Trustees’ Annual Report for the period
From 1[st] April 2024 To 31[st] March 2025
Charity name: Steeple Aston Village Hall
Charity registration number: 1197962
Please note that the minutes of the AGM and the accompanying Chairperson’s and Treasurer’s Report form part of this Trustee’s Report and have been incorporated into this document.
Objectives and Activities
| SORP reference |
||
|---|---|---|
| Summary of the purposes of the charity as set out in its governing document |
Para 1.17 | The provision and maintenance of a village hall for the use of the inhabitants of Steeple Aston and the surrounding area without dis�nc�on of poli�cal, religious or other opinions, including use for: a) mee�ngs, lectures and classes, and b) other forms of recrea�on and leisure |
| Summary of the main ac�vi�es in rela�on to those purposes for the public beneft, in par�cular, the ac�vi�es, projects or services iden�fed in the accounts. |
Para 1.17 and 1.19 |
Maintenance of Steeple Aston Village Hall in order that it is available for hire. Running of fund raising ac�vi�es to keep costs low for village residents. |
| Statement confrming whether the trustees have had regard to the guidance issued by the Charity Commission on public beneft |
Para 1.18 | The trustees have had regard to the guidance issued by the Charity Commission on public beneft |
Achievements and Performance
SORP reference See Chairman’s report Summary of the main achievements of the charity, iden�fying the difference the Para 1.20 charity’s work has made to the circumstances of its beneficiaries and any wider benefits to society as a whole.
Financial Review
| Financial Review | ||
|---|---|---|
| Review of the charity’s fnancial posi�on at the end of the period |
Para 1.21 | See treasurer’s report |
| Statement explaining the policy for holding reserves sta�ng why theyare held |
Para 1.22 | The policy is to hold the approximate equivalent of one year’s expenditure. This is reviewed periodically. |
| Amount of reserves held | Para 1.22 | £11,000 |
| Reasons for holding zero reserves |
Para 1.22 | Not Applicable |
| Details of fund materially in defcit |
Para 1.24 | None |
| Explana�on of any uncertain�es about the charity con�nuingas agoingconcern |
Para 1.23 | None |
Additional information (optional) You may choose to include further statements where relevant about:
The charity’s principal sources of funds (including any fundraising) |
Para 1.47 |
Principal income is from Le�ng the hall for social, educa�onal and exercise classes. Some addi�onal income is derived from specifc fundraising events (eg Village Quiz). |
|---|---|---|
| Investment policy and objec�ves including any social investment policy adopted |
Para 1.46 | Investment is low risk in a bank deposit account. |
| A descrip�on of the principal risks facing the charity |
Para 1.46 | The charity has no long term liabili�es or debts and therefore no fnancial risks. The building structure is maintained by the Parish Council and leased for a peppercorn rent from the Parish Council. |
| Other |
Structure, Governance and Management
| Descrip�on of charity’s trusts: | |||
|---|---|---|---|
| Type of governing document | Para 1.25 | Cons�tu�on | |
| (trust deed,royal charter) | |||
| How is the charity cons�tuted? | Para 1.25 | CIO | |
| (e.g unincorporated | |||
| associa�on,CIO) | |||
| Trustee selec�on methods | Para 1.25 | Trustees are proposed by socie�es that use the | |
| including details of any | facility and are then elected by the exis�ng | ||
| cons�tu�onal provisions e.g. | trustees. | ||
| elec�on to post or name of any | |||
| person or body en�tled to | |||
| appoint one or more trustees | |||
| Reference and Administrative details | |||
| Charityname | Steeple Aston Village Hall | ||
| Registered charitynumber | 1197962 | ||
| Charity’s principal address | Contact address | (Secretary); | |
| 32, Grange Park, Steeple Aston, Bicester, OX25 4SR | |||
Names of the charity trustees who manage the charity - see a�ached AGM Minutes
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)
Position (eg Secretary, Chair, etc)
Date
MINUTES OF THE ANNUAL GENERAL MEETING OF THE STEEPLE ASTON VILLAGE HALL TRUSTEES COMMITTEE
Monday 12 May 2025
Present: B. Brewer (Chair); M. Bulleyment (Secretary); C. Clarke; V. Cli�on; J. Coley; S. Cooper; S. Cummins; C. Ferguson; A. Haymes; T. McLusky; A. Moran; D. Morris; R. Preston.
Apologies J. White.
1. Minutes of the Mee�ng were approved and accepted – J. Coley and A. Moran.
2. Ma�ers Arising: Sally Cooper, Village Representa�ve has resigned, from the commi�ee.
3. Chairperson's Report:
Barbara Brewer had circulated her report to the Commi�ee in advance:
Gurgle and Co. a regular hire during term �me, has had to finish for personal reasons and the Annual Open Gardens, will not take place this year. However, I am pleased to say that other regular events, Bonfire Night, the Wassail and the Annual Quiz Night will con�nue and are well supported.
