Stoke sub Hamdon ME,I,,'-:RItAL Registered Charity 304642 West Street, Stoke sub Hamdon, Somerset TA14 6PZ Trustees, Reportsforthe AGM yearending31" December2024 Contsnts Introductlon. Current Structure............................................................................................,...... Achievements........................................................................................................ Grants and support recelved . Events and Servlce provlsion . Problems Overcome....... ........................ . ........................................................... Health & Safety.................. .................................................................................. 2. Treasurers Report & Accounts to year ending 31st Dec 2024....,..,.,..,..,,...,.... ... a) Receipts................................................................................,.. b) Payments.. 3. Booklngs Report.. 4. Future plans................................................................................. 5. Closing Rernarks .......................................................................,.,., ... 6. Appendix 1-Accounts for Year Ended 31 December 2024. ............................. 2024 Trustees, Report and Annual Accounts Page118 Trustees, Report forthe AGM year ending 31° December 2024 1. Introduction Whllst not a Trustee, I volunteered to act as Chair on behalf of the Trustees and committee members after the last AGM to assist with role responslbllities. The following is my report on behalf of the Trustees, Th8 land was gifted in 1952 for the provision of a village hall and the Memorial Hall was built in the 1970s. The Memorial Hall charity scheme was set up wlth th8 Charity Commission in 1988 as an Unlncorporated Trust. The Custodian Trustee Is the Parish Council, as specified by Clause 2 of the Deed, because an Unincorporated Trust cannot hold land in its own name. In addition, part of the land was sold to developers for a car park when the Glove Factory was converted into flats. The money raised from thls comprises our Restricted Fund. The objectlve of our Charlty, in summary, is to provide and malnlain our villag8 hall and recreatlon ground for use by the community for meetings, class8s, recreation and lelsure tlme occupatlon. The Memorial Hall is a light and airy hall c8ntral to the village and well-used by the local community and beyond, surrounded by a recreation ground and play area. We are extremely grateful to the Parlsh Council who provide regular grounds, maintenance and safety checks of play equipment and who have provided grant provlslon towards our insurance and operational costs. Current Structure Barbara very klndly continues to be the Chalr Trustee, and we are grateful to acknowledge that we have the benefit of her knowledge and experience over the years which Is Invaluable. The business of Treasurer and Bookings has been maintained by Jill who is a Trustee and supported by Lee. Trudy, also a Trustee, acts as Secretary and keeps us all together, and Raymond and Ruth are invaluable in their assistance with malntenance and contribution to the smooth running and suggestions of improvement to the benefit of the Hall. Lee also ensures we keep up to date with 2024 Trustees, R8POrt and Annual Acwunt8 Page218 website and social media publications and Is Instrumental in managlng our Film Nights. Our management committee totals 6 but we are really hoping that we can attract new committ88 members who will share the role responsibilities. The other important memb6r of our team Is Nell, our Caretaker. He keeps the hall looking clean and tidy and Is uncomplalning despite the glltter on the hall floor after parties! We are extremely grateful for all hls hard work. We have held 11 monthly commlttee meetings during 2024 with minutes of de¢lslons and matters arlsing. Achlevements