2026-04-30-accounts

Upham New Millennium Village Hall Trustees’ Report and Financial Statements Year Ending 30 April 2026

Summary

Bookings for this financial year have again been steady and we have a number of longstanding regular hirers. Our Pilates teacher was away for 6 Months maternity and we had some bookings for her weekly slots whilst she was away. Hampshire studios have gone from strength to strength and have rebooked for 10 days in August plus an extra booking in November.

The solar panels have started to work well for us and have reduced our electricity bills. The Summer weather was good and so we have a few Months with no bills plus we were also repaid by the grid too. We had to solar panels cleaned to help with their performance going forward.

Our heat pump is now working well and we will have it serviced regularly.

Electric works to the generator have now been completed.

The cesspit caused us some problems and extra costs during this year but after 26 years this is expected.

The Trustees would like to thank all those who hired the hall during the year, whether regular users or those who used it for one off events.

In this financial year we also had CCTV installed.

Our Shawbrook one year bond matured and the £54,594.69 was deposited into our CAF current account which we quickly transferred to CAF GOLD for extra interest. We have been looking for another well paid bond and have now applied to the United Trust Bank.

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, cleaners and caretaker.

The Trustees undertook their statutory duties and obtained all necessary licences including the premises licence issued by Winchester County Council and music licence issued by PPL PRS Ltd and also arranged suitable insurance.

Income from bookings was very steady this financial year and the reduction in energy costs has resulted in a surplus of £6,525.00

Report of the Trustees

1. 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 respect of each financial year of the charity an annual report containing:

• (a) such a report by the trustees on the activities of the charity during that year, and

• (b) 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.

1. Reference and Administrative Details of the Charity, its Trustees and Advisers

2. (a) The name of the Trust is Upham New Millennium Village Hall.

3. (b) The Trust is a registered charity, number 301976.

4. (c) The address of the Trust is: Mortimers Lane, Lower Upham, Southampton, SO32 1HF

5. (d) The following Trustees served, unless otherwise indicated, for the full year to 30 April 2025:

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  - Keith Dalley

  - Claire Parry

  - Stacey Parry

  - Amy Spencer

  - Rachel Lovegrove

  - Rachael Emery

• (e) The Trust has no employees but engages the services of a booking agent, cleaners and a caretaker on a self-employed basis.

• (f) Other relevant organisations are:

  • Charities Aid Foundation (CAF) Bank Ltd, 25 Kings Hill Avenue, Kings Hill, West Malling, Kent, ME19 4TA

  • Shawbrook Bank Limited, Lutea House, Warley Hill Business Park, The Drive, Great Warley, Brentwood, Essex, CM13 3BE

  • Independent Examiner: Jason Foxwell, Independent–Examiner.Net, 12 Hillbourne Road Poole, BH17 7JB

Structure, Governance and Management

• (a) The Trust’s governing document is a Scheme ordered by the Charity Commissioners for England and Wales dated 9[th] March 2004. The Trust is an unincorporated association.

• (b) The management committee comprised six 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 organisations include, Ringcraft, Sue Merrett School of Dance, the Village Pre-school, Parish Council, Viking Reenactment, Orange Tree Yoga and Upham Players. The Trustees of the charity are made up of the majority of the management committee members.

The management committee may fill a casual vacancy in the office of an elected member at an ordinary meeting of the management committee and may co-opt up to two further members at a special meeting. All members serve until the next annual general meeting.

Under the Scheme:

• Elected members are appointed at the annual general meeting held in September by those inhabitants 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 effective 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 terms.

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Within these prescriptions, the management committee seeks to secure the nomination and election of Trustees who will:

• provide the wide range of skills needed to manage the Hall;

• 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.

• (c) New Trustees are provided with the information they need to serve. Induction is provided by participation in the activities of the committee.

• (d) The management committee appoints a Chairman, a Treasurer and a Secretary. It meets at least eight times a year and actively undertakes the management and administration of the Hall. The management committee engages the services of a booking agent to secure, co-ordinate and organise all the bookings. It also engages a cleaning contractor and a caretaker on a paid basis and other building and maintenance services as needed. Trustees are not paid for their services.

• (e) The Trust has no connections with other charities. The relationship with related parties is set out above in the appointments procedure. The terms 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 committee 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.

4. Objects and Activities

• (a) 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 political, religious or other opinions, including use for:

• Meetings, lectures and classes, and

• Other forms of recreation and leisure-time occupation

with the object of improving the conditions of life for the inhabitants.

• (b) 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 attraction 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.

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5. 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.

6. Licences

The Hall has a Premises Licence, which allows licensable 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 Performance Ltd and Performing Rights Society) for live and recorded music.

7. Insurance

The Village Hall is insured with a comprehensive policy by Ansvar Insurance in respect of:

• buildings and accidental damage with a sum insured of £1,964,677

• contents (up to £27,475)

• public liability (£5,000,000)

• employers’ liability (£10,000,000)

• business interruption up to 24 months (£67,000)

• trustees’ indemnity (£250,000)

• property owners’ liability (£5,000,000)

• personal accident (up to £10,000)

• legal expenses (£250,000)

The management committee recognises that it is under a legal obligation to protect the building, its users and employees through adequate and appropriate insurance.

