2023-09-30-accounts - Stutton Community Association

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Annual Report

Year ending 30 September 2023

1. Introduction

1.1. Stutton Community Association (Charity Number 1188188) was first registered as a charity on 26 February 2020. This represented the culmination of a decision by both Stutton Community Hall and Stutton Community Council charities to disband and transfer their assets into the new charity.
1.2. The key objects of Stutton Community Association are “to promote for the benefit of the inhabitants of the Parish of Stutton the provision of facilities for recreation or other leisure time occupation with the object of improving the conditions of life of the said inhabitants”.

2. Stutton Community Hall

2.1. In meeting our overall charity’s aims our principal focus is the provision of and maintenance of an accessible Stutton Community Hall. This provides a vital community hub where a range of groups and individuals can engage in a wide range of activities.
2.2. It falls to the Trustees and Committee members to ensure that the hall, the associated car park, roadway, and grassed areas are maintained and repairs attended to. Our hirers and hall users have commented that the hall is light and airy and is well equipped. However, the need for a smaller meeting space is required.
2.3. In the last financial year detailed plans to build an extension were draw up with planning permission being granted on 23 September 2022.
2.4. At this time Stutton’s The Neighbourhood Plan was being finalised at with a specific community action “Village organisations will seek opportunities to improve provision and access to community facilities, in particular to update the Community Hall”
2.5. Our next task was to argue the case of investment supported by a detailed business plan. We were successful in our endeavours. First to come through was Babergh District Council. Under Community Infrastructure Levy (CIL) they allocated £100k of funding. We secured great support from Mary Mclaren our local district councillor in this regard.
2.6. Then we were granted £75,000 from Valencia Communities Fund, although in order to unlock the grant we had to secure third party funding of 10% (£7500). This came

from the Parish Council, who set aside £60k for the hall improvements. This meant that we had sufficient funds to get going and do more. We are very grateful to the funders for their support.

2.7. Prior to starting work on site, detailed construction drawings were sought from our architectural designer. An asbestos survey was obtained, which indicated that only some floor tiling or its adhesive may contain asbestos. Having a full picture of potential risks of this sort is an essential part of ensuring the maintaining the Community Hall and safeguarding those who use it.
2.8. By the end of this financial year work construction work was underway with completion due in 2024. Grants from both Babergh and Valencia Community Fund were drawn down on a regular basis reflecting the value of work completed and materials on site. By the end of September expenditure had been incurred of £80,429.
2.9. The hall continues to be well used and our income from hiring exceeds the expenses incurred. In setting the hire charges our aim is for them to be affordable to the various groups and individuals that hire the hall and to cover our costs of maintaining the building. Our charges were set in 2006 and have not been increased. A review of the charging policy is scheduled to be undertaken in 2024. In this financial year fees for hiring the hall raised £12,320.
2.10. Forty solar panels on the hall roof feed all the in electricity generated in to the community shop, which lies alongside the hall. Income from the electricity generated goes to the community hall. This contributed £3162.
2.11. The expenses incurred in running the community hall totalled £9,625. This includes electricity costs, cleaning, water and business rates, waste disposal, fire safety, repairs and insurance.

3. Delivering Social and Recreational Opportunities

3.1. Trustees have had regard to the guidance issued by the Charity Commission on public benefit in providing and promoting a valuable community facility for the village and wider community - to reduce isolation; encourage social inclusion and provide opportunities for improving health and well being for all ages.
3.2. Activities to promote health and well being at the hall have included: Pilates classes; Weekly Strength and Balance classes for older people and those with disabilities, regular dance classes for children, weekly Carpet Bowls, and a Saturday morning Boot Camp.

3.3. Social events to reduce isolation and promote friendships and informal networks have included: Monthly “Meet Up Mondays” meetings; Suffolk Sight meetings (formerly East Suffolk Blind) that bring people across the local area to Stutton. Two Art Groups meet weekly and a playgroup brings parents, grandparents and young children together. Other than these regular activities, the hall is regularly booked for parties and especially children’s parties.
3.4. The community hall is also the location where Monthly Parish Council meetings are held along with the Annual Parish Meeting, where groups and societies from the village along with interested members of the public attending.
3.5. As a charity we also aim to put on events and activities to add to the social and leisure landscape of the village in line with our constitution. In addition these events can provide valuable additional sources of income. All these events rely upon the goodwill and energy of our committee members and their partners.
3.6. The events this year included a spring Bank Holiday Car Boot Sale, 2 Quiz Nights, a Jubilee Dance to Swing Machine a 16 piece band, Race Night and a performance of Medieval Miracles by Eastern Angles Theatre Company. We also run monthly film nights, showing a wide range of newly released films.
3.7. In July we held our second Village Fete. We worked alongside Stutton Primary School PTFA. The event was well supported a real success and deliver a surplus that benefitted both organisations. In July the annual open air concert featuring the Puffins Ensemble again was well attended with up to 200 people picnicking in the garden of David and Janet Lock. Our charity also organises Father Christmas and his helpers deliver presents on Christmas morning. This along with carols in the Kings Head PH raised £174 which was given to a local food bank charity.
3.8. We also run an annual Community Draw. More than 350 residents have joined the draw and can win monthly prizes. This generated a net income of £1275 for the charity.
3.9. All these activities, including the community draw raised a net surplus of £5368.