We have had a very productive year, desplte belng a small but dedicated committee we have achleved the following enhancem8nts to the Memorial Hall to keep it fresh and up to date with antlClP8ted customer requirements and improvements to increase attractlveness for use: _ New Stage backdrop curtains, tracking and decoratlon of stage area. One electrlcal clrcijit board to replace the 3 dated separate units. New Kitchen units includlng the Installation of a n8w cooker and dishwasher. Provlslon of a cardless payment capability. Smartphone and Bluetooth connectivity for mu81c. Fitment of an extemal key safe for use as required. Grants and support recelved We conslder ourselves very fortunate that we have been supported this year with the following allocation of grants and provision from the following: The Parlsh Council who not only provide regular grounds, maintenance and safety checks of play equipment but who have continued to support us by providing grant provlsbn towards our insurance and operational costs. Stoke Sub Hamdon Sports & Recreation Trust for the Stage refurblshment and also the Stage Llghting Project project scheduled for 2025. Stoke Charity Shop for the purchase of the new cooker. Stoke Performing Arts Group for the Stage Lighting Project scheduled for 2025. Gigaclear for contlnuing their free Superfast full fibre broadband full provision throughout the year. 2024 Trustees, Report and Annual Accounts Page318 Events and SeNlce provlslon Our aim is to provide a well-kept village hall for use by parishioners and customers alike. We have adapted to modern requirements such as Bluetooth technology and realise the importance of our w8bslte whlch Is conslantly monitored by Lee to ensur8 it is kept current with facilities overview, events, hire charges, photo gallery and contact details. The website also enables on41ne booking enquiries and appllcations. Problems Overcome This year hasn't been free of some setbacks that required a quick reaction to resolve the problems, namely: Floodlng from taps in toilet facilities being left on overnight - twjce! The kitchen drain blocked on the day of SPAG'S murder mystery production whlch Involved provlslon of a meal and kitchen services. Thank you to all residents involved on the day In an attempl to clear it before professional drain clearage services were called. Discovery of chewed electrlcs In the attlc above the kitchen requlrlng wiring replacement and pest control action. Two abandoned cars left in the car park which required removal. Health & Safety We take our hall users, comfort and safety seriousty. In addition to routlne maintenance and servicing procedures, we undertake Fire Rlsk and Health & Safety Assessments, and all routine Health & Safety checks are carried out throughout the premises to maintain a record of problems and the resulting actlons taken. Jt 2. Treasurers Report & Accounts to year endlng 31 Dec 2024 I have pleasure In presenting the End of Year accounts on behalf of the Trustees of the Stoke sub Hamdon Memorlal Hall and Recreation Ground Tiust for the year endlng 31 December 2024. As usual, the accounts have been prepared on a Receipts and Payments basls. They have been examined by an Independent Examlner, Acorn Accounting, Yeovil, in accordance with the general directions given by the Charity Commission under sectlon 145(5)(b) of th8 2011 Act. 2024 Trustees. Report and Annual Accounts Page418 a) Recelpts Hall Letting8 durfng 2024. The hourly rate was last Increased on 1st April 2023. The receipts in 2024, that is receipts from invoices for the hall lettings, have Increased by 8.5% on 2023. The single lettings accounted for 30% of all lettlngs receipts, a slight reduction on 2023 figures, however, there do now seem to be more single lettings from outside the village. Also, in 2023, we had the unusual lucratlve