STEVINGTDN YILAGE KALL srEVINGTON VILLAGE HALL REGISTERED CHARITY: 1204630 Stevington Village Hall Court Lane Stevington MK43 7QT 1010912025 Stevington Village Hall Trustees Annual Report for 2024 Version 1.2 STEVIHGTThI VILLAGE HALL STEVINGTON VILLAGE HALL EGIsfERED CHARrrY: 1204630 Contents Truste¢s Annual Report for 2024...-.....................................................................................-.... Contents............................................................................... ................................................. Introduction............................................................................................................................ Objectives and A¢tivities.....-...-......-...................................................................................... Charitable Objectives.......................... Activities....... ............................ ....................-....-..-...-......................................... . Guidance issued by the ChaTity Commission......... .......................................................... Contributionmade by volunteers..... .... ....... .................................................................... Achievements and Perfornwice............................................................................................ Hall Management....................... ......... .. ... . .................................................................... Events organised during the Year..................................................... .............. ................. Regular Clubs........................................................ . .......................................................... Bookings General Update.................................................................. ............................... Website & Marketing..... ... ......... .. Structure & Fabric work undertaken......................................................... .... ............. ..... Emergency Resilience Centre........................................................... Achievements and Perforn]ance Summary........................................................................ rinancial Review........................................................................................................ .... General....................................................................................................-.......................... Income.....................-.................-..-.......-..... -...................................................................... Expenses.............................................................................. .............................................. Fixed assets.....................-.......-... ..-..-................................................................................ Bank accounts................................................................................................ ................... Reporting Public Benefit.......................................... Independent Inspection of Accounts........................................................ .. Reserves Policy .. The Management of Cash................................................................................ ................. Structure Governance and Management.......................................... .. .................................. Governing Document......................................................................................................... How the Charity is constituted..................................................................... ..................... The Trustees............................................................. .. .............. ...................................... Governance uEyJates................................................................................................. Financial Statement for the Period Ended 3151 December 2024.... STEVINGTON VILLAGE HALL STEVINGTON VILLAGE HALL REGISTERED CHARrrY: 1204630 Introduction The village of Stevington with a population of circa 750 people is situated approximately 6 miles northwest of Bedford. The Ifillage Hall in Stevington is managed by Stevington Village Hall ISVHI. a Charitable Incorporated Organisation ICIOI. in conjunttion with Stevington Parish Council who hold the land and buildings in trust on behalf of the residents of the village of Stevington. The CIO was created in September 2023 with the closing down of Stevington Social Centre lan Unincorporated CharÉty) who previously managed the Village Hall. The CIO Charltable Incor orated Or anisation is a legal structure specifically for charities in the UK, providing them with corporate benefits like limited liability for trustees and the ability to hold assets and contracts in their ovm name. The assets managed include= the village hall buildin& car park; play area; and the recreation area including football pitch. In addttion to Mana￿ng the Village Hall assets. Stevington Village Hall promote cultural and social events on behalf of the village. The Stevington Willage Hall CIO. have fonnally requested the transfer of the land and buildings from Stevington Parish Council1SPCI to the Stevington Village Hall CIO. The SPC have replied that they