**Wilbarston Village Hall (Registered Charity No. 274211)** ## **MANAGEMENT COMMITTEE AGM** ## **Thursday April 6[th] 2026** **1. Attendance:** Jill West, Paul West, Tommy Kelly, Tim Nightingale, Tony Huxley, John Hooper, Sue Hussain, Mike Doyle, Heather Brown, Tim Fallon, Siobhan Lovell **2. Apologies:** Sophie Crowley, Barrie Leadbeater, John Piercy, Bill McElhinney, David Howes ## **3. Approval of Minutes of the AGM 2025** ## **Proposed: JH Seconded: TK** ## **4. Matters Arising** Constitution is currently being re-written as part of the move to a Charitable Incorporated Organisation (CIO). ## **5. Chairmans Report to year end 31[st] August 2025** - see attached ## **Members of the Management Committee at 31[st] August 2025** John Hooper Chair Ray Kemp Vice Chair Sue Hussain Secretary - joint Sophie Secretary - joint Jill West Treasurer Barrie Leadbeater Bar Manager Tommy Kelly Trustee & Parish Council Representative Tony Huxley Trustee Siobhan Lovell Trustee Tim Nightingale Co-opted Member ## **Review of Progress and Activities in year ending 31st August 2025** This has been a year of consolidation and growth. As always, new members bring new skills, experiences and knowledge. Our thanks, of course, go to those who have left the committee, but it is safe to say we continue to have an enthusiastic and dedicated management team. The work to identify unused capacity, mentioned last year, has continued to show positive results. Bookings have increased by a massive 35% and that has resulted in an increase of 13% in bar takings. Overall, the excess of income over expenditure is 18%. Supported by our committee, key to this success have been our Hall Manager, Paul West and Bar Manager, Barrie Leadbeater. Of course, there have been challenges. Every organisation has had to face increased costs; we are no exception. Detailed cost analysis by our treasurer, Jill West, and a survey of hire rates of similar local venues by our Hall Manager has enabled us to review our hire rates using real data. We have increased some rates but within our policy of serving our local community first. I am pleased to say, we have kept unchanged rates to regular weekly hirers and residents of the parish (apart from a small weekend premium). Our celebratory events, silver and gold packages, have increased as have rates to hirers from outside the parish. So what is new – Three picnic tables were installed to the north of the hall allowing users to enjoy the magnificent view in a little more comfort. The other big success is the progress of the Film Club. Regular monthly film nights are proving very popular. Great films, big screen, popcorn, ice creams and bar; perfect night out for everyone. Thanks to Siobhan Lovell and the great Film Club team. On the administration side, we are moving to a digital platform for all our records. This will improve accuracy of records and availability to members. The major challenge we have started to address is the very ownership of the Hall. Our Parish Council has started negotiations with North Northants Council to transfer ownership to the Parish Council. We may then be able to take on a long lease for the Hall from the Parish Council. However, that will probably mean the Village Hall Charity has to become a Charitable Incorporated Organisation. This is, of course, for the coming year, so we will have plenty to keep us busy. John Hooper – Chair, Wilbarston Village Hall Management Committee ## **6. Treasurers Report to year end 31[st] August 2024** See attached powerpoint Accounts audited by Richard Brown and approved by the committee ## **7. Chairs update to present time** - Moving to a CIO following a public meeting in October. This will enable us to have more clarity in terms of our status. - We need to negotiate with the Parish Council the lease of the hall and how much of the surrounding area we want to be responsible for. - We have a new table tennis table - New regulars include the Northants amateur astronomers who are going to run a few seminars for local people. - Currently in the planning stage of refurbishing the lounge and have just completed the new ladies toilet and disabled toilet. ## **8. Appointment and election of management committee** Agreed to reselect the following members of the committee. Roles to be confirmed at the April committee meeting. - Chair: John Hooper - Treasurer: Jill West - Secretary: Sue Hussain/Sophie Crowley - Bar Manager: Barrie Leadbetter - Tony Huxley: Trustee - Tommy Kelly: Trustee and Parish