LONG OITTON VFLLAGE trIALL Long Ditton Village Hall Trust Charlty Registration Number. 242801 ANNUAL REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST DECEMBER 2024 INDEX Charity Infonnation Rep)rt of the Board of Trustees Chariman's Report Report of the Bookings Manager Report of the Donations Committee Report of Ihe maintenan Committee Statement of Revenues and Expenditure and Assets and Reserves 10 Independent Examinerfs Report
Long Ditton Village Hall Trust Year ended 31st December 2024 Charity Infornlation Long Ditton Village Hall Ttust is a registered drity that provides arKJ maintains the buildings entrusted to it under conveyances dated 15th February 1888 (Parish Room & Workman's Club) and 28th December 1 16 (Parish Hall) The stated objective in the Trust Deed is"...the provision and Maintenan of a village hall for the use of the inhabitants of Long Dition and the neighborhood thereof {the area of benefft) without distinction of polttical, religious or other opinions. induding use for meetings, leCtUS and dasses. and for other fomis of recreation and leisure-time occupab"on. with the object of improving the conditions of lrfe for the said inhabitanls." Registered Office 2 Ewell Road Long Ditton Surrey KT6 SLE Goveming Body The Trust is govemed by the Deed of Trust (amended July 1996) which is administered by a Board of 8 Trustees who are apFointed for a temi of five years but may be r&apNiinted for a further terrn. pius an Ex-officio Trustee being the incumbent priest-in-chaTge of St Mary Long Ditton Church of England. The Trust contracts the Servi( of a professional cleaning company and a bookings manager to supplement the administrative activities of the Trustees. A Works Committee and a Donations Committee. consisting of a mix of trustees and c(kopted residents of the community. exist to assist the Charity in meeting its obJ"ectives. Board of Twstees Dr Garth Glentworth OBE ( Chairman ) Deirdre Cole ( Secretary + t)onations Committee+Works Committee) Bary Hitchens { Treasurer + Works Committee ) Lorraine Black { Woths Committee ) Terry Bourton ( Works Commtttee ) Cllr. Nith Darfoy Aileen Widdowson (Donations Commtitee) Heather Whylhe ( Designated safety officer) Rev. Dr Kuhan Satkunanayagam (Ex-officio First Trustee) cOpted Cllr. Liz Launo (Donations ComMrt> Bankers National Westrninster Bank Plc. Victoria Road Surbrton Iff6 4JY Bookings Manager Mithele Aveson Cleaning Agenucaretsker M & S Partnership Trust Deed Commitment St Mary Church of England has rent free use of the buildings for ecdesiastical and other charitable purposes on a limited basis. Independent Examiner Peter Drysdale F.C.CA. 57 Effingham Road Lon9 Ditton Page 1.
Long Ditton Village Hall Trust Year ended 31st December 2024 Report of the Board of Trustees Trust Objectives In line with the overall objedives of the Trust. in 2024 the Trust5 continued to explore YYS of making the halls available to the communty while rrointaining Ihe fabric of the halls and not causing disruption to the near neighbours. The Trustees also made small grants to local organizations that support community actFVFties in the Long Ditton areas and provÈde benefits to the ¢ommunty in line with the Charity's trust deed. Revenuos Total revenue of £91,332 for the year £16.400 less than in 2023 (£107.732). Hall hiring incornE was broadly in line with 2023 actity at £55,819 (2023: £57,732). The man area of reduced dd was from SUal rentals refieding reduced demarvj for indoor children parties. The Club Room remains ' a work in progress" so demand for its use is significantly less than its potential. Once its decty is inyoved to the starKlard of the other hatls hire in¢ome will increase signific2ntly. We expect to see this increase from early in 2025. The Wallis Room, a Spa for small meetings, remains at low levels of hiring. It rernains to be seen whether this will be the long temi situation. The Community Infrastructure Levy (CIL) administered by Surrey County Council has awarded us £15.713.31 to reIj the floor in the Club Room and the National Lottery Communty Fund awarded us £19,200 toward the improvement of the kitchen in the Club Room. Expenditure Total expenditure of £98.639 during the year was £12,939 less than in 2023 (£111,578). The Trustees inspect the property annualty to identify major improvements and repain3 needed to be undertaken. schedule a time for thr completion and entrust the Works Commrttee with the responsibilty for obtaining quotes ( at least 3 for FrAior woths ) arKI for mmmissioning the work. The annual budget of income and expendiiure is approved after this inspection by incorporab.ng the estimated st of the agreed major works into the l>udgeted expenditure. The program of major improvements in the year cx)st £52.940 (2023 . £55,794). The major ttems were upgrading the kitchen and floor in the Club Room and improving the surface of the lower hall floor. The program of general repairs in the year CA)St £3.146 (2023 . £4.119} Cleaning and gardening costs in 2024 were £14.883. significanty dthwn on 2023 (£18.030). In 2023 there was extra need to dean halls due to dust generated by major works done that year. Extra equipment was bought in 2024 mainty to supp)rt the use of the Club Room Extra chairs and a fridge were purthased costing £ 1.263. Annual Servi contracts (Fire protection equipment. boilers, piano tuning etc.) o)st £2.005 almost double 2023 - £1,102 mainly due to upgraded Club Room facilib"es. Ub"lty costs. of whith gas {heating) is the major parL re £10.621 (2023 . £16,825). The contracts were renegotiated early in the year for 3 years at greatly improved rates that we were required to contrad for 12 months in early 2023 when hjel rates Vre prohibitively high. Page 2.
