SHERBORNE STJOHN VILLAGE HALL REGISTERED CHARITY NUMBER 301945 ANNUAL REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31" DECEMBER 2023 SHERBORNE ST JOHN VILLAGE HALL FINANCIALSTATEMENTS FOR THE YEAR ENDED 31" DECEMBER 2023 CONTENTS Page Trustee5 and prole55ional advisers Trustees. annual report Independent Examinerfs report to the trustees Statement of financial activities Balance sheet Notes to the financial statements 10-12 Page I SHERBORNE ST JOHN VILL4GE HALL TRUSTEES AND PROFESSIONAL ADVISERS Officers of Sherborne St John Willage Hall Management Committee at 31 December 2023 Trustee5 Chairperson Secretary Treasurer Committee Member5 Parish Council Representative Mr Paul Temple Mrs Shawna Campbell Mr Brian "Mitch" Mitchison Mrs Debra Morgan Mr Richard Morgan User Group Representatives None 8ankers Uoyds Bank plc Independent Examiner Mf Jakub Paulicelli 124 City Road London ECIV 2NX Solicitors Phillips Solicitors Limited Town Gate 38 London Street Basingstoke Hampshire RG217NY Page 2 SHERBORNE ST JOHN VILLAGE HALL ANNUAL REPORT FOR THE YEAR TO 31" DECEMBER 2023 The Committee of Management present their Report for the yearended 31" December 2023. The Charity was established by Trust Deed dated 24, February 1967, and is registered with the Charity Commission Number 301945. Objetts, Organisation and Activities The object of the Charity is to provide a village hall for the use of the inhabitants of Sherborne St john and the neighbourhood, in particular for meetings. lectures and classes and for other forms of recreation and leisure time occupation with the object of improving the conditions of life for the said inhabitants. The Charity is organised as a Trust with a Committee of Management comprising elected and nominated members. The members of the Committee of Mana8ement at the year end and their appointing body where appropriate were= Mr Paul Temple Elected member Mr 8rian Mitchison Elected member Mrs Shawna Campbell Elected member Mrs Debra Morgan Co-opted member Mr Richard Morgan Ichair of the Parish Council) attended as an invited observer Chairman Treasurer Secretary Durin8 2023. Mrs Tracey Jeram left the Committee. We thank Tracey for all her hard work with many fund- raising events. Three members of the committee are elected on an annual basis at the Annual General Meeting; co-opted members are invited to join the committee by the elected members. New committee members are provided with information on the work of the charity and the role and responsibilities of a trusiee and the responsibilities under the premises license. It is the duty of the Charity's Trustees to approve the TfUStees' Annual Report prepared by the committee. The committee met formally four times durin8 the year ended 31" December 2023, some face to face and the remainder via Zoom. Page 3 Principal Office The location of the principal office of the Charity is.. Sherborne St john Village Hall Kiln Road Sherborne St John Basingstoke Hampshire RG24 9HP Page 4 SHERBORNE 5TJOHN VILLAGE HALL ANNUAL REPORT FOR THE YEAR TO 31" DECEMBER 2023 Icontinuedl This is my fourth Village Hall annual report as Chair of Trustees. Whilst in many ways the challenging conditions of my previous 3 years have mostly moved on I personally sense a noticeable change in people's behaviours & attitudes. We anticipated that post Covid all our previous users would be rushing back to try & make up for lost time bLtt in fact it was a very gradual process. The post Covid period caused all sorts of unexpected mental challenges & adjustments. Over a period of time hirers did return to the point now where the opportunities to hire the Hall during the week are much more limited. Good for us but not so good for those wishing to hire the Added to that we have seen the uncertainties surrounding energy costs, many of which have been quite dramatic and are still ongoing. Government help for domestic utility users has been welcome by us all, l am sure. Unfortunately, government benevolence does not extend to users like the Village Hall who are obliged to use a business tariff. That said here is my report on a year in the life of the Village Hall. As in previous years we would like to think that we have used our time and resources to good effect. We have looked at all areas of our