letting to a fllm production company who used the car parf(. Fllm nights There were 10 during 2024, with varying success wlth tlcket sales of 52 @ £5 being the most successful. We made a profit of £605 this year compared wlth a small loss of £142 In 2023. All of the above In combination with the following, put us In a strong posltlon to embark on hall Improvements, as Ilsted in Rebecca's r8POrt. Good bank Interest rates (£1251 Snterest, compared with £705 in 2023), Grants thankfully recelved from the Sports and Recreation Trust and the Charlty Shop. We are also grateful to the Parish Council for our annual grant to pay for our annual insurance premlum and £1000 for running costs. b) Payments Utlllty costs As at 31 $1 December 2024, we were still within our fixed contract perlod for both gas and electricity which ends in 2026. The utility bills, gas, electrlclty and water overall, fell by 12Vo, mostly thanks to the remote access facillty of the Hlve thermostat syst8m. Water use increased in 2024 but this was because on 2 occasions, a hot tap was left running during the nlght by a client. They paid a nominal charge for thls oversight and we have since amended the Terms and Conditions and emphasised the importance of following the exit check Ilst. 2024 Trustees, Report and Annual Aco)unts Page518 Caretaker costs have reduced because Neil is doing less repairs and maintenance around the hall. We are grateful to Raymond, a committee member, who turns his hand to anything. Repairs and maintenance In addition to the usual regular seNicing of equlpment, such as fire equipment, the CCTV, the intruder alarm. the emergency lighting etc. in 2024 we also had the electrical installation condition inspection (EICR), which resulted Fn various additional repalrs and upgradlng work. The renewals and improvements included the new stage curtains and track, a great Improv6ment on the previous Heath Roblnson system. We are grataful to the Stoke Performlng Arts Group for assisting with the funding and management of this project. Purcha8e of Assets The long-awaited new kilchen was Installed, carèfully project managed by Rebecca. Summary All In all, a good year wlth a several major projects completed. Although the accounts show a deficit of £9,218, the new kltchen Is a good step forward and will hopefully 8ncourage new hall booklngs In the future. Our cash fund, due to the grants obtalned during 2024, a tight control of varlous expenses, the popular fllm nlghts and despite the purchase of the kltchen, remains healthy thus providlng us with a robust reserve fund. Once approved, the Annual Return for the year ending 31st December 2024 wlll be submitted on-line to the Charlty Commissioners in accordance with their directlve. 3. Bookings Report 2024 has been a busy year for the Hall with the usual cornings and goings. We are fortunat8 to hav8 8 good-sized stage, a small changinglmeeting room b8hind the slage, a newly refurbished kitchen and the advantage of the pleasant surrounding grounds. We were sorry to see the Somerset Oil Painters go due to dwlndling numbers. They hired the hall every Wednesday morning for 3 hours. so thls wlll mean a reductlon In the annual turnover of £1386.They were the second highest income generator per annum, below Music Bugs. The Village Artists Group is going from strength to strength and they are also putting on Saturday workshops several tlmes a year. 2024 Trustees. Report and Annual Account8 Page618 We welcomed Star Dance Company. a dance class for youngsters. Yoga, Zumba, Kettle Belles, Qigong and Star Dance are all instructor led class so all pay £13 per hour. Music Bugs on Tuesday mornings runs 2 sesslons back to back and attracts parents from nearby towns and villages, thus raising the proflle of the hall and leading to party bookings for weekends. We were sorry that nobody wanted