## **Minutes of the AGM of Luddington Village Hall Held on 2nd April 2025** 

Present: Karen Haines-Lea (Chair), Jane Beeley, Penny Garbutt, Dave Heyworth, Chris Thorpe, Debbie Thorpe, Linda Walters, Brent Walters, Penny Heyworth (minutes) 

Apologies: Andy Haines, Kerry Radden, Brian Wallis, Alex Wood 

1. Minutes of the 2024 AGM held on 8th May 2024 were approved without amendments, proposed by Penny Garbutt, seconded by Chris Thorpe. 

2. Annual Summary was given by Karen Haines-Lea, see attached report for full detail. It had been a busy year with the successful building of the extension and modernisation of the toilets and events. She is standing down as Chair, and the role will continue on a rotational basis until a new Chair is appointed. 

3. Annual Financial Report: 

This was given by Chris Thorpe and full details attached. We are currently awaiting sign off by the appointed reviewer of the 2024 accounts. We are running at least even, despite increases in electricity prices. Penny Garbutt, was pleased to see that the closure of the Hall for building works had only a limited effect on income. Question raised on how we would use the increased income arising from raising prices of ticket prices, rental income  and bar income this year. This would supplement the increased expenses that the Hall is now subject to. Thanks were given to Chris for his work and expertise in the role as Treasurer. 

4. Business Update: 

This was given by Penny Garbutt, see attached for full details. It was suggested that we promote our regular hirers within the next newsletter. Penny was able to update us on the Musical Theatre group who had booked the facilities regularly last year but cancelled bookings for this year, however this has been reinstated as of 2 days ago. As we have been given Warm Hub status an additional report of this work was given by Penny G. She gave thanks to the support given by the two leads from Warwickshire with the services and opportunities we are now able to access, including training opportunities. The Coffee morning sessions have shown an increase in the numbers attending and the needs of the group. 

5. Committee Nominations: 

Debbie Thorpe is handing over the Church liaison role to Jane Beeley. 



Four Trustees were standing down this year, Kerry Radden, Karen Haines -Lea, Andy Haines and Brian Wallis. Additional Trustees were therefore required. Trustee nominations: Penny Garbutt, Chris Thorpe and Dave Heyworth are happy to continue and Penny Heyworth was proposed as a  new Trustee. General Committee Nominations: Karen Haines-Lea, Kerry Radden, Linda Walters, Debbie Thorpe and Alex Wood.See Nomination forms for proposers and seconders. 

Andy and Brian were happy to help when needed and were thanked for their support over a number of years. Karen circulated information on the roles and responsibilities of a Trustee. Action: Chris Thorpe will amend the Charities Trustee list. 

The meeting closed at 8.20pm 



Luddington Village Hall Registered Charity Number 522963
Balance Sheet for the Year Ending 31st December 2024
Income
2024
2023
IHire Charges
Village Hall Functions & Events (Including Square/Card Income)
Deposit Interest - Bank & CCLA
Donations
Sundry including Wayleave & Printing Contributions
Restricted Funds
WCC Councillor Grant
Warm Hub
Stratford District Council Extension/lmprovement Grant
Luddington Parish Council Extension Grant
Total Income
12647.25
6917.72
1645.07
1987.51
727.88
13638.13
8967.53
960.31
102.93
237.55
23925.43
23906.45
0.00
1500.00
93410.00
21759.43
2000.00
500.00
116669.43
140594.86
2500.00
26406.45
Expenditure
Events/lnsurance inc PPL/PRS/Filmbank/Sundry Expenses
Hall Expenses - Rates/Water/BT
Electricity
Bank & Square Charges
Cleaning Including PHS Group
Repairs/Renewals Including Pest Control
Printing & Signage
Building Works
Restricted Funds
Warm Hub
WCC Councillor Grant (Green Room Refurbishment)
Stratford District Council Extension/lmprovement Grant
Luddington District Council Extension Grant
Total Expenditure
-7269.01
-1031.74
-6670.51
-154.95
-2985.62
-1034.34
-1180.19
-6365.75
6981.79
950.98
3113.81
103.24
3570.39
1455.16
1103.55
-26692.11
0.00
17278.92
-968.79
-783.37
-93410.00
-21759.43
0.00
1216.63
0.00
0.00
-116921.59
1216.63
18495.55
-143613.70
Profit/{Loss-)
-3018.84
7910.90
Statement of Funds
General Fund- Opening Balance
Profit/(Loss-) for the Year
48045.90
-3018.84
40135.00
7910.90
45027.06
48045.90
Represented by:
Restricted Funds Held on Account
WCC Grant Funding
Warm Hub Funding
Funds Held Unrestricted
Short Term Deposit CCLA
Bank Balances
Debtors
Creditor- EDF
Cash in Hand
0.00
1031.21
783.37
500.00
14000.00
32090.58
0.00
-2097.30
2.57
14000.00
32704.46
55.50
0.00
2.57
45027.06
48045.90
Luddington Village Hall Reserves Policy- Maintain Credit Balances of £8,000 to Cover:
Seed Funding for Grant Bids
£2,000
Cash Flow
£2,000
Urgent Repairs
£2,000
Replacing Loss of Rental Income
£2,000

