Trustees, Annual Report For the Period: 1 August 2024 to 31 July 2025 l. Referenee #nd Administrative Detai18 Charity Name: Oxlon Village Hall Registered Charity Number: 522284 Principal Address: Oxton Village Hall, Main Street, Oxton, Southwell, Noctinghamshire. NG25 OSA Charity Trustees: M Cooper (Chair) K Siinpson (Treasurer) D Maclaren (Secretary) P Hallett M Hulme A Todd D Leivers 2. Structure, Governance, and Management T?pe of Governing Document: Lease dated 25th February 1963. Charity Constitution: Trust l Unincorporated Association. Governance Improvement5: The trustees undertook a formal review of internal controls this period to strengthen oversight. We successfully adopted a comprehensive Dew Financial Policy to modernise banking procedures, expense approvals, and budgTet monitoring. AlongFSide this, a formal PurchasingJ Policy was established to gJoN'ern vendor selection, quote thresholds, and authorization limits, ensuringJ robust value for money. 3. Obj¢ctive8 and Aetiviti¢s Summary of Objeets: The Village Hall is held in trust for the use of the inhabitants of Oxton and the neighbourhood without distinction. It is used for meetings, lectures, classes, and other forms of recreation and leisure tiine occupation to improve the conditions of lit.e for the residents. Publie Benefit Statement: The trustees have complied with their duty to have due regard to the public benefit guidance published by the Charity Commission. All community social events are run on an inclusive, affordable, and accessible basis. 4. Achievements and Performance Summary of Main Activities: Maintained the physical hall to provide a safe, wann. multi-use hub for local classes, clubs, and events. Hosted targeted community social initiatives over the 12-month period, including a monthly Afternoon Tea gathering featuring hot drinks, sandwiches, cakes, and conversational spaces, a monthly "Hiiddle" group providing warm homemade soup, bread, and a vital community interaction zone. Secured capital funding and allocated budget to update facility hardware and asset standards for user comfort. Inipact Achieved: Addressed rural isolation directly by continuingJ the Afternoon Teas. creating a routine social anchor for older or isolated village residents.
Fostered strong comn]unity solidarity through the Huddle events, ensuring local people had a consistent space to connect oTr'er hot food. UpgJraded the Sylvia Bell Room by fittingJ modern privacy blinds and purchasing dedicated crockery. The new entry door was successfully PTocured within this tinancial period and is scheduled tor installation betore the end of 2025 to turthcr enhanec the rDom'% utility for mectin&J% and Small groups. Ini'¢st¢d in higyh-impact hall upgrades. including a prolcssional r¢furbishment ot the main hall's wooden floor, a new commercial dishwasher for the kitchen, and a replacement external door to the storage room to improve building security and elliciency. Sustained excellent levels of general community use, keeping the premises vibrant and well-lltilised. 