2024-08-31-accounts - North Holmwood Village Hall

This text was generated using OCR and may contain errors. Check the original PDF to see the document submitted to the regulator.

web: www.north-holmwood-village-hall.org.uk

Trustees' Annual Report for the period

Period Start Date:	Period End Date:
01/09/2023	31/08/2024

Reference and administration details

Charity name North Holmwood Village Hall Other names charity is known by NHVH Registered Charity No. 305157 Charity's principal address North Holmwood Village Hall Spook Hill North Holmwood Dorking Surrey RH5 4JP

Names of the charity trustees who manage the charity

Names of the charity trustees who manage the charityy trustees who manage the charity trustees who manage the charityge the charitye the charityy	Names of the charity trustees who manage the charityy trustees who manage the charity trustees who manage the charityge the charitye the charityy	Names of the charity trustees who manage the charityy trustees who manage the charity trustees who manage the charityge the charitye the charityy
Trustee Name Office Dates acted (if not for wholeyear)
John Foskett Chairman
Jacqueline Johnston DeputyChairman Until 11/11/23
Thomas Nimmo
Deborah Steenhuis Treasurer
Jane Vicens Secretary
Christopher Leach
Samantha Edwards
Jennie Lambert
Suzanne Somerville
Michael Foskett
Karen Rutty		Until 11/11/23

Staff and advisors

Name Address Capacity	Name Address Capacity	Name Address Capacity
Mrs Linda Foskett Silvaplana, Spook Hill, North Holmwood, Dorking, Surrey,RH5 4EG Halls Manager
Barclays 99 High St.,Dorking,Surrey,RH4 1AN Bank
Amanda Longhurst Cleaning 4 The Smithers, Brockham, Betchworth, Surrey, RH3 7LF Cleaners
Patrick Monczak	4 Felland Way,Reigate,Surrey,RH2 7QB	Window cleaner

North Holmwood Village Hall Trustees' Report 2023/2024

Page 1

Thomas Rome 30 Lake View, North Holmwood, Dorking, Surrey Property RH5 4TH Maintenance Structure, governance and management Type of governing document Constitution How the charity is Association constituted Trustee selection methods Trustees are appointed at the meeting immediately following the AGM held every November or at one of the other two meetings usually held in February and May approximately mid-academic term time. Additional governance issues Trustee remuneration All trustees give their time voluntarily and receive no remuneration or other benefits Hire policies North Holmwood Village Hall will endeavour to protect the business interests of companies and individuals who have a regular hire of the charity's premises in accordance with the published Business Ethics document

Objectives & Activities

Charity's main activities for public benefit Charity's main source of income Charity's main offerings	North Holmwood Village Hall provides the local community of North Holmwood and the surrounding areas with facilities for their personal use, and the widest possible range of recreational and educational opportunities through the letting of the facilities to appropriate enterprises whoprovide them.
	Hire fees
	North Holmwood Village Hall has the following facilities:  The Sculptor’s Hall (and kitchen) – used mainly for sports, fitness and dance  The Old School Hall (including Committee Room, Kitchen & WC) – used as a pre-School weekday daytime and for general activities evenings and weekends  The Studio (including kitchenette and WC) – used for meetings, and small group sessions  Staging  Crockery, cutlery etc.  Tables & chairs  Private carparking

Charity's main
activities for
public benefit
Charity's main
source of
income
Charity's main
offerings

North Holmwood Village Hall provides the local community of North Holmwood
and the surrounding areas with facilities for their personal use, and the widest
possible range of recreational and educational opportunities through the letting
of the facilities to appropriate enterprises whoprovide them.

Hire fees

North Holmwood Village Hall has the following facilities:

The Sculptor’s Hall (and kitchen) – used mainly for sports, fitness and
dance

The Old School Hall (including Committee Room, Kitchen & WC) – used
as a pre-School weekday daytime and for general activities evenings
and weekends

The Studio (including kitchenette and WC) – used for meetings, and
small group sessions

Staging

Crockery, cutlery etc.

