Ofenham Village Hall
AGM Treasurers Report for 2024
Offenham Village Hall is a registered Charity and governed by the Charity Commission of England & Wales. The Trustees responsibili�es are to provide and maintain the Village Hall & Carpark for the community. The Officers and all trustees are responsible for running the Village Halls Day to day business, its finances and property. They ensure funds are available to perform its legal du�es, cer�ficates & licences required and for maintenance & repairs.
In addi�on, they must ensure all rules, regula�ons, safeguarding, health & safety, user manuals and booking policies are adhered to by all who enter and use the hall and are review them regularly.
A copy of this report will be sent to the Charity Commission with the annual report.
2024 was a successful year for the Village Hall despite the challenges we faced.
I want to thank all the Trustees and management commi-ee for their work and support throughout the year. Unfortunately, Sue has been unavailable due to poor health.
A big thank to Chris�ne Bird our head cook and Diane Cox relief helper at coffee morning.
Thank you to Sarah for working on our polices and keeping our safeguarding, risk assessments, fire safety & policies up to date. It is a duty of care that must be done and no one appreciates un�l something goes wrong. Thanks to Kelly as booking secretary who manages this demanding role around a busy family life and work. Without control of the booking system the hall could not run as there would be no funds.
A thank you to Kathleen Hendeson who le3 the Trustees and moved away and is greatly missed. I thank her for all she did especially the secretary role. In her years as a Trustee Kathleen, I am sure did many things way outside her comfort zone and I wish we had more people like her come forward to help.
Last year I took a break from all my roles due to having a triple heart bypass opera�on in September and then took many months to recover enough to come back on light du�es. Which I have s�ll have to con�nue. Thank you to the Trustees who managed the daily du�es and oversaw the installa�on of the new hea�ng system despite some issues. Our Coffee morning and Village Hall life con�nued without me.
We started the year with £34,156 and end the year £33,119. In comparison with 2023 Booking income increased by £1,982.
Whilst some regular group’s bookings were down some increased and we there were a few new groups. Private bookings increased.
We have been able to keep our booking fees @ £15 per hour for the last 4 years due to good financial control. We did fewer fund-raising events partly due by fewer volunteers.
Our Coffee morning con�nued to be a great success.
We have quite a few regulars, some come & go, some have passed on and new customers join us. The bar con�nued to make a vital small profit which goes into the main fund to help with costs. The EV Charger has doubled its use.
Several other forms of income come from the clothes bank, easy fundraiser, and interest.
The Car Park raised £600 as we reviewed it’s use and reintroduced and implemented new terms & condi�ons. All these small things help keep the costs down.
Energy prices . Gas £417 less than 2023 year and electricity was £74 more a3er adding the EV charger income, the OVO Seg tariff.
The Solar panels and storage ba-eries help a great deal in keeping electricity costs down. We received grants totalling £10,500.
Offenham Parish Council gave a grant of £4,500 for extra storage ba-eries, the Foyle Founda�on £2,000 and Worcestershire County Council (Councillor Alastair Adams) £1,000 and a dona�on of £1,000 from last year for the sound proofing. The sound proofing has made a big improvement to the acous�cs of the hall. The Garfield Founda�on awarded us £3,000 towards the Infra-Red Heaters.
Insurance increased and will con�nue to do so substan�ally as we review the cost of rebuilding the hall in the event of an incident.
Most other costs have increased and we will have to decide if we find the extra funds from an hourly increase, fundraising or both.
Ofenham Village Hall
AGM Treasurers Report for 2024
Refurbishment costs included a 50% deposit towards the hea�ng and the payment of soundproofing projects. On comple�on the remaining 50% for the hea�ng will be paid and £16,150 will be reclaimed in 2025 from The UK government through Wychavon D C. Hea�ng system will cost around £3,925 from funds.
We put on an 80s night with the Pleasure Dome and had a great night.
We were granted planning permission for the Mee�ng & changing & showers room project.
Plans and planning permission applica�on cost £1,931. This is s�ll being reviewed now we have preliminary cos�ngs As men�oned, we reintroduced and implemented new terms & condi�ons of the car park, the rules neglected over many years. We now have an agreement with ORBL Club. The car park signs have been updated signs with the new terms & condi�on, safety no�ces & contact details. Details that didn’t exist on the old 1970s signs. Overnight parking is not allowed without permission.
