21° May 2026 RE: Bowerhill Village Hall Trust We have examined the computerized records provided, and would like to point out the following.. We have not carried out an audit. We have not verified that expenses have been posted to the correct cate80ry. We can confirm that we have checked the year end bank statemenis for the following two accounts.. Lloyds Bank 02720296 Lloyd5 Bank 03418194 Balance as at 3110312026 Balance as at 3110312026 £1.704.13 £28,597.74 These match to the bank statements meaning that there are no discrepancies in bank figures. Yours faithfully, Charlton Baker Balance Sheet Bowerhill Village Hall Trust 1 1610412026 1A)a12025- 3110312026 Ib,54774 I UF Ewty >X14791 TfknlE .17Mll -rni¥ ￿L￿ 57 LX MTTW yL7• .ru7AP **BOWERHILL VILLAGE HALL TRUST** Registered Charity No. 297945 ## **ANNUAL GENERAL MEETING** ## **ON** **TUESDAY 7[TH] JULY 2026 AT THE BOWERHILL VILLAGE HALL 7.30PM** ## **BOWERHILL VILLAGE HALL TRUST** Registered Charity No. 297945 ## **ANNUAL GENERAL MEETING** ## **AGENDA** Meeting to take place on Tuesday 7[th] July 2026 in the Village Hall, Bowerhill at 7.30pm 1. Apologies for Absence 2. Minutes of the Last Annual General Meeting 3. Matters Arising (not covered elsewhere in this agenda) 4. Chair’s Report 5. Treasurer’s Report 6. Adoption of Accounts for Year Ending 31[st] March 2026 7. Appointment of Auditor for Accounts for the Year Ending 31[st] March 2027 8. Booking Secretary Report 9. Adoption of the BVHT Constitution 10. Election of New Committee to Serve for the Year 2026/2027 - a) Representatives of Village Hall Users b) Election of 6 Members of the Public 11. Opportunity for Questions and Comments from the Floor ## 12. Any Other Business - a) Review of Hall Charges. Following the Annual General Meeting there will be a short meeting of the new committee to elect Officers and consider any urgent business. **Bowerhill Village Hall Trust** Registered Charity Number: 297945 ## – Minutes of the Management Committee Annual General Meeting Tuesday 1[st] July 2025 7.30pm ## **Members present** Chris Broom, Mark Harris, Lynne Smith, Rosemary Bellinger, Marilyn Mills, Ann Finch, Chris Smith, Robert Shea-Simonds, Vicky Dorey, David Pafford. |**1. Apologies for**
**Absence**|Jemma Humphreys|| |---|---|---| |**2. Minutes of last**
**meeting.**|The minutes from the previous meeting held on 9thJuly 2024 were
agreed as a true record.
Proposed Mark Harris, Seconded Robert Shea-Simonds, all agreed.|| |||**Action**| |**3. Matters Arising**|None|| |**4. Chair’s Report –**
**Mark Harris**|We have 20 regular users plus numerous individual bookings, mainly
party bookings at weekends. During the past year we have welcomed
two new users – Man Down and the West Wilts Pulmonary Fibrosis
Support Group. We also have SEND Stay and Play and Bobby Tots
during school holidays.
Radcliffe Fire Protection continue to maintain the fire and intruder
alarm systems and the CCTV system. All the systems have been
serviced and certified by them, and they have been very responsive
to any problems, and at a much lower cost than our previous service
provider. Radcliffe have been commissioned to carry out the Fire
Risk Assessment which is now required by legislation. This will take
place at the end of July.
With the aid of grants totalling £8,625 from Melksham Without Parish
Council (£5,000) and Wiltshire Council (£3,551 via the Melksham
Area Board) we were able to refit the kitchen, including replacing the
flooring. The total cost of the kitchen was £12,142 and the flooring
was £2,255. The balance of the cost (£5,772) was paid from our
reserves.
In January 2025 we replaced the multimedia projector at a cost of
£1,390 as the old one was no longer fit for purpose.
In November 2024 it was necessary to replace four of the blue chairs
at a cost of £218. At the same time we purchased some new smaller
tables for use by the Toddler Group. The Toddler Group contributed
50% of the cost of the tables.
The gully in the car park continues to be cleaned out regularly, but
this doesn’t seem to be effective anymore. September 2024 saw the
worst flooding for 10 years so a major project is underway to replace
the soakaway with a Sustainable Drainage System which will
alleviate much of the flooding in the car park. It is hoped to have this
installed by the end of the school summer holidays.
At our AGM in July 2024 Mark Harris and Chris Broom were re-
elected to the positions of Chair and Secretary respectively. Ann
Finch was elected Vice-Chair and Lynne Smith was elected
Treasurer. Other members of the committee continued in their
previous roles.