Luddington Village Hall Registered Charity Number 522963
Profit & Los5 Account for Year Ending 31st December 2024
2024
2023
,,Hire Charges
Studio Art Club
Luddington Parish Council
Stratford District Council
Luddington All Saints Church
Yoga (Sharon Gisbourne)
Allure School of Dance
Stratford Bee Keepers Ass
Stratford Musical Society
Mini Tennis Stars
Learn2Dance
Private H ire
Trainmaster
Osborne School of Dance
Events
Village Hall Functions & Events (Including Square Income 2024)
Square Income From Events
Sundry
Printing & Advertising Contributions
Donations
Bank & CCLA Interest
Wayleave
Restricted Funds
WCC Councillor Grant
Warm Hub Funding
Stratford District Council Extension/lmprovement Grant
Luddington Partsh Council Extension Grant
3757.50
300.00
200.00
0.00
805.50
2185.00
724.50
985.50
292.50
4405.00
634.35
100.00
87.00
1042.00
2280.00
778.50
0.00
0.00
285.00
3111.75
0.00
0.00
2481.78
55.50
1774.00
12647.25
13638.13
6917.72
0.00
5184.87
3782.66
6917.72
8967.53
715.96
1987.51
1645.07
11.92
225.63
102.93
960.31
11.92
4360.46
1300.79
0.00
1500.00
93410.00
2000.00
500.00
2500.00
21759,43
116669.43
140594.86
Total Income
26406.45
Expenditure
Electricity Consumption
Water & Sewerage Services
BT WiFi
-6670.51
-322.90
-508.59
-678.59
-494.96
-1034.34
3113.81
275.93
479.80
697.58
458.54
1455.16
3440.98
559.07
195.25
129.41
Insurance
PPUPRS Music & Video/TV Licence
Hall Maintenance Including Repairs, Renewals & Pest Control
Cleaning
Cleaning Materials
Stratford District Council Non Domestic Rates
PHS Group- Sanitary Collection & Disposal
Printing, Advertising & Signage
Village Hall Events
Bank & Square Charges
Building Works
Filmbank Membership
Restritted
Warm Hub Expenditure
WCC Councillor Grant Expenditure
Stratford District Council Extension/improvement Grant Expen
Luddington Parish Council Extension Grant
Total Expenditure
-2840.00
-336.01
-200.25
-145.62
-1180.19
~5600.45
1103.55
5197.25
103.24
0.00
69.35
-154.95
-6365.75
-159.00
-968.79
-783.37
-93410.00
-21759,43
0.00
1216.63
-143613.70
18495.55
Profit/{Loss -)
-3018.84
7910.90

