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 (7c￿sSiblefGCIlltieS.
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 serVi￿d 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 re￿nded 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