**AGM April 30[th] 2025** Good evening and Welcome The village hall has had a very busy and productive year, thanks to all the hard work from the committee members. ## **Fundraising** The village hall has benefited greatly from this year’s fundraising, Dudley will give us the specifics later. The year kicked off in style with the ‘Under New Management’ Sausage and Beer Festival. The new team with members from VH, Rugby/Cricket clubs and the village church worked hard to make this a day equal to those of previous years, and I think all who attended would agree that it did and was an outstanding day . The bar has been set high 😊 The funds raised were split between the hall and the church. Although this was very much a joint effort on the part of all the contributing partners, we want to take this opportunity to thank the Rugby and Cricket clubs for the donation of their time, as neither club benefited financially from the event. This years Beer and Sausage Festival will be on the 6 September, be sure to keep that date free. The Benger Blaze once again did us proud. As always, the evening was an outstanding success and the monies raised enabled us to continue to improve and upgrade our village hall. To end our fundraising year, the village hall committee led by Pauline hosted a fantastic Line Dance evening. A fun event where people got to take to the floor, learn some new moves and enjoy a drink with village friends. ## **Village Hall Upgrades** Since our last AGM the new Notice Board funded by the Parish Council has been hung on the village hall wall in a prominent place. While 2 of the doors are kept locked one is open for people to display information of upcoming/ongoing events. In addition, despite a few setbacks the New AV system, also kindly funded by the parish Council, is now fully installed and working, thanks Phil for all your hard work to make it happen. Some of the improvements VH funds have been spent on include: - A Loft ladder has been installed allowing easier access to the loft which is used as additional storage. - A second Marquee was purchased for additional cover at outside events. - After another frustrating year trying to keep the Rec mowed to a reasonable standard it was decided that the procurement of a ride on mower might be a more cost effective solution. With funding from the Parish Council and addition funds applied for from Church Peace, the mower has been purchased and is currently housed with the Cricket Club who have agreed to maintain the rec at no cost. A metal shed/container will be purchased as more permanent storage solution and will be kept on the Rec. ## **Maintenance** We would like to thank Paul for all his hard work this year in maintaining and repairing the village hall, it is a huge task and Paul gives us his time very generously. It would take far too long to acknowledge all that has been achieved this past year but just a few that are noteworthy are: - The Cricket shed has been repaired - The Emergency Lights have been upgraded to LED - Entrance lights replaced as the brightness of the original ones were disturbing houses close to the hall - Several damaged roof tiles have been replaced. ## **Defibrillator** The Automated External Defibrillator which hangs on the VH wall is currently maintained by South Western Ambulance who also offer annual training on its use in the VH. However, the VH has been advised that SWA will no longer be responsible for the maintenance and training effective Feb 2027 but will gift it to the VH who will take over its responsibility. As such Mark has registered the AED with ‘The Circuit’ the national register for Defibrillators in the UK ## **Village Hall Development** To improve facilities and make the VH a more competitive rental option, Adam Carwarding and Peter Oldale put together a proposal to - Build a permanent Gazebo on the Rec which would benefit both winter and summer events. - Make a larger kitchen by swapping the kitchen and meeting room spaces. After much discussion it was decided that the proposal for the permanent Gazebo and incorporating it with the patio extension would benefit the VH and was a financially viable project. However, at this time it was decided that relocating the Kitchen and losing the meeting room would not be in the best interest of the VH. That said it was agreed that the existing kitchen needed an update that would make it more attractive to potential renters at a more affordable price. Planning and funding for both these projects is ongoing. ## **Green Buttons** Sadly Green Buttons, our village amateur dramatics group, who have provided us with many hours of entertainment and fun over the years, have decided it time to call it a day. Their contribution to the village will be remembered fondly. **ACCOUNTS FOR THE 12 MONTHS ENDED 31 MARCH 2025 As At 31st March 2025** |**ACCOUNTS FOR THE 12 MONTHS ENDED**
**As At 31st March 2025**|**31 MARCH 2025**| |---|---| |Opening Balance
Notes:
**Income**
Rental Income
Fund Raising
Fund raising playground
Interest
Donations
Other Income
Sub Total
**Expenditure**
_Operating_
Salaries
Material&Maintenance
Tennis
Ground maintenance
Oil, Electricity, Water & Telephone
Rates,Insurance & Memberships
Other
_Capital & Other_
Fundraising expenditure
Tractor
New locks and keys
Piano
Tennis nets
Fundraising expenditure - playground
Playground
Hostess Trolly
Aerial Photo'
Capital Expenditure
Mtg Rm Bar
Stage Carpet
Exterior Benches
Football Goalposts
Cooker & Freezer
Energy Efficiency
Sub Total
Closing Balance
**Bank Accounts**
Net uncleared items
CAF Cash a/c
CAF Gold No 2 a/c
Total|**12 Months**
**12 Months**
**2025**
**2024**
£
£
20,512 16,676| ||20,107
18,858
51,747
32,267
0
0
73
95
2,872
5,390
144
88
**74,943**
**56,688**
4,864
5,502
10,010
13,444
0
0
7,638
6,182
4,269
4,377
3,263
2,693
285
2,487
27,417
18,168
8,000
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
**65,747**
**52,852**| ||**29,708**
**20,512**| ||0
0
29,708
17,200
0
3,312| ||**29,708**
**20,512**| £0.30 **----- Start of picture text -----**
1318.48
#REF!