Council Representative - Siobhan Lovell: Trustee - Tim Nightingale: Trustee - Tim Fallon: Trustee ## **9. Any other Business** JH thanked the Committee for all their hard work, resulting in significant improvements to the hall for which he feels the village is grateful. Heather Brown raised the lack of charges on the website for the lounge. PW opened the website and found it had “dropped off”. JH thanked Heather for bringing this up Mike Doyle said he is pleased to see the momentum has carried on and the financial situation is excellent, enabling us to invest further in the hall for the community. In 2022 Mike Doyle had plans drawn up to refurb the changing rooms into male and female toilets enabling a disabled toilet to be created. Difficulties in obtaining grants existed due to short leasehold, however we were lucky in securing some funding that had to be utilised by end of Feb 2026. The Ward councillors, ACRE, the contactors, the Parish Council and the Committee all worked together to meet this tight timescale. Whilst it has been a group achievement Jill West applied for and secured the 15K of funding, whilst Jill, Tommy and Paul undertook the project management (including decorating by Jill and Paul). JH thanked all involved particularly JW. WILBARSTON VILLAGE HALL Registered Charity No. 274211 INDEPENDENT ExA￿NER's REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31" AUGUST, 2025 RICHARD W BROWN CHARTERED MANAGEMENT ACC015NTANt 23 SPRINGFIELD ROAD WILBARSTON IIIARKET HARBOROUGH LEICESTERSHIRE LE16 8QR WILBARSTON VILLAGE HALL FINANCIAL STATEMENTS Year ended 31" August, 2025 CONTENTS Page Annual Report Independent Examiner's Report Statement of Financial Activities Balance Sheet Notes to the Financial Statements WtLBARSTON VILLAGE HALL St Annual Report for the year ended 31 August, 2025 Members of the Managlng Committee during the year were: John Hoopcr Chainnan Ray Kemp Vice Chairman Sue Hussain Secretary Jill West Treasurer Barrie Leadbeater Bar Manager Tommy K¢lly Trustee and Parish Council Representative Tony Huxley Trustee Sophie Crowley T￿stee Siobhan Lovell Trustee Jeanette Ross Trustee Tim Nightingale Cowopted Member Managing members are appointed on an annual basis with the officers being elected from the membership of the managing committee. The Charity was established by Trust Deed in 1977 and is registered with the Charity Commission No. 274211. The charity, s address is Wilbarston Village Hall. Carlton Road, Wilbarston. LE16 8QD The Charity is established to enhance the community life of the inhabitants of Wilbarston by providing communal facilities, both educational and recreational. The Village Hall is available for hiTe by any individual or organisation in accordance with the standard hiring agreement and scale of charges adopted for the year. It is intended that the scale of charges be sufficient to generate enough income to meet all expenditure incurred in providing the hall. The Chartty is organised &$ an Ind¢￿ent association of local ￿Sidents with a managing committee compTising elected and nominated members. Review of ro ress and activities This has k¢n a year of consolidation and growth. As always. new members bring new skills. experiences and knowledge. Our thanks, of course, go to those who have left the Committtt, but it is safe to say we continue to have an enthusiastic and dedicated management team. The work to identify unused capacity, mentioned last year, has continued to show ￿sItive results. Bookkngs have increased by a massive 35 % and that has resulted in an increase of13(/to in baT takings. Overall, the excess of incorn¢ over expenditure is 180/0. Supported by our committee, key to this success have been our Hall Manager. Paul West. and Bar Manager, Barrie Leadbeater. Of course. ther¢ have been chall¢nges. Every organisation has had to face increased costs" we are no exception. Detailed cost analysis by our treasurer. Jill West. and a survey of hire rates of similar I￿al venues by our Hall Manager has enabled us to review our hire rates using real dats. We have increased some rates but within our policy of serving our local community first. I am pleased to say we have kept unchanged rates to regular weekly hR'rers and residents of the parish (apart from a small weekend premium). Our celebratory events, silver and gold packages. have increased as have rates to hiTers from outside the parish. So what is ll¢￿ - Three picnic tables were installed to the north of the hall allowing users to enjoy the magnificent