8.

Building and External Works Issues

The management committee carries 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 appliances checked and the fire alarm tested were undertaken. In addition:

• 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 which has been installed at Upham Village Hall. The electrics have been completed and it is now in full working order.

• Solar panels were erected in October 2024, and are helping to reduce our energy costs.

• The heat pump is now fully working after problems last year.

• The cesspit now 26 years old has caused us some problems and extra costs this year. It had to be emptied on a fortnightly basis for a period of time plus then professionally repaired at a cost of £3,470.40. Going forward we need to accept that it may need more money spent on it at some point because of it’s age and high use.

• The toilets are now very old and tired so we have been obtaining quotes and looking into grants to help cover the costs. We so far have two quotes for £17,000 and £25,000. Hopefully we can move forward with this very soon.

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1. Achievement and Performance We have a very good stream of hirers using the hall both daytime and evenings with a waiting list for evening slots. We have a variety of activities with a Pre School, yoga, pilates, dance and Viking reenactment. The hall is often hired our privately art the weekend for Birthday parties too. The solar panels have worked well this year to reduce our electricity costs and the heat pump has been working efficiently.

10. Financial Review

(a) Reserves

The Trust’s policy on reserves is:

• Endowment Fund: This expendable fund arose from the sale of land connected 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 benefactor of the village hall and other subsequent benefactors. £45,000 was endowed to this fund. Interest on the cash deposit it represents, is credited to the Unrestricted Fund. The management committee aims to sustain this fund to finance, in the longer term, the major renovation and construction work on the Hall.

• Restricted 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 operating account of the Hall. The management committee aims year on 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.

• (b) Financial results

Year ending 30 April 2026 produced a surplus of £6,525.00

• (c) Investment policy

The Trustees consider that they have a duty to minimise investment risk and we are exempt as a charity from corporation tax on our investment income. Our Shawbrook 12 Month bond matured and we have £54,594.69 that we need to reinvest and have just started the process of opening an account with United Trust Bank who have preferential rates on charity bond accounts. There is £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 (CAF).

11. Future Plans

The village hall is now 26 years old and fixtures and fittings are aging. We need to now move forward with our toilet refurbishment and find a grant plus suitable time to have the works done. Following this we can look at the kitchen which is also looking tired now.

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12. Public Benefit

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.

The village hall is designated as an emergency rest centre as part of the Upham Parish Council Community Emergency Plan.

13. Trustees’ Responsibilities 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 Act.

They have a general responsibility for taking such steps as are reasonably open to them to safeguard the assets of the Trust 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 advantage of the exemption available to the charity in preparing accounts in the receipts and payments format.

NAME: CLAIRE PARRY

Date: 1[st] June 2026

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Upham New Millennium Village Hall Receipts and Payments Accounts for the year ended 30 April 2026 Unrestritted End04vment FUTr FUTr Total 2026 Total 2025 PECBPTS Hal Hire 34,195 34.195 31.448 3.097 23,480 Bank Inttresr Reimbjrsements Grants & Donat￿5 Total Re(eipts 38,059 38,059 58,025 PAYMENTS Hall Car Park Mairtenatt(e 4.266 45.739 345 Optraticnal E￿￿￿ltlye VL¥na￿e Cc&s 23.080 360 23.080 360 Totsl Payments 3L534 31,534 50.350 Net IleceiptsllPayment4 for the ￿ar £6. 525 £6,525 £7,675 OpfflTrg ccshatbonkand n bond E67,374 £45,iJX) £112,374 £104,7(KJ Closing cash at ban kand in har#1 £73,898 £45.LMX) £118,898 £112,374 Page7of9

Upham New Millennium Village Hall Statement of Assets and Liabi lities at 30 April 2026 2026 2025 ASSErs Cash at bank and in hand 11&898 112374 Fixed assets: - L￿d lat Cost) Buildings (insurance val uationl 1964677 1,652.239 Ll4BIL￿jEs None Approved by the trustees and SiRned on their behalf by: T￿￿tee. aaire Parry Date: l J￿e 2026 Page8of9

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 Willage Hall (the Charity) for the year ended 30 April 2026. Responsibilities and basis of report As the trustees of the Charity you are responsible for the preparation of the accounts in accordance with the iequirements of the Charities Act 2011 ("the Act,). I report in respect of my examinalion of the Charity's accounts carried out under section 145 of Ihe 2011 Act and in carrying out my examination I have followed all the applicable Direclions given by the Charity Commission under seclion 145(5}(b) of the Act. Independent examinerfs ststement I have completed my examination. I cOnfi￿n that no malerial matters have come to my attention in connection with the examination giving me cause to believe that in any material respecl. accounting records were not kepl in respect of the Trust as required by section 130 of the Act., or the accounts do nol accord with those records. I have no concerns and have come across no other matter5 in connection with the examination lo 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 12 Hillboum4 Road, Poole. BH17 7JB Date: 25 June 2026 Page9of9