Hagbourne Village Hall Charity Registration Number 900090 Trustees Annual Report – 2023-24
The objective of the charity is to successfully maintain and operate a village hall for the benefit of the residents of both East and West Hagbourne, as well as the wider community. We do this by providing a clean, safe and hospitable environment at an economic price for all our users.
We normally operate with a small surplus at the end of the year. We have maintained our hiring charges unchanged for several years, but In response to rising costs, we implemented an increase at the end of 2023 to keep us financially healthy into the future.
Both regular and casual bookings of the village hall have continued at a healthy level and allowed us to finance some further improvements to the building, notable new front doors and kitchen door and improvements to the water heaters.
The main improvement topic discussed during the year was, however, how to address the condition of the roof which is showing signs of age. Following a survey in 2023, we engaged architects to evaluate adding a new insulated roof over the existing one as well as insulating the walls. This turned out to be an expensive option and at the end of the financial year we were awaiting a decision on a large grant application. At the time of writing this report (February 2025) and with the benefit of further professional advice, we have deferred this large-scale project and will pursue more targeted repairs during 2024-25.
An inspection was carried out by the SODC/Vale of White Horse Food & Workplace Safety Team. This was because the preschool had registered themselves as providing food in the hall. Whilst the rating was five stars, there were 4 recommendations for improvement, 2 of which relate to the fabric of the hall, and these have been addressed.
TREASURER'S REPORT, Financial year 2023/24 ending 31st August 2024
The final Hagbourne Village Hall (VH) Accounts for the financial year ending 31st August 2024 have been prepared by Charles Stutley (Treasurer) for the 2024 HVH Annual General Meeting on 11 November 2024 (See attached summary accounts which fully balance). Mr Robin Bell (independent auditor), has kindly agreed to check the accounts again this year, following which, signed accounts will be circulated to the VH Committee members.
2023/24 Receipts
Total actual receipts from regular and casual bookings over the accounting period were £24,848.53 or an increase of 23.9% on 2022/23 (£20,052.13). Part of the increase in income was due to the increase from 1 December 2023 in hourly fee rates for both regular (+10%) and other casual users (+20%). The Pre-school continue to be the major source of income with fees of £10,390.80 (41.8% of total booking receipts). Casual bookings were particularly strong in 2023/24 at £8,544.75 or a 44.3% increase on last year.
Other income was £2,296.99 in 2023/24, the bulk of which was interest earned on the COIF deposit account followed by fees from renting out the VH for local and national elections.
In 2023/24 total receipts amounted to £27,145.52 or a 24.7% increase on 2022/23 total receipts of £21,762.92.
2023/24 Expenditure/Payments
In 2023/24 total payments amounted to £27,706.06 representing a reduction of 11.3% on 2021/22. Gas and electricity costs were slightly down on 2022/23 – committee members will recall we are in the third and final year of fixed price contracts for these utilities. The costs of BT broadband services of £2,147.74 includes both 2022/23 (unbilled last year) and 2023/24 charges. Maintenance costs were 31.4% higher in 2023/24 due mainly to extraordinary charges including: BWS security alarm system, gutter cleaning and rodent control. In 2023/24 total capital items and improvements amounted to £7,152.61 or 48.9% lower than last year: major capital expenditure this year included payments to Didcot Glass and Doors and Wheelers. There were major (57.8%) increase in the costs of water rates in 2023/24. The fee rates of the caretakers were increased slightly in March 2023. Architects and capital improvement grant planning fees amounted to £776.50 in 2023/24 with significant additional expenditure falling into 2024/25.
2023/24 Operating Surplus (Receipts minus Payments)
In 2023/24 the Village Hall registered a small operating deficit of £560.54 which is due to the ongoing investments in upgrading the Village Hall facilities for our users.
Closing Fund Balance at 31[st] August 2024
On 31 August 2024 the Village Hall Closing Balance stands at £54,383.03 or a 1.3% reduction on last year. At year end, the Lloyd’s Bank current account stands at £17,549.21 (against £20,457.59 this time last year) and COIF High Interest-Bearing Account stands at £34,096.07 (£32,400.78 last year). 4[th] Quarter accounts receivable from regular users are a further £2,937.75.
It is noted that we are still trying to recover a fee of £170.50 due from Powley School of Dance dating back to the 4[th] Quarter 2022/23. The 2023/24 opening funds have been adjusted for this debt.