Long Ditton Village Hall Trust Year ended 31st December 2024 Report ofthe Board ofTrustees (continued) Expenditure (continued) In 2024, 6 grants were rrpde totalling £6.126. (2023 - 7 totalling £8,398) Applications are approved at Trustee rfEetings based on submi&8ions made to the Donations Committee by Local bodies in need. Administratton costs of £5.249 2023 . £5.150) rwesent mainty the Booking Managerfs costs. To enswe tight ojntrol over cash reserves, a se¢orKI set of bank statents are sent by the bank to the Ex-officto Trustee and all expenditure in eXsS of £1.000 requires two signatories. Committees The Board of Trustees meets 4 to 6 tirres a year to oversee the running of the Trust and set policies and guidelines for deasion rnaki by the Boc&irwJs Manager and the two ccmmiitees that were established in 2007 to better run the adivitses of the Trust. The Donations Committee consists of D Cole (lJustee). Clir.Liz Labno {¢tropted), A Widdowson (trustee) and Revd Dr K Sakunanayagam (ex-officio First tTUStee). The Committee is directed by the Board of Trustees to identsfy worthy recipients of the Trusys annualty budgeted "donations fund" in line with the parameters set by the Board and the objectNes of the Twst The Maintenance Committee consists of D Cole (trustee},T Bourton { Intstee). B Hitchens {trustee) and L Black { trustee). The Committee is dire(*ed by the Board of Trustees to take responsibility for completing the schedule of work identified by the Trust eath year within the budget set by the Board for sudi work and to identsfy and respond to minor a&tK>c repair requirements of the halls during the year. Reserves Policy Overall. in 2024 the Trust spent £7,306 mre Ihan its income { 2023 . £ 3.846 mre) resulting in a reductTon in reserves to £26.605 at the year end. The trustees believe that to maintain a reserve of approximately £30,(KJO is prudent given the age of the building. Risk Assessment The Trustees maintain an ongoing assessm of the major risks confronting the Trust that might restrtct tts ability to meet its objectives. An imminent risk faang the Trust is to secure grants to help fund the refurbishment of The Club Room. Approa¢hes are being made to entities that support facilities providing communty services to allow The Club Room to be used to its potential. For and on behalf of the Trustees. Barry Hitchens Hon. Treasurer Date '. Page 3.
Chairman, s Report:2024 This was the year in which the final vestiges of COVID arrangements were removed and IA)ng Ditton Village Hall (LDVH) returned to "norn]ality". But the question is what is nornial. It certainly cannot mean resting on our laurels I Numbers of participants of course vary with different activities and even times of the year ,but collectively now exceed pre-COVID levels. All four halls in LDVH (Lower and Upper Halls , Club Room and Wallis Room) are now open for bookings. There is no problem over lack of demand . the difficulty is the strength of demand at most popular times during the week. But eventually the majority are accommodated with some flexibility. On most week days, the Lower and Upper Halls are booked from 9110am until 9110pm in the evening with very few gaps. The Wallis Room and at present the Club Room are less heavily used except at the most popular times. Weekends are less under pressure but are steadily building up. The need for more space remains one of the Hall's continuing needs and considerable progress was made in 2024 .The context is that while the Hall can meet running costs and minor repairs from fees charged to Hall users, it needs to seek external grant funding for modernisation and other major improvements .In recent years, a number of additions and replacements have been financed including building the Wallis Room and replacing the roof on the Lower Hall .The age of the LDVH make it likely that spending on the buildings will have to continue.
