CHARITY COMMISSION FOR ENGLANO ANO WALES Trustees, Annual Report for the period From 1st April 2023 To 318t March 2024 Charity name: Steeple Aston Village Hall Charity registration number: 1197962 Please note that the minutes of the AGM andd the accom an in Chair erson's and Treasurer's Re ort form art of this Trustee's Re have been incor orated into this documenL ortand Objectives and Activities SORP ￿le￿r Summary of the purposes of Ihe charily as set oul in its governing document Para ) 17 The provision and rnainlenan￿ of a village hall for the use of the Inhabitants of Sleeple Aslon and the suffounding area without distinction of polrtical. religious or other opinions. Including use for. al meetings, lectures and classes. and bl other foms of recreation and leisure maintenan￿ of Steeple Aston Village Hall in order that it is available for hire. Running of fund raising activities to keep costs low for village resKlenls. Summary of the main activities in relation to those purposes for the public benefit. in particular, the activities. proieds or services identified in the accounts Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit Para 1.17an 1.19 Par¥ 1.18 The trustees have had regard to the guidance issued by the Charity Commission on public benefit Achievements and Perforniance SORP relwetX* See Chairman's report Summary of the main achievements of the charity, identifying Ihe difference the charity s work has made to the circumstances of Ils beneficiaries and any wider benefits to society as a whole. Par8 1.xs Financial Review Review of the tharity's financial position al the end of the period Slalemenl explaining the policy for holding reserves statin wh the are held Amount of reserves held Reasons for holding zero reserves Details of fund materially in deficit Explanation of any uncertainties about Ihe charity continuing as a goiro concern Para 1.21 See treasurer's report Para 1 22 The policy is to hold the approximate equivalent of one year's expenditure. This is reviewed riodicall Para 1 22 £10,500 Not Applicable Para 122 Par8 124 None Para 1 ZJ None Additional Inforniation (optional) You ma choose to Include further statements where relevant aboLrt" Principal income is from Letting the hall for social. educational and exercise classes. Some additional income Is derTved from specific fundraising events leg Village Quiz). The charity's principal sources of funds lin¢luding any fundraising) Par3 1.47 Investment is low risk in a bank deposit arxount. Investmenl policy and objectives including any social investment policy adopted Para 14e The charity has no long term liabilities or debts and therefore no financial risks. The building structure is maintained by the Parish Council and leased for a peppercorn renl from the Parish Council. A description of the prinapal risks facing the charity Par3 1.46 Other Structure, Governance and Management Description of charity's trusts.. Type of governing d¢xument Ilriigl nppd royal chaoer, How is the charity constituted? (e.g ur,inGorporated association. CIO Trustee selection methchjs including details of any constitLtlional provisions e.g. election to post or name of any person or t)ody entitled to appoint one or more trustees P•r• 1.25 Consts'tution Parn125 cio Par* 1.25 Trustees are proposed by societies that use the facility and are then elected by the existing trustees. Reference and Administrative details Charit name Stee e Aston Villa e Hall Registered charity number Charity's principal address 1197962 Contact address (sec￿tary), 32, Grange Park. Steeple Aston. Bicesler, OX25 4SR Names of the charity truslees who manage the charity - see attached AGM Minutes MINUTES OF THE ANNUAL GENERAL MEETING OF THE STEEPLE ASTON VILLAGE HALL MANAGEMENT COMMIThEE Mondoy 13 May2024 Present: B. Brewer Ichairl; M. 8ulleyment ISecretaryl,- C. Clarke: J. Coley,. S. Cooper,. A. Moran; D. Morris- R. Preston. Apologles S. Cummins- T. McLusky,' J. White. l. Minute5 of the Meeting were approved and accepted- D. Morris and R. Preston. 2. Matters Arising.. Cathy Fleet, Parish Council Representative. has resigned from the committee. 3. Chairperson'5 Report: Barbara Brewer had circulated her report in advance. ("Full copy gttoched.J She reported that between July 2023 ond January 2024. five regular lettings had been lost, which was disappointing. but a new term-time lettin& Gurgle ond Co. now had weekly sessions. The annual events, Quiz Night, Bonfire Night. Open Gardens and the Wa55ail contirbue to be popular and well supported. New funding S106 from the Townend housing development had been welcomed and will be 4Jsed for a new ladder, upgrade of the lighting and sound systems and soon. internet connection. During August and September, the village hall had Set up its own website to market the hall. Bookings continue to be well-managed by Angela Smith and the cleaninB of the hall, by Amy Green. Barbara thanked John White and Stuart Cummins for their help with various jobs and problems.. John and Helen White for keeping the accounts in order and to Margaret Bulleyment for rnaintaining the paperwork. Finally. she thanked the whole committee as trustees. for their invaluable help and support over the vear. 4. Treasurer's Report: John While had circulated his report to the Committee in advance. f"Full copy ottached.) 