Charity Registration Number.. 1172823 East Bridgford Village Hall (a 'Charitable Incorporated Organisation,) Annual Report and Financial Statements for the Year Ended 31 March 2025 Page 1
East BrAdgford Village Hall Reference and Administrative Details Trustees Name Role Date Appointed Rowena Lucas Elaine Wilkins Andrew Wainwright Olivia Fox Francis Meylan Cathy Smith Steven Crossland Chair Secretary Treasurer Treasurer Scouts Representative Trustee Trustee 26 July 2018 20 June 2023 28 April 2020 8 October 2024 2 May2017 29 November 2018 7 Septernber 2023 Andrea Frost Caretaker Elaine Wilkins Secretary Karen Mealand Independent Examiner Charity Registration Number 1172823 Address Main Street, East Bridgford, Nottingham, NG13 8NH Page 2
East Bridgford Village Hall The Trustees present the annual report logether with the financial staternents of the charitable company for the year ended 31 March 2025. Structure, Governance and Management Nature of governing document The charrty is a Charitable Incorporated Organisation. It is operated under the wles of its memorandum and articles of association dated 2. May 2017. The liability of each member in the event of winding-up is limited to £1. Recruitment and appointment of trustees There is no rnaximum nurnber of charity Trustees. There must be at least three charity Trustees. If the number falls below this minimum, the remaining trustee or trustees may act only to call a meeting of the charity twstees. or appoint a new charity trustee. Charity trustees shall have power to elect a chairman and vice-chairman. Subject to this, the charity trustees shall comprise: (i) Up to 12 charity trustees elected in accordance with clause 9.4 Up to 15 charity trustees appointed in accordance with clause 9.5 and Up to 3 individuals co-opted by the charity trustees in accordance with clause 9.4 The elected charity trustees must be elected at an annual general rneeting at which inhabitants of the area of benefit of 18 years and upward are entitled to attend and vote. No person other than a charity trustee retiring in accordance with the constitution may be appointed a charity trustee at any general meeting unless., he or she is recommended for re*lection by the Gharity trustees or states the individual's intention to propose the election of a person as a charity trustee contains the details that, if the person were to be appointed. the charity would have to file with the Charity Commission and is signed by the person who is to be proposed to show his or her willingness to be elected (iv) Charity trustees shall maintain a list of user bodies that they consider to be supportive of the CIO'S objects and which have indicated a wish to appoint a charity trustee of the CIO. Each listed user body shall have the right to appoint one charity trustee. Any such appointment must be made according to the ordinary practice of the appointing body and rnust be notified in writing to the secretary. 9.5.1 INhere any application for the right to appoint a charity trustee is received from any existing or newly formed body operating in the area of benefrt, the charity trustees may, with the approval of not less than two-thirds of all the charity trustees. add such body to the list of user bodies and allow such body to appoint a charity trustee. 9.5.2 The charity trustees may, with the approval of (a) the body Conrned and (b) not less than two-thirds of all the charity trustees, remove a body from such list of user bodies. 9.5.3 A minute of the relevant resolution, authenticated by the chaimian, should be (a) placed with the title deeds and (b) kept with the charity trustees, working papers. Page 3
East Bridgford Village Hall 9.6 Co-opted charity trustees must be appointed at a duly constttuted meeting of the charity trustees. 9.7 The period of office of elected charity trustees starts at the end of the annual general meeting at which they are elected and ends at the end of the next following annual general meeling. 9.8 The period of office of charity trustees appointed by listed user bodies at the annual general meeting in any year starts at the end of that meeting or, in the case of a charity trustee appointed after such annual general meeting, or to fill a casual vacanGy, on the day on which notification of his appointment is received by the secretary. Subject to Clause 10, the period of office of appointed charity trustees ends on the day on which notification of his or her removal is reiVed by the secretary. The period of office of Go-opted charity trustees starts at the time when they are appointed by the charity trustees and ends at the end the next following annual general meeting or at the time (if earlier) when they are removed by the charity trustees. Co- opted charity trustees may be reappointed by the charity trustees. 9.10 In the event of a casual vacancy among eleded or co-opted charity trustees. the charity trustees may appoint a person who is willing to act to be a charity trustee. A charity trustee so appointed shall hold Offi only until the next following annual general meeting. If not elected or reappointed at such annual general rneeting, he or she shall vacate Offi at the conclusion thereof. 