MILTON VILLAGE COMMUNITY ASSOCIATION 'Itll! l ¢ ANNUAL REPORT AND INDEPENDENTLY EXAMINED FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST MARCH 2024 ANNUAL GENERAL MEETING: th 30 January 2025 MVCA is committed to providing social and recreational opportunities, without discrimination, for its friends and neighbours. LOTTERYFUNDEi) Supported by Portsmouth City Council Registered Charity No. 1003706 pen ently d Financial Statements of mmunity Association ded 31st March 2024 Examin for the year e NTENTS ANNUAL REPORT Reference & Administrative Details Structure, Governance & Management Objectives & Activities (iv) Section Reports (v) Pure Ground Report (vi) Chair of Trustees Report (vii) Financial Review INDEPENDENTLY EXAMINED FINANCIAL STATEMENTS OF THE ASSOCIATION PROMOTIONAL LITERATURE Milton Village Community Association REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31ST MARCH 2024 The trustees present their report with the financial statements of the charity for the year ended 31$1 March 2024. The trustees have adopted the provisions of the Statement of Recommended Practice (SORP) 'Accounting and Reporting by Charities, issued in March 2005. REFERENCE AND ADMINISTRATIVE DETAILS Registered Charity Number 1003706 Address Milton Village Hall 182 Milton Road Southsea Hants P04 8PR Contact Details Telephone.. 02392 873788 Email.. miltonvilla ehall mail.com Website.. vwN.miltonvilla ehall.co.uk Trustees Chair.. Bridget Tregoning Vice-chair.. Valerie Peach Secretary.. Paul Pritchard Treasurer.. Alan Gibbs Valerie Peach Bridget Tregoning Leslie Eyers Susan Heather Angela Barnes Steve Pitt Sheila Porter Julie Boulter Marjorie Davies Cllr Nicholas Donnington staff Centre Manager.. Clerical Assistant: Cleaner.. Allison Udy Kimberly Barrett Jenny Barrow PCC Members, Appointed Representative Cllr Gerald Vernon-Jackson Cllr Peter Candlish PCC Liaison Officer Chris Richards Independent Examiner Mr Paul Tallack Bank Lloyds Bank PO Box 99 BX1 1LT STRUCTURE, GOVERNANCE AND MANAGEMENT Background Under Ihe management of Milton Village Community Association, Milton Village Hall (the old library) opened as a community centre in 1993, having previously occupied a school hut in the grounds of Meon schools. The Association ran over both sites for some years until the preschool (Jack & Jill) at the Meon Road site began outgrowing the hall. It was agreed that the Community Association would relinquish Meon Road site to Jack & Jill Preschool for sole use and we would concentrate on extending and developing Milton Village Hall which was finally accomplished in 2012 when we celebrated the opening of an additional new hall, revamped foyer & entrance together with a wonderful new coffee shop, Pure Ground, run under licence by Langstone Church (www. ure round.co.uk) Governing Document The charity is controlled by its governing document, a constitution regislered with the Charity Commission Structure and Management Although the building belongs to Portsmouth City Council, the Association is an independent community association and leases the building under a peppercorn rent. A Service Level Agreement is in place between Portsmouth City Council and the Association and states the terms and conditions of operation and who is responsible for what- for example the council maintain the building structure and provide support and advice to staff and volunteers and the Association maintains the interior and agrees to provide a broad and balanced programme to users. In January 2023, the Association took over the management of Eastney Area Community Association (EACAI who had lost their experienced staff and trustees. There were three remaining trustees of EACA, one stepped down and the other Iwo, agreed to stay as trustees. So, it was decided that the trustees running MVCA and the remaining trustees of EACA would amalgamate to all run both centres. For the time being, both centres continue to run independently with their own finances and charity status but it is the intention of Ihe trustees to merge both Associations in to one registered charity. The Association is managed by a volunteer management committee (trustees) that meets once a month and responsibilities include the health & safely of users, maintenance of the interior of the building. hiring policies, programme of activities, employment of staff and managing the finances. Trustees are elected following nomination and approval at the Annual General Meeting. A trustee induction pack has been produced and training is made available. At present, the Committee has 16 individuals made up of individual members and appointed representatives. The Association currently employs a Centre Manager for 40 hours a week who is responsible for the day to day running of both centres together with a clerical assistant for 20 hours a week (one day a week at Eastney) and two cleaners who cover 7 days a week. The additional salary remuneration is reimbursed from EACA. The Association pays these staff, not Portsmouth City Council. Committee members and volunteers also help in the office and around the centre. The Cenlre Office opens 9.30am to 12.30pm Monday to Friday. Risk Management The trustees have a duty to identify and review the risks to which the charity is exposed and to ensure appropriate controls are in place to provide reasonable assurance against fraud and error. The trustees have in place the necessary policies and procedures for Ihe effective operation of the Association and have identified the following as potential risks to the long term sustainability.. Introduction of rent payable for the building by the council Increasing competition from nearby venues Covid-19 and any other pandemics Unlenable cosls iv) OBJECTIVES AND ACTIVITIES Public Benefit The objects of the Association in accordance with the Constitution are.. (a) to promote the benefit of the inhabitants of Milton and Neighbourhood (area of benefit) without distinction of sex, sexual orienlation, age, race or of political, religious or other opinions, by associating together the said inhabitants and the local authorities, voluntary and other organisations in a common effort to advance education and to provide facilities the interests of social welfare for recreations and leisure-time occupation wilh the object of improving the conditions of life for the said inhabitants- (b) to establish, or secure the establishment of a