Swanmore Village Hall | Trustees Annual Report and Financial Statements 2023 

## **SWANMORE VILLAGE HALL** 

# **Trustees' Annual Report and Financial Statements** 

## **For the Year Ended 31 March 2023** 

Charity No. 301963 

_Prepared for trustee review and approval_ 

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Swanmore Village Hall | Trustees Annual Report and Financial Statements 2023 

## **Contents** 

|**Contents**||
|---|---|
|Reference and Administrative Information|3|
|Chairman's Foreword|4|
|Trustees' Annual Report|5|
|Objectives and Activities|5|
|Achievements and Performance|6|
|Financial Review|6|
|Reserves Policy|7|
|Principal Risks and Uncertainties|7|
|Plans for Future Periods|8|
|Structure, Governance and Management|8|
|Public Benefit|9|
|Statement of Trustees' Responsibilities|9|
|Statement of Financial Activities|10|
|Balance Sheet|10|
|Notes to the Financial Statements|11|
|Approval by the Trustees|12|



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Swanmore Village Hall | Trustees Annual Report and Financial Statements 2023 

## **Reference and Administrative Information** 

|**Charity Name**|Swanmore Village Hall|
|---|---|
|**Charity Number**|301963|
|**Principal Address**|Swanmore Village Hall<br>New Road<br>Swanmore<br>Southampton<br>Hampshire SO32 2PF|
|**Governing Document**|Unincorporated registered charity governed by its Trust<br>Deed.|
|**Trustees**|Jonathan Woodman - Chairman<br>Victoria Newhouse - Secretary|
|**Principal Bankers**|Barclays Bank plc<br>National Savings & Investments(NS&I)|



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Swanmore Village Hall | Trustees Annual Report and Financial Statements 2023 

## **Chairman's Foreword** 

Following the significant recovery achieved during the previous year, 2022/23 represented a period of consolidation for Swanmore Village Hall. The Trustees' focus was on maintaining the momentum gained after the pandemic, supporting regular user groups and ensuring that the Hall continued to provide a welcoming and well-maintained facility for the local community. 

Although rising utility and operating costs presented challenges throughout the year, careful financial management enabled the charity to continue operating effectively while maintaining its programme of routine maintenance and improvements. 

The Trustees are pleased that the Hall continued to be used by a wide range of community groups, clubs, organisations and private hirers. The continued support of volunteers, user groups and local residents remains vital to the success of the Village Hall, and the Trustees are grateful for their ongoing commitment. 

Swanmore Village Hall remains an important facility for the village and the Trustees remain committed to maintaining it as an accessible, affordable and sustainable community asset. 

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Swanmore Village Hall | Trustees Annual Report and Financial Statements 2023 

## **Trustees' Annual Report** 

The Trustees present their Annual Report and Financial Statements for Swanmore Village Hall for the year ended 31 March 2023. 

The report has been prepared to provide members of the community, funders, regulators and other interested parties with a clear account of the charity's activities, performance and financial position during the year. 

## **Objectives and Activities** 

The charity exists to provide and maintain Swanmore Village Hall for the benefit of the residents of Swanmore and the surrounding area. The Hall is available for community groups, clubs, societies, educational organisations, recreational activities, charitable activities and private functions. 

The Trustees seek to ensure that the Hall remains accessible, affordable and suitable for a broad range of community uses. The availability of the Hall supports social connection, learning, recreation and community participation across a wide range of ages and interests. 

In setting objectives and planning activities, the Trustees have had due regard to the Charity Commission's guidance on public benefit. The Trustees consider that the continued provision and maintenance of the Village Hall delivers clear public benefit to the residents of Swanmore and the surrounding community. 

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Swanmore Village Hall | Trustees Annual Report and Financial Statements 2023 

## **Achievements and Performance** 

The Village Hall continued to return to normal levels of community activity during the year. Existing user groups remained well supported and regular bookings provided a stable source of income. 

The Trustees concentrated on maintaining the high standard of the building established during the previous year's improvement programme. Routine maintenance was undertaken as required and the Hall continued to provide facilities for a wide variety of community organisations, clubs, educational groups, recreational activities and private functions. 

