## FLEET MEADOW COMMUNITY HALL TRUST REGISTERED CHARITY NO: 1200789 TRUSTEES’ ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31[ST] JANUARY 2025 1 CONTENTS OF THE TRUSTEES’ ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31[ST] JANUARY 2025 GOVERNING DOCUMENT OBJECTS OF THE CHARITY TRUSTEES ACTIVITIES AND ACHIEVEMENTS DURING THE SECOND YEAR FINANCIAL Regular/Recurring bookings Single bookings Receipts Payments Receipts and Payments CHALLENGES OUTSTANDING ACTIONS DECLARATION RECEIPTS AND PAYMENTS YEAR ENDED 31 JANUARY 2025 – attached NOTES TO THE FINANCIAL STATEMENTS FOR YEAR ENDED 31 JANUARY 2025 - attached STATEMENT OF FINANCIAL ACTIVITIES FOR YEAR ENDED 31 JANUARY 2025 – attached BALANCE SHEET AS AT 31 JANUARY 2025 - attached 2 The Trustees present their second Annual Report for the financial year ended 31[st] January 2025. (On the 31[st] January 2023 all the assets of Fleet Meadow Community Association (FMCA) registered charity number 900345, were transferred to Fleet Meadow Community Hall Trust (FMCHT), registered Charitable Incorporated Organisation number 1200789.) The charity’s address is Fleet Meadow Community Association Hall, Sandringham Road, Didcot OX11 8TP. ## GOVERNING DOCUMENT Fleet Meadow Community Hall Trust was founded in February 2023 as a charitable incorporated organization (CIO). The organization is governed by a constitution which is based on the model Constitution for Community Associations produced by the National Federation of Community Associations. ## OBJECTS OF THE CHARITY The objects of the charity is “to promote for the benefit of the inhabitants of Didcot and the surrounding area the provision of facilities for recreation or other leisure time occupation of individuals who have need of such facilities by reason of their youth, age, infirmity or disablement, financial hardship or social and economic circumstances or for the public at large in the interests of social welfare and with the object of improving the condition of life of the said inhabitants.” ## TRUSTEES The Trustees are defined as members of the Committee. Didcot Town Council is the overall Charity Trustee of the CIO. The Committee has seven serving Didcot Town Councillors elected every May to serve for one year – with voting rights. Two non-voting members also served on the Committee. |Name of Trustee|Votingor non-voting|From|To| |---|---|---|---| |M Khan - Chair|V|February2024|February2025| |D Rouane – Vice Chair|V|February2024|February2025| |T Worgan - Treasurer|V|May2024|February2025| |H Macdonald|V|May2024|February2025| |A Jones|V|May2024|February2025| |L Hislop|V|May2024|February2025| |Z Mohammed|V|May2024|February2025| |Monica Kendall|NV|February2024|February2025| The management of the Hall follows the following process: - Chair – to be elected at the AGM held annually from April. - Honorary Officers – to be elected at the AGM held annually from April. - Remainder of the Committee confirmed at the Annual Meeting of Didcot Town Council held every May. - Non-voting members confirmed at the AGM held annual from April. 3 ## ACTIVITIES AND ACHIEVEMENTS DURING THE YEAR ## FINANCIAL The second financial year of the Trust ran from 31[st] January 2024 to 1[st] February 2025. Most of the regular hirers continued seamlessly from one year to another without interruption. All regular hirers are invoiced monthly in advance of their hire. ## Regular/recurring bookings Fleet Meadow Community Hall was hired out on a regular basis to approximately 24 different groups for a wide variety of activities. ## Single bookings The hall was booked for 1,793 single bookings – 242 more than last year. These hires were for a range of social, educational and physical activities and for religious purposes within the community. The hall provides a facility for recreation and leisure time occupation. ## Receipts Income from regular bookings was £45,080. Rates of room hire remain unchanged along with the new storage charges -1 box @ £10 to the full cupboard @ £40 per month. |Space|Daytme (before
6pm)|Evening (afer 6pm
