## Maxey Community Association ## Maxey Village Hall ## Minutes of the 2025 AGM held on 14 October 2025 at 18:30 Present: Trustees: Andy Bagworth , Karen Pike, Liz Lonsdale Volunteers: Brenda Wilson, Jacqui Barnard Villagers: Mark Asplin 1. Liz Lonsdale (Chair) welcomed everyone to the meeting. 2. Apologies for absence . Lynne Yarham, Vito Ronzano, Keren Thomson, Linda Lindley 3. Acceptance of Minutes of the AGM held on 12 November 2024. Proposed Andy Bagworth, Seconded Karen Pike 4. Chairperson’s Annual Report, 2023 – 24 . Liz Lonsdale thanked everyone for the successful events during the year, the work to obtain grants, and maintaining the hall and its facilities. Liz said she would be resigning from the Chair position. See full report attached. 5. Treasurer’s report and presentation Annual Accounts, 2024-25 See attached. - The accounts were audited by Simplex Solutions. Charges for users were increased by about 5%. The income versus payments resulted in a break even outcome . This was mainly due to increased repairs and maintenance payments for the roof and outside decoration. Thanks to Andy Bagworth for help and support. The 200 Club gives a good income of approx. £2000 but involves quite a bit of work in maintaining the number of subscribers. 6. Secretary’s Report : There has been no correspondence of note. 7. Booking Oficer Report : The Lemon Booking system works well. Lots of the private hirers are from outside the village and has been lots of favourable feedback. Regular hire income has increased by about 30%, largely due to two new hires; Bumble Beats and a Pilates class. We lost the Hiitstep class during the year. It was proposed and agreed that the hire rates stay the same for next year. 8. Fire Oficer Report : see attached report from Vito Ronzano 9. Acceptance of Annual Accounts : Proposed Liz Lonsdale, Seconded Andy Bagworth 10. Appointment of Auditor / Independent Examiner . It was agreed to reappoint Simplex Solutions to carry out the audit for the 2025-26 period. 11. List of Voting Members. Trustees only: Andy Bagworth , Karen Pike, Liz Lonsdale, 12. Election of the Trustees of the Association for the year 2025 - 26 The following trustees remained in post: - a. Chairperson: Vacant - b. Vice Chairperson: Andy Bagworth - c. Secretary: Liz Lonsdale - d. Treasurer: Karen Pike - e. Assist Treasurer & 200 club coordinator Andy Bagworth - f. Parish Council Rep: Lynne Yarham - g. Fire Officer and general maintenance :Vito Ronzano 13. Nomination of Hall Manager : Jacqui Barnard will stand down from the hall Manager role due to health issues. She will continue to monitor the hall for maintenance issues during her weekly cleaning duties. 14. Nomination of volunteers: Brenda Wilson and Jacqui Barnard agreed to continue as volunteers. 15. AOB - Mark Asplin asked how many Trustees are required to be quorate ? The answer was half of the elected Trustees. - Mark Asplin gave thanks for the work Jacqui Barnard had undertaken in her role as Hall Manager over the years. - It was noted that there was a need for additional trustees both for the Maxey Parish Council and the MCA. There will be a flyer distributed to encourage villagers to come forward and participate in the running of the village committees. - Mark Asplin proposed that he would lead the social activities of the village hall to revitalize enthusiasm for village events. This would be separate from the monthly MCA meeting, but any events would be with the agreement of the Trustees. As the current events schedule was already organised, it was proposed that Mark would take the lead after Christmas. All the present Trustees and Volunteers agreed this would be a good way forward. As there was no further business the meeting closed at 19:10 Maxey Community Association Registered Charity Number: 302650 Maxey Village Hall, School Lane, Maxey, Peterborough, PE6 9EJ Email: maxeyvillagehall@yahoo.com Website http://www.maxeyvillagehall.co.uk **MAXEY COMMUNITY