'At the end of the year Total Funds are £43.5K. being £IIK in the Reserve Fund,. £6K in the Sink Fund and E26.5K in the General Fund. Overall deficbt for the year is £462.56, however £2K has been put into the Sink Fund over the year. The income of £9.5K divides roughly into £7.5K from lettings and £2K from fundraising. Outgoings of £10.4K are divided between É4.6K staff.. £2K Utilities- £750 InsurancelLicences and £2K into the Sink Fund. Capital projects are underway using S106 funding but these are not shown in the accounts as they go directly through the Parish Council. Income has returned to pre-covid leve15 and we are now able to balance income and expenditure again, even if rather dependent on a few regular bookings which make us somewhat vulnerable financially. However, one yearfs income is held in the Reserve Fund. There is no doubt the hall would benefit from increased income from letting5. particularly from outside of the wllage, enabling us to fund further capital projects and/or sub5idise use of the village hall for residents., 5. Election of Officers: Richard Preston thanked Barbara Brewer and took over the Chair to elect the following- Proposed by.. Seconded by Chairperson: Barbara Brewer John Coley Margaret Bulleymerbt Secretary: Margaret Bulleyment Chris Clarke John Coley TreasLsrer= John White Richard Preston Oebbie Morris 6. Election of Representatives: It w35 decided to elect the Representatives en bloc: Archive- Stuart Cummins Badminton- Tuesday.. 8arbara 8rewer Badminton- Thursday.. Alison Moran Choral Society= Margaret Bulleyment Garden Club- John Coley Valentine ClublDeputy Chair.. Richard Preston pcc: Chris Clarke Sports and Recreation Trust.. Torquil McLuskv Utilities and Audio-visual Co-ordinator.. John White Sally Cooper Village Replsponsorship Co-ordinator= Debbie Morris Village Rep.. P051tion vacont 7. Any other Buslness: Barbara Brewer on accepting her nomination for 202415, stated that she wishes this to be her135t vear as Chair. She is happy to stay on the committee, but thinks that a new chair is needed after twenty years. The committee agreed that information about the VHMC need5 to be circulated around the village during the next year, 50 that a suitable candidate can be selected. There being no other business the AGM rneeting closed at 8.05. The 2025 AGM will be held on Monday 12 May al 8pm In the Committee Room "Committee members had received advance copies of the Chair and Treasurerfs respective reports. 'Copies attached. refers to the filed paper ones. Chairperson's Report for the Village Management Cornmfftee May 13th 2024 During the earlier part of this financial year the re8ular bookings had been consistent, but between July 2023 and January 2024 we lost five of these lettin85: Dance Class- Funky Ponts, Yoga and Art Class which was very disappointing. However. we gained a weekly term-time booking: Gurgle and Co. OUT regular annual events.. Open Gardens. Bonfire Night, Wa55ail Evening and the Annual Qui2, continue to be popular and well supported. This year we have welcomed some valuable fundin& S106 from the Townend housing development which will be used for a new ladder. complete upgrade of the lighting system. provision of a separate sound system for hirers and soon. internet connection. During Au8USt and September. we were able to set up our own village hall marketing and web51te. Bookings for the hall continue to be well managed by Angela Smtth and the cleaning of the hall, by Amy Green. My thanks to John White and Stuart Cummins for help with various jobs and problems, to John and Helen White for keeping our accounts in order and to Margaret Bulleyment for her valuable work as secretary. Lastly my thanks are due to all of you as trustees. for you invaluable help and support over the past year. Barbara Brewer Chairperson Treasurerfs re for 2023-2024 At the end of the year total funds are E43.5K, being £IIK in the reserve fund. £6K in the sink fund and £26.5K in the general fund. Overall deficit for the year is £462.56 however we have put £2k into the sink fund over the year. The income of £9.5K splits into roughly £7.5K from lettin8s and £2k from fundraisin8. Our outgoings of £10.4K are split into £4.6K staff. £2K Utilities, £750 Insurance/￿tenceS and £2K into the Sink Fund. Capltal projects are underway using 5.106 funding from the Town End housing development (these will of course not be shown in the account5 as they go directly through the Parish Council). These include a cornplete upgrade of the lightin8 System and provision of a separate Isimplerl sound system primarily for hirer's use. Income has returned to pre-covid levels and we are now able to balance income and expenditure again even if rather dependent on a few regular bookings which make us somewhat vulnerable financially. We do however carry at least one yearfs income in the reserve fund so there is no cause for panicl There is no doubt however that the hall would benefit from increased income from letting5 Particularly from outside