Guarlford Willage Hall Trustees annual report for the period 6 January 2022- 5 January 2023 Re istered Char Number 523145 Address The Village Hall. 4 Penny Lane Guarlford Malvern WR13 6PG Trustees Jennifer Cameron Chairman Gillian Hollick Secretary Heather Clarke Treasurer from 28 June 2023 Judith Knott Treasurer until 28th June 2023 Andrea Candlish Philip Thomas Roy Hollick Richard Edwards from 28 June 2023 Structure and Governance Guarlford Village Hall is managed by the Trustees Wtth a Constitution extracted from the Trust Deed for the benefit of the residents of Guarlford and the surrounding area. Trustees are elected by members of the local community and work together to make decisions about the hall in the best interests of the community. Decisions are made following discussion with the local community and are informed by their wishes and opinions. The Annual General Meeting is held in June each year at which the Trustees elect a chairman. secretary and treasurer from among themselves. These three key posts present annual reports to the community atthe AGM and answer any questions. The Trustees hold an Operational Plan for the running of Guarlford Village Hall. This contains all the necessary relevant policies and procedures, risk assessments and agreements necessary for the operation of the village hall. Documents are reviewed annually.
The Trustees and supporting committee organise regular social events in the hall as requested by the local community. The Trustees hire the village hall out to third parties in order to generate an income which is invested in the daily running costs of the building. Ob"ectives l. To provide for the physical. mental and emotional well-being of the residents of Guarlford and the surrounding area and support community cohesion 2. Encourage the community to en8a8e with and value their village hall 3. Maintain and preserve the village hall to a suitable standard for the benefit of Guarlford and the local community 4. Promote the use of the hall to outside agencies in orderto generate an income and achieve financial sustainability Reports to the AGM 28 June 2023 Chairman's re ort -It hos been an outstonding year in the life of this villooe holl and it has been o real privilege to be your choimion at thi5 time. The Board of Trustees has worked hord to bring obout the changes tht7t we can Glready see downstoirs so my thonks to themfor their hard work and 5UPPOrt. We will be losing Revd. Goryfrom the Board of Trustees. He h05 decided to step down due to the pressures of his other work so o voconcy has onsenfor someone to step in to his ploce. Thank5 to him for his support over the last 12 months. Judith Knott ht75 been treasurerfor mony years ond has kept us and ourfinances on on even keel. She hos decided to step down from this role- though thankfully will still remoin a Trustee. Our thonk5 go tojudithfor oll she hos done in keeping the bills paid t7nd the books straight. Our secretory Gill Hollick hos been the main drivingforce behind our refvrbishment project. both in obtoining grants and overseeing oll of thefund raising. not to mention managing the holl bookings and oll the other essentials tht7t go with the job. Our thanks also go out to her. Butfinally, I'd like to soy thank you to oll those of you who just come along to support oll our venture5from trying out Tai Chi to rnoking ond buying coke5. joining in quizzes ond runningforfun. All the organisation in the world would be no gotxl t7t all without the support of the public ond we are extremely gratefulfor thotsupport-. Secreta sre ort "Since the lastAGM, thanks to the dedication of the Trustees ond loyal support of the residents of Guorttord. the village hall has seen the completion of Phase one of the regeneration projert and begun its tronsformation into o viable venue with lettlng potential. Over the yeor. in addition to Trustees meetings, there hove been three open
meetings giving local residents the opportunity to become infomied ond involved in the variousfund-rai5ing octivities which have token pla. These have included.. _ August. - Coffee Morning September Scorecmwfestivol and Heritooe exhibition October - Bom donce November - Christmos croft workshop December Chnstmos Foyre + Corol Singing t7nd donationfrom Coth and Keith's 'Christmos Lights. February Jenny's curry night April Village quiz Coffee morning and auction at Mafvemfootboll club. Moy - The Coront7tion party + Toster doy sponsored by Our community con, June Gut7rlford Gollop ondfomily day sponsored by A J Removols Worcester This hos been a huge commitmentfrom ofairly smoll but dedicated group of supporters ond has enobled the Trustees to progress with Phase one of the refurbishment the instollotion of new toilets with (7csSiblefGCIlltieS. f the village hall is to become sU5tainGble into thefuture it is essential that externol providers ore ottrocted to moke regular bookings at the hall and to thi5 end the recently held Activity Doy orgonised with 'Our Community Con. was well attended with groups offering Tai Chi. Crofts. SITnging ond Dance. The Donce group has t71reody become a regular booking with 10- 12 people ottending on Wednesday evenings. We await the onolysiTS offeedbockfrom thefunders of this scheme to see which oct7vity will receive ofunded 12 week bookingfor the hall. In oddition. o Zumbo class commenced in the holl on 19thJune ond will run on Mondoy evening5. The toble tennis club continue to book the hollfortnightly on Thursdoysfor part of the year. and bond proctice hos continuedfvrtnightly throughout the yeor on Tuesday evenings, although there hove been some breaks in the continuity of these bookings. Over the post yeor the Porish Council hove booked the hollfvrfour meeting5. the Wl fvr 10 meetings and the District Council oncefor the May elections. There have a150 been 6 privote bookingsfor meetings, parties andfvneruls. Poul Mucke our locol builder begt7n work on Phose l. the toilets and entrance area, in Jonuary ondfvllowiTng his excellent work we were able to invite the moyor to officially, open thefacilities on 15 April this yeor. The Trustees are now working towards Phose 2 which will be to continue the damp-proofing L7nd insulotion up the Stair well and into the kitchen with new kitchenfitments ond5erving hotch. In addition. funds need to be raised to corry out repoir5 to the roof which is leaking olong the valley with the adjoining working mens. club. ondspreading to the timbers over the entronce door.