to take on the Baby and Toddlers group, but they have now almost emptied thelr storage space which will be invaluable to someone else. Storage continues to be a problem for us, Car parking is also dlfficult at tlmes and there are always people who use the carpark as a public carpark despite notices to the contrary. Single bookings fell during 2024. Some children's parties use the Working Men's Club or the Hamdon Youth and Famlly Centre. The latter is slighdy cheaper than the Hall. Durtng 2024, slngle bookings included many local organlsatlons, for example Stoke Perfoming Arts Group, the local Medical Practice, Castle School, St Mary's Church, Stoke Band and a bat conservation charity. It Is good to see the hall being used by local groups and organisations. We continue to strlve to provide an efficient and welcoming service for our clients and are pleased to see a good percentage of return bookings. Our thanks to Neil Bridge. our caretaker, who is so helpful and flexible. 4. Future plans In order to protect the financial posltlon of the trustees, we would Ilke to evolve into Charitable Incorporat8d Trust (CIO). A CIO enables us to become a legal body In our own rtght and afford rn6mbers and Trustees certain protectlons against personal liability. We have contscted solicltors to help us through the process, but it has beGome more complicated and costly than expected. 11 must be emphasised that our insurance includes a clause to protect the current Trustees. Also, to provide further protectlon, we have a Rules and Operatlons Manual and Pollcles In place for th8 Charity, Trustees and Committee members. As for other plans, following a casual discusslon Sn our local coffee shop, we are pleased to announce that we wlll be hosting In-Post lockers. These will not only provide a 2417 Send, Recelve and Retums service for the community, but a source 2024 Trustees. Report and Annual Ac(x)unts Page718 of Income for the Hall with the bonus of CCTV that wlll cover the car park along with the locatlon Identif ication and free marketing vla digital maps for In-Post locations, Dependent on funding and grant applications we would like to achieve the following projects: Redecoration of the kitchen followlng our recent refurbishment. Repair or replac8 the broken fencing to the rear of the car park to the right- hand side. Installation of Loft insulatlon to Im prove heat retention as the hall is very cold during the winter and expensive to heat. Conslderatlon of sound proofing to Improve Hall acoustics. As mentloned In the Grants and support recelved, at the time of this AGM, we have already successfully installed professional stag8 lighting whlch was christened with great effect durlng the recent Stoke Performing Arts Group's production of 'SPAGtacular'. It must be emphasised that this was totally funded from grants mentioned above and Somerset Council - South vla S106 funding from the Greatfield Lane development. A great result for us. 5. Closing Remarks The Memorial Hall is well used by the local community. With the projects achieved thls year whllst recognislng the grants received, we have also relied heavily on our savings and therefore will be very mindful of available funding golng forward in 2025 but that wlll not detract from our determination to achieve our Fulure Plans. We have a small, committed management team wlth enthuslasm. expertlse and a passion for provided our service. On behalf of the village, I would Ilke to say a big Thank You for all their hard work to keep our hall well maintained, safe, current and popular, W6 are extremely fortunate that we Ilve In a community where our local organisations look after each other, we will never take that for granted and agaln extend thanks to all. 2024 was a good year for the Memorlal Hall and we look forward to an excltlng 2025 wlth the support of our hirers, the local community, our film frlends and last but not least our hard-working team. 6. Appendix 1 ~ Accounts for Year Ended 31 December 2024. 