Registered Charity No 305527
TRUSTEES’ ANNUAL REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 30[TH] SEPTEMBER 2024
Holt Village Hall The Street, Holt, Trowbridge, Wilts, BA14 6QH
This document is the annual report for the accounting year ending 30[th ] September 2024 by the chair of the of management committee of Holt Village Hall under the Charity Commission scheme 305527 dated 28[th] July 1995 as amended by an order dated 26[th ] January 2005 and 2[nd] December 2019. This report covers activities since the last AGM report for the year ended 30[th ] September 2023 and is to be presented to the Annual General Meeting of the trust to be held at Holt Village Hall on Tuesday 14[th] January 2025.
List of trustees
The Volunteer Management Committee is responsible for the day-to-day running of the Village Hall, for its continued maintenance, and for planning for its improvement and future use. Those who have served as trustees are:
Mrs S Bolden Mr T Hopkins (deceased 18[th] Oct 2024) Mrs S Ennis Mr T Mason Mr A Fox (deceased 31[st] May 2024) Mr D McDonald Mrs J Haggett Mr S Morris Mr G Hill Mr R Page Mrs J Hopkins
The objectives of Holt Village Hall are:
-
to provide a meeting place for local community groups
-
to maintain clean, safe & functional premises
-
to ensure that the facilities provided comply with the necessary regulations (e.g. fire, health & safety, licensing act etc.)
-
to improve facilities where possible
-
to receive hiring fees from Hall users and to fund-raise when necessary to ensure income stays on a par with expenditure.
Strategies for Achieving Objectives
The strategies employed to achieve these objectives during the year reported were:
-
to maintain a hall management committee of elected members.
-
to assign key management roles i.e. chairperson, secretary, treasurer, bookings secretary to individuals
-
to hold regular (monthly) management committee meetings with minutes (including agreed actions on individuals) being issued prior to the next meeting
-
to review the financial position of the hall at the monthly meetings
-
to source local (volunteer) help where necessary, in the interests of minimising costs
-
to hold an Annual General Meeting (advertised in the Village Magazine) open to all villagers
Public Benefit
The trustees have met eleven times during the year and have kept in mind the Charity Commission’s guidance on public benefit at our trustee meetings. The object of the charity remains valid, and we are confident that our activities fully reinforce the object.
Holt Village Hall Annual Report and Financial Statements for the year ended 30 September 2024
Page 1 of 11
Achievements and Performance
a) To stabilise the committee :
Membership of the trustees remained constant. However, Alan Fox passed away on 31[st] May 2024 and Terry Hopkins passed away (following the end of the current year) on 18[th] October
2024 Leaving nine serving members, one of whom is unable to attend regular meetings
- b) To focus on on-going improvements to the hall supported by fund raising and events programme:
The trustees were able to:
-
Complete the final stage of refurbishment to the upstairs Kitchen.
-
Carry out a significant upgrade to the main kitchen, making it look fit for
-
Carry out routine maintenance and repair work.as needs dictate.
-
c) To bring new people into the hall:
-
We held a Family and friends Skittles evening which attracted 15 teams consisting of about 50 people.
-
Stephen Morris instigated four musical evenings, each attracting between 60 and 90 people
Income and Expenditure on Activities of Public Benefit
Income from lettings was £28,331 compared with £25,922 in 2023, and £20,800 pre-covid in 2019. It is particularly encouraging that this increase since last year is primarily due to an increase in Regular Village Lettings:
| 2024 | 2023 | 2019 | |
|---|---|---|---|
| Total lettings | 28,331 | £25,922 | £20,800 |
It should however be noted that the 2024 overall income benefited from a £879 compensation from Wessex Water which related to a loss of income in 2023.
Our standing annual costs (excluding repairs and maintenance) were £21,800 compared with £21,306 last year.
Car park
The committee continues to allow Holt Minibus (Now operating as part of Melksham Community Transport) to park in the car park in return for a small donation to hall funds, also in recognition of the free servicing of the Village Minibus we continue to allow the neighbouring garage to park one vehicle, the proprietor also keeps an eye out for anything untoward in the car park.