5. Financial Revie Financial Summary: Total income for the financial year was £27,415.97. This includes a specific project grant received from Newark and Shenvood District Council to fund the Sylvia Bell Room irnprovenients. I'otal expenditure was £25,$78.60. Notable expenditures this period included capital investments in the kitchen dishwasher, main hall floor Tefurbishment, and storage room door replacement. The charity carried forward a net operational surplus of £1,837.37. The charity's current account cash balance at the end of the financial period on 31 July 2025 was £9,992.10. New Reserves Policy: The trustees formulated and formally adopted a new ReseTres Policy this }'ear to ring7_fence ernergency ftinds. At the period end, the general reserve deposit account held £7,i15.90 for operational protection. Additionally, a dedicated Repairs and Maintenance Reserve has been established Th.'ith £10,021.21 explicitly allocated to safeguard future struclural upkeep and long-term asset preservation. Approval This report IVLgS approiied bv the Board of Trustees on 24th May 2026 and signed on its behalf by.. Signed: l¥Jame: K Siiiip.4iin ( I IL'LI%LlILI)
| ovhmctreasiae2324 | ovhmctreasiae2324 | |||||||||||||||||||||||
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| OXTON VILLAGE HALL MANAGEMENT COMMITTEE | ||||||||||||||||||||||||
| ACCOUNTS STATEMENT-INCOME AND EXPENDITURE | ||||||||||||||||||||||||
| Reporting for Financial Year ending 31st July 2025 | ||||||||||||||||||||||||
| INCOME | INCOME | |||||||||||||||||||||||
| FINANCIAL | YEAR ENDING | FINANCIAL YEAR END | ING | |||||||||||||||||||||
| 31ST JULY | 2025 | 31ST JULY 2024 | ||||||||||||||||||||||
| ALL HIRINGS | £23,915.15 | £21,000.72 | ||||||||||||||||||||||
| DISPOSAL OF ASSETS | £0.00 | £25.00 | ||||||||||||||||||||||
| STORAGE RENTAL | £500.00 | £700.00 | ||||||||||||||||||||||
| BAR TAKINGS | £43.21 | £57.30 | ||||||||||||||||||||||
| £543.21 | £782.30 | |||||||||||||||||||||||
| GRANTS & CONTRIBUTIONS | ||||||||||||||||||||||||
| DONATIONS VARIOUS | £540.00 | £35.00 | ||||||||||||||||||||||
| DONATIONS EVENTS TEAM | £1,880.50 | £0.00 | ||||||||||||||||||||||
| GRANTS - OPC | £0.00 | £200.00 | ||||||||||||||||||||||
| GRANTS - NATIONAL GRID | £0.00 | £2,420.50 | £5,986.40 | £6,221.40 | ||||||||||||||||||||
| OTHER INCOME | ||||||||||||||||||||||||
| INTEREST RECEIVED | £37.11 | |||||||||||||||||||||||
| SUNDRY DEBTS & ADJUSTMENTS | £72.93 | |||||||||||||||||||||||
| SECURITY BOND INCOME HELD | £500.00 | £537.11 | £1,050.00 | £1,122.93 | ||||||||||||||||||||
| ALL NON-HIRING INCOME | £3,500.82 | £8,126.63 | £29,127.35 | |||||||||||||||||||||
| TOTAL INCOME FOR FY 2024/25 ENDING 31JUL25 | £27,415.97 | FY 23/24 ENDING 31JUL24 | £28,127.35 | |||||||||||||||||||||
| EXPENDITURE | EXPENDITURE | ||||||||||||||||||||||
| FINANCIAL YEAR ENDING | FINANCIAL YEAR ENDING | ||||||||||||||||||||||
| 31ST JULY 2025 | 31ST JULY 2024 | ||||||||||||||||||||||
| UTILITIES : | |||||||||||||||||||||||
| ENERGY - ELECTRICITY | £1,326.11 | £942.47 | |||||||||||||||||||||
| ENERGY - GAS | £1,498.51 | £3,898.90 | |||||||||||||||||||||
| WATER SUPPLY & SEWAGE DISPOSAL | £1,125.74 | £1,164.77 | |||||||||||||||||||||
| BROADBAND | £266.93 | £4,217.29 | £338.20 | £6,344.34 | |||||||||||||||||||
| ADMINISTRATION-OFFICE | |||||||||||||||||||||||
| ACCOUNTS AUDIT ADMINSITRATION | £50.00 | ||||||||||||||||||||||
| GROUND RENT | £15.00 | ||||||||||||||||||||||
| OFFICE IT - HALLMASTER LICENCE | £253.00 | £238.80 | |||||||||||||||||||||
| OFFICE IT - WEBSITE | £15.89 | £228.47 | |||||||||||||||||||||
