Upham New Millennium Village Hall Trustees, Report and Financial Statements Year Ending 30 April 2023 Summary This financial year has been plea5iDgly steady in terms of ljookings. Our regular hirers have continued, meaning that term time days and evenings are pretty full. Weekend events have been continuing apace and tvs wonderful to see the hall used by so many different groups for a variety of activities. The window blinds in the main hall, committee room, kitchen and upstairs meeting room have been generally deteriorating with broken pulleys and slats and in October 2022. new blinds were installed. These are compliant with current health and safety regulations and should hopefvlly last for a number ofyear5. Our caretaker gave the committee room and the upstairs meeting room a much needed lick of paint to brighten them up and provide a more inviting environment to hold events in. The main hall is starting to look a little tired in comparison so the decoration of this will be added to the ever expanding list of things to do for the forthcoming year. The hall 15 now 23 years old and the renewal of the kttchen and toilets is nearing the top of the 'things to do. list. The trustees have started to obtain quotations and this major refurbishment will be an ongoing, and probably a long lastin& project. The Trustees would like to thank all those who hired the hall during the year, whether ￿gUlar users or those who used it forone off events. The Trustees would like to thank the independent contractors who work so hard to keep the hall an attractive place for hirers,. our booking agent, cleanet5 and caretaker. The Trustee5 undertook their 51atutory duties and obtained all necessary licences including the premises licence issued by Winche￿er County Council and music licence issued by PPL PRS Ltd and also arranged suitable insurance. Income from booknngs was very steady this financial year and the trustees are pleased to report a surplus of £7.279. This will go some way towards the proposed refurbishment of the toilets and kitchen. Report of the Trustees Introduction The legal requirement for the trustees. annual report is found in section 162 of the Charities Act 2011. The Act provides that the charity trustees of a charity must prepare in respett of each financial year of the charity an annual report containing= lal such a reFK)rt by the trustees on the artivities of the charity during that year. and Ibl such other information relating to the charity or to its trustees or officers as may be prescribed by regulations made by the Secretary of State. Reference and Administrative Details of the Charity, its T￿￿ee$ and Adviser5 {al The name of the Trust is Upham New Millennium Village Hall. Ibl The Trust is a registered charity, number 301976. Icl The address of the Trust 15: Mortimers Lane. Lower Upham, Southampton, S032 IHF Idl The following Trustees served, unless otherwise indicated, for the full year to 30 April 2023- Pagelof8 Keith Dalley Helen Firth Jane Gillen Roy Kimble Claire Parry le) The Trust has no employees but engages the serVI￿S of a booking agent, cleaners and a caretaker. in Other relevant organisations are= Charities Aid Foundation ICAF) Bank Ltd. 25 Kings Hill Avenue, Kings Hill. West Malling. Kent, ME19 4TA Shawbrook Bank knmited, Lutea House. Warley Hill Business Park, The Drive, Great Warley, Brentwood, Essex. CM13 3BE Independent Examiner. Jason FoxV￿11. Independent-Examiner.Net. 39 Enfield Road, Poole, BH15 3U Structure, Governance and Management The Trusys governing document is a Scheme ordered by the Charity Commissioners for England and Wales dated 9 March 2CM)4. The Trust is an unincorporated association. Ibl The management committee comprised five elected members and three other members, who attend in an advisory capacity. The elected members are from some of the organisations that regularly use the village hall. These organisation5 include Upham & District Gardening Club, Ringcraft, Sue Merrett School of Dance. the Village Pre- school, Parish Council. Viking Re*nactment and Upham Players. The Trustees of the charity are made up of the majority of the management committee members. The management committee mayfill a casual vacancy in the ofFice of an elerted member at an ordinary meeting ofthe management committee and may co-opt up to two further members at a special meeting. All member5 serve until the next annual general meeting. Under the Scheme-. Elected members are appointed at the annual general meeting held in September by those inhab¢tsnts of the parish and surrounding neighbourhood over 18 years of age, who attend. Appointed members are nominated by their organisation within two months of the annual general meeting and their appointment will be effertive from the latter of the date of their notification to the management committee and the annual general meeting. Co-opted members will serve from the date of their appointment at a special committee meeting. All management committee members will serve until the next annual general meeting and may serve further terni5. Within these prescriptions, the management commtttee seeks to secure the nomination