view in a little more comfort. The other big success is the progress of the Film Club. Regular monlhly film nights are proving very popular. Great films. big screen. potKorn, ice creams and bar. perfect night out for ¢veryone. Thanks lo Siobhan Lovell and the great Film Club team. On the administratFon side. we are moving to a digitsl platfomi for all our records. This will improve accuracy of records and availability to members. The major challenge we hav¢ started to address is the very ownership of the Hall. Our Parish Council has started negotiations with North Northants Council to transfer ownership to the Parish Council. We may then be able to take on a long lease for the Hall from the Parish Counal. Howev¢r, that will probably mean the Village Hall Charity has to become a Charitabl¢ Incorporated Organisation. This is. olcourse. for the coming year, so we will have plenty to k￿p us busy. Inde endent examiner The independent examiner is Mr R W Brow￿ Chartered Management AccountanL 23 Springfield Road. Wilbarston. LEI 6 8QR. John Hooper Chairnian. WilbaTSton Village Hall Management Committee On behalf of the management Committee October. 2025 WILBARSTON VILLAGE HALL Independent Examiner's Report To the Trustees of Wilbarston Village Hall I report on the accounts of the charity for the year ended 31. August, 2025, which are set out on pages 4 to 6. Respective responsibilities of trustees and examiner As the charity's trustees you are resFK)nsible for the preparation of the accounts" you consider that the audit r¢quiTement of section 43(2) of the CharitÈes Act 1993 (the Act) does not apply. It is my 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 my attetrtion. Basis of independellt examiner's report My exaTnination was carried out in accordance with the General Directions given by the Charity Commissioners. An examination includes a review of the accounting records kept by the charity and a comparison of th¢ accounts presented with thos¢ Tecords. 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 th¢ evidence that would be required in an audit. and consequently I do not express an audit opinion on the view given by the accounts. IDdependent examiner's statemellt In connection with my &Tamination, no matter has come to my attention . which gives me reasonable cause to believe that in any material respect the requirements to keep accounting iecords in accordance with section 41 of the Act. and to prepare accounts which accord with the accounting records and to comply with the accounting iequirements of the Act have not been met. or 2. to which. in my opinion. attention should be drawn in order to enable a prO￿r understanding of the accounts to be reached. Richard W Brown Chartered Management Aecountsnt 23 Springfield Road Wilbarston Market Harborough Leicestershire LE16 8QR 28 October, 2025 WILBARSTON VILLAGE HALL STATEMENT OF FINANCIAL ACTIVITIES For the year to 31st Augus( 2025 2026 2024 Income . Hire of hall Bar Income Sundry income Donations Grants Interest received Total Income 28,041 7.428 974 105 20,659 7,182 1.025 253 36,801 29,504 Dlre¢t charStable oxpendlture Provision of village hall Caretakers,, 8tc costs Building & Equipment Improv8menls 8ullding mainlonance Light and h•at Insurance Rates and water 11,053 1,861 4.988 3,428 1,385 608 23,323 10,811 7,609 5,745 2,901 1,311 29.503 Other oxpendlturo '. Administration expenses 3,057 2,775 Total oxpendltur• 10,421 -2,774 Not {oxpondlturnylncome for yoar Fund balances brought formard Fund balanG•s Garrled fomrd All funds are unrestricted. The notes on page 6 IOTM part of these financial stslements. WILBARSTON VILLAGE HALL BALANCE SHEET as at 31st August. 2025 2,025 2024 Notes Current Assets . Bar slod( Equipment Debtors Prepayments Current accounts Savings accounts Float Cash in hand 3,278 921 1,103 2,480 40,371 2(K) 18,086 15,533 175 181 47,800 37,614 Less current liabilities . Creditors Accruals 235 235 Net Current Assots 47.800 37.379 Net Assets 47,800 37,379 Represented by ". Unrestricted funds 47,8CQ 37.379 Approved by the managing committee on 28th October, 2025 and signed on their b6half by .' The notes on page 6 fomi part of these financial stalemenls. WILBARSTON VILLAGE HALL NOTES TO THE FINANCIAL STATEMENTS For the year ended 31rt AugusL 2025 l. Accounting polieies ) General These financial stat¢rnents have been prerored under the historical cost convention and th¢ Statement of Recommended Prnctirx on Accounting by Charlties. b) Village hall building In accordance with the provisions of the Trust Deed, expenditure on the village hall building is WTitten off in the year in which it is incurred. 