2024 Trustees, Report and Annual AcTh)unt8 Page818 STOKE SUB HAMDON MEMORIAL HALL ACCOUNTS FOR TlaE YEAR ENDED 31 DECEMBER 2024 REGJSTERED CHARITY NUMBER 304642 AcL)rn AiLillJlltinbtr for BLisinL￿b LiiiiitL'd -suite A 17ThL' Pi¢ rk I'c'ui.'il SomL'fsL.t EIA21111) l*(-.C.'I:Il'-l-ts A:,ql i PIly'NII ¥ 15 ILL(IL NII I",iIR THI. YE,.IR r.Nl)fD 31 I)E-,LElI,IBLLI 2024 2024 2023 RECEIFrs Gi'iints frum StokL' 4iib Flaiiid()n P&iri.%li C(iuiicil Lr.Int krom Spoi'ts ancl Ri'l Trust- fvr kitLIIL'Ii rant froir Stoke Qliarily shop Grcint frum Spvrtb" (ind RL'C Truyt - fc)r %t1< XL. lixht Operating activitie5 to further charit￿$ deposits l..etf in&ps (inL'I P I(XJ rL'tLimc1blL. dL'POSIt)ol ' i IIM iiighi 1.910 3.220 2f)4 3,lill 16,560 1,717 1.S,J 63 1,274 InvLlStment income 15{11)k' interest 1,2il 7(1.fj TOTAL RECEIPTb 28,U'l l) PAYMENTS Piii'Lha>L' uf ¢I￿￿'t.4 C411"Cliikuib (Incl LIL',IllUlg Ft lec Irii.il)', KL'k)Liifs iinil Mcllllteii£incL' CoiLsiiiiiables C().st i)F fundr¢7141118 Filiii nisilit Siibbcriptions PL)i'(uriiiiii% Ri%h1g liceiict. Insiir£inie l)o.%lclXC lind .stalic)ner SLLflLlry L'xpenbe ALcouiilc1noJ' 16,92L) 3,043 4,156 2,9,82 2,387 109 Aq 1,41() 13.7 9.37 .Il67 2)0 1,122 21 4? IIXI TOTAL PAYMEI¥TS 3/,2.17 16,174 N.ET (r)EFIC IT)IRECF.IPTS L.ASH FUNI)S A% AI I JANI UAI£I' 21124 (¢).2 ISI j4.cjog 3,142 ?1,7(1(I (-.klSH FUXDS AS A'T 31 DECEMllbli ?()24 .i4.9n,$4 STOKE_ Slits IlAIqIjL)N .¥IP,1llORIAI. E Ill 1,1. i RegislLired C.hai-ilJ" N(). 3041i42) STATFMENT OF ASSETS & LIABILITIES AS AT 31 1)F.CF.MBER 2024 CASH r,UNDS 2024 2024 Unrestricted Restricted General Funds Funds 2024 202.3 Totcil Baiik DEpLlSit AcLoiint Bajik DL'Pli)Sit ALCL)Lint r,ixed TL)rJn De.pc)4it ljiink Ciirrent ALCDLint Pett). ca.sh in I land Petty Ca%li fl()Llt - film ni%EIt l (),1)61) 22,0.79 27,4L)6 8,21.1 8,?11 6,716 64 64 AI 31 DECEkilBFI< 2024 37,691) 111,n()() 4.?,C)9(1 .?4,9(18 ASSETS RETAINED FOR HALL'S OWN USF. 2024 2023 ()2,.i6,3 h2,.5(). I l }Ip liH11 lia.q i'a rii)Li4 t-ixtiires ii re.(u rEI 1411 n)eiit Pri)jL'Ct()I' Liiid reeii ] 6,(}2(J STOkl,. .4LIII IIAfvIL)UN WII.Nq(JIIIFIL I 1,1 L.L NOTPS ro TFIF_ ALCOUNTS FOII THE YF.AII ENDF.D 3.1 DLCLfvIBEII 7024 I. ACCOUNTING POLICIES 'I'IIL c)CLuuntb liave beeii preFILire.L4 on <7 l*t.Ltipt5 anil Pdyment% basis in liiie witli tIIL StatcmLrit i)t IIL)CL)mmenJecl Practice ALYOUlItiLI8 anLI Rei)nrtillb k)y C.liaritie.s Act 2(1 I"1 aiid SIIRf',S ?lJl)tl Regiilalioiis. 'I'hc. licill ib n()t depreciated iii iTiew of the rL8111¢l1' m¢iintenance ivork ¢ick u¥) tn £16,(11)l). Certificate of Approval l Li pbiri)VL thcsci *lLCOUlI ts clllcl i(Illtii'm tliat the! itlilude a i()Iiip)letLJ I'i'cofil of all relevaiit inionie c 11(1 ()5s1)Ciatecl expienses and tliat I liaiiL iIILidc' 4lV4iiliible 4111 I'ec(IrL4s Liiid iiifnrLll4iliL)ii (()r their c oniiij l¢)tiill). 24 Trecisiirei 14 N1cifi"h 2Q12.7 F'OII I'E4L I'LAIN r.NDFD 31 DEQ.E￿IBL[l 2024 J I'vF)(Irt iin thc. JLCOLIK)Is ol the Stok'e .bil b I laindÉiii Memiiria I l-lal I f(Ir tli('. ¥'C'.d r L'iiJcQ .11 l)L'Ci'nib('.i 2U2..1 ik,hich cll {' et i)ul I Iii thL' . Iiid sLx.k inhi ?.xk)laiiEII ioiis froiii }Iou trL14tv.e.% (-.i)n('iiriiiiibr illll. siicl) m4iltL?i'￿. i)I'(Ic(>dLII'C'S iJn¥41'rtJki.'i) cli) n(?t ')i'D¥'iLle Lill th*i Ibvi(liiiicc'. tli¢lt iiroiild l)e reqiiireLI in in aiiilil 41iil iori$eLiuer)tl i.. Rli) O}1 jI)IOIi is Sii.'ÈFI as tn 1% liellier th aLLOUI)ts F)r&4V.nt a 'tl'ULJ aiid fillT l.'ioiv' and Ilie re&iorl is liiiiileil l() tlii).%e i)iaiiofs stl oiil iIi tlie slatL Iiieiil l)oloii'. Independenl examiner's qtatement li i i i>iin¢ii'ti()n ii'illi Iiiv i.xilllllllillioli: iio matter lia4 L(Iiiie ti) 1111, &4ttvi'iti(ii)- { I l il'liiili gii."c8 Iiio fL>ason