and election of Trustees who will: provide the wide range of skills needed to manage the Hall- Page2of8 act diligently and conscientiously to fulfil the objects of the Trust- and make for a good balance of ages and gender. The booking agent and caretaker also attended or provided reports for the meetings. New Trustees are provided with the infomiation they need to serve. Induction is provided by participation in the activities of the committee. Icl Idl The managementcommittee appoints a Chaimian. a Treasurerand a Secretary. It meets at least eight times a year and actNeW undertakesthe management and administration of the Hall. The management committee engage5 the senrices of a booking agent to secure, co-ordinate and organise all the bookings. It also engages a cleaning contrartor and a caretaker on a paid basis and other building and maintenance services as needed. Trustees are not paid for their services. le} The Trust has no connections with other charities. The relationship wtth related parties is set out above in the appointments procedure. The temis and conditions agreed with appointing organisations for their use of the Hall are identical to those agreed with similar local bodies who do not appoint. All these parties and the management ommittee have been scrupulous in ensuring that anyone with a close tie or interest absents him or herself from the consideration of the terms and conditions of any relevant contracts and the management committee has satisfied itself that those contracts offer excellent value for money. Objects and Activities lal The object of the Trust is the provision and maintenance of a village hall for use by the inhabitants of the parish of Upham and surrounding neighbourhoods without distinction of polttical, ￿ligIouS or other opinions, including use for. Meetings. lectures and classes. and other fom)s of recreation and leisure-time occupation with the object of improving the conditions of life for the inhabitants. Ibl The Trust seeks to fulfil its objectives= by maximising bookings from as wide a range of users as possible while prioritising local and regular hirers- by maintaining the attrattion of the Hall in a competitive market,. by preserving the security and cleanliness of the Hall- by the good upkeep of the Hall's decoration. plant and fittings. Hiring Agreement Use of the Village Hall is subject to a hiring agreement which must be signed by the hirer when booking. The hiring agreement sets out the conditions of hire and identifies the respective responsibilities of each party to the agreement. Licences The Hall has a Premises Licence, which allows licen5able activities Such as the supply of alcohol, plays, performance of dance to take place in Upham New Millennium Village Hall and is licensed by PPL PRS Ltd {Phonographic Perfo￿anCe Ltd and Perfomiing Rights Society) for live and recorded music. Insurance Page3of8 The Village Hall is insured with a comprehensive policy by Ansvar Insuran￿ in respett of- buildings and accidental damage with a sum insured of £1,540.844 contents lup to £27.4751 public liability IE5,0(X).IKKJ) employers, liability l£lO,(MJ).QXX)I business interruption up to 24 months1£62.CKKI} trustees, indemntty1£250,(WI property ownerg liability1£S.(JX).IMI} personal accident lup to £lO.CKM)I legal expenses IE250.(KM)I The management committee recogni5esthat it is under a legal obligation to protect the building. its users and employees through adequate and appropriate insuran￿. Building and External Works Issues The management committee carr￿S out regular maintenance checks on the condition of the building and surrounding hard and soft landscapes and arranges for works to be undertaken. following quotation, by using local labour, wherever reasonable. Regular annual checks, such as having fire-fighting appliarbces checked and the fire alami tested were undertaken. In addition= New window blinds were installed in the main hall, the committee room. the upstairs meeting room and the kitchen- As part of the Upham Parish Council Community Emergency Plan the village hall has been designated as an emergency rest centre and Upham Parish Council has made available an emergency generator to be installed on the village hall site. Upham Parish Council 15 managing this projert. Achievement and PerfOrn￿nce This financial year has seen a steady stream of hirers using the hall. It is very busy in temi time during both the daytime and evenings due to the many regular hirers that Use the hall for a variety of aciivitie5. Weekends have also generalty been busy with many different one-off events taking place. There have not been any major projects taking place during this financial year and the trustee5 are pleased to report a surplus of £7.279. This will help enormouslywith proposed projerts. such as new toilets and a new ktlchen. which are now a top priority. io. Financial Review (al Rese￿e$ The Trusvs policy on reseThes is: Endowment Fund= This expendable fvnd ar05e from the sale of land connetted with the previous Hall. In 2003. it was agreed that the endowment fund would be designated The Saint New Millennium Endowment to commemorate Mrs