ASSOCIATION (Charity Number: 302650)** ## **ANNUAL REPORT and FINANCIAL STATEMENTS For the year ending 30[th] June 2025** Simplex Solutions 33 Hoylake Drive Farcet Peterborough, PE7 3BD Tel: 07843 485016 / 07415 092229 **1 |** P a g e ## **MAXEY COMMUNITY ASSOCIATION TRUSTEE’S ANNUAL FINANCIAL REPORT for the year ended 30[th] June 2025** The Charity Trustees present their Report for the period 1[st] July 2024 to 30[th] June 2025. The Maxey Community Association is registered with the Charity Commission number 302650 and was established by a Trust Deed in May 1972. The Charity is administered and managed by a committee of the following elected and nominated Trustees and volunteers: Trustees: Chair Liz Lonsdale Vice Chair Andy Bagworth Secretary Liz Lonsdale Treasurer Karen Pike Assist Treasurer & 200 club Andy Bagworth Booking Officer Andy Bagworth Fire Officer Vito Ronzano Parish Council Reps. Lynne Yarham Volunteers: Volunteers: Jacqui Barnard Brenda Wilson Keren Thomson Linda Lindley Details of Trustees are recorded with the Charity Commission. ## **Objects, Organisation and Activities** The object of the Charity is to maintain and improve Maxey Village Hall for the inhabitants of Maxey, Peterborough and other users. This is to be achieved by advancing education. Providing recreation and leisure facilities and promoting charitable purposes. The Committee aims to provide facilities at an affordable cost to voluntary and organisations serving the community as well as residents. ## **Review and highlight of year** Overall, our accounts show we are in a good financial position. The financial statements which follow show the detail and current state of the Association’s Accounts. We shall continue to subsidise some of our events and the hall charges to villagers, regular users and other voluntary groups. **2 |** P a g e The cost of repairs and maintenance has doubled this year due to necessary work being carried out. Money has been spent on new flooring in the entrance hall, replacement of the water heater, electrical work, external painting and roof repairs. The electricity costs remain high increasing by £400 this year. We secured a National Lottery Grant of £10,000 in March 2025 which will be used to replace the floor in the main hall. The 200 Club lottery has provided a profit of around £1000, going forward to the upkeep and maintenance of the village hall. Regular hires income has increased by just under £3000 this year due to new hirers using the hall. The largest contributor being Bumble Beats who hire the hall 2 days a week from 8.30– 14.30. Private hire income was £3305 (considering deposit returns), which is slightly up on last year. From April 2025 the hall hire charges were increased by an average of 5% which has helped with our income stream. We broke even on the several Committee events held during the year. This has created an excess of income over expenditure of £1668. The Accounts Independent Examiners are Simplex Solutions. **Karen Pike and Andy Bagworth Maxey Community Association Treasurers** **.** **3 |** P a g e ## **Independent examiner's report on the accounts** ## **Section A Independent Examiner’s Report** |**Report to the trustees/**
**members of**
**On accounts for the year**
**ended**
**Set out on pages**|Charity Name
MAXEY COMMUNITY ASSOCIATION|Charity Name
MAXEY COMMUNITY ASSOCIATION|Charity Name
MAXEY COMMUNITY ASSOCIATION| |---|---|---|---| ||||| ||30THJUNE 2025|**Charity no**
