**West Hallam Village Hall Charity Committee** ## **Annual Report for the year ending 31[st] December 2024** ## **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) - Jim Davison (St Wilfrid’s) Community representatives - Mary Butler - Paul Butler - Bruce Broughton - Karen Needham West Hallam Parish Council Representative - Robert Mee Coopted - Jude Hare _1_ **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 2024 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 financial challenge the charity faces is the need to balance ongoing maintenance and sometimes emergency repairs with ensuring necessary improvements to ensure the hall meets the needs of the community. Additionally, the special architectural interest of the building requires that any work carried out does not affect its character and this can result in the need for more costly materials and traders. Fundraising initiatives have included a quiz evening organised in conjunction with the West Hallam Wells Committee as well as plant and book sales. Our reserves have received a boost during the year following an additional tranche of money from a bequest. 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. _2_ **West Hallam Village Hall Charity Committee** ## **Premises and equipment** 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. A major project this year has been the refurbishment of the kitchen to provide not only a more hygienic environment for the catering that takes place but also a safer work space for hirers making use of the kitchen. 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. A specialist heritage roofing company has completed the first phase of repairs to the roof. As well as planned maintenance trustees keep aside a sum of money within our budget for unforeseen emergency repairs. Thanks are due to the 1[st] West Hallam Brownies for planting and maintaining the containers at the front of the hall. ## **Summary of activities and achievements** Community events including the Christmas Light Switch On, Open Gardens, 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 has been a promoter of the Live and Local rural arts touring programme for many years. In March the community was able to enjoy a performance of “Auf Wiedersehn Me Duck”. Sadly Erewash Borough Council have withdrawn their funding from the scheme and the charity is no longer able to participate. ## **Future developments** The Trustees will continue to support local residents, groups and businesses by providing a welcoming and inclusive space. We will work to ensure the stability of the Grade II listed building with further repairs to the roof. _3_ **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 £16493 This policy is reviewed annually. _4_ West Hallam Village Hall Charity Statement of Financial Artivities Annual Statement for 2024 Unrestrirted Restricted Reserves I Reserves 2 Total Previous BALANCE OF FUNDS Brought Forward from 2023 8,738 -32,331 140,578 5,000 121,985 32750 INCOME Fund Raising Grants Donations Rental Income Total Incoming Resources 3,660 3660 690 12833 13653 30836 3315 1075 110028 13147 127,565 690 12833 13653 13,653 690 16,493 EXPENDITURE NewBuilding Project Emergency Repair Budget Budgetted Works Cleaning Council Tax Fixtures and Fittings Insurance Maintenance Miscellaneous Rent Utilities 555 555 92420 4480 62 850 1586 2299 228 500 7916 1966 22038 4413 65 400 1495 1700 1265 1300 3688 92420 4480 62 850 1586 2299 228 500 7916 Total Outgoing Resources 18476 92420 110896 38330 Balance of Funds Funds Brought Forward Transfer In Transfer Out 8,738 -32,331 140,578 5,000 121,985 32750 Total Balance of Funds 8738 -32331 140,578 5,000 121985 32750 Funds Carried Forward 3,915 -124061 157,071 5000 41925 121985 Profit / Loss for Period ~4823 -91730 16,493 -80060 89235 I certify that the Receipts and Payments Account is in accordance with the records of the West Hallam Village Hall Charity Trustees Committee Mr M Needham, 4 Scargill Road, West Hallam, Derbyshire Signed Date The above account was approved by the Trustees on . And signed on behalf by Chair Secretary Date . Dec EOY Accounts 2024 West Hallam Village Hall Charity Statement of Financial Artivities Annual Statement for 2024 Unrestrirted Restricted Reserves I Reserves 2 Total Previous BALANCE OF FUNDS Brought Forward from 2023 8,738 -32,331 140,578 5,000 121,985 32750 INCOME Fund Raising Grants Donations Rental Income Total Incoming Resources 3,660 3660 690 12833 13653 30836 3315 1075 110028 13147 127,565 690 12833 13653 13,653 690 16,493 EXPENDITURE NewBuilding Project Emergency Repair Budget Budgetted Works Cleaning Council Tax Fixtures and Fittings Insurance Maintenance Miscellaneous Rent Utilities 555 555 92420 4480 62 850 1586 2299 228 500 7916 1966 22038 4413 65 400 1495 1700 1265 1300 3688 92420 4480 62 850 1586 2299 228 500 7916 Total Outgoing Resources 18476 92420 110896 38330 Balance of Funds Funds Brought Forward Transfer In Transfer Out 8,738 -32,331 140,578 5,000 121,985 32750 Total Balance of Funds 8738 -32331 140,578 5,000 121985 32750 Funds Carried Forward 3,915 -124061 157,071 5000 41925 121985 Profit / Loss for Period ~4823 -91730 16,493 -80060 89235 I certify that the Receipts and Payments Account is in accordance with the records of the West Hallam Village Hall Charity Trustees Committee Mr M Needham, 4 Scargill Road, West Hallam, Derbyshire Signed Date The above account was approved by the Trustees on . And signed on behalf by Chair Secretary Date . Dec EOY Accounts 2024