Saint, the original benefattor of the village hall and other subsequent benefactors. £45,OlXJ was endowed to this fund. Interest on the cash deposit it represents, is credited to the Unrestrirted Fund. The management committee aims to Sustain this fund to finance. in the longer term, the major renovation and construction work on the Hall. Page4of8 Restrirted Fund: This represents the capital receipts raised to meet the construction costs of the new Hall. The management committee has agreed to depreciate these costs over the remaining estimated useful life of the Hall and to charge that depreciation against the Fund. Unrestricted Fund= This represents the balance on the current operatin8 account of the Hall. The management committee aims yearon year to achieve a modest surplus of income from hall hire and interest over operational and management costs. The aim of this policy is to sustain the short to medium term capacity to keep the Hall in good repair as the cost of so doing predictably accelerates. Ibl Financial results Year ending 30 April 2023 produced a surplus of £7,279. Icl Investment policy The Trustees consider that they have a duty to minimise investment risk. Since we are exempt as a charity from corporation tax on our investment income there is an investment of £50,IKK) in a Shawbrook Bank one-year fixed rate saver and £28,150 in a Shawbrook 2-month notice account whilst the balance of our cash is retained in a current account and a savings account with the Charities Aid Foundation ICAFI. Future Plans ii. The village hall is now 23 years old and so fixtures and fittings are starting to look a bit tired and shabby, in particular areas such.as the kitchen and toilets. The trustees have begun the process of obtaining quotes and started looking at possible grant schemes to asslst with this probable major expenditure. These are projetts that may tske some time but they have made it to the top of the list at last. Public Benefft 12. The Village Hall is a community building for the pursuit of art. culture, recreation and sport, and a facility in which the community is able to hold events, celebrate personal milestones and allow clubs and societies to flourish, which benefit not only people in the village of Upham but also the wider community- Residents of Upham enjoy a discount on hire prices. 13. Tru5tee5' Responsibilit¥es in relation to Financial Statements and Accounting Records The Trustees are responsible for keeping proper accounting records which disclose with reasonable accuracy at any time the financial position of the Trust and enable them to ensure the financial statements comply with the Charities Att. They have a general responsibility for taking such steps as are reasonably open to them to safeguard the assets of the TnJst and to prevent fraud and other irregularities. The Trust's incoming and outgoing resources fall below the limit set in the Charities Act for requiring the financial statements to be audited, and the Trustees have decided not to have them audited. They are examined by an Independent Examiner whose report is included. The Trustees have taken advantsge of the exemption available to the charity in preparing accounts in the receipts and payments fomiat. P3Ee5of8 ## **INDEPENDENT EXAMINER’S REPORT TO THE TRUSTEES OF UPHAM NEW MILLENNIUM VILLAGE HALL** I report to the trustees on my examination of the accounts of Upham New Millennium Village Hall (the Charity) for the year ended 30 April 2023. ## **Responsibilities and basis of report** As the trustees of the Charity you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’). I report in respect of my examination of the Charity’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. ## **Independent examiner’s statement** I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect: 1. accounting records were not kept in respect of the Trust as required by section 130 of the Act; or 2. the accounts do not accord with those records. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. Mr J P Foxwell FCCA FCIE independent-examiner.net 39 Enfield Road, Poole, BH15 3LJ Date: 27 July 2023 Page 6 of 8 Upham New Millennium Village Hall Receipts and Payments Accounts for the year ended 30 April 2023 Unrestricted Funds Endowment Funds Total 2023 Total 2022 RECEIPTS Hals Hire 31,872 31,872 600 35,IlJ 399 Bank Interest Reimbursements. Grants & Donations 937 937 71 Total Receipts 33,410 33,410 35,581 PAYMENTS Hall and Car Park Maintenance 2.852 22.960 319 2,852 22,960 319 31.263 17,357 336 Operational Expenditure Governance Costs Total Payments 26.131 26,131 48.957 Net Receiptsl{Payments) for the year £7.279 £0 £7.279 -£13,375 Opening cosh at bonk ond in hond E55.115 £45,C(Q £100.115 £113,49) Closing ¢ash at bank and in hand £62,394 £45,000 £107,394 £100,115 Page7of8 Upharn New Millennium Willage Hall Statement of Assets and Liabilities at 30 April 2023 2023 2022 AsS￿s Cash at bank and in hand 107,394 100,115 Fixed assets: Land lat cost) Buildings (insurance valuation) 40.000 1,540,844 40,000 988,OlXi LIABILITIES None Approved by the trustees and signed on their behalf by: Trustee: Date: 2G auLY ZCiL3 Page8of8