**(if any)**|302650| ||||| ||7||| We report to the trustees on our examination of the accounts of the above charity (“the Trust”) for the year ended 30/06/2025. **Responsibilities and** As the charity's trustees, you are responsible for the preparation of the **basis of report** accounts in accordance with the requirements of the Charities Act 2011 (“the Act”). We report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, We have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. **Independent examiner's statement** We have completed our examination. We confirm that no material matters have come to our attention in connection with the examination which gives me cause to believe that in, any material respect: - the accounting records were not kept in accordance with section 130 of the Charities Act; or - the accounts did not accord with the accounting records; or - the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair’ view which is not a matter considered as part of an independent examination. We 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. **Signed:** _[Cher][y][l Aves and ][Y][vette Smart ]_ **Date:** 09/10/2025 **Name:** SIMPLEX SOLUTIONS **Address:** 33 HOYLAKE DRIVE, FARCET, PETERBOROUGH, PE7 3BD **4 |** P a g e ## **Section B Disclosure** Only complete if the examiner needs to highlight material matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners). **Give here brief details of any items that the examiner wishes to disclose** . NOTHING TO REPORT **5 |** P a g e ## **MAXEY COMMUNITY ASSOCIATION NOTES TO THE ACCOUNTS for the year ended 30[th] June 2025** 1. **Accounting Policies:** - (a) The accounts have been prepared in accordance with applicable accounting standards and follow the recommendations in Statement of Recommended Practice: Accounting by Charities (SORP 2005) - (b) Voluntary income is received by way of donations and gifts and is included in full in the Financial Statements when received. Gifts in kind are valued at their estimated value to the Charity and included under the appropriate heading when received. - (c) Intangible income is valued and included in income to the extent that it represents goods or services which would otherwise be purchased. Where it is not possible to value the goods or services, such as volunteer time, the accounts do not include them. - (d) Grants including grants for the purchase of fixed assets are recognised in full in the Financial Statements in the year in which they were received. ## **2. Grants received:** National Lottery Grant - £10,000.00 **3. Staff Emoluments: 2023/24 2024/25** Total emoluments £2055.00 £2084.04 Self- employed Hall Manager ## **4. Trustee’s remuneration and expenses** Trustee’s expenses for organising events were claimed with valid receipts and paid accordingly. **6 |** P a g e Maxey Community Association Income and Expendilure Accounts 1st July 2024- 30th June 2025 JO June 2024 30 June 2025 INCOME 200 club Donations Equipment Events Hall hire Deposits Hall hire- Private Hall hire - Regular Investment income bank Intefest Miscellaneou8 Grants TOTAL INCOME £3.656 80 £613_18 £39.96 £2593.50 £3.975.00 £3.102.12 £8.170.68 £332_78 £0.00 £000 £22.484.02 £3 536.80 £1 053_90 £o_oo £2 109 83 £3,300 00 £3 304.65 £11,111 50 £o_oo £10,000.00 £34 651.96 PAYMENTS Cleanin Matefials C￿anIn wa es 200 Club Donations Electricity ment Expense Events Hall Hire Deposit refunds Hall Hire private refvnds Hall Hire Re ular Refunds Sum Up Charges Insuranee Independent Examiner Miscellaneous Rates Repairs and maintenance Subscri lth)ns Telephone Waste ski Water Posta Printino & stab"onery TOTAL PAYMENTS £387.49 £2 OSS.00 £1560.00 £713_00 £4.548.69 £3.044.74 £240_01 £2 382.92 £3 949.00 £106.4? £6S7.01 £0.00 £1.791_54 £200_00 £74.16 £10806 £5.002.10 £395.00 £372.22 £6•6.88 £376.97 £5_00 £o_oo £28.596.21 £536.6 £2 084 04 £2,56S 00 £465_00 £4,954.40 £133_97 £75_75 £2 121.53 £3,477 50 £13550 £0.00 £38 38 £1 963_35 £250.00 £000 £174.4? £12,?15_63 £15S88 £529 64 £708.72 £360.57 £o_oo £45_00 £32 983.90 di8 Net of In¢omelPayments 6.112.19 £1,668_08 Cash hjnds bfyvd 1 July Net of income and ents Cash knnds expected ai end of year £35.610.00 -£6.112.19 £29.497.81 £29,497 81 £1 668.08 £31,16S.89 Cash funds this ear end". Santander current aceount 200 club account Santsnder savings account Pe cash held at ear end Totsl cash funds this ￿ar end £788_87 £1.169.34 £27.539 60 £0.00 £29,497.81 £2,192_85 £1541.14 £27,431_90 £000 £31,165.89 **MAXEY