and weekend)|HIRE RATES - FOR
25/26| |---|---|---|---| |Main hallper hour|£11|£17|NO CHANGE| |Commitee Room per
hour|£8|£12|NO CHANGE| |Whole Facility (main
hall, Commitee and
kitchenper hour)|£19|£29|NO CHANGE| |Kitchen hireper hour|£5|£5|NO CHANGE| |Whole facility all day £218 NO CHANGE
Whole facility 3pm – midnight £185 NO CHANGE
Whole facility 6pm – midnight £160 NO CHANGE
Set damage deposit £100 NO CHANGE|||| |Additonal 1 hour clean up post midnight £73 NO CHANGE
Storage costs remain unchanged at a cost of one box £10; half a cupboard £20; full cupboard
£40 per month.|||| 4 There were no grants received in this period although the application for a grant for the solar panels will be applied for again in the new year. ## Payments Expenditure on up-dating the building include: - Replacement flooring in building entrance - £1,611.60 inc VAT - Fence posts fix around the site - £938 inc VAT - Boiler repairs - £582 inc VAT - Up-grade of lights, timer for outside lights and PIR - £1,041.03 inc VAT - Renovation of office area for Riverside - £16,373.14 (£14,045 initial works; £1,330.60 to upgrade the doors; £997.50 for additional sound-proofing). - Business Watch system installation - £3,912 inc VAT - Defib cabinet - £201.36 - Asbestos Survey - £594 - New microwave for kitchen - £60 - Independent examination of accounts - £612.00 The Trust was granted a free Energy Efficiency Scheme assessment. The estimation included a range of recommendations to improve the energy efficiency of the building which is currently rated at G – the lowest Energy Performance Operational Rating. As a result the Estate team will be working on projects to improve the running of the building including: - Installation of solar PV panels (a new grant has been applied for) - Replacement windows and doors - Installation of an air conditioning unit in the main hall - Installation of de-stratification fans - Improvements to the insulation ## Receipts and Payments The receipts and payment accounts show the total bank balances at the end of the financial year. The opening balance (cash at the bank and in-hand) as at 1[st] February 2024 was £54,305.10. Total net assets - £60,660. The only income throughout the 24/25 year was room hire @ £ 45,080 – reflecting well on the previous year of £32,153. Expenditure was consistent @ £34,998 (£35,574 previous year). Funds carried forward show an increase of £10,082 to £70,742. ## CHALLENGES The legal situation regarding the RESTORE organization is ongoing and Didcot Town Council is communicating with the Charity. Didcot Town Council staff are fitting in the management of this building along with their other duties. Bookings are also being managed by Town Council staff. The Estates Team at Didcot Town Council has extended their staff to manage this building along with others in their portfolio. 5 Fleet Meadow Community Hall enjoy substantial management savings from the use of Town Council staff. The Centre also benefits from the expertise and skills from the Town Council staff – training and qualifications all paid for by the Town Council. Hours spent managing Fleet Meadow Community Centre are invoiced at the usual hourly rate for the different staff. ## OUTSTANDING ACTIONS The Asbestos Management Survey was carried out. The result was very low risk and the action to monitor the blue boards on the outside of the building. No asbestos was found within the building. Staff will monitor the blue boards weekly. Another outstanding action is to draft a policy to capitalize the charities assets and to open a higher rate bank account to earn some interest. ## DECLARATION I declare, in my capacity as Chair of the Fleet Meadow Community Hall Trust, that the Trustees have approved the report above and have authorized me to sign it on their behalf. Signature Full Name Position Date 6 Statement of financial activities (incorporating an income and expenditure account) For the year ended 31 