2. Bar income 2025 2024 Takings Cost of sales Gross profit Bar staff Glasswarelsundries 20.064 17.740 10.858 9.752 3,321 2.570 3. Management and administration of the charity Administration eX￿nSeS Neither the independent examiner nor his firn) make any charge in connection with his work as ind¢p¢ndent examiner. No member of the management committe¢, nor any person connected with them. has received or is du¢ to receive any remunerdtion for the yeaT directly or indirectly from the charity s fiu)ds. WILBARSTON VILLAGE HALL Registered Charity No. 274211 INDEPENDENT ExA￿NER's REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31" AUGUST, 2025 RICHARD W BROWN CHARTERED MANAGEMENT ACC015NTANt 23 SPRINGFIELD ROAD WILBARSTON IIIARKET HARBOROUGH LEICESTERSHIRE LE16 8QR WILBARSTON VILLAGE HALL FINANCIAL STATEMENTS Year ended 31" August, 2025 CONTENTS Page Annual Report Independent Examiner's Report Statement of Financial Activities Balance Sheet Notes to the Financial Statements WtLBARSTON VILLAGE HALL St Annual Report for the year ended 31 August, 2025 Members of the Managlng Committee during the year were: John Hoopcr Chainnan Ray Kemp Vice Chairman Sue Hussain Secretary Jill West Treasurer Barrie Leadbeater Bar Manager Tommy K¢lly Trustee and Parish Council Representative Tony Huxley Trustee Sophie Crowley T￿stee Siobhan Lovell Trustee Jeanette Ross Trustee Tim Nightingale Cowopted Member Managing members are appointed on an annual basis with the officers being elected from the membership of the managing committee. The Charity was established by Trust Deed in 1977 and is registered with the Charity Commission No. 274211. The charity, s address is Wilbarston Village Hall. Carlton Road, Wilbarston. LE16 8QD The Charity is established to enhance the community life of the inhabitants of Wilbarston by providing communal facilities, both educational and recreational. The Village Hall is available for hiTe by any individual or organisation in accordance with the standard hiring agreement and scale of charges adopted for the year. It is intended that the scale of charges be sufficient to generate enough income to meet all expenditure incurred in providing the hall. The Chartty is organised &$ an Ind¢￿ent association of local ￿Sidents with a managing committee compTising elected and nominated members. Review of ro ress and activities This has k¢n a year of consolidation and growth. As always. new members bring new skills. experiences and knowledge. Our thanks, of course, go to those who have left the Committtt, but it is safe to say we continue to have an enthusiastic and dedicated management team. The work to identify unused capacity, mentioned last year, has continued to show ￿sItive results. Bookkngs have increased by a massive 35 % and that has resulted in an increase of13(/to in baT takings. Overall, the excess of incorn¢ over expenditure is 180/0. Supported by our committee, key to this success have been our Hall Manager. Paul West. and Bar Manager, Barrie Leadbeater. Of course. ther¢ have been chall¢nges. Every organisation has had to face increased costs" we are no exception. Detailed cost analysis by our treasurer. Jill West. and a survey of hire rates of similar I￿al venues by our Hall Manager has enabled us to review our hire rates using real dats. We have increased some rates but within our policy of serving our local community first. I am pleased to say we have kept unchanged rates to regular weekly hR'rers and residents of the parish (apart from a small weekend premium). Our celebratory events, silver and gold packages. have increased as have rates to hiTers from outside the parish. So what is ll¢￿ - Three picnic tables were installed to the north of the hall allowing users to enjoy the magnificent view in a little more comfort. The other big success is the progress of the Film Club. Regular monlhly film nights are proving very popular. Great films. big screen. potKorn, ice creams and bar. perfect night out for ¢veryone. Thanks lo Siobhan Lovell and the great Film Club team. On the administratFon side. we are moving to a digitsl platfomi for all our records. This will improve accuracy of records and availability to members. The major challenge we hav¢ started to address is the very ownership of the Hall. Our Parish Council has started negotiations with North Northants Council to transfer ownership to the Parish Council. We may then be able to take on a long lease for the Hall from the Parish Counal. Howev¢r, that will probably mean the Village Hall Charity has to become a Charitabl¢ Incorporated Organisation. This is. olcourse. for the coming year, so we will have plenty to k￿p us busy. Inde endent examiner The independent examiner is Mr R W Brow￿ Chartered Management AccountanL 23 Springfield Road. Wilbarston. LEI 6 8QR. John Hooper Chairnian. WilbaTSton Village Hall Management Committee On behalf of the management Committee October. 