HARTPURY VILLAGE HALL ANNUAL REPORT & ACCOUNTS 2022-23
REPORT FROM THE CHAIR
This has been a very busy year for Hartpury Village Hall, with some significant organisational changes taking place alongside a number of investments and improvement projects. We achieved a record level of hire income, with particularly strong demand for private events and parties. This was in part a continuation of a trend which we had seen following the end of the COVID lockdown period, but it is also evident that our good reputation has gradually spread outside the immediate neighbourhood and we are seeing more and more enquiries from potential hirers from the wider Gloucester area.
Having ended the previous year with a considerable financial surplus, largely as a result of COVID-related grant funding, we took a conscious decision this year to spend to invest for the future. The hall was repainted throughout and we also invested significant sums in, among other items, replacement bollard lights and picnic tables, a new height-restriction barrier on the driveway, a “smart” heating control system (which was partly grant-funded), a battery operated floor scrubber-dryer and some additional stage lighting equipment. We commissioned a new keypad entry system alongside the introduction of the Hallmaster booking and invoicing software which significantly simplified the overall administrative workload involved in managing the charity. These changes were especially relevant in the context of the continuing increase in the number of private bookings which we have experienced.
Having been hit with a major increase in electricity prices in early 2022 (not all of which is yet reflected in the accounts, because of some one-off factors) alongside continuing high general inflation, we raised our charges at the start of the financial year, and more recently announced a further increase to take effect at the start of the 2023-24 financial year. On each occasion we took steps to protect as far as possible the local and regular hirers, taking note of the primary focus of our charitable objects, which meant that the hirers from further afield have seen correspondingly higher rate increases. We have had relatively little kickback following the announcement of these increases, which would appear to indicate that we are continuing to provide an attractive facility at competitive rates.
Although our main focus is on managing the hall for use by local and other hirers, we also organise occasional events ourselves, including live theatre shows and concerts. The barbecue which we held to celebrate the Queen’s platinum jubilee was a particular highlight, exemplifying the benefits of social integration and cohesion which facilities such as ours promote and foster in village communities across the country. We have also continued to benefit from the support of a large number of volunteers who support the village hall directly and / or indirectly through their involvement as committee members, volunteer members of the marquee team, bar team and grounds maintenance team, 100+ club collectors and many other people who support our work in lots of unseen ways. Thank you all for your support. In particular I would like to thank Susan Knox and Deborah Siddle for taking on and doing great work in the important roles of Bookings Secretary and Treasurer respectively. Thanks also to Margaret and Richard Evans for keeping the facilities clean and tidy and continuing to go the extra mile whenever necessary.
Looking ahead, we don’t envisage the same level of overall expenditure in 2023-24 and we would hope to be able to run a financial surplus, assuming the current strong level of booking enquiries continues. We are always looking for opportunities to improve our facilities but at this stage we ae only actively investigating one major new project, namely the replacement of the gravel surface with tarmac around the entrance to the car park, which we hope to carry out during the coming year. At some stage we will need to consider refurbishing some of the play equipment, but this isn’t yet urgent. There is, however, a potential cloud on the horizon which is worth noting, in the shape of the housing construction project which is currently taking place directly in front of the hall. The new housing itself will be welcome but the practicalities of living cheek by jowl with new neighbours are likely to take some getting used to, especially in terms of how we deal with noise. But if that’s all we have to worry about for now, we can’t really complain.
Ken Jollans, May 2023
HONORARY TREASURER’S REPORT
This is my first year as Village Hall Treasurer and since last year, we have made various changes to the way we operate the bank accounts. We are now almost cashless with mostly all receipts paid directly into the bank account and all invoices paid via BACS. There is no petty cash. Sum Up card readers take payments from the bar with the proceeds paid directly into the bank account. I wish to thank our regular hirers for embracing the change. We have amended and updated the financial procedures to reflect this.
Hallmaster has replaced the previous booking system with bookings now made online via the website
We have received a poor return on our savings/investment accounts over the last year, but are looking to move funds to accounts that pay better interest. The 100 Club, bar and marquee hire continue to provide income for the village hall.
