RISBY VILLAGE HALL CHARITY TRUST Aylmer Close, Risby IP28 6RT Charity No. 1186173 Annual Report 2024/2025 USTE Chair Vice-chair Secretary Treasurer Mr. Dean Taylor Mr. Darren Matthews Mrs. Vivien South Mrs. Catherine Baines Mr. David Edwards Mrs. Karen Taylor CHARITY OBJECTIVES- The provision of the Village Hall, Recreation Ground, MUGA and Children'5 Playground for the benefit of the local community. CHARITY AIMS - The aim of the Charity is to manage, maintain and improve the Village Hall, Recreation. and Playground facilities for the benefit of the local community. HALL MANAGER Mr. jamie Hudson
Chairfs Report for the Annual General Meeting on 25th November 2025 I took over as chair following last yearfs AGM and It's turned out to be a busy 12 months. I would like to express my thanks to everyone who has worked hard and helped ontribute to the many improvements made this year. We've worked hard to establish a robust policy and procedures framework which includes a comprehensive financial controls policy, a new health and safety policy, new safeguarding policy. new risk assessment framework, new cleaning schedules, improved terms and conditions of hire, and a new 5-year capital improvement programme. Thanks to Catherine Baines for her tireless attention to detail with the finances and accounts, Catherine's workload is always high with a continuous stream of activity behind the scenes. Thanks also to Vivien South who has kindly stepped in as our new secretary, to Darren Matthews with his hard work editing and coordinatingdeliveryofThe Stile, and. to Dave Edwards and Karen Taylorfor coordinating events and raising an extremely healthy amount of funding via grants and fundraising events. Not forgetting our Hall Manager jamie Hudson who has also had a busy year, and, on behalf of all trustees. I'd like to thank Jamie for his hard work maintaining the facility, improving the main kitchen and managing the outside areas. Thanks alsoto every volunteer who willinglyhelped us with events and those who ktndly deliver The Stile in all weather conditions. Finally, thanks also to Craig Ellis who stepped down this year after several years of loyal service and support for the Risby Village Hall. The financial position for the Village Hall has improved over the past year. However, as our Treasurer explains in her repor¢ finances continue to remain tight, and we must continue to work to ensure thatall booking revenues are sufficientto recovertheir input costs such as heatin& lightin& and cleaning. Hall bookings remain healthy, but we are lookingat how we can fijrther improve occupancy levels moving forward. We have some availability in our main hall whilstalso having other areas such as our meeting room and MUGA that are significantly under-utilised. We have this year established sub-committees or working groups to help drive improvements whilst helping to reduce the overall workload of the main trustee committee. Dave Edwards has been heading up an events team aimed at organising a wide range of entertainment activities, mostly aligned to improving fundraising for the village hall. l addition to seeking and applying for grants, Karen Taylor is leading the Children's Play area project, coordinating a team of enthusiastic parents to deliver by far our biggest project for manyyears. Vivien South and l are workingwith the Green's team trying to improve communication and teamworking whi15t improving the outdoor recreational facilities on offer. In addition. we have also now established a good dialogue with the School head who has agreed to regularly attend our meetings. As the single biggest user of our indoor and outdoor facilities ivs in all interests to be closely aligned,
