2025-03-31-accounts

Waldringfield Village Hall Charity 304830 ~~ss~~

Trustees’ annual report and accounts for the year ended 31 March 2025

School Lane, Waldringfield, Woodbridge, IP12 4QP

Contents

Contents
	Page
Reference and administration details	3
Structure, governance and management	4
Objectives and activities	4
Achievements and Performance	5
Financial Review	7
Declaration	8
Independent examiner’s report on the accounts	9
Statement of financial activities	10
Balance sheet	11
Explanatory notes to the accounts	12

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Reference and administration details

Charity Name

Waldringfield Village Hall

Other name the charity uses

Village Hall (Waldringfield) – previous name

Registered charity number

304830

Charity’s principal address

School Lane, Waldringfield, Woodbridge, IP12 4QP

Names of the charity trustees who manage the charity

Marian Bradley Bookings Secretary Joyce Forsdike Vice-Chair Philip Hall Chair Nigel King Tony Lyon

Amanda Sims Treasurer

John Nayler

Nigel Shore Sarah Wood Minutes Secretary

Volunteers who serve on the management committee

Louise Brearey, Christine Lyon (until October 2024)

Waldringfield Parish Council representative on the management committee

Nigel Shore

Website waldringfield.onesuffolk.net/our-village/village-hall

Email: [e-mail]

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Telephone

01473 736126

Bankers

Lloyds Bank, 8 The Thoroughfare, Woodbridge, IP12 1AF

Structure, governance and management

Type of governing document

The Trust is governed by a Trust Deed dating to 1959.

How is the charity constituted?

Unincorporated association

Trustee selection methods

Trustees and the Committee of Management consist of elected and representative members and may include co-opted members. Trustees are elected for a term of 12 months at the Annual General Meeting and retiring Trustees are eligible for re-appointment. Representative members include the Parish Council.

Objectives and activities

Summary of the purposes of the charity set out in its governing document

A Village Hall for the use of the inhabitants of Waldringfield and the neighbourhood without distinction of sex or political religious or other opinions and in particular for use for meetings lectures and classes and for other forms of recreation and leisure-time occupation with the object of improving the conditions of life for the said inhabitants.

Summary of the main activities in relation to those purposes for the public benefit, in particular, the activities, projects or services identified in the accounts

The main activity of the Trust concerns the hiring of the Hall for a wide variety of purposes for the benefit of the residents of Waldringfield and neighbourhood. Sporting and leisure activities include karate, dance, art, pilates, chair-based exercise, ukelele, yoga, table tennis and stretch and tone. Many hirers use the Hall for their committee meetings, for hosting talks, shows, exhibitions and study days. They include the Wine Club, the History Group, the Parish Council, Woodbridge Arts Society, the Wildlife Group and Waldringfield Gardeners. With the assistance of many volunteers, the Village Hall also hosts community events such as monthly Coffee Mornings, Winter Talks, Harvest Supper, Winter Party and Pantomime.

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It acts as a polling station and the car park is used by the visiting Post Office mobile van. The neighbouring school uses the Hall for special events and the Hall also hosts visiting drama and local music groups for concerts and rehearsals. The Hall is also used for private parties, weddings and wakes.

Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit

In planning our activities for the year we kept in mind the Charity Commission’s guidance on public benefit at our trustee meetings.

Additional Details

We are grateful for the many hours that volunteers contribute to maintaining the premises and to hosting events. Without their valuable contribution of time, energy and expertise we would not be able to achieve so much. We are also grateful for the many kind donations, often anonymous, which help to support and sustain our activities.

Achievements and Performance

Summary of the main achievements of the charity during the year

As Chairman of the Village Hall Trust, one of my greatest pleasures is in seeing the Hall so well used, with such a wide variety of activities taking place, all for the benefit of local residents. Growing up as a ‘townie’ the value of village halls to the fabric of our society passed me by and it wasn’t until I moved to Waldringfield some 10 years ago that I began to appreciate their importance.