9.11 All charity trustees who are entitled to r1ve notice of a general rneeting must be given not less than seven nor more than twenty-eight clear days, notice of any resolution to be put to the meeting lo appoint a charity trustee. 10 Retirement and removal of charity trustees 10.1 At the first and at each subsequent annual general meeting, all elected charity trustees shall retire from Offi unless by the close of the meeting the members have failed to elect sufficient charity trustees to hold a quorate meeting of the chartty trustees. 10.2 A charity trustee who retires at an annual general rneeting may, if willing to act, be re- elected. If the CIO does not fill the vacancy created by his or her resignation, he or she shall, if willing to act, be deemed to have been re-elected unless at the meeting it is resolved not to fill the vacancy or unless a resolLrtion for the re-election of the charity trustee has been put to a meeting and lost. If he or she is not re-elected he or she shall retain office until the meeting elects someone in his or her place, or rf it does not do so until the end of the meeting. 10.3 If a Gharity trustee is required to retire at an annual general rneeting by a provision of the constitution the retirement shall take effect upon the conclusion of the meeting. 10.4 A charity trustee ceases to hold office if he or she: Page 4
East Bridgford Village Hall 10.4.1 Retires by notifying the CIO in writing (but only if enough charity trustees will remain in office when the noti of resignation takes effect to form a quorum for meetings)" 10.4.2 Is absent without the permission of the charity trustees from all their meetings held within a period of six months and the trustees resolve that his or her office be vacated; 10.4.3 Dies, 10.4.4 In the written opinion, given to the CIO, or a registered medical practitioner treating that person, has become physically or mentally incapable of acting as a charity trustee and may remain so for more than three months; or 10.4.5 Is removed by ordinary resolution of the members of the CIO present and voting at a general meeting after the meeting has invited the views of the charity trustee concemed and considered the matter in the light of any such views. 10.4.6 Is disqualified from acting as a charity trustee by virtue of section 178-180 of the Charities Act 2011 (or any statutory re-enactment or modification of that provision). Inductlon and training of trustees The charity trustees will make available to each new charity trustee, on or before his or her first appointment a copy of this constitution and any amendments made to it and a copy of the CIO'S latest Trustees. Annual Report and statement of aGGounts. Organisational Structure The Trustees hold a monthly meeting at which they discuss cuThent management, health and safety, finances and futures planning. Sub-Groups are initiated to take fOard initiatives. The single employee (Caretaker) attends the meeting and her ernployment is overseen by the secretary. Objectives and Actlvities Objects andAims The objects of the CIO are to establish and run a village hall and to promote for the benefit of the inhabitants of the Parish of East Bridgford and Kneeton ('area of benefit'} without distinction of sex, sexual orientation, age. disability, nationality, race. or political, religious or other opinions the provision of facilities for recreation or other leisure time occupation of individuals who have need of such facilities by reason of their youth, age, infimiity or disablement, financial hardship or social and economic circumstances or for the public at large in the interests of social welfare and with the object of improving the conditions of life of the said inhabitants. Public Benefit The trustees confirm that they have complied with the requirements of section 4 of the Charities Act 2011 to have due regard to the public benefit guidance published by the Charity Commission for England and Wales. Page 5
East Bridgford Village Hall Principal Risks and Uncertainties Risk Management and Intemal Controls As members of the Trustee body, we have an overall responsibility for ensuring that the charity has appropriate system of controls. financial and otherwise. We are also responsible for keeping proper accounting reGords which disclose with reasonable accuracy at any time the financial position of the charity and enable us to ensure that the financial statements comply with the Companies Act 2006. We are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities and to provide reasonable assurance that: The charity is operating efficiently and effectively; Its assets are safeguarded against unauthorised use or disposition. Proper records are maintained and financial information used within the charity or for publication is reliable; The charity complies with relevanl laws and regulations. The systems of intemal control are designed to provide reasonable, but not absolute, assurance against material mis-statement or loss. They include: Regular consideration by the Trustees of the financial results Delegation of authority and segregation of duties Identification and management of risks. Financial Review The Village Hall accounts for the period, showed a loss of £1,299. We can confirm that we have given no gUarantS and are debt-free. Policy on Reserves To ensure that all reseNes accumulated will be used to meet the following objectives: To resour the central core functions of the charity. This includes the maintenance and repair of the building. Provision of public benefrt. Page 6
