## **Hartington Village Hall AGM 16th October 2023: Chair’s Report**
I trust that this report usefully summarises key points over the past year to members of the community. A full 2023/4 finance paper will follow along with a draft budget plan 2024/5, 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) Toilet refurbishments:** A grant for £13,683 from the UK Shared Prosperity Fund (Community Resilience Fund) was used to totally refurbish the existing three toilet/ washroom areas that were built around 40 years ago. The refurbishment consisting of stripping out all sanitary ware and flooring. A partition wall was removed in the Ladies. Male, female and disabled toilet/washroom areas were then refurbished with new sanitary ware, walls were panelled, new Polysafe flooring installed and hygienic warm air hand driers added. Volunteers then painted all three areas.
As a result the facilities are more hygienic, easier to maintain and simply more attractive and fit for purpose. The disabled toilet area has been refitted to comply with current government standards and represents a significantly better facility. This room also includes a baby changing facility.
Subsequent to the completion of the work in January 2024 we have also replaced the lighting (Graham Smith) in the areas with LED strip lights which are more cost effective, brighter as well as further enhancing the environment of the toilet/washroom areas. The total cost was £18,378.
Our lottery profit of £4160 from 2023/4 was used as seed monies to attract the grant.
- _**2)**_ **Trustees and Management Group Membership:** We have seven trustees in total, supported by a Management Group of a further 8. There has been no change in membership over the year. _Should further members of the community wish to join in either capacity then please let us know. The Village Hall is owned by the community and entirely run by volunteers._
I’m delighted to say that Support Staffordshire, to whom we are affiliated, has recognised John Grosvenor, David Graham and Kath Williamson for their voluntary efforts over 2024 and preceding years.
- **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 ( Jo B has been a star this year!), and fitting new roof tiles over the entrance. Of particular note is the creation of a recessed display area by Malcolm W in the main hall and addition of a large retractable
screen in the Upper Bakehouse by Dave B. _The number of bookings for the Hall has increased so if anyone wishes to join our cleaning teams (currently five teams so c10 weekly cleans over the year) then please let Liz Broomhead or Kath Williamson know. It’s not too time consuming and for big events a number of us ‘muck in’._
## **4) 2022/23 external audit:** During 2022/3 the audit revealed:
||2022/
3|2021/2|2020/1|2019/20|2018/19|2017/8|
|---|---|---|---|---|---|---|
|Income
from hire|£12,5
03|£8,25
7|£2,34
1|£4,489|£8,31
5|£7,16
7|
|Donations|£1451|£1,22
6|£
45|£14
5|£19
3|£2,84
5|
|Fund
raising incl
grants|£18,2
02|£13,54
5|£36,74
6|£25,393|£13,30
7|£1,32
5|
|Gift Aid|£638||||||
|**TOTAL**|**£32,7**
**93**|**£23,02**
**7**|**£39,56**
**2**|**£30,13**
**0**|**£21,81**
**6**|**£11,3**
**38**|
|**EXPENDIT**
**URE**|**£40,5**
**73**|**£29,29**
**2**|**£51,66**
**0**|**£7,99**
**4**|**£8,7**
**10**|**£6,2**
**42**|
|**BALANCE**
**on YEAR**|**-**
**£7,78**
**0**|**-**
**£6,265**|**-**
**£12,09**
**8**|**+**
**£22,13**
**6**|**+**
**£13,10**
**6**|**+**
**£5,096**|
## **NB: Funds held at the year end on 31/08/2023 were £13,844.**
**No issues of concern were identified 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) Current financial situation:**
- As of 31[st] August 2024 (end of financial year) our **finances** stood at: Nat West bank account **£20,670**
- Nationwide Business Savings Account **£410.**
- Preliminary analysis suggests an increase over 2023/4 of **£6,826.** However three funds are ringfenced : an NHS grant has £272 remaining, a National Lottery grant of £1800 is to part pay for the new fire exit doors, and we hold £827 for Arts based initiatives. These total **£2,899.**
- A full analysis will be circulated prior to the AGM. All Accounts and Minutes are published on our website www.hartingtonvillagehall.co.uk
- In summary our hire income can normally cover routine operational costs but property improvements and routine maintenance will need to be reliant on our lottery and grants.
- The decision was made in March 2023 to raise our 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. In March 2024 the decision was to hold our hire fees from September 2024 at the existing rates. A new electricity contract is significantly lower in cost but other costs have increased with insurance from the Autumn 2024 likely to be considerably higher than previously.
## **6) Maintenance issues:**
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 and replacement scheduled for Autumn 2024.)
- 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)
- Replace the green carpet in Lower Bakehouse/entrance ( COMPLETED Jan 2024)
- Replace ‘blown’ window panes in Main Hall and replace rotted wooden frames (Scheduled 17/10/2024)
- Monitor damp in Lower Bakehouse/Boiler room (work done on gable wall helping)
- Carpet the Upper Bakehouse (Scheduled Autumn 2024) plus add blinds.
