## **SWAY VILLAGE HALL**
## **Charity Registration Number 1184234**
## **MIDDLE ROAD, SWAY,**
**LYMINGTON, HAMPSHIRE, SO41 6BB**
## Chair of Trustees Annual Report for Year Ending 31 December 2025
“The Hall” means Sway Village Hall Charity Registration 1184234
## Summary
Sway Village Hall continues to provide a much loved and popular facility. The year saw a number of departures and new arrivals. We wish to place on record our thanks to Ian Gale for his past input as Chair of Trustees. We welcomed a number of new Trustees and a new Chair (as detailed below), bringing fresh ideas and inputs. We also wish the nursery all the best in their new premises elsewhere in the village and we have welcomed the provision of a new facility (“The Community Room”) for hirers, widening the range of hireable spaces the facility provides the local community. The hall continues to host a wide range of groups to use its facilities and undertakes a number of fundraising activities to support the charities purpose. This included hosting cream teas on Stanford Rise to celebrate 80 years since VE day.
## Financial Results
Income for the 12 months to December 2025 was £38,934 of which £31,363.20 came from lettings charges. Other income included:
Cinema £5745.93 plus £200 in advertising
Events & Performances £935.80 (inc VE80 & Culture in Common)
The sale of second-hand books continues to be popular (£422.89) and provides an area in the foyer where villagers are welcome to pop in, browse the books, perhaps shelter from the rain/wind and find out more about the activities held at the hall.
Expenditure for the same period totalled £28,619, including: Utilities (Electricity, Gas, Water) £4,997.95 Cleaning £6,779.70 Administration £5,136.00 Cinema Expenses £3,391.48 Acoustic Panels (one off purchase) £1,125.00
The net result was a surplus of £10,315 in 2025 compared with a 2024 surplus of £15,064. As of 31st December 2025, cash reserves stood at £50,841.46.
The Trustees are keen to maintain the challenging balance between setting aside reserve funds for future works (planned or emergency) and investing monies into the key asset, namely the village hall – its facilities and presentation to attract and retain hirers and meet their expectations.
## Bookings and Users
The village hall is at the geographic centre of the village and the facilities are used by a wide range of groups, societies, charities, clubs and public bodies. In addition we offer the hall for one-off uses; including Local Plan consultations, weddings, parties and classes.
During the year being reported the Hall was given notice by the nursery (“Little Flyers”) that they were moving to different premises. The nursery had expressed a desire to expand its provision to include younger children (9 months+) and needed an additional separate room. They felt the WI (upstairs meeting room) was not suitable and the hall is unable to offer any other hireable space. We wish the nursery all the best in their new venture and location. The room previous occupied by the nursery has been converted back into a multiuse hireable space. Our thanks to all those volunteers who came forwards to redecorate and make the room ready for use.
The Trustees have managed to hold the current hire rates for the period under review. This helps support the many users and groups which use the hall, and also reflects that some of our facilities are slightly less appealing compared to other nearby alternatives. With inflationary pressures, the Trustees intend to revise the hire rates and charges once the renovation project has been completed.
The Trustees continue to review the items being stored within the hall, due to the finite available space. An agreement and annual payment was put in place for one hirer, with engagement occurring with other hirers regarding being efficient on the items being stored, how these are stored on site. Trustees will be considering storage charges to reflect the cost of the upkeep of facilities.
Some weekdays remain very popular for bookings, meanwhile Fridays and weekends often has availability. During the year under consideration we brought a new hireable facility to the hall, “The Community Room” which is a downstairs room with a hatch to the kitchen and separate access from the car park. The room has already had a number of enquiries and new hirers, and it is intended that there is further marketing to promote the hall and its facilities once the recent renovation works are complete and during its 60[th] anniversary year.
Sadly a number of hirers have built up debts during the year. Some of these are still being chased for payment to settle their accounts, some debts have been written off. The Chair has worked with the Bookings Secretary and Treasurer to implement a new procedure when hirers are not promptly settling their accounts; hirers are reminded to settle their accounts promptly to ensure their future bookings are honoured and so we can ensure officer time can be concentrated on other matters.
