St Leonards & St Ives Village Hall Annual Report and Accounts 2024/25 HVSSELLkOQM ¢ | I, 'Illllll Public Benefit When planning actions and activities the Trustees pursue the ststed objeciives and have complied wlth their dutyto have due regard to the cornmission's public benefrt guid8nce when rewewing the charitys airns, objettlYe8 and in planning future activities. St Leonards & St Ives Village Hall Braeside Road. St Leonards, Dorset
Table of Contents Purpose of the Annual Report Chairman's Report Oblettwes and Actfvrtiès Achievements and Perfomian¢e Financial Review Page 2 Page 3 Page 4 Pjge 4 Page 6 Pagelo Page11 Page11 Pagell Page12 Stnjcture. Govem8nce and Management Reference and Administrative Details Exetnptions from Disclosure Funds hèld as Custodlan Trustees on the behalf of others Independent Exarniner's Report Purpose of the Annual Report This Annual Report IthÉ report) has bÈÈrt prepared to dlschargelhe Trusteès responsibllty to Ènsure that the charity is publicly accountable to its stakeholders forthe stewardship and management of the funds it holds on trust. n aim5 to provide a falr, balanced and understandable review of the charlty's structure, legal purposes, objective5. activities.financial performance and financial p08ition. eadt ebsit
Chairman's Report This year St Leonards & Sl Ives Village Hall is celebrating tts 50th anniversary. It Is one of the largest village halls in Dorset and is 8 very popular venue for both regular hirers and private parties. The building consists of 3 halls, 2 kitchens, multiple toilet8, disabledtc>ilets and baby changing facilitles. Althou9hthe building is owned bythe P8rish Council the Village Hall Management Committee, who 8re a11 volunteers, are responsible for the running 8nd maintenance of it as a Charity. This is not an easy task as there are always things that need attention or updating. We apply for grants to have the work done where we can and hopefully get an annual grant fFom the Parish Council. One way of raising funds forthe hall is by holding events. In the last year we have had exeeptionally well attended Quiz nights. an Easter Egg Hunt and a Sunday Funday. These events do not run themselves and require a lot of hard work and planning and it's thanks to our Adtninistrator and thè Committee that they are so suc¢es8ful. Hallmaik8cereditation 1$ a nationally recognized qualTty starardS scheme for villa9e ha11s and comtnun(Ly buildings. created byAction with Communities in Rural England (ACRE). It provldes framewotkfor managing these spaces. recognizing good pradices. and encouraging continuous Improvement. The scheme is administered locally and involves a series of a8ses5mÈnts that lead to different levels of accreditation (Level 1, 2. and 81. each building on the previous one. The scheme uses a set of quality standards to assess varlous aspects of hall management, including adminisiralion. heallh and safety. securiiy. and communiiy engagement. Hallmatk accreditation can bring several benefits, including recognition of good management praaices. potential insurance discounts. and itnproved public perception of the hall. We applied for all 3 levels, and l am pleased to Say that we have been awarded levels 1 and 2 and arg awaiting a decislon orl level 3. We now look forbvard to another successful year. Maigaret Gorin9e Chaimian . The Wornen's Instltute Christrnas Pantomime
Objectives and Activities The VHMC is cornmitted to providing an outstanding vi118ge hall forihe use of residents of Sl Leonards and St Ives parish without distinction of political, rellgiou$ 01 other oplnlons and with the object of improving theSr lives including use for meetings, lectures and classes, and other lorrns of recreation and leisure time occupatlon. Later in this report are details of our achievernents thi5 year and the financial results. When planning actions and activities the Trustees pursue the ststed obleetives 8nd h8ve complied with their dutyto have due regard to the commission's public benefit guidancewhen reviewing theeharity's aims, oblectives and in planning future attlvities. Achievements and Performance Hirer¥ The number of hsrers using the h811 and roorns In the Village Hall has Increased throghOut the year. 2023-24 2024-25 Change Regular hir4rs 1,365 1.538 +173 Ad-hoc hirws 37 28 Total 1.402 1,566 +164 The uses to which the hall and rooms are used afe varièd. ranging from sports actl¥rt$ such as indoor bowls and b8drninton to crafting and hobby pastimes. Fundr•lsing Actlvllles The communityfundraislng activities undertaken in the year included the wovision of the Cornputer Cafe on 8 weekly ba515 and 8 series of ontroff events. With support frotn ihe parish council and locÈl businesses WÈ tranaged to provide a Summer Fun Day enjoyÈd by meny families with free entry and entertainment ianging frorn live artlsts to children's gaTnes. We also provided stalls for sellers and food and bar drlnk5. The ontroff wents In¢luded.. Sufflmer Fun Day, Quiz Night 1x21,. Easter Egg Hunt.,
Ali Ihe events were well attended 8nd feedback was positive. We had a srnall amount of staff ttjrnover inlhe year. A new memberof deaning staff has already been re¢rurÈed and a cleaning cotnpany contracted to maintain cleaning standards. M8IFrtenance Some rnajorworks were undertaken in the Village Hall during ihe year. These lrnproved the safety. access 8nd aesthetit appeal of the fatilkles. Thesè included.. lrnproved entryto the Ru88dl Room., New ceiling and lighting in the Russell Roorn along with redecoratlon., Installation of new sets of fire doors wheFe necessary along with otherfiFe satety works. Additionally, other minor Items of tnaintenance We needed in theyear. oiher In the year fire safety signage was replaced with irnpfovements.
