WILSTONE VILLAGE HALL ANNUAL REPORT 2024-25 Wlistone Vlliage Hall- Registered Charity number 283995 1 Aprll 2024 to 31 March 2025 Names ofTrustees: PeterWalker-Chairm8n Blake McAdam-Vice-Chairman Alla Postings- Treasurer Peter Myrants- Bookings Secretary Helen P8ge- Secretary Governan¢e Wilstone Village Hall was established as 8 charity by 8 Trust Deed 5th December 1970. The building is owned bythe Tring Rural Parish Counciland is currently leased to the Wilstone Village HallTrust on a 99-year lease from 1970. The lease is a full rep8iring lease which means that. with a nominal rent payable (£1 per annum), the Village Hall Man8gement Commfttee 18 respon8ible for keeping the building in good state of repair. Appolntment of Trustees15) can be elected attheAnnu81 General Meetlng held in May each year. The Trustees ft)rni the Management Committee of the Viitsge HalL Up to 7 additional representative members can be also elected to join the committee. Committee is responsible for dayto day runningof the charity, o￿anIs1ngcha[1table events and governance. Pollcles and Proceduras To guide the Management Committee in exerclsingits dutyof careto members and users of the hall, the following policy statements have been adopted. • Financial Pollcy and Procedures (Expenses Policy) Health & Safety Policy Rlsk Assessment and Flre Safety Policy • Safeguarding Policy Hlrlng Agreement Use of the Village Hall is subjectto a HiringAgreementwhich must be agreed bythe hirerwhen booking. The hiring agreement sets outthe conditions of hire and identifies the respective responsibilities of each paty to the agreement. Llconces The hall has a Premises Licence including an alcohollicence. The hall is licensed by the Performing Right Society for live and recorded music provided the music by performers I users have their independent license to play music. Insurance The Village Hall is insured viith Allied Westminster with respect to propety damage and rebuilding costs (buildings insurance} forup to £1 million. It is insured with the same company with respect to Contents, Public Liability1£10.000,000), Employers. Liability 1£10,000.000) and Leg8lAssistance. The Managernentcommittee recognises that it is under a legal obligation to protect the building. its users and employees through adequate and appropriate insurance. Bulldlng188ues • The village hall is malntained In an excellent condition. In 2024-25 we have replaced overhead heaters fora more ecotriendly and economical solution {£9.0001 and upgraded internal doors tothe value of £3000to improve aesthetics and fire-proof quality. The roof is inspected annually. • PAC annual portable electrical appliances testing is carried out on a regular annual schedule. • Our mains electrical installation is checked bya qualified engineer annually. V1118ge hall Is using solar panels to reduce expenditure and has replaced all light fittings with LEDS. Firefighting appliances are inspected 8nnu8llyundercontractwith the supplier. • Volunteers from the Committee carry out other regular maintenance checks {e.g. first aid kit}. Objectlv88 of the Charlty Provision of a village hallforthe benefit of the inhabitants of the village ofwilstone without distinction of sex, sexual orientation. age, disabilty, nationalty, r8ce, political, religious or other opinions Use of the Village H81l for meetings. lectures and classes or other forms of recreation 8nd Leisure time occupation in the interests of socialwelfare and improving the social conditions of the life of the local residents • The Trustees consider these objectives to be consistent with Charity Commission guidance and align with our goveming document on providingfor the hallfor public benefit. These objectives have been pursued in the activities of the charity this year Principal Actlvttles In pursuit of Objectives • The Hall is in use mostdays of theweekfora varietyof activities includingscouts, Morris Dancing, Pilates, Yoga, Thai Chi and Jazzercise, Whist club, Dog training, Choir and Music band practice and art club aswell as ad hoc meetings. • The Hall is available for hire for private functions including children's partles. social functions and occasionalfund-ralsing events. Fundlng Strategy It is the strategy of the Twstee8 to manage the revenue budget on a self-financing basis. The hiring charges paid by users of the hall are set to achieve this. In 2024-25, hiring of the hall brought in receipts of circa £16.000, ofwhich £9,000 was from regular bookings. Income totalled circa £46,000. Village Fetewas held in the year and raised £13.000. Volunteers Volunteers were engaged forsome maintenance tasks. runningthe bar and managing event8. 