operation to improve and streamline the service5 we offer in some detail, and I will expand on the outcomes in more detail below. Finance It is the key responsibility of the trustees 15 to ensure that the Trust remains solvent in the long term and maintains a reserye to manage necessary capital expenditure whether for repairs and maintenance or for development of the facilities. As ever we are indebted to our Honorary Treasurer Mitch Mitchison for keeping US UP to scratch with all our financial reportin8. Details of our financial position are recorded in the annual accounts which Mitch will go through in more detail following my report. We returned to the normal good practice thi5 year of setting out a formal bud8et which over the Covid period had been an impossible task. However, just when we thought things were returnin8 to normal the energy costs that I previously highlighted. have again turned any accurate forecasting totally on its head. Personnel We were really sorry to lose our long-standing committee member. Tracy Jeram. As a regular organiser of events you will be sorely missed Tracy. Other than that. there is little to report on the personnel front. As I reported last year the Trustees decided, because of uncertainty over fundin8, not to replace our caretaker on his retirement but to take on some of the duties themselves, This could not have continued without the on-going support of our immediate neighbour. Sieve Kerslake. who provide5 US with the vital seNice of key management. Our sincerest thanks to Steve for his support. Alongside that l am delighted to report that we have gained an additional volunteer, Jacquie Stevenson, to help with our key management role, in partFcular when Steve is on one of his many holidays. In the absence of a caretaker, we employ a contract cleaner who carries out a weekly deep clean. We are delighted with the Standard of her cleaning & hopefully you can see the results all around you. With the voltjme of activity at the Hall. the appointment of a permanent caretaker to work alongside the Trustees & Steve, is kept under constant review. Page 5 Repairs & Maintenance As always. we have stayed very much on top of our statutory health & safety checks. all carefully managed by our colleague Debra Morgan and I thank you Debra for your diligence. You keep us all in order & legally compliant. Last year I reported on the essential upgrades we had carried Dut to the fire & intruder alarm 5yStems. As they have many common & linked systems it made good sense to do this. When we later did a review of fault 'call outs, made to Tru5tee5 It was clear that the intruder alarm accounted for about 75% of them. Sadly, this was not a reflection on the system itself Isorryl but the people using it. Some of the issues we were able to manage in house but too many involved a charged call out to our contractor. The reason for installing an alarm in a building that holds almost nothing of realisable value is lost in the mists of time but having checked our property insurance company's conditions we made the pragmatic decision to take the alarm out of day-to-day service. It's still there & functional. if the need arose to use it, but our lives are much more peaceful nowl For ener8y conservation we have continued the hall temperature settings at 19C for the majority of bookings. controlled week by week, remotely by Debra. It has made us very conscious of the need to keep the heating system well maintained. We were aware that some areas of the hall appeared warmer than others so sought professional advice. As a result the system had a complete flush through & thermostats serviced or repaired. Since then we have not had any complaints about the hall temperature so we assume it was money well Spent. Following last year5 fire inspection we had the double fire exit gates on the patio rehun8 SO that they now open, as they Should always have done, towards the village green. We have had a wi-fi facility for a few years now but this year took advantage of the excellent offers from local company 1310 & had fibre Cabling installed. The improvement is amazing. I'd recommend them to anyone looking to their own upgrade5. We are still dealin8 Wlth a problem under8round waste pipe from the car park to the road. It is an