Financial Review Income The main sources of income are". Grant Income., Hirer Income", Fundraising Incotne.. Interest Income., For the year Income w8S'. Income 2024125 2023124 Regulai Hirer £41.759 £41.336 Private (Ad-hocl Hirer £3.629 £2,921 Fundr8isiTEg £7,106 £8.376 Grant Income £17,000 £20.000 Interest Income £1.764 £1,638 Other IncDTne £4.736 £1,607 Totsi £75.994 £75.878 The Village Hall received 8 £11.000 cortrfunding le8shflowl grant from St Leonards and St Ives Parish Council12023124.' £10.0001 plus £6.000 in grant aid from the local Homewatch group on r(s dlsbanding. ( In 2023124 £1,136 of grant incorne was returned 10TH Rus8elU. Other iAcorne consists of cupboard hire l£12691..donations1£5361, Icafe income1£1,565} and miscellaneous ineome1£365). The increase in hirer Intorne Is a refiection of the hire rate Intrèase fortheyeaTand overall increased usage of the Village H811 overthe course of the year. It should be noted that {11 the rate incre8sew&s kept as low as possible at 3% which is below the inflationary cost increases fated by the Village Hall,. lill the number of 'full cost. private hlres decreased ¥thile regular hire$ attract a discounted. raie.
Expqnditure The rnain areas of expenditure a¥e-. Administration costs (including staffing)., Charitable activty¢osIs'. Property costs., For the year expenditure was.. Expenditure 2024125 2023124 Wages £38,788 £35.17? Prerni5es £12.968 £23.540 Fundfaising £2.214 £3.686 Repairs & Mainrenance £28.633 £2.591 Adtnini5tr8tion £10.331 £10.275 Total "Afterthe endol Ihe a¢¢ountinoperio¢ th&eleCtliCrty wpptyw&¥transf8rr8dtOaTwisupplierand endIn0 the toniract ? sigTrificant redu10 expensewas iealised wlth tpreO$ supplier. £92,934 £75,269 Tanglble Axed Assets New a5sets,' a new laser printer was purchased. Itetns disposed of.- old laser printer. {It should be noted ihalthè building Strueture of the Vlllage Hall Is 8CCOUnted for wsthin the financial statements of the Pallsh Coun¢iS1. Reseryes Pollcy The reserves pollcy lakes iE)to accountthe need to cover fluctuations in Incotne, current liabilrties and unplanned expenditure. The minitnum operating reswve of 13 weeks operlonal costs is nomialfy held a5 cash lunrericted fund51 In the CAF Gold accoutTrt. There are major concerns regarding our financial viabllity forlhe next 12 months. ement of FID8n¢lal Actiyllles The ststÈrnent of financial activities (SOFA) is a single accounting statementthat include$ 811 incorne, gains, expendrÈure and losses recognised for1he reporting period. It provides an analysls of the income received and the expenditure by the thariiy on tts activities, arKI presents a reconciliation of the moveFn@nts in a cha[ty, funds forthe reporting period.
Statement of Financial Activities 2024125 2023124 Income Unrestricted Restricted &rtdo&rn T0FundS -£11.477 Irhctsme from dOnatioS & legaues Income IrDm Other trading activities -£6.059 -£17,536 -£18,887 -£56,694 £0 454.216 Investmeni Iwome -£1.764 £0 -£1.764 -£1.638 Toral lftcon 69.935 -£6.059 EQ 74994 74,741 Expendiftjre mini51ratioll Costs £5.319 É5,319 £4.063 Chaiitable Activities £43,800 £41.391 Fundraisirwj ¢05ts Propety expenses £Z.214 £0 £0 £2,214 £41601 £3,686 £26.653 £14.948 £0 £26.130 Total Expenditure £77,986 £14,948 £92.934 £75.269 Resource Movem&nt £B,OSi £8.889 EO 6.910 £528 Net Movement in Funds É8,051 £8.889 |Total Funds br(wght fonvard -E92.222 410,041 £0 . U02,263 4102.791 |Toral Funds carried forward 84,170 41.152 £0 -£322 102,263 Bal4n¢e Sheet The obiectivÈ of the balance sheet IstD showthe resources available to the charity and whether these are available for all purposes of the charity or have to be used for speeific purposes because of legal lestrtIonS placed on their use.
