Colin Carroll Chairman
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| DETAIL | APRIL | MAY | JUNE |
| FIELD INCOME | |||
| BOWLS CLUB ANN FEE | |||
| TENNIS CLUB ANN FEE | |||
| YOUTH F/BALL ANN FEE | |||
| CRICKET | |||
| GRANTS/OTHER | |||
| EON | |||
| LANGFORD PC GRANT | 5000 00 | 5000 00 | |
| LANGFORD PC | |||
| BEQUEST D HOWLEY | |||
| LLOYDS BANK APOLOGY PAYMENT | |||
| TOTAL | 5000 00 | 0 00 | 5000 00 |
| DETAIL | APRIL | MAY | JUNE |
| A CRAWLEY | 620 00 | 620 00 | 620 00 |
| A CRAWLEY - Extra Services | 80 00 | 80 00 | |
| AUDITOR - WINE 2020-21 | |||
| CLEAR INSURANCE LTD | 553 22 | ||
| BILL WILSON - MAINTENANCE | |||
| TREASURER | 16 30 | 16 30 | 16 30 |
| BRITISH LEGION FOR WREATH | |||
| CALOO REPAIRS | 1302 00 | ||
| PLAYGROUND SUPPLIES LIMITED | |||
| CBC RATES | 29 63 | ||
| EON | 75 94 | ||
| FACILITIES MANAGER | 553 00 | 553 00 | 553 00 |
| G CLARKE EXPENSES | 256 80 | 27 16 | |
| FORESTWOOD TREE SURVEYING |
| DETAIL | APRIL | MAY | JUNE |
| FIELD INCOME | |||
| BOWLS CLUB ANN FEE | |||
| TENNIS CLUB ANN FEE | |||
| YOUTH F/BALL ANN FEE | |||
| CRICKET | |||
| GRANTS/OTHER | |||
| EON | |||
| LANGFORD PC GRANT | 5000 00 | 5000 00 | |
| LANGFORD PC | |||
| BEQUEST D HOWLEY | |||
| LLOYDS BANK APOLOGY PAYMENT | |||
| TOTAL | 5000 00 | 0 00 | 5000 00 |
| DETAIL | APRIL | MAY | JUNE |
| A CRAWLEY | 620 00 | 620 00 | 620 00 |
| A CRAWLEY - Extra Services | 80 00 | 80 00 | |
| AUDITOR - WINE 2020-21 | |||
| CLEAR INSURANCE LTD | 553 22 | ||
| BILL WILSON - MAINTENANCE | |||
| TREASURER | 16 30 | 16 30 | 16 30 |
| BRITISH LEGION FOR WREATH | |||
| CALOO REPAIRS | 1302 00 | ||
| PLAYGROUND SUPPLIES LIMITED | |||
| CBC RATES | 29 63 | ||
| EON | 75 94 | ||
| FACILITIES MANAGER | 553 00 | 553 00 | 553 00 |
| G CLARKE EXPENSES | 256 80 | 27 16 | |
| FORESTWOOD TREE SURVEYING |
| R S GROUNDCARE | |||
|---|---|---|---|
| HILLS PRINT - CRICKET SIGNS | |||
| ROSPA PlaySafety | |||
| J SHIPMAN - Expenses | |||
| SJ TAX LTD Accountant | |||
| WELFARE TRUST | |||
| P MURRAY TREE SERVICES | |||
| TOTAL | 1631 67 | 3124 52 |
1216 46 |
| OPENING BANK BALANCE | 3673 27 | 7041 60 | 3917 08 |
| INCOME | 5000 00 | 0 00 | 5000 00 |
| EXPENDITURE | 1631 67 | 3124 52 | 1216 46 |
| CLOSING BANK BALANCE | 7041 60 | 3917 08 | 7700 62 |
| REPRESENTED BY ACCOUNTS | |||
| LLOYDS | 7041 60 | 3917 08 | 7700 62 |
| TOTAL FUNDS IN PF ACCOUNT | |||
| LANGFORD PLAYING FIELD - AUDITED | LANGFORD PLAYING FIELD - AUDITED | LANGFORD PLAYING FIELD - AUDITED | LANGFORD PLAYING FIELD - AUDITED | LANGFORD PLAYING FIELD - AUDITED | LANGFORD PLAYING FIELD - AUDITED |
|---|---|---|---|---|---|
| TO 31/03/25 | |||||
| JULY | AUG | SEPT | OCT | NOV | DEC |
| 247 00 | |||||
| 247 00 | |||||
| 312 00 | |||||
| 312 00 | |||||
| 6000 00 | |||||
| 0 00 | 6000 00 |
312 00 |