Of course, not all villages can boast a village hall as fine as Waldringfield’s. It is hard to believe that the ‘new’ village hall will be 25 years old in October 2026. The new Village Hall would not have happened without the dedication, efforts, skills and financial support of many, many residents. We have all seen Grand Designs and know from our own experiences how even small building projects can go awry. It is a testament to the committee at the time that they managed to get so many things right and so in our 25th anniversary year in 2026 we plan to celebrate their achievement.

However well built, things eventually wear out and need replacing. We recently applied to the National Lottery for a grant to help with various improvements and were turned down, sadly. We submitted a revised application and heard following the year end that we were successful in attacting a grant of £10,000 towards refurbishment works. We are very grateful to the National Lottery for granting us this award.

A priority is to improve the storage facilities. Planning for this work is in hand. We also want to improve the soundproofing to the doors between the Kennedy Room and the Deben Hall; then to provide a new kitchen hatch. Providing a new kitchen hatch is easier said than done. The existing one acts as a fire break. So, if there were a fire in the kitchen, the hatch is

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programmed to drop automatically, thereby preventing the spread of fire into the Deben Hall. Our current thinking is therefore to leave the existing hatch in place in the upright position and to have a new wooden hatch built on the front. The aim is to make it easier to operate and to have a hatch that does not rattle. At the time of writing we are in the process of having one designed.

We also want to replace the curtains. They have done a sterling service but are nearing the end of their useful life.

Over the next few years, we will also have to look to replace the boiler and refurbish the kitchen. The nature of the building means that it is not feasible to have an air source heat pump fitted.

Recent events such as the cost-of-living crisis have highlighted the enduring social importance of village halls like ours in bringing people together. The monthly coffee mornings provide an opportunity for residents to meet and socialise and they continue to be as popular as ever. A tremendous amount of work goes into making these the success they are, both front of house and in the kitchen; and the quality of the home-made cakes is legendary. Our thanks go to Chris Lyon and the whole of the coffee team for their tireless and continuing efforts.

The relationship between the Parish Council and the Village Hall is an important one. We are very grateful for the £500 annual grant and for having a Parish Council representative on the Committee. The warm room initiative, sponsored by the Parish Council, has proven increasingly popular and like the coffee mornings provides an opportunity for residents to socialise, helping to combat social isolation and loneliness. Thanks go to all the volunteers for making this possible.

Christine Lyon organised a very successful Quiz night in November. This was no Harvest Supper this year. As an alternative, Force Eight, a relative newcomer to Waldringfield’s music scene performed in January and were a sell-out success. It was thrilling to see both young and old dancing away.

Slightly out of season in March we were entertained by another hugely successful and sellout panto, scripted by Gareth Thomas. The Panto takes a lot of organisation and effort which is much appreciated. It was pleasing to see so many people turn up on Sunday morning to help clear up. The next panto is likely to be in the Autumn of 2026.

I would like to take this opportunity to thank Colin Reid for organising a magnificent series of Winter Talks. This year’s were in my opinion the best ever. Thanks also should go to the speakers who give such amazing talks. We have a village of many talents.

Despite the cost-of-living crisis, residents continue to be extremely generous in their donations, often anonymous; and in their support for our various fund-raising efforts, including the Village Hall Lottery, promoted by Nigel King and helped by a raft of collectors.

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2026 will mark the 60[th] anniversary of the start of the first Village Hall Lottery. I feel another celebration is in order!

I am fortunate as Chair to be supported by a dedicated team of Committee Members and our partners. Marian Bradley does a sterling job as Bookings Secretary, likewise Amanda Sims as Treasurer; Joyce Forsdike has taken responsibility for overseeing the cleaning contract; John Nayler and Tony Lyon manage maintenance and Louise Brearey ensures that we are compliant with our health and safety obligations.

