2024-12-31-accounts - Chapmanslade Village Hall

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Chapmanslade Village Hall (and Memorial Ground)

AGM April 2025

Treasurer’s Report for Accounts to year end Dec 31[st] ‘24

i. A limited number of documents have been placed on the chairs which comprise:
a. A copy of the Treasurer’s report
b. A summary of the scrutinised accounts together with a chart summary of accounts / income & expenditure / hall operating costs over the past 4 years
ii. A copy of the full accounts for 2024 has been placed in a folder on the committee table. This includes a list of the works completed over the past 10 years or so together with grant application / award summary.
iii. As last year I’d again wish to thank Colin Bell for undertaking the scrutinising of our accounts this year; you may know Colin as one of our Parish Councillors.
iv. At year end the financial position was:
Savings (current account) £19,973.00
Savings (1 year fixed bond) £20,000.00  Petty cash £ 195.00 Total £40,168.00
Bar stock held [at 8[th] Dec] £ 130.00

Compared to the end ’23 trading position we have a decrease for ’24 of £18,142.54

v. However the underlying operating profit for the hall was £2,270 [vs £3,204 in ‘23] when the included upsides of awarded grants and costs of exceptional maintenance and development projects are taken into account.
vi. At high level, it was again very positive from a bookings perspective with revenues from both regular and casual hires at their highest level experienced. Regular income was up by nearly 30% and casual hires by just over 20%.

Chapmanslade Village Hall (and Memorial Ground)

AGM April 2025

vii. Looking at the ’24 accounts in a little detail:
Income – all streams (£33,141.14 *):-
- Note - this nets to £28,167.55 after deduction of direct expenses against certain elements of income
- a.The receipts from regular user groups came to £8,872 – a 29% increase from ’23. We currently have 10 diverse regular clubs comprising: - dog club (Westbury & District canine society), brownies and guides, short mat bowls, toddlers & child-minders, keep fit activities (Zumba and Pilates) and two Home education groups. The Hall is also utilised each month for the Parish Council meeting and as a key venue for the annual Pantomime rehearsals between Dec and March. There are always available hire spaces for new groups!
- b.Income from casual hire of the hall came to £5,111 and which is a 21% uplift compared with ‘23. The number of hires was almost the same as ’23 at 83 [vs 82 in ‘23].
- c. The charge rates for hiring the hall have remained static now for the past 2 years; the last review in Feb ’23 leading to a significant uplift [20 to 25%] that reflected the notable increase being seen in our fixed operating costs – principally electricity and cleaning. This increase allowed for “future-proofing” of rates and the Committee agreed to retain the same rates through ’25.
- d. The Hall Committee has remained unchanged through ’24 giving stability and an opportunity to push forward with a number of improvement projects.

Through the year the Committee arranged a number of quite varied community events including a musical bingo event, 2 quizzes [as ever hosted by the “two Bobs”, 3 No film nights, a comedy night [hosted by Jared Christmas], a rounder’s evening, a few informal Friday evening “social” evenings, a midsummer BBQ, the usual cream Teas / Croquet afternoon to test skills with the mallet / balls and the fantastic celebration on 28[th] September to mark the 50[th] anniversary of our hall construction. In addition the Hall hosted 20 Bingo evenings that proved extremely popular [but not my personal cup of tea!].

The net profit arising from these events was approx. £2,250.

Chapmanslade Village Hall (and Memorial Ground)

AGM April 2025

e.Other income from resident access rights brought in a further £175, and we received donations totalling £434, principally from 3 kind sponsors for the 50[th] celebration event.
f. No bad debts were experienced in 2024 with all invoices paid.
g.There were no “external” grants applied for during ’24 however we did apply for and receive a total of £11,238 in grants from S106 funds arising from the Honey Glade development at Barters Farm, and administered via the Parish Council. These were expended towards our purchase of a ride-on mower for the playing field. The S106 relates to the Agreement for "Off-Site Sports Pitch Contribution" to be used towards the upgrade of Chapmanslade Recreation Ground.