The school provides us with vital income whilst the village hall provides a much-needed extension of school facilities. We have also had a successfijl year of fundraising and project delivery. We managed to raise sufficient funding for the fijll refurbishment of our toilet facilities. all completed on budget and to a high standard. We have funding in place to improve the main entranceway and corridor in the village hall with new vinyl flooring new doors, LED lightin& and redecoration, Finally, we have also successfully raised funds this year for stage improvements for which work will be carried out in coming months. Achlevements Refurbishment of ladies, gents, and accessible toilets. Creation ofnew storage room and new chair stores. Fundingsecured for improvements in entrance hallway and the main hall stage. Agreed a 5-year capital improvement plan, Successful hosting of fundraising events such as Comedy nights. Agreed to the erection of new cricket pavilion and football dug outs. Agreed to the implementation of a new'Hallmasteff online booking system. Improved communication channels with user groups, including the school. Introduced editorial content in The Stile, improved use of Facebook, set up a WhatsApp friends supportgroup, and. introduced a new RVH logo (withthanks to Jess Austinl). Our focus for the coming year includes continuing to seekgrant funding not leasttowards the Children's play area project, to host more fundraising events (including our first Village Fete for several yearsl), and. to encourage donations via platforms such as Easy Fundraising and lustGiving. We also need to build a more effective Website platform to better showcase the facilities and the services we have on offer. The Trustees have carried out a review of future village hall improvement projects which may span the next 5 years, or beyond. Whilst this is not deemed a definitive list, as situations and priorities can change. the key Capex priorities as we currently see them are summarised in priority order below,. Children's play area Veteran oak tree pollarding Main hall fire door repair / replacement Small hall & meeting room refurbishment Kitchen refi¢ new windows, fly screens, new crockery, etc
Wi-Fi (possibly CCTV) New hall chairs (possibly tables) Localised flooding in car park, car park improvements Power upgrade (EV chargers etc) Further stage improvements, improved lightin& new projector, etc Improved steps with handrails at front of village hall New pavilion with changin& toilets & showers Main hall flooring MUGA change of use The trustee's long-terni strategy is to continue to improve the amenities provided, and to allow more vtllagers to make use of the halls, meerlng room, children's play area, MUGA. pétanque and the recreation field. Ultimately, this will only be achievable if we can successfully recruit additional supporters to help plan and coordinate our activities.
Treasurer's Report It is with great pleasure that I report the Village Hall's finances are in a r¢lativ¢ly stTong¢r Ex)sition than this tsme last year. This is due solely to the hard work and enthusiasm of the Trustees as well as Jamie. the Hall Manager, all of whom I wish to thank for their dedication. For the first time in ihree years the revenue associated with bookings has b¢¢n sufficient to cover the day-to-day operating costs of running the hall and recreation ground. This year the operating profit was £3.094.07 compared to a loss of £1,210 l&st year. However, some of this profit was the result of an audit of our prices revealing thal the nt from ihe Pr¢-School hadn't been reviewed and increased and we were able to recover just over £1,000 in arrears. The Hall hire costs were slighily incr¢ased at the start of 2025 and these will continue to be reviewed on an annual basis. especially with the rising cost of utilities and the growing demand for Wi-Fi. The overall net profit this year was £15,103.54 compared to £2.119 last year. A breakdo of the figures can be found in th¢ financial statements following. However. here ar¢ more details.. Fundraising We hostcd two Comedy Nights during the year, working in parth¢rship Kai Baron, raising just ov¢r £1,300. The Risby Village Lotto for 2024 raised £692. We thank all those who took part and helped to rdise these valuable funds. The Indoor Car Bool Continues to be a valuable regular fundraising event, raising over £I.000 this year. Our thanks go to Jamie for all he does to ensure their success. Our thanks also go to Jess Austin for organising the Autumn Wreath Making