4. Communicating what we do

4.1. As part of the Community Draw residents have received a letter setting out broadly what we do and our plans. It is an important way of telling people in the village about the charity and our plans. Roundabout, our village newsletter, is another vital way of spreading the news about our activities. This is produced bi-monthly and always includes articles about our charity.

4.2. The village web site stuttonvillage.net includes information about our events and details about the hall. Posters and Facebook are other methods used to promote our events.

5. Our Accounts

5.1. Overall the total income for the year including capital grant funding totalled £100,188. Expenditure was £102,444. Our reserves stand at £ 30,093.
5.2. Our treasurer provides regular detailed management accounts for our committee meetings. Based on excel spreadsheets, the accounts are both clear and accurate. Year ending accounts for the year are attached.
5.3. The accounts have been prepared in accordance with Charity Commission requirements and have been independently verified.

6. Grant Giving

6.1. Under the charity’s constitution we are able to give grant aid to projects that are in line with our objectives. No applications for grant aid were received in this financial year.

7. Management

7.1. The charity is managed by 5 Trustees who are elected at the Annual General Meeting and who work with other volunteers through a managing committee. At September 2023 the charity committee comprised the following members.

Trustees	Committee Members
Chair William Hewlett	Lisa Taylor(Treasurer)	Alistair Parker
Vice-Chair Rosie Stuart Thompson	Sarah Gray	Colin Reilly
Nick Pavitt	Amanda Mapes	Ian Flower
Adrian Gray	Derek Chartres	David Stuart Thompson
Roberta Garrad

Stutton Community Assoc Income & Expenditure Account Year ended 30 September 2023

			Y.e Sept
Pledged - N'hood plan - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 182 - - - - - - - - - - - - - - - - 35 - - 217 (217) 348 (131) - -	Hall Construction - - - - - 71,513 - - - - - - - - - - - - - - - - - 71,513 - - - - - - - - - - - - - - - - - - - - - - - - - - 80,429 80,429 (8,916) - - - (8,916) Restricted	Cinema Eq - - - - - 500 - - - - - - - - - - - - - - - - 500 - - - - - - - - - - - - - - - - - - - - - - - - - 5,500 - 5,500 (5,000) 5,000 - - - Funds	2022 Total Funds 9,370 1,651 288 190 86 5,000 3,643 1,763 500 1,741 1,730 369 0 272 144 100 400 79 17 350
			27,693
			2,190 1,444 368 84 1,776 12 1,016 43 329 139 260 0 1,477 1,241 688 484 228 144 65 - - - - 480 152 - 1,610
			14,230
			13,463 15,060 3,826
			32,348


			232
			34,841
			(2,726)

			32,348

Stutton Community Assoc Management Accounts - General Fund Year ended 30 September 2023

Note £ £ Hall Income Hire of hall Elec from solar panels (to 11/9/23) Power cut compensation Sale of unwanted equipment Book sales Hall Expenses Electricity Insurance Water rates Business rates Cleaning & consumables Waste collection (£272 less £139 from shop) Repairs and equipment (incl £528 Floor cleaner) Fire safety Music licence Surplus for hall Donations/ Income Expenses Fundraising & Events - Summer Fete 4,350 1,374 50% share to PTA 1,488 Swing Band B - 121 Jubilee Fete - - PC Jubilee contribution - - Puffins concert (Income £153 os) 1,264 137 Prize draw 1,880 605 Quiz nights 476 - Car boot sales 155 - Cinema nights 1,073 931 Race night 1,159 692 Eastern Angles 456 394 Disco 611 314 Christmas carols and Santa 174 174 Surplus from events Car Park - Stalls etc in car park Parking donations Electric car charging 275 108 Surplus from car park Other income Donations Comm shop rent Less other expenses Printing and stationery Sundry expenses Cinema Equip (less grants) Construction Project Surplus/Deficit for period General Fund bf Transfer from pledged donations fund From Stutton Comm Council General Fund cf	£ 12,320 3,162 - 47 78 3,608 1,374 373 46 2,143 133 1,602 156 190 Surplus 2,976 (1,488) (121) - - 1,127 1,275 476 155 142 466 62 298 - 160 79 167 23 14 299 -	Y.e. 30/9/23 Total 2023 15,607 9,625 5,983 5,368 407 5 100 11,862 335 11,527 26,650 131 - 38,309	£ 9,370 1,651 190 - 86 2,190 1,444 368 84 1,776 12 794 222 139 Surplus 2,956 (1,478) 522 (228) 500 1,676 1,246 369 272 - - - - - 400 79 (243) 44 329 - 1,610	Y.e. 30/9/22 Total 2022 11,297 7,028
				4,268 5,835 235 288 100
					Income Expenses 3,643 687 - 1,478 1,763 1,241 - 228 500 - 1,741 65 1,730 484 369 - 272 - - - - - - - - - 144 144

					17 260

				10,727 1,983
				8,744 15,060 - 2,846
				26,650