MILTON VILLAGE COMMUNITY ASSOCIATION IHts ¥all I, i*, ANNUAL REPORT AND INDEPENDENTLY EXAMINED FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST MARCH 2025 ANNUAL GENERAL MEETING: th 27 November 2025 MVCA is committed to providing social and recreational opportunities, without discrimination, for its friends and neighbours. Supported by Portsmouth City Council Registered Charity No. 1003706 Annual Report and Independently Examined Financial Statements of Milton Village Community Association for the year ended 31st March 2025 CONTENTS ANNUAL REPORT Referen￿ & 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 2025 The trustees present their report with the financial statements of the charity for the year ended 31. 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 outhsea Hants P04 8PR Contsct Details Telephone.. 02392 873788 Email: miltonvilla ehall mail.com Website: DNW.miltonvilla ehall.co.uk Trustees Chair: Vice-chair: Secretary.. Paul Pritchard Treasurer: Alan Gibbs Staff Centre Manager: Allison Udy Clerical AssistanUCleaner.' Jennie Barrow Bridget Tregoning PCC Members, Appointed Representative Cllr Gerald Vernon-Jackson . Cllr Peter Candlish Bridget Tregoning eslie Eyers usan Heather Angela Barnes Steve Pitt Sheila Porter Julie Boulter Marjorie Davies Cllr Nicholas Donnington PCC Liaison Officer . Chris Richards Independent Examiner Mr Paul Tallack Bank Lloyds Bank PO Box 99 BX1 1LT STRUCTURE, GOVERNANCE AND MANAGEMENT Background Under the 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 ure round.co.uk) Governing Document The charity is controlled by its governing document, a constitution registered 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 mainlains the interior and agrees to provide a broad and balan￿d programme to users. In January 2023, the Association took over the management of Eastney Area Community Association (EACA) who had lost their experienced staff and trustees, There were three remaining trustees of EACA, one stepped down and the other two, 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 lo run independently with their own fInan￿S and charity status bul il is the intention of the trustees to merge both Associations into one registered charity, The Association is managed by a volunteer management committee (trustees) that meets once a month and responsibilities include the health & safet of users, maintenance of the interior of the building, hiring policies, programme of activities, employmen of staff and managing the finances. Trustees are elected following nomination and approval at the Annlal General Meeting. A trustee induction pack has been produced and training is made available. At present, the Committee has 14 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 and two cleaners who cover 7 days a week. The additional salary remuneration for overseeing Eastney Community Centre 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 Centre 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 the 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 Untenable costs 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 orientation, age, race or of political, religious or other opinions, by associating together the said inhabltants 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 with 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 can use the area for free and private sellers can hire for a nominal fee. As well as private hire for birthdays, celebrations and meetings, Ihe Association hires the halls out to various groups and teachers lo offer the community a variety of social, educational, recreational and well- being activities. We currently host the following groups and classes.. Nature Makers Seated Keep Fit Dog & Puppy Training Adult Ballet Adult Tap Dancing Bereavement Support Family Self Defence 60+ Curling lyengar Yoga Pilates Brazilian JuiJitsu Weight Watchers ' AA Support Group Barnardo's Youth Club ' Women in Song Folk Band Boxercise Line Dancing Drop-in Improv Comedy NA Support Group Theatre School for Children rfkle 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, Iheir income provides a valuable contribution to the running of the centre; this year totalling more than £3000. Brief individual reports on the Sections follow. CURLING CLUB- Mondays 1330-1430 Another year for the Curling Group which has seen a few changes. A few new members in and a few old ones dropping out. We have never quite regained our pre-covid numbers but at least we are still going. The members we have seem to enjoy it very much, which rnakes it worth while. We have kept the weekly fee the same as we are nol offering anything new and even those who sometimes don't play are happy to contribute towards the centre finances, which is very generous of them. Finances (2010112025 to 1011112025) Income Less Expenses £1219.00 £ 45.19 £1173.81 Paid to Centre BIFwd (Cash in Safe) Cash in Hand £1300.00 £ 48.77 £1347,77 £ 245.12 £1103.65 CIFwd Less New Mats Purchase (23106125) Kay Akehurst (Volunteer) SECTION REPORTS CONTINUED CRIBBAGE- Fridays 0930-1130 & Tuesdays 1400-1600 (TWICE WEEKLY) 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 session numbers dipped a bit mid year but now well attended with around 10-15 at each. 