LLA Hook, Greatfield and Greenhill Village Hall Trustees, Annual Report & Accounts 1st April 2024 - 31st March 2025 Registered Charity No. 305529 Names of Trustees Richard Woolford Sheila Rumming Gareth Williams Pat Willis Naomi Sly Chairman Vice-chairman Treasurer Committee Members Laura Hughes David Hawes Francis Rumming Jolui Strange Tracey Camp Christian Fifi Noonoo Bookings Secretary Chair - Rlchard Woolford, The Farmhouse, Hook Farm, Hook Street, Hook, SN4 8EF - Tel. 07768 120385 Secretary - Naomi Slyi Hook Village Hall, Hook, SN4 8EA Registered Charity No. 30)529 Hook, Greaffield and Greenhill Village Hall Governance & Appointment of Trnstees Hook, Greatfield & Greenhill Village Hall was established by a Conveyance dated 15 November 1950, which governs the appointment & responsibilities of the Trustees and the management of the chaiity. The Management Committee consists of a maximum of 15 Trustees (currently 5, plus 6 additional committee members), all of whom are elected at the Annual General Meeting held in April or May each year. Each Trnstee serves for one year, however they are eligible to be re-elected. In addition, each regular user group is able to nominate one Trustee. The Management Committee has the power to co-opt up to 4 further Trnstees on ar￿Ual basis. Obj ectives of the Charity Provision of a village hall for the benefit of the inhabitants of the villages of Hook, Greatfield & Gi'eenhill. Management of the Hall induding the Maintenan￿ and upkeep of the buildings and the car parking area. Control of the Hall finan￿S to ensure that adequate funds are available at all times and that Hall funds are retained in a SeC￿e and accessible account (or accounts) at a reputable financial institution. Principal Activities in pursuit of Objectives The hall is in use most days of the week for a variety of activities including Women's Institute, Parish Council, Toddler group, Woodturning Group, Dance Classes, Art Groups, Quiz nights, Table Top Sales and Coffee mornings The hall is available for hire for private functions induding children's parties, village social fLmctions and occasional fund raising events. The Manasement Committee rLm an active calendar of fLuidraising and other events throughout the year, and also seek to apply for 8rant funding (where avallable) to enable ft￿ther irLvestment in the bulldmg and faci]ities. Many Volunteers dedicate a large number of hours to run the Hall on a day-to- day basis, and to help with general mailltenan￿ and upkeep. cnalr - Ricnaru wooiroro, The Farmnouse, Hook Farm, Hook Street, Hook, SN4 8EF - Tel. 07768 120385 Secretary - Naomi Sly, Hook Village Hall, Hook, SN4 8EA Registered Charity No. 305529 Hook, Greatfield and Greenhill Village Hall Hiring Agreement Bookings for the Hall are managed through the website (www.hookvilla ehall.co.uk) via a link to thc Hallmastcr booking system. All bookings are subject to ac￿Ptance of tlie Terms & Conditions and Hirer's Check]ist, which must be accepted by the booker by ticking the acceptance box on Hallmaster. These documents set out the concbtions of hire and identify the respective responsibilities of each party. A copy of both docL]rnents is available on the website, and links to the electronic documents are induded on all booking confirmation emails. Invoices are sent out at the beginning of the month prior to the bookins, and payment is due at the end of the month prior to the booking (e.g. all May bookings must be paid by the end of April). If payment has not been received by the Invoice due date the booking may be cancelled with immediate effect. Licences The hall has a Premises Licence (not induding alcohol) from the local authority. The hall is licensed by the Performing Right Society for live and recorded music. Risk Management - Insurance The village hall is insured by Zurich Insurance with respect to property damage/buildings insurance (£309,003 cover), contents (up to £17,620), pubhc liability (£IO,000,000) and trustee financial and administration indemnity (£500,000). The buildings and contents limits are index-linked. The Management Committee recognises that it is under a legal obligation to protect the building and its users through adequate and appropriate insurance. Building & Site Maintenance The mains electrical installation is checked by a qualified engineer every 5 years ast irLspected early October 2021). Next inspection due in 2026. Electrical Equipment Testing (formally PAT testing) was completed in Feb 2024. Fire fighting appliances are inspected annually under contract with the supplier. Emergency lighting has recently been renewed (Apr-25) & is checked regularly. Volunteers from the Committee carry out other regular maintenance checks. In the current year, the largest items within maintenance charges are new arm chairs (£737), new fridge (£570) and repairs to the front fence (£1,596 - this cost was covered by an insurance redaim listed in income). nalr - F