Registered Charity Number 515174 SUThON ON DERWENT VILLAGE HALL FINANCIAL sfATEMENTS For the year ended 31 July 2024 Phoenix Accountancy ind Busino Consultancy Umltsd
Sutton on Dgrwont Willage Hall Contents 2 Contents Page 3 Trustses Annual Report 7 Treasurers Annual Repot 10 Ind8pend8nt Examlngr8 Report 11 Rgceipts and Payments Account 12 Detalled Receipts and Paymenl's Account 13 Statement of A888ts and Llabllttl88
Sutton on Derwent Village Hall Council of Management Trustees Annual Report for the period st l August 2023- 31" July 2024 Charity Name: Sutton on Derwent Village Hall Registered Charity Number: 515174 Principle Address: Sutton on Derwent Village Hall Main Street Sutton on Derwent York Y0414BN Charity Commission Contact: Mr. David Bristow. Honorary Treasurer 39 Jervis Court, Sutton on Derwent York Y0414JX Telephone: Email: 01904607579 dbri5tow brizza.co.uk Name of Trustees: Mr John Newlove Mrs Helen Hollingworth M rs Pam Street Mr Peter Kirby Mr. David Bristow Chairman Vice Chair. Trustee Trustee Honorary Treasurer All five held post for the 12 months under review. l. Objectives and Governance: The following is an extract from the initial pardgraph of the"Sutton upon Derwent Village Hall Constitution" as reportedly recorded in the books of the Charity Commissioners, Volume 36, Page 409, dated 25.7.1931 th On 29 April 1931, in a conveyance between the sixth Viscount St. Vincent and the York Dioceson 8oard of Finance, the building now known as the Sutton upon Derwent Village Hall and the surrounding land, were conveyed to the board to hold in trust 50 that they could be usedfor the purpose of physical & mental recreation and social, moral & intellectual development through the medium of reading and recreation & entertainment or otherwise os may be found expedientfor the benefit of the inhobitants of the PL7fish of Sutton upon Derwent & its vicinity, without distinction of sex or political or other opinions ..... .The general management and control of the trust premises, ond all the arrongementsfor their use sholl be invested in o Council of Management, hereinafter called "The Council-... Flle: VlllageHalllAccountsI2024ISoDVHTrustRep24.docx Date: 3rd September 2024
Sutton on Denvent Village Hall Council of Management 2. Structure and Management 2.1 Council of Management. Currently the "Council of Management" comprises elected officlals, (chairman, Vice Chair, secretsry, Treasurer,) specific appolntees (Booki ng Secretary, Min ute Secretary,) co-opted representatives f rom the Villagers and regular user representatives appointed by the various user groups (including Church, School, Parish Council, Communlty Café and the various sporting groups The elected offi'cials, 5peciflc appointees und CO*OPted members are all elected annual ly at each Annual General Meeling. Representallves of the various user groups are appolnted by thelr own members. Charity Commission Trustees. The five nominated trustees are drawn from the elected members of the Council of Management, All have the knowledge and experiise necessary to fulfil the role and hold a copy of "CC3 The Essential Trustee." 2.2 Public Benefit: The Trustees confirm that they have complied with the duty, contained in Section 4 of the Charitv Act 2011, to have due regard to the guidan on public benefit Issued by the Charity Commlsslon. The Charitable purpose of the charityp Within the meaning of the act is contains withln its objecttves stated a bove. Financial Objectives and Funding Strategy: The general aim is to manage the revenue budget on a self financing basis. As a "rule of thumb" when used to determine the published hire charges, is that hire income will cover operating costs. Within this broad remit, a measure of flexibility is applied where high value private functions help keep costs down for the more disadvantaged user groups. Proceeds from fund raising events are specifically earmarked for hall improvements and long term development / sustainability. The Council of Management Is aware that rental income will quickly evaporate if the hall fabric and appearance is not maintalned to a high standard. Currently a sum of £5,000 (typically 12 months inescapable runniiig costs) is "ring fenced" in the development account as an Operational Contingency". Flle: VlllageHalllAcrount$V024boDVHTrustRep24.do Date: 3rd September 2024
