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2023-12-31-accounts

Shaw Playing Fields and Village Hall Trust

2024 Annual Report to Charity Commission

Address: The Beeches, Shaw, Melksham SN12 8EP E-mail: SecretaryofShawVillageHall@gmail.com Dated: 15th September 2024 Version 1.0

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Shaw Hill Playing Field and Village Hall Trust Management Committee (Registered Charity No. 305550) Established and supporting the community in Shaw since 1962

Introduction

  1. Shaw Playing Fields and Village Hall is a key facility in the village of Shaw but adds value to the George Ward Estate in Melksham and the adjacent village of Whitely with high usage by football teams, community groups, organisations and private hire. It has a wide variety of facilities and is nestled within the heart of Shaw near Melksham, Wiltshire. The aim is to provide a warm, safe, welcoming and well-equipped village hall which is available at reasonable rates to anyone who wishes to hire it and playing fields that are in regular use.

  2. The trust supporting the Shaw Playing Fields and Village Hall has been in existence since the closure of the Beltane School over 50 years ago with the trust established to run the facilities since 1962.

  3. The ongoing challenge for the trust is continually maintain and improve the facilities so that they remain inclusive to the community providing as widespread as possible usage of the facilities and support the community with recreational facilities. The hall and playing fields continue to have a high volume of usage and utilisation has improved since a new booking system has been setup.

  4. Since the last report, there has been an uplift in resources in support of the hall. In particular the following changes have been made since the last report:

  5. a. Painting . The hall is currently being repainted with the bulk already complete.

  6. b. Kitchen Upgrade . This is in progress and will be completed by the end of the year.

  7. c. CCTV . This has been installed due to security issues but the coverage needs to be increased with more cameras.

d. New Maintenance Manager . This has been a key gap for the last 4 years and a retired local maintenance manager has been an energetic and valued addition to the committee.

e. New Field Ops Coordinator . The manager of a local football team has become our new field ops co-ordinator; which has been a big change and as a user has a different perspective which is ideal for the committee. Recent changes have included a part Football Association funded upgrade of the goalposts, which are now mobile and can be moved off the pitch and used for training is different locations on the playing fields, which will reduce wear in the goal mouths.

f. Lunch Club . Unfortunately, the Lunch Club on Wednesday has ceased due to lack of support but will be replaced an extra set of classes for the pre-school, which means that all week the hall is busy both during the day and in the evening.

  1. Unless specified, in the main works to the hall are in part funded through grants from Melksham Without Parish Council, who have been generous in support of the hall or through user generated income. Until the lease is renewed it is hard to get additional funding from many bodies.

  2. During 2024 the trust was run by 6 trustees, 3 volunteers and 1 Melksham Without Parish Council (MWPC) representative. This will increase because two of the new committee members have agreed to become trustees.

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Shaw Hill Playing Field and Village Hall Trust Management Committee (Registered Charity No. 305550) Established and supporting the community in Shaw since 1962

  1. The trusts finances continue to remain strong with strong community usage ensuring the trust and the facilities remain viable.

  2. The key short-term challenge for the trust is the extension of the lease for the hall that runs out in 2025. The length of the next lease being negotiated is 100 years. The challenge ahead is meeting the reduction of emissions that the UK government has committed to and the hall was not built to modern standards such as Berryfield Village Hall, south of Melksham. This will mean changes for the hall and the playing fields where we will need significant investment over the next 20 years meet the aspirations of government and still meet the aspirations for the people of Shaw and Whitley. With this in mind prior to signing the lease a full survey has been completed so the committee are taking on the facility with a known baseline; it is hoped the new lease will be signed before the end of the year.

Patrick Hunt Secretary 30 Oct 2024

Annexes

A. Background to Shaw Hill Village Hall B. AGM Treasurers Report for 2023 C. AGM Accounts for 2023

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Shaw Hill Playing Field and Village Hall Trust Management Committee (Registered Charity No. 305550) Established and supporting the community in Shaw since 1962

Annex A to SVH Annual Report Dated 30 Oct 24

BACKGROUND TO SHAW VILLAGE HALL TRUST AND FUTURE VISION

LOCATION

Figure 1 – location of Shaw within Melksham Without Parish

History

  1. Shaw is a village located outside of Melksham, Wiltshire and sits within the Melksham Without Parish Council; with Whitley being a separate but close village, which has no facility like Shaw’s Village Hall and Playing Fields. Shaw and Whitely are separated by the South Brook stream and farm land. In 1952 the property known as the Shaw Hill Playing Field and Village Hall was part of Beltane School grounds. In January 1953 the

A - 1

Shaw Hill Playing Field and Village Hall Trust Management Committee (Registered Charity No. 305550) Established and supporting the community in Shaw since 1962

property was a conveyed from Beltane School Ltd to the Melksham without Parish Council for the use and benefit of all in the Melksham Without Parish that includes both villages at Shaw and Whitley.

