NEEDINGWORTH VILLAGE HALL TRUST ANNUAL REPORT Needlngworth Vlllage Hall Reglstered Charlty No. 1047395 May 2024 to May 2025 Names of Trustees Debbie Williams Adrian Dobbyne Mark Heb8rt lan Madden Meena Biczysko Margaret Fountsin Roy Fountain Jane Banks Helen Peryman Chair Vice Chair Secretary Treasurpr Bookings Secretary Caretsker Governance Needingworth Village Hall was established as a charity by a Trust Deed. The building is owned by the Needingworth Parish Council and is currently leased to the Needingworth Village Hall Trust on a 25-year lease from 2015. The lease is a full repairing lease which means that, with a nominal rent payable, th8 Village Hall Man8gement Committee is responsible for keeping th8 buildlng in good state of repair. Appolntment of Trustees 11 Trustees can be elected at the Annual General Meeting held in May each year. The Trustees form the Management Commlttee of the Village Hall. Pollcles and Proceduros To guide the Management Committee in exercising its duty of care to members, employees and users of the hall, the following policy statements have been adopted. Copies of these policies are available on our website. Complaints Policy Conflicts of Interests Policy Environmental and Energy Efficiency Policy Equal Opportunities Policy Financial Policy and Procedures Health & Safety Pollcy Hiring Policy Lone Working Policy Noisg Policy Reserves Policy Risk Assessment and Fire Safety Policy Safeguarding Policy Volunteering Policy Hiring Agreement Use of the Village Hall is subject to a Hiring Agreement which rnust be signed by the hirer when booking. The hiring agreement sets out the wnditions of hire and identifies the respective responsibilities of each party to the agreement. Licences Page I
The hall has a Premises Licence including an alcohol licence and is registered with the local authority for small society lotteries. The hall is licensed by the Performing Right Society for live and recorded music provided the music by performers l users have their independent linse to play music. Insurance The Village Hall is insured with respect to property damage and rebuilding costs (buildings insurance) for up to £2.5 million. It is insufftd with the same company with respect to Contents (up to £10,000), Public Liability (£5,000,000), Ernployers, Liability (£10,000,000) and Legal Assistance. The Management Committee recognises that it is under a legal obligation to protect the building, its users and employees through adequate and appropriate in8urance. Bulldlng Issues A building condition survey was last undertak8n in 2015. Annual portable electrlcal appliances testing is next booked for May 2025. Our mains electrical installation is checked by a qualified engineer every 5 years, it was last checked in 2022123. Firefighting appliances are inspected annually under contract with the supplier. Landlord's Inspection from Parish Council Volunteers from the Committee carry out other regular maintenance checks {e.g. first aid kit). Objectlves of the Charlty Provision of a village hall for the benefit of the inhabitants of the Parish of Holywell-cum- Needingworth without distinction of sex, sexual orientation, age, disability, nationality, race, political, religious or other opinions Use of the Village Hall for me8tlngs, lectures and classes or other forms of recreation and leisure time occupation in the interests of social welfare and improving the social conditions of the life of the inhabitants The Trustees consider these objectives to be consistent with Charity Commission guidance and align with our governing document on providing for the hall for public benefit. These objectives have been pursued in the activib'es of the charity this year. Principal Actlvltlos In pur8uIt of ObJectlve8 The Hall is in use most days of the week for a variety of activities including Cubs, Scouts, Brownies, Chatters, Gardening Club, Keep Fit, Yoga, Indoor Bowls, Theatre groups, etc. The Hall is available for hire for private functions including children's parties, social functions and occasional fund-raising events. Fundlng Strategy It is the strategy of the Trustees to manage the revenue budget on a self-financing basis. The hiring charges paid by users of the hall are set to achieve this. In 2024, hiring of the hall brought in receipts of circa £24,000, of which £20,000 was from regular bookings. Income totalled circa£34,000. NFEST was not held in 2024 but will be back in 2025. Volunteers Volunteers were engaged for some maintenance tasks, running the bar and managing 8vents. 2024125 Achievements page 2
The Trustees work hard to make the hall attractive to potential users and measure their success by the range of users and the ha11 occupancy. This last year we have had a good set of regular bookings. in addition to special events like our Quiz Night and functions hosted by clubs and socielies in the village (8.g. Bowls Club Race Night, Tennis Club Quiz). Achievements to note are: Elected a new Treasurer and a new 8ookings Secretary and a new Trustee. This was significant after a period of resignations and unrest in 2023. Adopted Ticketsource and contadless payments. Achieved Microsoft charity status and are now using Microsoft 365 to work rnore collaboratively. Relaunched NFEST, by building up a new cornmittee of talented and enthusiastic volunteers. Refurbished the Gents Toilets, replaced the Main Hall Fire Doors, repaired leaks in the flat roof, redecoratsd the lobby and laid new corridor flooring and carried out general maintenance. Listened to our hirers, who do not wish the main hall to be reduced in size and offered an architect designed alternative, which provides a facility and revenue stream for the Tennis Club. R8servo5 Policy The charity had £93,760 in the bank at the year end. Current Account D8POSit Account £15,922 £77,838 Cash wa5 kept available for