MINUTES OF LANGFORD VILLAGE HALL MANAGEMENT COMMITTEE ANNUAL GENERAL MEETING 

## Held on Thursday 12 June 2025 

## 1 

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. 

## 2 

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. 

1 



6 

7 

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** 

- 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. 

2 



## 8 **Election of Officers** 

|Position|Nominated|Proposed|Seconded|Appointed|
|---|---|---|---|---|
||||||
|Chairman|Colin Carroll|John<br>Shipman|Jenny<br>Godwin|Colin Carroll|
|V/Chairman|Joan Rutt|Debra<br>Vince|Andy<br>Watson|Joan Rutt|
|Treasurer|Sarah Jayne<br>Gallagher|John<br>Shipman|Colin<br>Carroll|Sarah<br>Jayne<br>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 

3 



|||||
|---|---|---|---|
|||||
|||||
|**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**|<br>**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**|<br>**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**|<br>**3124 52**|<br>**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**|<br>**6000 00**|<br>**312 00**|<br>**0 00**|<br>**494 00**|<br>**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**|<br>**1189 30**|<br>**1189 30**|<br>**1464 55**|<br>**1708 30**|<br>**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**|<br>**5000 00**|<br>**0 00**|<br>**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**|<br>**1245 00**|**1875 00**|<br>**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<br>BOOKING REFUNDS|553 00|
|---|---|
|J SHIPMAN - BATTERIES/EXPENSES|32 71<br>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**|<br>**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**|<br>**4055 23**|<br>**3668 01**|**3351 31**|<br>**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: 

- 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: 

- 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