In ’23 the Committee had purchased new portable goal posts and undertaken repairs at the children playground, anticipating reimbursement of some of the costs may have been possible via the CIL funds arising from the Honey Glade development at Barters Farm, however the subsequent application to the Parish Council was not successful due to timing of the expenditure.

h.The committee has also given advance notice to the Parish Council and who has designated a sum of £4,000 towards the costs of our installing dehumidifiers within the main hall to best manage unacceptable levels of humidity, that as you can see beneath the kitchen serving hatch has caused problems with our wood block flooring. The CIL figure, also from the Honey Glade development, is to be expended within the Parish for projects that will serve to promote enhancements to its infrastructure.
i. The Committee would again wish to acknowledge the ongoing, and very much appreciated support of our Parish Council with their kind ’24 donation of £2,000 towards improvement projects. This was received at the start of ’25 and therefore is recorded in the current year accounts. The Committee again recognises any such donation in future years will be subject to merit and consideration against other community fiscal demands and other donation requests.
a. Expenditure (£51,283.68):-
a.Our operating costs (rates, electricity, water & sewerage, waste disposal, cleaning, insurance, the internet and PRS/PPL) came to their highest level we’ve experienced at £14,020 although bill timing does influence between years. Cleaning, still outsourced to Curtiss Cleaning, remains the highest commitment at £5,370, followed by electricity at £4,764.
b.We retain a micro-business contract with E.ON for electricity and which will be subject to renewal in June ’26.
c. Hills Waste remains contracted to collect our [red] bin bi-monthly, and which incurs a further annual operating expense of about £467 [pretty much unchanged from ‘23]. The recent Simpler [sic] Recycling Legislation, which becomes effective from 31[st] March, doesn’t immediately apply to our Hall due to our not having employees and therefore gives a 2 year stay before mandatory compliance.

This legislation requires all businesses to separate food waste and sorting recyclables like paper, plastics, metals, and cartons into Dry Mixed Recycling (DMR) bins. Glass must also be collected in a separate container.

d.We have retained an internet contract with H3G with an annual charge of about £220 [this is dongle based as opposed to land line & router].

Chapmanslade Village Hall (and Memorial Ground)

AGM April 2025

e.A further expenditure of £2,233 was incurred on misc. general expenses, alarm servicing, fire equipment servicing etc

viii. Maintenance and Improvement Projects

There have been a number of maintenance activities and projects undertaken during the year comprising the following key items – at a total cost of approx. £28,043 :-

(i) purchase of the ride-on mower for the playing field - principally S106 funding, (ii) repairs to the pavilion roof & rain goods and refurbishment of the hall entrance foyer roof, (iii) material for continuing build of the trim track, (iv) boarding out of the pavilion ceiling area, (v) concreting the pavilion garage area.

The Hall continues to target repairs and improvement projects against a priority list (flexibly managed by the Committee), and where applicable to reflect where practical the outcome of the PC sponsored Parish Plan which arose from the “Voice of the Village” consultation in 2017 / 2018.

The current identified, and prioritised, project list is summarised below.

Item	Scope	Cost / Estimate	Priority Category A/B/C	Comment
Plans in Place or Pending
Manage old trees	Ongoing need to trim back as necessary	£250	A	Some hand equipment purchased from the grant awarded mid ’20 by the Warminster Area Board.
Repoint areas of hall brickwork	Absence of mortar to vertical construction joints, and deterioration to bricks / mortar near damp proof course	£925	A	Re-pointing required – Tad Ballam engaged – awaiting attendance date.
Enhancement to existing playground – exercise equipment (“trim track”)	Approx. 400m long all- weather track around the perimeter of the playing field	~ £1,500	A / B	Update – approx. 50% [?] with balance when possible through 2025. Volunteer labour, surface material [Hoggin] and terram to bepurchased.
General decorating in toilets and entrance foyer	Aspects looking “tired”	~ £500	A / B	General decorating – volunteer labour with materials to purchase
Redevelopment of old cricket pavilion	No current facilities for users of the playing field (occasional intrusion for use of hall facilities when open for hire groups)	£2,500?	A / B	Doors & windows replaced. Funded through Area Board grant. Intention to run in power and water – lay buried ducts in first instance [i.e. piecemeal development].
New background heating system	Existing system based on disused ducted air (+ 40 years old), 3 convection radiators and 4 No infra-red heaters.	£5,000 - £7,500 est. contribution from hall funds	A / B	Research / enquiries / quotes in progress for an integrated solution. Ambition to install solar PV’s with inverter and battery storage, potentially an air source heat pump, possibly air conditioning units. Viability of replacement ducted air replacement heaters also being considered. Will require grant funding to realise.

