2023-12-31-accounts - West Hallam Village Hall

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West Hallam Village Hall Charity Committee

Annual Report for the year ending 31[st] December 2023

Terms of reference and management

West Hallam Village Hall is registered with the Charity Commissioners (No 503723) and constituted under a Deed of Trust dated 11 November 1974. The charity’s purpose is to administer the hall as a community facility and to preserve the Grade II listed building for the future.

The management committee of Trustees includes members of the community elected at the Annual General Meeting, representatives of user groups and a representative of the West Hallam Parish Council. Meetings are normally held on the first Wednesday of each month in January, March, May, July, September and November.

Trustees

The Trustees encourage and facilitate use of the hall as a much valued community space, manage the charity in line with best practice and work to secure the building for the future. During the past year the following have served as Trustees:

Representatives of user groups

Ann Ainsworth (Four Seasons Luncheon Club)
Ann Toplis (Girl Guiding UK and West Hallam Wells)
Roy Jackman (Wine Appreciation Group)
Caroline McFarlane (Portrait Group)
George Futers (Parochial Church Council)
Chris Barnes (West Hallam WI and West Hallam Coffee Club)

Community representatives

Mary Butler
Paul Butler
Bruce Broughton
Karen Needham
West Hallam Parish Council Representative  Robert Mee

Coopted

Jude Hare
Jim Davison

West Hallam Village Hall Charity Committee

Officers

Chair - Ann Ainsworth
Vice Chair – Mary Butler
Secretary – Roy Jackman
Treasurer – Jude Hare
Bookings Secretary – Ann Ainsworth

The Trustees acknowledge the help and support of additional volunteers who carry out essential unpaid work in and around the building and assist with fundraising initiatives.

Finances

The Annual Financial Statement for the business year 2023 accompanies this report and provides a detailed breakdown of the year’s activities. In line with good practice the charity keeps money aside as a reserve to protect against drops in income or allow it to carry out major repairs. The Annual Financial Statement details how much money is currently held in reserve. Our Reserves Policy which outlines the approach to ensuring business continuity is attached as Appendix A to this Annual Report.

Rental income, supplemented by fundraising, is generally sufficient to cover expenditure on services, utilities, maintenance and refurbishment. However the charity has faced significant challenges from rising costs particularly for utilities. Consequently hire charges were increased from 1 January of this year.

Fundraising initiatives have included a quiz evening and race night organised in conjunction with the West Hallam Wells Committee as well as plant and book sales. A donation was received from West Hallam Scarecrows.

Our reserves have received a considerable boost during the year following a generous bequest from a member of the community.

The Trustees acknowledge the financial support of the Parish Council with running costs.

Thanks are also due to our auditor Mike Needham.

Health and safety

The charity has legal responsibility under Health and Safety legislation to take reasonable measures to ensure that the hall, access to it and any equipment or substances provided are safe for people using it. As an employee the charity has additional responsibilities.

Premises and equipment

West Hallam Village Hall Charity Committee

The West Hallam Village Hall Charity currently has a full repairing lease for the hall which is part of the built heritage of the village. The building is owned by the Scargill’s Educational Foundation.

The special architectural interest of the building and its Grade II listing requires that any work carried out does not affect its character and this can result in the need for more costly materials and traders. Listed building consent enabled the replacement of a double glazed dormer window in the rear hall.

Other major projects have included renovation and painting of the iron railings, essential maintenance to the Granwood floor in the main hall and repainting of the rear hall.

As well as planned maintenance trustees keep aside a sum of money within our budget for unforeseen emergency repairs. A major outlay from this budget was the replacement of the disabled toilet macerator pump..

Thanks are due to the 1[st] West Hallam Brownies for planting and maintaining the containers at the front of the hall and the creation of a bug hotel at the rear of the hall.

Summary of activities and achievements

During the year we have successfully renegotiated the terms of our lease to ensure that we are in a stronger positon to draw down funding to further modernise and improve our services. The former lease was for a20 year period. The new lease is for a 35 year period.

The charity has also successfully applied to become a Gigaclear Community Hub which will enable users to take advantage of a free ultrafast full fibre broadband connection.

Community events including the Christmas Light Switch On, Well Dressing Festival, and Village Show have taken place at the hall. Summer and Christmas Sing Alongs were organised in partnership with St Wilfrid’s Social Committee.

The charity continues to be a promoter of the Live and Local rural arts touring programme. In May the hall was a venue for a performance by the Badapple Theatre Company with their production “Eddie and the Gold Tops”.

Future developments

The Trustees will continue to support local residents, groups and businesses by providing a welcoming and inclusive space. A priority will be a project to refurbish and modernise kitchen facilities.

West Hallam Village Hall Charity Committee

APPENDIX A

Reserves Policy

The reserves held by West Hallam Village Hall Charity form part of the unrestricted funds that are freely available to spend on any of our stated aims. These reserves are currently specifically set aside for the following purposes:

To manage uncertainty and loss of income due to unplanned closures, loss of a major income stream and unexpected large repair bills.

A Business Continuity Fund of £5000 is maintained.

To take advantage of new opportunities This reserve is currently £140578

This policy is reviewed annually.

West Hallam Vlllage Hall Charfty Statemert of Finandal ACtItIeS Annual Statement for 2023 Unrestrlcted Restrirted ,, Reservts I ,, ReseNes 2 Total BALANCE OF FUNDS Brought Forward from 2022 -11,368 INCOME Fund Raising Grants Donations Rental Income Totsl Incomln8 Resourc4s 3,315 3315 1075 110028,, 13147, 127565 68 13.147 23,040 EXIiEND17URE NewBulldlng Projert Emergency Repair Budget 1966 450 711'- lil Budgetted Works aeanin8 Councll Tax Flxtures and Fittings Insurance Malntenance, Miscellaneous Rent Utlllties, 14978 3989 117 474 1334 4413 65 4413 65 1495 1700 1265 17(K) 1265 13(Kl 207 3688 5075 Totsl Out8olng Resour 16292 22038 32233 Balance of Funds Funds Brought Forward Transfer In Transfer Out, -11,368 32,750 Totsl Balance of Funds 11883 Funds Carrfed Forward -32331 121985, 32750 Profft / L05s for Perfod 113.343 89235 -9193 I certlfy that the Recelpts and Payments A¢wunt Is In accordance with the records of the West Hallam Vlllage Hall Charity Trustees Commitee Mr M Needham, 4 Scargill Road, West Hallam. Derbyshlre Signed Date The above account was approved by the Trustees on . And signed on behalf by Chair cretsry . .. Date....Q..:24 2023 EOY Final Accounts