The Trustees continued to review opportunities to improve the efficiency and long-term sustainability of the building while ensuring that the Village Hall remained an affordable and accessible facility for the whole community. 

The continued use of the Hall throughout the year demonstrated its ongoing importance as a community facility and the loyalty of regular hirers and volunteers. 

## **Financial Review** 

Income for the year totalled £33,029.06, an increase on the previous year as community activities continued to recover. Expenditure amounted to £33,579.58, resulting in a modest deficit of £550.52. 

The small operating deficit reflected increasing running costs, particularly utilities and maintenance, rather than any reduction in the use of the Hall. The Trustees consider the financial position to remain sound and appropriate for a community charity operating in a period of significant inflationary pressure. 

Expenditure during the year included the normal costs of operating, cleaning, insuring and maintaining the Hall. Repairs and maintenance continued to be managed carefully so that the building remained safe, attractive and suitable for community use. 

At 31 March 2023, the charity held unrestricted funds of £34,374.10, providing a solid financial base from which to continue maintaining the Village Hall and supporting future community activities. 

## **Financial Summary** 

|**Description**|**2023(£)**|
|---|---|
|Total income|33,029.06|
|Total expenditure|33,579.58|
|Net movement in funds|(550.52)|
|**Total funds at 31 March 2023**|**34,374.10**|



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Swanmore Village Hall | Trustees Annual Report and Financial Statements 2023 

## **Reserves Policy** 

The Trustees do not currently operate a formal written reserves policy. However, reserve levels are reviewed regularly in the context of the charity's expected operating costs, maintenance obligations and future plans. 

The Trustees consider it important to maintain adequate unrestricted funds to meet unforeseen expenditure, protect the continuity of the Hall's operation and contribute towards future repairs and improvements. The level of reserves held at the year end was considered appropriate in light of the charity's responsibilities for the building. 

## **Principal Risks and Uncertainties** 

The Trustees regularly consider the principal risks facing the charity. The main risks identified during the year were: 

- reliance on volunteers and the need to recruit new volunteers and Trustees; 

- rising energy and maintenance costs; 

- the need to maintain and increase booking levels; 

- ongoing repair and upkeep obligations associated with the building; 

- the need to preserve adequate reserves for future repairs and unexpected expenditure. 

The Trustees seek to manage these risks through regular review of finances, maintenance planning, prudent use of funds, engagement with hirers and continued efforts to encourage community involvement in the running of the Hall. 

## **Plans for Future Periods** 

The Trustees intend to continue maintaining the Village Hall to a high standard while seeking opportunities to improve its efficiency and long-term sustainability. 

Priority will continue to be given to encouraging community use of the Hall, increasing bookings where possible, recruiting additional volunteers and Trustees, and ensuring that the building remains an important community asset for future generations. 

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Swanmore Village Hall | Trustees Annual Report and Financial Statements 2023 

## **Structure, Governance and Management** 

Swanmore Village Hall is an unincorporated registered charity governed by its Trust Deed. The charity is managed by volunteer Trustees who are responsible for governance, finance, maintenance, strategic planning and compliance with the charity's obligations. 

The Trustees meet regularly to consider the operation of the Hall, review financial performance, approve expenditure and make decisions about maintenance and improvement works. Day-to-day activities are supported by volunteers and local contractors where appropriate. 

Trustees are appointed in accordance with the charity's governing arrangements. New Trustees are provided with appropriate information about the charity's activities, responsibilities and financial position. 

## **Public Benefit** 

The Trustees confirm that they have complied with their duty under Section 17 of the Charities Act 2011 to have due regard to the Charity Commission's guidance on public benefit. 

The provision and maintenance of Swanmore Village Hall delivers public benefit by making available a community facility for local residents, groups and organisations. The Hall supports social, recreational, educational and community activities and remains an important part of village life. 

## **Statement of Trustees' Responsibilities** 

The Trustees are responsible for preparing the Trustees' Annual Report and Financial Statements for each financial year. They are responsible for keeping proper accounting records which disclose with reasonable accuracy the financial position of the charity and enable them to ensure that the financial statements comply with applicable requirements. 

The Trustees are also responsible for safeguarding the assets of the charity and for taking reasonable steps for the prevention and detection of fraud and other irregularities. 