Our arrangement with the National Trust was reviewed in February 2024 and increased by £1,031 reflecting general inflation and the additional opening days. This arrangement is due for review again in February 2026. The NT staff and volunteers at The Courts continue to maintain the hedge around the car park at their own cost. We are ever grateful for this support which keeps up the appearance of the car park and its surrounds.
Cleaning
Our only employee (part time), as hall cleaner, Michelle Rafferty was appointed during October 2018 and is continuing to maintain a high level of cleaning. Michelle monitors and cleans the hall at strategic times and reports any issues.
Holt Village Hall Annual Report and Financial Statements for the year ended 30 September 2024
Page 2 of 10
Michelle salary was reviewed January 23 and increased by 9.5% to keep in-line with the recommended living wage.
Licensing
We continue to operate a premises licence which allows for the sale of alcohol during normal licensing hours. This system works to our satisfaction.
Risk, Health & Safety
Health and Safety remains a standing agenda item and there were no reported incidents during the year.
Fundraising Activities and Public Benefit
The committee organised the following events during the year (last year’s profit):
| • | Skittles Tournament | £799 (£446) |
|---|---|---|
| • | Plant sale | £711 (£594) |
| • | Barbecue in conjunction with the Holt scarecrow weekend.£244 (£277) | |
| • | Flower and produce show. | £100 (£255) |
| • | 200+ Club with 241 members | £1,405 (£1,454) |
| • | Auction | £0 (£233) |
| • | Table Top Sale | £0 (£456) |
| • | Sam Evans | £469 (£787) |
| • | Jazz night | £1114 |
| • | Craft Fair | £437 |
The additional fundraising activates produced £5,279 profit compared with a total of £4,561 in 2023 an increase of 15%.
We offer continued thanks to all trustees and friends of the village hall for their help in making these events successful, but in particular to Jo Hopkins who again been the champion of the Plant Sale and the Flower and Produce show.
Village Hall web site
Doug McDonald has continued to maintain https://www.holtvillagehall.com/ to suit changing needs and expectations and Mike Jordan for updating the contents and incorporating his own artistic embellishments. Mike also adds to Holt Village Holt Facebook presence.
Hirers
The requirements and expectations of our hires is an arduous task, and we are grateful to our Booking Secretary Tim Mason for successfully managing those requirements and successfully nurturing new regular hires to fill voids.
Holt Village Hall is very aware of the need for safe place for vulnerable/less fortunate people to meet, to this end:
- The monthly community lunch has been continued by Tim and Joy Mason and their team with tacit support from the Village Hall
Holt Village Hall Annual Report and Financial Statements for the year ended 30 September 2024
Page 3 of 10
-
Holt Village Hall continue to allow parents from Holt V C Primary School to park in the Village Hall car park at the beginning and end of the school day as part of their safe walking to school plan.
-
The Village Hall offered space for poppy making as part of the very successful village wide poppy project
-
The Youth club meets in the hall through the winter months with a nominal rent.
As of 1[st] November 2024, the Hall has secured the following regular bookings:
WEEKLY Art Group Emmaus School (term-time) Martial arts Multiple Pilates / Yoga classes Pre and Post Natal Fitness classes Singing Group Youth Club Yoga MONTHLY Bradford on Avon Lions Club Community Lunch Flower club Meeting and practice sessions Mindfulness Classes Monthly County Councillor Surgery National Childbirth Trust ante natal classes. Parish Council meetings W.I.
OTHER RECURRING BOOKINGS
Annual Parties, Bike Jumble, Craft Fair, Furniture Sales, Holt Players, Village Hall fundraisers, and Youth mentoring meetings.
IN TERMS OF PUBLIC BENEFIT,
In addition to regular hiring, the hall may be booked for one off events. We aim to cater for people of all ages and currently hosting parties for preschool children up to Nonagenarian.
The hall is equipped with high chairs, potty stands, a wheelchair and the suchlike and will endeavour to obtain other items on request.
Financial Review
Finances
After major refit to the Skittle Alley roof in 2022-23 at a cost of £23,880 our overspend resulted in a deficit for the year of £16,032, so 23-24 has been a year of modest expenditure and rebuilding our reserves (luckily no major emergencies occurred)
The main expenditure for the year was:
-
Refurbishment of the existing main kitchen, mainly strengthening cupboards, new flooring and new work surfaces. £3,766
-
General repairs, maintenance and safety checks totalling £1,482
Holt Village Hall Annual Report and Financial Statements for the year ended 30 September 2024
Page 4 of 10
The end of year accounts shows a surplus of £110,499 which restores the reserves to a similar level to that held at 30[th] September 2022.