  1. The Shaw Hill playing field sold by Beltane School to Melksham Without Parish Council 20[th] September 1952 and the Shaw Hill Playing Field and Village Hall demised to the Trustees (30-year lease) on 20[th] June 1958. The trust’s governing document is the ‘Deed of Declaration’ dated 31 December 1962 and the trust obtained Registered Charity status in 1967. The present building was completed in 1976 and replaced the old school pavilion, which was a wooden structure.

The Current Charity 3. The Shaw Playing Fields and Village Hall Trust is a registered charity (no. 305550) with the Charity Commission and is run in lines with their guidance. The village hall and playing fields are already busy and provide varied support to the community starting from pre-school children to those that are retired. 4. The vision for Shaw Playing Field and Village Hall trust as laid out in the strategic YQ » plan is to:

Provide an inclusive set of recreational and exercise facilities that help maintain and improve the mental and physical wellbeing of the Shaw and Whitley community.

  1. In terms of facilities, these will need to evolve as the communities’ interests and needs evolve.

A - 2

Shaw Hill Playing Field and Village Hall Trust Management Committee (Registered Charity No. 305550) Established and supporting the community in Shaw since 1962

Current Circumstances

  1. The village hall and playing fields are already busy and provide varied support to the community starting from pre-school children to those that are retired. However, the hall is now over 50 years of age and starting to show that age; moreover, the building was not designed for a net zero carbon future. In addition, due to the local nature of users, we need to consider the usage of the showers, changing rooms and whether they are still needed. At some stage the changing rooms and toilets, will need to become gender neutral to ensure the hall is inclusive of all potential users. The hall is already accessible to disabled users but there are changes that could be taken to improve the facility for those with differing disabilities.

  2. The carbon reduction target of the government is to reduce carbon emissions by 78% by 2035 and net zero by 2050. The hall will need to be consistent with these government aspirations and make changes over the next 20 years that will mean that the village hall remains a viable facility for the local community. The visit for the future has been set out in the Melksham Neighbourhood Plan[1] and the new development at Middle Farm increases the number of people likely to use the hall and playing fields. This is in addition to the people who live in the George Ward housing development, building started in 2016, which whilst in Melksham Council area, with Shaw Village Hall being their closest facility of it’s type.

  3. The initial lease was for 30 years and has been gradual extended until 14 Apr 2025 with the last extension completed in April 2011. It is the aim of the committee to work with Melksham Without Parish Council to extended this significantly to 100 years as had been completed for other local village halls.

2. Future Vision

What does good look like in the future

  1. The vision for Shaw Playing Field and Village Hall trust is to:

Provide an inclusive set of recreational and exercise facilities that help maintain and improve the mental and physical wellbeing of the Shaw and Whitley community.

1 htps://www.melkshamneighbourhoodplan.org/_fles/ugd/fcc864_d62a247950cc423abaa28eedd803eba4.pdf A - 3

Shaw Hill Playing Field and Village Hall Trust Management Committee (Registered Charity No. 305550) Established and supporting the community in Shaw since 1962

  1. Safety First. As a facility that is used by young children and the older generation, safety must be a key consideration at every stage; health and safety must be a priority of trustees.

  2. Facilities . In terms of facilities, these will need to evolve as the communities’ interests and needs evolve.

a. Hall . The hall has one large room with storage at one end. The main user of the hall is the pre-school that also uses the dedicate outside play area to the east of the hall. The main room is used by a variety of clubs and societies along with children’s parties. The small kitchen is fully fitted with storage taken up by regular users. The usage of the changing room will need to be reviewed and over time both the changing rooms and toilets will need to be made gender neutral. A modern and clean kitchen is an essential part of the hall.

b. Playing Field . The playing field is in regular use by local football teams and there is a children’s play area, seating, multi-activity facility and a fitness frame. More could be made of the area maybe to including some garden beds with pond, additional fitness facilities (eg running path) and outside exercise equipment. In particular the pond would improve the bio-diversity.

c. Boundaries . An ideal location for hedgerows to improve bio-diversity and encourage wildlife.

  1. Services . By 2035, the stretch target will be for all services [2] provided to the hall to be carbon zero and over the next decade the hall will use its usage to create an early demand signal to encourage providers to make the necessary changes sooner rather than later. It is to be a consideration when signing all future contracts and purchases.