Tables & chairs

Private carparking

Year aims

Year 2023/2024 period Aims The charity's aims for 2023/2024 were:  Ensure that the village hall offers

North Holmwood Village Hall Trustees' Report 2023/2024

Page 2

facilities required by hall users and the local community,
o which are well maintained, clean and tidy o up to date and o at an affordable and locally competitive price
Make the village hall an asset to the community which o complements and where possible enhances the ‘look’ of the village, and o is not a nuisance to any of its neighbours, specifically local residents and the Emergency Services
o offers a wide range of sporting, recreational and learning opportunities through services provided by hall hirers
That the village hall officers, trustees and employees o satisfy the requirements of the Charity Commissioners, o meet all legal obligations and o that the village hall operates within local by-laws
Ensure that the village hall is run on a sound financial footing which o covers day to day operating costs with contingency for future planned and unplanned maintenance
enables on-going development and enhancement of the facilities on offer though a programme of building works

Achievements and performance

Year Key Objectives Achievements	2023/2024 period
	The aim for 2023/2024 was to have a strong focus on the following elements:  Promoting the three venues and the regular activities running in them through as many avenues as possible  Minimising energy usage and eliminating waste  Pushing ahead with the rolling programme of maintenance and refurbishment – in particular works using grant from Mole Valley District Council in conjunction with NHVH savings in support of key maintenance and improvement works  Building up of funds to support works programmes. It was again expected to be a challenging year with an economic downturn and the need to recover from theglobalpandemic.
	Premises Promotion Key achievements and changes in this area since August 2023:  ‘What’s On posters were created on a periodic basis and placed around the premises and village notice boards  Active maintenance of the website continued Maintenance and Refurbishment Fortunately, there were no major unplanned maintenance requirements, and capital held in the bank accounts was able to be used for the refurbishment works including:  Repainting of the Sculptor’s Hall Corridor and Sculptor’s Hall (materials only at cost, painting undertaken by volunteers)  Curtain cleaning in the Sculptor’s Hall  Replacement of rotten wood skirting in the Old School Hall and Committee Room

Year
Key
Objectives
Achievements

2023/2024 period

The aim for 2023/2024 was to have a strong focus on the following elements:

Promoting the three venues and the regular activities running in them
through as many avenues as possible

Minimising energy usage and eliminating waste

Pushing ahead with the rolling programme of maintenance and
refurbishment – in particular works using grant from Mole Valley District
Council in conjunction with NHVH savings in support of key maintenance
and improvement works

Building up of funds to support works programmes.
It was again expected to be a challenging year with an economic downturn and
the need to recover from theglobalpandemic.

Premises Promotion
Key achievements and changes in this area since August 2023:

‘What’s On posters were created on a periodic basis and placed around
the premises and village notice boards

Active maintenance of the website continued
Maintenance and Refurbishment
Fortunately, there were no major unplanned maintenance requirements, and
capital held in the bank accounts was able to be used for the refurbishment
works including:

Repainting of the Sculptor’s Hall Corridor and Sculptor’s Hall (materials
only at cost, painting undertaken by volunteers)

Curtain cleaning in the Sculptor’s Hall

Replacement of rotten wood skirting in the Old School Hall and
Committee Room

North Holmwood Village Hall Trustees' Report 2023/2024

Page 3

Repainting of all white gloss skirting, doors and doorframes in the Old School Hall and Committee Room
Wall renovations to deal with the damp in the Old School Hall WC area
Redecoration of the Old School Hall kitchen and WC
Repair and stabilisation work on the hung tiles fronting Spook Hill
Installation of new LED lighting to all areas of the premises with the temporary exception of the Committee Room and Old School Hall kitchen & WC (this work was planned for this financial year but has been delayed due to contractor availability problems).
Removal of dilapidated fencing and excess tree growth from the south side of the car park to make this area safe for parking.

MVDC grant in support of major items works programmes

The following key works were completed with the £5,000 grant (50% funding) from the MVDC grant and just over50% funding from NHVH capital reserves:

Completion of roofline work.
Completion of drainage work for the car park – this now needs to be maintained to prevent debris blocking the dainage channel.

Hall Venues’ Utilisation

We again saw a very good level of utilisation of the two established venues, the Sculptor’s Hall and Old School Hall / Committee Room with a few enquiries for regular slots resulting in some new hirers and a healthy number of one-off hires, particularly for children’s parties and cycling events.

The Studio continued to be popular for one-off and a few regular hires and was used regularly by North Holmwood Village Events; 1:1 counselling; martial arts practice and photography.