The practice of having a healthy reserve has enabled us to spread large unplanned expenditure over two years.
Monahans Chartered Accountants have completed an independent examination of our accounts that are prepared on a receipts and payments basis. The trustees have agreed a policy to retain £20,000 in reserve for unforeseen emergencies and to keep that sum separately identified in a fixed term interest bearing account/bond; however, the interest has been minimal particularly as Banks consider the Hall to be a small business.
Future Plans and Objectives
Our general aim is to use income from car park revenue, interest and fund raising for major improvements and repairs rather than covering day to day costs.
A provisional budget proposed and to be ratified by the new trustees following the AGM.
| Action | Budget/Estimate |
|---|---|
| Gas Water Electric | £4,000 |
| Cleaning,cleaners salary | £10,000 |
| Safetytesting | £1,000 |
| General Maintenance | £1,600 |
| Energyefficiencyimprovements | £10.000 |
| Total | £26,600 |
Structure, Governance and Management
The charity is regulated by a scheme lodged with the charity commission. Following the 2019 AGM an update was submitted and accepted by the Charity Commission to amend scheme 305527 (our charity governing document) dated 28[th] July 1995 as amended by order dater 26[th ] January 2005 to do away with the distinction between nominated and elected member as Trustees.
Trustees are appointed or reappointed annually at the Annual General Meeting. No trustee receives any remuneration.
Our banking arrangements are regularly reviewed in order to get best value without excessive risk from our substantial cash assets. We note that, as a charity, our options to get good rates of interest are limited, whilst adopting a low-risk investment strategy.
During the year Alan Fox a long serving trustee died, Alan had been our main link with Community first but due to failing health had been unable to attend regular management meetings for some time. Since year end, Terrey Hopkins has also died. Terry had also been a very long serving Trustee and chairman. The committee now although small but effective management team has reached a point where new members are urgently required to ensure the long-term continuity.
Sue Ennis continues in the role of Acting Treasurer in addition to that of Chairperson. Ideally, we would like to appoint another trustee to take on one of those roles.
We remain a member of the WVHA and have access to website facilities via their site and useful advice through their offices, including beneficial insurance rates.
Holt Village Hall Annual Report and Financial Statements for the year ended 30 September 2024
Page 5 of 10
In conclusion
The policy of building up and maintaining a healthy financial reserve has enabled the Trustees to finance essential repairs over a two year period
Looking forward, the Village Hall faces:
-
Increases in electric, gas, water and insurance cost expected to be above inflation in the coming year.
-
The need to recruit Trustees to provide a sustainable future.
-
The need to find new fund-raising events which can be arranged with the limited number of resources.
-
We were fortunate during 2023-24 not to have any surprises regarding maintenance. However, we will not be so fortunate as already in 2024-25 we have experienced problems regarding:
-
a) Leak in the main roof which has been fixed but further investigation is required.
-
b) A problem with guttering at the back of the hall which has been fixed, and further work is in hand.
-
c) Problems with the main heating heater requiring emergency call out.
The trustees intend to:
-
draw up a budget within 3 months of the AGM based on projected booking income.
-
strengthen the management team by recruiting new trustees
The trustees aim to continue to build on this year’s success in providing additional entertainment/fundraising events
Holt village hall is an integral part of the village and often taken for granted by the community at large but would be severely missed if it was no longer here.
Sue Ennis – Chairperson on behalf of Holt Village Hall Trustees Date: 14[th] January 2025
Holt Village Hall Annual Report and Financial Statements for the year ended 30 September 2024
Page 6 of 10
Independent examiner’s report to the Trustees of Holt Village Hall
I report to the charity trustees on my examination of the accounts of the charity for the year ended 30[th] September 2024, which are set out in pages 10 to 12.
Responsibilities and basis of report
As the charity’s trustees you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’).
I report in respect of my examination of the charity’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.
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:
-
accounting records were not kept in respect of the charity as required by section 130 of the Act; or
-
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.