As allowed by the Charity Commission, our accounts are prepared on a receipt and expenditure basis. Peter Antill has independently examined them and I thank him for giving up his time to do this for us. The accounts are presented in a similar format to previous years so that a comparison can be made between this year and last. An asset register is kept showing depreciation values of higher value assets and equipment.
The accounts show a deficit of £3927.24 as we have spent a considerable amount on hall updates and improvements. Bookings are strong, from both our regular hirers and private parties/events, many from outside of our community. Income exceeded £30,000, which shows the strength of our bookings.
I have every confidence of financial stability going forward despite the increasing costs, especially for electricity. Hire rates are reviewed periodically and expenditure monitored at each committee meeting to ensure the viability of the hall.
Deborah Siddle, May 2023
100+ CLUB REPORT AND ACCOUNTS
The 100+ Club has had another successful year of fundraising for the village hall, although membership numbers fell slightly, partly no doubt due to the recent inflationary pressure and the impact on the general cost-of-living. From the total income of £1,230 from 123 members we set aside £605 in prize money, leaving a surplus of £625.
Since we decided to close the 100+ Club’s bank account last year, all our banking is transacted through the Village Hall’s current account with Santander. A cash float is maintained to cover the prize money for the rest of the financial year (which runs to the end of September).
Thanks to Beverley, Caroline, Lynda, Sheila and Trish for helping to make this another successful year for the 100+ club. We will be out and about again in September and October collecting subscriptions and hopefully recruiting more new members. We will again be offering members the opportunity to pay by bank transfer, direct into the Village Hall account.
The annual financial summary for the 100+ club is shown below.
Sandra Jollans, April 2023
| OPENING BALANCE | CASH | PRIZES APRIL-SEPTEMBER | £425 |
|---|---|---|---|
| INCOME: | SUBSCRIPTIONS (123 members) | £1,230 | |
| EXPENDITURE: | MONTHLY PRIZES (11 x £30) | -£330 | |
| SEPTEMBER BIG DRAW | -£275 | ||
| TRANSFER TO VILLAGE HALL | -£625 | ||
| CLOSING BALANCE | CASH | PRIZES APRIL-SEPTEMBER | £425 |
| COMMITTEE MEMBERS 2021-22 | |||
| Chair: | Ken Jollans (Elected) | ||
| Secretary | Terry Flemons (Elected) | ||
| Treasurer | Deborah Siddle (Friends of Hartpury School) | ||
| Bookings Secretary | Susan Knox (Co-opted) | ||
| Other Elected Members | Victor Smith, Sheila Trail, David Zeal | ||
| Other Representative Members | Pauline Drury (Parochial Church Council) | ||
| Sylvia Gibbs (Line Dancing) | |||
| Susan Gregory (Health Walks) | |||
| Ronald Felgate (Hartpury Drama Group) | |||
| Alastair McGhee (Parish Council) | |||
| Lynda Page (W.I.) | |||
| Other Co-Opted Members | Angela Adey, Bobbie Heaven |
HARTPURY VILLAGE HALL ACCOUNTS FOR YEAR ENDING 31st MARCH 2023
| INCOME Hire of Hall Alexander Technique Badminton Balance Classes Bowls Drama Group Election Fitness Class Health Walks Leadon Choir Line Dancing Parish Council Pilates Private Parties/Events Produce Market SupaStrikers Weddings WI Yoga Donations and Grants Bar Income (net) 100 Club' Marquee Hire Concerts and Theatre Village Events Investment Income Other Income EXPENDITURE Hall & Grounds - Cleaning Hall & Grounds - Improvements Hall & Grounds - Graden maint. Equipment Licences/Subs/Taxes Insurance Electricity Telecom Water Other Surplus/-Deficit |
745.00 700.00 315.00 565.00 300.00 300.00 340.00 270.50 280.00 855.00 284.00 461.00 5159.00 187.50 360.00 2910.00 244.50 1679.50 |
2021.22 £ 818.95 740.00 285.00 830.92 1174.50 0.00 438.00 420.75 79.00 1014.75 250.00 571.50 10208.19 462.00 513.00 1456.00 360.50 1711.50 15956.00 10843.96 921.51 735.00 2000.00 749.77 -187.40 4.68 468.00 31491.52 2511.02 2873.60 7226.90 0.00 873.71 1166.99 2284.52 237.48 98.32 212.91 17485.45 14006.07 |