Charles Stutley, 4 November 2023
HAGBOURNE VILLAGE HALL [FINALACCOUNTS FOR YEAR ENDED 31 AUGUST2024 RECEPTS YE 23r24 10.390.aO 8.544.75 689.05 S26_45 1.815_45 YE 22r23 9.099.20 5.921.10 923 20 1.103.60 % wo1h Prty-sthool Casual book•ig trLAMS 4S.3% 2S313% .s% Scout, GuKl•• •nd 4nd B••v•rn Plales BrnJg• Yog• 717.25 390.80 555 14% Ivi. S8M)g EHPC &VhPC Danu PTadic• Icoxl Oam Dancg Snoutsig about Dog Trni7179 and Polay Scool of Dan Totsl 8oolws 648.00 132.00 433.60 149.20 411_Y8 0.00 24 848.53 595.2 15_4% 9_3% $0.4% 99.2 20 052.13 23.9% K•l•n•ous Ikc41 •b•ctrn•l Grnnts (SO Covi[19 GRAMr) Car Path EJ8dYKty Repayrnnts Bank Int¢mst (COIF Arfc) Totsl Oth•r 224 123.2% Ivi. 101.70 1.69S.29 2.296.99 149.64 1.337.15 1.710.79 26.8% 34.3% Total R•c• 27.145.$2 21.712.92 24.7% PAYMENTS G&$ 1.054.06 1.441.81 2.147.74 7.140.00 1.550.00 70.00 880.38 1.193_68 3.197.73 7.IS2.81 998_11 776.50 102.84 27.706.08 1.149.29 1.497.85 Bffjadband s8r¥ic•8 C•r•t•k•f Cos1 Bookng S•a•lary Ltsneas IngJrnnc• W4l•f Maintenanc• Caplal It•ryo & lfiyo¥•rMnts Qeaning Supph¥ Atthleds Sofvics Other li)9 rnpayyrnnt of D•posl81 Tt)tal P•ym•rts 6.300 OCI 13_3% 170 48.8% 57_6% 31.4% 2.434.00 13.998.15 609_15 2.000.00 31 234.37 .11.3 R•¢•W Paym•nts 460.54 471.45 44.1 Op•ning Fund b•l•npJ AP ylbl 54.943.57 84.585.52 Clo•kng B•lne•" SS.114.07 .1.3% Tffjagjrtrn Atajunt ILknydsl h Int•rn•l A(%nI ICOIFI PrepayThnts Attounls Retqivabl814th 0 20231 A{¥nIS Payabl• l•ka c•gu•¥ rtol prnwnt•d) TOTALS. 17.549.21 34.096.07 -200.00 2.937.75 20.457.59 32.400.78 .200 2.455.70 54.303.03 55 114.07 -1.3% Signed: Signed: art• StyJll•y iTrkn. Tt••wrn Robh B•1 Urthp•nd•nl Audqry) O*l•.'
Audited Accounts: OURN ALL FIMAL R ENDU) 3 41f RecEPTS YE 23124 10,JW.b) .Y4.75 YE22f23 14. 5.921 10 ¥J.J Dn 7.815_45 i.IV3.to Pl•¢•• 1u).IJ% 71725 SSS Yoot Sgwng 1J2nJ 433.60 149 411_38 114.4 39fj.4 9).4 199% Sthool ol Toi•1 2Q.042.IY 23.9% Z24 ISOLK CnVIO 19 ¢•r E)kLVKXy tsank Inth•f IWIF MIC 101.70 149.64 7.1 1 710.79 7296.99 Til Reèlxs 27.145JZ 21.7 24.7% 1.14529 1.497JS 2.147.Y4 7.140.t 1.650.C 1.4JO.00 11U 888.3) 757. 2.434.OQ 13,99a_15 809 15 &4 1 t93.8B 3.197.73 Al•inMp.•rK¢ C•plJl lknrThb & InVOWITIIIX 31.4 -18.9% 776. 102. 27.70¢_QO 2 IX) 31234.J7 Trf•l Paymen1 .11.3% R•¢+tys yrn•rt¥ 4A71AS Amd tsaktk¥ lkn8•AP é4.58SA2 -1.3% T••5uwr5 AlUnt ILbyol 17.549.21 J4.096.Qi 400.tY) Z.937.7S 20,457Ag 32.4W.Y8 141h 0 202J7 2 455_7D 19.8* TOTA 114.97 r4t•: 9-11.2