# **KEWSTOKE VILLAGE HALL & PLAYING FIELD TRUST Registered Charity: 276900** # **ANNUAL REPORT 2022/2023** ## **THE TRUST** The Trust was formed in 1978 when 4.5 acres of land was purchased in Crookes Lane, Kewstoke, North Somerset, (formerly the County of Avon) with the purpose of providing and administering a “ _Village Hall for the use of the inhabitants of the Parish of Kewstoke and the neighbourhood without distinction of political, religious or other opinions including use for meetings, lectures and classes and for other forms of recreation and leisure time occupations with the object of improving the conditions of life for the same inhabitants”._ The Trust is administered by a Management Committee consisting of five elected members, representatives of organisations regularly using the Hall, together with up to five co-opted members. The Committee is elected annually and meets monthly. Initially the Deed of the Trust was held in the names of seven named persons. In 1982 the Trust Deed was transferred into the name of the Official Custodian of Charities. ## **DEVELOPMENT OF THE FACILITES** The Village Hall was built in 1987 as a result of local fund raising assisted by a grant of £54,000 from Woodspring District Council. The Hall was opened for bookings in November 1987. The facilities provided were a Main Hall, kitchen and toilets together with changing rooms and showers to support the use of the playing field. A stage was added in 1988. In 1990 further self help development work took place to provide a second Hall and Committee Room on the first floor. ## NON DOMESTIC RATE The Village Hall has a rateable value of £11,500 increased from £11,250 under the recent Rate Review. The Trust receives 100% rate relief, made up from 80% Mandatory Rate Relief, plus Discretionary Rate Relief of 20%, therefore is not currently liable for any payment. North Somerset Council reviewed their policies and our application to continue to receive 20% Discretionary Rate Relief from April 2017 was approved for three years. Kewstoke Village Hall Annual Report 2022 -2023 Page 1 **REPORT ON THE YEAR 2022/2023** ## **1. Committee Officers.** Chairman: Mr Ken Harper Vice Chairman: Mr Tony Barron Secretary: Mr Tony Horry Treasurer: Mr Tony Horry Booking Secretary: Mrs Sylvia Claridge/Mr Tony Barron Publicity: Mr John Mayer ## **1. Annual General Meeting –November 2023** At the AGM held on 20[th] November, the Chaiman thanked the Committee who have continued to work behind the scenes during 2022 to 2023 which has been a busy year for the VH and the Community which hosted the Coronation celebrations. During the year an online booking system has been introduced co-ordinated by Tony Barron A major change has been to install the infrared heating system, largely financed by a grant from National lottery Community fund and a contribution for Kewstoke Relief In Need Fund. Other maintenance in other areas of the building including upgrading fuse boxes into comply with current regulations. The Chairman concluded with thanks to Sylvia Claridge who continues to in the very important role as Booking Officer. recorded thanks to members of the Committee who continue to support the management of the Hall for the benefit of the local community. ## **2 . Secretary’s Report – 2022-2023** The Vice Chairman, Tony Barron, has progressed the setting up of an on-line booking system with Lemonbooking.com at a cost £330 for 12 month subscription. The scheme includes a basic website Web: https://kewstoke.lemonbooking.com In the first year there has been a considerable uptake of on-line payments of hire charges. Sylvia Claridge has continued to manage some invoicing manually. A review of Hall Hire charges will now be necessary due to the increases in Gas & Electricity energy charges in the new contracts effective from Summer 2023. New contracts arranged through EnergiSave. (Dan Wiseman – 01772 674169) A quote of £13000+ received from ARC Heating after survey to replace the Main Hall Heating with infrared heating panels. This was revised from the original quote in 2022 due increases in cost