COMMUNITY ASSOCIATION (Charity Number: 302650)** ## **ANNUAL REPORT and FINANCIAL STATEMENTS For the year ending 30[th] June 2025** Simplex Solutions 33 Hoylake Drive Farcet Peterborough, PE7 3BD Tel: 07843 485016 / 07415 092229 **1 |** P a g e ## **MAXEY COMMUNITY ASSOCIATION TRUSTEE’S ANNUAL FINANCIAL REPORT for the year ended 30[th] June 2025** The Charity Trustees present their Report for the period 1[st] July 2024 to 30[th] June 2025. The Maxey Community Association is registered with the Charity Commission number 302650 and was established by a Trust Deed in May 1972. The Charity is administered and managed by a committee of the following elected and nominated Trustees and volunteers: Trustees: Chair Liz Lonsdale Vice Chair Andy Bagworth Secretary Liz Lonsdale Treasurer Karen Pike Assist Treasurer & 200 club Andy Bagworth Booking Officer Andy Bagworth Fire Officer Vito Ronzano Parish Council Reps. Lynne Yarham Volunteers: Volunteers: Jacqui Barnard Brenda Wilson Keren Thomson Linda Lindley Details of Trustees are recorded with the Charity Commission. ## **Objects, Organisation and Activities** The object of the Charity is to maintain and improve Maxey Village Hall for the inhabitants of Maxey, Peterborough and other users. This is to be achieved by advancing education. Providing recreation and leisure facilities and promoting charitable purposes. The Committee aims to provide facilities at an affordable cost to voluntary and organisations serving the community as well as residents. ## **Review and highlight of year** Overall, our accounts show we are in a good financial position. The financial statements which follow show the detail and current state of the Association’s Accounts. We shall continue to subsidise some of our events and the hall charges to villagers, regular users and other voluntary groups. **2 |** P a g e The cost of repairs and maintenance has doubled this year due to necessary work being carried out. Money has been spent on new flooring in the entrance hall, replacement of the water heater, electrical work, external painting and roof repairs. The electricity costs remain high increasing by £400 this year. We secured a National Lottery Grant of £10,000 in March 2025 which will be used to replace the floor in the main hall. The 200 Club lottery has provided a profit of around £1000, going forward to the upkeep and maintenance of the village hall. Regular hires income has increased by just under £3000 this year due to new hirers using the hall. The largest contributor being Bumble Beats who hire the hall 2 days a week from 8.30– 14.30. Private hire income was £3305 (considering deposit returns), which is slightly up on last year. From April 2025 the hall hire charges were increased by an average of 5% which has helped with our income stream. We broke even on the several Committee events held during the year. This has created an excess of income over expenditure of £1668. The Accounts Independent Examiners are Simplex Solutions. **Karen Pike and Andy Bagworth Maxey Community Association Treasurers** **.** **3 |** P a g e ## **Independent examiner's report on the accounts** ## **Section A Independent Examiner’s Report** |**Report to the trustees/**
**members of**
**On accounts for the year**
**ended**
**Set out on pages**|Charity Name
MAXEY COMMUNITY ASSOCIATION|Charity Name
MAXEY COMMUNITY ASSOCIATION|Charity Name
MAXEY COMMUNITY ASSOCIATION| |---|---|---|---| ||||| ||30THJUNE 2025|**Charity no**