Treasurer's Report
Luddington Village Hall
Accounts for the Year Ending 31" December 2024
The accounts have been prepared primarily on a receipts & payment basis & are still in draft
format prior to being signed off by an independent examiner. The previous year's accounts
were signed off by the independent examiner without amendment & uploaded onto the
Charity Commission website.
It is fair to say that 2024 was a particular busy year for Luddington Village Hall & the
Committee as the long-awaited extension was started & completed, largely over the
summer months, at a total cost of £121,535. We are extremely grateful for the grant funding
from Strafford District Council £93,410 & Luddington Parish Council £21,759 to enable this
to happen.
The committee had hoped to include the resurfacing of the car park within the grant funding
but costs overran, due partly to additional roofing costs once the existing flat roof was
exposed, but mainly because of drainage issues at the back of the hall. During the Winter &
Spring months significant rainfall caused flooding into the cavity area under the stage on at
least 2 occasions so significant improvements to the overall drainage, including widening the
rear & side paving access, were incorporated into the build cost. As a result, an additional
£6,366 was provided from reserves towards the overall extension build.
In addition, whilst it had been planned to keep the hall open for much of the build, we
eventually had to make the decision to close the hall for nearly 2 months over the quieter
summer months which resulted in some loss of rental income.
Outside of the extension grant funding the remaining restricted fund balance received from
Warwickshire County Council Councillor grant of £1,500 received in 2023 was fully utilised in
making the 'Green Room, suitable for smaller group meetings.
We also receive Warm Hub funding from Warwickshire County Council to help lay on events
for the community including the popular Wednesday coffee mornings & speaker events. The
remaining grant funding from 2023 (£500) was fully utilised with a further £1,500 received in
December 2024.
Excluding grant funding the following points, on a comparison to the previous year should be
noted:
l. Hire income is down (£12,647 2024 against £13,638 2023). The loss of a significant
hirer at the end of 2023 has largely been replaced by new ones- the difference is
primarily due to the closure of the hall for nearly 2 months over the summer.

2. Events & functions income (£6,918 2024 against £8,967 2023) appears to have
dropped significantly. This is also partly due to the closure but also, I have extracted
cash donations for coffee mornings etc. & incorporated this within the donations
line.
3. We also benefitted from higher bank interest £1,645, against £960 2023, as grant
funding was held on deposit pending drawdown by the building contractor.
4. Total income, excluding grant funding, amounted to £23,925 against £23,907 for
2023. Overall, we have successfully maintained the same high level of income, year
on year, because of the hard work put in by the committee & willing volunteers plus
the local community supporting events by attending.
5. The Expenditure comparison, excluding grant funding spent & contribution towards
building works, is £20,327 against £17,278 for 2023. The main culprit is the heating
costs (electricity consumption) £6,670 against £3,114 for 2023. £1,380 paid in 2024 is
attributable to electricity costs incurred in November & December 2023. Also, for
20241 have included the cost of electricity used in the latter half of 2024 but not
billed until 2025 - hence the creditor figure of £2,963 in the balance sheet.
6. The cost of running events has increased, particularly the much~loved fish & chip
supper on Quiz nights, hence the decision to increase ticket costs for 2025 alongside
hire charges.
7. The loss of £3,018 for 2024 includes £6,365 towards build costs. If we were to
exclude this & adjust the £7,910 profit for 2023, to include the expenditure paid this
year relating to 2023, then we would be showing a trading profit similar to 2023.
It should also be noted that as a result of events run at the Village Hall £1,522 was donated
to other worthwhile charities- namely StratFord Upon Avon Foodbank, The Shakespeare
Hospice, Macmillan Cancer Support & Crisis Support.
The accounts now include a reserves policy to maintain at least £8,000 in credit balances to
cover various possible monetary needs & outcomes.
Looking ahead the committee have a wish list of further improvements including resurfacing
the car park, improving the sound quality & installing solar panels (when our current fixed
term electricity tariff comes to an end late 2026). The combined cost, without further grant
funding, would cost more than the reserves held.

Luddlngton Village Hall
(Reglstsrgd Charrty Number 522963)
Independent examinerfs
ort.
I report to the trustees on my examination of ttie accounts of Luddington Village Hall
{the Trust) for the year ended 31 December 2024.
You are responsible, as the ¢harity trustees, for the preparation of the aecounts i
acconyance with the requirements of the Charities Act 2011 ('the Aet'}.
Independent examiner's stat&rnent:
I have completed my examination. l Mnfirm that no material matters have come to
my attention in connection with the examination giving rne caus8 to believe that in
8ny material respect,
1. aKounting records were not kept in respect of the Trust as required by Section
130 oftheAct: or
2. the accounts do not accord with those records; or
3, the accounts do not comply with the applicable requirements coneernin9 the form
and contEnt of accounts Set out in the Charities (Aceounts and Reports) and
Regulations 2008 other than any requirement that the accounts give a 'true and
lair ¥iew which is not 8 matter consfrdered as part ot an independent examination.
Ihav
no concerns and have come across no other matters in connection with the
examination to which attention should be drawn n this report in order to enable a
proper understanding of the accounts to be reached.
Signed:
Name: Teres8 Kfistunas, CPFA
Address: Crossways: LL￿dIngton, Stratford upon Avon. Warwithshire, CV37 9sJ
Date: 14 May 2025