of materials and labour. A grant of £9000 has been received from the application made in November 2022 to the AFE@tnlcommunityfund.org.uk (Ref. No. 20220065) Maintenance – during the year necessary work has been overseen by the Chairman and Caretaker MH Electrical (Mark Haycock) has replaced main fuse boxes in order to comply with regulations. Front Door lock refurbished. All annual inspections have been carried out to all fire safety equipment, security alarm systems and smoke/heat detectors and the gas boiler heating system. ## **3. Annual Inspections and Health & Safety** All annual inspections have been carried out to all fire safety equipment, security alarm systems, smoke/heat detectors and the gas boiler and heating system. - Fire extinguishers and equipment inspected and replacements made as required. - Electrical Inspection carried out - Emergency Lighting inspected and replacement units installed as necessary. - Security Alarms inspected. - Main Hall heating and gas boiler serviced - Check of First Kits The Committee reviews any items of Health & Safety and Fire Risk at each Committee meeting. Kewstoke Village Hall Annual Report 2022 -2023 Page 2 **Defibrillator** installed in 2015, at the north-east corner of the Hall. The project was funded by the Parish council and is registered with the SW Ambulance Service. It is electrically connected to the Hall in the boiler room and is subjected to weekly and monthly checks. The unit has been included on the VH insurance policy. The HeartSine Samaritan Adult Pad-Pak was replaced in July 2023. ## **Premise Licence** Ken Harper (Chairman) continues as the Designated Premises Supervisor. ## **No Smoking Legislation** The Committee has complied with the legislation which came into force in July 2007 **4. Finances and Administration. Bankers: HSBC Charitable Bank Account: 21256505 HSBC Business Money Manager Account: 41331809 Branch Sort Code 40-47-18 held at Weston-super-Mare Reserves held in COIF Account No. 819430001C** ## **Insurers: ANSVAR Insurance Co (from Aug 2006) BPP2180886** **Agent:** Norris & Fisher (Insurance Brokers),Threefield House, Threefield Lane, Southampton, SO14 3LP ## **Treasurer: Mr Tony Horry** With some degree of normality returned, our income from hall letting was £22,847 to which we added £11,000 of grants towards the replacement of the main hall heating. The replacement heating system from ARC Heating cost £13,887 which with overheads, maintenance and running expenses shows a total expenditure of £40,225 - excess of expenditure over income of £5,830 for the year ending 30[th] Sept 2023. The notes on the Income and expenditure account show how our expenditure is made up. New contracts for energy supply have come into effect: Gas supply- from July 2023 fixed contract with British Gas Lite until July 2026. Electricity supply from Sept 2023 with British Gas Lite is fixed contract until August 2025 With national energy prices increased we are going to have to review our Hall Letting charges to take account of increased expenditure. We now have on-line business banking available, which has greatly reduced the cheque transactions. Tony Horry, as Secretary/Treasurer is the Primary User. HSBC changed our account to Charitable Account and introduced bank charges of £5.00 per month plus transaction charges which has cost the Village Hall £106.68 in 2021-2022. ## **No changes are required to the bank mandate, agreed in 2015, with Ken Harper, Colin Hill, Tony Horry and John Mayer as signatories of the HSBC and COIF accounts. Any two persons to sign all cheques.