Our websitewww.bowerhillvillagehall.org.uk and online booking
system continue to work well with support from our web designers
Primate Web Design, a local enterprise based in Melksham. Our
bookings have increased to such an extent that there is little room to
accommodate new regular user-groups. The number of hours the
hall is in use has remained roughly the same as last year.
We look forward to seeing the hall go from strength to strength and
continue to provide a service to the local community.|| **5. Treasurer’s Report** We remain in a healthy financial position. The committee are able to **– Lynne Smith** maintain high service standards to the community, whilst investing in Village Hall Facilities and infrastructure. **Financial Position:** **2025 2024 2023 £ £ £** Treasurer’s Account 6,567.56 12,740.62 16,008.90 Savings 23,932.74 14,303.71 14,139.00 ________ _________ ________ 30,500.30 27,044.33 30,147.90 ________ ________ ________ Copies of the supporting bank statements at the end of March are available. We continue to use Lloyds Business Finance Assistant and Basic PAYE, at no cost to the village hall. The Auditors have had a few changes and are now known as Charlton Baker. The accounts have been checked, but not had a full audit, I presume due to time restraints. We received grants of £5.000.00 from Melksham Without Parish Council and £1,000.00 from Wiltshire Area Board. £1075.96 of our income came from having Solar Panels on our roof. These amounts went towards our kitchen refurbishment. Balance Sheet Bowerhill Village Hall Trust I 0110412024- 3V0312025 ASSErs 11]OLKI- Bank 10210- Bank Account 80W_30987503418194 23,932.74 16,173.60 16,Q08.90 10220- Bank Account BOW-30987502720296 6,567.56 10,870.73 14,139.01 109W- Bank in Transit IQOOO-Total Bank 30,5￿.30 27044.33 30,147.91 14000- Olher Current Asset5 144W- Undeposited Funds 140(K)- Total oiher Current Assets TOTALASSETS 30,5Tr).30 27,044.33 30,147.91 LIABILITIES & EQUITY Equity 39(￿- Eq¥ity 39004- Paid-in Capital 30,147.91 30,147.91 30,147.91 39005- Rptained Earnings -3,103.58 39000- Tot31 Equity 27.044.33 30.147.91 30,147.91 Net Incorne 3,455.97 -3.103.58 Total Equity 30.$00.30 27.044.33 30.147.91 TOTAL LIABILITIES & EQUITY 30.500.30 27,044.33 30,147.91 |**6. Adoption of**|The accounts were adopted:|| |---|---|---| |**Accounts for Year**|Proposed by Mark Harris|| |**Ending 31st March 2025**|Seconded by Chris Smith|| ||All agreed|| |**7. Appointment of**
**Auditor for Accounts**
**for the Year Ending 31st**
**March 2025**||Charlton Baker
Proposed by Chris Broom
Seconded by Mark Harris
All agreed|| |---|---|---|---| |**8. Booking**
**Administrator Report**||2024 to 2025 has seen bookings maintained at a similar level
to the previous year. Some regular customers have left and
been replaced by new ones.
We continue to receive requests from people wanting to book
a new regular slot, but this is now very difficult.
We seem to have accumulated several irregular regulars who
use the hall frequently, but not regularly i.e. weekly,
fortnightly or monthly.
Ad-hoc bookings are accommodated where possible and
weekends are busy with parties, with children’s birthday
parties being a particular favourite.
The recent price increases don’t seem to be putting people
off, quite the reverse if anything. The last round of increases
has enabled us to keep pace with the increasing costs of
running the hall so we’re not running at a loss.
Some changes have been made to the online booking form
to allow customers to say whether or not they have read and
understood our Terms and Conditions. I am trying to find a
way of getting a link onto the booking form as, at the moment,
this can only be done via a link on the website.
The Hallmaster booking system continues to evolve with new
features and improvements being added regularly.|| |**9. Adoption of the**
**BVHT Constitution**||Proposed by Mark Harris
Seconded by Chris Broom
All Agreed|| |**10. Election of New**
**Committee to Serve for**
**the Year 2025/26**||**Representatives of Village Hall Users:**
Bowerhill Scout Group – Chris Broom
PHAB – Rosemary Bellinger
Craft, Coffee & Chat – Ann Finch
Parish Council – David Pafford
Busy Bees – Marilyn Mills
Man Down – Chris Smith
Piecemakers Quilt Group – Vicki Dorey
**Election of 6 Members of the Public**
Mark Harris – proposed Chris Broom, seconded Chris Smith
Lynne Smith - proposed Chris Broom, seconded Chris Smith
Robert Shea-Simonds - proposed Chris Broom seconded
Chris Smith.
