2023-08-31-accounts - Hartington Village Hall

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Hartngton Village Hall AGM 18th October 2023: Chair’s Report

I trust that this report usefully summarises key points over the past year to members of the community. There is a considerable amount of financial data included, and a full 2022/3 finance paper will follow, but it is important at this point in time that decisions about our Hall are made against a clear understanding of what is affordable.

1. Review of developments undertaken during 2022/23:

Upper Bakehouse: The remedial work to the gable wall and roof was completed in mid Sept 2022 at a cost of £5,720. We also replaced the two windows with new double glazed units at a cost of £1000. Over 60% of the cost was met by a grant from the Duke of Devonshire’s Charitable Trust. Subsequently volunteers decorated the room. We are delighted to report that the work has been entirely successful with no further ingress of water.
Kitchen refurbishment: There were two options: refurbish the existing space to create a hygienic, safe working and improved storage area, or extend over the cellar as well as refurbish the existing space. We looked at extending the space into the Hall but that would compromise activities such as badminton and concerts. After discussion with builders it has become clear that, subject to confirmation by a structural engineer, the cellar would need further underpinning work should an extension be decided on and the business case for such major expenditure was difficult to justify. After seeking competitive quotes we proceeded with a complete refurbishment of the existing space. Andrew Wain Building Services carried out the majority of the works with David Nutt & Sons providing the flooring, GEMS the electrical work and Matlock Glass the replacement windows. We are indebted to the numerous volunteers who stripped out the kitchen and painted, cleaned and reorganised the area. The total cost of £24,102.65 included all works, fittings and equipment together with remedial work to the SW corner wall and was within budget. Feedback has been positive. We are grateful to The Bingham Trust (£5K) and Foundation Derbyshire/Freemasons (£2K) for their financial support.
Bookings: We are delighted to see an increase in the number and range of local bookings for the Hall. It is worth looking regularly at our calendar htps://hartngtonvillagehall.co.uk/booking/calendar/ and also the monthly calendar of events that go up on our pavement boards in the village. There is little formality at our sessions – basically just turn up and you will be greeted with open arms.
Trustees and Management Group Membership: We have seven trustees in total, supported by a Management Group of a further 8. Phillip Neal, in his capacity as Chair of Hartington Community Group, and Judith Chantler, who has succeeded Leon Goodwin as our Bookings Administrator, have joined the Management Group.

Should further members of the community wish to join in either capacity of Trustee or Management Group then please let us know. The Village Hall is owned by the community and entirely run by volunteers.

Cleaning and general maintenance: we are so grateful to our volunteers who clean and carry out routine maintenance such as weeding, fitting insulation, fixing lights, painting, and fitting new roof tiles over the entrance. We are grateful to AW for the annual polishing/cleaning of the Hall floor in September.
The number of bookings for the Hall has increased so if anyone wishes to join our cleaning teams (currently six teams so c8 weekly cleans over the year) then please let Liz Broomhead or Kath Williamson know.
2021/22 external audit: Our financial year is Sept-August. The audit revealed:

	2021/2	2020/1	2019/20	2018/19	2017/8
Income from hire	£8,257	£2,341	£4,489	£8,315	£7,167
Donatons	£1,226	£45	£145	£193	£2,845
Fund raising including grants	£13,545	£36,746	£25,393	£13,307	£1,325
TOTAL	£23,027	£39,562	£30,130	£21,816	£11,338
EXPENDITURE	£29,292	£51,660	£7,994	£8,710	£6,242
BALANCE on YEAR	-£6,265	-£12,098	+£22,136	+£13,106	+£5,096

NB: Total Income 2019/20 does not show a grant payment from SWPLP that was secured in 2019/20 but only paid in Nov 2020. No issues of concern were identfed by the external audit, and indeed that has been the case since the current Treasurer assumed the role. Our thanks go to Kate Craven as Treasurer.

As of 31[st] August 2023 (end of financial year) our fnances stood at:
Nat West bank account £13,260
Nationwide Business Savings Account £410.
Preliminary analysis suggests income for 2022/3 is £33,120 with expenditure at £40,930, a defcit for the year of -£7,809 . However three delayed invoices from 2012/2 for a five year electrical inspection, fitting two new windows for the Upper Bakehouse and the repairs to the Upper Bakehouse ( estmate total £8,200 ) fell into the 2022/3 finance year.
A full analysis will be circulated prior to the AGM.
In summary our hire income can normally cover routine operational costs (energy, insurance, broadband, fire and electrical inspections, cleaning materials, small maintenance tasks and waste collection) but property

improvements and larger scale maintenance will need to be reliant on our lottery, other fund raising and grants.