** The Chairman expressed his thanks to Tony Horry preparing the accounts which were approved by the meeting. The Management Committee continue their policy of having a reserve fund in a COIF account kept around £10,000 for emergencies and contingencies ## **6. Community Activities** Kewstoke Village Hall works closely with the community, with two Trustees being members of Kewstoke Parish Council. The Secretary liaises with Sue Ryall, Kewstoke local historian and Archivist. The records of Kewstoke Local History are held in the Village Hall. Mr David Manuel has agreed to continue as Honorary Architect. A.H. Secretary January 2024 Kewstoke Village Hall Annual Report 2022 -2023 Page 3 ## **KEWSTOKE VILLAGE HALL & PLAYING FIELD TRUST** ## **REGULAR USERS – 2022/23** Kewstoke Art Group Monday afternoon Scouts/Subs/Beavers Monday & Thursday Evenings Institute of Advance Motorists Tuesday Evening (monthly – 3[rd] ) + Committee Meetings Tuesday Club Tuesday afternoon (Fortnightly – 1[st] and 3rd) Womens' Institute Tuesday afternoon (monthly - 2nd) Kewstoke Short Mat Bowling Club Monday AM Wednesday PM Pilares Class Wednesday Evening Beavers Thursday Evening Cubs Thursday Evening Tea Dance Friday afernoon Dance Club Wednesday AM & Friday PM Sporting Weston AFC Saturday afternoon - field Trefoil Guild 1st Monday eve monthly Kewstoke Parish Council 1st Monday eve monthly Blood Donor Sessions Sessions 3 times a year ## **OCCASIONAL BOOKINGS** The Hall is available for occasional bookings/events: e.g. Weddings, Family Parties, Childrens Parties, Public Meetings, jumble sales, fetes and shows, school exchange visits, School concerts, Concerts and Dances. Childrens Dance Events Kewstoke Village Hall Annual Report 2022 - 2023 4 ## **KEWSTOKE VILLAGE HALL & PLAYING TRUST** ## **MANAGEMENT COMMITTEE 20023/2024** ## **ELECTED** |**ELECTED**|||| |---|---|---|---| |Mrs Sylvia Claridge|10 Knight Close, Worle,||| ||Sylviaclaridge18@gmail.com
||0700022665| |Mr Tony Barron|17 Old Bristol Road, BS22 6DA||262905| ||tonybarron37@gmail.com||07756575171| |Mr Tony Horry|Hillside Cottage, Kewstoke Rd, BS22 9YD||628383| ||tony.horry@gmail.com
||07484275360| |Mr David Manuel|Stolford Cottage, 70 Bristol Rd Lower, W-s-M||625149| ||BS23 2PU –manwelly1047@gmail.com
||07443523535| |Mr John Mayer|3 Kew Fields, Kewstoke Road, BS22 9YF||620529| ||johnmayer@taxassist.co.uk||| |**REPRESENTATIVES**|||| |Mrs Shiralee Baxter|11 Court Road, Kewstoke, BS22 9UT||620372| |(Arts & Crafts)|shiralee.baxter@gmail.com||| |Linda Farrell|6 Beach Road, BS22 9UZ||07710171654| |(Kewstoke WI)|katlindream@gmail.com||| |Fiona Hunter|7 Beach Road, BS22 9UZ||251123| |(Kewstoke WI)|fionahunter@hotmail.com||| |Mr Ken Harper|Blandford, 20 Sand Road, BS22 9UH||419331| |(Kewstoke Parish Council)|kjharper001@gmail.com||07852669637| |Mrs Lindsay Ireland|11 Southside Crescent, BS22 9UK||420851| |(Kewstoke School)|lindsayireland@hotmail.co.uk||| |Miss Janet Meredith|5 Holly Rise, Ardnave Park||622750| |(Kewstoke Short Mat Bowling|Club) jmeredith924@gmail.com||07825586268| |Ms Sian Roe|95 Verbena Way, Worle, BS22 6RN||| |(Sporting Weston FC)|Sianeoe87@hotmail.com||| |Mrs Chris Smith|7B Crookes Lane, BS22 9XL
||633996| |(Tuesday Club)|chriss254@sky.com
||07468753779| |Mrs Janet Sullivan|2 Kewside, Kewstoke, BS22 9XR||413439| |(Weston Priory Trefoil Guild)|||| |Gareth Withers|8 Hillcroft Close, BS22 9RY||620331| |(Kewstoke Scouts)|gareth.whithers@1stkewstokeScouts.org.uk
||07808777241| ||Gareth_withers@btinternet.com||| |Geraint Williams|5 Eastfield Park, BS23 2PE||| |(Sorting Weston FC)|geraint44@hotmail.com
|07493261378|| ## **CO-OPTED** **OFFICERS – 2023/24** Chairman: Ken Harper Vice Chairman: Tony Barron Secretary: Tony Horry Treasurer: Tony Horry Publicity: John Mayer Booking Officer: Tony Barron ## **Caretakers** Mr Ron Palmer 417863 07375765340 Kewstoke Village Hall Annual Report 2022 - 2023 5 **Tony Horry Treasurer** ## **KEWSTOKE Accounts VILLAGE HALL 1 October 2022 to** ~~**30 September 2023**~~ **PROFIT & LOSS** |~~**eptemer**~~