2025 WILBARSTON VILLAGE HALL Independent Examiner's Report To the Trustees of Wilbarston Village Hall I report on the accounts of the charity for the year ended 31. August, 2025, which are set out on pages 4 to 6. Respective responsibilities of trustees and examiner As the charity's trustees you are resFK)nsible for the preparation of the accounts" you consider that the audit r¢quiTement of section 43(2) of the CharitÈes Act 1993 (the Act) does not apply. It is my 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 my attetrtion. Basis of independellt examiner's report My exaTnination was carried out in accordance with the General Directions given by the Charity Commissioners. An examination includes a review of the accounting records kept by the charity and a comparison of th¢ accounts presented with thos¢ Tecords. 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 th¢ evidence that would be required in an audit. and consequently I do not express an audit opinion on the view given by the accounts. IDdependent examiner's statemellt In connection with my &Tamination, no matter has come to my attention . which gives me reasonable cause to believe that in any material respect the requirements to keep accounting iecords in accordance with section 41 of the Act. and to prepare accounts which accord with the accounting records and to comply with the accounting iequirements of the Act have not been met. or 2. to which. in my opinion. attention should be drawn in order to enable a prO￿r understanding of the accounts to be reached. Richard W Brown Chartered Management Aecountsnt 23 Springfield Road Wilbarston Market Harborough Leicestershire LE16 8QR 28 October, 2025 WILBARSTON VILLAGE HALL STATEMENT OF FINANCIAL ACTIVITIES For the year to 31st Augus( 2025 2026 2024 Income . Hire of hall Bar Income Sundry income Donations Grants Interest received Total Income 28,041 7.428 974 105 20,659 7,182 1.025 253 36,801 29,504 Dlre¢t charStable oxpendlture Provision of village hall Caretakers,, 8tc costs Building & Equipment Improv8menls 8ullding mainlonance Light and h•at Insurance Rates and water 11,053 1,861 4.988 3,428 1,385 608 23,323 10,811 7,609 5,745 2,901 1,311 29.503 Other oxpendlturo '. Administration expenses 3,057 2,775 Total oxpendltur• 10,421 -2,774 Not {oxpondlturnylncome for yoar Fund balances brought formard Fund balanG•s Garrled fomrd All funds are unrestricted. The notes on page 6 IOTM part of these financial stslements. WILBARSTON VILLAGE HALL BALANCE SHEET as at 31st August. 2025 2,025 2024 Notes Current Assets . Bar slod( Equipment Debtors Prepayments Current accounts Savings accounts Float Cash in hand 3,278 921 1,103 2,480 40,371 2(K) 18,086 15,533 175 181 47,800 37,614 Less current liabilities . Creditors Accruals 235 235 Net Current Assots 47.800 37.379 Net Assets 47,800 37,379 Represented by ". Unrestricted funds 47,8CQ 37.379 Approved by the managing committee on 28th October, 2025 and signed on their b6half by .' The notes on page 6 fomi part of these financial stalemenls. WILBARSTON VILLAGE HALL NOTES TO THE FINANCIAL STATEMENTS For the year ended 31rt AugusL 2025 l. Accounting polieies ) General These financial stat¢rnents have been prerored under the historical cost convention and th¢ Statement of Recommended Prnctirx on Accounting by Charlties. b) Village hall building In accordance with the provisions of the Trust Deed, expenditure on the village hall building is WTitten off in the year in which it is incurred. 2. Bar income 2025 2024 Takings Cost of sales Gross profit Bar staff Glasswarelsundries 20.064 17.740 10.858 9.752 3,321 2.570 3. Management and administration of the charity Administration eX￿nSeS Neither the independent examiner nor his firn) make any charge in connection with his work as ind¢p¢ndent examiner. No member of the management committe¢, nor any person connected with them. has received or is du¢ to receive any remunerdtion for the yeaT directly or indirectly from the charity s fiu)ds.