Balance Sheel As at 31 MRrch 2025 31 Mar¢h 2024 Tangible FixedAsset5 omputer Equipmeni FIule5 arLd Filling5 £943 £19,284] £57 £696 £22,635 Oiher Assets £57 Plant& Machinery É3.713 ,269 £a996 £28.657 urrent Debtors ,421 £4,583 Cash at bank & in hand £70,046 £84.004 Cuffent Credito Twading CrediioT5 Other Creditors 43,798 -U.515 -£9,342 -£10.465 13,140 -£14,980 Net Assets £85,322 £102.2 Funds and Reserves ReslriGled Funds 10,041 421,6B2 Unrewicted desigrbated Funds Gener Funds -£21,882 46Z288 70B39 Total Fund5 4102,263 Prepared by Date Examined by Date 2075
Structure, Governance and Management The charity Is an unincorparated associatitsn operating under a Lease and Trust Deed with the Parish Council and a Constitution, knr>wn as the Flrst Schedul< whlch governs day to day management of ihe charity. It operates with a small staff of part time paid ernployees and committee of voluntèers who manage the charity. All members of the commtttee are drawn frotn regu18r users and locÈl residents, they retireiogether at each Annual General Meeting and can be rfrelected or reappoiffted. All regular user groups are encouraged tojoin the cotnrnittee as ef(her a trustee oreo-optee, the latterdo not hold trustee and voting status. None of the triJs¢ees have re¢eived benefts from the Charty in this financi81 year. The unpaid Independent Examiner forthis year Is Keith Lewls FCA. sks Poliw. Our risks asse5srnentwas carried out in the course of the 2024125 year Ihawng last been undertaken irs April 20221. The identification of risks. risk seoring (probability and Impact of risks occvthngl and the actions being taken to mitigate were 8greed by Trustees at the Management Committee meeting of 26 September 2024. No'rnajorf risks were identfied. Howe¥er.the following risks were identEfied as'tnoderaie.: Trustee eommfiment and sknlls- mitigaied by inductson programme and access to training oourses. Loss of key staff., rnitlgated by succession planning and docutnentatlot) of operatlonal procedures. Contrad9 ris&. miligated by contract approval processes and 8bilityto obtain advice if deerned necessary. Volunteers,. mitigate(f by Vetting procedures and aceess totraining eourses. Dependency on incotne sources," rnitigaied by tnonthly monftoring pro¢edures and abilty to attract new hirws and determine hire rates. The wew of nsks is oTrgolng and contlnuous.
Reference and Administrative Details S., Leonards & Si Ives Village H811 Management Committee (VHMCI was created on Isi October 1975 Iiegistraiion number 2709671. The chariws addfess is St Leonards & St Ives Vi118ge Hall, Braeside Road. St Leonards, RINGWOOD BH24 2PH. The Village Hall is owned by the Parish Countil and adfflinistered by the charrty under a 99 year lease agreernent signed in NoveFnber 1975 which fortns part of the Constltution document. Ch8rtyTwslees during the year were.. Margaret Goringe IChairper50nl Vlvlenne FreGknall ITreesurerl Dot Tu¢k Marfe Drake • Myrd Barter Diane P8rker Jane Adaffls Exemptions from Disclosure No exemptitsns from disclosure have been rnade. Funds held as Custodian Trustees on the behalf of others No funds ele held as custodian trustees Ihe behalf ol others. Approved on behalf of Trustees Posttion Date
Independerrt Examlners Roport to the Trusto•s of St Leonards and St Ivès Willage Hall Management Committee (Régistered CharÉty 2709671 l port on the accounts of the Charty forthe financlal year ended 31 March 2025 which are Set Oul in pages B and 9. Re5ponslbilit4e5 and b8sits of report l port to the trustees on rny examination of the a¢counts of the above charky rthe Trust? for the year ended 31 March 2025. As the charity's trustÉÈs. YOU 8re responsible for the preparation of the 8ceounts In a¢¢ordance with the Wuifernents of the Charities Act 2011 Ilhe Act'l. I report in respect of rnyexamination of the Trust'8 actounts carried out under section 145 of the 2D11 Act and in carrying OLrt ffly examination. I have followed all the applicable Directions given bythe Chadty Commisslon under section 14515llbl of the Aci. Indep0ndentexamin*s statornent I have completed rny examination. I confirtn that no tnaterial matters have come to my 8ttention n connection the ex8mination whieh gives me cause to believe thai in. any rnaterial respert. I have no concerns and have COMÈ across no other matters in Conne10n wtth the examination to which attention should be drawn in this report in orderto enable a propÈr understanding of the aceounts to be Ched. Signed Date Nam &1 T74 LF_%tsiS Relevant Professional Qu81ifications F.L.A Address IL g- I giizLk