2022-23 £ |
|---|---|---|---|
| 21334.56 1795.50 3171.69 625.00 1736.00 130.00 1134.51 74.08 145.14 |
|||
| 30146.48 2533.65 18832.56 520.33 4311.17 712.96 1282.36 3172.67 262.00 335.58 2110.44 |
|||
| 34073.72 -3927.24 |
MONETARY ASSETS
| NS Investment Account Santander Account Bank Current Account 100 Club' Cash in Hand Bar Stock/Float |
28242.50 18835.93 23966.71 425.00 275.14 1242.00 72987.28 |
28268.79 18883.72 20290.64 425.00 0 1191.89 |
|---|---|---|
| 69060.04 |
Deborah Siddle, Treasurer Peter Antill, Independent Examiner 17.05.2023 17.05.2023
HARTPURY VILLAGE HALL ANNUAL REPORT & ACCOUNTS 2022-23
REPORT FROM THE CHAIR
This has been a very busy year for Hartpury Village Hall, with some significant organisational changes taking place alongside a number of investments and improvement projects. We achieved a record level of hire income, with particularly strong demand for private events and parties. This was in part a continuation of a trend which we had seen following the end of the COVID lockdown period, but it is also evident that our good reputation has gradually spread outside the immediate neighbourhood and we are seeing more and more enquiries from potential hirers from the wider Gloucester area.
Having ended the previous year with a considerable financial surplus, largely as a result of COVID-related grant funding, we took a conscious decision this year to spend to invest for the future. The hall was repainted throughout and we also invested significant sums in, among other items, replacement bollard lights and picnic tables, a new height-restriction barrier on the driveway, a “smart” heating control system (which was partly grant-funded), a battery operated floor scrubber-dryer and some additional stage lighting equipment. We commissioned a new keypad entry system alongside the introduction of the Hallmaster booking and invoicing software which significantly simplified the overall administrative workload involved in managing the charity. These changes were especially relevant in the context of the continuing increase in the number of private bookings which we have experienced.
Having been hit with a major increase in electricity prices in early 2022 (not all of which is yet reflected in the accounts, because of some one-off factors) alongside continuing high general inflation, we raised our charges at the start of the financial year, and more recently announced a further increase to take effect at the start of the 2023-24 financial year. On each occasion we took steps to protect as far as possible the local and regular hirers, taking note of the primary focus of our charitable objects, which meant that the hirers from further afield have seen correspondingly higher rate increases. We have had relatively little kickback following the announcement of these increases, which would appear to indicate that we are continuing to provide an attractive facility at competitive rates.
Although our main focus is on managing the hall for use by local and other hirers, we also organise occasional events ourselves, including live theatre shows and concerts. The barbecue which we held to celebrate the Queen’s platinum jubilee was a particular highlight, exemplifying the benefits of social integration and cohesion which facilities such as ours promote and foster in village communities across the country. We have also continued to benefit from the support of a large number of volunteers who support the village hall directly and / or indirectly through their involvement as committee members, volunteer members of the marquee team, bar team and grounds maintenance team, 100+ club collectors and many other people who support our work in lots of unseen ways. Thank you all for your support. In particular I would like to thank Susan Knox and Deborah Siddle for taking on and doing great work in the important roles of Bookings Secretary and Treasurer respectively. Thanks also to Margaret and Richard Evans for keeping the facilities clean and tidy and continuing to go the extra mile whenever necessary.