old style pitch pipe which was probably not changed when the hall was rebuilt and has lost its internal structure. Early repair quotes came in at E16k + and included diggin8 UP the road. Muth resear¢h found a specialist repairer who can guarantee success for less than £30CX). We just need lo find the money. We have several items ihat we are looking to fund externally in the short term. The glazed external doors from the main hall are in poor condition. Quotes for refurbishment were not good value for money so we are looking to replace them with glazed composite doors. We have Some Section 106 funding available which Should cover most of the cost. Additionally we would like to automate the main entrance doors. upgrade the remaining older lighting & install bike racks to the hall front. The longer term wish list includes solar panels & cladding to timber soffits. Bookings The independent website set up 2 years ago for the Village hall appear5 to be functioning well. Over the year bookings have increased month by month to the point where there is little or no space in the peak hours booking slots. My thanks to Ed Campbell, as a volunteer, for keeping the website up to date Our success as a village hall ultimately depends on having a good number of hirers who like the hall & want to keep re-booking. To make this work it is essential that we have a contact who can be available to help guide them and to sort their every need & problem. We are deeply indebted to our Trustee, Shawna Campbell, who does a fantastic job in managing this complex process. She also manages the online calendar & somehow keeps the Trustees in line! We somehow allowed Shana & husband Ed to V151t Canada for 6 weeks last year. The workload we took on sped up a discussion already in progress atK)Ut putting more of the booking process on- line with public viewing of Page 6 our calendar. We have elected to use a system called Hallmaster & we are in the process of getting this set up. Looks excellent & will be a great asset for the future. Noticeable at weekends are the increased numberof birthday parties and wedding receptions. Sensible parents view the cost of hall hire for a children's party as 8ood value against trying to fit large numbers in their homes. The new décor & an inclusive weekend wedding rate have boosted interest from those who need to take a more pragmatic view with their wedding funds. We ran a Warm Hub Centre in ttte hall twice weekly from Christmas to Easter in 2023, funded by the County. to provide a warm environment & a social centre for the community. Our good friends from the art group put on their annual show, very successfully. Finally, I would like to thank everyone who has and doe5 5UPPOrt our work. I believe the hall is in good shape & the future looks bright. Several thank yous if you can be patient. Whilst we are a totally independent centre. I would like to record my thanks to the Parish Council. We communicate & work well together as & when the need arises and I'm very much hoping they are going to fund the official portrait of Kin8 Charle5 when it is available, to hang alongside our late Queen Eli2abeth. A nod also to our colleagues next door in the Social Club. They have had to cope with lots of changes in the last year or so. From our perspective our workin8 relationship 15 the best that I can remember in my 9-year involvement with the hall. I have of course saved my biggest thank vou to last. My fellow Trustees and collea8ues whom I've already mentioned. have helped to navigate us through a challenging year and without whom none of the things that I have reported tonight would have happened. I know that I speak for all of us when I say that. like many voluntary organisations. our long-term future & success require5 that more people join with us. either as Trusteesl Committee members or simply to get involved as event volunteers. Many hands make light workl Your Hall needs youl you all & th nk to you who have made the effort to join us tonight. emple an of Trust Chai es Page 7 INDEPENDENT EXAMINER'S REPORTTO THE cOMMI￿EE OF MANAGEMENT OF SHERBORNE STJOHN VILLAGE HALL I report on the accounts of the Trust for the year ending 31, December 2023 which are set out on pages 7 to ii. Respective Responsibilities of the Trustees