see this transfer as an unnecessary artivity and a potentially complex process. consequently are not minded to action this request. The SPC and the SVH Trustees are likely to have further discussions around this topic. STEVINGTON VILLA£E HALL srEVINGTON VILLAGE HALL REGIsfERED CHARITY: 1204630 Objectives and Artivities Charitable Objectives The objectives of the CIO are to establish and run a village hall and to promote for the benefit of the inhabitants of the parish of Stevington and the surrounding area l.area of benefit") without distinction of sex, sexual orientation. age. disability, nationality, race or political. religious or other opinions the provision of facilities for recreation or other leisure time occupation of indiwduals 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 wrth the object of improving the conditions of life of the said inhabitants. Activltles The activities of Stevington Village Hall {SVHI are to: (i} Support the recreational and sporting use of the hall and grounds for all ages {21 Organise, provide and promote educational and cultural activities throughout the year refletting the interests of the residents (31 Increase and widen the participation for events in the Village Hall {4} Ensuringthat the hall and grounds comply with all statutory requirements 151 Maintainingthe assets of the Holding Trustees {Stevington Parish Council) and those of Stevington Vi113ge Hall CIO {6} {71 Providing a safe environment for all users of the hall Operatingthe hall and grounds in a manner which is financially independent from Stevington Parish Council. with a limited number of exceptions such as insurance and certain aspects of grounds maintenance. These artivities are delivered along semi commercial lines by making the assets available for hire to people and organisations who are residents and non-residents. reflecting those differences in the charging structure. Guidance issued bythe Charity Commission The trustees have had regard to the guidance issued by the Charity Commission on public benefit Contribution made by volunteers All of the Stevington Village Hall attivities are delivered by volunteers. The Stevington Village Hall does not directly employ any people. It is estimated that throughout the year we have approximately 60 volunteers. All activities are delivered by volunteers or contractors and we need to take steps to ensure thattheir status as regular contractors are maintained and that they are not classed as employees. We would like to thank all volunteers for their services in 2024 with a particular mention to Hugo Van Kempen for managing the ILK) Club. STEVINGTON t￿LLA￿ HALL STEVINGTON VILLAGE HALL REGIsfERED CHARrrY: 1204630 Achievements and Performance 2024 has been a challenging year with a transttion between the old 5tevin8ton Social Centre committee and the new CIO management team. The outgoing committee has continued to provide support during the handover. Hall Management The outgoing committee took the proactive decision to introduce the role of Hall and Bookings Manager. The work is not regular and is contracted out. Along with the routine tasks thatthis role is required to undertake, a key part of it, is to promote the Hall as a good venue available for hire. The Committee plan to sit down soon to discuss additional ways to promote the hall as a venue and thereby increasing the Revenue that this role brings in. Events organised during the Year 12k race Picnic in the park Fireworks display Christmas party Christmas film Guitar concerts Regular Clubs Cinema Club Bowls club IIX) club Ithanksto Hugo Van Kempenl. Football Club IOakley} Table Tennis Yoga / Pilates class (stopped during 20241 Bookings General Update Tariffs have been updated NHS bookings have stopped Website & Marketing We now have an updated website content A new SVH logo has been created A Facebook page has been created to promote Village Hall events Contributions to the Village Magazine articles have been made every quarter Structure & Fabric work undertaken Cladding refurbishment has been completed New LED lighting has been installed to reduce our power consumption and cost New fire extinguishers have been installed STEWNGTON VILLA5E HALL srEVINGTON VILLAGE HALL REGisfERED CHARrrY: 1204630 Emergency Resilience Centre The committee is pleased to be able to offer the Ha51 as a resilience centre for emergencies. Achievements and Performance Summary The Trustees are satisfied that the Charity objectives have been met. All involved with the Village Hall wish to paytribute to the late Roger Penney who made a huge contribution towards: appointing a hall manager- maintenance and repair; and the setting up of the new Village Hall Charity. STEVINGTOII VILLAGE IALL STEVINGTON VILLAGE HALL REGIsfERED CHARrrY: 1204630 Financial Review General The Stevington Social Centre charity was closed down and a new Stevington Village Hall charity la CIO) was created with effect from 7 September 2023 and the figures presented in this report are for the 16 months from 7 September 2023 to 31 December 2024, the financial period set by the Chartty Commission. Bank accounts and assets were transferred from the Stevington Social Centre charity into the new Stevington Village Hall charity la cio). There were no employee5 and