Ea•t Brfdgford Vlllage Hall The Treasurer recommended that we continue Io adopt a prudent approach to Ihe management of our financial reserves and we should continue to aim to trade at a small profft so that they are maintained in a healthy stale. In January 2015 we agreed to ring-fence an emergency reserve fund of £25000 which would only be accessed as a last resort. The Treasurer recommended that this policy should still be maintained. We must always recognise that as we occupy old buildings significant and unexpected cosls can and do arise. Although there are oppInitIeS to apply for grarrts and in recent years, we have enjoyed signfficant success. these are neither guaranteed nor appropriate for all costs so we must ensure that the long-temi trend for our sVe$ is for them to increase. Plans for Future Perlods Aims and Key Objectives for Future Periods We plan to maintsin and improve the facilities in order to ensure we not only retain our existing user base but continue to attract new usefs. Our financial reserves are at a tralthy level and we plan to use these, al¢)ng with any available grant funding. in order to maintain and improve the facilities. The Tin Hut, one of the main sutr4.ects of our attention for refurbishment works, has recently been vacated by the Scout Group. All options in relalion to the fulure of this tKn"kling are 'ng considered and are as wide ranging as seeking input from architects with a view to a complete re-design, to using the facilty as additional storage. We also continue to evaluate the feasibilty of ott*r specific areas for lmFYovem such as the installation of an accessible toilet and complete electrical rewiring. The annual report was approved by the trustees of the charity on its behalf by: 2025 and signed Rowena Lucas Chair Olivia Fox Treasurer Pa90 7
East Bridgford Village Hall Charitable Incorporated Organisation (CIO) Registered No: 1172823 RECEIPTS AND PAYMENTS ACcOUs For the financial year from 1 St April 2024 to 31# March 2025 2025 12 months to 31st March 2024 12 months to 31st March RECEIPTS Lettings Grants & Donations Interest received Events relP1S 15.752 15,762 3,000 511 2.158 Total receipts 18,008 19.273 PAYMENTS Cleaningl¢aretaker Repairs & Maintenance Water Rates Gas & electricty Insurance Independent Examlnels Fees Subscriptions & Licen8 Net deposit movemenl Consumables Events Expendiiure 6.334 5,972 6.830 4.811 697 100 1,731 1,536 258 416 3CO 105 2.881 1.658 276 343 52 241 87 Sub total Major prcjects Totsl Paym8nts 18,737 57 19.307 16.679 2.20 18,879 Net Idecrease)fincrease In Cash for the year (1,299) 394 Cash funds last year end 73.207 72,813 Cash fijnds this year end STATEMENT OF ASSETS AND LIABILvEs AT: 31.03.2025 CASH FUNDS All unrestricted funds Lloyds Lloyds 95 day deposit Lloyds fixed terrn 31.03.2024 19,472 22,436 30,0 21,611 21.593 30,OCIO ASSETS RETAINED FOR THE CHARJTY'S OWN USE The propety- Irillage Hall & Scout Hut- rebuild cost 1.104.771 Fumiture and fittings- replacement value 8,518 Kitchen fittings- replacement value 1.199,340 8,791 LIABILITIES Deposits for future lettings Page 8
2025 •nd has no ctharyes aG8ets. Signed by Iwo trustees on behalf ofal Iru8tee8 (m o cr 21f25. OFOX Pago g
Independent Examinerfs Report to the Trustees of East Brldgford Vlllage Hall I report to the charity trustees on my examination of the account5 of the charity for the year ended 31 March 2025 which are set out on pages 1 to 8. Responsibilltles and basis of report As the charty's trustees you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 ('the Act,). I report in respect of my examination of the charity's accounts carried out under section 145 of the AGt and in carrying cut my examinats.on I have followed all the applicable Directs'ons given by the Charity Commission under section 145(5)(b) of the ACL Independent examinerfs statement I have completed my examination. I confim that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect: accounting records were not kept in respect of the charity as required by section 130 of the Act., or 2. the accounts do not accord with those records I have no concerns and have come across no other matters in connection wtth the examination to which attention should be drawn in this report in order to enable a proper understanding ofthe accounts to be reached. K Mealand FCCA Lemans Chartered Certified Accountants 29 ArbOtUrn Street Noitingham NG14JA Date 10 t)QCJ2rnb 2025 Pagè 10