Workshop which raised £270 and started off the fundrdising for upgrading the Playground. Grants A total of £43.800.00 in grant funding was Kcurcd during the financial year. Some grants were achi¢v¢d with the help of an interniediary, 4Granls, for which we paid IOO/o commission. Grants awarded Specifically for improvements lo th¢ Stsg¢ faciliti¢s: o Tudwick Foundation - £2.000 less 4Grants commission Suffolk Community Foundation- Miller Trust Grant £1,800 £4.800 Grants awarded for the WC refurbishments: o Belstead Ganzoni - £3.000 less 4Grants commission o Bernard Sunley Foundation Garfield Weston Foundation o National Lottery - £20.000 less 4Grants commission o W¢st Suffolk Council - Locality Fund o West Suffolk Council - Triving Communities Budget £2.700 £5.000 £7,500 £18.000 £800 £39,000
WC Refutbishment Project As already mentioned, both the female and male Wc's hav¢ b¢en fully r¢furbished with the acc¢ssibl¢ WC being completed in November. Thanks must go to Dean & Karen foi their diligent management of the project meaning it was completed to an ¢xtr¢m¢ly high stsndard with a relatively low budget. In summary: Female WCS: Male Wcs.. R¢-configuring WC access doors.. Total expenditure to 30.09.2025 £17.603.86 £18.304.97 £1521.60 £37,430.43 Funded by.. Exisling r¢strict¢d fund.. Neiv grants.. Total funds: £4.617.58 £39 000.00 £43.617.58 Surplus carried forward to Accessible WC refirbishment.. £6.187.15 During the year we have cancelled our VAT registration. CuTrent VAT rules state that a business may only reclaim VAT on purchases related to standard rated supplies. However small businesses may also r¢cov¢r VAT link¢d to exempt supplies under a set threshold as part of the de minimis rules. The majority of the Village Hall's income comes from hall bookings which are an exempt supply and therefore, unfortunat¢ly, it is not financially beneficial to be VAT registered and with the current laxable turnover less than £90,CK)O per annum ar¢ not obliged to be registered. As recommended at last y*s AGM we have moved our TeseTves to a CCLA COIF Charities Deposit Fund where it has attracted an average of 4 % interest each month. This year the Tnte¢S have thought through and produced a written Financial Controls Policy to ensure that praclices and procedure5 are fit for purpose and regularly monitored. As a result, going forward we will set annual budgets and regularly monitor against them the actuaI income & expenditure. We will also produce an asset register with current values which 711 be use¢ amongst other things, to ¢nsur¢ w¢ are adequat¢ly and appropriat¢ly insured. Thanks go to Risby Parish Council for their donation towards the upkeep of the facilities as well as members of the village for their 1c1patIOn in helping the Trustees maintsin and improve the facilitie5 for generations to come. It is encouraging to know that we have h¢althier funds for the year ahead. Once again, I take this opportunity to thank Jack Deal for Lxing our Auditor and for his help and advice during th¢ year.
RISBY VILLAGE HALL CHARITY TRUST •rity No: 1186173 INCOME & EXPENDITURE ACCOUNT For the period l October 2024 to 30 Sèptember 2025 Operating Income Booklngs- Hall Clubs & Societies . Private Bookings- Ri5by CEVC School Usage ' 2025 2024 18,379.00 9,967.OJ 3,208.(JJ 31,554.00 303.50 18,265 8,377 2,805 29,447 145 Booklngs- MUGA Other Income Bank Interest received EV Chargers Pre-school Rent Recycling Wayleave5 1,161.76 719.90 584.42 1,002.72 970.72 2.30 3,280 32,872 2,286.84 800.94 2.30 4,251.84 36,109.34 Total Operatlng Income: Operatlng Expenses AdvertiSinPrOM0tIOftal Bad Debts & Write offs Cleaning- Hall Electricity General Administrative Expenses Hall Manager + Mobile Phone Insurances Music Licen & Lottery Fee Purchases Repairs & Maintenance - Grounds Repalrs & Maintenance - Halls Unrecoverable VAT Waste Collection Water Total Operatlng Expenses: 255.81 49 115 5,257 2,895 256 15,698 1,929 5,463.19 4,040.09 394.62 15,690.CKI 2,325.86 322.24 41.65 1.151.14 1,474.13 901.50 563.60 391.44 33,015.27 48 2.968 2,299 1,330 546 212 34,082 Net Operatlng Proflt: £3,094.07 -£1.210 Continued overleaf ...