## Sway Cinema
Sway Cinema is a sub-set of the Village Hall, and is operated by the Village Hall volunteers. The cinema provides a range of films, from blockbusters through to more niche productions, alongside National Theatre showings all on the doorstep of residents. This enables residents to see these productions without having to drive into (and park) in nearby Bournemouth, Southampton etc. The cinema returned an surplus over direct operating costs of £2354.45 in the year being reported. Thanks to all the volunteers involved with the operation of Sway Cinema.
In addition to the acoustic panels installed during the year being reported it is intended that in the forthcoming year that part of the CIL grant will be utilised in improving the sound system in the main hall, adding surround sound and improved sound definition for cinema users and also improving usability of mics (etc) for hirers.
## Culture in Common
During the year the hall was pleased to form an alliance with New Forest District Council, and Culture in Common, the local arts provision association. During the year this included bringing new touring arts to the venue. The artist fees and costs are covered by Culture in Common, with the hall retaining a % of the tickets sold and all the refreshment income. The first performance was well received by those attending and additional performances as we went into the new year had larger audiences. As well as bringing additional income into the hall, this venture widens the range of cultural activities on offer to local people, brings new people to the hall, enjoying the venue and making them aware of the facilities on offer and the many other groups who use this venue and activities they can undertake here.
## The Building
The Chair and Trustees are aware that the building is heading towards its 60[th] year in 2026. The building has seen a number of adjustments over the years, but as with any facility of that age, needs constant attention and repairs. Thanks must be given to all those who assist with this task; whether actually fixing things, emptying gutters, fixing doors or arranging tradespeople to attend and arranging the best prices for the charity or attending to broken items after hires.
It was reported several years ago that the flat roofed building (including the Community Room and WI room) required further attention, such as underpinning. This remains under observation. No further movement has been detected. Importantly the surface water gutters and downpipes have been unblocked and previous water coming down the side of the building has been addressed. Sadly one soakaway is affected by play sand from the previous nursery use. The feature trees (oaks) around the building provide a nature and amenity benefit, but increase the maintenance requirements of the hall.
During the year the hall submitted and was successful in obtaining CIL (Community Infrastructure Levy) funds from NFDC and a grant from the Parish Council towards a number of improvements. The kitchen project group progressed plans for the kitchen renovation, these plans were circulated to all users and their comments and feedback sought. The group were open minded to the approach, with the final design including changing the exit door arrangements and other changes to make the final kitchen function better and suit the long-term needs of the hirers and hall. Towards the end of the year the Trustees invited quotes from local tradespeople against the agreed specification, fairly evaluated these and selected a successful contractor. It is intended that the works will be undertaken Spring-Summer 2026.
A number of smaller repairs have occurred during the year, including fixing a long-standing leak in the Gents toilet and an overflow in the accessible toilet, re-varnishing the stage floor, laundering then undertaking repairs and reapplying fire-proofing chemicals to the stage drapes, working with our cleaner to improve the standard of cleaning. Following reviewing the cleaning schedules and arrangements; the standard of cleanliness around the hall has improved and our thanks to Neil and his Mum for their dedication to this never-ending task. The hall’s heating system has been attended to and repairs made. The solar panels
continue to assist to reduce electricity use and carbon emissions, supported by the batteries and LED lighting. Initial analysis of utilities bills indicate that changing supplier, the nursery relocation, alongside the repairs to water leaks may have notably reduced the financial costs of our utilities and thanks to all involved with seeking these efficiencies.
Planning Permission – Trustees were aware that the previous planning permission granted for the extension to the hall was approaching its expiry (as stated within the Conditions of the original permission, the project should commence within 3 years). An extension or variation to this Condition was not possible. The Chair and Trustees approached the original three groups behind the application; the nursery, the Scouts and the Parish Council. While the latter two were supportive of the concept, none of the original sponsors had
sufficient funds to contribute to realise or further this project at this time. Trustees felt that trying to raise funds for the whole project (almost single-handed, without being able to provide significant match-funding) was not achievable and would distract from the important maintenance and upkeep of the existing facilities. It is noted that the hall and facilities are not currently “fully booked” and this brings into question the current potential demand for an additional hireable space within the village at this present time. The Planning Permission has sadly now lapsed and would require a new application prior to any building works commencing (potentially including new planning requirements such as biodiversity net gain and nitrates mitigation). This should only now occur once sufficient funds have been raised to cover the cost of the application and the proposed building works.
