Oxnam Village Hall SCIO
Charity Number SC049304
Trustees Annual Report & Accounts for the period to 30 June 2025
Oxnam Village Hall SCIO SC049304 1.7.2024 to 30.6.2025
Contents
Pages
- 3 Reference & Administrative Information 4 Structure, Management & Governance 4 Objectives & Activities 5 Achievement & Performance 6 Financial Review & Reserve Policy 7 Statement of Financial Activities 8-9 Notes to the Accounts 10 Independent Examiners Report
2
Oxnam Village Hall SCIO SC049304 1.7.2024 to 30.6.2025
Reference & Administrative Information
Charity Name:
Oxnam Village Hall SCIO
Scottish Charity No: SC049304 Principal Address: c/o 6 Harden Mains Farm Cottages Oxnam JEDBURGH TD8 6RB
Charity Trustees on date of approval including office held:
==> picture [131 x 126] intentionally omitted <==
Chairperson Vice Chairperson Secretary Treasurer Trustee Trustee Trustee Trustee Trustee
Names of other trustees during the period: None
Independent Examiner:
==> picture [108 x 59] intentionally omitted <==
Bankers:
Bank of Scotland plc P O Box 1000 BX2 1LB
The Direct Business
Website: Facebook:
www.oxnamvillagehall.org.uk www.facebook.com/oxnamvillageevents
3
Oxnam Village Hall SCIO SC049304 1.7.2024 to 30.6.2025
Structure, Management & Governance
Oxnam Village Hall SCIO is an independent, Scottish Charitable Incorporated Organisation and operates under a Constitution. It was registered on 16 May 2019. The constitution was updated at the AGM on 27 August 2024 to allow meetings to be held virtually if required.
Appointment & Training of Trustees
Charity trustees are appointed at the publicly advertised AGM every year. Places are reserved for representatives of local community groups who use the hall on a regular basis, others are local residents elected from the community of benefit.
Objectives & Activities
Charitable Purposes
As set out in the ‘Constitution’ and ‘The Charities and Trustee Investments (Scotland) Act 2005’ the purpose(s) of Oxnam Village Hall SCIO are the following: -
• the advancement of citizenship or community development.
• the provision of recreational facilities, or the organisation of recreational activities, with the object of improving the conditions of life for the persons for whom the facilities or activities are primarily intended.
-
a) To provide and maintain Oxnam Village Hall as a community facility for benefit of the inhabitants of Oxnam and environs in the Scottish Borders, as defined by the Oxnam Water Community Council area, without distinction of political, religious or other opinions, for recreation, leisure and educational purposes of all kinds with the object of improving the conditions of life of the said inhabitants.
-
b) To promote citizenship and community development in the area of benefit defined above.
Main Activities in Relation to the Charitable Purposes
The main activities are the management and maintenance of Oxnam Village Hall for the benefit of local voluntary groups and individuals, who are able to hire it at low cost; also the organisation of community events and activities for the benefit of local people.
-
a) To provide and maintain Oxnam Village Hall as a community facility for benefit of the inhabitants of Oxnam and environs in the Scottish Borders, as defined by the Oxnam Water Community Council area, without distinction of political, religious or other opinions, for recreation, leisure and educational purposes of all kinds with the object of improving the conditions of life of the said inhabitants.
-
b) To promote citizenship and community development in the area of benefit defined above.
4
Oxnam Village Hall SCIO SC049304 1.7.2024 to 30.6.2025
Achievements & Performance
Regular activities run by various local community groups during the year have included Oxnam Valley Voices community choir, Oxnam Water Community Council, Oxnam Kirk, Library Café, Film Nights, Oxnam Water Ladies (OWLS) and Oxnam Quilters. The Hall continues as the Polling Station for the Oxnam community and as the Emergency Centre. A new Craft Group and a new Drama Club have operated during the year. A new Hall website was developed.
Phases 1 and 2 of the Village Hall improvement project have been completed during this year, thanks to a total of £55,265.22 in grant funding provided by Local Energy Scotland/the Energy Saving Trust (Community and Renewable Energy Scheme – CARES), Borders Community Action (Village Halls Retrofit Fund) and Scottish Borders Council (Cheviot Neighbourhood Support Fund). The Hall contributed around 10% of the cost from reserves and donations over the past two years from some of our regular user groups, underlining community support.
We now have a warm, comfortable and sustainable Hall, heated by air source heat pumps and powered by renewable energy from solar panels (stored in batteries or returned to the grid). The main Hall ceiling has been lowered and strengthened, with more insulation; all our lighting is now from low energy LEDs. We are enormously grateful to our charity trustees and other volunteers, who as well as managing the charity, developing the Hall improvement project and working on the project sub-committee, have also made a significant contribution to keeping the project costs down by carrying out some of the work, and have completed the redecoration of the Hall. We should like to express our sincere thanks to Oxnam Water Community Council, who have assisted with the cost of decorating materials and the installation of a generator switch, and are also contributing £100 per annum to help maintain the AED.