RISBY VILLAGE HALL CHARITY TRUST Incorne & Expendire Account Page 2 2025 2024 Stile Income Advertising Magazine Sales 2,490.86 3,200.j 5,690.86 2,400 3,285 5,685 Expenses Printing 4,092.19 £1,598.67 4,487 £1,198 Stlle Proflt Fundralsln8 & Donatlons Car Boot Donations & Legacies Fundralsing Grants 1,155.30 604.80 2,281.13 43,800.CQ £47,841.23 508 619 1,004 £2,131 Projects WC Refurbishment 37,430.43 £37,430.43 £0 NEf PROFIT: £15,103.54 £2,119 Clubs & Societies- Regular groups using the Hall eg Brownies. Pilates or Lindyhop One-off events & partie5 ' School usage includes school sports and PTA bookings
RISBY VILLAGE HALL CHARITY TRUST Charlty No: 1186173 STATEMENT OF ASSETS & UABIUTIES As at 30 September 2025 2024 Assets Lloyds Current Account Lloyds Saving5 Accounts CCLA Deposit Fund Cash in hand Debtors 2,380.53 10,000.00 48.629.21 33.50 2,220.50 63,263.74 ,451 37,010 io 1.850 47,321 Less Llablllties Creditors Risby Lotto 445.00 1,680.00 2,125.00 18 1,267 1,285 TOTAL NET ASSETS £61,138.74 £46,035 Represented by.. General Fund As at 1st October 2024 Surplusldeficit for the period Balance at 30th September 2025 41,417.62 8,463.97 49,881.59 39,299 2,119 41,418 Restrlcted Fund5 As at 1st October 2024 Surplus/deficit for the period Balance at 30th September 2025 4,617.58 6,639.57 11,257.15 4,618 4,618 TOTAL CHARITY FUNDS AT 30 SEPTEMBER 2025 £61,138.74 £46,035 Slgned Chalrman Slgned Treasurer Date
(HARITY COMMISSION Independent examiner's report on the fOR ENGLANO AND WAIES accounts Section A Independent Examiner's Report Report to the trustees ,PLI)h. U Ik@ ¥. On accounts for the year ended Charity no lifanyl l ! 117 Set out on pages I report lo the Iruslees on my examination of the accounts of the above harily I'the Trusl'l for the year ended Responsibilitie5 and basis of report As the charity's trustees. you are iesponsible for the preparation of the accounts In accordance with the requirements ol the Charities Acl 2011 (' the Act"). I report In respect of my examination of the Trust's accounts cariied out under seclioi) 145 of the 2011 Act and In carrying out my examination. I have followed all the applicable Directions given by the Chaiily Commission under section 14515llbl of the Act Independent IThe charily's gloss Income exceeded £250.000 and l am Qualified lo examiner's statement undertake the examination by being a qualified member ol Iinsert name ol applicable11sled bodyll Delete I l if i?ol applicable I have Completed my examination. I confirm that no material mallers have come lo my 311enlion in connection with the examination (other than that disclosed below ') which gives me Cause lo believe that In. any material respect the accounting records were nol kept in accordance with section 130 of Ihe Chaiilies AGI. or the accounts did nr)l accoid with the accounting records, or the 2ccounls did not comply with the applicable requirements concerning the form and conlenl of accounts sel out in the Chaiilies {AcGoun15 and Reports) Regulations 2008 other than any requirement that the accounts give a 'lrue and fair view which Is not 3 matter considered as part of an Independent examination. I have no concerns and have come acr055 no other matters in connection wth the examination lo which allenlion should be drawn In this report in order lo enable a proper understanding of the accourlls to be reached. Please delete Ihe words in Ihe brackets if they do not apply Signed.. Date.. Name.. :. Cr_ Relev3nt profe55ional qualificationls) or body IER Oct 2018
lif anyl: Address: il• S,di.-. .1 Lguv ISL Seclion B Dlsclosure only compleTe IT The examiner neeas io nigniighl material matters of concern Isee CC32 Independent exam1n31ion of charity accounts directions and guidance for examinersl. Give here brief details of any items that the exarniner wishe5 to disclose. IER Oct 2018