AGM April 2025

Chapmanslade Village Hall (and Memorial Ground)

				£4,000 provisionally allocated from the PC from CIL funds.
Development of bar area	Create doorway into existing bar area in lieu of hatch. Install the mobile bar as a semi-permanent feature [with enclosingshutters.	£1,500?	B	To be done
	Drinks glasses - hall only has glass for wine, propose same for other drinks (sustainable approach)	£250	B	To be done
	Glass washer	£600	B	To be done
Enhancement / Repairs to children playground	Replace buried rubber mats with permanent rubber surfaces	£2,500 to £7,500	B / C	Funding required from awarded grants – scope to be agreed
Further Enhancement to existing playground facilities	Initial Hall donation to initiative by separate village Playground Committee	£5,000 - £7,500	C	Initiative started in 2017, with quote obtained by specialist provider (~ £55,000). Update – Hall Committee has determined that new equipment [as opposed to repairs] should not be funded from Hall income, but from grants etc.Ideally a separate development sub-committee should be appointed to pursue this.
Additional meeting room	Long term ambition to allow concurrent hall user to meet expected future demand, and for groups not requiring the large main hall	£125,000?	C	Research required and high level order of cost to be identified. Consider against the 2019 Parish Plan and pending Church use as a small community hire space.
Works Completed
Resolve damp within the 2 No “chair cupboards”	Rain ingress due to very low pitch of the tiled roof (too shallow)	£8,244		Batstone engaged to start April ’24 – scope to remove and rebuild the porch roof. Done April ‘24
CCTV System	Enhanced security to the hall and grounds	£600		Intended installation of a 2nd hand system 2ndqtr ‘24 Done June ‘25
Enhancement / Repairs to children playground	Repairs to equipment, attributed to general wear & tear			New weather shelter to be installed [[canopy ex Barters] – 2ndqtr ’25. Volunteer labour.
Resolving localised uplift in hall block flooring	Two areas of uplift have occurred. Initial action to deploy dehumidifiers [advice by OEM flooring contractor]	~£400		Short term hire of a dehumidifier and running costs. Done 2ndqtr ’24 – demonstration lower humidity does reduce floor uplift.
	Damaged/missing ridge tiles, rotten facia / soffit boards,broken raingoods	£4,700		Batstone engaged to undertake April ’24. Done April ’24.
	Board roof space	~ £2,000		Board out roof space pending by volunteer group. Done 3rd qtr ’24.
	Develop garage area	£1,750		Garage floor concreted March ’24 after new heavy steel doors installed. Done.

ix. The total amount invested over the past 20 years (including undertaking structural repairs to the hall roof) continues to increase and now approx. £191,000. This has been expended on a

Chapmanslade Village Hall (and Memorial Ground)

AGM April 2025

huge variety of projects – primarily improvements to the hall and its other amenities [the memorial grounds and recently the old cricket pavilion] and general maintenance.

This very substantial sum [re-estimated] has originated from:-

£47,300 [27%] through awarded grants from the Landfill fund, Wiltshire Council, and in the past few years a number from the Warminster Area Board.
£57,000 [22%] by annual grant and project-led donations by the Parish Council [through the precept].
Approx. £6,000 [3.5%] by donations from within the community for notified projects
£11,238 from S106 monies [Honey Glade Development]
Circa £69,250 raised by the Hall committee over this period through facility hire charges & held events.
x. I’ve mentioned in passing at previous AGM’s is to acknowledge the efforts of committee members, who continue to give their time freely to operate, maintain and develop the facilities we are able to offer. We estimated the person hours just before covid and these came to approx. 1000 per year. This ties very well with the reported average of 18.5hrs a week [964 pa] taken from the last Village Halls survey across England in 2019.