The Trustees consider that the financial statements for the year ended 31 March 2023 give a fair summary of the charity's activities, financial performance and financial position for the year. 

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Swanmore Village Hall | Trustees Annual Report and Financial Statements 2023 

## **Statement of Financial Activities** 

For the year ended 31 March 2023 

|**Unrestricted funds**|**2023(£)**|
|---|---|
|Income from charitable activities|33,029.06|
|Total income|33,029.06|
|Expenditure on charitable activities|33,579.58|
|Total expenditure|33,579.58|
|Net movement in funds|(550.52)|
|Funds brought forward|34,924.62|
|**Funds carried forward**|**34,374.10**|



All funds of the charity were unrestricted during the year. The notes on the following pages form part of these financial statements. 

## **Balance Sheet** 

As at 31 March 2023 

|**Current assets**|**2023(£)**|
|---|---|
|Cash at bank and in hand|7,188.57|
|Accounts receivable|3,127.50|
|NS&I account|25,165.91|
|Total current assets|35,481.98|
|Creditors: amounts fallingdue within oneyear|1,107.88|
|Net current assets|34,374.10|
|Total assets less current liabilities|34,374.10|
|Net assets|34,374.10|
|Funds of the charity||
|Unrestricted funds|34,374.10|
|**Total charity funds**|**34,374.10**|



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Swanmore Village Hall | Trustees Annual Report and Financial Statements 2023 

## **Notes to the Financial Statements** 

## **1. Basis of preparation** 

The financial statements have been prepared from the charity's accounting records for the year ended 31 March 2023. They are intended to present the charity's income, expenditure, assets, liabilities and funds in a clear and proportionate format suitable for a charity of this size and nature. 

## **2. Accounting policies** 

Income is recognised when receivable and expenditure is recognised when incurred. The financial statements have been prepared on a going concern basis, as the Trustees consider that the charity has adequate resources to continue operating for the foreseeable future. 

## **3. Income** 

Income is principally derived from hall hire and associated activities. Total income for the year was £33,029.06. 

## **4. Expenditure** 

Expenditure relates to the operation, maintenance and improvement of Swanmore Village Hall. Total expenditure for the year was £33,579.58. 

|**Expenditure category**|**2023(£)**|
|---|---|
|Cleaning|6,449.50|
|Consumables|256.92|
|General Expenses|180.89|
|Grounds Maintenance|1,404.00|
|Insurance|1,854.23|
|IT Software and Consumables|1,635.89|
|Legal Expenses|36.00|
|Light,Power,Heating,Water,Waste|12,453.12|
|Rent|2,000.00|
|Repairs & Maintenance|6,610.26|
|Telephone & Internet|698.77|
|**Total expenditure**|**33,579.58**|



## **5. Funds** 

All funds held by the charity at 31 March 2023 were unrestricted funds. Total funds at the year end were £34,374.10. 

## **6. Trustees remuneration and expenses** 

No Trustee received remuneration during the year. No Trustee expenses requiring separate disclosure were identified from the accounting records provided. 

## **7. Volunteers** 

The charity benefits from the support of volunteers who contribute time and expertise to the operation and maintenance of the Hall. The value of volunteer time is not recognised in these financial statements. 

## **8. Related party transactions** 

There were no related party transactions requiring disclosure from the information provided. 

## **9. Going concern** 

The Trustees consider the charity to be a going concern. At the year end the charity held net assets of £34,374.10 and continued to operate for the benefit of the local community. 

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Swanmore Willage Hall ITrusteesAnnual Reportand FinancialStaiements2023

Swanmore Village Hall | Trustees Annual Report and Financial Statements 2023 

## **Approval by the Trustees** 

The Trustees' Annual Report and Financial Statements for the year ended 31 March 2023 were approved by the Trustees and signed on their behalf. 


**----- Start of picture text -----**<br>
Chairman: _______________________ __________<br>**----- End of picture text -----**<br>


Name: Jonathan Woodman 

Date: _________28 / 5 / 23____________________________ 

These financial statements are prepared for trustee review and approval. They should be reviewed against the charity's accounting records and formally approved before submission or publication. 

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