2024125 Achlevements The Trustees work hard to make the hall attractive to potential users and measure their success bythe range of users and the hall occupancy. This iastyearwe have had a good set of regular bookings. in addition to special events like ourwinterfilm nights Flicks in the Sticks which are an important socialfunction. Achievements to note are: New initiative- introduced national Repair Café monthly momings in conjunction with the village shop Rep18ced overhead heaters for a more ecofriendly and economical solution (£9.000) and upgraded internal doors to Ihevalue of £3000 to improve aesthetics and fire-proof quality • Installed electronic door entry system • Created a new software for booking online connected to the village hall calendar Achieved increase in hirings bycirca 15% Reserv88 Pollcy The charity had £32,780.13 in the bank at theyearend. This includes £6,937.35 related to Rickerman Fund Trust (bequest of a vil￿gert0 aid children of the village) Current account Closing balance 31 Mar 2025 Deposit account closing balance 31 Mar 2025 Bequest on deposit account 718122 less spend to date Total deposit account closing balance 31 Mar 2025 Petty cash dosing balance 31 Mar 2025 Actual total closing balance 31 Mar 2025 8.279.77 25.842.78 6.937.35 8.279.77 32.780.13 980.01 980.01 42.039.91 Cash was kept av81lable forunforeseen expenditure in relation to building maintenance or urgent furniture or equipment replacement. At the end of the year petty cash balance was £980.01 It was the Trustees, intention to work towards maintaining unrestricted reserves of minimum £20,OOOfor unexpected expenditure. Village Hall 8ccounts are independently reviewed by a qualifled accountant annually. The trustees declare that they have approved the trustees, report above. Signed on behalf of the charity's trustees, Peterwalker Chairman Z. / ￿2￿/¥/ ature Date Alla Postings Treasurer Signature Date WILSTONE VILLAGE HALL- r ended 31 MARCH 2020 INCOME 202W26 Ad hoc hirings Regular hirings 6,638.12 9,137.50 Hirings sub4otal 15. 775.62 5.401.75 8,374.(K) 13.775. 75 Fete Events Ibaronty fmm 201tsV171 2.420.40 'NOn-donat￿" sutAotal 18, 196.02 Events (fjcket only from 201f/17) Donations Int8resl (Bonds + Depo&t acct.) Open Village donations Film night donations Repair Café Misc Totsl Income 3.681.01 77,456. 76 25.C 13,236. 565.37 4,618.47 2.434. 9,284.CNJ 614.62 12,970.07 3,094.CQ 697.20 761.75 45.617.66 973.87 39,309.97 EXPENDITURE Cleaning 4.826.91 3.172.05 3,754.27 3.892.58 1.CW)O. 884.18 1.911.82 3,693.94 15. 136. 79 4.2￿.99 3.310.20 13.029.52 36,677.50 Honoraria Insurance Rep8ir8 Iserv￿ing I minor wrrks Sundries 910.53 3,411.61 1,472.36 Day4trday su&￿181 14, 793.46 4,113.58 8.146.38 14.524.07 41,677.49 Events Fete (Open Village 2017&191'. J(knilee 22 New equipment I fafutb. Total expendltur• SURPLUS I DEFICIT FOR YEAR 4,IMO.17 3,632.47 ASSETS & UABILITIES at 3110312025 31103r2024 Current account Business deposit acc4)unt Bonds Pety cash 8,279.77 25,842.78 4,823.93 22,879.16 980.01 35,102.$6 3,359.30 31,062.39 reprosenling Brought fo￿ard accumulated SLKpIug Surplus I deficit for yèar 31,062.39 4,040.17 36,102.06 27,429.92 3.632.47 31.062.39 41.01 o.( Signed I dated All8 Postings Treasurer I have examined the Statement of Accounts afx)vg and cerbfy that they are ir Signed I d8ted ## **Independent examiner’s report to the trustees of Wilstone Village Hall** I report to the trustees on my examination of the accounts of Wilstone Village Hall (the Trust) for the year ended 31 March 2025. ## **Responsibilities and basis of report** As the charity trustees you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’). I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. ## **Independent examiner’s statement** I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect: 1. accounting records were not kept in respect of the Trust as required by section 130 of the Act; or 2. the accounts do not accord with those records. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report to enable a proper understanding of the accounts to be reached. I would however make the following recommendations: • In respect of the £10,000 Rickerman bequest, I would recommend that the banking arrangements along with the parameters for accessing said funds are included in either the committee or the AGM minutes. I understand that this practice is now underway. : • As the current arrangements for cleaning the Village Hall come to an end, I would recommend that in future cleaning is paid for through the bank and upon receipt of an invoice. I understand that this practice has been in operation since May 2025. • I would urge the Trustees to embed more fully a Reserves Policy that will formally document both the mechanism for accessing funds set aside for either potential need or specific purpose, and each specific withdrawal. Signed: Anna Beck FCCA Address: 8 Chapel Fields, Wilstone, Tring, Hertfordshire, HP23 4SL Date: 27 January 2025