## Trustees & Officers
In accordance with the Constitution the Trustees appointed on 11 March 2022 have now reached the end of their term of office, these include:
- Clarissa Jane Evans
- Roger David Owen
During the reported year, the following Trustees were appointed and registered with the Commission on and from 17 March 2025
- Simon James Hanney, Chair
- Sue Gent, Secretary
- Wendy Christine Collyer
- Janet Mary Hollyoak
- Nicki Penelope Bowler
The following Trustees resigned and has no further involvement in the governance of the hall
- Ian Gale
The Trustees are supported by the Officers:
- Carol Dutton, Treasurer
- Lisa Cox, Bookings Secretary
The Chair and Trustees reviewed the approach to meetings and in order to encourage more users to attend the meetings. The format of meetings was adjusted. Each meeting now includes an update from all user groups present (and any tabled written items given to the Secretary), and an opportunity to discuss matters that pertain to users, their needs, requests and concerns.
This new format, with user input to every meeting, has helped ensure the hall is more responsive to the needs of its customers (the hirers/users) and better aligns its activities and direction to their needs, to ensure the long term future of this much loved village facility.
## Objective & Status
The aims and objectives of the hall remain that of providing a sustainable facility for the residents of Sway and surrounding areas, to be used for a wide range of activities. The Trustees will act to ensure the long term viability of the hall consistent with the long term lease. The CIO charity status and long term lease have operated without issues. The freeholder (Sway WI) is represented at every Trustee meeting. Copies of the minutes are circulated to Trustees and the freeholder’s nominated representatives.
Simon Hanney, Trustee & Chair, Presented at AGM - 16[th] March 2026
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
Sway Village Hall
On accounts for the year
ended
31 December 2025
Charity
no.
301965
Set out on pages
Pages 1 to 5 lone to five)
I report to the trustees on my examination of the accounts of the above
charity I'the Trust") for the year ended 3111212025.
Responsibilities and
basis of report
As the charity'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 Trust's accounts carried out
under section 145 of the 2011 Act and in carrying out my examination, I
have followed all the applicable Directions given by Ihe Charity Commission
under section 145(51{b) of the Act.
Independent I have completed my examination. l Gonfirm that no material matters have
examiner's statement come to my attention in connection with the examination which gives me
cause to believe that in, any material respect..
the accounting records were not kept in accordance with section 130
of the Charities Act., or
the accounts did not accord with the accounting records,. or
the accounls did not Comply with the applicable requirements
conceming the form and content of accounts set out in the 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 to which attention should be drawn in this report in
order to enable a proper understanding ofthe accounts to be reached.
Signed:
Darren Warren
Date:
1610612026
Name:
Darren Warren - Paxton Independent Examiners
Relevant professional
qualification{sl or body
(if any):
FMAAT
Address:
61 a High Street South
Rushden
Northants, NN10 ORA
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
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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
Sway Village Hall
On accounts for the year
ended
31 December 2025
Charity
no.
301965
Set out on pages
Pages 1 to 5 lone to five)
I report to the trustees on my examination of the accounts of the above
charity I'the Trust") for the year ended 3111212025.
Responsibilities and
basis of report
As the charity'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 Trust's accounts carried out
under section 145 of the 2011 Act and in carrying out my examination, I
have followed all the applicable Directions given by Ihe Charity Commission
under section 145(51{b) of the Act.
Independent I have completed my examination. l Gonfirm that no material matters have
examiner's statement come to my attention in connection with the examination which gives me
cause to believe that in, any material respect..
the accounting records were not kept in accordance with section 130
of the Charities Act., or
the accounts did not accord with the accounting records,. or
the accounls did not Comply with the applicable requirements
conceming the form and content of accounts set out in the 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 to which attention should be drawn in this report in
order to enable a proper understanding ofthe accounts to be reached.
Signed:
Darren Warren
Date:
1610612026
Name:
Darren Warren - Paxton Independent Examiners
Relevant professional
qualification{sl or body
(if any):
FMAAT
Address:
61 a High Street South
Rushden
Northants, NN10 ORA
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
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