2025-03-31-accounts - Belper Community Hall

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Belper Community Hall

Trustees’ Annual Report - For the year ended 31 March 2025

1. Reference and Administrative Details

Charity Name: Belper Community Hall Charity Number: 1078761 Principal Address: Belper Community Hall

Rear of The Hollies

105 Bridge Street

BELPER

DE56 1BA

Trustees who served during the year:

Ann-Marie McMillan - (Chair)
Andrew Pakes - (Treasurer)
Jacqueline Louise Davis - (Secretary)
Allan Calladine - (Trustee)
Audrey Holden - (Trustee)
Steven Platt - (Trustee)
Katy Blair - (Trustee)

Independent Examiner: Adam Girling : Girlings & Co. 11 High Street, Ruddington, Nottinghamshire. NG11 6DT

Bankers: HSBC Business Banking Registered Office: 1 Centenary Square, Birmingham, B1 1HQ

Bookkeeper : Bethan Hardy - Bee’s Bookkeeping Solutions - 12 Weaver Grove, Mickle Trafford, Chester, CH2 4DW

1 Belper Community Hall | Trustees’ Annual Report 2024–2025 | Charity No. 1078761

Chair’s Introduction

It is my pleasure to present the Trustees’ Annual Report for Belper Community Hall for the year ended 31 March 2025.

This has been another positive and productive year for the Hall. We have continued to provide a welcoming, affordable and inclusive space for a wide range of community activities serving residents of all ages. From early years groups and uniformed organisations to health and wellbeing sessions, social activities and NHS programme delivery, the Hall remains a valued and well-used community asset.

We were particularly pleased to see continued growth in hall hire bookings, including children’s parties and community events, helping to strengthen the Hall’s financial sustainability. Fundraising ceilidhs, tea dances and a Live & Local theatre production further enhanced both income and community engagement.

During the year, we made important progress in strengthening the Hall’s long-term resilience. A publicly accessible defibrillator was installed and registered, with associated community training delivered. Planning permission was secured for energy efficiency improvements and accessibility enhancements, which will support the Hall’s sustainability for years to come. Work also continued on the development of the community garden and progression of discussions regarding the adjacent woodland.

The Trustees remain mindful of rising operational costs and the importance of maintaining appropriate reserves. I am pleased to report that the Hall remains financially stable, with a modest surplus achieved during the year.

On behalf of the Board of Trustees, I would like to thank our volunteers, user groups, partners and supporters. Their commitment ensures that Belper Community Hall continues to thrive as a centre for community life.

Ann-Marie McMillan Chair

2 Belper Community Hall | Trustees’ Annual Report 2024–2025 | Charity No. 1078761

2. Structure, Governance and Management

Belper Community Hall is a registered charity constituted under a governing document dated 22nd September 1999 .

The charity is administered by a Board of Trustees who are responsible for the strategic direction and overall management of the charity. Trustees are appointed in accordance with the governing document.

The Trustees meet regularly to review operations, financial performance, risk management and compliance with legal and regulatory obligations.

The day-to-day running of the Hall is supported by volunteers. The charity does not employ staff; both the Cleaner and Bookkeeper are self employed .

New Trustees receive induction information including the governing document, recent accounts, and Charity Commission guidance.

3. Objectives and Activities

Charitable Objects

The charity’s object is to provide and maintain a village/community hall for the use of the inhabitants of Belper and the surrounding area, without distinction of age, gender, race, political, religious or other opinions, including use for meetings, workshops and classes, and for other forms of recreation and leisure-time occupation in the interests of social welfare with the object of improving the conditions of life for those inhabitants.

Public Benefit Statement

The Trustees confirm that they have had due regard to the Charity Commission’s guidance on public benefit when reviewing the charity’s aims and objectives and in planning future activities.

The Trustees consider that the Hall’s facilities and activities provide clear public benefit by:

Promoting social inclusion and community cohesion
Supporting physical and mental wellbeing through exercise and recreational activities
Providing affordable space for community groups
Reducing social isolation, particularly for families with young children and older residents.

3 Belper Community Hall | Trustees’ Annual Report 2024–2025 | Charity No. 1078761

4. Achievements and Performance

During the year ended 31 March 2025, the Hall continued to operate as an active community facility serving a wide range of local residents.

Regular Activities

The Hall hosted a variety of regular weekly and monthly activities, including:

Early years and toddler groups, baby yoga and massage classes. Baby First Aid
Uniformed Groups : Rainbows commenced weekly session February 2025
Health and wellbeing sessions such as Keep Fit, Pilates, Tai Chi and Stroke Club
Dance and movement classes including Clog Dancing and Line Dancing
Martial arts sessions - Karate and Tai Quondo
Recreational activities such as Carpet Bowls and Tea Dances - Social Dance Practice
Healthier You: NHS Diabetes Prevention Programme (Thrive) - Team Meetings and Training for Belper Primary Care Network / Riversdale Surger.

These activities contributed to consistent occupancy levels and regular community engagement throughout the year.

