2024-03-31-accounts

KIRTLINGTON VILLAGE HALL MANAGEMENT COMMITTEE

South Green, Kirtlington, OX5 3HJ

Trustees’ Annual Report for Year April 2023 to March 2024

The Hall’s Governance

Legal status

The charity is established by Trust Deed dated 11th March 1985, whereby the Kirtlington Parish Council declared the Trusts on which it holds the leasehold land now occupied by the Sports field, the Village Hall and the car park.

The Charity Commission number is 291663

Objects, Policies and Organisation

The Trust is established to provide and maintain the Village Hall for the benefit of the parishioners of Kirtlington without distinction of political, religious, or other opinions and with the object of improving the quality of village life.

The Hall is available for hire by an individual or an organisation in accordance with the Standard Hiring Agreement, the Health & Safety Policy and the scale of charges adopted for the year.

The Management Committee is elected or appointed on an annual basis, with the officers being elected from the membership of the committee. The Annual General Meeting is usually held in May/June.

The Hall’s Management Committee for 2023/24:

Elected

Chair – Bob Wilkes. Resigned February 2024. Position vacant in March 2024 Hon Secretary – Jacqui Hogan

Hon Treasurer – Paula Harvey Independent – Celia Hawkesworth, Nicola Allison Jeffrey Miles has been co-opted with effect from April 20204.

Kirtlington Parish Council: Briony Enser

Representing Organisations

Youth Club – Liz Pinker, Zoe Cumming

Film Club – John Moore – resigned October 2023. Position vacant up to March 2024.

Honorarium Positions

Booking Manager – Sian Smith Hall Caretaker– Mark Harrison

The trustees would like to record their gratitude to Bob Wilkes, who resigned as Chair in February; over the last five years, Bob has made an enormous contribution to the running of the Village Hall, both in steering the committee, and in undertaking many tasks to maintain and improve the fabric of the hall.

We were also sorry to lose John Moore, who represented the Film Club for many years, and was a valued member of the committee.

Other hall users could nominate representatives: Busy Bees, Kirtlington Morris, Historical Society, Badminton Club, and Women’s Institute. We currently have no coopted members from the businesses that use the hall. We warmly welcome new volunteers, and are currently actively trying to recruit a new Chair and Vice-chair.

The Hall’s Finances

The Trustees are responsible for the preparation of the financial statements, and for keeping proper accounting records that disclose the financial position of the charity. The Trustees have elected to prepare the financial statement on the Receipts and Payments basis. The hall’s finances are currently in a healthy position; full details for the year are given in the Treasurer’s report.

The Hall’s profile and use

The sports field has once again been used by football clubs from Bletchingdon and Chesterton. A pizza van has been trading in the car park on Saturday evenings. The defibrillator outside the hall has been registered and serviced by KPC.

Lettings for the year 2023-24

The hall has been well-used by local clubs and for community events, as well as commercial lettings to local businesses.

The Hall’s fabric and services

A new projector and lectern have been purchased. Dimmable lights have been fitted in the main hall. We have replaced the heaters in the Cedar room (which is used by the Youth Club).

We are currently planning a major project, to refit the kitchen; planning started in October 2023, and we were fortunate to be awarded a CDC Rural England Prosperity Fund grant of £15,000; this grant is conditional upon our raising matching funds. We have received some extremely generous pledges towards this end, and we will embark upon community fund-raising when final target figures are known.

Safety procedures: the schedule of regular checks has been maintained by the Caretaker, Mark Harrison. The training of Fire Wardens continues to be outstanding.

Maintenance: regular checks are carried out by the Caretaker; several maintenance tasks have been carried out.

The Hall’s future

The Management Committee members remain committed to ensuring the future of the Hall as a community asset for the benefit of all in the village and in the surrounding area. We work hard to steward the finances responsibly so that we can continue to maintain and improve the fabric of the village hall. We continually work towards fuller use of the Village Hall.

Trustees of Kirtlington Village Hall Management Committee, June 24[th] , 2024.

Kirtlington Village Hall Management Committee

Treasurer’s Report for the Year 2023-24

The Receipts and Payments Accounts for the year 2023-24 are attached. We are very grateful to Kevin Brown for examining these accounts at the end of the financial year.

Overview

Bookings income has been very healthy, and our main fundraising event, the fireworks in November, was a great success in financial terms. We have been able to undertake some capital projects to improve the amenities of the hall.

Capital Position

At the start of the financial year, our overall cash balance, including both current account and savings account, was £31,130. We ended the year with a total cash balance of £37,143.

Income

Our total income for the year was £29,750. Our only constant sources of income are bookings receipts, and the profit from the Fireworks evening. Bookings income this year totalled £18,247, which is very encouraging, and the net profit from the fireworks was £6,004.