Sutton on Derwent Village Hall Council of Management Current Activities. The regular programme of scheduled events, open to all, includes Indoor Bowls Club, Badminton Club, Pllate5 Classe5, Adult Keep frt Sesslons, Children's Dance Classes, Pre-school Rhythm Time Music, Flrst Responder tralning and the Community"Pop up" café. The Hall Is also regularly used on a weekly basis by the Sutton Primary School for Gym / PE lessons and at the end of term drama and school plays etc. Co located within the Village Hall is the Communlty Post Office, which also serves the neighbouring villages of Melbourne and Elvington. In addition to the regular programme outlined above, the Hall is used for village meetings of the Council of Management, the Parish Council, the Parochial Church Council etc. It is also available for hire for vocational training and by visiting Clubs and Societies. Income from a steady stream of children's parties and private family functions also help to contain costs for the regular activity programme. Flnally, the Council of Management organi5es a varied programme both of its own fund raising events, and other events in collaboration with specific Village sub-committees. Together, such activities have the dual alm of developing the village community whilst helping fund the ongoing programmes of development initialives. Achievements and Performance in the year 2023- 2024 . ObJectives for the year followed three main strands: l. Sustaln the Hall for future generations. (Aiming for l(XVo C05t recovery from regular users and to also raise sufficient development funds to Sustain such a cherished village a55et.) 2. Provide an affordable service to the Village Communlty of Sutton on Derwent. (ro support and encourage a broad range of viable and sustainable of user groups). 3. Provide a welcoming venue to servlce other charitable groups within the village who are working hard to raise funds for their respective charities. Recovering from the Covid pandemic and then faced wlth a tight squeeze on family incomes there became a clear need to support young families with affordable actTvlties and events. Similarly, for the older resldents, support and companionship remains so Important, clearly Illustrated by the regular and appreciatlve attendees at the Community Café. A new Saturday Family Club has been established thanks to extra support from the Village Hall Network. In the same veln, Prlze Bingo evenings provided low cost family entertainment for all ages. Overall, the fund raising on Village Hall events and the joint Village Community activities all ensured another busy year for the Council of Management. Thanl<s to some generous sponsor5hlp, a bumper Village Fete was again very well attended and raised much needed funds for the School, the Church and the Village Hall. The pleasing aspect was the way new initiatives were well supported and clearly "hitting the spot" with the Villagers, Popular co-operative events included: Supporting the Parlsh Councll runnlng the Village Fire Works evenlng H05tingthe Annual Beer Festiwal with Woodhouse Grange Cricl(et Club Leadln8 on the Village Fete with the School and St Michaels Church File: VlllageHalllAccountsl2024ISoDVFtrrustRep24.docx Date: 3rd September 2024