Three more members of the public can be co-opted onto the
Committee throughout the year.|| |**11. Opportunity for**
**questions and**
**comments from the**
**floor**||None|| |**12. AOB**||There is no proposal to increase the hall charges.
Robert Shea-Simonds gave a vote of thanks to the Officers
of the Committee for all of their hard work over the past year.|| |**Meeting closed at 7:50pm**
**Date of Next AGM Meeting – Tuesday 7th July 2026 7.30pm Bowerhill Village Hall**|||| **Bowerhill Village Hall 2025-26 Chair’s Report** We have 21 regular users plus numerous individual bookings, mainly party bookings at weekends. During the past year we have welcomed two new users – the Melksham Beekeepers Association and the Wiltshire Branch of the British Cactus and Succulent Society. We also still have SEN Stay and Play and Bobby Tots during school holidays. Radcliffe Fire & Security continue to maintain the fire and intruder alarm systems and the CCTV system. All the systems have been serviced and certified by them, and they have been very responsive to any problems, although their costs have increased. Radcliffe carried out the Fire Risk Assessment required by legislation last July and a local electrical contractor carried out a full Electrical Installation Condition Report last December. With the aid of grants totalling £7,750 from Melksham Without Parish Council (£5,000) and Wiltshire Council (£2,750 via the Melksham Area Board) we were able to install air-conditioning units in the main hall and meeting rooms. The cost was £9,474 for supply and installation plus £2,480 for preparatory electrical work, making a total of £11,954. The balance of the cost (£4,204) was paid from our reserves. Quotes have been obtained to replace the room dividers, and this is something that is being actively pursued. During the last year we replaced eight of the blue chairs for the main hall and all the plastic chairs in Room 1, which had come to the end of their useful life, at a cost of £1,072.80. The gully in the car park continues to be a problem. A major project is underway to replace the soakaway with a Sustainable Drainage System which will alleviate much of the flooding in the car park. Unfortunately, due to circumstances beyond our control, this is taking much longer than anticipated (five years and counting), but work continues to progress this. We still have grant funding in place (approximately £7,500) and this will go towards employing a professional project manager to deal with the conditions imposed upon us by Wiltshire Council as part of the planning consent. At our AGM in July 2025 Mark Harris and Chris Broom were re-elected to the positions of Chair and Secretary respectively. Ann Finch was re-elected Vice-Chair and Lynne Smith was re-elected Treasurer. Councillor David Pafford replaced Mr Shea-Simonds as the Parish Council representative as the latter was no longer a Councillor. Other members of the committee continued in their previous roles. Our website www.bowerhillvillagehall.org.uk and online booking system continue to work well with support from our web designers Primate Web Design, a local enterprise based in Melksham. Our bookings have increased to such an extent that there is little room to accommodate any new regular users, though we fit them in if we can. The number of hours the hall is in use has remained roughly the same as last year. We look forward to seeing the hall go from strength to strength and continue to provide a service to the local community. ## **Treasurers Report - Executive Summary as at 31[st] March 2026** We remain in a healthy financial position. The committee are able to maintain high service standards to the community, whilst investing in Village Hall Facilities and infrastructure. ## **Fiancial Position:** ||**2026**|**2025**|**2024**| |---|---|---|---| |Treasurer’s Account|1704.13|6567.56|12740.62| |Savings|28597.74|23932.74|14303.71| ||________|________|________| ||30301.87|30500.30|27044.33| ||________|________|________| Copies of the supporting bank statements at the end of March are available. We continue to use Lloyds Business Finance Assistant and Basic PAYE, at no cost to the village hall. We received grants of £5.000.00 from Melksham Without Parish Council and £2750.00 from Wiltshire Area Board. Balance Sheet Bowerhill Village Hall Trust 1 1610412026 1A)a12025- 31103J2026 21S4? 30￿. I BF Ewty >X14791 TrtalE 3D.NMXY ## **Booking Administrator Report 2025/2026** 2025 to 2026 has seen bookings maintained at a similar level to the previous year. Some regular customers have left and been replaced by new ones. We continue to receive requests from people wanting to book a new regular slot, but this is now very difficult. We seem to have accumulated several irregular regulars who use the hall frequently, but not regularly i.e. weekly, fortnightly or monthly. Ad-hoc bookings are accommodated where possible and weekends are busy with parties, with children’s birthday parties being a particular favourite. We haven’t needed to increase our prices in the last twelve months as the last round of increases enabled us to keep pace with the increasing costs of running the hall. Some changes have been made to the online booking form to allow customers to say whether or not they have read and understood our Terms and Conditions. I have tried to find a way of getting a link onto the booking form, but this doesn’t seem to be possible. At the moment, this can only be done via a link on the website. The Hallmaster booking system continues to evolve with new features and improvements being added regularly.