The relationship with Waldringfield School is an important one. We are grateful to Sarah Wood for her work as Minutes Secretary and for her work in publishing ‘Focus Magazine’, which highlights what’s on at the Village Hall and is distributed by volunteers to all households in Waldringfield.

We are grateful to David Ward for ensuring the bins are emptied regularly, to Ann Stock for ordering our supplies and to Simon Couchman for keeping the grounds tidy and presentable. We are delighted to welcome Rhiannon Fancett as our new cleaner, she is doing a sterling job.

We are enormously grateful to Will Green for agreeing to be our Independent Examiner for a second year and for his diligence in carrying out this task.

Running the Village Hall is very much a team effort. We rely on volunteers coming forward to help in whatever way they can. The Village Hall is not sustainable if it relies on a few people doing a lot. It is sustainable if we can draw on a lot of people doing relatively little, which they can fit around their other commitments. I am grateful to the several people who came forward following my appeal for volunteers in the Parish Magazine. Not everyone is familiar with how the Village Hall works so we are in the process of devising a training plan for new volunteers to show them how it all works. We would like more volunteers. The more the merrier, to ensure that the Village Hall can continue to inform and entertain the residents of Waldringfield for the next 25 years.

Financial Review

We are pleased to report that the Trust continues in robust financial health, notwithstanding the economic challenges that we, like all organisations, face.

Thanks to our excellent Bookings Secretary, Marian Bradley, income from bookings in the year reached a total of £21,627, compared to £16,695 in the previous year. The paperwork involved and the time taken liaising with hirers is considerable and we are extremely lucky to have such a committed individual as a Trustee.

Our thanks also go to our Treasurer, Amanda Sims, for taking on the role and for her diligence in keeping our finances in good order.

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Waldringfield may be a small village, but it has a heart much bigger than its resident numbers would suggest. The income from the Village Hall Lottery does much to support the ongoing improvements to the Village Hall thanks to Nigel King, the Lottery’s Promoter, and his willing band of volunteers. Despite the cost of living crisis, gross income from lottery proceeds remains robust at £3,668, with net income after prizes and administrative costs of £1,880.

Fund raising events such as the monthly Coffee Mornings, the Quiz night, Winter Party and various talks, raised a total of £9,086 compared to £7,210 in the previous year. Our thanks go to all those involved for the considerable efforts that go into making them the success that they are.

We are very grateful to the £1,053 in donations from various individuals. It is a sign of how much people value the Village Hall.

Our total income this year of £36,994 is up substantially on the previous year adjusting for last year’s lottery grant. Our expenditure shows a drop, largely due to deferred maintenance costs. This is due to expenditure being delayed awaiting the decision from the National Lottery. Now that a grant of £10,000 has been received, maintenance and capital expenditure in the 2025/6 financial year is set to increase by over £20,000.

The net surplus of income over expenditure in the financial year increased to £13,944, which will support the increased expenditure budgeted for 2025/6.

With a continuing strong balance sheet, we believe that the Trust should be able to continue to deliver on its charitable objectives for the coming financial year, barring any unforeseen catastrophic events.

Brief statement of the charity’s policy on reserves

The cash at bank at 31 March 2025 was £104,478 in unrestricted funds. The main financial risk to the charity is loss of funding from hiring of the Hall. The funds are held to cover 12 months operational costs in the event of a loss of income from closure of the Hall and to meet future capital expenditure plans, (see below), and to meet any unforeseen expenditure that may occur.

Details of any funds materially in deficit

Not applicable.

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Future Plans

The ‘new’ Village Hall is over 20 years old and is in need of continuing expenditure to ensure that it remains attractive to hirers and a facility of which the whole village can be proud. We are mindful that over the medium term the kitchen will need replacing, as will the boiler and the car park will need resurfacing. Over the coming year we will start to draw up plans in this regard.

Declaration

The trustees declare that they have approved the trustees’ report above.