- Replace fluorescent tube lights in toilet corridor and entrance. (COMPLETED Spring 2024)
- Re lay drain above the Bakehouse plus use sandbags to prevent flooding of Bakehouse ( COMPLETED Autumn 2023)
- Replace 20+ year old smoke alarms and add security features (to be done Autumn/Winter 2024)
We also need to:
- Rationalise storage areas (ongoing)
- Screen the oil storage tank + waste bin
- Repoint masonry wall west facing and north facing gable wall of Bakehouse
The rear fire doors are now suffering badly as a result of the weather, with gaps between boards plus swelling of wood creating concerns. After looking at various options and securing prices plus seeking advice on materials we have asked a local joiner to build new wooden doors. We have secured a National Lottery grant of £1800 towards the cost.
Another priority is to rationalise our stock of historical documents and artefacts. The plan is to replace the book library in the Lower Bakehouse, introduced during Covid times, with the historical materials. A grant from Alstonefield Leaden Boot will part fund display cabinets. The materials will be more accessible to the community. This work will also make the Upper Bakehouse a less cluttered meeting and teaching area.
- **7) Lottery 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 of £4160 was 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) Centenary Celebrations 2025**
In 1925 the site where the Village Hall now stands was purchased by Victor Perry and he built the Hall a few years later. In 1944 the Village Hall came into community ownership. We plan to celebrate the centenary of the purchase of the site and have established a small core team of volunteers to work on the plans to celebrate the occasion (see separate report).
## **9) Energy scenario:**
The EDF business contract from April 2023 – April 2024 was a x4 increase so we faced 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 have been typically paying 65p/litre.
|Month|Heating energy hours per month
(=2022/23)|
|---|---|
|September 2023|14|
|October 2023|79(39)|
|November 2023|147(131)|
|December 2023|223(133)|
|January2024|279(221)|
|February2024|155(114)|
|March 2024|166(140)|
|April 2024|110(58)|
|May2024|30(30)|
|June 2024|25(4)|
|July2024|16(1)|
|August 2024|4(0)|
|Total|1248 hours (871 hours in 11
months 2022/3)|
Evidence of a rather cooler past 12 months!
Keith Quine
Chair of Trustees Hartington Village Hall
22/09/2024
Charity Number 525048
## **Hartington Village Hall**
**Financial Statements**
**31 August 2024**
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 2024**
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.
**----- Start of picture text -----**
Signature Print Name Date of approval
JK Quine JK Quine 22/05/25
JK Quine (May 22, 2025 09:39 GMT+1)
Chairman
K Craven 22/05/25
K Craven (May 22, 2025 10:15 GMT+1)
**----- End of picture text -----**
## **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 2023 to 31 August 2024**
**----- Start of picture text -----**
2024 2023
Last
Unrestricted Restricted Endowment Total Years
Funds Funds Funds Funds Funds
£ £ £ £ £
A1 Receipts
Hire of hall income 17,208 - - 17,208 12,502
Donations 508 - - 508 1,451
Gift aid - - 638
-
Fund raising 10,052 17,483 27,535 18,202
Interest received - - - - -
-
27,768 17,483 45,251 32,793
A2 Assets and investment sales, etc - - - - -
-
Total receipts 27,768 17,483 45,251 32,793
A3 Payments
- - - - -
Wages
-
Repairs & maintenance 9,459 13,683 23,142 32,596
- -
Heat and light 4,795 4,795 2,249
Insurance 1,064 - - 1,064 1,031
Cleaning 598 - - 598 854
Licences 448 - - 448 201
Telephone & Broadband 400 - - 400 359
Stationery & postage - - - - 10
Accountancy fees 150 - - 150 150
Other 5,504 1,302 - 6,806 1,685
HCG Magic Grant - - - - 500
-
22,418 14,985 37,403 39,636
A4 Asset and investment purchases, etc 438 - - 438 937
-
Total payments 22,856 14,985 37,841 40,573
Net of receipts/(payments) 4,912 2,498 - 7,410 - 7,780
A5 Transfers between funds - - - - -
A6 Cash funds last year end 13,844
Cash movement 7,410
Cash funds this year end 21,254
**----- End of picture text -----**
Page 2
Charity Number 525048
## **Hartington Village Hall Statement of Assets and Liabilities As at 31 August 2024**
|**Unrestricted**
**Restricted**
**Endowment**
**Funds**
**Funds**
**Funds**
**£**
**£**
**£**
**B1 Cash funds**
Bank current account
20,671
-
-
Savings account
410
-
-
Petty cash
173
-
-
21,254
-
-
**B2 Other monetary assets**
Trade debtors
-
-
-
-
-
-
**B3 Investment assets**
-
-
-
**B4 Assets retained for the charity's own use (note 2)**
Equipment
4,043
-
4,043
-
-
**B5 Liabilities**
-