Sutton on Derwent Village Hall Councll of Management Development and Long Term sustainability. At the end of the flnancial year we now have around £65,900 set aside as the "Roof Fund" and a further £5,000 Is ring fenced as Operational Contingency for the essential long term sustainability of the Hall. We also hold a prudent worl<ing balance of over £17,000 in the current account to roll forward. However, after being in balance over recent years, thls year "regular hlre Income, of £9,977 falled to cover "regular operating costs. of £15,106. The main reason being a £6,374 catch up on rOUne maintenance held over from the pandemic. Thankfully around half of these costs were non recurrlng and attributsble to replaclng an external fire door for the Pimm Room and an upgrade of an electrlc consumer unlt to the latest standards. Neverthele5S, With a general increase forecast in many items of expendlture and energy costs remaining problematic as long term deals come to an end the time has come to revlse our hire charges, {last updated in 2019). Since the Covid lock down we have worked hard to hold down costs and 5UPPOrt the hard pressed families but time for review is now inescapable. The proposal is to consult with the user groups and implement the new regime w.e.f. 1st January 2025. In the short term, a careful supervlsion of the budget wlll be requlred whilst accepting internal and external decoration5 will always need attention. The Trustees are very mindful of the importance of keeping on top of this regular routine maintenance for a cherished facllity operating In such a competftive environment wlth casual hirers. As Members of the larger networ[( of. Willage Halls in the East Riding of Yorkshire we do recognise the dependence placed upon our Halls and our important role supporting the community. Through time our constitutional mandate may need to evolve but we remain fully committed to being at the very heart of that evolution. Approval The Trustees declare that they have approved thls Trustees Report. Signed on behalf of the Charitys Trustees. Date: Mr. John Newlove, Chairman file: Villi8eHallW(countsl2024IsoDVHTrustRep24.docx Date: 3rd September 2024
Sutt(m upon D¢rw¢nt Vill4g¢ Hall Council ofManagemenL Trea8urer8 Annual Report fi>r 2023 21)24. Operatloknal Income and Exp¢ndithre Regular Hir.e InrA)me of £9,977 o(xnpw¢s favouyably with £9,506 in 2023 tmd retlects the buoyanl d¢ttMid for bookings. Fajwly fivjctions, Kids pattie,s ld Hayleys Daj} class¢s all making their &ignillcant contributions. Fwid R&ising activities, from both extra Village Hall e,vents and the Joint Village Fete deliveJEd Thmd Raising pThKe¢d8 of £13,084. The pleasing spect is the way the new Initiativ biingin8 in new attffldees wid ol¢arly hitting th¢ Spot with th¢ VillageiB, The Beer Fegtival producing an impressive £2,668 shared with Woodhouse Grange C'rick¢t, The Community Café goe3 from Jtren to strengtty and thank8 for their $iipportwith the cosl. of 8(Kkets in the latchg]L A hankyou" to qvoryolle who P4ontributsd to su¢h & successful yehrs programmo. The overall Income nllber8 (£26,855) also aoknowledg¢s the Ongoing help from the PaTigh CiyimGil who covered th¢ cost of our Inswanr¢ pNnium. Also grants the Villagv Hall Network h¢lped encourag¢ n¥w initwttves like th¢ JKe solux)J Rhythm Tlme and the r SIrdaY morning Irfalty club. lllustrating other bw year for th¢ Coun8¢1 of ment I user 8101 Total segslons iii u¥er& 'Total Paid how¥ In use Totsl how& In ijs¢ 1083 Usnge Stattstics. (2023 are ill brnckcts) The "Avewage Co&ts" hvo pllunb¢rwfvr 2024, IheJlYsÈ (e.g. £42.20) ts the cost s&t against thefiill 2024 0Feradng Costs. The next}Igure Its a MpoUble numbev agahNt recurlng coxts. 