January 2025 2025 Total 2024 Total Not Income from., Donations and legacies Charitable aclivilies.. Hall rental Inve51menl income Other income 45.080 32,153 64,081 Total Income 4S,080 96.234 Expenditure on.. Raising funds ChaTilable activities.. Staff costs Direct costs Support ctssts 7,904 22,675 4,419 3,156 30,246 2,172 Total expenditure 34,998 35,574 Net income I lexpenditurel before net gains I Ilossesl on investments 10,082 60,660 Net gains l (losses) on investments Net Income I lexpendltur81 for tho year 10.082 60,660 Transfers between funds Net movemént in fund$ 10,082 60,660 Reconclllation of funds: Total funds brought forward 60,660 Totsl funds ¢arrlad forward 70,742 60,660 All of the above result8 are derived from continuing activities. There were no other iecogni5ed gains or losse5 Other than those slated abov•. The allached notes form part of these financial statements. Balance sheet As at 31 January 2025 2025 2025 2024 2024 Note Fixed a55ets: Tangible assets Investments 26,780 7,731 26,780 7,731 Curront assgts: Debtors Cash al bank and in hand 4,2B6 41.194 45.4BO 54,305 54.305 Liabi1Stlès: Creditors.. amounts falling due within one year 11,Sq81 11.378) Net cvrrent assets l {liabllltièsl 43,962 52.929 Total net assets I Iliabilitiesl 70.742 60,660 Funds Unrestricted Funds 70,742 60,660 Total funds 70,742 60.660 The financial 51alemenls were approved and aulhorised for issue by the Trustees on .2025 and signed on their behalf by.. Z&/,. Name Trustge The allached notes form part of the financial slatemenls. Notes to the financial statements For the year ended 31 January 2025 1 Accounting policies al Basis of preparation The financial statements have been prepared in accordan¢e with Accounting and Reporting by Charities." Slalemenl of Recommended Practice applicable lo charities preparing their accounts in accordance ￿rith the Financial Reporting Standard applicable in the UK atKJ Republic of Ireland IFRS 102 - effe¢tive 1 January 20151- (Charities SORP FRS 102). The eharily meets the definition of a public benefit enlily under FRS 102. Assets and liabilities are initially recognised al historical cost or transaction value unless olherwse slated in the relev8nl accounting policy or note. bl Going conc8rn The Iruslees consider that there are no material uncertainties about the charity's ability to continue as a going concern. The trustees do not consider that there are any sour￿5 of eslimalion uncertainty at the reporting dale that have a significant risk of causing a material adjuslmenl lo the carrying amounts of assets and liabilities within the next reporting period. cl Income Income is recognised when the charity has entillemenl lo the funds, any performance ¢ondilions allached lo the in¢ome have been mel, it is probable that the income wll be received and that the amount can be m6asur6d rellably. Fund accounting All funds received are unreslricled and available for use by the charity. gl Expendltur& and irre¢overabl8 VAT Expenditure is recognised once there is a legal or wnslru¢tive obligation to make a payment lo a third party, il is prL)bable that selllemenl will be required and the amount of the obligation ¢an be measured reliably. Expttndllu￿ is classified under the following activity headings.. Staff wsls, being the cost of staff emplloyed by Oidcol Town CouncAI recharged lo the Premises costs, being the costs of mainlalning the bulldlng and renting il out for use by members of the community. Support costs, being those adminislralivp costs ne¢essary lo support the purposes ol the Irrecoverable VAT is Charged as a cost agaSnsl the activity for which the expenditure was 51 Propèrty The freehold of the property is held by Didcot Town Council. The lease is held by Fleet Meadow Community Association IFMCA) registered charity number 900345 and is in the process of being 11 Tangible fixed assets Building improvements and items of equipment and furniture have been capilalised and their costs depre¢ialed using the straight line