The decision was made in March 2022 to raise our hire charges from September (unchanged since 2018) to £12ph for local use and £18ph for external hire. In March 2023 the decision was reluctantly made to increase the hire charges to £14ph for local use and £20ph for external hire. The Bakehouse charge is now £9ph for local use and £10ph for external use. Weekend wedding receptions are now £650. The driving force for the increases was a x4 increase in electricity costs and a sustained increase in heating costs. We plan to review charges in January in light of new quotes for electricity supply.
The maintenance issues identified in the 2020/1 AGM report have seen the following progress:
Replacing the heating system/oil storage tank/asbestos removal (DONE Autumn 2021)
Kitchen/bar area (COMPLETED JUNE 2023)
Ensuring the electrical system is efficient, functional and compliant (5 YEAR INSTALLATION SURVEY DONE JUNE ’22)
Masonry of the Bakehouse - pointing/reducing damp (SW GABLE DONE AUTUMN 2022)
Insulation of roof voids over Bakehouse and toilets (DONE 2021)
Painting and decorating on a regular cycle (ONGOING)
Replacing rear doors or at least ensuring no water runs in (REPAIR DONE MARCH 2023)
Maintenance of outside areas- front and back (ONGOING)
Maintenance of Staffs Blue roof tiles. (DAMAGED TILES REPLACED AUGUST 2022)
Clearing of valley plus gutters. (DONE ANNUALLY)
Install nappy/baby changing facility (DONE 2021)
Smart meter installed (Oct 2022 and working from April 2023).
Lift and replace badminton court lines (COMPLETED SEPT 2023)
Replace blown window panes in kitchen (JULY 2023)

We also need to:

Refurbish the three toilet areas
Replace the green carpet in Lower Bakehouse/entrance
Carpet the Upper Bakehouse
Rationalise storage areas (ongoing)
Screen the oil storage tank + waste bin
Monitor damp in Lower Bakehouse/Boiler room (work done on gable wall helping)
Replace ‘blown’ window panes in Main Hall
Repoint section of masonry wall west facing, and the north facing gable wall of Bakehouse
Replace fluorescent tube lights in toilet corridor and entrance with recessed LED lights.
Lotery update: the 2020/21 our small society lottery raised £2850 in income towards the replacement heating costs. The 2021/2 lottery raised £4110 and the 2022/23 lottery raised £3,900 with both lottery incomes being devoted to the kitchen refurbishment, monies that were then matched by grants from The Bingham Trust (£5K) and Foundation Derbyshire/Freemasons (£2K). The 2023/24 lottery income is designated to go to the refurbishment of the toilets. The continued support for the Hall from our community has been most heartening and we are grateful to David Graham for running the initiative.
Future events: This year has seen us run a number of events including the ‘Winter Blues Breaker’, Kitchen Disco, Jazz evening and Folk evening. As we now have a warm and welcoming environment and as we emerge from two years of Covid related concerns we hope to be able to better provide for our community in respect of entertainment. We are in the process of setting up a small team to manage future events that will both build on successes of the past 25 years while also meeting the needs of the current villagers.

Two important dates need to be flagged up: looking at historical documents the building that is now the Village Hall came into being on 12[th] December 1925. So our centenary comes about in 2025. Conveyance of the building to the community, establishing it as our Village Hall, happened on 5[th] January 1944. So next year the Village Hall as a charity owned by the community will be 70.

Do we wish to mark the 70[th] anniversary as a Village Hall on 5/01/2024 or do we have a major event on the centenary of the building in December 2025, or do we mark both dates in some form?

If you have suggestions for events that you would like to see please let Liz B know and also please consider if you would like to join our small team.

9. Energy scenario:

In 2021/2 we incurred costs of £587 for electricity and £1853 for oil, and in 2022/3 electricity was £547 and oil £1307. Our electricity supply contract ran out in April 2023 and the new EDF business contract is a x4+ increase so we face an almost £2,000 increase in electricity costs.

In respect of oil costs, we enter the Autumn with c500 litres in storage, enough through until mid December. We are part of a bulk buying scheme and were typically paying 44p/litre but this year have paid as much as 97p/litre, and prices did soar to a high of 138p/litre.

