## **SWAY VILLAGE HALL** **Charity Registration Number 1184234** # **MIDDLE ROAD, SWAY, LYMINGTON, HAMPSHIRE, SO41 6BB** **Chair of Trustees Annual Report for the year ending 31 December 2023** ## **Meaning** “The Hall” means Sway Village Hall Charity Registration 1184234 ## **Summary** ## **Financial Results** Income for the 12 months to December 31[st] 2023 was £47403 of which £33158 came from lettings charges. Donations were only £5 and grants from NFNP were £8500 and from Sway WI £110. Bank interest was £118 Expenditure was £46132. The net result was a surplus of £1271 which is represented by an increase in the Hall’s cash balance . Perhaps of more importance is the underlying result which shows that the surplus on normal trading was £10896 after stripping out grants and project expenditure. This is the target level if we are to continue to improve the hall and its facilities. ## **Bookings and Users** Utilisation of the hall by a wide range of groups, societies and clubs remains high. We added both new regular users and pre-covid returning bookings. Weekday slots are booked out in the main and we continue to get one off weekend bookings. We were forced to increase fees but remain competitive and generally within the budgets of our users. ## **Fund Raising** The Christmas Fayre raised £558 and was well attended both by stallholders and members of the public. ## **Cinema** Whilst Cinema is an integral part of the Hall it is worth noting that net income from Cinema was £917 and a thanks to all the volunteers is well justified, not just for the income but also for providing a much welcome facility for the Village. ## **The Building** I repeat the message that some ten years ago a report was written that predicted major renovations would be needed including underpinning. To date that threat has not transpired but it remains a continuing threat, especially with climate change impacting on the large oaks which ring the building. There appears to have been no noticeable change within the structure and action has been taken to try and reduce damp issues. ## **Planning** No action has been taken re the planning approval from 2022 with discussions ongoing with other village entities. ## **Costs and Charges** The Hall has been and will continue to be impacted by rising costs and in particular the costs of energy. The solar project has reduced the impact such that our energy bills were lower than in 2021. ## **Repairs and Projects** The lighting replacement programme was completed with LED lighting throughout the hall to provide low maintenance and low energy consumption. Solar panels were fitted to the south side of the roof providing significant benefits during this period of high energy costs. New lighting bars were installed in the main hall as part of a long term project to improve stage lighting. All of the above projects were supported by a 40% grant from New Forest National Park. There were improvements to external paths and access, CCTV was brought back to full working order and security measures improved. There is a continuous need to restore and maintain the facilities with the kitchen identified as the next major project. ## **Trustees** Clarissa Evans, Roger Owen and Ian Gale remained as Trustees throughout the year. No Trustee received any financial income or expenses from the Hall other than that for receipted purchases bought on behalf of the Hall. ## **Officers** Sue Gent has continued to fulfill the role of Secretary. Carol Dutton is Treasurer Lisa Cox is Bookings Secretary. The Hall committee contains representatives of user groups as well as supporters of the Hall and our thanks go to them. ## **Objectives** The aims and objectives of the hall remain that of providing a sustainable facility for the residents of Sway to be used across a wide variety of activities. The Trustees will act to ensure the long term viability of the hall consistent with the long term lease. ## **Status** The CIO charity status and the new long term lease have operated without issues. **I D Gale Trustee** CHARITY (OMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the twsteesl members of Sway Village Hall On accounts for the year ended 31 December 2023 Charity no lif any) 301965 Set out on paggs Pages 1 to 5 lone to five) I report to the trustees on my examination of the accounts of the above charity {Ihe Trust") for the year ended 3111212023. Responslbllltles and basis of report As the chartty's Irustees, you are responsible for Ihe preparation of the accounts in accordance with the requirements of the Charities Act 2011 {'Ihe Act'i. I report in resped of my examinalion of Ihe Trust's 8eKounts ¢8rried out under section 145 of the 2011 Act and in carrying out my examination, I have followed all the applicable Direclions given by the Charity Commission under section 145{51{bl of the Act. Independent I have completed my examination. I cOnfi￿n that no material matters have examinerfs statement come lo my attention in connection with the examination which gives me cause to believe that in. any malerial respecl.. the accounling records were not kept in accordance with section 130 of the Charrties Act., or the accounts did not accord with the accounting records,. or the accounts did not comply with the applicable requirements concerning the form and content of accounts sel out in Ihe Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a 'true and fair, view which is not a matter considered as part of an independent examination. I have no concerns and have come across no other matters in connection with the examination lo which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. Signed: Darren Warren Date: 1010712024 Narne: Darren Warren- Paxton Independent Examiners Relevant professional qualificationls} or body lif any): FMAAT Addre$$: 61a High Street South Rushden Northants, NN10 ORA Page 1 of5 Section B Disclosure Only complete if the examiner needs to highlight material matters of concern (see CC32, Independent examination of charity accounts.. directions and guidance for examiners). Give here brief details of any items that the examiner wishes to disclose. None Page2of5 Paxto Cbarity SOFA Report as at 31112ll023 Charity no. 1184234 Swav Village H*ll I nr¢5¢rirlcd funds Reslrirttd IDtomt funds EDd¢Mrnent funds 'I'otal fund5 eomt and tDdowmtnts from.. Donaiiotiq and legacies Charitahle actiNItr4 uihtr trading aciisilies 42.%87 57) 57i SLpar*e material Item of Income Oth¢r 4J.160 43,160 .xpendilure on.. 41.632 41.632 S¢purJi¢ mat¢rMI Item of L'XP¢'n%e ToiAI 41.632 41.6J2 1.fj2R 1.12h Nil on et incumtllexptndltunl .ItrAI)rdiTr*n item% rAnsftri hotmttn i.s (It*l e*rrfed fibrw*rd 1.528 i.s Page3of5 P#xtoD Cbarity CommisSiDD SOFA Detsib Report Charity no. 1184234 Sway Village Hall tk¢¢mkr 2023 L nrLsfnci