Signed on behalf of the charity’s trustees

Signature

Full name: Philip Charles Leonard Hall

Position: Chairman

Date: 15[th] June 2025

Independent examiner’s report on the accounts

Report to the trustees of:

Waldringfield Village Hall

On accounts for the year ended :

31[st] March 2025

Responsibilities and basis of report

I report to the trustees on my examination of the accounts for the year ended 31[st] March 2025.

As the charity trustees of the Trust, you are responsible for the preparation of the accounts in accordance with the Charities Act 2011 (“the Act”).

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I report in respect of my examination of the Trust’s accounts carried out under s145 of the Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under s145(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 which gives me cause to believe that in, any material respect:

• Accounting records were not kept in accordance with section 130 of the Act; or

• The accounts do not accord with the accounting records.

I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached.

Signed

Name: Will Green

Date: 14[th] July 2025

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Statement of financial activities for the year ended 31[st] March 2025

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Waktriwd Vll Ham Tn Sterneot ol Fknandal Artl¥ftles low the year e•)ded 31st Marth 2024 2025 Hall letirys £16.695 £21.627 FuDd rat5in8 events Lottery incame Lottery prize5 210 £9.086 £3.685 £3.668 £25.802 £32.592 £500 £io.cK)J E763 £1.396 £964 £340 Ltxtsry 8rarrt Dr￿allOr Bank intefest ElectTiaty Jsenewation Mtscellanuius £0 £1.053 £2.374 £975.09 £13962 £4.402 £36m4 MeaL light arhd wat £5￿9> £3.811 Council Tax Cleanin8 Telephone & bmadband Insurance £153 £3.772 E755 £1.123 £179 £3.258 £894 £1.231 Mainteriance Licence5. health & Safety £11.052 £1.3S2 £S52 £3.640 £897 £1.036 £3.513 FuDd ratsing Presents and entErtain•r¥t D￿atIonS Depreoation Miscellaneous £16 £0 £4.428 £4.511 8ank balarKe In5tsnt access £1.660_33 £29.049.70 £32.432_32 E41.336_341

st Balance sheet as at 31 March 2025 Trt J1st M¥th24 )1￿ U¥£h Fumth EwpY•rt(Mts 21 un.633 9. £1.851 E23286 EJl.648 £J),010 £1 £1. £32.432 £41.JJl P•tyt4sh £87,rn £1￿,150 £675 £l.W5 £1231 £1 CLmnliM £107,970 CwMIIth'lib £iThi £(811 El9151 £1￿) Lthryproesacawd R8sth5 w11cfi￿d £453,1 £U1.7ei £13,944

Explanatory notes to the accounts

Accounting Policies

General

The financial statements have been prepared under the historic cost convention and in accordance with the Statement of Recommended Practice and Reporting FRS102 by the Charity Commission. All incoming resources are recognised once the charity has entitlement to the resources, it is certain that the resources will be received and the monetary value of incoming resources can be measured with sufficient reliability.

Liabilities are recognised as resources expended as soon as there is a legal or constructive obligation committing the charity to the expenditure. All expenditure is accounted for on an accruals basis.

Depreciation

Depreciation is provided on furniture, plant and equipment at the following rates, based on the estimated useful life of these assets and their anticipated residual value:

100% for items with a value less than £250;

20% for white goods, and items with an expected life of 10 years or less;

10% for all other furniture, plant and equipment with a likely long-term use and value

Brought forward Additions in year Carry forward Depreciation Brought forward Depreciation for the year Carry forward Net Brought forward Prior year adjustment Net movements	Freehold Village Hall and Car Park Furniture and Equipment £ £ 346,872.00 60,747 - 480
	346,872 61,227.00 33,986 - 4,511
	38,497 - 346,872.00 26,761 -4,031

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Carry forward

346,872

22,730

No depreciation has been provided for freehold land or buildings as these are expected to have a useful life in excess of 50 years subject to ongoing repairs and maintenance; and in the view of the Trustees their unrestricted Market Value is likely to be at least that of their historic cost.

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