  2. Reduced Carbon Signature. Aside from pushing our existing supplier to become carbon neutral, the hall will need to have systems fitted that will allow us to reduce our demand for services such as water and power whilst also reducing our waste. See Annex A.

  3. Events . The site will continue to be available for events and this includes the use of the playing field over the summer months for other activities aside from football. At present, the site does not have a licence to serve alcohol or allows parties for older teenagers; this defacto policy has been in place for good reason but if the hall usage is to be truly inclusive then as an organisation then there needs to be consider making the hall a useful facility for all age groups. This includes clubs or events focused for teenagers.

  4. Physical Exercise . As nation, the British are increasingly becoming overweight[3] and subsequently in poorer physical health. As a charity that seeks to provide facilities to improve the physical health of the local community, this will need to continue to provide and expand ‘free to use or low cost’ facilities for the community. This could include licencing use of the site for outdoor exercise classes or additional facilities.

  5. User groups . There are a wide variety of groups that use the site. The site must remain fit for use for those group including those that are disabled, hard of hearing and in pre-school.

2 This includes gas, electricity, water , waste disposal and ground maintenance.

3 htps://www.bbc.co.uk/food/artcles/britain_diet#:~:text=The%20UK%20is%20one%20of,14%20percent%20of%20Britsh%20adults

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Shaw Hill Playing Field and Village Hall Trust Management Committee (Registered Charity No. 305550) Established and supporting the community in Shaw since 1962

  1. Dog Walking/Ramblers. Many dog walkers continue to use the playing fields both to walk their dogs and to access the fields beyond which contain public footpaths[4] that are part of the existing walking routes. This is entirely within the philosophical direction of the trust but this only remains whilst fouling by dogs continues to be cleared by their owners. Signage could be improved to allow the car park to be a base for those taking their dog for a walk or going on a walk within the locality.

  2. Security . Along with safety, ensuring the site’s security is an important consideration to ensure facilities are not wilfully damaged and the investments are protected.

4 htps://www.melkshamneighbourhoodplan.org/_fles/ugd/fcc864_0a64ada2cf7d47209ae1e75e3b8d6fc9.pdf A - 5

Shaw Hill Playing Field and Village Hall Trust Management Committee (Registered Charity No. 305550) Established and supporting the community in Shaw since 1962

Annex B to SVH Annual Report Dated 30 Oct 24

’ Treasurer s Report to Shaw Village Hall AGM for period 1 Jan - 31 Dec 2023

1. Introduction

I present the accounts for Shaw Village Hall and Playing Field Management Committee for the year 2023. The accounts show by way of comparison, the corresponding figures for the previous accounting period.

2. Income from Hall Hire. Income from regular hall hire such as Pre-school remains constant. Unfortunately after over 40 years, Friendship Club has now folded. Ad Hoc bookings continue to increase through our online booking system.

3.

4. Income from Pitch Hire. As well as normal income, we also had hire of the field for 6 weeks for a summer club.

5. Playing Field Maintenance. Slight increase due to having spiking and other maintenance work done.

6. Building Work. Our major expenditure was the work required on the damaged wall. Fortunately this was compensated by the insurance company as well as a grant from MWPC.

7. Hall Insurance. Slight increase in premiums between years(noting that this will increase by £23 in 2024).

8. Utilities. Being a registered charity the energy companies reviewed the tariffs we were paying a couple of years ago. They concluded that we were on the best plan for electricity, but British Gas found a better rate for both the standing and unit charges. This was then fixed until January 2024 so we have been protected from the recent rises.

9. BT/Telecoms World. The cost for BT includes the hall Broadband. After an initial cost of £120 for setting up the new hall booking system, we pay a monthly charge of £11.99

10. Conclusion. Despite major expenditure, I conclude the accounts are robust.

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Shaw Hill Playing Field and Village Hall Trust Management Committee (Registered Charity No. 305550) Established and supporting the community in Shaw since 1962

Annex C to SVH Annual Report Dated 30 Oct 24

Shaw Village Hall and Playing Field Statement of Income and Expenditure - 1 January 2023 to 31 December 2023

