## 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.
2. 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.
3. 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.
4. 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.
5. 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.
6. 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.
7. 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.
8. 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
## **Hartington Village Hall Detailed income**
## **As at 31 August 2023**
_This page does not form part of the financial statements_
|**Hire of hall income**
Local hire
General hire
Dance clubs
Table Tennis
Mum & Toddler groups
Yoga
Pilates
Scouts
Informal Flora
Folk Club
HYPAC
Fri/Tues club
Hartington Sings
Total local hire
Non-local hire
**Donations**
_Unrestricted_
Anonymous donation
Wishing bucket
Hartington Parochi re. Broadband
T Bartlett - organ donation
Wine purchase
Plant sales
Donation from Lottery Win Payment
Lead Boot Challenge Donation
History Through Time
E Broomhead, Reference Sheila
Hartington Community
Small donations
_Restricted_
A W & P A Jones, Insulation|4,405
1,332
816
-
1,199
396
312
144
597
503
648
72
1,000
8
58
80
40
15
100
-
-
-
-
150
-|**2023**
10,424
2,079
12,502
1,451
-
1,451|3,566
1,120
610
450
486
430
220
-
-
-
-
74
-
70
50
-
-
-
100
25
300
230
300
101
50|**2022**
6,956
1,301
8,257
1,176
50
1,226|
|---|---|---|---|---|
Charity Number 525048
## **Hartington Village Hall Detailed income**
## **As at 31 August 2023**
_This page does not form part of the financial statements_
|**Fundraising & Grants**
_Unrestricted_
Rotters
Jazz evening
Local Giving Ltd
Derbyshire County Council
Activities grant
Derbyshire Dales
L Boulter
Lottery
_Restricted for kitchen repairs_
Bingham Trust
Derbyshire Community - Freemasons
Kitchen disco
B Veit
_Restricted for bowling equipment_
Sport England
_Restricted for Upper Bakehouse wall_
Grant - Duke of Devonshire's Charitable Trust
_Restricted for a loft insultation_
Support Staffordshire grant
_Restricted for heating costs_
Derbyshire Dales
_Restricted for Gazebo_
Leaden boot challenge|525
352
500
-
-
-
250
6,210
5,000
2,000
1,263
1,000|**2023**
7,837
9,263
301
-
-
500
301
18,202|-
-
-
300
40
2,667
-
5,810
-
-|**2022**
8,817
-
0
-
4,378
336
-
-
13,531|
|---|---|---|---|---|
Charity Number 525048
## **Hartington Village Hall Detailed expenses As at 31 August 2023**
_This page does not form part of the financial statements_
|**Repairs and maintenance**
_Unrestricted_
Bakehouse repairs from unrestricted funds
Crockery for new kitchen
Windows
Kitchen replacement from unrestricted funds
Card reader
Electrical inspection & repairs
Asbestos removal
Fire extinguisher maintenance
General repairs & maintenance
Parking cones
Loft insulation (unrestricted funds used)
Floor repair and box over pipework
Boiler service & repairs
Boiler & heating system replacement
(unrestricted funds used)
_Restricted_
Bakehouse repairs
Interior improvements
Kitchen refurbishment
Loft insulation
Boiler & heating system replacement
**Heat and light**
Electricity
Oil
**Insurance**|2,302
354
874
14,771
28
-
-
271
262
-
-
-
-
-
-
-|**2023**
18,861
4,378
95
9,263
-
32,596
942
1,308
2,249
1,031|-
-
-
-
-
36
3,252
385
120
37
85
1,283
197
17,251
386
2,507|**2022**
22,646
-
88
-
2,892
25,626
587
1,853
2,440
939|
|---|---|---|---|---|
Charity Number 525048
## **Hartington Village Hall Detailed expenses As at 31 August 2023**
_This page does not form part of the financial statements_
