2024-06-30-accounts

IRON ACTON PARISH HALL

Chair’s report for the year ending 30[th] September 2024

The year began with key changes to the Management Committee. Having chaired our committee for seven very successful years Sue Gadsby decided the time was right to step down from the role. I am grateful that Sue remained on the committee, providing me with help and guidance to ensure a smooth transition. Jenny Millward stepped down from her role as secretary but thankfully remained on the committee as the WI representative and First Aid officer. We were able to welcome new members with a breadth of skills and experience to enhance the committee. Rachel Weldrake took on the secretary role, and we’re all appreciative of her succinct and accurate communication. Angela Smith, Annie Smith, Marilyn Wright and Sara Hunt joined as village representatives.

Throughout the year Colin Smith, our Hall Manager has worked tirelessly to cover routine inspections and maintenance jobs but also to tackle the many unexpected, and in some cases emergency, repair situations that arise. I receive many comments from hirers about how well the hall is maintained and this is down to Colin’s diligence, expertise and commitment. Colin’s efforts unquestionably keep the hall both safe and financially viable.

NatWest Bank continues to present our treasurer James Rickard with challenges, but he has navigated a way to present the accounts in a format that works both for him and the committee members. We appreciate the clarity and accuracy of James’ financial reporting to our meetings. We remain grateful to all our regular hirers who provide us with the bulk of our income. We continue to be popular for children’s parties, and maintain our community links.

This year has seen exciting changes. Our heating system is now thermostatically remote controlled via an app, which should help our energy bills especially at a time of continued rising fuel costs.

A sub committee was established to evaluate online booking systems in recognition of the need to stream line our booking processes, have a visible calendar for potential hirers and generate invoices. We narrowed the choice down to two contenders, had remote demo/sales pitches and decided to go with Hallmaster. However, that was just the start of a long journey. Sara Hunt has put a huge amount of time getting all bookings transferred over and everything in place to ensure the Hallmaster system runs smoothly. The booking diary is now visible on the website and the booking tab will go live before the end of October. As our old website could not support a booking system Annie Smith has been the driving force behind combining the Hallmaster launch with a total rebuild of our website. The new website is much more sophisticated and informative, and is already generating an upturn in numbers of booking enquiries from a wider geographical area. A fantastic new logo completes the new look!

The initial push for setting up Hallmaster came from our Bookings Secretary of 31 years, Meryl Cook, dropping hints that she wanted to step down from the role but wanted to be

involved in setting up the new system. This made us reflect on Meryl’s huge, irreplaceable contribution to the day to day running of the hall. Sue Gadsby collected together many willing testimonials to successfully nominate Meryl for a South Gloucestershire Council Community Award. Of course Meryl won an award and she attended a memorable and thoroughly deserved presentation evening. It was therefore with immense shock and sadness that we learned later in the year that she had to suddenly leave her role due to ill health. Having picked up the Bookings Secretary Role I remain in awe of everything that Meryl did behind the scenes in addition to liaising with our regular and one- off hirers. We can’t thank her enough.

The committee have spent a significant amount of meeting time reviewing and updating our policies. Fiona’s meticulous proof reading has proved invaluable and Annie has branded them with a house style and of course our new logo. The safeguarding policy is being reviewed by a sub-committee and our Health and Safety Policy is the final one to be updated to complete this cycle.

I’m really proud that the hall remains at the heart of our community. The 2024 Horticultural Show was a great success thanks to the many exhibitors, the volunteers and Tracey Byrne stepping up to lead the event. The Acton Aid funded community lunches are established dates in the parish calendar under Fiona Bourns’ leadership. Donations at the lunches raise sufficient funds to enable teams of Iron Acton volunteers to provide a hot meal for approximately 80 at The Julian Trust four times per year. We’ve also hosted events for charity fund raisers, Iron Acton Primary School, the Friends of the school, Acton Aid and the Church.

I would like to thank all committee members for going the extra mile to ensure the hall looks at its best and showing up in force when we needed cover for cleaning, working parties, organising Christmas decorations etc etc. The high standards set by our new cleaner have had a huge impact on the feedback from hirers – they’re noticing the difference.

We’re saying goodbye to Chris Heal but with many thanks for his long service to the committee and for remaining in the role of Vice Chair for so many years. Thanks to Jan Conner, who is also leaving, for all her support and everything she’s done to raise the profile of Safeguarding at the hall.

I’m very grateful to David Hatherell for joining the committee to take on the role of Chairman, enabling me to focus on Bookings. I’m sure David will lead the hall to ensure it continues to develop as a vibrant asset for our community.

Judith Mee

Chair

9[th] October 2024

IRON ACTON PARISH HALL INCOME AND EXPENDITURE ACCOUNT-YEAR ENDED 31JTH JUNE 2024 2023 36,2 437 BANK BALANCE: PETfY CASH.. 38.0 -187 36,717 TOTAL.. 37,&43 HIRINaS- 1&85 ROKH 4.421 1952 Jsic wth Balkcom Cath 1.376 1.184 976 7fj2 1,170 1,2 o￿l[¥j 25.004 OTHER INCOME.. Day IS￿ 13 13 110 LESS.. Hall Runnlng Costs rt&f 195 493 5,135 731 3,740 9.744 12,061 28,9 1,P£1 Plu8 DEBTORS: 2,1 40.C61 BALANCI stwplus cwrll forwd. a8 at 30th Jun•2024 2D24 .0￿} 187 Pdty Cash 2,2LIg 2,186 40,C61 39,838 Total. 5wplus ¢￿￿j 85 at 30th Jun• 2024 Nots8 toAccounts'. Bar A¢¢(th￿￿1$ m.fX)fiJrAts r￿r¥3t0tr￿ Anrnjal Par&h Hort￿ra stKN4. lJiE arQ fuThJs are Tr)t part ofthe nrii PaTi5h Hall Trms fw i8 Ir￿kIded nthk8 she8t Fre&KthJ T￿e kn reSp￿t(l and use($ by the Cwty, cnActcffi ParBh Hal. ve>t￿J in the c￿tt￿j￿flV Lkn. Slgneth. [C￿m￿nI J reasLrul KtrJ Rkkard

Independent examiner’s report to the trustees of the Iron Acton Parish Hall Charity

I, Ralph Mora, report to the trustees of the Iron Acton Parish Hall on my examination of the accounts for the fiscal year ended 30[th] June 2024.

Responsibilities and basis of the report:

As the charity trustees of the Trust, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘The Act’). Since the gross income in that year exceeds £25,000, the accounts of the charity for that year must, at the election of the charity trustees, be examined by an independent examiner, that is, an independent person who is reasonably believed by the trustees to have the requisite ability and practical experience to carry out a competent examination of the accounts.

I report in respect of my examination of the Trust’s accounts, carried out under section 145 of The 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 and the guidance provided in the “Independent examination of charity accounts: Directions and guidance for examiners (CC32)” . I furthermore declare that I do not have any conflict of interest that prevents me, as an independent examiner, from carrying out this examination.

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 in order to enable a proper understanding of the accounts to be reached.

Whilst the examiner is only required to confirm whether any material matters of concern have come to their attention, my opinion is that the charity’s accounts give a ‘true and fair view’ of the financial position as of the end of the reporting period.

Signed:

Name: Ralph Vincent Mora

Dated: 6[th] January 2025

Relevant professional qualification or membership of professional bodies (if any): MIoD with Diploma in Company Direction