Balance at start of the
year
Treasurer's Account
Business Account
Receipts
Regular Hall Hire
Ad-Hoc Hall Hire
Ad-Hoc Hall Hire
Business A/c
Field hire
Equipment Hire
Fundraising/Summer
Fete
Insurance
Grants Current Acct
Grants Savings Acct
Donations
Bank Interest		 2023
£
306.37
16,514.03
16,820.40
9,057.00
3,302.50
70.00
2,305.00
0.00
0.00
9,610.88
8,000.00
0.00
0.00
183.30
32,528.68		 2022
£
1,051.28
14,186.12
15,237.40
9,406.00
2,547.50
50.00
1,000.00
0.00
51.30
0.00
7,000.00
6,000.00
500.00
7.91
26,562.71		 Expenses
Hall
Maintenanc
e
Pitch Maintenance
Building
work
Electricity
Gas
Water
Aquasafe
B.T.
Telecoms
World
Waste
Disposal
Wilts Council (Tax)
Cleaner
Cleaning/minor
maint costs
Insurance
MWPC Rent
Accountant
CAWS
donation
Stationery/Postage
Balance at 31st
December
Current
Account
Savings
Account		 2023
£
833.62
5,243.64
10,790.40
876.00
891.42
324.50
1,410.00
444.00
143.88
807.62
0.00
2,959.50
280.82
1,194.14
10.00
90.00
0.00
15.00
26,314.54
677.21
22,357.33
23,034.54		 2022
£
3,757.80
4,290.49
7,411.20
836.00
1,290.72
194.00
1,506.00
444.00
18.56
912.59
0.00
2,892.00
207.18
1,049.18
10.00
90.00
0.00
62.99
24,972.71
306.37
16,514.03
16,820.40

C - 1

Shaw Hill Playing Field and Village Hall Trust Management Committee (Registered Charity No. 305550) Established and supporting the community in Shaw since 1962

Receipts

Receipts
Field Hire Pymt FPI Pre-
school		 Pmt
Type		 Friendship
Club		 Sheet
No		 Whist Pmt
Type		 J Giles
Pilates		 Shee
t No		 K
Veakin
s
Pilates		 Sheet
No		 In2Dance Shee
t No		 Yoga Ad-Hoc Hall
Hire
Football
Bradshaw		 50.00
03/02/2023		 January 510.00 FPI 90.00 FPI Jan 96.00 FPI 108.00 96.00 96.00 322.50
Football
Harrison		 100.00 06/03/2023 February 360.00 FPI 120.00 FPI Feb 96.00 FPI 72.00 FPI 48.00 FPI 72.00 40.00
Football
Bradshaw		 50.00 11/04/2023 March 540.00 FPI 150.00 FPI Mar 120.00 FPI 108.00 FPI 48.00 96.00 325.00
Football
Harrison		 50.00 25/04/2023 April 240.00 FPI 90.00 FPI Apr 72.00 FPI 72.00 FPI 12.00 FPI 135.00
Football
Harrison		 50.00 02/05/2023 May 450.00 FPI 150.00 FPI May 96.00 FPI 96.00 FPI 36.00 387.50
Football
Dykes		 60.00 23/05/2023 June 480.00 FPI June 120.00 FPI 96.00 FPI 48.00 FPI 96.00 602.50
Football
Dykes		 60.00 24/05/2023 July 270.00 FPI 120.00 FPI July 96.00 FPI 96.00 FPI 48.00 FPI 48.00 160.00
The Cosy
Kitchen		 25.00 06/06/2023 August Aug 120.00 FPI 36.00 FPI 330.00
Football Dyer 120.00 07/07/2023 Sept 510.00 FPI 120.00 FPI Sept 96.00 FPI 48.00 FPI 96.00 160.00
Football
Burbidge		 120.00 10/07/2023 Oct 360.00 FPI 120.00 FPI Oct 96.00 FPI 108.00 FPI 96.00 720.00
Football
Bradshaw		 60.00 17/07/2023 Nov 510.00 FPI 150.00 FPI Nov 120.00 FPI 72.00 FPI 60.00 105.00 FP
I		 85.00
Football
Hunter		 60.00 18/07/2023 Dec 330.00 FPI 90.00 FPI Dec 96.00 FPI 36.00 FPI 24.00 35.00
IMS
Summercamp		 640.00 27/07/2023
Football
Hartrey		 120.00 01/08/2023
Football Bull 60.00 04/08/2023
Football
Brown		 60.00 07/08/2023
Football
Cooper		 60.00 11/08/2023
Football
Burbidge		 60.00 14/08/2023
Football Dyer 120.00 17&29/08/2023
Football
Bradshaw		 60.00 31/08/2023
Football
Cooper		 60.00 11/09/2023
The Cosy
Kitchen		 20.00 05/10/2023
Football
Bradshaw		 180.00 18/10/2023
Football AFC
Corsham		 60.00 04/12/2023

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Shaw Hill Playing Field and Village Hall Trust Management Committee (Registered Charity No. 305550) Established and supporting the community in Shaw since 1962