of the villège. this would enable u5 to fund further capital projects andlor subsidise use of the village hall for ￿SIdents. John White, Treasurer Declarations The trustees declare that they have approved the trustees, report above. Signed on behalf of the charity's trustees Signature(s Full name(s AA6AAPt. ATr)WJ e) Position leg Secretary. Chair. etc} Date ai yrtkg OL5 ## **Charity Commission** ## Charity Commission Annual Return 2024 ## **STEEPLE ASTON VILLAGE HALL** Charity registration number: 1197962 ## **Financial period** ## **Financial period start date** 01/04/2023 ## **Financial period end date** 31/03/2024 ## **Income and spending** ## **Income £** £9,979 ## **Spending £** £8,343 **Number of contracts from government** **How many contracts (other than grant agreements) did your charity receive from central government or a local authority during the financial period for this return?** 0 ## **Number of grants from government** **How many grants did your charity receive from central government or a local authority during the financial period for this return?** 0 ## **Income breakdown** ## **Donations and legacies (excluding Endowments Received)** £0 ## **Charitable activities** £9,979 ## **Other trading activities** £0 ## **Investments** £0 ## **Other** £0 ## **Recipients of grants** **Please round all figures to the nearest pound (do not enter decimal points or commas).Individuals** £0 ## **Other charities** £0 **Other organisations that are not charities** £0 ## **Trustee payments** ## **Excluding out of pocket expenses, for what were any of the trustees paid during the financial period for this return?** ⊠ e. None of the trustees have been paid **Did any of the trustees resign and take up employment with your charity in the financial period of this return?** No ## **Income from outside the UK** **Did your charity receive income from outside of the United Kingdom in the financial period of this return?** No ## **Delivering activities outside the United Kingdom** **Did your charity deliver charitable activities outside of the United Kingdom in the financial period of this return?** No ## **Spending outside England & Wales** **Did your charity spend funds outside of the United Kingdom in the financial period of this return?** No **Trading subsidiaries** **Does the charity have any trading subsidiaries?** No ## **Charity contact details correct** ## **Is the contact address displayed from the Register of Charities, correct?** Yes ## **Charity headquarters details correct** ## **Is this the same address that you use as your charity's administrative headquarters?** Yes ## **Charity contact address** 32 GRANGE PARK STEEPLE ASTON Bicester, Oxfordshire OX25 4SR ## **Charity Headquarters address** 32 GRANGE PARK STEEPLE ASTON Bicester, Oxfordshire OX25 4SR **Membership type** **Is the charity part of a wider group structure with a parent body and subsidiary bodies?** no, the charity is not part of a wider group structure ## **Employment contract types** ## **People were permanently employed by your charity** 0 ## **People were on fixed-terms contracts with your charity** 0 ## **Self-employed people were working for your charity** 0 ## **Governance policies** ## **Internal charity financial controls policy and procedures** Yes ## **Safeguarding policy and procedures** Yes ## **Financial reserves policy and procedures** Yes ## **Complaints policy and procedures** Yes ## **Serious incident reporting policy and procedures** Yes ## **Internal risk management policy and procedures** Yes ## **Trustee expenses policy and procedures** Yes **Trustee conflicts of interest policy and procedures** Yes ## **Investing charity funds policy and procedures** Not applicable ## **Campaigns and political activity policy and procedures** Not applicable ## **Bullying and harassment policy and procedures** Yes ## **Social media policy and procedures** Not applicable ## **Engaging external speakers at charity events policy and procedures** Not applicable ## **Safeguarding** **Has your charity provided services to children and/or adults at risk in the financial period of the return?** No ## **External risk and impact** ## **Donations,** Unknown/No Change/Not Applicable ## **Other income - grants** Unknown/No Change/Not Applicable ## **Other income - contracts** Unknown/No Change/Not Applicable ## **Other income - investment** Unknown/No Change/Not Applicable ## **Expenditure on charitable activities** Negative ## **Expenditure on overheads** Negative ## **Number of volunteers** Positive ## **Number of employees** Unknown/No Change/Not Applicable ## **Number of trustees** Negative ## **Fundraising activities** Negative ## **Capacity to deliver services** Positive ## **Total service demand** Positive ## **Volunteers** **Excluding trustees, provide an estimate of the number of volunteers who carried out charitable activities on behalf of your charity in the United Kingdom during the financial period of this return?** 20 ## **Privacy statement** **Any information you give us will be held securely and processed only in accordance with the rule on data protection. 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