-
-|**2024**
**2023**
**Last**
**Total**
**Years**
**Funds**
**Funds**
**£**
**£**
20,671
13,261
410
410
173
173
21,254
13,844
-
-
-
-
-
-
4,043
3,605
4,043
3,605
-
-|
|---|---|
Page 3
Charity Number 525048
## **Hartington Village Hall Notes to the accounts As at 31 August 2024**
## **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 2024**
_This page does not form part of the financial statements_
|**Hire of hall income**
Local hire
General hire
Dance clubs
Table Tennis
French Lessons
Yoga
Pilates
Scouts
Informal Flora
Folk Club
HYPAC
Fri/Tues club
Hartington Sings
Total local hire
Non-local hire
**Donations**
_Unrestricted_
Donation from Lottery Win Payment
Hartington social dance licence
Easy fund raising
Anonymous donation
Wishing bucket
Hartington Parochi re. Broadband
T Bartlett - organ donation
Wine purchase
Plant sales
Hartington Community
Small donations|6,022
1,424
782
303
2,183
480
140
112
175
546
-
70
100
90
31
-
-
-
-
-
-
-
287|**2024**
12,237
4,971
17,208
508|4,405
1,332
816
-
1,199
396
312
144
597
503
648
72
100
-
-
1,000
8
58
80
40
15
-
150|**2023**
10,424
2,079
12,502
1,451|
|---|---|---|---|---|
Charity Number 525048
## **Hartington Village Hall Detailed income**
## **As at 31 August 2024**
_This page does not form part of the financial statements_
|**Fundraising & Grants**
_Unrestricted_
Plant sales
Folk evening
Art Fair
Charity discos
Hungry Town
Beetles
Jazz in Village
Rotters
Jazz evening
Local Giving Ltd
L Boulter
Lottery
_Restricted for 'Falls & prevention'_
NHS Derbyshire
_Restricted for bathroom repairs_
Derbyshire Dales - UKSPF
_Restricted for the replacement of rear fire exit doors_
Main Grants
_Restricted for kitchen repairs_
Bingham Trust
Derbyshire Community - Freemasons
Kitchen disco
B Veit
_Restricted for bowling equipment_
Sport England
_Restricted for heating costs_
Derbyshire Dales
_Restricted for Gazebo_
Leaden boot challenge|211
44
1,248
791
312
921
16
-
-
-
-
6,510
-
-
-
-|**2024**
10,052
2,000
13,683
1,800
-
-
-
-
27,535|-
-
-
-
-
-
-
525
352
500
250
6,210
5,000
2,000
1,263
1,000|**2023**
7,837
-
-
-
9,263
301
500
301
18,202|
|---|---|---|---|---|
Charity Number 525048
## **Hartington Village Hall Detailed expenses As at 31 August 2024**
_This page does not form part of the financial statements_
|**Repairs and maintenance**
_Unrestricted_
Emergency lighting inspection test
Bakehouse repairs from unrestricted funds
Fire extinguisher maintenance
General repairs & maintenance
Toilet refurbishment (balance)
Sandbags
Lights
Fire alarm
Stand
White Board
Certificate frame
Christmas lights
Crockery for new kitchen
Windows
Kitchen replacement from unrestricted funds
Card reader
_Restricted_
Bakehouse repairs
Interior improvements
Kitchen refurbishment
Toilet refurbishment
**Heat and light**
Electricity
Oil
**Insurance**|342
251
447
476
6,094
206
1,336
95
91
54
44
16
8
-
-
-
13,683|**2024**
9,459
-
-
-
13,683
23,142
2,646
2,149
4,795
1,064|-
2,302
271
262
-
-
-
-
-
-
-
-
354
874
14,771
28
-|**2023**
18,861
4,378
95
9,263
-
32,596
942
1,308
2,249
1,031|
|---|---|---|---|---|
Charity Number 525048
## **Hartington Village Hall Detailed expenses As at 31 August 2024**
_This page does not form part of the financial statements_
|**Cleaning**
Refuse collection
Cleaner vouchers and reimbursements
Cleaning products and handtowels
**Licences & Subscriptions**
RAD membership
Local Giving subscription
Tens (alcohol) licence
Small lottery licence
Music licence
**Telephone & Broadband**
**Stationery**
**Accountancy Fees**|**2024**
506
-
92
598
30
180
42
20
176
448
400
-
150|**2023**
482
100
272
854
-
-
42
20
139
201
359
10
150|
|---|---|---|
## **Other**
|_Unrestricted_
Coronation plinth
Donation - Blythe House
Donation - Parkinsons UK
Hungrytown Concert
Arts fair
Advertising for fund raising events
Drinks for fund raising events
Whimm Ales
Lottery prizes
Plant buys
_Restricted_
NHS Fund
**Asset and investment purchases during the year**
Chairs for Bakehouse
Gazebo
Wine cooler
Bowling equipment|259
457
457
400
402
-
1,787
114
1,600
28
5,504
1,302
6,806
438
-
-
-
438|-
-
-
-
-
36
49
-
1,600
-
1,685
-
1,685
-
301
320
316
937|
|---|---|---|
Charity Number 525048
## **Hartington Village Hall Asset Schedule As at 31 August 2024**
_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 Chromebook 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
12/04/2024 Chairs for Bakehouse 438 438
4,043 1,214 2,829
**----- End of picture text -----**
Charity Number 525048
## **Hartington Village Hall Independent examiner's report on the accounts For the year ending 31 August 2024**
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**