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 December 2024 to October 2025 ( Income (Subs @ £2pp) 1490.00 Expenditure (Refreshments) 74.64 1415.36 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. Thanks to much encouragement from Les, numbers are increasing again. Subs are still £2 per person and a raffle is held. Srnall prizes are awarded to the winner of each game with a more substantial prize for the overall winner. Finance Summary November 2024- September 2025 Income Fees Raffle 312.00 68.50 380.50 Expenditure Refreshments & Prizes 145.73 Surplus 234.77 SECTION REPORTS CONTINUED BINGO N BRUNCH- THIRD WEDNESDAY MONTHLY 1145-1400 Bingo n Brunch continues to thrive and, in fact, we have so many members now, we've had to move to the large hall! To accommodate this we've had to change the times, so it is now held 1 hour later at 1145am and finishing around 2pm. 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. With numbers now regularly 35-45, the Association makes a significant surplus from the bingo games, which goes towards providing tealcoffee for everyone, buying the tickets, use of the hall and a few seasonal treats! Thanks go to Kay Akehurst {volunteer) and her helpers, including Pat Leclercq, Alma Woodcock and Jenny Greenleaf for running this popular activity. Finance Summary November 2024 to October 2025 BIF 97.74 Add Net Takings 696.00 793.74 35.92 757.82 Less Expenses Banked Cash in Hand 600.00 157.82 CIF PURE GROUND COFFEE SHOP REPORT Both venues have been busy this year, as reflected in the brilliant increase in sales and operating profit, and feedback from customers is great. The Pure Ground team have really pulled together to create welcoming environments at both sites. We are trying new winter opening times at Milton which has been so far acceptable and does save some staff hours in the quieter months, as well as closing at Bransbury on Saturdays, as these weren't proving profitable in recent months. l am working on quotes to get the front wall of Milton freshened up as soon as the weather permits. The accessible toilet and corridor are looking very shabby and reflect poorly on PG and the centre. Several observations by customers have been noted. There are plans for a centre volunteer to repaint these areas 500n but if that fails, I'll look at possibly sponsoring a redecoration of them. The recent lack of heating at Bransbury has been less than ideal, and the difficult decislon was made to close until we could make the space warm enough to work in, which, thankfully, so far, was only for a day, Jt we are monitoring this on a day to day basis. On a lighter note, we've enjoyed catering for the centre events, including Sunday lunches, afternoon teas and meetings at both centres. And, we're looking forward to our usual Christmas Lunch at Milton this December. We also have some exciting plans for coffee shop events coming in early summer 2026, so please watch this spacel Profit & Loss for Year Ended 31 July 2025 Turnover Less Cost of Sales £158215.92 £ 52498.03 £105717.89 Less Admin & Wage5 £ 56256.47 Operating Profit £ 49461.42 Claire Callanan Managing Director TRUSTEES REPORTS Performance & Achievements- Chair's Report I must start my report with the focus on the loss of our Vice Chairinan. Val Peach, who sadly passed away this year. Val. was an important member of the Cominittee and both Val & John, worked so hard decoi"ating the halls, gardening, putting up Christmas Decorations and lakÉng trips, home & abroad! We, naturally sent flowers to remeinber Val, from her Milton Family, and a tree was plaiited in her honour in Milton Parl<, paid for by kind donations from members, trustees and the Association. As Val & John had been maintaining the garden, we asked on Facebooli if there were any volunteers who would be willing to pop in from tiine to time to cut the grass and trilfids! We're very pleased to say that we have a lovely fella. Madie, who comes in most months to check and do any work needed, in excliange for a cuppa & slice of cake! I Val also completed the Health and Safety Report each month, this role has now been taken over by Angela Barnes, with thanks. Llnfortunately, some building issues have persisted this year with 3 heaters out and need replacing in the main I hall and I'oof repairs contiiiually being needed as the I'oof is so old. As with Eastney, we're waiting to see if a capital bid for funds for a new roof have been successful, although we appreciate that this will be very expensive! Moving on, we have had