all work was carried out by volunteers or contrattors. The accounts for 2023124 have been prepared on a cash basis. Incorne Income for the period totalled £25.409. Events held in the period provided a positive cash flow to the Village Hall. The cinema club has continued to be successfijl and made a net contribution to funds of £2040. The ICM) Club with a membership of about 83 people provides regular income for the hall through a monthly lottery. One-off hall hires remained at a similar level to that reported in the yearto 31 December 2022. A Total of £751 was received from the hosting of the Guitar concerts, of which £524 was from ticket sales and the balance from bar sales. For bar and kitchen stock we would normally expect wastage of between 5 and IO% as Stock goes out of date or only part consumed. We add ItK)% markup to the purchase cost of snacks and drinks to cover profit, overheads and wastage and this will be reviewed regularly. Expenses Expenses in the period totalled £25,072, as shown in the attached financial statement. As part of the old committee stepping down, itwas decided to bring on board a hall manager who is paid on an hourly rate. The increase caretaking and deaning in the period represents this additional expenditure. Utility charges in the period were down compared to prior year. It was found in the period that electricity had not been charged at the correct rate. This has now we been rectified and an agreed payment plan spread over 12 months has been agreed with the supplier. In the year work was completed on cladding the front elevation of the Hall. The material costs and scaffold costs are included with Repairs and Renewals. Atotal of £14CKI was spent in the purchase of LED light panels and fire extinguishers. These costs will not be shown as fixed assets. Fixed assets Stevin8ton Social Centre held assets totslling approximately £80,(KIO. On reviewin8 records, it appears that most of these assets were bought some years ago. In the social centre, the assets were shown at cost, however, in the new CIO, the assets are now valued at their net realisable value, ie their depreciated value rather than their replacement value. The value of STEVINGTDN v￿LAGE HALL srEVINGTON VILLAGE HALL REGisfERED CHARrrY: 120463 assets at 31 December 2024, is now significantly lower than the value shown in earlier years. Bank accounts There are 4 bank accounts held bythe Village Hall, 3 with Barclays and l Natwest account. The Natwest Account is purely for the £100 club. There is a general Barclay5 current account. a Cinema Club current account and a premium savings account into which some surplus funds were transferred in the year. These surplus funds earned interest of £72. This split also provides protection for the reserves as not all payment cards (for example the one held bythe Hall Manager) can access all funds. Reporting Public Benefit The Social Centre Charity do not make general donations or provide financial support unless linked to the Charity objertives. Public Benefit ts delivered through the provision of hall and recreational spaces together with community events and activities as listed earlier in this report. Sometimes these events and activities make a loss, but are still delivered as they are perceived to be delivering a public benefit. Independent Inspection of Accounts With income {excluding donations and grants) exceeding £25,(KXI. we are required to have the accounts independently examined bythe Charity Commission. but it is also good practice. The Trustees wish to thank Lesley Van Kempen for carrying out an inspection of the accounts and making recommendations for improving financial management and the inspection report is attached to this Trustees Report. Reserves Policy A Finance Policy has been developed and adopted by the executive to operate the finances to ensure a minimum bank balance of £l,O(K) is available to deal with emergency repairs. The balance of any cash reserves is held either in a current bank account or savings account. While interest rates have risen recently providing an opportunity to transfer reserves into savings accounts. interest rates are expected to fall back again soon, hence this doesn't need to be a priority. A maximum float of £250for cash payments is held by the Treasurer, mainly in coins, to support bar and kitchen turnover in connection with the Cinema Club and live events. These arrangements should be reviewed regularly. The Management of Cash Where possible receipts and payments are managed electronically through our bank accounts, typically online and using debit cards with very occasional payment via cheques. However, income from events and bar activities involve the management of large amounts of cash. Due to Covid there has been a policy of taking cashless payments and these have been metthrough the use of card reading machines purchased forthat purpose in combination with iPads to track the expenditure categories and as Trustees we welcome that change. STEVINGTON ViLAGE HALL srEVINGTON VILLAGE HALL REGISTERED CHARrrY: 1204630 Structure Governance and Management Governing Document The structure. governance and management of the Charity is set out in the new CIO Stevington Village Hall governing document. How the Charity is constituted For