AGM 2024 Chair Report for Milborne Port Village Hall
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The Trustees and Management Committee are pleased to report that the Hall finances are in a very good position as of 31[st] March 2024. We have reserves of just over £25,000 and our annual income covers the annual expenditure leaving a profit of £877.70 not including the £3000 grant from the Parish Council.
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This is a large improvement on the previous year when income was lower due to the user discounts that we organised to help groups get back up and running after the pandemic.
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This good position is a testament to the hard work of the Officers, Trustees, Committee and cleaners over the last few years especially over the pandemic when the Hall had to shut for long periods of time.
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One new venture which started in August 2023 was the Indoor Market on Saturday mornings. This initially started in the Camelot Room but after extra requests for stalls it was moved to the main Hall.
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Sherborne Vale Dog Training club, who hire the Hall on a weekly basis, booked the Hall and playing field to host a National Kennel Club weekend event in September 2023 providing four display arenas. They are now one of our most important users.
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Monthly Film nights started again in September with a new supplier, Filmflixs, with “A Man called Otto”. This is valuable service for the village allowing those who do not want to go far at night to enjoy films here in the village.
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During most of the year we have had a reasonable number of children’s parties but the cost of living crisis has meant that sadly many future bookings for weddings and parties have been cancelled.
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The Committee has continued to improve the Hall facilities during the last year to make the Hall an even better and safer venue for all the users.
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A new storage rack for the Zarges ladder by the stage has allowed the large ladder to be stored safely away.
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The Committee have also had the chance to buy a excellent upright piano for the Hall in cooperation with the Opera.
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The online booking system with Hall Wizard has been a great success. The company has been extremely helpful in sorting out any queries or bugs that we have had since adoption. The system has been working efficiently and allows potential users to access the calendar online and then enquire about a booking if they want.
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The card machines for taking card payments have been successfully used at various events including the latest Milborne Port Opera production “The Drowsy Chaperone”.
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The bar at the Opera this year run by members of the Committee was very successful and it raised just over £1000 for Hall funds.
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The Hall was very fortunate to have a fixed rate electricity deal at 14p per unit until 30/09/2023. At that point a new fixed rate deal at a little over twice that amount was put in place with Scottish Power and finishes in January 2025.
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This doubling of electricity costs would have meant a very large increase in rates for the users which may well have reduced the income for the Hall because of cancelled bookings.
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This large cost increase combined with the lack of volunteers joining the Committee in recent years led the Committee to approach the Parish Council for help in October 2023 to create a sustainable future for Village Hall. We are very grateful that they were able to help us.
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We all know that the Hall is a wonderful facility for the village and needs to be maintained for the village in the future.
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However, the lack of volunteers has led to more work for fewer people on the committee which is unsustainable.
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The Parish Council agreed to help with a grant of £3000 towards the extra electricity costs which has allowed the Committee to keep the user rates down for users.
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The Parish Council has also agreed to become the sole trustee and a group of parish councillors have kindly joined the Committee.
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In addition, the Parish Council has employed a Hall Manager, Chris Sheeran, on a part-time basis who will be responsible for the efficient running of the Hall on a day-to-day basis.
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The Committee has put together a priority list of further upgrades to the building and top of the list are the Ladies toilets and upgrading the foyer area followed by building extra storage space. The committee will need to look for funding for these projects to further enhance the Hall.
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Before I finish, I would like to thank all the Trustees and Committee for their dedication and support during the past year. I would also like to give special thanks to those who work hard to keep the place clean for us, Michelle Cullen and Paul Girling. They have not only done the normal cleaning but have also maintained a special COVID cleaning routine to make sure every user is kept safe.
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Michelle has also been the keyholder as well as covering for Martin at times during the year when he has been in hospital. So, thanks must go to her for these important jobs she has done.
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I would like to thank Charlotte as Secretary for keeping us all in order during the year despite the accident she was involved in before Christmas. We missed her efficient recordkeeping, wise words and laughter and we are glad that she felt able to come back to help us in the last few months.
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Finally, I would like to thank Martin for all the many roles he has done to keep this Hall working so smoothly. He has made it look easy, but I know it is much more complex than it looks. Behind the scenes he has done a huge amount of work approaching every challenge with thoughtful care that puts the many users first.
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So, Milborne Port Village Hall continues to be used by a large variety of different groups from the community, for regular sessions and one-off events such as weddings, Christenings, birthday parties, business dinners, Bingo, blood donors and productions such as the Opera. It is a place where people come every day to relax, connect, learn, and celebrate.
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The Trustees and the Committee have been committed to continuing to provide the facilities for the community at a reasonable level of charge so that everyone in the community can benefit. I know that they have succeeded in doing that.
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I want to wish the Parish Council and Hall committee all the best for the future.