The valuable S106 funding has enabled us to install internet connec�on; new LED ligh�ng in the main hall, the kitchen and on the stage; a new sound system including a ‘snake,’ which is part of the system and a high-level step ladder. Two new tables are due to arrive and an addi�onal radiator for the Commi�ee Room, is being installed in May.
We completed the transfer to a CIO (Charity Incorporated Organisa�on) this year culmina�ng in the closing of the old charity.
We are s�ll trying to update the marke�ng for the hall and our thanks are due to John Coley, for his work in this connec�on.
The bookings for the hall con�nue to be well managed by Angela Smith and the cleaning by Amy Green and we con�nue to support and appreciate their roles.
My thanks are due to John White and to Stuart Cummins for their help with various jobs in the hall, and to John for all the work involved in gathering informa�on required for the S106 funding and submi�ng the applica�on on our behalf and in addi�on, for all his hard work rela�ng to the sublease. Thanks are also due to John and Helen White, for keeping our accounts in order and to Margaret Bulleyment, for maintaining our paperwork and her valuable work as secretary.
Finally, my thanks to all the Trustees and their partners and to my husband, Alan, for your con�nued and invaluable help and support over the past year – my last as chairperson.’
4. Treasurer's Report: John White had circulated his report to the Commi�ee in advance:
‘At the end of the year – Total Funds are £43.3K.
Reserve Fund £11.0K
Sink Fund £6.9K General Fund £25.4K
for the year is £1,128.08, however we have put £2.1K into the Sink Fund, over the year and have spent £960 from the Sink Fund on the floor.
income of £9.0K , splits into roughly £6.7K from le�ngs and £1.7 from fundraising, £1K down on last year.
Although le�ngs overall are only down £600, it is our declined, by about a third, over the year. The decrease in fundraising is about £600.
Our outgoings of £10.1K were reduced by about £300 from last year (mostly saved on u�li�es, despite £100 of new expenditure on the internet.) Staff costs were held constant at £4.6K, as was Insurance/Licences at £750.
Capital projects con�nue to be underway using S106 funding from the Town End housing development (these of course will not be shown in our accounts, as they go directly through the Parish Council.) We have now upgraded the ligh�ng and sound systems (LED ligh�ng, new amplifier, communica�ons snake and a high-level step ladder.) We have purchased some new tables, installed the internet and will shortly put a new radiator into the Commi�ee Room.
Whilst the trend on income is downward , there is no need to panic. We have control over the expenditure and have even been able to reduce it slightly, in difficult �mes of rising infla�on. We also carry at least one year’s income in the Reserve Fund and have nearly £7K in the Sink Fund to cover major expenditures in the coming years.
It is s�ll of major concern however, that income is down by 8% and with that in mind we have now started to market the hall, both in the village and beyond, with a view to a�rac�ng business from a wider cross-sec�on of the community.
This will enable us to fund further capital projects and/or subsidise use of the village hall for local residents.’
Richard Preston thanked Barbara Brewer and took over the Chair to elect the following –
Proposed by: Seconded by: Chairperson: Victoria Cli�on John Coley Chris�na Clarke Secretary: Margaret Bulleyment Barbara Brewer Richard Preston Treasurer: John White Chris�na Clarke Barbara Brewer
6. Elec�on of Representa�ves:
Two new Trustees were elected –
Proposed by: Seconded by: Village Representa�ve Anne Haymes Barbara Brewer Alison Moran Village Representa�ve Chris�na Ferguson Barbara Brewer Margaret Bulleyment
It was decided to elect the remaining serving Representa�ves en bloc and that Barbara Brewer, who remains on the commi�ee carrying out some of the du�es she previously carried out as Chair, be appointed Opera�ons Co-ordinator.
Archive: Stuart Cummins Badminton – Tuesday/Opera�ons Co-ordinator Barbara Brewer
Badminton – Thursday Alison Moran Choral Society: Margaret Bulleyment Garden Club: John Coley Valen�ne Club/Deputy Chair: Richard Preston PCC: Chris�na Clarke Sports and Recrea�on Trust: Torquil McLusky U�li�es/Audio-Visual Co-ordinator: John White W.I. : Deborah Morris Village Rep : Chris�na Ferguson Village Rep.: Anne Haymes
7. Any other Business:
There being no other business the AGM mee�ng closed at 8.07.
The 2026 AGM will be held on Monday 11 May at 8pm
in the Commi�ee Room
Chairperson’s Report for the Trustees of Steeple Aston Village Hall
May 12th 2025
Another year has flown by rapidly, and unfortunately we have lost two sources of income, Gurgle & Co, a regular hire during term-time, have had to finish for personal reasons and the Annual Open Gardens will not take place this year. However, I am pleased to say that other regular events, Bonfire Night, The Wassail and the Annual Quiz night will continue and are well supported.