unforaseen expendlture in relation to bullding maintenance or urgent fumiture or equipment plaCernent. It was the Trustees, intention to work towards maintaining unrestricted reserves that were equivalent to 3 months operating costs and held a Reserves AcGount of £9,000. The TTU8tees are responsible for the maintenance of the village hall and from time to time this involves major works in excess of cash reserves held. On identifying such major works, fundraising is undertaken with the object of meeting the costs in full (i.e. without needing a loan). Such funds are restricted. At the end of the year, there were restricted reserve funds of £75,000 in hand, which were to be used for: Roof Repairs Hall Extension Solar Panels £15,000 £30,000 £30,000 The trustses declare that Ihey have approved the trusteès, report above. Slgned on behalf of the charlty's trustees Signature (s) Full narne (s). . WI LUlAinS Position a Date l É $$2 Independent examlnatlon of the accounts Whilst our income is below the ir)come threshold above which an independent examination of the accounts is required by the Charity Commission, the Trustees believe it is good practi to have such an examination each year. We will now present the independent examinerfs report to the trustees and members of Needingworth Village Hall for the year ended 31 December 2024 by John C Lyon. Page 3
ACCOUPtrs FOR THE y. 1st January 2024 to 31st 2024 Incorne nd count 2024 Income 24.034.75 449.30 24.211.75 1.907.00 9,297.94 16,174.43 6.291.00 507.53 2.993.39 159.60 2a4.(KJ 81.746.64 FestNal Bar takings Bar Takwws 8ank Interest received Parish Coun(il - Eleclrlcly Ltsage BowAs Club . w*r rates MiscellaneixJ8 5.5(KJ.60 1.941.96 1.784.30 2.87 126.31 34,094.09 112.4 .122.2 .358.41 375. 8.865.25 12.247.98 274.44 Elecir HDC Rates E 11 388.08 489.34 9,700.26 9.664.84 620.00 0.00 Cleaning materials Llar purchases Fund Raisiw - festival Fund faisffw. other eve Refund cheque recaved sn err¢x 561.45 2.364.63 450.LX) 29.00 Ml$¢¢llaneous Lease . Parish C1 Refu8e collect Water rates Annual InsuraKe Admin & StatIery Licences and Subsctiptions PRS Music fee Web hosts'ry & Miuosoft 411.58 425.40 240.18 491.28 91100 128.86 245.00 424.26 1,131.33 2.307.50 227.52 736.31 1.039.91 271.25 240.00 349.55 76.79 341. Maintsn•ncdRgpalrs 310.46 312.43 324 56 381.39 5,083.63 4.00 125.ijo 413.48 186.91 295.18 4.742.64 41.615.13 291.56 202.64 80.00 Plumtsng services Gutter and rf repaws Wsndows I Curtains cleaned PaintirKJ & materials Electh'¢al maintenance 420.00 621.44 270.00 48.483.56 SurpluslLoss for year -7,521.04 13.263.OB
NEEDINGWORTH VI ACCOUNTS FOR THE YEAR: 1st January 2024 to 31st December 2024 31.112024 31.11x123 Assets Cash at Bank Current accounts 15,922.14 77.838. 10 25,012.71 75,896. 14 93.760.24 400.00 885.48 919.50 2.411.35 98,376.57 Cash in hand (8ar Float) 100.908.85 400.00 631.06 1,839.75 2.297.18 1(.076.84 Debtors - Letts'ng fees to come Bai Stock Llabll Electricity. Scottish Power Daisy Telephone and Wifi Graone Ki Lettings PpaYments pd in advance Letting Fees pd in athiance TOTAL ASSETS -1,332.44 45.96 -1,374.64 -32.99 -175.00 -325.00 96,823.17 104,344.21 Balance brought foThYarO Surplus (Loss) for the year 104.344.21 -7.521.04 91,081.13 13,283.08 BALANCE CARRIED FORWARD 96.823.17 104,344.21 Chaimian Treasurer
Needingworth Willage Hall Trust Independent Examinefs Repcyt on the Aecounts I report on the accounls of Needir¥Jworth Village Hall Trust for the year erthd 31 December 2024 set out on pages 1 and 2. Respectlve responsibllioes of the Trustees and Examiner As the charity's trustees you are responsible for the preparation of the accounts; you consider that the audit requirement of section 43 (2) of the Charities Act 1993 (the Act) does not apply. It is my reSpOr1b&lity to state basis of procedures specified in the General Directions given by the Charity Commissioners urxler section 43 {7) (b) of the Act, whether particular matters have ome to my attention. Basis of Independent Examinerfs Report My examination was camed out in accordance with the General Directions given by the Charrty Commissioners. An examination indudes a revie of Ihe accounting records kept by Ihe charity and a comparison of the accounts presented wrth those records. It also includes consideration of any unusual rtems or disclosures in the accounts, and seekirvJ explanations from you as trustees conceming any such matters. The procedures undertaken do not provide all ts evidence that would be required in an audit, and consequently I do not express an audit opinion on the view given by the accounts. Independent Examlner's Statement In connection wilh my examination. no matter has come lo my attentr'on (other than disclosed overleaf "): which gives me reasonable cause to believe that in any material respect the requirements io keep accounting records in accordance with sedion 41 of the Act: and to prepare accounts which accord with the accounting records and lo comply with the accounting requirements of the Acl have not been met; or to which, in my opinion, attention should be drawn in order to enable a proper urKlerslanding of the accounts to be reached. Please dee the words in brxkets rf they do not appty. Signed.. John C Lyon Protssional qualfficatr'on.... . ..John.C..L>'on............................................. 1111111in&df41. L-inib% PE?7 iAF
NEEDINGWORTH VILLAGE HALL TRUST ACCOUNTS FOR THE YEAR ENDING 31 DECEIABER 2024 I have examined the annexed income and expenditure account for the year ended 31 December 2024 and the balance sheet at that date. together with the books, accounts and vouchers of the Needingworth Village Hall Fund and certrfy them to be correct in accordance therewith and with the information and explanations supplied to me. JCLyon Norfolk House, 4 Station Road, St Ives, Cambs. PE27 SAF l Madden Treasurer D Williams Chair