Grant opplicotions have been submitted during the year and detGi15 of these ore itemised separt7tely. Fundrt7i5ing activitie5fvr the next 6 months hove also been planned,. detoils are ovoilable seporately. A & E services carried out thefire inspectson on 28th September 2022. the Trustees ogreed to continue with yeorly inspethons rather thon 6 monthly which hod previously taken place. The stair lift wos serVid on i* April 2023. As the stair lift is still new. the Trustees agreed to take out o basic service contn7rt with Acorn which will entitle the hall to an onnual service but any part5 required will be chorged. In Morch 2023 Stanton King carried out ofull survey of the building. commissioned by the Trustees. The i55ues raised in this report were 05 expected by the Trustees and form the priority listfvr renovotion work. This report will olso be nece55ary when opplyingfor larger amounts of grL7ntfvnding. It was ple05ing to note that the villoge hall building is structurolly sound and with repair will continue into thefuture. Finolly. I would like to thank myfellow Trusteesfor their enduring support and commitment but olso to the many locol residents who have baked countless cokes. lent equipment, manned Stalls, attended events ondpmmoted our couse. Thi5 year hos seen o huge increose infoorfall and it has been gn7tifying to see so mony people who have never visited us befvre. ThiTS hos been helped in large part by our on-line presence ond we ore very grateful to Hannah finnfor her help with promotions ond exponding our social medio contacts". Treasurers re It hos been an artive ye(7r with money being paid into the accountfrom grontfunding. This shows a healthy balance at the end of thefinonciol yeor. However. most of this money hos olreody been Spent at the stort of the currentfinanciL71 year in poymentfor the renovations which have tt7ken place on the toilets and entrance. It should olso be noted thot the Insuronce payment was late going out and therefore does not show in the 2022 occounts. Next year the accounts will show 2 insurt7nce payrnents. one in Jonuoryfor2023 ond another in Decemberfor 2024. I have decided to Stand downfrom the position of Treasurer havingfulfilled this role for a number of years. However. I will continue in my position 05 Trustee ond offer any sUPPOrt necessory to the new Treasurerf Reserves statement Guarlford Village Hall Committee endeavours to maintain on account, sufficient funds to meet all of the financial commitments incurred in the day to day running of Guarlford Village Hall. An annual budget will be prepared towards the end of each financial yearwhich sets out the predicted expenses for the coming 12 months.
The annual budget will be reviewed by all the Trustees to ensure sufficient funds are in place to cover as a minimum. one yearfs operation costs. Declaration The Trustees declare that they have approved the Trustees report above ¢,U H,-tLa Gillian Hollick Secretary 28th June 2023
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GUARLFORD VILLAGE HALL Annual Return Fi ures for 2022 2021 Brought Forward Total receipts 2021 4,210.73 97,16.51 2022 7.893.12 29..12 Explanation and Variation Includes £751XI grant funding in 2021 Includes £23767 grant funding in 2022 Insurance payment for 2022 of £577 not shown in account a5 payment made after end of financial year. Total expenses 6.034.12 6,094.28 TOTALWORTH l + 2-3 7A93.12 31,304.96 Notes No staff costs. 2. A&E Fire safety checks paid for both Church and Willage Hall- Church then refvnds portion of fee to Village Hall. 3. Low income from rental during 2021 due to Covid Pandemic 4. Jubilee expenses of £110.64- of which £101.88 rended by Parish Council. 5. Costs of £38,(MXJ to be paid out in 2023 for building work phase l. damp-proofing and toilets
GUARLFORD VILLAGE HALL Grantfundin received Date 15.3.21 27.9.21 Amount Projett Running cost5 Phase I regeneration Tables and chairs Parish Council MHDC Icovid regeneration) Local Councillor budget T Wells and K We115 Magic little grants Turner Foundation Parish Council TOTAL 8.11.21 9.12.21 15.12.21 21.12.21 Tables and chairs Stair lift Stair lift 5(X) £7,5 Date 28.1.23 Amount iO,IKK) Project Phase I regeneration Phase I regeneration Phase I regeneration Tables and chairs Phase I re eneratK)n National Lottery 28.1.23 Together our Planet 10.1 7.2.23 OHLG 2.667 22.6.23 29.12.23 Magit little grants Parish Council sc TOTAL 23,767 Totsl ant fundin received £31267 Phase I re eneration costs Total Cost 1.10.22 £38,0(M) Paid Balance to pay Paul Mucke Builder 3,450 34S50 Date Prepared by Treasurer Judith Knott Chairperson Jennifer Carneron Auditor
Auditor has authorised financial report and had no further comments to add other than to say that she was happy with the accuracy of the accounts and the management of village hall funds
G Hollick
Secretary
20/10/2023