We would like to acknowledge some very generous donations. We received £1,000 from the Fete committee, towards the purchase of new audio-visual equipment for the main hall, and £335 from the Village Quiz; we are extremely grateful for this financial support. We received £776 in feed-in tariff income from the PV panels on the roof of the hall.

Expenditure

The total expenditure for the year was £23,737. The main routine expenditures were £1,800 on honorariums, £3,484 on water and electricity, £1,980 on insurance, and £6,396 on cleaning and general maintenance work. We spent £1,453 on a new projector and lectern, of that sum £1,000 was the donation from the Fete committee. We spent £1,378 on installing dimmable lighting in the main hall, and £1,236 on replacing the heaters in the Cedar Room (which is used by the Youth Club).

Summary

In simple cash terms, we have this year shown a surplus of income over expenditure of £6,012. It is worth noting that this figure is almost identical to the profit on the Fireworks, which means that other income and expenditure were equal.

Paula Harvey Hon. Treasurer

Registered Charity No.291663 20/05/2022

CHARITY COMMISSION Independent examiner's report on the FOR ENGLANDAND WALES accounts

Section[A]IndependentExaminer'sReport
ReporttothetrusteesKirtlingtonVillageHallManagementCommittee
Onaccountsforthe31 March2024CharityNo291663
year[ended]
Setouton pages1-3
Ireporttothe trusteesonmy examinationofthe acoountsof theabove
charity(heTrust)forthe yearended2024
ResponsibilitiesandAs thecharity'strustees,youareresponsibleforthepreparationofthe
basisofreportaccountsinaccordancewith the requirementsofthe CharitiesAct 2011(the
Act).
Ireportinrespectof myexaminationoftheTrust'saccountscarriedout
undersection145ofthe 2011Adandin caryingout myexamination,have
followedall the applicableDirectionsgivenby the CharityCommissionunder
section145(5)(b)ofthe Act

IndependentIhavecompletedmyexamination.I confimthat no materialmattershave
examiner'sstatementcome to myattentionin connectionwiththeexaminationwhichgives me
causetobelievethatin,any materialrespect:
•theaccounting records werenotkept inaccordancewithsection
130of the CharitiesAct;or
theaccountsdidnot accordwiththeaccountingrecords,or
theaccountsdidnotcomplywiththeapplicablerequirements
concerningthe formandcotentofaccountsset outinthe
Charities(AccountsandReports) Regulations 2008otherthanany
requirementthattheaccountsgiveatrueandfairviewwhichis
not amatter considered as partofanindependentexamination.
Ihave no concernsandhavecome acrossno othermattersinconnection
withtheexamination to whichattentionshouldbe drawninthisreportin
orderto engbleaproper understandingofthe accountstobe reached.
Signed:Date:
Name:KevinJamesBrown
RelevantprofessionalFCA
qualification(s)or body
(f any:
Address:BrackleyHouse,Heyford Road,Kirlington
Oxon,OX5 3HL

IER

Oct 2018

SectionBDisclosure

Onlycompleteiftheexaminerneedstohighlightmaterialmattersof concern
(seeCC32,Independentexaminationofcharityaccounts: directionsand
guidanceforexaminers).

Giveherebriefdetailsof
anyitemsthat the
examiner[wishes][to]
disclose

2

IER

Oct2018

KKTLINGTON VRLAGE HALL MANAGEMENT cOM MITTE Recalpts and payments ccounts foryerending 31/03/2024

Income
Bookings					E18,246.96
Donations					E1/480 35
Fund raiing					E8,539.18
EV chargersincome					E690.30
Feed-in tartffpayments					£776.00
Othes					£16.98
Total incoma					E29,749.77
xpenditure
Honorarlums					E1,800.00
deaning maintenanceand consumables					£6,396.00
Uities					E3,484.41
Fundraisng					£2,589.72
Projects fundedfrom			sadngs		£4998.27
Projects funded bygrantsor dontions					£1,145.0o
Insurancepremium					£1,979.6s
Other					E1344.12
Totel ependiture					23,737.20
Bcess ofincoeoverependiture					£6,01257
Csh summary
Asat31/o3/2023
loyds Bank current		ccount #00808449			E25,41552
Virgn Money savingsaccount52135F-03504					5,714.80
					£31,13032
Plusexcessof income			over expenditure		£6,01257
					£37,142.89
As31/03/2024
loyds Bank current		account #0OB08449			21411.11
Sikipton Bullding	Soc.		savingsa/e	922292121	E15,731.78
					E37,142.89
Signed
Chair						Bob Wilkes
Secretary						Jacqueline		Hogan
Hon Treasurer					anh	Paula	Harvey
Independent ecaminer						Kevin	Brown
					Date		e6	ry

etaredGertty29s