Looking ahead, we don’t envisage the same level of overall expenditure in 2023-24 and we would hope to be able to run a financial surplus, assuming the current strong level of booking enquiries continues. We are always looking for opportunities to improve our facilities but at this stage we ae only actively investigating one major new project, namely the replacement of the gravel surface with tarmac around the entrance to the car park, which we hope to carry out during the coming year. At some stage we will need to consider refurbishing some of the play equipment, but this isn’t yet urgent. There is, however, a potential cloud on the horizon which is worth noting, in the shape of the housing construction project which is currently taking place directly in front of the hall. The new housing itself will be welcome but the practicalities of living cheek by jowl with new neighbours are likely to take some getting used to, especially in terms of how we deal with noise. But if that’s all we have to worry about for now, we can’t really complain.
Ken Jollans, May 2023
HONORARY TREASURER’S REPORT
This is my first year as Village Hall Treasurer and since last year, we have made various changes to the way we operate the bank accounts. We are now almost cashless with mostly all receipts paid directly into the bank account and all invoices paid via BACS. There is no petty cash. Sum Up card readers take payments from the bar with the proceeds paid directly into the bank account. I wish to thank our regular hirers for embracing the change. We have amended and updated the financial procedures to reflect this.
Hallmaster has replaced the previous booking system with bookings now made online via the website
We have received a poor return on our savings/investment accounts over the last year, but are looking to move funds to accounts that pay better interest. The 100 Club, bar and marquee hire continue to provide income for the village hall.
As allowed by the Charity Commission, our accounts are prepared on a receipt and expenditure basis. Peter Antill has independently examined them and I thank him for giving up his time to do this for us. The accounts are presented in a similar format to previous years so that a comparison can be made between this year and last. An asset register is kept showing depreciation values of higher value assets and equipment.
The accounts show a deficit of £3927.24 as we have spent a considerable amount on hall updates and improvements. Bookings are strong, from both our regular hirers and private parties/events, many from outside of our community. Income exceeded £30,000, which shows the strength of our bookings.
I have every confidence of financial stability going forward despite the increasing costs, especially for electricity. Hire rates are reviewed periodically and expenditure monitored at each committee meeting to ensure the viability of the hall.
Deborah Siddle, May 2023
100+ CLUB REPORT AND ACCOUNTS
The 100+ Club has had another successful year of fundraising for the village hall, although membership numbers fell slightly, partly no doubt due to the recent inflationary pressure and the impact on the general cost-of-living. From the total income of £1,230 from 123 members we set aside £605 in prize money, leaving a surplus of £625.
Since we decided to close the 100+ Club’s bank account last year, all our banking is transacted through the Village Hall’s current account with Santander. A cash float is maintained to cover the prize money for the rest of the financial year (which runs to the end of September).
Thanks to Beverley, Caroline, Lynda, Sheila and Trish for helping to make this another successful year for the 100+ club. We will be out and about again in September and October collecting subscriptions and hopefully recruiting more new members. We will again be offering members the opportunity to pay by bank transfer, direct into the Village Hall account.
The annual financial summary for the 100+ club is shown below.