Community Events

In addition to regular bookings, the Hall supported and hosted a number of special and seasonal events, including:

Community tea dances and contemporary dance workshops
Three Fundraising Ceilidhs January , June and November and a Live and Local festive Family Theatre production of Polaris the Snow Bear in December.
Seasonal celebration activities Blossom Day and Apple Day October for Transition Belper CIC
January Seedswap Information for Earthed Up CIC

These events generated income to support the Hall’s sustainability while strengthening community engagement.

Use of Facilities

The Hall continues to be hired by local organisations, instructors and community groups for workshops, meetings, classes and social activities. The Trustees are encouraged by the continued level of use and community reliance on the facility Also for family celebrations and children's parties. Also local Model Railway Enthusiasts day.

4 Belper Community Hall | Trustees’ Annual Report 2024–2025 | Charity No. 1078761

5. Financial Review

The Trustees are responsible for the financial management of the charity and for ensuring that sufficient reserves are maintained to meet operational needs.

For the financial year ended 31 March 2025, Belper Community Hall maintained a stable financial position. Income is generated primarily from hall hire, regular user groups, private party bookings and community events. Total income for the year was £26,622, representing a 2.85% decrease compared to the previous year, primarily due to reduced grant income.

Expenditure totalled £21,703 and covered the principal running costs of the Hall, including utilities, insurance, cleaning, repairs and general maintenance, and administration. During the year, cost pressures were experienced in cleaning and maintenance; however, increased hall hire bookings helped to offset these additional expenses.

The Hall recorded a surplus of £4,919 for the year. Reserves at 31 March 2025 stood at £37,146. This balance included remaining COVID-related grant funding received in prior periods and retained for planned capital works. During the subsequent financial year (2025–2026), these funds were applied towards the replacement of windows and doors and refurbishment of the kitchen facilities. As a result of this planned expenditure, reserves are expected to reduce to approximately £7,000 in the current financial year.

The financial statements have been prepared on a Receipts and Payments basis.

6. Reserves Policy

The Trustees have reviewed the charity’s reserves requirement based on an assessment of essential operating expenditure over the past three financial years.

Essential expenditure has been identified as including:

Heat and light
Insurance
Rent
Licences
Water
Cleaning
Independent examination fees
Bank charges

Based on a three-year average, essential annual expenditure is approximately £13,460. The Trustees have therefore determined that a minimum reserve of approximately £7,000 is required to cover six months of essential running costs.

5 Belper Community Hall | Trustees’ Annual Report 2024–2025 | Charity No. 1078761

Following completion of planned capital works during 2025–2026, reserves are projected to reduce to approximately £7,000, which aligns with the Trustees’ assessed minimum reserve requirement.

The Trustees will continue to monitor income and expenditure carefully and aim to rebuild reserves above the minimum level where possible in order to strengthen the charity’s long-term resilience.

7. Risk Management

The Trustees have considered the major risks to which the charity is exposed and have implemented systems and procedures to mitigate those risks.

Key risks identified include:

Rising utility and maintenance costs - The Trustees have greater control since the installation of Remote Nest Thermostat in (October 2023) - Also Signing up with Utility Aid Energy Broker for Charities better priced Utility Contracts Gas Starts January 2024 and Electric October 2024 with https://www.sseenergysolutions.co.uk/business-energy .
Dependence on volunteer support. BCH are Members of Amber Valley CVS and Rural Action Derby.
Fluctuations in booking income - Creation of new and improved Website with clear booking system and calendar of events https://belpercommunityhall.com/ Since Launch of website September 2024 -Also implementation of a Children's Party Package Bookings have increased for general and Children's Party Bookings.

The Trustees monitor financial performance regularly and review operational and compliance matters at Trustee meetings.

Appropriate insurance cover is in place with www.alliedwestminster.com https://www.villageguard.com

8. Hall improvements

Belper Community Hall received a generous donation of a defibrillator through Fire Brigade contact of Trustee Katy Blair fundraising from Tea Dances and Ceiligh Paid for the defibrillator casing and installation - The defibrillator went live on The Circuit January 2025. This was followed up by defibrillator training in February 2025 by the newly launched Belper District Community First Responders (CFRs),and First Aid at Work Training Course Planned for April 2025 facilitated by Mini First Aid .
September 2024 Planning Permission Approval from Amber Valley Borough Council (Office Code: AVA/2024/0460) of UPVC Windows and Doors, Solar Panels and creation of a raised seating area with ramp and double doors. Plans created by local architect Richard Keighley DKMY Architects.

6 Belper Community Hall | Trustees’ Annual Report 2024–2025 | Charity No. 1078761

9. Woodland and Community Garden

Work is progressing on Belper Community Hall Garden with Earthed Up CIC creating raised beds - edible hedges and fruit trees. Garden Design by Belper based Eco Garden Designer Sara Green. We received £1,696.00 October on top of previous payment of £1,116.74 received in February 2024 total £2812.74 From Coop Community Fund.
June 2024 Derbyshire County Council Updating Heads of Terms for The Woodland adjacent to Belper Community Hall ¾ Acre - Belper Community Hall has Niki Gutherie from Edwards Clegg Solicitors advocating on behalf of Belper Community Hall Trustees through the process of securing 25 Year Lease and Land registry of Belper Community Hall and woodland.