We are also very grateful to the Roxburgh Federation of Village & Community Halls, who provided us with funding for an industrial dishwasher, which will make the operational side of running events very much easier! We also spent some of our reserves on new curtains throughout the Hall and a new energy efficient water heater to give us a better supply in the kitchen and toilets; we finished the year in style with new carpet tiles in the meeting room.
As the year came to a close, we applied successfully to this year’s Decarbonisation grant programme by Borders Community Action to fund three additional batteries for our renewable energy system. Careful assessment of how our self-generated energy is working has established that the additional capacity will be required as we move into the winter months.
5
Oxnam Village Hall SCIO SC049304 1.7.2024 to 30.6.2025
Financial Review & Reserves Policy
We made a planned deficit on the year of £6,398.26 represented by match funding required for our improvement project (total cost £60,766.64), together with the cost of new curtains, equipment and carpeting for the meeting room. The deficit was mitigated by receipt of £2,417.00 in advance funds for the Decarbonisation project. Hall lets were impacted by closures of the Hall to carry out the improvement project work, and we thank our regular users for their understanding. We nevertheless generated Hall hire income of £2,617.50.
Total funds held at 30 June 2025 were £15,628.73 and include the restricted sum for the Hall Decarbonisation Project (50% payment received in advance); that work will be completed in the first months of the new financial year and is fully funded.
Our Reserves Policy states that: The monies standing to the credit of the Account shall be applied as the Committee decide in repairing and insuring the Trust subjects or the furniture and effects therein, together with the running costs. The Committee shall aim to build up a reserve of £10,000 for maintenance of the property as a whole.
Nature & Purpose of Funds
All funds raised through hire of the Hall are used for the management and maintenance of the property.
Remuneration to Charity Trustees
No charity trustees or persons connected to a trustee received any remuneration. No charity trustees received any expenses during the period.
This report was approved by the trustees and signed on their behalf by Robert McKeand - Chairperson
==> picture [147 x 43] intentionally omitted <==
==> picture [32 x 11] intentionally omitted <==
----- Start of picture text -----
Signed
----- End of picture text -----
Dated: 27/7/2025
6
Oxnam Village Hall SCIO SC049304 1.7.2024 to 30.6.2025
Receipts & Payments Account Year Ended 30 June 2025
| Notes Receipts Donations 1 Grants 2 Receipts from Fund Raising Activities 3 Other Charitable Activities Bank Interest Total Receipts Payments Expenses from Fund Raising Activities 4 Expenses from Charitable Activities 5 Independent Examination Total Payments Net Receipts/(Payments) Transfer between Funds Surplus/(Deficit) for Year Statement of Balances as at 30 June 2025 Balances at Start of Year Surplus/(Deficit) for Year Balances at End of Year Other Assets See Note 6 |
Un Restricted Restricted Funds Total 2025 Total 2024 541.46 0.00 541.46 1011.30 1,000.00 59,506.02 60,506.02 0.00 418.00 0.00 418.00 978.15 2,617.50 0.00 2,617.50 2701.25 211.00 0.00 211.00 - |
|---|---|
| 4,787.96 59,506.02 64,293.98 4,690.70 |
|
| 312.90 0.00 312.90 428.18 13,115.32 57,089.02 70,204.34 4,449.85 175.00 0.00 175.00 150.00 |
|
| 13,603.22 57,089.02 70,692.24 5,028.03 |
|
| (8,815.26) 2,417.00 (6,398.26) (337.33) 1,119.05 (1,119.05) 0.00 0.00 |
|
| (7,696.21) 1,297.95 (6,398.26) (337.33) |
|
| Un Restricted Restricted Funds Total 2025 Total 2024 20,907.94 1,119.05 22,026.99 22,364.32 (7,696.21) 1,297.95 (6,398.26) (337.33) |
|
| 13,211.73 2,417.00 15,628.73 22,026.99 |
|
| 493,506 379,960 |
Liabilities
No Outstanding Liabilities
Financial Statements approved by the Charity and signed on its behalf by:
Signed: – Treasurer
Dated: 26/7/2025
7
Oxnam Village Hall SCIO SC049304 1.7.2024 to 30.6.2025
| Notes to the Accounts | 2025 | 2024 | |
|---|---|---|---|
| 1 Donations | |||
| Oxnam Water Ladies (restricted) | 0.00 | 590.00 | |
| Oxnam Kirk (restricted) | 0.00 | 397.60 | |
| General / Scarecrow Festival | 541.46 | 23.70 | |