method over their expected useful lives Vtyilh a full yearfs depreciation being charged in the year of purchase. The expected useful lives used are.. Building improvements 10 years Fixtures and fillings Furniture 5 years 5 years kl Debtors Trade and other debtors are recognised al the selllemenl amount due after any trade discount offered. Prepayments are valued al the amount prepaid net of any trade discounts due. 11 Cash at bank and in hand Cash at bank and cash in hand includes cash and short term highly liquid investments with a short malurty of three months or less from the dale of acquisition or opening of the deposit or slmilar ml Creditors and provisions Creditors and provisions are Tecognised where the charity has a present obligation resulting from a past event that will probably result in the transfer of funds lo a third party and the amount due lo settle the obligation can be measured or estimated reliably. Creditors and provisions are normally recognised at their setNemenl amount after allowing for any trade discounts due. Notes to the flnanclal statements For the year ended 31 January 2025 2 Other Incom8 2025 Total 2024 Total Funds trn5ferred from previous trust Cash al bank and in hand Furniture al Iruslees valuation 63,481 600 64,081 Total 3 Net Incomo I lexpendlturg) for the year This is slated after charging I Icredilingl.. 2025 2024 Depreciation Independent examiner's remuneration.. Independent examination fees 4,317 1,442 510 The charity employs no staff. The staff costs charged are for Didcot Town Council staff who have worked lo deliver the services of the charity for which the council Charges Ihe charity al an hourly rate. 4 Taxation The charity is exempl from corporation lax a5 all ils income is charitable and is applied foT charitable purposes Notes to the Ilnanclal staternent5 For the year ended 31 January 2025 6 T8nyiblÈfixÈd Bsoets Impyovement Flxtures end Furnltur• Totsl Cost Allh8 Ftartolthgy8ar 3,928 17,985 4.645 5,225 9,173 23,Jts 146 Dlswsals In year Althe &nd ofthoyé 9,880 746 32,639 DÈpreeiatk) Allhe slart of ￿ y¢ai Charge lorthE year EI￿nIna1ed on dSs905 393 2.192 929 1.978 120 1.442 4,317 Al Ih&end of Ihe year 2,585 2.9DS 769 Atth• •nd of th• year 19,328 6,975 477 26,780 Allhe $L9rt oflh9 ye4T 3.$3S 480 7,731 l ofthe above0S9etsAre usèd Icr ch2FftaNè pwpose 6 DebtOryJ 2026 2024 TrAdedeblOFS Oth8rdEbl￿s1￿dvd1n9St¢rlltsd1DcOfft ple￿YMèntS 2,070 1*02 614 4386 7 Credltor6: amounts falllng rfug wllhln Dnoyevr 2Q26 2024 Trarte CrEdit￿S Taxation $otlÈl securty Olher¢iedltors 1,273 246 1,376 1,518 1.376 8 Contlngènt a##èts ttrll4b11111•4 Lègol •tstV6 olthe charlty Th& Fbel hle&ow Community Tru$li$ a ¢haiitabYe Inrorporelgd org4t¥$etion ICIOI regi8letBdwlh the Charty ¢ommisSicwl114giSiièbDn rtuythèr 12007891 on. It9 govèrnlty ¢kncumeffliS Its Mnsiivlknn and Ih&only volng memberiaro Iho trU$teo5. ID R•latsd partytransa¢liOns thdcotTowh Copthcl is Ihe Dveialltlustee of th&chArityAr￿ Ihe vobng membersollho board qre gle¢ted rnemb9rs of Ihe councl. The ¢oun¢ll p￿deS $gryke& charity whh*grotharg8d alcoslto Iha chaity Thls yoarlhe told amount af such cha¢oeywag t7.604 31. Rei)ort of the independent exiiminer to The fi Icet Meadow Coiniiiiinily H#ll Ch#rily Re%pectivL' rcspDllsibiltties Trrtru5tl￿ indcpendent exaniiner Tlie Clidriiy's Ii'usiee is rcspoiisible lor Ilic PiP4iraiioii of Ihe aCLOllI)Is. -flir Clioyily's Iru51cL Folloiv tlie proLedurcs laid doivii iii ihe Cienercil Dire¢iiDn% &>iveii by th¢ Charily Ihis rewri is i1)￿1de solcly io Ilie Tiwsiecs of Tlie fieei me￿idOls Coi)iiniiiiil) Hall iji dLLvrdan¢c those rnaiicrs l rcqLiircd 10 iii ai) ¢xainiii¥r's r¢port foi. Iio uiliei. purpose. To Ilic fullesi e.xienl of inilL'pen(IL'nl i'xaniiner'* reporl Mv exiliniiiaiiDn iVL25 carried oui in 4?ccurd4?iicL iviih Ihc OLner￿1 Dircciion foi. Iiidepl'iiileni i %ftniiner'.% stalemenl ersi£l din¥1 y)f IliL dL¢UillilS io be rcacliLd. Siumrl J l)i)Ilkr(I 21, NnvL'iiib¢r 2025 or lliid on bclmlf ol-Aiidilinui Solulioi)s Lid