Month	Heatngenergyhoursper month(=2021/2)
October 2022	39
November 2022	131
December 2022	133(132)
January2023	121(149)
February2023	114(162)
March 2023	140(130)
April 2023	58(57)
May2023	30(25)
June 2023	4(17)
July2023	1(3)
August 2023	0(0)
Total	645 hours(675 hours in 9 months 2021/2)

We will review charges again in January 2024 and in the light of forecast data for a new electricity contract from April 2024 seek to adjust hire fees, ideally downwards.

Keith Quine

Chair of Trustees Hartington Village Hall

28/09/2023

Charity Number 525048

Hartington Village Hall

Financial Statements

31 August 2023

Charity Number 525048

Hartington Village Hall Contents

Trustees approval page	1
Receipts and Payments account	2
Statement of Assets and Liabilities	3
Notes to the financial statements	4

Charity Number 525048

Hartington Village Hall Trustees approval page For the year ending 31 August 2023

We approve these accounts which comprise the Receipts and Payments account, a Statement of Assets and Liabilities and Notes to the financial statements.

We consider that an audit is not required for this year under section 144(2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is not needed.

We acknowledge our responsibilities for the accounts, including the appropriateness of the accounting basis set out in note 1 and for providing all of the information and explanations necessary for their completion.

*Signature*	*Print Name*	*Date of approval*
JK Quine (May 16, 2024 09:38 GMT+1) JK Quine	JK Quine	16/05/24
Chairman
K J Craven (May 20, 2024 14:25 GMT+1) K J Craven	K J Craven	20/05/24
Treasurer

Hartington Village Hall Hyde Lane Hartington SK17 0AP

Page 1

Charity Number 525048

Hartington Village Hall Receipts and Payments Account For the period 1 September 2022 to 31 August 2023

----- Start of picture text -----
2023 2022
Last
Unrestricted Restricted Endowment Total Years
Funds Funds Funds Funds Funds
£ £ £ £ £
A1 Receipts
Hire of hall income 12,502 - - 12,502 8,257
Donations 1,451 - - 1,451 1,226
Gift aid 638 638
-
Fund raising 7,837 10,365 18,202 13,531
Interest received - - - - 14
-
22,428 10,365 32,793 23,027
A2 Assets and investment sales, etc - - - - -
-
Total receipts 22,428 10,365 32,793 23,027
A3 Payments
- - - - -
Wages
-
Repairs & maintenance 18,861 13,736 32,596 25,626
Heat and light 1,749 500 - 2,249 2,440
Insurance 1,031 - - 1,031 939
Cleaning 854 - - 854 541
Licences 201 - - 201 221
Telephone & Broadband 359 - - 359 332
Stationery & postage 10 - - 10 24
Accountancy fees 150 - - 150 150
Other 1,685 - - 1,685 2,000
HCG Magic Grant 500 - - 500 -
-
25,400 14,236 39,636 32,273
A4 Asset and investment purchases, etc 335 602 - 937 -
-
Total payments 25,735 14,838 40,573 32,273
Net of receipts/(payments) - 3,307 - 4,473 - - 7,780 - 9,246
A5 Transfers between funds - - - - -
A6 Cash funds last year end 21,624
Cash movement - 7,780
Cash funds this year end 13,844
----- End of picture text -----

Page 2

Charity Number 525048

Hartington Village Hall Statement of Assets and Liabilities As at 31 August 2023

Unrestricted Restricted Endowment Funds Funds Funds £ £ £ B1 Cash funds Bank current account 13,261 - - Savings account 410 - - Petty cash 173 - - 13,844 - - B2 Other monetary assets Trade debtors - - - - - - B3 Investment assets - - - B4 Assets retained for the charity's own use (note 2) Equipment 776 2,829 776 2,829 - B5 Liabilities - - -	2023 2022 Last Total Years Funds Funds £ £ 13,261 21,041 410 410 173 173 13,844 21,624 - - - - - - 3,605 2,668 3,605 2,668 - -

Page 3

Charity Number 525048

Hartington Village Hall Notes to the accounts As at 31 August 2023

1 Basis of preparation

The accounts have been prepared under section 133 of the Charities Act 2011 ('the Charities Act') using the receipts and payments accounts method.

2 Assets retained for the charity's own use

Assets are held at cost. Depreciation is not recognised under the Receipts and Payments accounts method.

Page 4

Charity Number 525048