Swanmore Village Hall | Trustees Annual Report and Financial Statements 2024
SWANMORE VILLAGE HALL
Trustees' Annual Report and Financial Statements
For the Year Ended 31 March 2025
Charity No. 301963
Prepared for trustee review and approval
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 2024
Reference and Administrative Information
| Charity Name | Swanmore Village Hall |
|---|---|
| Charity Number | 301963 |
| Principal Address | Swanmore Village Hall New Road Swanmore Southampton Hampshire SO32 2PF |
| Governing Document | Unincorporated registered charity governed by its Trust Deed. |
| Trustees | Jonathan Woodman - Chairman Victoria Newhouse - Secretary |
| Principal Bankers | Barclays Bank plc National Savings & Investments(NS&I) |
Chairman's Foreword
The year ended 31 March 2025 was a period of stability for Swanmore Village Hall. Following the recovery and consolidation achieved in the previous years, the Trustees' focus was on maintaining normal operations, supporting regular user groups and ensuring that the Hall continued to provide a reliable and wellmaintained facility for the local community.
The Hall continued to enjoy strong support from community groups, clubs, organisations and private hirers. Completion of the roof replacement project has resolved the long-standing water ingress issues and safeguarded the building for future use.
Although utility and operating costs remained an important consideration, careful financial management enabled the charity to report a modest surplus for the year while continuing to meet its routine maintenance and operating commitments.
The Trustees remain grateful to the volunteers, hirers and local residents who continue to support the Hall. Swanmore Village Hall remains an important part of village life, and the Trustees remain committed to maintaining it as an accessible, affordable and sustainable community asset.
Trustees' Annual Report
The Trustees present their Annual Report and Financial Statements for Swanmore Village Hall for the year ended 31 March 2025.
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
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Swanmore Village Hall | Trustees Annual Report and Financial Statements 2024
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.
Achievements and Performance
The Village Hall continued to operate steadily during the year, with regular user groups and bookings providing a consistent level of community activity.
The Trustees focused on maintaining the building to a good standard and ensuring that the Hall remained safe, attractive and suitable for use by a wide range of groups and private hirers. Routine maintenance was undertaken where required.
There were no major changes to the charity's activities during the year. The emphasis was on continuity, careful management and sustaining the strong community use that had been re-established following the disruption of the pandemic period.
The continued use of the Hall throughout the year demonstrated its ongoing importance as a community facility and the loyalty of regular hirers, volunteers and supporters.
Financial Review
Income for the year totalled £57,576.51. Expenditure amounted to £42,045.70, resulting in a surplus of £15,530.81.
The surplus reflected stable booking levels and careful control of routine operating costs. Utility costs remained a significant area of expenditure, but these were managed alongside the charity's normal maintenance and running costs.
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 2025, the charity held unrestricted funds of £51,380.53, providing a sound financial base from which to continue maintaining the Village Hall and supporting future community activities.
Financial Summary
| Description | 2025(£) |
|---|---|
| Total income | 57,576.51 |
| Total expenditure | 42,045.70 |
| Net movement in funds | 15,530.81 |
| Total funds at 31 March 2025 | 35,849.72 |
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Swanmore Village Hall | Trustees Annual Report and Financial Statements 2024
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.
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
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Swanmore Village Hall | Trustees Annual Report and Financial Statements 2024
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 2025 give a fair summary of the charity's activities, financial performance and financial position for the year.
Statement of Financial Activities
For the year ended 31 March 2025
| Unrestricted funds | 2025(£) |
|---|---|
| Income from charitable activities | 57,576.51 |
| Total income | 57,576.51 |
| Expenditure on charitable activities | 42,045.70 |
| Total expenditure | 42,045.70 |
| Net movement in funds | 15,530.81 |
| Funds brought forward | 35,849.72 |
| Funds carried forward | 35,849.72 |
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 2025
| Current assets | 2025(£) |
|---|---|
| Cash at bank and in hand | 19,149.87 |
| Accounts receivable | 2,821.25 |
| Loan Account | 5,000.00 |
| NS&I account | 25,165.91 |
| Total current assets | 52,137.03 |
| Creditors: amounts fallingdue within oneyear | 756.50 |
| Net current assets | 35,849.72 |
| Total assets less current liabilities | 35,849.72 |
| Net assets | 35,849.72 |
| Funds of the charity | |
| Unrestricted funds | 35,849.72 |
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Swanmore Village Hall | Trustees Annual Report and Financial Statements 2024
Total charity funds
35,849.72
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 2025. 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 £57,576.51.
4. Expenditure
Expenditure relates to the operation, maintenance and improvement of Swanmore Village Hall. Total expenditure for the year was £42,045.70.
| Expenditure category | 2025(£) |
|---|---|
| Cleaning | 5,593.46 |
| Grounds Maintenance | 1,269.00 |
| Insurance | 1,707.18 |
| IT Software and Consumables | 1,447.53 |
| Legal Expenses | 36.00 |
| Light,Power,Heating,Water,Waste | 13,363.94 |
| Rent | 2,000.00 |
| Repairs & Maintenance | 4,851.36 |
| Telephone & Internet | 788.03 |
| Total expenditure | 42,045.70 |
5. Funds
All funds held by the charity at 31 March 2025 were unrestricted funds. Total funds at the year end were £51,380.53.
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
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Swanmore Village Hall | Trustees Annual Report and Financial Statements 2024
The Trustees consider the charity to be a going concern. At the year end the charity held net assets of £51,380.53 and continued to operate for the benefit of the local community.
Approval by the Trustees
The Trustees' Annual Report and Financial Statements for the year ended 31 March 2025 were approved by the Trustees and signed on their behalf.
Chairman: __
Name: Jonathan Woodman
Date: _7 / 6 / 25______
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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