The Hall was successful in obtaining three grants that were utilised in 2024 .£50000 from "Your Fund Surrey"; £ 20000 from Elmbridge's "Community Infrastructure Levy; and £19200 from The National Lottery "Funds For All" window. These resources have been spent on modernising the Club Room, the forn]er premises of the Hall's tenant "The Long Ditton Football and Social Club" which closed down during COVID. The progrnmme has been a substantial one :new toilets and kitchen ;replacement ceiling and lighting system; new floor and repainting of the walls and entrance .The results are already beginning to appear; much greater interest and more bookings for the upgraded space. LDVH is managed by a team of nine volunteer trustees with one part time employee paid as a consultant to be Bookings Manager. Trustees have specific responsibilities for aspects of management from Chairn]an , Treasurer, and Secretary to Building Maintenance and Safeguarding. There are also four trustees meetings each year at which collective decisions are taken. We feel this system works well as and is cost effective for a charity. We want to recognise the extent and quality of the contributions being made.we have been very fortunate to have the quality and continuity of our trustee team as LDVH expands . However, one challenge that emerged in 2024 is the need for succession planning among trustees, who in most cases are not getting any younger. Initial soundings have shown how difficult this may be .There is no pipeline of possibilities and a general reluctance (also noted by other charities ) to commit
to the input required. We are making limited progress on an individual basis, but nothing conclusive as yet. Lastly though overall 2024 has been a successful year for LDVH, there are two clouds on the horizon that need to be noted. These are: wider discussion among Village Halls of becoming "Community Emergency Hubs", which would store suitable resources to be deployed in the event of a major local disaster in their areas and also be used as emergency accommodation .The second is the passage through Parliament of "The Terrorism(Protection of Premises )" Bill, which will require every public building to develop and keep updated an Anti- Terrorism Strategy. Both of these are really beyond the capabilities of village halls at least in LDVH'S view.we do not have the staff capacity or space to organise and store suitable emergency resources nor the expertise and experience to draw up workable anti- terrorism strategies. Were halls to become i involved on their own, the results in both cases would be confusion. chaos and a waste of resources, underniining the efforts of more professional. expert bodies such as the Police and the Military. This does mean that village halls would not participate, but guided by experts who are aware of their limitations . Dr Garth Glentworth,OBE Chair LDVH Trustees
Ad inR rty A steady startto the new year, with some hirers increasing to classes. Unfortunately, a couple of our new businesses are struggling due to take up in numbers. I have agreed to work with them forthis quarter and see if things improve. We have had many enquiries, with a couple looking promising. We have had a good up take in party bookings. We have 2 new starters with great ambitions, and 2 leavers who just couldn't raise the numbers. A new addition is a Games Café starting that looks to encouragefamilies to come and play board games togetherwith other families and share coffee. Jul- July saw the retirement of Miss Winmill after40 years of running her Ballet School at the hall. Shewas a huge part of ourhallcommunity, a great assetto our hall andthe surrounding area. A new Ballet School started in September. the introduction came from Miss Winmill to take over her pupils and classes. We had an installation of the new kitchen in the Club Room that went smoothly from a hirers perspective. Oct- No great movement of classes this quarter. All the new groups have settled in well. A good number of parties leading up to Christmas. We will startthe replacement of thefloor in the Club Room over the Christmas period, so it does not interfere with classes. ALI the users are grateful forthis. but we have a contingency plan in place if the work runs over.
DONATIONS REPORT FOR 2024 March £ 1,000 The hardship fund, Long Ditton Infant and Nursery School In particular so that the school is able to support a bereaved child whose extended family cannot afford to pay for the Breakfast Club or extracurricular activities which she needs. October £1,000 Long Ditton Infant and Nursery School Towards completing a new Sensory Space for children with special needs which was part funded by Elmbridge Borough Council. A dedicated safe; quiet environment will help children who become overstimulated to achieve a calm state of mind in order to engaoe '1th school life. The school has seen a substantial increase in children with special educational and etnotional needs. Access to Special School places is limited and there are lengthy altS for external support. November £1,000 Long Ditton Youth Club Towards training volunteers and an activity to be chosen by the members. £1,000 