Marldon Village Hall Couneil Treasurers report AGM 2024 Accounts for 2023 to be circulated Bookings • Hall bookings have gone well over the last year and we are slowly attempting to move to an electronic booking system. This will incur a cost of £250 a year but will make the process more streamlined and the booking calendar will be able to be viewed live online. Stepped fees for Preschool, girl guiding groups have been implemented and will continue at the agreed rate until they are in line with general regular village organisation 16" July 2024 The hall continues to be well used by village, regular and occasional bookings. At present. we have 26 r¢gular biroups using the hall. of these 18 are village organisations who receive a subsidised rental rate. The other 7 are regular private groups who pay a slighily highcr rate. These regular bookings provide a varied and important range of opportunities and services for villagers of al l ages to take advantage of. They range from groups for young people including prcschool and toddler gTOUPS, Guides. brownies and rainbows and youth club. social and interest groups for older members of the village such as Military modelling whist and Wl. Creative types can join in with Art club, have a g)0 at Mosaic, tread the boards ivith Panto, learn F)jembe drumming or thc organ. or sing their hearts out ai the Community choir. Exercise cl&%ses range from yoga and Tai chi to pilates and Zumba whilst others can take a more green fingered approach ai Gardening club or the compost group or discover morc about the local history of the village. Isi Marldon , cubs and scouts are intending to start using the hall in January 2023 whilst their hall is out of action. On top of this we had 74 occasional private bookings. for a rangye of parties, celebrations, dances. discos and meetings. These bookings pay a slightly higher hourly rate. All of the prices for the hall can be found on our website and the accounts are presented at the AGM each year as wcll &s lodged with the Charity commission. Staffing The cleaner continues to come in twice a week with an
option to cover extra hours for larger bookings at an agreed cleaning rate. . Deborah Capel continues as the bookings secretary, and this has made it much easier to liaise with the treasurers and keep track of fees / invoicing. The caretaker role was still vacant during all of 2023. The officers have been covering this role jointly. We would bc interested to hear of any volunteers who could assist with some of the locking and checking after groups have been in. A WhatsApp group has been set up by the chair. Minimum wage increases have been applied to staff employed by the VHC. Hall maintenance costs 2023 was a fairly expensive year as many safety checks needed to be updated. We also undertook some works to improve storage for users. We also had a few issues with equipment needing replacing or repairing. The boiler was not working for mosi of Dccember and we had many visitors from 3 different engineers. Amazingly we managed to get most of the electronics of the boiler replaced on a fixed Worcester call out rate, saving us a lot of money. Cyeneral hall repairs (e.g. outdoor area, lighting. toil¢t5) £412 5-yearly EICR and recommended works £1128 Oven repairs and subsequeni rcplacement Boiler repairs (local and main Worcester scrviceman) £432 Refurbishment to storage room and changing room £750 Plumbingy replacement and repairs Fire extinguisher replacement and checks Accounts Please refer to the accounts circulated. As expected Utility costs rose this current year, rsing from £4409 in 2022 to £5648. Water costs fell as we had suffered from a leak in ?022. We have had to carry out some repaiis as detailed above and expect more over the ncxt few years. We raised the fees for occasional private users lo further increase income. This doesn't seem to have had an impact on use and the hall still seems to be priced cornpetitivcly. Apple Pie Fair procceds are aimed to provide extra funding for hall improvements and facilities. You will notice that during the last year, Apple Pie Fair profits re than the £1482 £527 £?30
excess income for the year. So while this is an improvement. We need to make sure that hall fees cover more of thcse costs and the APF profits are then able to be used for the purpose they are raised for. We cannot rely on APF profits to be this good each year and should not be necessary to cover general Hall costs. We investigated alternative WiFi provision in conjunction with the pieschool and have got a new contract due io start January 2024 which will be £30 a month between us instead of £87 each. Staff costs are reported lower than actual spend as we had a delay in getting the account set up with HMRC. The bookings secretary cost for ?0?3 weie all paid in 2 lump sums in 2024. RecommendAtions In order to ease the move to an electronic hall booking system, we recommend implementing a single fee for regular village users regardless of time of day This will be the only rise in fees this year for village groups. We recommend raising the regular users fees by 50p per hour. Occasional users fees were increased significantly last year so we recommend they remain static. Due to historical arrangements, the guiding groups paid a reduced fee. This is not in line with other users ofthe hall and we now recommend that this agreement is temiinated and the guiding groups are charged the same as other village users. Preschool is our largest single booking and we will continue to support them to managc their increase in chargLs from the historical agreement. We will have to review how this alyects our accounts for the next financial year. We will continue to set a different rate for regular and occ&sional uscrs, as well as village organisations and private bookings. As before, external private booking fees will subsidise fees for village organisations. Occasional private bookings Room CuTr¢ni f41 ttT ]M)ur Main hall L?0 Comrnunity roo £15 CommiitCE Toom £12 E.i¥lusiv¢ use of w'hole hall £40 ()ther ¢haTg¢5 I i()j¢clor and 3CTeen £25 Cleanin8 fee (for lar£ paniesl £35
Regular private bookings RM Main hall Lurrtnl late knLtrNew r&e Fxrhour £10.50 £7.iO £6.50 Committee roo h¢r ¢har8e8 ProjectQT ènd scrten NIA Cle&Ln]ng fee Ilor lar8e partiey)NIA £7 Regular Village Organisation bookings Room Before 6pm Aft 6w All users Pre*hool I Preschool Curr¢ni rd New rnte w agreed Current IK)ur IK)UT hIS)n¢t New r•te hildren s hvur Broups C¢1 ralc hour Maln hall £7.50 £7.50 £4.75 £5( (OTrUnity £4.30 roo £4.80 £4.80 £3.05 Lonuniltee rty)m £3.50 £3.70 £3.55 Marldon Village Hall Treasurer Nicky Bailey Vice Treasurer Stephanie Webb Date 26.6.24
Marfdon Vlllap Hall Incomo and Expondltur• Account For th• Y•ar Endod 31st Docomb•r 2023 2022 2023 Internst 13269 Letti8 Appl8 Pi8 Falr (Net) 23431 8109 8578 Insurar 285 M18cAlaneou8 385 Covid Grant8 24330 32374 EXPEND 2152 Wai8r Rates 995 2510 1899 Electrldty 2008 2385 In8urarKe 2576 732 Caretsker 200 4384 4758 1784 Cl8anir¥J & waste d18981 Booklrys Secretary Malntenance 2152 1150 314 2620 557 Repairs 1595 879 Intemet 1077 1731 Mi8cellaneous 817 Excess of Inco Over Expendlture 7798 24330 32374
Marldon Vlllwa Hall Balance Shwt as at 31st Docomber 2023 Consolklatsd F(ttKI as at 1 st Januay 2023 78701 Plus Excess of In¢xJme over expwxllture 7835 86536 Equlpment 606 N8tbnal We8tmSnster Bank Bu8in888 ReseNe 12 New Vlllag8 H8U L888 164445 Grants and Donatknns 1245 39855 88536 I have prepared the Irhxjme and Expendlture Accounts from the books and recelpts produced to me by the Treasurer, and in my opinion the accounts are correct and the Balance Sheet strn the true finandal posftion a8 at 31 st Dember 2023 J (Jyen MAAT AATQB