aiiother successful operational year; the bookings for the various trips and shows have been well supported. and I niust thank Allison for all her hard work in organising all of these and both of the halls are regulai.ly used, for birthday parties, group bookings, clubs plus other activities. We, also, welcomed lennie Barrow, who replaced Kimberley, and am pleased to say that lennie, has fitted Sn so well, and is a valued member of the staff at Milton Village Hall. Jennie has also, enthusiastically, tsken on organising events, for both centres, which, so far, are going very well! The coffee shop, Pure Ground, is also continulng to be successful, and is becoming busier and busiei.. Thankyou to Claire and team for all their hard work. Finally, I would like to thank the Committee Members, who undertake various roles both at Milton and Eastney. And a big thank you to Allison and Jennie for all their hard work which is sometimes unseen, but vei'y much appreciated. Bridget Tregoning Chairman for Milton and Eastney Community Centres, Financial Review Introduction The day-to-day recording of income, the invoice and the payment of bills is carried out on site by the office staff and all records are passed on lo the Treasurer who produ￿8 the monthly finan￿ reports for the Commiltee. The Treasurer also prepares the accounts for the year end Independent Examination, and the subsequent Charity Commission submissions. These accounts contained in this pack have been independently examined, and the certificate to confirm this is attached. Reserves Pollcy The trustees have determined that there should be sufficient free reserves to allow an orderly winding up of the Community Centre should it ever be required, plus 3 to 6 months core expenditure to allow time for the trustees to work through any short lerm financial shocks, such as loss of income or. if the loss is permanent, to identify new SoUr￿S of income or to implemenl appropriate cosl reductions The trustees have established that the winding up costs (redundancies, lease commitments, dilapidations and professional fees) would be in the region of £22K. Based on the accounts for the year ended 31 March 2025, 3 months core cost would amount lo £19.2K and therefore 6 months would be around £38.4K. The Irustee's aim is Iherefore to have between £41.2K and £60.4K of free reserves. As at 31 March 2025 the Community Centre had free reserves of £46.4K. The level of free reseprfes is above Ihe minimum needed and 18 therefore broadly sufficient comply with the reseNes policy. Should circumstances perrnil the reserves will be increased. No additional action is required other than the regular monitoring of the financial health of the Community centre in the normal way Performance & Achievements - Treasurer's Report Please see the Financial Report enclosed in this pack Alan Gibbs Honorary Treasurer Report of the Truslees agreed and signed on their behalf ..A...f/¢J_QW_-_ Signed Dated Name Posilion Milton Village Community Association Registered Charity 1003706 Financial Report 2024125 Introduction The Association runs many activities which are either based at the Milton Village Hall or are trips or events to a variety of destinations. In the following paragraphs the previous year's figures are in brackets for com parison The Hall based activities These are accounted for within the Main bank account of the Association The fee income from hirers and memberships are used to pay for the various running costs of the hall which also includes staff costs. The Association made a small Deficit in the year of £1.6k (£2.4k Deficit) which decreases the total accumulated funds at the end of the year for the main account to £18.8k (£20.4k). The balance in the Deposit Account remained at £1 k (£1 k) throughout the financial year. The above numbers include a transfer from the Social Account to the Main account in the sum of £5k (£Ok). It is always the intention to use the surpluses from the trips to support the Main Account as the need arises. The Trips and Events These are accounted for within the Social bank account of the Association The Association made a Surplus in the year of £4.3k (£8.7k Surplus). The balance of the Social Account rose as a result from £23.4k to £27.7k. Independent Examination The above accounts have been independently examined, and the certificate to confirm this is attached. Conclusion The finances of the Association have increased from £43.7k as at March 2024 to £46.4k as at March 2025: an increase of £2.7k. Thanks are due to Portsmouth City Council for its continued support of the Association. and my personal thanks go to Allison. her staff; and my fellow Committee members for all their help and support during the year Alan Gibbs Honorary Treasurer MVCA Mllton Village Community Association Income and Expenditure Account for the year ended 31 March 2025 Incoming Resour￿$ Maln Account