Old School Hall / Committee Room:

Pre-School – Running a full weekday schedule –increasing usage to all weekday afternoons in addition to the mornings.
Beavers / Cubs / Scouts – nominally running weekly during termtime, but with a reduced schedule due to staffing issues
Dorking Bridge Club – terminated their Tuesday evening hires as numbers have continued to be very low.
Sound Bath – monthly hire with additional one-off sessions –added a second monthly session for ‘drumming’
Guy Orden (Ballet) –new startup which is proving very popular. Guy is increasing the number of hours hire and has a waitlist for places.
Dorking Young Textiles – continues to run monthly.
£2,814.00 income came from Children’s (and a small number of other) parties – this was a 50% increase from 2022/2023.
There was a range of other one-off hires booked in. This includes Surrey County Council summer community classes for the 2[nd] year.

Sculptor’s Hall

Surrey Hills Dance Centre – Running a full schedule with hires up to 6 days a week fitted around other regular hirers.

North Holmwood Village Hall Trustees' Report 2023/2024

Page 4

Yoga – running weekly.
Sam’s Fitness – running a new enhanced schedule which includes an additional 2 very early morning sessions.
Move it or Lose it – Movement & rehabilitation exercise for anyone needing general flexibility.

The Studio

Live Love Perform – terminated their Saturday morning weekly hire moving to larger premises elsewhere.
Community Events – run approximately monthly with coffee morning and other events. Whilst mostly in The Studio, occasionally ran in the Old School Hall.
The private hire for martial arts practice has continued.
One-to-one meetings for social needs running Wednesdays and / or Thursdays.
A new regular booking as a photography studio.

We have a number of potential new hirers in the pipeline and continue to get very good feedback from hirers about the bright, clean premises compared to most other village halls.

People

North Holmwood Village Hall operates through the support and diligence of its Trustees (Members of the Council of Management) and its excellent contractors. In this respect our thanks go to:

Members of the Council of Management who manage the unlocking and relocking of the premises as needed and turn their hand to minor maintenance such as painting and small repairs as required
Linda Foskett (Halls Manager) for the excellent work in managing the bookings, being helpful and friendly for hirers and managing invoicing and payments allocation including chasing for late payments.
Amanda & Peter Longhurst (Cleaning) for providing daily cleaning of the premises, working around the hire times of the 3 venues and unlocking / relocking the premises when they are first or last in.
Patrick Monczak (Window Cleaner) for timing cleaning around hires to avoid disruptions
Tom Rome (Property Maintenance) for attending to urgent maintenance issues with speed and effectiveness and being our ‘go to’ person for larger works
Simon Nynan (Electrics) for supporting our electrics needs and being our ‘go to’ person for larger electrics works
Scott Naylor (Builder) for support and advice regarding issues with the fabric of the premises and being our ‘go to’ person for larger works
Josh McIntyre (roofer) for his timely support and advice as well as works regarding our roofs and hung tiles.

Future plans 2024/2025 is considered to be a difficult year economically. There is likely to be continued financial pressures from higher costs of fuel and insurance in particular. We are conscious of many people cutting back on leisure spend in the light of the escalating cost of living.

North Holmwood Village Hall Trustees' Report 2023/2024

Page 5

The intense rain we regularly seem to get now is exposing areas of the premises which need work – the latest being the need to replace the small area of flat roof felting between the Old School Hall and The Old School House which our roofer (Josh McIntyre) had identified as the most likely cause of water ingress into the Old School venue. The problems with the rising damp which affect the Sculptor’s Hall floor and walls in the communal areas need to be dealt with this year through remedial works or mitigating actions.

We need to continue the redecoration work with the communal areas next on the list.

Key plans include:  Continuation of the rolling programme of maintenance of the fabric of the premises – in particular completing the works commenced in 2023/2024
Implementation of the new constitution objects (replacing the 1933 constitution with that approved by the Charity Commission which is both virtually illegible and no longer fit for purpose).
Continued active promotion of the premises.