10. Plans for Future Periods

The Trustees intend to:

Maintain and increase community usage of the Hall where there is capacity.
Continue hosting inclusive community events
Monitor and manage maintenance requirements
Explore opportunities for funding and improvements for
Strengthen Trustee recruitment and succession planning
Replace tired and efficient single glazed wooden windows and doors with UPVC - (Utilising remaining COVID Funding )
Replace old Kitchen with modern to lead for increased bookings appealing for marketing of hall as a Dry wedding venue. (Utilising Remaining COVID Funding )

9. Statement of Trustees’ Responsibilities

The Trustees are responsible for preparing the Trustees’ Annual Report and the financial statements in accordance with applicable law and United Kingdom Accounting Standards (United Kingdom Generally Accepted Accounting Practice).

The law applicable to charities in England and Wales requires the Trustees to prepare financial statements for each financial year which give a true and fair view of the state of affairs of the charity and of the incoming resources and application of resources for that period.

The Trustees are responsible for keeping adequate accounting records and for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.

Approved by the Trustees on: 23/02/2025

7 Belper Community Hall | Trustees’ Annual Report 2024–2025 | Charity No. 1078761

Signed on behalf of the Board of Trustees:

Name: Ann-Marie McMillan

Position: Chairperson

8 Belper Community Hall | Trustees’ Annual Report 2024–2025 | Charity No. 1078761

BELPER COMMUNITY HALL FINANCIAL STATEMENTS Year ended 31 March 2025 INCOME & EXPENDITURE ACCOUNT 2025 2024 Income Facility Hire Events 23,051 1,875 18,623 3,675 24,926 22,298 None Operatlng Income Grants Donatlon8 1,696 4,991 113 1,696 5,104 TOTAL INCOME 26,622 27,402 Expendlturn Cleanlng Heat and Light Repalrs and fvlalntenance Grounds Malntsnance Insurances Rent Paid Water Off8 Adminlstratlon and Software Equiprnent Licences Phone and Intemet Charges Bank Charges Marketing Auditor Fees Sundry Expense$ 5,157 1,508 5,087 1,988 587 1,632 644 4,269 3,644 4,325 2,710 575 631 479 580 255 710 239 465 176 1,904 80 597 809 230 2,070 21,703 20,092 Net SurpluslDeflclt

BELPER COMMUNITY HALL FINANCIAL STATEMENTS Year ended 31 March 2025 BALANCE SHEET NOTES 2025 Current Assets Bank and Cash in Hand 37,296 37,296 Llabllltles . Amounts falllng due wfthin one year Accruals 150 150 Net CurrentAssets 37.146 TOTAL NET ASSETS 37,146 Capital Previous Balance Surplus(Deficit) for the Year Balance for the Year 32,227 4.919 37,146

BELPER COMMUNITY HALL FINANCIAL STATEMENTS Year ended 31 March 2025 Independent Examiners Report We report the accounts for the tharlty Belper Community Hall (Chaiity Number 1078761> fw the year ended 31st March 2025. The charityg trust are responslble for the prepara1] of the accounts. The charitys trustees consider that an audlt Is not requlred under Sect 144 of the CharS1ies Act 2011 (the Charities Act) and that an Independent examlnatlon Is needed. It Is my responslblllty to; • examlne the acc¢)unts urmder secti 145 of the Charities Ac¢ . follow the procedures lald down In the General Dlredh)ns glven by the Charfty Commlssionern (under sectlon 145 (5) (b) of the 2011 Act); and • State whelher pathular matters have corn to my att&)ft My examinatlon was carrled out In accordance wlth the Geral DlreGtkn)$ glven by Ihe Charlty Comm1881oner$. An examlnatlon includes a revlew of the accounting records kept by the charlty arKI a comparlson of the A¢unt9 presented wlth those records. It also Includes consldernlon of any unusual Items or dlsclo8ures In the accounts, and seeklng explanations from you as trustees concemlng any such matters. The procedures undertaken da not provlde all the eviden¢e ttl would be required In an audit, and CO8quentIY no oplnlon Is glven a8 to whether the accourrts present a True and Falr vievl and the report18 Ilmited to those matters set Xrt In the statement b. In connectlon wlth our •xamlnatlM, no matter has rne to my attention., 1). Which give8 us reasonable cause to believe that In any material r the requirement8 . to keep accounting re¢ryds in accordan with section 130 of 2011 Act; and • to prepare accounts which aOrd with the accountlng records and comply with the accounting requirements of the 2011 Act have not been met: or tlon sh(yJld be dravn Sn order to enable a prow understanding of the accounts 2). to which In my o to be rea on, Name '. Date: Glrllngs & Co. Chartered Certified Acntants 11 Hlgh Street Ruddington Nottingham NG116DT