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a b c d Event Income/Expenditure Pnl class ref1 ref 2 Date Description Ground maintenance Payment Ground maintenance 05/25 March ground maintenance 08/04/2024 R2 Consulting Ground maintenance Payment Ground maintenance 07/25 April ground maintenance 25/04/2024 R2 Consulting Ground maintenance Payment Ground maintenance 15/25 May ground maintemamce 29/05/2024 R2 Consulting Ground maintenance Payment Ground maintenance 22/25 June ground maintenance 26/06/2024 R2 Consulting Ground maintenance Payment Ground maintenance 30/29 July ground maintenance 01/08/2024 R2 Consulting Ground maintenance Payment Ground maintenance 34/25 August ground maintenance 28/08/2024 R2 Consulting Ground maintenance Payment Ground maintenance 59/25 September ground maintenance 03/10/2024 R2 Consulting Ground maintenance Payment Ground maintenance 102/25 November ground maintenance 03/12/2024 R2 Consulting Apr-24 May-24 Jun-24 Jul-24 Aug-24 Sep-24 Oct-24 Nov-24 Dec-24 Jan-25 Feb-25 Mar-25 Opening Balance £20,511.70 £23,133.72 £22,276.39 £21,078.74 £22,299.03 £18,850.47 £22,574.32 £16,578.23 £40,078.90 £39,489.10 £37,620.36 £37,886.81 £20,511.70 £65,746.87 Payment Total Payments £2,491.11 £2,466.93 £2,724.98 £921.00 £5,598.69 £8,961.82 £16,180.97 £8,864.46 £2,458.71 £3,637.39 £1,229.80 £10,211.01 £65,746.87 £74,942.91 Receipt Total Receipts £5,113.13 £1,609.60 £1,527.33 £2,141.29 £2,150.13 £12,685.67 £10,184.88 £32,365.13 £1,868.91 £1,768.65 £1,496.25 £2,031.94 £74,942.91 Closing Balance **£23,133.72 £22,276.39 £21,078.74 £22,299.03 £18,850.47 £22,574.32 £16,578.23 £40,078.90 £39,489.10 £37,620.36 £37,886.81** £29,707.74 £29,707.74 Cleared Uncleared Total Apr-14 May-14 Jun-14 Jul-14 Aug-14 Sep-14 Oct-14 Nov-14 Dec-14 Jan-15 Feb-15 Mar-15 £726.00 £726.00 £726.00 £726.00 £726.00 £726.00 £726.00 £726.00 £726.00 £1,356.00 £1,356.00 £1,356.00 £726.00 £726.00 £726.00 £726.00 £726.00 £726.00 £1,926.00 £1,926.00 £1,926.00 £726.00 £726.00 £726.00 £7,638.00 **Bank rec at 31 Mar 2022** Balance per bank Less uncleared chqs £29,707.74 £0.00 |||£0.00| |---|---|---| |Plus uncleared deposits||| ||£0.00|| |Unreconciled difference||£0.00| |Balance at 30/09/21||£29,707.74| |Balance brought forward||£20,511.70| |Payments||-£65,746.87| |Receipts||£74,942.91| |Exclude deposit account interest||£0.00| |Balance carried forward||£29,707.74| 0 ## **ACCOUNTS FOR THE 12 MONTHS ENDING 31st MARCH 2025 As At 31st March 2025** |**t March 2025**||| |---|---|---| |`
**Opening Balance**
**Income**
Rental Income
Fund Raising
Fund raising playground
Interest
Donations
Other Income
**Total Income**
**Expenditure**
_Operating_
Salaries
Material&Maintenance
Tennis
Ground maintenance
Oil, Electricity, Water & Telephone
Rates,Insurance & Memberships
Other
_Capital & Other_
Fundraising expenditure
Tractor
Fundraising expenditure - playground
Playground
Exterior Benches
Football Goalposts
Cooker & Freezer
Energy Efficiency
**Total Expenditure**
**Closing Balance**
**Bank Accounts**
Net uncleared items
CAF Cash a/c
CAF Gold No 2 a/c
Total|**Total**
**12 Months**
**2025**
**£**
20,512
20,107
51,747
0
73
2,872
144|**Total**
**12 Months**
**2024**
**£**
16,676| |||18,858
32,267
0
95
5,380
88| ||**74,943**|**56,688**| ||4,864
10,010
0
7,638
4,269
3,263
285
27,417
8,000
0
0
0
0
0
**65,747**|5,502
13,444
0
6,182
4,377
2,693
2,487
18,168
0
0
0
0
0
0
0| |||**52,852**| |||| ||**29,708**|**20,512**| ||0
29,708
0|0
17,200
3,312| ||**29,708**|**20,512**| **Charity No. 305576** ## **SUTTON BENGER VILLAGE HALL** ## **REPORT AND ACCOUNTS** **FOR THE YEAR ENDED 31 MARCH 2025** **SUTTON BENGER VILLAGE HALL** |**CONTENTS**|**Page**| |---|---| |Administration Details|2| |Trustee’s Report|3| |Independent Examiner’s Report|5| |Statement of Payments and Receipts|6| Page 1 **SUTTON BENGER VILLAGE HALL** ## **REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 MARCH 2025** ## **Reference and administrative details:** **Charity name** Sutton Benger Village Hall **Charity number** 305576 **Charity address** Chestnut Road Sutton Benger Wiltshire SN15 4RP **Independent Examiner** John Carlyon Queens Close Sutton Benger **Bankers** CAF Bank ## **Trustees** The following people were trustees as at 31[st] March 2025 : Jane Potts Phillip Llewellyn Dudley van Lelyveld Paul Stocker Linda Davis Pauline Ratcliff Steven Pellant Jennie Mills Page 2 **SUTTON BENGER VILLAGE HALL** **REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 