Financial Review

Year 2023/2024 period Summary Financial Overview The table below shows a financial comparison with previous years. Some key points from this are:  A full return to pre-Covid income during 2023/2024.  Capital works completed using the successful £5,000 MVDC grant (delivered incrementally against agreed invoices) and totalling £10,525,54, just 1.05% over budget! Future plans and budgetary considerations:

Attempt during 2024/2025 to address the high humidity in the Sculptor’s Hall
which is causing the floor to bulge.
If this is successful, to plan work needed to repair the warping from previous
water damage which is getting worse slowly  Further review of operating costs, in particular fuel contracts which are currently on fixed rate tariff and improved central heating usage management  Retention of a minimum of £12,000 capital for emergency works.  A steady building of the capital over the next year to enable the Sculptor’s Hall floor works in 2024/2025 or 2025/2026 (for which we may be once again eligible for help from a capital grant).

North Holmwood Village Hall Trustees' Report 2023/2024

Page 6

North Holmwood Village Hall Bank Transactions	North Holmwood Village Hall Bank Transactions	North Holmwood Village Hall Bank Transactions	North Holmwood Village Hall Bank Transactions
These figures have been created from the actual transactions in the bank acounts duringthe financialyear
		2020/2021	2021/2022	2022/2023	2023 / 2024	2023/2024 Comments
INCOME
Regular Hirers
	SHDC	£6,991.00	£9,502.39	£11,409.14	£10,950.63
	Sam's Fitness	£1,093.50	£2,977.00	£3,318.00	£3,812.50
	Pre-School	£5,544.00	£6,743.25	£6,534.00	£5,502.75
	Bridge		£1,172.50	£2,692.00	£2,731.50	Closedthis year
	Yoga	£492.50	£900.00	£980.00	£800.00
	Live Love Perform			£750.00	£865.00	left NHVH thisyear
	Sound Bath			£620.00	£760.00
	Move it or Lose It			£784.00	£660.00
	Beavers/Cubs/Scouts	£80.00	£550.00	£250.00	£420.00
	Adult Ballet				£1,295.00	New thisyear
	Other	£832.50	£2,100.14	£2,439.00	£4,168.00	incl CommunityEvents
One - Off Hires
	Parties	£870.50	£3,579.00	£1,880.00	£2,614.50
	Other			£2,020.00	£764.00
Non-Hire
	Grants (incCovid)	£18,289.00		£1,977.14	£3,022.86	CapitalGrant MVDC
	Donations			£120.00	£780.00
	Lottery	£37.50	£58.50	£123.00	£78.00
	Other	£4,584.50		£230.00
OVERALL TOTALS		£38,815.00	£27,582.78	£36,126.28	£39,224.74
EXPENDITURE
Utilities
	Gas / Elec	£5,413.61	£4,129.37	£4,559.00	£4,647.02
	Telecom	£1,136.00	£1,060.45	£1,004.72	£1,117.68
	Waste	£375.16	£397.52	£442.76	£470.16
	Water &Sewage	£258.04	£275.14	£514.96	£488.25
	Alarms &Security	£865.20	£1,709.17	£1,005.26	£514.05
	Accountancy	£316.80	£340.80	£379.20	£409.20
	TV Licence			£159.00	£169.50
	Insurance	£4,208.52	£2,505.49	£934.87	£1,214.74
	MVDC Rates		£174.21	£179.39	£124.58
	NT & ICO Licences	£90.00	£90.00	£56.85	£136.85
	PPL / PRS	£261.70	£203.47	£197.95	£0.00	Timingof invoice
Contractors
	Halls Mgr	£2,100.00	£3,600.00	£3,600.00	£3,600.00
	Cleaning	£3,418.00	£4,108.00	£4,491.00	£4,291.00
	Maintenance	£2,572.73	£2,853.68	£4,839.15	£3,568.27
	Development	£12,652.00	£18,187.80	£5,710.64	£7,468.40	Capital expenditure
OVERALL TOTALS		£33,667.76	£39,635.10	£28,074.75	£28,219.70
NET CHANGE IN FINANCES		£5,147.24	-£12,052.32	£8,051.53	£11,005.04

Financial Reserve

As at 12[th] September 2024

Community (Current) Account - £12,657.67
Business Premium - £20,289.90  Deposits - £500 – Note this A/C was repurposed from ‘The Studio’ to hold the regular hirer £100 deposits.
TOTAL = £33,347.57 Overall North Holmwood Village Hall finances are in good shape.