Sandra Jollans, April 2023
| OPENING BALANCE | CASH | PRIZES APRIL-SEPTEMBER | £425 |
|---|---|---|---|
| INCOME: | SUBSCRIPTIONS (123 members) | £1,230 | |
| EXPENDITURE: | MONTHLY PRIZES (11 x £30) | -£330 | |
| SEPTEMBER BIG DRAW | -£275 | ||
| TRANSFER TO VILLAGE HALL | -£625 | ||
| CLOSING BALANCE | CASH | PRIZES APRIL-SEPTEMBER | £425 |
| COMMITTEE MEMBERS 2021-22 | |||
| Chair: | Ken Jollans (Elected) | ||
| Secretary | Terry Flemons (Elected) | ||
| Treasurer | Deborah Siddle (Friends of Hartpury School) | ||
| Bookings Secretary | Susan Knox (Co-opted) | ||
| Other Elected Members | Victor Smith, Sheila Trail, David Zeal | ||
| Other Representative Members | Pauline Drury (Parochial Church Council) | ||
| Sylvia Gibbs (Line Dancing) | |||
| Susan Gregory (Health Walks) | |||
| Ronald Felgate (Hartpury Drama Group) | |||
| Alastair McGhee (Parish Council) | |||
| Lynda Page (W.I.) | |||
| Other Co-Opted Members | Angela Adey, Bobbie Heaven |
HARTPURY VILLAGE HALL ACCOUNTS FOR YEAR ENDING 31st MARCH 2023
| INCOME Hire of Hall Alexander Technique Badminton Balance Classes Bowls Drama Group Election Fitness Class Health Walks Leadon Choir Line Dancing Parish Council Pilates Private Parties/Events Produce Market SupaStrikers Weddings WI Yoga Donations and Grants Bar Income (net) 100 Club' Marquee Hire Concerts and Theatre Village Events Investment Income Other Income EXPENDITURE Hall & Grounds - Cleaning Hall & Grounds - Improvements Hall & Grounds - Graden maint. Equipment Licences/Subs/Taxes Insurance Electricity Telecom Water Other Surplus/-Deficit |
745.00 700.00 315.00 565.00 300.00 300.00 340.00 270.50 280.00 855.00 284.00 461.00 5159.00 187.50 360.00 2910.00 244.50 1679.50 |
2021.22 £ 818.95 740.00 285.00 830.92 1174.50 0.00 438.00 420.75 79.00 1014.75 250.00 571.50 10208.19 462.00 513.00 1456.00 360.50 1711.50 15956.00 10843.96 921.51 735.00 2000.00 749.77 -187.40 4.68 468.00 31491.52 2511.02 2873.60 7226.90 0.00 873.71 1166.99 2284.52 237.48 98.32 212.91 17485.45 14006.07 |
2022-23 £ |
|---|---|---|---|
| 21334.56 1795.50 3171.69 625.00 1736.00 130.00 1134.51 74.08 145.14 |
|||
| 30146.48 2533.65 18832.56 520.33 4311.17 712.96 1282.36 3172.67 262.00 335.58 2110.44 |
|||
| 34073.72 -3927.24 |
MONETARY ASSETS
| NS Investment Account Santander Account Bank Current Account 100 Club' Cash in Hand Bar Stock/Float |
28242.50 18835.93 23966.71 425.00 275.14 1242.00 72987.28 |
28268.79 18883.72 20290.64 425.00 0 1191.89 |
|---|---|---|
| 69060.04 |
Deborah Siddle, Treasurer Peter Antill, Independent Examiner 17.05.2023 17.05.2023
CHARITY COMMISSION | FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A Independent Examiner s Report Roport to th• trust•1 m•mb•rs of 14rl"T),Ll r%L On accounts for th• y•ar Charlty no 111 any) S•t out on pag•s I report to the trustees M my examination of the accounts of the above chanty (Ihe Trusf) for the year ended RMponslblllts• and As the charity trustees of the Trust. you are responsible for th8 preparation basls of r•port of the accounts in acwdance wrth th8 requirements of Chariti8s Act 2011 (Ihe Acr). I rep)rt in respect of my examination of thè Trust's accounts camed out under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable DirectnS given by the Charity Commission under 1495)(b) of the Aci. I have completed my examination. I confirm that no material matters have come to my attention (other than that disdosed bek)w") in connection wilh the examinats'on which gNes me cause to believe that in. any matenal Ind•p•nd•nt •xamln•rfs stat•m•nt accountsrvJ records re not kept in accordance with section 130 of the Act or the accounts do nc* xcord with the accounting records I have no concems and h•ie come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached. . Fyease delete the in t1 brackets rf they do not apply. sn•d. Dat•: 24-h Nam•: liurLL A.&f iL.- R•l•vant prof•sslonal qualfficatlonls) or body (If any): a{Af i rurl O GY Addr•M: C Li- IER October 2018