That said, there are many others within the community [“unseen”] that support when events are organised and their contributions are instrumental.

The Committee is always looking for new members and the role of Secretary remains available for anyone interested in helping to make a difference.

xi. Reserves Policy

The Committee has a Reserves Policy to provide the rationale for what reserves are held by the Hall and their purpose. The Policy is intended to be reviewed on an annual basis after the AGM unless an emergency situation arises.

Analysis of Reserves:

Analysis of Reserves:
Total Reserves at 31stDec 2024	£ 40,168
Restricted Funds [specific grants and/or donations]	£2,000 [P.C]
Designated Funds [flexibly managed]
Contingency [repairs & income protection] - estimate	£10,000
Projects funding [long term accrual]	£12,650
	£22,650
Projects funding [short / medium term] - estimate	£15,500

This concludes the Treasurers report.

If anyone has any questions then please forward to my email address t.humphreys165@gmail.com and I'd be happy to respond.

T Humphreys (Treasurer)

CHAPMANSLADE VILLAGE HALL Ac¢ounts for the 12 months ending 31st December 2024 2024 2023 2022 2021 2020 Receipts and Payments Receipts: Hall Bookings Ac£ess Rights etc. Fundraising Ineti & tmticm Interest R&eNed Grants Re 11,126 183 5.148 8.971 193 2.165 4,725 118 3.877 10 16,564 4.517 103 3,215 2,764 4,0(X) 4,000 15,846 28.168 16.930 20,457 16,457 15,329 11,329 25,294 8,730 23,686 7.840 T¢)tsl exc Granls Payments: Hall Running Costs & Admin. Repairs, maintenan Totsl 15.573 10,367 7,263 3,048 1,749 4.797 4,932 2,253 7,185 29.888 16.857 11,296 Surplus befor8 capitsl costs 1 revenues -1.721 3.600 4.033 20,497 16,501 Proceeds of Land Sale Capital costs paid -16.422 -5.581 -1.710 -9.458 -2,976 Excess of Receipts over Payments -18.142 -1.981 2.324 11.039 13,525 Balance Sheet Accumulated Fund 2024 2023 2022 2021 2020 58.311 -18.142 60.292 -1,981 33.404 13,525 Sufplus for year 2.324 11.039 40,168 58,311 46.929 Net ammount lexcEss 4p1 over pawrrtsl less grants 'd -5,981 -L676 -2321 Represented by: Cash l Bank l BuikJiryJ Stiiety FuThJs 40168 58.311 .291 46.929 Change in year Note.. At Ihe year-end the organIsat aiso held bar slc valued al £130 -18.142 -1.981 13525 Approved by the Treasurer. On behalf of the Village Hall CL¥nmittee Scrutineerfs Re ort to the Trustees of the Cha manslade Villa e Hall Tim HumFthreys Date: 26.01.25 Respectlve pbI11U trfTrust¢•a •nd S¢ruUne•r ts Iheviligga Hall T$1 >fyJ are respwNefth9 ?80nts. uS6r thai norther e audit IndepwKknttxamKiation oftsCharthsa 1993 apFty. 118 rewst¥htytht C8ry>Y outan al11 nordependen1xamkn stru¢mMo thOjnts and lo r8F¢M to . Ba$ls olS¢ruiinEe¢s Statement a¢xxrtarK81th the dirth gNeft bytheVi* I hav• &7ubnw tha Td$ the actounts sel out aLwe. Scnrfnfjas $tateme In rnY0pin th•aDare in aL¥danLXwi Lhè wodu Mrcoln B811 150 High StyoaL Chapm8nYad8. We8tbyry. Wiltthr¢ BA13 4NP ILfr1031ioP(