2,305.00 4,560.00 1,200.00 1,224.00 948.00 336.00 684.00 105.00 3,302.50
Grants and
other
Receipts		 Date Rec'd Savings
A/c
Interest		 Ad-Hoc Hall
Hire
MWPC 8,000.0
0		 04/04/2023 Jan 6.92
8,000.00 Feb 8.42
Mar 7.62
McLarens Ins
Payment		 9,610.8
8		 30/08/2023 Apr 10.51
9,610.8
8		 May 12.73
Jun 14.08 70.00
Fundraising Jul 15.51
Aug 17.19
Donatons Sep 19.82
Oct 20.63
Nov 24.36
Dec 25.51
183.30 70.00
Expenditure
Hall Maintenance
Pmt Date
Name
Service
06/02/2023
J Boorer
Pre-school table
13/02/2023
N Fitzgerald
Pre-school sensor alarm
23/02/2023
G Williams
Downpipe bracket
23/02/2023
Pre-school
Drain guard
16/03/2023
B&W Fire and Safety
Fire equipment inspecton and PAT
20/03/2023
J Boorer
Hire of Shaw School hall for AGM
04/04/2023
M Booth
G Williams gif
19/04/2022
G Williams
Light Bulbs
01/08/2023
EJD Electrical
Smoke alarm supply and ft
24/08/2023
Roundstone Catering
Water Boiler service
25/09/2023
EJD Electrical
Replace faulty outside foodlight
02/10/2023
M Booth
Telephone bateries
16/10/2023
Fenn Street Designs
Hall on-line Booking System
Building Work
24/08/2023
Rigg Constructon
Repair of gable wall
29/08/2023
Rigg Constructon
Provision of heras fencing
Field Maintenance 2023
Type
Name
Service
FPO
JH Jones & Sons
Ground maintenance, January		 Waste Disposal
(Hills Waste Solutons)
166.38
Jan
12.30
Feb
9.90
Mar
5.43
Apr
92.04
May
33.61
Jun
27.95
Jul
6.59
Aug
19.75
Sep
207.90
Oct
123.77
Nov
8.00
Dec
120.00
833.62
Aquasafe Environment
10190.40
Month
600.00
Contract 2023 - 2024
10790.40
Donaton to CAWS
379.97
Hall Insurance
C - 3		 Cleaner
Pmt Type
56.06
FPO
252.00
Jan
42.05
FPO
246.00
Feb
56.06
FPO
168.00
Mar
51.65
FPO
192.00
Apr
86.70
FPO
150.00
May
55.86
FPO
324.00
Jun
71.76
FPO
303.00
Jul
86.70
FPO
300.00
Aug
71.28
FPO
246.00
Sep
86.70
FPO
312.00
Oct
71.52
FPO
25.50
Nov
71.28
FPO
186.00
Nov
807.62
FPO
255.00
Dec
2,959.50
Cleaning/Minor
Maint.
1410.00
FPO
0
Jan
1410.00
FPO
89.24
Feb
FPO
23.40
Mar
FPO
28.65
Apr
1,194.1
FPO
9.55

Shaw Hill Playing Field and Village Hall Trust Management Committee (Registered Charity No. 305550) Established and supporting the community in Shaw since 1962

FPO
JH Jones & Sons
Ground maintenance, February
FPO
G Williams
Top soil
FPO
JH Jones & Sons
Ground maintenance, March
FPO
JH Jones & Sons
Ground maintenance, April
FPO
JH Jones & Sons
Ground maintenance, May
FPO
JH Jones & Sons
Ground maintenance, June
FPO
JH Jones & Sons
Ground maintenance, July
FPO
JH Jones & Sons
Ground maintenance, August
FPO
JH Jones & Sons
Ground maintenance, September
FPO
JH Jones & Sons
Ground maintenance, October
FPO
JH Jones & Sons
Goal mouth repair
FPO
JH Jones & Sons
Ground maintenance, November
FPO
JH Jones & Sons
Spiking
FPO
JH Jones & Sons
Ground maintenance, December		 379.97
Accountant
12.00
MWPC Rent
379.97
379.97
Statonery/Postage
379.97
Diary/paper
379.97
583.97
379.97
379.97
379.97
288.00
379.97
180.00
379.97
5,243.64		 4
90.0
0
FPO
10.00
FPO
FPO
FPO
15.00
FPO
15.00
FPO
FPO		 May
28.01
Jun
e
31.05
July
5.00
Aug
10.80
Sept
20.30
Oct
0
Nov
34.82
Dec
280.82

C - 4

Shaw Hill Playing Field and Village Hall Trust Management Committee (Registered Charity No. 305550) Established and supporting the community in Shaw since 1962