and the Examiner The charity's trustees are responsible for the preparation of the accounts and approving their Annual Report. The charity's trustees consider that an audit is not required for this year under Section 144121 of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed. It is my responsibility to= examine the accounts under Section 145 of the 2011 Act follow the pro¢edure5 laid down in the General Directions given by the commission under Section 14515llbl of the 2011 Act state whether particular matters have come to my attention Basis of Independent Examlnerfs Report My examination was carried out in accordance with the General Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts. and seeking explanations from you as trustees concernin8 any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a 'true and fair view. and the report is limited to those matter5 set out in the next statement. Independent Examinerf5 Staternent In connection with my examination. no matter has come to my attention.. Which gives me reasonable cause to believe that in any material respect the requirements.. to keep accounting records in accordance with Section 130, of the 2011 Act and to prepare accounts which accord with the accounting records and comply with the accountin8 requirements of the 2011 Act have not been met, or To which, in my opinion. attention should be drawn in order to enable a proper understanding of the accounts to be reached Mr Jakub Paulicelli Signature. Page 8 SHERaORNE ST HALL STATEMÉNf OF F114ANaALACTrVtTIÉS FOR THE YEAR TO JI" DECEMBER 2023 Notes Unrestrlttt Endowm¢nt Funds Fund5 HN VlikA Totsl IOZ2 Ftsnds INCOMING IIESOURCES In¢•mlni r•styJr¢es from G*heT4ttd l¥rtds'. Grant5 OonatlDns A¢tMtles lOryne￿Il￿( funds: 3.188 3,188 166 201 3.655 266 201 1,276 17 Investment Snearnelorher 3.6SS 1.293 1ncorftl￿8 r•sourtts Irom Charttable 4thtles'. 23.4LKS 965 13,400 965 24,043 1,627 Weddln8 Plire Intome Other TOTAL INCOMING RE5011RCE5 28.020 28,OZO 26.963 AE50URCE5 EXPEMDED Costs of i•n•ratlni lund5'. Oonations to Orher Charitit5 250 Fund ra151n8 exoense5 240 240 859 GROSS PROFITIL0S5 27.780 27.780 25,854 Water tates Lllht Ind heat S19 519 446 15.106 15.106 7,334 Maintenance and repairs 2.670 2.670 12,673 Cartrtakini and cl•anine 6.921 6,921 7.093 lTrsurance 1.704 144 1,937 1.704 L44 1,937 1.443 169 1,607 360 Marketin8 TElephone and Internei chafie5 Warm Hub Expenses Waste Sefvlces Gardenin8 Sundries and Purchase 562 1.962 562 1.962 1.743 525 649 286 11.990 6.319 Jog 11,990 43,921 i.sii 10.478 10,478 31.931 Go¥er*•nce vyJts Independent examinels fee TOTAL RESOURCES EXPENOEO 32.171 i.sii 10.478 44,161 47.428 NET PROFITILOSS beforetrnnsf4rs 4.A52 i.sii 10.478 16.141 20,465 Loan P3ymEnt5 & Transfers NET MOVEMENT IN FUNDS 4.151 1.511 10,478 16.141 20.465 ALANCES 8ROUG14T FORWARD I" IANUARY 2013 BALANCE5 CARRIED FQRWARO T 41st DECEMBER 2023 28.340 356.257 389.137 409.601 3.919 345.779 372.995 389,137 Page 9 SHEA80RNE sfJoHN MiLAGE HALL STATEMENT OF FINANtIALACTrvmES FOR THE YEAR TO 31° DECEMBER 2023 BALANCE SHEET AS AT 31" OECEMBEII 2023 Notes 2013 zozi Generated fvnds.. 345,778 3.029 E 348,807 356,256 4.540 360,797 Furniture and equiprnent CURRENT ASSETS Oebtors 83lances at bank.. Oeposit and interest beariri8 accounts Current accounts C45h In Hand 1,267 920 17,226 7.122 3(K) 25.915 17.029 1.891 300 30,140 LIABILITIES •mo•Jnts lallln¢ dtsewthifi one ￿*r Creditors and accru315 Loans 1.727 1.800 NET CURRENT ASSETSIILIAÈIIryIESI 24,188 28.340 LIABILITIES amoullts lallini d¥• In rnore than ohè year Loarts NET AssErs 372.995 389.137 Represented by.. FUNDS General fund 24.188 28,340 Restritted fund 3.029 4.540 Endowmeni fund 345.778 356,256 372.995 389,137 ved on behall ol th Mana8in8 Cornrnittee Terry￿e NUARY 1024 AT 31" OECEMBER 1023 Date 10 ATEM AcnvinESFC nir•t•dhJfids.' Aopprtinyb¥ ryna¢itios".(h4TIIy5 50RPIFA51011. I FI￿&All•l5 I. IAPlU•mlOIJ pa￿ Ll s￿￿4 Fwnllw* ToLIl s21.￿¢.*) E .492.￿ E 14.961.67 $57.358. JL" DWrn*rlQ13 511.SDI gj É 492 fy) £ 14,%1 67 5SL.35af 16F6a846 £ ChaiitrlDrww¥ IL"Dtt•mOwlQlJ 31920 f JISnLJ? S IJ96.kn E 141,107,J7 1*256.47 I.?46.L￿ E 1.79443 .756 90 Ji'OKiiiibW•XJ za 1 2S&.gS 1.26&95 1.717CQ 1,79>$1 L2 ST Totsl £ 145.7n 17 J48.¥7 1? l.Y27 1.727 OD 371.%5 38 Gift￿*1 Fund lunre51riclill. oftheth4ri