Simon Cooper FCA Monahans Chartered Accountants 14a Forest Gate Pewsham Chippenham Wiltshire SN15 3RS
Holt Village Hall Annual Report and Financial Statements for the year ended 30 September 2024
Page 7 of 10
HOLT VILLAGE HALL
Receipts and Payments Account for the Year ended 30 September 2024
| 2024 General Fund 2024 Restricted Fund 2024 TOTAL FUNDS 2023 TOTAL FUNDS Receipts £ £ £ £ Regular village lettings 4,416 - 4,416 1,282 Other regular lettings 19,514 - 19,514 18,795 Sundry lettings 4,401 - 4,401 5,845 Total Lettings 28,331 - 28,331 24,189 Deposits Donations 1,435 5,970 - - 1,435 5,970 - 5,233 Interest 254 - 254 1,008 Miscellaneous - - - 338 Fund raising events Wessex Water Compensation Phone Refund 200 Club 5,672 879 6 2,826 - - - - 5,672 879 6 2,826 7,535 - - - Total Receipts 45,373 - 45,373 40,036 Payments Cleaning 9,508 - 9,508 9,058 Rates, water and insurance 2,319 - 2,319 1,920 Electricity 1,210 - 1,210 1,149 Gas 2,021 - 2,021 2,019 Accountancy and audit 965 - 1,955 918 Petty cash and stationery 134 - 134 83 Telephone 554 - 554 688 Deposit refunds 1,117 - 1,117 1,266 Repairs and maintenance 5,248 - 5,248 34,762 Equipment 111 - 111 - Miscellaneous 16 - 16 483 Performing rights 292 - 292 522 Hallmaster 265 - 265 226 Fund raising events expenditure Community First 200 Club Wiltshire Council Prem LIC 1,797 50 1,421 20 - - - - 1,797 50 1,421 20 2,974 - - - Total payments 27,048 - 27,048 56,068 Net of receipts 18,325 - 18,325 -16,032 Cash funds brought forward as at 1 October 2023 (2022) 92,174 - 92,174 108,206 Cash funds carried forward as at 30 September 2024 (2023) 110,499 110,499 92,174 |
2024 General Fund 2024 Restricted Fund 2024 TOTAL FUNDS 2023 TOTAL FUNDS Receipts £ £ £ £ Regular village lettings 4,416 - 4,416 1,282 Other regular lettings 19,514 - 19,514 18,795 Sundry lettings 4,401 - 4,401 5,845 Total Lettings 28,331 - 28,331 24,189 Deposits Donations 1,435 5,970 - - 1,435 5,970 - 5,233 Interest 254 - 254 1,008 Miscellaneous - - - 338 Fund raising events Wessex Water Compensation Phone Refund 200 Club 5,672 879 6 2,826 - - - - 5,672 879 6 2,826 7,535 - - - Total Receipts 45,373 - 45,373 40,036 Payments Cleaning 9,508 - 9,508 9,058 Rates, water and insurance 2,319 - 2,319 1,920 Electricity 1,210 - 1,210 1,149 Gas 2,021 - 2,021 2,019 Accountancy and audit 965 - 1,955 918 Petty cash and stationery 134 - 134 83 Telephone 554 - 554 688 Deposit refunds 1,117 - 1,117 1,266 Repairs and maintenance 5,248 - 5,248 34,762 Equipment 111 - 111 - Miscellaneous 16 - 16 483 Performing rights 292 - 292 522 Hallmaster 265 - 265 226 Fund raising events expenditure Community First 200 Club Wiltshire Council Prem LIC 1,797 50 1,421 20 - - - - 1,797 50 1,421 20 2,974 - - - Total payments 27,048 - 27,048 56,068 Net of receipts 18,325 - 18,325 -16,032 Cash funds brought forward as at 1 October 2023 (2022) 92,174 - 92,174 108,206 Cash funds carried forward as at 30 September 2024 (2023) 110,499 110,499 92,174 |