We were given the minute books for the very first 1931 mee�ng of the management commi-ee and the 1963 minutes both of which been invaluable to crea�ng the new agreement confirming it is a Private Carpark.
Trustee’s responsibili�es can change so we must make sure we have strong up to date policies & procedures in place. The polices include hiring out the hall, making sure it’s clean and safe for everyone and each customer are aware of their responsibili�es.
Offenham Village Hall is classed as a micro business and must have sufficient income to cover our costs. Improving the hall comes from some general income, fund raising events and grants. Our users are our customers.
It is important that the Trustees work together and understand what happen at the hall and its requirements. We do this by Monthly mee�ngs. At the mee�ng the Officers give reports about what’s happening regarding their du�es. Another source of informa�on the Trustees have is from our Online booking system which is currently restricted to Trustees only.
I recommend future mee�ngs discuss ways of being proac�ve in ways of finding New Trustees and Volunteers to future proof the hall and what would happen if someone resigned or passed away or unable to carry out their du�es.
The need for younger people to help us keep this great Village Asset working for the community by becoming a trustee or a volunteer is going to be important and we must address it.
We need to be more involved with social media to adver�se the hall and our users (customers) ac�vi�es. Gather informa�on (emails addresses and contact details) from as many sources as possible (friends, family, companies & booking forms.
In an ideal world we need to be able to contact everyone in the Village electronically.
This is VILLAGE HALL WEEK which is celebra�ng, encouraging and suppor�ng volunteers. Anyone can become a Trustee or a Volunteer and they would be most welcome Great places need great people and we need them.
Each village organisa�on using the hall should have a representa�ve as a Trustee
We must never be complacent and make sure we the Trustees con�nue to do our best for the Village Hall.
OFFENHAM VILLAGE HALL
| Main Street Offenham Evesham Worcestershire WR11 8QD Charity Number 523168 January 2024 - December 2024 |
Main Street Offenham Evesham Worcestershire WR11 8QD Charity Number 523168 January 2024 - December 2024 |
Main Street Offenham Evesham Worcestershire WR11 8QD Charity Number 523168 January 2024 - December 2024 |
Main Street Offenham Evesham Worcestershire WR11 8QD Charity Number 523168 January 2024 - December 2024 |
Main Street Offenham Evesham Worcestershire WR11 8QD Charity Number 523168 January 2024 - December 2024 |
Main Street Offenham Evesham Worcestershire WR11 8QD Charity Number 523168 January 2024 - December 2024 |
|---|---|---|---|---|---|
| Income | Expenditure | ||||
| Gas | £1,747.84 | ||||
| Cash | £ 1,249.05 | Electric | £2,075.15 | ||
| Lloydstsb | £ 738.86 | Water | £547.69 | ||
| Lloydstsb Instant Access | £ 32,168.15 | Insurance | £1,199.16 | ||
| Lloydstsb Instant Grants | Services / Safely Checks | £1,401.25 | |||
| £ 34,156.06 | Licenses | £320.00 | |||
| Total | Maintenance & Repairs | £1,576.97 | |||
| Bar Stock | £ 34,156.06 | TV Licence | £171.25 | ||
| Total | £ 34,156.06 | £ 34,156.06 | CleaningMaterials & Equipment | £547.29 | |
| Bookings Paid | Cleaner | £1,962.50 | |||
| Window Cleaner | £340.00 | ||||