Community Centre{s) and to maintain and manage the same (whether alone or in co-operation with any local authority or other person or body) in furtherance of these objects. The Association is non-party in politics and non-sectarian in religion. Activities Milton Village Hall has 2 halls for hire, an on-site coffee shop that can be used for hire space outside of opening hours and a large foyer that can be used for promotions & small sales,. charities and not-for-profit organisations use the area for free and private sellers can hire for a nominal fee. As well as private hire for birthdays, celebrations and meetings, the Association hires the halls out to various groups and teachers to offer the community a variety of social, educational, recreational and well being activities. We currently host the following groups and classes: Music Mad Seated Keep Fit Dog & Puppy Training Adult Ballet Tap Dancing Bereavement Support Learn lo Sing 60+ Curling lyengar Yoga Pilates Brazilian JuJitsu Weight Watchers ' AA Support Group Ukulele Group Women in Song Folk Band Home Ed Craft Classes Line Dancing Drop-in Improv Comedy NA Support Group Barnardo's Youth Club We are also pleased to offer a year-round programme of Irips including day trips, theatre trips, short breaks and holidays, home and abroad, which is well supported by our 500+ members plus the local community. A sample newsletter of what has been on offer this year is included at the back of the report. SECTION REPORTS We currently have 4 regular Section groups.. Curling Club (weekly) Cribbage Club (twice weekly) Beetle Drive (monthly) Bingo n Brunch (monthly) All Sections currently operate the traditional financial system of takings, less expenses, paid directly into the Association funds. Although not the main objective of the groups, their income provides a valuable contribution to the running of the centre., this year totalling more than £3500. Brief individual reports on the Sections follow. CURLING CLUB - Mondays 1330-1430 Our Curling Club is still running but we not yet got back to pre-pandemic numbers. New members are slowly coming along so we can keep going for the time being. We have lost most of our menfolk so the club is predominantly ladies and we would welcome any brave gentlemen not intimidated by the overwhelming female membership. We are playing two mats most of the time now, although sometimes one is enough. Our weekly fee of £2 has remained at that for many years now so inflation has not yet reached us. There aren't many places you can get an hour's activity with tea & biscuits and, more importantly, social interaction, for that amount, so it is good value for money. May be 2025 will enable us to grow a bit more. Finances Brought Fo￿ard (Old System) Cash in Safe Cash in Hand £1300.00 £ 48.77 £1348.77 Income Admission Fees (16110123-1311125) £2109.90 Expenses RefreshmentslEquipment £ 177.44 Paid Direct To Centre 1932.46 Kay Akehurst (Volunteer) SECTION REPORTS CONTINUED CRIBBAGE - Fridays 0930-1130 & Tuesdays 1400-1600 All levels, from beginners to advanced, are welcome to the Friday morning session with the more experienced kindly teaching the 'newbies'. The session on Tuesdays is for the more advanced players. Both sessions, numbers are now well attended with around 10-15 at each and so the contribution to the centre remains steady and similar to that of last year. The group is very friendly and well run by one of our lovely trustees, Les. The fee remains at £2 per session including tea or coffee which they can help themselves to. Finances November 2023 to October 2024 Income (Subs @ £2pp) 1710.23 Expenditure (Refreshments) 121.47 1588.76 surplus BEETLE DRIVE- SECOND TUESDAY MONTHLY 1400-1600 Les continues to do a great job running the club and continues to attract more players looking for a fun way to spend an afternoon. Numbers have dropped slightly but Les is encouraging more from other clubs to give it a gol Subs are still £2 per person and a raffle is held. Small prizes are awarded to the winner of each game with a more substantial prize for the overall winner. Finance Summary November 2023- October 2024 Income Fees Raffle 264.00 61.50 325.50 Expenditure Refreshments & Prizes 117.65 Surplus 207.85 SECTION REPORTS CONTINUED BINGO N BRUNCH- THIRD WEDNESDAY MONTHLY 1045-1300 Bingo n Brunch continues to thrive and, in fact, most months seeing regular attendance of 30+ Participants pay £3.50 for the brunch which the coffee shop provides and tealcoffee, and anyone who doesn't want brunch pays £1 towards tealcoffee. The Association usually makes a small surplus from the bingo games which goes towards providing tealcoffee for everyone, buying the tickets and use of the hall. Thanks go to Kay Akehurst (volunteer) and her helpers, Pat Leclercq & Alma Woodcock, for taking over the running of the club in the last year. Finance Summary November 2024 to October 2025 BIF 141.19 Add Net Takings 325.40 466.59 68.85 397.74 Less Expenses Banked Cash in Hand 300.00 97.74 CIF PURE GROUND COFFEE SHOP REPORT Pure Ground are very pleased with the progress of both sites at Milton and Bransbury Park. The facilities are more limited at Bransbury Park so the menu is not as extensive, but it is still busy with a good following from both group users and local residents/park visitors. We are pleased that one of our goals for this year has been achieved with installing a lovely, semi- permanent pergola structure on the patio at Milton. With its twinkling lights and cosy blanket5, it offers a warm welcome to VlSitors in the cooler months while extending the trade opportunities either side of the warmer months. The interior decor of Milton has been updated with new colours on the walls and new accessories, which has gone down very well with both old and new visitor5. We still need a repaint on the exterior so, again, hopefully, this can be done this coming year. New uniforms are in the offing. We catered for two very successful Christmas Lunches at Milton in the main h311, with entertainment provided by Janet Ayers, Tea for Two ensemble. Feedback was excellent! In addition, we catered at two of the Eastney events - Shanty Men and Skittles & Scampi. We supplied tea & cake at the Shanty Men which went down very well. However, there was a fault with the oven, only discovered on the day of the Skittles event and, unfortunately, the scampi dish was not as good as it should have been. Thanl