Rental Income Membership Fees Sundry Net Social AccountTransfers PG Service Charge & Donation Public Toilet Income from PCC Portsmouth Lottery Eastney Management Fees Centre Events (Net Cost) Bank Interest Soclal Account Notes 31103124 31103124 31103125 3V03125 41,681.34 4,032.70 45,286.31 3,444.00 0.00 0.00 5,400.00 0.00 16.50 15,183.89 O.DO o.oo 0.00 4,500.00 1,500.00 47.50 13,894.26 0.00 10.46 Trip Income Total Income 242,825.00 203,568.80 308,491.26 272,899.50 Resources Expended Maln Account Salaries etc Premlses Costs Electricity/Gas Services Southern Water Portsmouth Water PCC Rates Refuse & Cleaning costs Waste & Nappy Unit Cleaning materials Office Costs Broadband Stationery /publicltylOffice Costs Photocopying 51,360.59 53,447.21 7,485.40 210.00 0.00 217.25 491.98 11,954,05 210.00 2,138.06 198.74 152.40 1,277.38 1,806.12 1,545.55 2,020.26 882.96 443.71 787.40 1,079.70 161.22 582.41 1,279.53 835.88 1,115.70 882.12 713.02 66.99 584.98 71.94 Insurance Repairs & Renewals Miscellaneous Centre Events Etc Soclal Account Trip Expenditure Net Social Account Transfers Bank Charges etc Total Expenditure 233,408.12 0.00 736.90 193,314.24 0.00 935.39 302.210.67 270,186.53 Surplus/{DeficSt) for the year 6.280.59 2,712.97 Mllton Vlllage Communlty Associatlon Balance Sheet as at 31 March 2025 Notes 31103124 31103124 0.00 0.00 31103125 31103125 0.00 0.00 Non current a55ets Current assets Bank Debtors and Prepayments Accruals 34,954.79 55,884.00 4,147.57 94,986.36 81,351.71 31,876.00 8,225.82 121,453.53 Current Llabllltles Creditor5 Accruals Third Party income Receipts in advance 0.00 0.00 0.00 0.00 0.00 0.00 75,007.20 75,007.20 51,253.00 51,253.00 Current Assets less Current Lalbllltles 43,733.36 46,446.33 Total Assets 43,733.36 46,446.33 Flnanced Bv: Unrestrlcted funds Accumulated Fund Main Account Surplus/ldeficit) Balance C/F 22,777.77 -2,399.39 20,378.38 20,378.38 -1,606.20 18,772.18 Accumulated Fund Soclal Account Surplus/(deficltl Balance C/F 14,675.00 8,679.98 23.354.98 23,354.98 4,319.17 27,674.15 Total 43,733.36 46,446.33 0.00 Milton Village Community Association Notes to the Accounts l Accounting policies These accounts have been prepared in accordance with the Statement of recommended practlce (SORP) for Charities and the Charities Act 2011. 2 Finances Lloyds Bank Main Account Lloyds Bank Deposit Account Lloyds Bank Social Account 31/03/24 15,424.36 806.45 18,723,98 34,954.79 0.00 31/03/25 9,729.12 817.24 70,805.35 81,351.71 0.00 3 Statement of Movement in Reserves Balance as at 114/23 Surplus/{deficitl for the year Balance as at 31/3124 Main Social Total 22,777.77 14,675.00 37,452.77 -2,399.39 8,679.98 6,280.59 20,378.38 23,354.98 43,733.36 0.00 20,378.38 23,354.98 43,733.36 -1,606.20 4,319.17 2,712.97 18,772.18 27,674.15 46,446.33 0.00 0.00 0.00 Balance as at 114124 Surplus/ldeficitl for the year Balance as at 3113125 CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts .Section A Independent Examiner's Report -:. Report to the trusteesl members of h ( Lfoki ClLL& MUfklLV/ hsgoLI hltsl Charity no Ilf any) On accounts for the year ended ZigE loig (00.77OG Set out on pages EKiLLo*b I report to the trustees on my examination of the accounts of the above charity (Ihe Trust°} for the year ended Responslbilltles and As the charity trustees of the Trust, you are responsible for the preparatlon basls of report of the accounts in accordance with the requirements of the Charities Act 2011 (°the Act.). I report in respect of my exarnination of the Trust's accounts carried out under section 145 of the 2011 Acl and in carrying out my examination, I have followed the applicable Direclions given by the Charity Commission under section 145{5)(b) of Ihe Act. I have completed my examinatlon. I confirm that no materlal matters have come lo my attention (other Ihan that disdosed below ') in connection with the examination which gives me cause to believe that in, any material respect.. accounting re(x)rd8 were not kept in accordance with section 130 of the Act or the accounts do not accord with the accounting record8 Independent examiner's statement I have no concems and have come across no other matters in connection with the examination to whlch attention should be drawn in order to enable a proper understanding of the accounts to be reached. ' Ple8se delete the words in thè brackéts if thay do not 8ppIy. Slgnèd: Dats: Name: T/4 LL AI...I Relevant professlonal qualification(s) or body (If any): Address: I'U4 13 _Jii IER October 2018 .Section..B Disclosure Only complete if the examiner needs to highlight matters of concem (see CC32, Independent examination of charity accounts." directions and guidance for examiners). Give here brlef detalls of any Items that the examiner wlshes to disclose. IER October 2018 Ooo o) (n F- SOWQI c O>OO?c lJty iiJ.¢J>E b ci* U ) WO )'- u) w c O -1 ITI (n UJ J o(n Ib It+ ID O(n 7j 3 >C¥ 3. SqDYOOO-