| FEES TO EXTERNAL BODIES - RCAN/ACRE | £114.00 | £114.00 | |||||||||||||||||||||
| PRESENTATIONS & HOSPITALITY MEETINGS | £171.51 | £73.83 | |||||||||||||||||||||
| ICO - DATA PROTECTION | £35.00 | ||||||||||||||||||||||
| ENTERTAINMENT - FREE FILM @AGM | £159.60 | ||||||||||||||||||||||
| LICENCES - MUSIC,PERFORMANCE & PLAYING | £97.51 | ||||||||||||||||||||||
| LICENCES - SALES & CONSUMPTION OF ALCOHOL | £180.00 | £769.40 | £180.00 | £1,157.21 | |||||||||||||||||||
| ADJUSTMENTS : | |||||||||||||||||||||||
| REFUND - HIRER PAID TWICE & SECURITY BONDS REP | AID | £475.00 | |||||||||||||||||||||
| ADJUSTMENTS - DUPLICATE BANK ERROR | £0.00 | £72.93 | £547.93 | ||||||||||||||||||||
| ADMINISTRATION-ON SITE : | |||||||||||||||||||||||
| MEDIA ADVERTS - RECRUITMENT | £159.04 | £106.80 | |||||||||||||||||||||
| CONSUMABLES IDENTIFIED BY CARETAKER | £362.47 | £31.18 | |||||||||||||||||||||
| WINDOW CLEANER | £360.00 | £0.00 | |||||||||||||||||||||
| FEES - CARETAKER AND HALL MANAGER | £7,911.95 | £7,098.42 | |||||||||||||||||||||
| FEES - CLEANER | £700.00 | £9,493.46 | £120.00 | £7,356.40 | |||||||||||||||||||
| RISK MANAGEMENT : | |||||||||||||||||||||||
| BUILDINGS INSURANCE AND SURVEY | £2,113.95 | £1,521.66 | |||||||||||||||||||||
| FIRE ALARM & EXTINGUISHER SERVICING | £722.40 | £590.40 | |||||||||||||||||||||
| SECURITY/BURGLAR ALARM SERVICING | £111.60 | £165.60 | |||||||||||||||||||||
| BOILER & HEATING SERVICING | £336.00 | £366.00 | |||||||||||||||||||||
| CO2 ALARMS | £64.96 | ||||||||||||||||||||||
| CCTV - INSTALLATION & MAINTENANCE | £50.00 | £50.00 | |||||||||||||||||||||
| FIRST AID BOX & ACCIDENT REPORT BOOK | £46.28 | ||||||||||||||||||||||
| REPAIRS TO CHAIR TROLLEY | £40.00 | ||||||||||||||||||||||
| MOVEABLE ELECTRICAL ITEMS - PAT TESTING | £106.38 | £3,505.29 | £78.00 | £2,857.94 |
| EVENT COSTS | |||||||||||||||||||||
| EVENTS | £1,654.25 | £0.00 | |||||||||||||||||||
| FILM CLUB | £104.40 | £1,758.65 | £0.00 | £0.00 | |||||||||||||||||
| MAINTENANCE AND REPAIRS | |||||||||||||||||||||
| REFURBISHMENT MAIN HALL FLOOR | £1,701.60 | £336.00 | |||||||||||||||||||
| ROOF REPAIRS AND EXTERNAL MAINTENANCE | £305.00 | £238.31 | |||||||||||||||||||
| SAFETY - MAIN HALL FLOOR RESURFACING | £0.00 | ||||||||||||||||||||
| SAFETY - MAINTENANCE & MINOR EQUIPMENT | £24.99 | ||||||||||||||||||||
| SAFETY - NEW MAIN FUSE BOX ETC | £0.00 | ||||||||||||||||||||
| MAJOR CLEANING & STAGE CURTAIN CLEANING | £0.00 | ||||||||||||||||||||
| HYGIENE - TRADE WASTE REFUSE COLLECTION : | £473.20 | £594.51 | |||||||||||||||||||
| CARPET CLEANING | £33.83 | £0.00 | |||||||||||||||||||
| SBR KITCHENETTE WORKTOP SAVERS | £44.00 | ||||||||||||||||||||
| MAINTENANCE - ROOF | £0.00 | ||||||||||||||||||||
| MAINTENANCE - DECORATION - ENTRANCE HALL/WCs | £146.00 | £0.00 | |||||||||||||||||||
| SUNDRY EXPENSES | £76.32 | £2,735.95 | £0.00 | £1,237.81 | |||||||||||||||||
| RENEWALS | |||||||||||||||||||||
| 25578.6 | |||||||||||||||||||||
| STAR CLOTH | £295.00 | 25632.8 | |||||||||||||||||||
| EXTERNAL LIGHTING | £514.80 | 54.2 | |||||||||||||||||||
| UPGRADE AUDIO SYSTEM | £317.15 | ||||||||||||||||||||
| OVERFLOW CAR PARK SIGN | £146.12 | ||||||||||||||||||||
| E CATERING - DISHWASHER | £1,090.02 | ||||||||||||||||||||