The valuable S106 funding has enabled us to install internet connection, new LED lighting in the main hall, the kitchen and the stage, a new sound system including the ‘snake’ which is part of the system and a high level step ladder. Two new tables are due to arrive and an additional radiator for the committee room is being installed in May.
We completed the transfer to a CIO this year, culminating in the closure of the old Charity.
We are still trying to update the marketing for the hall and our thanks are due to John Coley for his work in this connection.
The bookings for the hall continue to be managed well by Angela Smith and the cleaning by Amy Green, and we continue to support and appreciate their roles.
My thanks are due to John White and to Stuart Cummins for their help with various jobs in the hall, and to John for all the work involved in gathering information required for the S106 funding and submitting the application on our behalf and in addition, for all his hard work relating to the sub-lease. Thanks are also due to John and Helen White for keeping our accounts in order, to Margaret Bulleyment for maintaining our paperwork and her valuable work as secretary.
Finally my thanks to all the Trustees and their partners and to my husband Alan for your continued and invaluable help and support over the past year, my last as chairperson.
Barbara Brewer
Chairperson.
Steeple Aston Village Hall
Treasurer’s report for 2024-2025
At the end of the year total funds are £43.3K, being £11K in the reserve fund, £6.9K in the sink fund and £25.4K in the general fund.
and have spent £960 from the sink fund on the floor.
fundraising, £1K down on last year. Although le�ngs overall are only down £600 it is our regular le�ngs that have significantly declined over the year (by about 1/3). The decrease in fundraising is about £600. Our outgoings of £10.1K were reduced by about £300 from last year (mostly saved on u�li�es despite £100 of new expenditure on the internet). Staff costs were held constant at £4.6K, as was Insurance/Licences at £750.
Capital projects con�nue to be underway using s.106 funding from the Town End housing development (these will of course not be shown in the accounts as they go directly through the Parish Council). We have now upgraded the ligh�ng and sound systems (LED ligh�ng, new amplifier, communica�ons snake and high level step ladder). We have purchased some new tables, installed the internet and will shortly put a new radiator into the small mee�ng room.
Whilst the trend on income is downward there is no need for panic. We have control over our expenditure and have even been able to reduce it slightly in difficult �mes of rising infla�on. We also carry at least one year’s income in the reserve fund and have nearly £7K in the sink fund to cover major expenditures in the coming years. It is s�ll of major concern however that income is down by 8% and with that in mind we have now started to market the hall both in the village and beyond with a view to a�rac�ng business from a wider cross-sec�on of the community. The hall would clearly benefit from increased le�ng income, par�cularly from outside of the village. This will enable us to fund further capital projects and/or subsidise use of the village hall for local residents.
John White,
Treasurer
CHARITY COMMISSION FOR ENGLAND AND WALES sts•ph A•ion Vlll•g• H¥1 1197982 Receipts and payments accounts CC16a For th• perfj 012• To 3110312S Section A Receipts and payments unltrIcte•j fund• toth• M•r•81 Restricted fund• Endowment fund• Totsi funda L88t year to lh• n••rnJt É totho noarwt £ A1 Recelpt8 Inlereyt 281 Lettiws Furthw¥ 6.740 740 7,350 1.099 1.249 1.032 1.032 Sub total(Gross iiKaTh IAR} A2 Asset and inve•lment •#le•, 18•• tsblel. Sub total 9.97• A3Pa Ckarring Lethng Awt Fee5 3.1X+ 3.1 3,120 1,930 752 2.081 470 In3ur3KA and Liwr 752 Mix4lalleD 144 144 291 Sub ¢oth A4 A88et and Inv•8tm•nt purehases.18ee table) Sub tot• Net of recoipts/(p•ymonts) A5 Tr•n•lern belwe•n fun(ts A6 Cuh fund•1•8t yur •nd Cash fun¢ts this y••r 12 12 41,637 12 12
Section 8 Statement of assets and liabilities at the end of the period Unr••lric¢d lund• RMtriet•d fund• nwr••i£ Endo¥ffli•nt funds to n••r••t £ B1 Cmh fund• Tot•1 ¢••h fvnds 43.206 Unr••trtct•d fund• R••trfjcl•d luftd• Endowment fund• Deiails Io •r•St t Fur to urr•nIvu lop1) Det3115 Fur¥J 10 i¢h ¢ufr•Nv•h OÈtails 84 A•o•ts r•t•ln•d lor lh• ¢h•rlty'• owTr Fund towN¢h Amount 1)0 Del815 86 U•bllltl Date of rov81 trust• Print Name JOHN WHITE 22* Jan 2028