358 395 6015 7958 33 36 5548 6809 771 &¢Bslon £ 412ll 1 £33,80 127,96 £ 2.511£2,Ql £1.6 Averd ¢0 r Ik)D £ 15.55 1£12.47 £12 Atbr b¢illg in balallce oveE rerent years, 'IlegU Income" of £9,977 failed to Covor u busy Ye of'%l¢8ular Operatillg Costs" (£15,106) tjmt included m&ior oJA¢ items of Iloutin¢ Maintenanl'e. Overull, whcn tho cost of Ev¢ntM ld D¢v¢lopment work were add tb¢ total outgollJgB dmoullL¢d to £26,908 rosulting in a bottom line dgficit of £53. The picttwo can be rathcr di51orted by"on¢ olf nlUCAnc maillteDanti¢ ]2k¢ the rcplamvnt exteriiat door in the Pimm. room. However, with a general increase foreoast in many itents of expondilvre and Tlnergy Costs rernalnlng a bit of 4 movAn8 feast It is clearty kn'm¢ to svgg¢st a vi¢w of our ¢h4rghig r¢gltiie Oast iipdaL¢d in 2019). Since tIL¢ Covid look down w¢ hav¢ woknd hard to hold down StS alld support hard pre8s¢d famlli¢¥ but %vlly the time has C(ym¢. It is iinportallt we I(e¢p oll top of ttie fabric of the building and wointaiti the ¢h¢rished ~ tacility so importallt foi. ollr Vjllugo Communtty. Long Term suJtalMbllity other l't¢dy funds; By the end of the year w¢ rnaintaiJ] arovnd £ 65,900 ni)rnin8lly 4et oside as the "Roof Fund" for tho eyyvlllial long torm sustiTinability of th¢ h1 buildillg and & fiwther £5.000 Ting frnced as an Opuational Contittg¢nw. We also CrentlY hold a piudent worIdllg balall¢e in thc curAEllt aCci)U to adequatsly COV atLy unccted short pressvres. 4inally, appoaring as "Restriot¢d Pund5" 18 £382 left 48 contingency for tlw ongoing Moor refvrbishmvnt piDject along with the £961 belonging to the Villag¢ Cel¢brntion Fund, David Tlristow Honorary Treasurer. Flkn SpDV11824.doo Date: 3rd scptefftb. 2024.
Indepttndont Examlnerfs Report tts Sutton on D8Thvent Vulago Hall I report on the a¢unt6 of tho charltyfor thé yèar ernllry 31 July 2024, thlch ar8 set ujt on pag&891011. Respe¢tlvd rospon$lbHlll8s of tvusteas and examlner Th8 tharws trnsteBs are responslble for the preparatlon of the a¢counts. The charlV8 trustees col8r that Sn audlt Fs not requlred for Ihi8 year under sedion 144 of Iht Charlt188 Act 2011 {th8 Charllles Act) arKI Ih8t an Indopondent 8xamInatl l& need8d. It F8 my responslblllty to: oxamlne the accLwnts uftder 8èctk)n 445 of ChÈrlll83 Ael; to follow the procduros lakl (k)wn In the General D¥ctlrms glven by the Charlty Commls8lon (undw sectlon 145 (Smb) of the CharllleE Act. anfl to St£ta wh8ther partlcu4ar matters have come to my sttentb)n. Basi8 of Independent oxamlnftr'8 roport My examlnatloft was carrled out In a¢cordsnee wlth the G8n6ral DTrction8 glven by th8 Ch8rlty Comm18$1on. An ex8mlnadon Includes o revlew cé Ihe accounflnu tecords kept by tho chÉrlty and a comp8rlson of the accounts presented with fhose records. It also Inolwjes oonslderatknn of any unusual Items or dlsc106ureg In the accounis, arKI 6ed(Ing explanatk>ns fr¢Jm you as trustees concemlng any ni(9[6. The proGedur08 un(lertaken do nol provlde all the ovldenGO that would be requlfed In an dudit, #nd corwUY I do riot exFxe89 &n audlt opknk)n on the vlow by th8 accounts. Independent éxamlnevs statemwjt In conne¢thn my examlnqtlon, no m8tt6r ha8 com8 to my attentlon: (1) whkh gfves me reasonable cause to bell8ve that Irb any materfal respect Ihe reqyirwnorts to koep aGCOunts recor(as in a(xordance th seGtlon 130 aThJ 131 gf the Chariti08 Act,. and to prepare aociJunt8 whlch accord th th8 a¢¢iMntlng reGOTds and comply with the aGcourrting requirements of the Charlttes Act have rK)t mgt; or (2) to whkh, In my oplnlon, attenlon Ghould be drawn In ordÈr ts) er*ble a proper understarIng of the acwjnts to b6 reached. RekeLa Trlffllt. MAAT Employeo of; Phoenlx Accountanoy and Businoss Consultancy Llmlted MorleYB Cottage mor188 Yard Walkergate Bpvorlgy HU17 9BY Dato:
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