practical purposes the Charity is managed through: an Executive (Chair, Treasurer. Secretary)- a Committee that represents users of the hall together with the Executive- Trustees who are also Committee members. The Trustees There were five Trustees during 2023124. The trustees who held office during the year were: Mr S Cole Mrs B Collins Mr G Thomas Mrs L Penney Mr R. Penney (now deceased) Mr J Surtees (Stevington Parish Council representative) Governance updates We have a range of policies and procedures covering: Financial controls Safeguarding Financial reserves Trustee conflicts of interest Health and Safety Risk management BookingTerms and condstions These continue to be reviewed and amended. STEVINGTIJI LLAGE MALL STEVINGTON VILLAGE HALL REGIsfERED CHARITY: 1204630 All as approved by the Trustees: Steve Cole Signature......... ......... ...............................Dated.LZ Gary Thomas zz Linda Penney ..Dated...2.z/.912 &- .... Barbara Collins Signature..........3 Ci...U..kn: , James Surtees SignatUTe........................................-..-......- Prepared on bel]alf of the Trustees by: Fiona Hart Ives (Tre&surer) io STEVINGTOK VILAGE MALL srEVINGTON VILLAGE HALL REGISTERED CHARrrY: 1204630 Financiol Stotementfor the Period Ended 31" December 2024 Stevington Willage Hall Income and Expenditure Statement Accounts from 7 September 2023 to 31 December 2024 Receipts Cash float £ Total £ Events 17,790 1,858 2.907 18.359 1.478 3,459 2.040 72 100 Club Hire of Hall & Grounds Cinema Club Other income -380 552 72 TOTAL INCOME 24,668 740 25,409 Expenses Caretaking & Cleaning Utility Charges Licentes/Software Repairs & Maintenance Food and Wine PPS 4.282 4.282 6.698 1,608 5,288 3,312 18 1,608 5.288 3,312 18 EquipmentlF&F Other Costs 2,190 1&3 2,374 TOTAL EXPENDITURE 24,889 183 25,072 |**Stevington Village Hall**|**Stevington Village Hall**|**Stevington Village Hall**|||| |---|---|---|---|---|---| ||||||| |Accounts from 7 September 2023 to 31 December 2024|||||| |Income and Expenditure Statement||||Cash float|Total| |||Receipts £||£|£| ||||||| |Events|||17 790|568|18 359| |100 Club|||1 858|-380|1 478| |Hire of Hall & Grounds|||2 907|552|3 459| |Cinema Club|||2 040||2 040| |Other income|||72||72| ||||||| |TOTAL INCOME|||24 668|740|25 409| ||||||| ||||Expenses £|
£|£| ||||||| |Caretaking& Cleaning|||4 282||4 282| |UtilityCharges|||6 698||6 698| |Licences/Software|||1 608||1 608| |Repairs & Maintenance|||5 288||5 288| |Food and Wine|||3 312||3 312| |PPS|||18||18| |Equipment/F&F|||1 494||1 494| |Other Costs|||2 190|183|2 374| ||||||| |Total Expenses|||24 889|183|25 072| CHARITY COMMISSION FOR ENGLAND ANO WALES Independent examiner's report on the accounts Sectlon A Independent Examlnevs Report Report to the trusteesl mombers of Stevington Village Hall On accounts for the year ènded 16 months erwjed 31Decerrt)er 2024 Charlty no {If any) 1204630 Spt oirt on pa988 I report to the trustees on my examination of accounts of the above arity l-tts Tmsf) for year ended 31112r2024 Responslbllltles and the tharity trustees of the Trust. you are responsibte for the preparation basis of report of the aco)unts in aC￿rdan￿ vKth ts requireffents of the Chari￿5 Act 2011 I report in resk*d of my examination of the Trusl's accounts carried out uThJer section 145 01 ￿ 2011 Act and in carrying oul my examination, I ha*•E foll0v￿1 ￿ applicable DirectK)ns given by Charity Commission under section 145(5)Ib} of the ACL I habE compkted my examinatic￿. I confimi that no malefial matters ha me to my attention (olher than that disdosed bel￿￿.) in connection with the eXaM￿at￿)n gives cause to belEve that in, any material respecl.. accounts'ng reccrfds vEre not kepl in accordan￿ V•ryth section 130 of the Act or the aco)unts do not ac￿nI vith aC￿￿ting reoirds I have concems arKI haNe come across no other matters in conrEction wrth the examinab.on to which attention should be drawn in order to enable proper understanding of the accounts lo be reathed. . Please dekte the the brnckets rfthey thi not apply. Dats.. Independent examln•rfs statement Slgned: Name: Mr5 Lesley Van Kerry)en Relevant professlonal qualrflcatlon(s) or body Irf any)". Address: 14 West End Stevington Bedfordshife MK43 7QU IER October 2018 Section B Disc losure Onty complete if the examirÉr rwls to h￿hlIght matters of con￿rn (see CC32, Indep￿nI exarr#nabon of charity at￿￿ts. dIreCt￿n5 and gU￿an￿ for exatriners). Glve here brlef d*lls of any Items that the èxarnlnor wbhos to discloso. SteVin￿on Village Hall {SVH)has transferred assets over from charity at the lower of cost arKI net realisable val￿. SVH needs lo ensure that the sarne treatment is adopted for any rEw assets going foThvard. Given ￿ cost of bar stock. it V•Duld be adwsabie, rf possible. to introduce a slock control system. This is gereralty good ac(y)untsng pra￿1￿. SVH adopted Zettle fairfy recently. 11 may be benefiaal lo see if there are additional funclions V*ilhin Zettle that can assist in ryrovTrng reporting ie stock ontrol There is a shared dtyjd Storage system Ihal shoutd be used for uploading all doojments, re￿Ipts aTrJ invol￿S etc. The use of this system rematns In￿lSi5tent aThl ￿tter use needs to encouraged. Ensure that any sU￿lUS fijnds are nw)ved o%er to a Pwgher interest account. IER Octobor 2018