**(if any)**|302650| ||||| ||7||| We report to the trustees on our examination of the accounts of the above charity (“the Trust”) for the year ended 30/06/2025. **Responsibilities and** As the charity's trustees, you are responsible for the preparation of the **basis of report** accounts in accordance with the requirements of the Charities Act 2011 (“the Act”). We report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, We have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. **Independent examiner's statement** We have completed our examination. We confirm that no material matters have come to our attention in connection with the examination which gives me cause to believe that in, any material respect: - the accounting records were not kept in accordance with section 130 of the Charities Act; or - the accounts did not accord with the accounting records; or - the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair’ view which is not a matter considered as part of an independent examination. We 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. **Signed:** _[Cher][y][l Aves and ][Y][vette Smart ]_ **Date:** 09/10/2025 **Name:** SIMPLEX SOLUTIONS **Address:** 33 HOYLAKE DRIVE, FARCET, PETERBOROUGH, PE7 3BD **4 |** P a g e ## **Section B Disclosure** Only complete if the examiner needs to highlight material matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners). **Give here brief details of any items that the examiner wishes to disclose** . NOTHING TO REPORT **5 |** P a g e ## **MAXEY COMMUNITY ASSOCIATION NOTES TO THE ACCOUNTS for the year ended 30[th] June 2025** 1. **Accounting Policies:** - (a) The accounts have been prepared in accordance with applicable accounting standards and follow the recommendations in Statement of Recommended Practice: Accounting by Charities (SORP 2005) - (b) Voluntary income is received by way of donations and gifts and is included in full in the Financial Statements when received. Gifts in kind are valued at their estimated value to the Charity and included under the appropriate heading when received. - (c) Intangible income is valued and included in income to the extent that it represents goods or services which would otherwise be purchased. Where it is not possible to value the goods or services, such as volunteer time, the accounts do not include them. - (d) Grants including grants for the purchase of fixed assets are recognised in full in the Financial Statements in the year in which they were received. ## **2. Grants received:** National Lottery Grant - £10,000.00 **3. Staff Emoluments: 2023/24 2024/25** Total emoluments £2055.00 £2084.04 Self- employed Hall Manager ## **4. Trustee’s remuneration and expenses** Trustee’s expenses for organising events were claimed with valid receipts and paid accordingly. **6 |** P a g e Maxey Community Association Income and Expendilure Accounts 1st July 2024- 30th June 2025 JO June 2024 30 June 2025 INCOME 200 club Donations Equipment Events Hall hire Deposits Hall hire- Private Hall hire - Regular Investment income bank Intefest Miscellaneou8 Grants TOTAL INCOME £3.656 80 £613_18 £39.96 £2593.50 £3.975.00 £3.102.12 £8.170.68 £332_78 £0.00 £000 £22.484.02 £3 536.80 £1 053_90 £o_oo £2 109 83 £3,300 00 £3 304.65 £11,111 50 £o_oo £10,000.00 £34 651.96 PAYMENTS Cleanin Matefials C￿anIn wa es 200 Club Donations Electricity ment Expense Events Hall Hire Deposit refunds Hall Hire private refvnds Hall Hire Re ular Refunds Sum Up Charges Insuranee Independent Examiner Miscellaneous Rates Repairs and maintenance Subscri lth)ns Telephone Waste ski Water Posta Printino & stab"onery TOTAL PAYMENTS £387.49 £2 OSS.00 £1560.00 £713_00 £4.548.69 £3.044.74 £240_01 £2 382.92 £3 949.00 £106.4? £6S7.01 £0.00 £1.791_54 £200_00 £74.16 £10806 £5.002.10 £395.00 £372.22 £6•6.88 £376.97 £5_00 £o_oo £28.596.21 £536.6 £2 084 04 £2,56S 00 £465_00 £4,954.40 £133_97 £75_75 £2 121.53 £3,477 50 £13550 £0.00 £38 38 £1 963_35 £250.00 £000 £174.4? £12,?15_63 £15S88 £529 64 £708.72 £360.57 £o_oo £45_00 £32 983.90 di8 Net of In¢omelPayments 6.112.19 £1,668_08 Cash hjnds bfyvd 1 July Net of income and ents Cash knnds expected ai end of year £35.610.00 -£6.112.19 £29.497.81 £29,497 81 £1 668.08 £31,16S.89 Cash funds this ear end". Santander current aceount 200 club account Santsnder savings account Pe cash held at ear end Totsl cash funds this ￿ar end £788_87 £1.169.34 £27.539 60 £0.00 £29,497.81 £2,192_85 £1541.14 £27,431_90 £000 £31,165.89