0 00 |
494 00 |
312 00 |
| JULY | AUG | SEPT | OCT | NOV | DEC |
|---|---|---|---|---|---|
| 620 00 | 620 00 | 620 00 | 620 00 | 620 00 | 620 00 |
| 290 00 | |||||
| 277 20 | |||||
| 16 30 | 16 30 | 16 30 | 16 30 | 32 30 | 50 00 |
| 82 48 | 106 25 | ||||
| 553 00 | 553 00 | 553 00 | 553 00 | 730 00 | 575 00 |
| 79 00 | |||||
| 360 00 | |||||
|---|---|---|---|---|---|
| 381 60 | |||||
| 36 00 | |||||
| 90 00 | |||||
| 2290 58 | 1189 30 |
1189 30 |
1464 55 |
1708 30 |
1245 00 |
| 7700 62 | 5410 04 | 10220 74 | 9343 44 | 7878 89 | 6664 59 |
|---|---|---|---|---|---|
| 0 00 | 6000 00 | 312 00 | 0 00 | 494 00 | 312 00 |
| 2290 58 | 1189 30 | 1189 30 | 1464 55 | 1708 30 | 1245 00 |
| 5410 04 | 10220 74 | 9343 44 | 7878 89 | 6664 59 | 5731 59 |
5410 04 10220 74 9343 44 7878 89 6664 59 5731 59
| JAN | FEB | MAR | TOTAL INCOME |
| 0 00 | |||
| 247 00 | |||
| 247 00 | |||
| 312 00 | |||
| 312 00 | |||
| 0 00 | |||
| 5000 00 | 21000 00 | ||
| 0 00 | |||
| 0 00 | |||
| 0 00 | |||
| 0 00 | 5000 00 |
0 00 |
22118 00 |
| JAN | FEB | MAR | TOTAL EXPENDITURE |
| 620 00 | 620 00 | 620 00 | 7440 00 |
| 250 00 | 630 00 | 1330 00 | |
| 0 00 | |||
| 830 42 | |||
| 0 00 | |||
| 50 00 | 50 00 | 50 00 | 346 40 |
| 0 00 | |||
| 1302 00 | |||
| 0 00 | |||
| 29 63 | |||
| 110 58 | 375 25 | ||
| 575 00 | 575 00 | 575 00 | 6901 00 |
| 362 96 | |||
| 0 00 |
| 360 00 | |||
|---|---|---|---|
| 0 00 | |||
| 381 60 | |||
| 36 00 | |||
| 90 00 | |||
| 0 00 | |||
| 0 00 | |||
| 1605 58 | 1245 00 |
1875 00 | 19785 26 |
| 5731 59 | 4126 01 | 7881 01 | |
| 0 00 | 5000 00 | 0 00 | 22118 00 |
| 1605 58 | 1245 00 | 1875 00 | 19785 26 |
| 4126 01 | 7881 01 | 6006 01 | 9756 01 |
| 4126 01 | 7881 01 | 6006 01 | |
| DETAIL | APRIL |
| HIRE INCOME | 4217 00 |
| FETE | 2025 00 |
| GRANTS/OTHER | |
| LPC - GRANT | |
| WAVE REFUND | |
| GOOD ENERGY | |
| MISC DONATIONS | |
| TOTAL | 6242 00 |
| DETAIL | APRIL |
| ALLIED WESTMINSTER INSURANCE | |
| ANGLIAN WATER | 91 00 |
| J BAKER | |
| BIFFA | 159 60 |
| BOOKING OFFICER | 316 00 |
| TREASURER | 48 00 |
| EDF ENERGY | 1372 45 |
| CARETAKER | 177 50 |
| CBC LICENSING FEE | |
| C PLUMB | |
| CLEANER | 910 00 |
| CLEANING PRODUCTS AND BULBS | |
| CLEANING EXTRA | |
| EDF ENERGY | |
| D K BATEUP ELECTRICAL INSTALLATIONS | |
| COLIN CARROLL - EXPENSES | |
| FACILITIES MANAGER | 553 00 |
| GILL CLARKE EXPENSES | 256 80 |
| HIRE FEE RETURN OF SECURITY DEPOSIT/CANCELLED BOOKING REFUNDS |
553 00 |
|---|---|
| J SHIPMAN - BATTERIES/EXPENSES | 32 71 841 00 |
| FETE EXPENDITURE | |
| K BAKER | |
| LOCKCRAFT | |
| LOCKSMITH | |
| MUSIC LICENSE(2023 &2024) | |
| NEIL BIGNELL PROPERTY MAINTENACE AND REMOVAL | |
| PHS GROUP | 79 06 |
| NETWORK SECURITY ALARMS- CCTV MAINTENANCE | |
| STEV BOROUGH COUNCIL CCTV | |
| ST JOHN AMBULANCE | |
| STATIONERY | |
| HOLLIDGE PLUMBING | |