| Stationery/ Printing/Advert | £457.87 | ||||
| Broadband | £470.27 | ||||
| Website Expenses | £158.26 | ||||
| NCTMothers & Toddlers | £ 760.00 | General | £198.71 | ||
| Car Park Costs | £972.00 | ||||
| Offenham Flower Club | £ 472.50 | Booking& Deposit Refunds | £2,325.00 | ||
| Offenham PC | £ 360.00 | Wychavon Council Rates | £0.00 | ||
| Offenham Wake | £ 150.00 | Sub total | £16,471.21 | ||
| Offenham Youth Club | £ 320.00 | ||||
| Phoenix Theatre Group | £ 982.50 | Refurbishment | £ 18,851.97 | ||
| Offenham Rovers | £ 225.00 | ||||
| Offenham PTA | £ 30.00 | ||||
| Zumba With Tracey | £ 450.00 | ||||
| Yoga With Wendy | £ 615.00 | Equipment / Furnishings | £ 1,839.27 | ||
| Zumba With Kerry Williams | £ 465.00 | ||||
| Pulsefit | £ 660.00 | Entertainment | |||
| Lisa Farmer | £ 465.00 | EV Charger | £ 173.61 | ||
| Evesham Dementia | £ 90.00 | £ 173.61 | |||
| Helena Mitchell Dance | £ 911.25 | ||||
| Sally Overthrow | £ 470.00 | ||||
| Aikido With Tony | £ 860.00 | ||||
| Private Bookings | £ 8,585.00 | Coffee Morning | £ 1,744.56 | ||
| Angie Latham | Bar Stock | £ 3,547.92 | |||
| Freedom Day Centre | £ 180.00 | Bar Staff | £ 574.00 | ||
| Denise Bailey Sewing | £ 537.50 | ||||
| Wychavon DC | £ 385.00 | Bar Equipment | £ 33.49 | ||
| B R Watson | £ 120.00 | ||||
| Total Hire | £ 18,093.75 | £ 18,093.75 | Bar Other Expenses | £ 15.88 | |
| Other Income | £ 5,915.85 | ||||
| Donations | £ 347.97 | ||||
| Entertainments / Fund Raisers / Events | £ 61.00 | ||||
| General | £ 12.00 | ||||
| Coffee Morning | £ 4,487.33 | Jubilee Gardens | |||
| Bar Sales | £ 7,533.14 | ||||
| Bar Staff Payments | £ 90.00 | ||||
| Clothes Bank | £ 290.70 | Donation | |||
| EV Charger | £ 1,172.89 | ||||
| Interest | £ 373.91 | Car Park Costs | |||
| Easyfund Raiser | £ 70.44 | ||||
| Car Park Income | £ 600.00 | Changing Room Project | £ 1,931.00 | ||
| Changing Room Project Donations | £ 231.00 | ||||
| OVO Seg Tariff | £ 282.24 | ||||
| Grants | |||||
| Offenham Parish Council | £ 4,500.00 | ||||
| Foyle Foundation | £ 2,000.00 | ||||
| Worcestershire CC | £ 1,000.00 | ||||
| Garfield Foundation | £ 3,000.00 | ||||
| Total Other Income | £ 26,052.62 | £ 26,052.62 | |||
| Total Income | £ 44,146.37 | Total Expenses | £45,182.91 | ||
| Balances B/fwd | £ 34,156.06 | ||||
| Total Year Income | £ 44,146.37 | ||||
| Balances C/Fwd | Total Year Expenses | -£ 45,182.91 | |||
| Cash | £ 829.14 | £ 33,119.52 | |||
| Lloydstsb | £ 7,748.32 | ||||
| Lloydstsb Instant Access | £ 17,042.06 | +/-Year | -£ 1,036.54 | ||
| Grant account (Instant Access) | £ 7,500.00 | ||||
| Total | £ 33,119.52 | ||||
| Bar Stock | |||||
| Total | £ 33,119.52 |
OFFÉNMAM VILLAGE HALi ICHARifi NVIABEA $231681 RECEIPTSANO PAYM£P4TS ACCOU14TS FOR ThE YE ENDÉO 31 DECEM8EA 2024 Rècoipts Pym•nts 44.146.37 145.182.911 28.485.43 147.718 861 N•1 r•c•lpts I Ip•yrnntsl 1.036.54 19,233.43 C•ih Funds Lloyds Ileasure TKcGwnt L•ss undt•red payments Lloyds Instant XCOLtnt Petty c•sh Iv•rifi¢d by M Rob•rtsl 8,281.96 1533.641 24,542.06 829.14 1,229.17 1490.311 31.168.15 l.249.0S 33.119.52 34.156.06 Reserves Brouohi lorw•rd Not r+c•lpts I Ipaym•fttsl 34.156.06 11.036.541 55.389.49 119.233.431 33.119_52 34,156.r R•sponslbllIes •nd b•sb ol report Ind•p•nd•nt ex•mln•r's $tMem•nt u¢N•iol•l%ih•i •ny m•i•rlDII•wr'. rt ol•n •xwANI Si1n.. . 21 FEB 2025 Ri¢h3rd Hartwell 7 L•8h)n Court, Mlddkn Ilnl•ton, Eh•m, WRII 8hl