MARCH 2025** ## **Structure, management and governance** Sutton Benger Village Hall is an unincorporated Registered Charity, and it is governed by its Trust Deed. The charity is administered by its committee of trustee members, up to a maximum of 13 people, consisting of up to 5 elected members and 8 representative members. Elected members are elected at the AGM, and representative members are elected by the user groups they represent. More detailed descriptions of mechanisms for the appointment and resignation of members is contained in the Trust Deed. The committee meets on a regular (normally monthly) basis to discuss running of the hall. During the meetings a set agenda is followed which ensures that any issues are discussed and resolved on a timely basis. The key objective of monthly meetings is to ensure that the hall runs smoothly, maintenance of the hall is kept up to date, health and safety is adhered to, as well as discussing fund raising and future plans in view of the needs of the diverse range of user groups. The meetings provide the forum to consider and mitigate any risks facing the charity. The trustees consider the key matters to be: ensuring that the hall is kept in a good state of repair, the facilities meet regulatory requirements of its user groups (for example a pre-school user group), and maintaining funds at an appropriate level so that the facility can continue to provide an important service to its user groups and other users. ## **Objectives and activities** The objective of the charity is to provide facilities for the residents of Sutton Benger and the surrounding area including village hall facilities and a recreational ground. The hall and the recreational ground are used by a variety of users and user groups, including sports clubs, a pre-school group, and a variety of cultural and social groups. The recreational ground includes a children’s play area, a multi use games area, cricket, football, and rugby pitches. As well as being used by a number of regular organised user groups, the grounds are regularly enjoyed by people of all ages as a place of relaxation and exercising. The hall facilities are also available to hire for meetings and parties, therefore providing a valuable asset to the village. The trustees confirm that they have had regard to the guidance issued by the Charity Commission for England and Wales on public benefit. The charity is reliant on the voluntary time provided by its trustees. The trustees are also extremely grateful to people who give up their time to facilitate fundraising events, which provide both essential funds for the hall, as well as enjoyable time for those who attend these events. ## **Summary of main achievements of the charity during the year** The charity continued to provide a vital service to user groups permitted to use the hall during the year, as well as maintaining the recreation ground for Sutton Benger residents use. The major points discussed at meetings were maintenance as well as health and safety for all users. We continued to invest in keeping the hall at an acceptable standard, including on-going maintenance works internally and externally. Page 3 **SUTTON BENGER VILLAGE HALL** **REPORT OF THE TRUSTEES (Continued) FOR THE YEAR ENDED 31 MARCH 2025** ## **Summary of main achievements of the charity during the year (Continued)** Following another very successful Benger Blaze, as well as some very generous donations and other fund raising events, we were in the fortunate position to carry out essential maintenance work without this having a major negative impact on our cash reserves. These included electrical maintenance work ensuring that we meet health and safety standards, as well as obtaining the necessary electrical standards certificate. The committee also authorised the purchase of a tractor/lawn mower so that we could maintain all the grounds at an acceptable standard without having to outsource this major expense. Hall usage has been maintained at acceptable levels, with revenue raised from hall hire being the equivalent of 85% of normal running costs. The target is to recover 100% of normal maintenance and running costs from hire charge revenue. ## **Reserves policy** The trustees aim to maintain unrestricted reserves at a level to meet approximately 9 month’s normal expenditure levels. This is considered to provide sufficient funds to support the continuity