James Craw
Chair
17th June 2024
Milborne Port Village Hall Charitable Trust
Profit & Loss Account
Income
| Year End | Year End | |
|---|---|---|
| 31stMarch 2024 | 31stMarch 2023 | |
| Arts & Crafs | £701.00 | |
| Badminton Monday (Brooks) | £528.50 | £294.00 |
| Badminton Monday (Jackman) | £115.00 | £42.00 |
| Badminton Monday (Keenleyside) | £448.00 | £420.00 |
| Badminton Wednesday (Davis) | £466.50 | £451.50 |
| Blackmore & Sparkford Vale Hunt Sup | £56.25 | £133.00 |
| Bloom South Somerset & Sherborne | £1,123.75 | £975.25 |
| Boot Camp | £547.50 | £555.00 |
| Church of St John the Evangelist | £31.00 | |
| Commonalty Charity Lands | £174.00 | £140.00 |
| Crafs | £36.00 | |
| Event costs (recharged) | £457.96 | £205.00 |
| Evolve Fitness Training | £21.00 | |
| Grants & Financial Support (From MPPC) | £3,000.00 | |
| Filmfixs | £928.00 | £1,113.00 |
| Interest Received | £125.88 | £48.27 |
| Junior Sports | £52.60 | |
| Litle City | £468.00 | |
| Martal Arts | £103.50 | £31.50 |
| Miscellaneous Income / Gifs | £103.33 | £183.48 |
| MP Football Club | £126.50 | £42.00 |
| MP Gardening Club | £256.50 | £283.50 |
| MP Majoretes | £266.25 | |
| MP Opera | £1,083.06 | £149.00 |
| MP Parish Council | £136.75 | £69.00 |
| MP Playing Fields | £13.50 | |
| MP Short Mat Bowls | £1,160.25 | £834.70 |
| MPVH Catering | £1,494.50 | £1,276.90 |
| NHS Blood & Transplant | £333.00 | £194.25 |
| Non regular bookings | £3,585.59 | £3,211.25 |
| Religious Group | £63.25 | £42.00 |
| Sale of assets | £499.00 | |
| Sherborne Vale Dog Training School | £2,836.98 | £2,099.32 |
| Short Mat Bowls (exc MP) | £103.50 | £39.00 |
| Spirit of Milborne Port | £129.12 | |
| SSDC (polling staton) | £72.00 | |
| The Balsam Centre | £1,023.00 | £688.50 |
| University of the Third Age (U3A) | £471.00 | £383.00 |
| Yeovil RC Model Racing | £1,329.00 | |
| Yoga | £1,651.75 | £1,610.00 |
| Total Sales: | £25,715.42 | £15,921.27 |
Expenditure
| Year End 31stMarch 2024 |
Year End 31stMarch 2023 |
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|---|---|---|
| Advertsing | £35.00 | £75.00 |
| Booking System Sofware | £240.00 | £240.00 |
| Business Insurance | £1,383.18 | £1,325.16 |
| Cleaners Honorarium | £4,980.00 | £5,667.50 |
| Cleaning Materials / Equipment | £543.20 | £575.48 |
| COVID Specifc Labour | £3,150.00 | £2,270.00 |
| Electricity | £4,723.63 | £2,861.79 |
| Event Costs (recharged to Customers) | £421.14 | £300.00 |
| Filmfixs (net expenditure) | £1,275.00 | £1,295.58 |
| Hall Manager Honorarium | £186.00 | |
| Internet Costs | £522.12 | £526.18 |
| Keyholder Honorarium | £505.00 | £480.00 |
| MPVH Catering (Purchases) | £663.50 | £499.28 |
| New Purchases | £915.01 | £478.42 |
| Postage | £5.65 | |
| Premises Licence | £180.00 | |
| PRL/PPS | £136.31 | £33.42 |
| Repairs & Renewals | £979.76 | £316.95 |
| Statonery | £66.89 | £63.03 |
| Subscriptons | £100.00 | £100.00 |
| SumUp Card transacton fee | £5.97 | £3.99 |
| Telephone | ||
| Theatrical equipment (Sub Hire) | £25.00 | |
| Waste Disposal Contractors | £578.70 | £916.65 |
| Water | £427.31 | £299.59 |
| Write of bad debt | £307.25 | |
| Total Expenses: | £21,837.72 | £18,845.92 |
| Net Proft (Loss): | £3,877.70 | (£2,924.65) |
Milborne Port Village Hall Charitable Trust
Balance Sheet
| Assets Liabilites Capital |
Barclays Current Account £5,821.61 £4,800.35 Owed by Customers £3,142.65 £1,865.60 Santander Current Account £0.01 £0.01 Treasurer - Pety Cash £319.50 £178.00 Virgin Money Deposit Account £18,213.11 £14,937.23 Wessex Water £111.05 £54.86 Total Assets £27,607.93 £21,836.05 Electricity Budget Account £649.96 Owed to Suppliers £1,680.56 £605.84 Total Liabilites £2,330.52 £605.84 Total Assets less liabilites £25,277.41 £21,230.21 Bequest Dr. H. Rhys-Davis £119.61 £119.61 Bequest J H G Raymond £1,553.08 £1,553.08 Reserved - Public Meetngs £30.08 £30.08 Film 2022-2023 PC Subsidy Grant £45.00 £672.00 £1,632.65 Junior Bdminton Fund £525.00 £525.00 Covid 2022 Govt Grant £3,917.00 Accrued Capital £11,371.99 £4,413.44 Twelve Month Operatng Reserve £10,000.00 £10,000.00 Total Capital £25,277.41 £21,230.21 As at 31stMarch 2024 As at 31stMarch 2023 Additonal electricity costs Grant from MPPC (from 1.1.2024) |
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Milborne Port Village Hall
Report to the Trustees of accounts for the year ended 31s March 2024
RESPECTIVE RESPONSIBILITIES OF TRUSTEES AND EXAMINER
The Trustees are responsible for the preparation of the accounts.
The Trustees consider that an audit is not required for this year under section 144(2) of the Charities Act 2011 (the Act) and that an independent examination is needed.
It is my responsibility to:
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examine the financial statements under section 145 of the Act;
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follow the procedures laid down in the general Directions given by the Charity Commission under section 145(5)(b) of the Act; and
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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 financial statements, 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:
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(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 Act; and
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to prepare accounts which accord with the accounting records and comply with the accounting requirements of the Act; or
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(2) to which, in my opinion, attention should be drawn in order to enable a proper
understanding of the accounts to be reached.
9[th] June 2024
Christopher A McLean