| TREADAWAY | |
| VOLVINA LTD | |
| AMIDA FIRE SAFETY | |
| SJ TAX LTD - AUDITOR | |
| WILD SCIENCE LTD | |
| T & R ROOFING | |
| MJD AIR CON SERVICES LTD | |
| WINDOW CLEANER | |
| TOTAL | 5390 12 |
| OPENING BANK BALANCE | 5366 88 |
| INCOME | 6242 00 |
| EXPENDITURE | 5390 12 |
| CLOSING BANK BALANCE | 6218 76 |
LANGFORD VILLAGE HALL - AUDITED TO 31/03/25
| MAY | JUNE | JULY | AUG | SEPT | OCT | NOV |
| 3068 00 | 1537 90 | 2746 70 | 2871 80 | 3461 90 | 3163 45 | 3392 45 |
| 165 00 | 514 98 | 1293 79 | ||||
| 5000 00 | 10000 00 | |||||
| 464 32 | ||||||
| 1278 92 | 1295 04 | |||||
| 80 00 | ||||||
| 8233 00 | 13411 80 | 4040 49 | 2871 80 | 3461 90 | 3163 45 | 5151 81 |
| MAY | JUNE | JULY | AUG | SEPT | OCT | NOV |
|---|---|---|---|---|---|---|
| 3169 90 | ||||||
| 40 00 | 40 00 | 40 00 | 40 00 | 40 00 | 40 00 | 40 00 |
| 150 00 | 150 00 | |||||
| 127 68 | 127 68 | 159 60 | 194 21 | 127 68 | 159 60 | 127 68 |
| 316 00 | 316 00 | 316 00 | 316 00 | 316 00 | 316 00 | 420 00 |
| 48 00 | 48 00 | 48 00 | 48 00 | 48 00 | 48 00 | 64 00 |
| 600 00 | 600 00 | 600 00 | 600 00 | 600 00 | ||
| 142 00 | 142 00 | 177 50 | 142 00 | 177 50 | 142 00 | 194 00 |
| 84 00 | ||||||
| 728 00 | 728 00 | 910 00 | 728 00 | 910 00 | 728 00 | 980 00 |
| 32 39 | ||||||
| 60 00 | ||||||
| 1475 66 | ||||||
| 80 00 | ||||||
| 553 00 | 553 00 | 553 00 | 553 00 | 553 00 | 553 00 | 730 00 |
| 85 00 | 108 18 | 334 28 |
| 100 00 | 450 00 | 282 00 | 850 00 | 140 00 | 994 00 | 750 00 |
|---|---|---|---|---|---|---|
| 114 93 | 63 72 | 88 99 | ||||
| 81 82 | 909 97 | 398 01 | 150 40 | |||
| 180 00 | ||||||
| 127 73 | 277 90 | 232 18 | ||||
| 287 20 | ||||||
| 142 80 | 144 00 | |||||
| 90 00 | ||||||
| 520 00 | 70 00 | 130 00 | ||||
| 6113 60 | 5260 77 |
4090 19 | 3849 61 | 3478 64 | 4044 32 | 4317 06 |
| 6218 76 | 8338 16 | 16489 19 | 16439 49 | 15461 68 | 15444 94 | 14564 07 |
| 8233 00 | 13411 80 | 4040 49 | 2871 80 | 3461 90 | 3163 45 | 5151 81 |
| 6113 60 | 5260 77 | 4090 19 | 3849 61 | 3478 64 | 4044 32 | 4317 06 |
| 8338 16 | 16489 19 | 16439 49 | 15461 68 | 15444 94 | 14564 07 | 15398 82 |
| DEC | JAN | FEB | MAR | TOTAL INCOME | |||||||||
| 1410 | 90 | 3314 | 10 | 3192 | 60 | 2680 | 35 | 35057 15 | |||||
| 795 | 00 | 4793 77 | |||||||||||
| 15000 00 | |||||||||||||
| 464 32 | |||||||||||||
| 200 | 06 | 2774 02 | |||||||||||
| 80 00 | |||||||||||||
| 1410 | 90 | 3314 | 10 | 3192 | **60 ** | 3675 | 41 | 58169 26 |
| DEC | JAN | FEB | MAR | TOTAL EXPENDITURE | |||||
|---|---|---|---|---|---|---|---|---|---|
| 3169 90 | |||||||||
| 40 | 00 | 45 | 00 | 45 | 00 | 45 | 00 | 546 00 | |
| 1010 | 00 | 1310 00 | |||||||
| 127 | 68 | 159 | 60 | 147 | 02 | 181 | 96 | 1799 99 | |
| 329 | 00 | 329 | 00 | 329 | 00 | 329 | 00 | 3948 00 | |
| 50 | 00 | 50 | 00 | 50 | 00 | 50 | 00 | 600 00 | |