2024 General Fund 2024 Restricted Fund 2024 TOTAL FUNDS 2023 TOTAL FUNDS Receipts £ £ £ £ Regular village lettings 4,416 - 4,416 1,282 Other regular lettings 19,514 - 19,514 18,795 Sundry lettings 4,401 - 4,401 5,845 Total Lettings 28,331 - 28,331 24,189 Deposits Donations 1,435 5,970 - - 1,435 5,970 - 5,233 Interest 254 - 254 1,008 Miscellaneous - - - 338 Fund raising events Wessex Water Compensation Phone Refund 200 Club 5,672 879 6 2,826 - - - - 5,672 879 6 2,826 7,535 - - - Total Receipts 45,373 - 45,373 40,036 Payments Cleaning 9,508 - 9,508 9,058 Rates, water and insurance 2,319 - 2,319 1,920 Electricity 1,210 - 1,210 1,149 Gas 2,021 - 2,021 2,019 Accountancy and audit 965 - 1,955 918 Petty cash and stationery 134 - 134 83 Telephone 554 - 554 688 Deposit refunds 1,117 - 1,117 1,266 Repairs and maintenance 5,248 - 5,248 34,762 Equipment 111 - 111 - Miscellaneous 16 - 16 483 Performing rights 292 - 292 522 Hallmaster 265 - 265 226 Fund raising events expenditure Community First 200 Club Wiltshire Council Prem LIC 1,797 50 1,421 20 - - - - 1,797 50 1,421 20 2,974 - - - Total payments 27,048 - 27,048 56,068 Net of receipts 18,325 - 18,325 -16,032 Cash funds brought forward as at 1 October 2023 (2022) 92,174 - 92,174 108,206 Cash funds carried forward as at 30 September 2024 (2023) 110,499 110,499 92,174 |
|---|---|---|
| 108,206 | ||
| 92,174 |
Holt Village Hall Annual Report and Financial Statements for the year ended 30 September 2024
Page 8 of 10
HOLT VILLAGE HALL
Statement of Assets and Liabilities at 30 September 2024
| Cash funds Lloyds TSB Current Account Lloyds Treasurers Savings Account Lloyds Fixed Term 1 Year Lloyds TSB Fixed Term Savings Account Total Cash funds Other Assets Fixed assets 1. Total Other Assets Liabilities- accruals 2. |
2024 General Fund 2024 Restricted Fund £ £ 28,166 - 20,452 - - - 61,881 - 110,499 - 1,500,000 - 1,500,000 - 1,090 - |
2024 TOTAL FUNDS 2023 TOTAL FUNDS £ £ 28,166 11,173 20,452 20,198 - - 61,881 60,803 110,499 92,174 1,500,000 830,000 1,500,000 830,000 1,090 1,068 |
2024 TOTAL FUNDS 2023 TOTAL FUNDS £ £ 28,166 11,173 20,452 20,198 - - 61,881 60,803 110,499 92,174 1,500,000 830,000 1,500,000 830,000 1,090 1,068 |
2024 TOTAL FUNDS 2023 TOTAL FUNDS £ £ 28,166 11,173 20,452 20,198 - - 61,881 60,803 110,499 92,174 1,500,000 830,000 1,500,000 830,000 1,090 1,068 |
|---|---|---|---|---|
| 1,068 |
These Accounts were approved by the Committee on and signed by:
Treasurer Secretary
Holt Village Hall Annual Report and Financial Statements for the year ended 30 September 2024
Page 9 of 10
HOLT VILLAGE HALL
Notes to the financial statements for the year ended 30 September 2024
1. Building Valuation
The premises were valued for insurance purposes in December 2002 by Brian Fitchett Commercial Chartered Surveyors. They valued the re-building costs, i.e. replacement cost for insurance purposes only, at £507,000.
A second valuation was carried out in August 2014 by Quartley Chartered Surveyors. They valued re-building costs, i.e. replacement cost for insurance purposes only, at £830,000, and £580,000 if natural stone is not used for rebuild.
A third valuation was carried out in August 2024 by Quartley Chartered Surveyors. They valued re-building costs, i.e. replacement cost for insurance purposes only, at £1,500,000, and £1,075,000 if natural stone is not used for rebuild.
2. Accruals
| Accounts and independent examination fee |
2024 £ 1,090 |
2023 £ 1,068 |
|---|---|---|
Holt Village Hall Annual Report and Financial Statements for the year ended 30 September 2024
Page 10 of 10