Long Ditton Brownies Towards activities that otherwise could not be afforded because it is thought that parents cannot be asked for increased subscriptions. December £2,000 Long Ditton Cricket Club Towards iniproving the interior of their Club Room includino a new kitchen. With better facilities they hope to increase participation in cricket by more people, especially the younger generation, and also to offer the space to the wider cominunity for social activities. £126.28 The Long Ditton Lights Up evening. Expenses to riin the mulled winelmince pie stall on behalf of LDVH. AII profits went to local ¢haritAes. £6,126.28 TOTAL Members of the Donations Committee The Rev'd Dr Kuhan Satkunanayagam Mrs Aileen Widdowson Mrs Deirdre Cole Councillor Liz Laino Ex officio Trustee Trustee Trustee Long Ditton Councillor DC
LONG DITTON VILLAGE HALL REPORT OF MAlTrtrENANCE COMMtTfEE 2024. MAJOR PROJEcfs {£52.940}. Much of the major activities of vrkS in 2024 centred around the continuing upgrade of the Club Room to the standard of the other three halls. In totsl these cost in excess of £35.000. These included replacing the interior ceilin& upgrading the kltchen, replacing the floor. upgrading the alarm system. repairing the entrance cement slabs and installing a disability access ramp. Other projects were the repair of the flat roof over the Wallis Room (£3,840), redecoration of the ladies. toilet after water damage (£1.800) and resurface of the lower hall floor1£9.0841. GENERAL REPAIRS1£3,1461. There were a series of l)lack-outs- in the lower hall during the year and to investtgate the cause has resulted in several visits by electricians, the accumulative cost of which makes up the majority of the general repair bill for the year. Key replacement is the other major ongoing cost1£3501. A myriad of minor jobs were carried out by trustees and by local handymen the cost of which was minor but the time and effect of which substsntial. Just some of the jobs were. rehanging or removing curtains. ordering and erecting notice boards, re locating chairs and tables in line with users needs etc. FirKI us LÉJKJ llage F[. 2 FbJ& [5tt kney Kf6 SIE Web: lorudittonvillaJeFkilLcoLI( Contact us T: OY158) E Rwered clBrty. 2428(n
Long Ditton Village Hall Trust Charity Registralion Number: 242801 Statement of Rev•nues and Expenditure for tho year ended 31st December 2024 2024 2023 Revenu8S Hire of Hall fees Grants Covid 19 supp(xt Donations InvestrrEnt Income Total Revenues 45,572 34.913 600 57,732 50.000 ExpendIre Dired Charitable Expenditure Hall Major RefurbishffEnts Cleaning and Gardening Hall Repairs and Maintenan Equipment Service Contracts (Boiler, FI Alarm, Fire Protection) Utilites (Electricty. Gas, Water & Waste) Insuran Grants to other5 Other Expenditure Administration Independent Examinerfs Fee Total Expendlture 52.940 14,883 3,146 1,263 2.005 10,621 2.355 6,126 55,794 18.030 4,119 1.102 16,825 2.1.10 8,398 106,378 93,340 5,249 50 5,150 50 11 57 Net I Surplus of Revenues to EXpK11tUe in the Year ststement of Assets and Reserves as at 31st December 2020 2024 2023 Llquid Assets Bank and Cash Balances Natwest Current Attount 28.345 35.561 Less Deposits for keys ( refundable) -1.740 -1,650 Net Assets 8alance at beginning of year Net Surplusl(Deficrt) of Revenues over Expenditijre in the Year Balan at end of year 33.911 -17,554 37,757 -3,846 Permanent Endowment Land and Buildings Insured Value 2288.786 1.990,249 Other Fixed Assets Tables, Chairs. Equipmen( Piano etc Insured Value 24.219 22.425 Page 10.
Long Ditton Willage Hall Trust Charity Registration Number. 242801 Independent Examinerfs Report to the Board of Trustees of the Long Ditton WIMage Hall Trust I report to the charity trustees on my examination of the accounts of the above charity fcrf the year to 31st December 2024 whith are Set on page 9 attached. Responsibilities and basis of the report As the charitys trustees, you are responsible for the preparation of the accounts in accordance with the requirements of the Chartties Act 2011 {the Ad). I rewrt in respect of my examination of the Tnjsvs accounts carried out under section 145 of the Ad and in carrying out my examination. I have folk)wed ai the applicable lJrectÈons gtven by Charity Commission under section 145(5Xb) of the ACL Independent Examinerfs statement I have completed my examinatio I confirm that no matters hav8 Con to my attention in c3Jnnection with th8 8InatiOn whith give5 me cause to believe that in any material restd: . the aCJntirj recJ)rds were nLX kept in acCkn with Sec1]c 130 of or . the accrwnts not c(rf vth the acf)Juntsro retofts. - the accounts did not c(Mnpty wth the applicable requirement concemirYJ the fo and content of accounts set out in the Charities { Accounts and ReF()rts ) Reg(4ations 2008 other than any requirerrnt that the accounts give a True and fair view whith is a rrts as part of an indep8tht examinatTOn. I have no concems and have across no other matters in connectii)n with Ihe examination to which attents.( shoukl be drawn in this rep1 in order to enable a proper uThd8r5tanding of the accounts to be reached . Per Ctysd 41dress: 37 EffirwJham Road Long Ditton F.C.CA. Date: pell.