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**PROFIT & LOSS**| |---|---|---|---|---|---| ||||||| |**INCOME**||**2022/2023**||**2021/2022**|| |Letting||£22,847.00||£21,058.00|| |Fund Raising (Bingo)||£0.00||£0.00|| |Grants||£9,000.00||£2,667.00|| |Donations - Heating||£2,000.00|||| |Donations - Floor||£203.00|||| ||||£33,847.00||| |Football Club Grant|||||| |HSBC Bank Interest||0.68|||| |COIF A/C Interest||344.01||£43.12|| ||||£34,394.69||£23,768.12| |**EXPENDITURE**|||||| |RunningCosts|||||| |Wages||£4,836.00||£3,813.00|| |Services|||||| |Gas||£3,522.94||£725.31|| |Electric||£1,094.05||£1,075.95|| |Water||£1,296.55||£1,164.95|| |BT||£1,042.76||£954.15|| ||||£11,792.30||£7,733.36| ||||||| |Maintenance/Grounds(Note 1)|||£20,465.72||£5,930.05| ||||||| |Consumables(Note 2)|||£3,704.95||£2,849.30| ||||||| ||||||| |Overheads(Note 3)|||£3,010.21||£2,592.95| ||||||| |Others(Note 4)|||£1,251.89||£1,607.53| ||||||| ||||£40,225.07||£20,713.19| ||||||| ||||||| ||**PROFIT/LOSS**||-£5,830.38||£3,054.93| ||||||| ||**BALANCE SHEET**||||| |||2022/2023|||**2021/2022**| |**CURRENT ASSETS**|||||| |HSBC Current A/C||£12,110.21|||**£18,488.28**| |HSBC Savings A/C||£209.55|||**£5.87**| |COIF A/C||£9,916.73|||**£9,572.72**| ||||||| |**NETT CURRENT ASSETS**||£22,236.49|||**£28,066.87**| |**CURRENT LIABILITIES**|||||| ||||||| |**FINANCED BY**|||||| |Brought forward balance||£28,066.87|||**£25,011.94**| |Profit and loss account||-£5,830.38|||£3,054.93| |||£22,236.49|||**£28,066.87**| ||||||| Prepared by A Horry 6 Nov 2023 **KEWSTOKE VILLAGE HALL** **Tony Horry Treasurer** ## **Accounts 1 October 2022 to 30 September 2023** ||**epem**|**er**||| |---|---|---|---|---| |**Kewstoke Village Hall Expenditure to 30th September 2023**||||| |||||| |**Expentiture**||||Col| |**Running Costs**|Wages|£4,836.00||E| |**Services**|Gas|£3,522.94||F| ||Electric|£1,094.05||G| ||Water|£1,296.55||H| ||BT|£1,042.76||I| ||||£11,792.30|| |**Note 1**||||| |**Maintenance/Grounds**||||| |Annual Servicing|H&H Alarms|274.08||J| ||DSS Alarms|£222.60||K| ||Fire Equipment|£430.20||L| |||||| |Grounds||||| |SportingWeston|KFC Grass cut|£550.00||N| |||||Z| |Repairs/Improvements|Building|£1,151.07||O| ||Scott(Stage)|||| |EmergLights|MH Electrical|£3,950.00||Q| |New Heating|ARC Infrared|£13,887.77||M| ||||£20,465.72|| |||||| |||||| |**Note 2**||||| |**Consumables**|Window Clean|£360.00||R| ||WSS|£1,159.09||S| ||Rentokil(Mats)|£235.90||T| ||BTE(Toilets Service|)
£1,949.96||U| ||||£3,704.95|| |**Note 3**||||| |**Overheads**|PRS/PPL|£139.20||W| ||NSC Licence|£180.00||X| ||NSC Waste|£530.68||Y| ||Insurance|£1,723.71||Z| ||Bank Charges|106.62||AA| ||Lemonbooking|£330.00||AE| ||||£3,010.21|| |**Note 4**||||| |Other|Expenses|£1,011.89||AB| ||Refund Lettings|£170.00||AC| ||Txfr to Savings|£70.00||AD| ||||£1,251.89|| |||||| ||||£40,225.07|| Prepared by A Horry 6 Nov 2023 CHARITY C0KMIs￿oN Independent Examinerfs Report on the Accounts Section A Independent E¥affliner's Reporl £ V1￿4￿C-.F RepDFI 10 the Irustees/members ol On a(￿￿￿tS for the year pnded Charity no lil any) Sel out on page5 Respethe respwbilibes of trustees The chaiily'5 Iru5tees ale responsible foi the preparation of the aciount5. The charity's exaM1r￿ tiusiees consider that an audil Is not required fDE this yeai under section 43121 ol Ihe Chariiies Aci 1993 (the 1993 Acil and thai an Independent examination Is needed. 11 is tny ￿SponSibl111¥ to.. examine the accounts under se¢iion 43 01 the 1993 ACI, to follow the procedufes laid down in the general Directions gwen by tho Charity (ornffii55ion lundei section 4317llbl ol the 1993 Act, and to slate whether particular mattels have come to my attention. Ba* of Independent examlnerf5 St*ement My examination was (ariied out In accordarKe with general Oirettions given by the Iharily commission. An examinblion i￿ludeS a review ol the accountlflg recoids kept by Ihe chaiity and a comparison DI the accouTrls presented with those iecord5. 11 also include5 lotlsideralion of any unusual items 01 disc105uies in the accoun15, and seeking explanoiions from the Iru51ees ionorTring any such matter5. The pl0￿dureS undertake do not provide all the evidence that would be required in an audit, and consequently no opinion 15 given as lo whether the aicount5 piesefit a 'tFue and fair, vi2w and the report 15 lifflited lo Ih05e fflalteFS set out in the stèlernent below. dependent examlnerf5 Statement In connection with my examina11¢￿, Tro rnèiteF has come 10 my atientlon lother than that disclosed below'l-. {il which gives me reasonable cause to believe Ihat in. any material iespe(t, the requiremenl5-. lo keep accouniiryj tewrds in accoidance wth ￿tIOn 41 of the 1993 ACL. and to prepare accounts whi