Charity's The charity usually aims to retain around £5,000 in the Current Account to cover policy on everyday bills and expenditure, plus a reserve of £7,000 held in order to meet any reserves unforeseen expenditure which may occur.

The excess at this time is in part reserved for required works on the floor of the Sculptor’s Hall, and other maintenance and improvement works. Details of Not applicable any funds

North Holmwood Village Hall Trustees' Report 2023/2024

Page 7

materiall y in deficit Funding The main funding sources are a regular weekly hire of the premises for recreational sources activities such as dancing, bridge, martial arts, beavers/cubs/scouts, keep-fit; North Holmwood Pre-School is based in one of the halls weekdays; sales and other one-off events and hire by local residents for children's parties and other events.

Declaration

The trustees declare that they have approved the trustees' report above.

Signed on behalf of the charity's trustees

Signature Full name John Steven Foskett Position Chairman Date 18[th] May 2025

North Holmwood Village Hall Trustees' Report 2023/2024

Page 8

North Holmwood Village Hall

Profit and Loss Report

01 September, 2023 - 31 August, 2024

Analysis Type: All, Analysis Category: All

Sales
4000 - Sales - Premises Hire Regular 30,761.38
4001 - Sales - Premises Hire Irregular 4,139.00
4002 - Sales - Equipment Hire 124.00
4003 - Sales - Storage 192.50
4900 - Other income 375.32
4901 - Donation 750.00
4970 - External Grant Income 3,022.86
Total Sales	£39,365.06
Direct Expenses
6002 - Contracted Booking 3,600.00
Total Direct Expenses	£3,600.00
GROSS PROFIT / LOSS	£35,765.06
Overheads
7102 - Water Rates 488.25
7103 - General Rates 124.68
7104 - Premises Insurance 1,214.74
7105 - Licence fixtures 271.35
7106 - Security 799.52
7107 - Fire Prevention 104.55
7200 - Electricity 1,702.73
7201 - Gas & Oil 2,944.29
7500 - Printing 32.38

09 May 2025 21:22

Page 1 of 2

7520 - Office Stationery 7.99
7530 - Telephone 1,117.68
7550 - Computer & Software 355.06
7610 - Accountancy Fees 409.20
7800 - Repairs and Renewals 11,993.25
7801 - Cleaning 4,308.88
7803 - Premises Expenses 1,100.00
7804 - Waste Disposal 470.16
7806 - Cleaning - Windows 160.00
8200 - General Expenses 25.19
Total Overheads	£27,629.90
NET PROFIT / LOSS	£8,135.16

09 May 2025 21:22

Page 2 of 2

North Holmwood Village Hall Spook Hill, North Holmwood, Dorking, Surrey, RH5 4JP Registered Charity No. 305157 web: www.north-holmwood-village-hall.org.uk Independent Examiner's Report on the Accounts Report to the trustees for the period Period Start Date: Period End Date: 01/0912023 31/08/2024 Respective responsibilities of trustees and examiner The charity's trustees consider that an audit is not required for this year {under section 43{2} of the Charities Act 1993 {the Actll and that an independent examination is needed, It is my responsibility to Examine the accounts (under section 43 of the Act) To follow the procedures laid down in the General Directions given by the Charity Commission (under section 4317llbl of the Act), and To state whether particular matters have come to my attention. My examination was carried out in accordance with General Directions given by the Charities Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also include5 consideration of any unusual items or disclosures in the accounts and seeking explanations from you as trustees concerning such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently no opinion is given as to whether the accounts present a 'true and fair, view and the report is limited to hose matters set out in the statement below. In the course of my examination, no matter has come to my attention l. Which gives me reasonable cause to believe that in, any material respect, the requirements to keep accounting records in accordance with section 4.1 of the Act; and Basis of independent examiner's report ndependent examiner's statement North Holmwood Village Hall Independent Examiner's Report 2023/2024 Page I

to prepare accounts which accord with the accounting records and comply with the accounting requirements of the 1993 Act. have not been met; or 2. to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached. Signature Full name SARAA . Tjws klARI Relevant professional qualification{sl or body lif any) Address f oisruJ ILLoLa SPc¥)L Hi Date IS. 05. JdJS North Holmwood Village Hall Independent Examiner's Report 2023/2024 Page 2