| Total | 541.46 | 1011.30 | |
| 2 Grants | |||
| CARES (LES/EST) | 39,976.00 | - | |
| Borders Community Action (Retrofit) | 10,289.22 | - | |
| Borders Community Action (Decarb) | 2,417.00 | - | |
| Oxnam Water Community Council | 1,100.00 | - | |
| Roxburgh Federation of Village & | |||
| Community Halls (dishwasher) | 1723.80 | 0.00 | |
| Total | 60,506.02 | 0.00 | |
| 3 Receipts from Fundraising Activities | |||
| Oxnam Ceilidh | 418.00 | 0.00 | |
| Quiz Night | 0.00 | 978.15 | |
| Total | 418.00 | 978.15 | |
| 4 Payments for Fundraising Activities | |||
| Oxnam Ceilidh | 300.00 | 0.00 | |
| Scarecrow Festival | 12.90 | ||
| Quiz Night | 0.00 | 428.18 | |
| Total | 312.90 | 428.18 | |
| 5 Payments for Charitable Activities | |||
| Equipment | 2,656.91 | 1,248.17 | |
| Utilities | 1,082.61 | 1,246.51 | |
| Insurance | 1,057.32 | 1,035.49 | |
| Music Licences | 162.00 | 154.80 | |
| Occasional Licence | 10.00 | - | |
| Public Entertainment Licence (every 3 | years) | 0.00 | 0.00 |
| WiFi Sim rental | 60.00 | 60.00 | |
| Stationery/print/postage | 43.19 | 0.00 | |
| Cleaning/covid19 supplies | 135.99 | 0.00 | |
| Repairs/maintenance/AED | 3,634.98 | 526.58 | |
| EICR Check (every 5 yrs) | 360.00 | - | |
| Fire safety check | 76.50 | 168.30 | |
| Planning/building warrant fees – improvement project | 150.00 | 0.00 | |
| Hall improvement project | 60,616.64 | 0.00 | |
| Miscellaneous | 158.20 | 10.00 | |
| Total | 70,204.34 | 4,449.85 |
8
Oxnam Village Hall SCIO SC049304 1.7.2024 to 30.6.2025
Notes to the Accounts cont’d
| 6 Assets | |||
|---|---|---|---|
| 2024 | Additions | 2025 | |
| Oxnam Village Hall - Rebuild Value (+20%) | 362,121 | 72,424 | 434,545 |
| Equipment in the Hall | 17,839 | 41,122 | 58,961 |
| Total | 379,960 | 113,546 | 493,506 |
7 Accounting Notes
Receipts are recognised when receivable, which is when the charity becomes entitled to resource.
Payments are recognised when there is a legal or constructive obligation to make payment. They are classified into the following categories:
-
Costs of Generating Funds (Fundraising)
-
Charitable Activities (Costs incurred in the delivery of the charities activities and service)
-
Governance Costs (Costs associated with the strategic management of the charity)
8 Trustee & Related Parties
No charity trustees or person connected to a trustee received any remuneration. No charity trustees received any expenses during the period. All other expenses paid are reimbursements of expenses for the running of the charity.
9
Oxnam Village Hall SCIO SC049304 1.7.2024 to 30.6.2025
Independent Examiner's Report on the Accounts of
Oxnam Village Hall SCIO Scottish Charity SC049304
For the Period 1[st] July 2024 to 30 June 2025 Set out on pages 7 to 9
Respective Responsibilities of Trustee & Examiner
The charity’s trustees are responsible for the preparation of the accounts in accordance with the terms of the Charities and Trustee Investment (Scotland) 2005 Act and the Charities Accounts (Scotland) Regulations 2006. The charity trustees consider that the audit requirement of Regulation 10(1) (d) of the Accounts Regulations does not apply. It is my responsibility to examine the accounts as required under section 44(1) (c) of the Act and to state whether particular matters have come to my attention.
Basis of Independent Examiner's Statement
My examination is carried out in accordance with Regulation 11 of the Charities Accounts (Scotland) Regulations 2006. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts and seeks explanations from the trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and, consequently, I do not express an audit opinion on the accounts.
Independent Examiner's Statement
In the course of my examination, no matter has come to my attention
-
which gives me reasonable cause to believe that in any material respect the requirements:
-
to keep accounting records in accordance with section 44(1) (a) of the 2005 Act and Regulation 4 of the 2006 Accounts Regulations, and
-
to prepare accounts which accord with the accounting records and comply with Regulation 9 of the 2006 Accounts Regulations
have not been met, or
- to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
Name of Examiner
Signed
Dated
==> picture [303 x 66] intentionally omitted <==
28/7/2025
Address
10