| REPLACEMENT DOOR NAFAS STORAGE | £735.47 | £3,098.56 | £6,803.84 | ||||||||||||||||||
| TOTAL EXPENDITURE FOR FY 2024/25 ENDING 31JUL25 | £25,578.60 | FY 2023/24 ENDING 31JUL24 | £26,305.47 | ||||||||||||||||||
| ClosingBalance net(balance at Bank 31Jul25 | £27,529.21 | Closing | Balance net(balance at Bank 31Jul24 | £25,691.84 | -1246 | ||||||||||||||||
| OpeningBalance | £25,691.84 | OpeningBalance | £22,869.96 | ||||||||||||||||||
| Income | £27,415.97 | Income | £29,127.35 | ||||||||||||||||||
| Expenditure | £25,578.60 | Expenditure | £26,305.47 | ||||||||||||||||||
| ClosingBalance | £27,529.21 | ClosingBalance | £25,691.84 | ||||||||||||||||||
| Includes Deposit held £500 | |||||||||||||||||||||
| Surplus for Year Ended 31st July 2025 | £1,837.37 | Surplus for Year Ended 31st July 2024 | |||||||||||||||||||
| Adjust for deposits held £500 | 500.00 | £1,337.37 | £2,821.88 | ||||||||||||||||||
| Kathryn Simpson - Treasurer | |||||||||||||||||||||
| 21st October 2025 |
CHARITY COMMISSION FOR ENGLANO AND WALES Independent examinerfs report on the accounts Selon A Independent Examine Report lo th• trust•esldlrKlornl mtsra 01 O yroKI V ILL fl&£ klALL Qn atents for the y•ar •ndod 31 SLILY 262 Charlty nlx: S124. Company rn.: 8•t out on pag I rert to the charity trustees on my examinat of Ihe a(xounts of the Company for the year ended Rosponslbl1lll basls of report 8 th8 charivs try8lees ol the CcThpany {ho are also the directors of company for the purposes of company law). you are responsible for the preparation of the accounts in accordance with th8 requirnts of tho CmpanieS Act 2006 ('Ih8 20[ Acf). satisfied mysell that thg accourrtB of the Company ar¢ not roqvirod to b8 audit&J for this year under Part 16 of th8 2006 Act and are eligible for independent examinalton. I report in respect of my examination of your Charity's accounts as carried out under section 145 of Ihe Charities Act 2011 rthe 2011 Acri. In caffwng out my examination, I have followed Ihe Directlons given by the Charity Commission (under swon 145(51(b} of Ihe 2011 ACL Independent oxaminer's stalemenl tthe MpanY'S gr05s income exc88d8d £250,0(XJ and l am qualffied to undertake th¢ examination by being a qualrfied member of linsert name of appIble listed tmxlyll. Delet81] rf not aPpIAble. I have mpleted my 8xaminath. I cx)nfirm that no material matters have (x)me to my attention (olher than that disdosed below") vthith gives me caus8 to believe that: • accounting records were not kept in a(xordance vAth secth)n 386 of the Cornpanigs Act 2006., or • the accounts do not aCCd with such re¢cds" or • the aGtxJuiiiJ" do not G(mipty with reievanl aGGounting rtyuirements undgi section 396 of the Companies Act 2006 other Ihan any requirement that the a¢¢ounts give a 'lrue and fair view Is not a Matter o)nsK1ered as part of an independent examination: or .the accounts hav8 not be8n prep*6d in a(thrdanc8 with th8 ChwitiOS SORP (FRS102). IER Octobar 2018
ith the examina1K io attenbon be drwi in ths rwxx1 ri A Pfi QKik&oKI Relevant prof•Mion•l qualmeatton(8) or body (If any): Ar pdo Disclosure Only complete if the examiner needs to highlight material matter5 of {see CC32, Indep8ndent examination of clwity a(£wnts: direc*ions aThJ gUIdan for examinets). Glv• h•r• brl•t dotth of any itom$ that th• oxamln•r wl$h8• 10 dlsclos IER Octob•r 2018