of service for user groups in the event of a loss of a major revenue stream, or in the event of major repair expenditure, therefore giving trustees enough time to put in place plans to replace the lost revenue, or to fund raise to cover costs of major repairs. The unrestricted reserves held at the year-end were at the target level of approximately 9 months of usual annual expenditure. There were no funds in deficit during the year. ## **Financial review** The detailed receipts and payments accounts are included on page 6. As shown in the accounts, the principle income was £20,137 revenue from hall hire, £20,676 Benger Blaze profit, £2,407 Beer and Sausage Festival profit, £1,054 from the quiz night and a donation of £2,871 from the Parish Council towards ground maintenance costs and marque purchase.. The key areas of expenditure included regular and planned repairs and maintenance, landscape maintenance costs, cleaning costs and annual insurance costs, as well as the purchase of a tractor/lawnmower. Signed on behalf of the Trustees ## ……………………………… **Phillip Llewellyn Secretary** Page 4 **SUTTON BENGER VILLAGE HALL** ## **INDEPENDENT EXAMINERS’ REPORT ON THE ACCOUNTS REPORT TO THE TRUSTEES OF SUTTON BENGER VILLAGE HALL FOR THE YEAR ENDED 31 MARCH 2025** I report on the accounts of Sutton Benger Village Hall which are set out on page 6. ## **Respective responsibilities of trustees and examiner** The charity's trustees are responsible for the preparation of the accounts. The charity’s trustees consider that an audit is not required for this year under section 144 of the Charities Act 2011 (the Charities Act) and that an independent examination is needed. It is my responsibility to: - examine the accounts under section 145 of the Charities Act, - to follow the procedures laid down in the general Directions given by the Charity Commission (under section 145(5)(b) of the Charities Act, and - to state whether particular matters have come to my attention. ## **Basis of independent examiner’s statement** The charity's trustees are responsible for the preparation of the accounts. The charity’s trustees consider that an audit is not required for this year under section 144 of the Charities Act 2011 (the Charities Act) and that an independent examination is needed. It is my responsibility to: - examine the accounts under section 145 of the Charities Act, - to follow the procedures laid down in the general Directions given by the Charity Commission (under section 145(5)(b) of the Charities Act, and - to state whether particular matters have come to my attention. ## **Independent examiner’s statement** In connection with my examination, no matter has come to my attention 1. which gives me reasonable cause to believe that in, any material respect, the requirements: - to keep accounting records in accordance with section 130 of the Charities Act; and - to prepare accounts which accord with the accounting records and comply with the accounting requirements of the Charities Act - have not been met; or 2. to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached **J Carlyon Date: Professional qualification: Queens Close Sutton Benger** Page 5 **SUTTON BENGER VILLAGE HALL** **STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 31 MARCH 2025** ## **ACCOUNTS FOR THE 12 MONTHS ENDING 31st MARCH 2025 As At 31st March 2025** |**s At 31st March 2025**||| |---|---|---| |`
**Opening Balance**
**Income**
Rental Income
Fund Raising
Fund raising playground
Interest
Donations
Other Income
**Total Income**
**Expenditure**
_Operating_
Salaries
Material&Maintenance
Tennis
Ground maintenance
Oil, Electricity, Water & Telephone
Rates,Insurance & Memberships
Other
_Capital & Other_
Fundraising expenditure
Tractor
Fundraising expenditure - playground
Playground
Exterior Benches
Football Goalposts
Cooker & Freezer
Energy Efficiency
**Total Expenditure**
**Closing Balance**
**Bank Accounts**
Net uncleared items
CAF Cash a/c
CAF Gold No 2 a/c
Total|**Total**
**12 Months**
**2025**
**£**
20,512
20,107
51,747
0
73
2,872
144|**Total**
**12 Months**
**2024**
**£**
16,676| |||18,858
32,267
0
95
5,380
88| ||**74,943**|**56,688**| ||4,864
10,010
0
7,638
4,269
3,263
285
27,417
8,000
0
0
0
0
0
**65,747**|5,502
13,444
0
6,182
4,377
2,693
2,487
18,168
0
0
0
0
0
0
0| |||**52,852**| |||| ||**29,708**|**20,512**| ||0
29,708
0|0
17,200
3,312| ||**29,708**|**20,512**| Page 6 SUTTON BENGER VILLAGE HALL Page 7