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||||||||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
|||||||||||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
Se￿lon A
Independent Examine
Report lo th•
trust•esldlrKlornl
m￿ts￿ra 01
O yroKI V ILL fl&£ klALL
Qn ate￿nts for the y•ar
•ndod
31 SLILY 262
Charlty nlx:
S12*4.
Company rn.:
8•t out on pag
I re￿￿rt 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 requir￿nts of tho
C￿mpanieS 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 sw*on 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
appI￿￿ble listed tmxlyll. Delet81] rf not aPpI￿Able.
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 aCC￿d with such re¢c*ds" 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