|**Cleaning**
Refuse collection
Cleaner vouchers and reimbursements
Cleaning products and handtowels
**Licences**
Tens (alcohol) licence
Small lottery licence
Music licence
**Telephone & Broadband**
**Stationery**
**Accountancy Fees**
**Other**
_Unrestricted_
Advertising for fund raising events
Drinks for fund raising events
Lottery prizes
Grant transfer to HCC
**Asset and investment purchases during the year**
Gazebo
Wine cooler
Bowling equipment|**2023**
482
100
272
854
42
20
139
201
359
10
150
36
49
1,600
-
1,685
301
320
316
937|**2022**
396
145
-
541
-
20
201
221
332
24
150
-
1,700
300
2,000
-
-
-|
|---|---|---|
Charity Number 525048
## **Hartington Village Hall Asset Schedule As at 31 August 2023**
_This page does not form part of the financial statements_
**----- Start of picture text -----**
Date Purchased from funds:
Purchased Asset Description Cost Unrestricted Restricted
29/08/2018 New chairs [purchased from Calor Gas Grant] 760 760
14/04/2020 New sound system 350 350
01/02/2021 Projector 469 469
01/02/2021 Projector screen 110 110
01/02/2021 Coffee table 83 83
01/02/2021 2 x computer desks 145 145
01/02/2021 Bookcase 58 58
01/02/2021 Portable heater 95 95
01/02/2021 2 x ACER chromebooks 598 598
01/02/2021 Balance from unrestricted funds 91 - 91
16/05/2023 Bowling equipment 316 15 301
18/07/2023 Wine cooler 320 320 -
29/08/2023 Gazebo 301 301
3,605 776 2,829
**----- End of picture text -----**
## Hartington Village Hall - Financial Statements 2023
Final Audit Report
2024-05-20
Created: 2024-05-16 By: Sarah Lovatt (sarah@lovattaccountancy.co.uk) Status: Signed Transaction ID: CBJCHBCAABAABtzzFhOzjE6Br5W1YCQDANEl1WJqBYoW
## "Hartington Village Hall - Financial Statements 2023" History
- Document created by Sarah Lovatt (sarah@lovattaccountancy.co.uk)
2024-05-16 - 8:09:04 AM GMT
- Document emailed to K Quine (johnkeithquine@gmail.com) for signature
- 2024-05-16 - 8:09:09 AM GMT
- Document emailed to K Craven (kj_craven@yahoo.co.uk) for signature
- 2024-05-16 - 8:09:09 AM GMT
- Email viewed by K Quine (johnkeithquine@gmail.com)
- 2024-05-16 - 8:33:38 AM GMT
- Signer K Quine (johnkeithquine@gmail.com) entered name at signing as JK Quine 2024-05-16 - 8:38:26 AM GMT
- Document e-signed by JK Quine (johnkeithquine@gmail.com)
- Signature Date: 2024-05-16 - 8:38:28 AM GMT - Time Source: server
- Email viewed by K Craven (kj_craven@yahoo.co.uk)
- 2024-05-20 - 1:24:22 PM GMT
- Signer K Craven (kj_craven@yahoo.co.uk) entered name at signing as K J Craven 2024-05-20 - 1:25:28 PM GMT
- Document e-signed by K J Craven (kj_craven@yahoo.co.uk)
Signature Date: 2024-05-20 - 1:25:30 PM GMT - Time Source: server
Agreement completed.
- 2024-05-20 - 1:25:30 PM GMT
Charity Number 525048
## **Hartington Village Hall Independent examiner's report on the accounts For the year ending 31st August 2023**
I report to the trustees on my examination of the accounts of the above charity ("the Trust") for the year ended 31st August 2023.
As the charity trustees of the Trust, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 ("the Act")
I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination which gives me cause to believe that in, an material respect:
accounting records were not kept in accordance with section 130 of the Act or
the accounts do not accord with the accounting records
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached.
## **Sarah Lovatt BFP FCA MAAT**
## **1a Sandringham Drive**
**Spondon**
**Derby DE21 7QL**
20 May 2024