| 400 | 00 | 400 | 00 | 400 | 00 | 400 | 00 | 5972 45 | |
| 185 | 00 | 148 | 00 | 148 | 00 | 185 | 00 | 1 960 50 | |
| 180 | 00 | 180 00 | |||||||
| 84 00 | |||||||||
| 945 | 00 | 756 | 00 | 756 | 00 | 945 | 00 | 10024 00 | |
| 32 39 | |||||||||
| 60 00 | |||||||||
| 1475 66 | |||||||||
| 80 00 | |||||||||
| 0 00 | |||||||||
| 575 | 00 | 575 | 00 | 575 | 00 | 575 | 00 | 6901 00 | |
| 210 | 63 | 54 | 88 | 1049 77 |
| 1004 00 | 276 00 | 225 00 | 300 00 | 5924 00 |
|---|---|---|---|---|
| 300 35 | ||||
| 2381 20 | ||||
| 567 00 | 520 99 | 1087 99 | ||
| 96 00 | 96 00 | |||
| 0 00 | ||||
| 180 00 | ||||
| 145 00 | 145 00 | |||
| 127 73 | 140 47 | 985 07 | ||
| 0 00 | ||||
| 0 00 | ||||
| 0 00 | ||||
| 0 00 | ||||
| 0 00 | ||||
| 0 00 | ||||
| 287 20 | ||||
| 342 00 | 628 80 | |||
| 90 00 | ||||
| 0 00 | ||||
| 0 00 | ||||
| 0 00 | ||||
| 260 00 | 130 00 | 1110 00 | ||
| 4790 41 | 4055 23 |
3668 01 |
3351 31 | 52409 27 |
| 15398 82 | 12019 31 | 11278 18 | 10802 77 | |
| 1410 90 | 3314 10 | 3192 60 | 3675 41 | 58169 26 |
| 4790 41 | 4055 23 | 3668 01 | 3351 31 | 52409 27 |
| 12019 31 | 11278 18 | 10802 77 | 11126 87 | 11126 87 |
Independent examiner's report to the trustees of Langford Village Hall Charity
I report on the accounts of the Trust for the year ended 31 March 2025, which are set out on the following pages.
Respective responsibilities of trustees and examiner
The charity's trustees are responsible for the preparation of the accounts. The charity's trustees consider that an audit is not required for this year under section 144(2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed.
It is my responsibility to:
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examine the accounts under section 145 of the 2011 Act;
-
to follow the procedures laid down in the general Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act; and
-
to state whether particular matters have come to my attention.
Basis of independent examiner's report
My examination was carried out in accordance with the general Directions given by the Charity Commission. An examination 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 no opinion is given as to whether the accounts present a 'true and fair view' and the report is limited to those matters set out in the statement below.
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:
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to keep accounting records in accordance with section 130 of the 2011 Act; and
-
to prepare accounts which accord with the accounting records and comply with the accounting requirements of the 2011 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.
SJ Gilpin
Sally J Gilpin FCCA, ATT
S J Tax Limited
The Old Stable House, 3 Woodlands Close, Cople, Bedfordshire, MK44 3UE
10/06/2025