## **Trustees’ annual report (including Directors’ report) for the period** **From: 1[st] May 2024 Charity name: Swinford Village Hall Charity registration number: 521503 Company number: N/A** **To: 30[th] April 2025** ## **Objectives and activities** ||SORP reference|| |---|---|---| |Summary of the purposes of
the charity as set out in its
governing document|Para 1.17|**As below**| |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.|Para 1.17 and
1.19|**Provision of venue for leisure, social,**
**entertainment and cultural activities, by,**
**for and to the benefit of the residents of**
**Swinford.**| |Statement confirming
whether the trustees have
had regard to the guidance
issued by the Charity
Commission on public
benefit|Para 1.18|**Confirmed.**
**The Charity’s Governance document**
**provides the most significant proportion**
**of the content of the Hall’s policies.**| ## **Additional information (optional)** You may choose to include further statements where relevant about: ||SORP reference|| |---|---|---| |Policy on grant making|Para 1.38|**In abeyance. Attention is still focussed**
**onrepairing the Hall’s finances, which**
**suffer from unacceptable levels of energy**
**cost.**| |Policy on social investment
including program related
investment|Para 1.38|**No formal policy, other than to “help**
**where we can”.**
**All local groups have standing**
**invitations/request to provide a**
**representative to the Hall’s Management**
**Committee.**
**In addition,** **the Hall makes its car park**
**available to parents delivering/collecting**
**children at each end of the school day.**
**This is because of traffic congestion at**
**choke points due to local building work,**
**and has been agreed with the school as a**
**means of reducing danger at each end of**
**the school day.**| |||**The Hall initiated two new activities**
**aimed at improving the social life within**
**the community across the generations,**
**namely table tennis and indoor bowls.**
**The bowls failed because of unsuspected**
**unevenness in the timber floor – beyond**
**sensible correction, so the Hall will**
**attempt to recover some of the cost of**
**the equipment by resale. The table tennis**
**never got started as a separate activity.**
**A ”breakfast club” is run within the Hall,**
**operating on every school day. This is a**
**major family support for those families in**
**which both parents have to leave the**
**village to work before school “drop-off”**
**times. The children arrive from 07:30 to a**
**safe, warm environment, and receive**
**breakfast (and social contact with class**
**mates) before being escorted to the**
**school by responsible adult(s).**
**The organisation has appropriate**
**safeguarding in place, and also runs**
**sporadic child based activities during**
**school closure periods. These activities**
**do use the table tennis table.**| |---|---|---| |Contribution made by
volunteers|Para 1.38|**Significant, entirely via volunteers, and**
**donation of time, ability and effort. This**
**has included maintenance on the fabric**
**of the Hall.The Hall has no employees.**| |Other||| ## **Achievements and performance** |Summary of the main
achievements of the charity,
identifying the difference the
charity’s work has made to
the circumstances of its
beneficiaries and any wider
benefits to society as a
whole.|Para 1.20|**The Hall is achieving an increase in**
**usage.**
**Major efforts have been directed to**
**renovation of the hall, to improve heating**
**and energy efficiency – and dramatically**
**reduce its electricity costs.**
**Completed so far: Installation of major**
**insulation; replacement of guttering –**
**and of flashing/soakers over kitchen roof;**
**replacement of broken/faulty slates;**
**Solar PV + battery storage. Ability to**
**export surplus energy is still WIP.**
**Installation of ASHP to improve main hall**
**& kitchen heating while reducing costs**
**awaits planning approval (requested).**
**Redecoration is deferred until such work**
**is completed.**| |---|---|---| **These efforts have the acceptance and approval of both the Parish Council and the District Councillor representing our District. Furthermore, the Hall has been offered, subject to successful completion of the renovation, as one of the facilities for the RESILIENT COMMUNITIES PROGRAMME of the local authority.** ## **Additional information (optional)** You may choose to include further statements where relevant about: |
Achievements against
objectives set|
Para 1.41|
**The website is in a stage of change, as a**
**licence expires – and has some issues**
**with user facility.**| |---|---|---| |Performance of fundraising
activities against objectives
set|Para 1.41|**Fundraising was concluded with**
**donations from 3 separate sources –**
**some of which required a degree of**
**match funding from the Hall’s own**
**resources. The final stage of the**
**renovation is fully funded, with only the**
**necessary redecoration to be dealt with.**| |Investment performance
against objectives|Para 1.41|**None set – no external investments are**
**held by the Hall.**| |Other||| ## **Financial review** |**Financial review**||| |---|---|---| |Review of the charity’s
financial position at the end
of the period|Para 1.21|**Stable and satisfactory.**| |Statement explaining the
policy for holding reserves
stating why they are held|Para 1.22|**The Hall has no policy for holding**
**reserves.**| |Amount of reserves held|Para 1.22|**Nil**| |Reasons for holding zero
reserves|Para 1.22|**No clear requirement defined.**| |Details of fund materially in
deficit|Para 1.24|**None**| |Explanation of any
uncertainties about the
charity continuing as a going|Para 1.23|**Currently no uncertainties – providing the**
**renovation achieves the objective of**
**almost eliminating the Hall’s energy**| **costs.** concern ## **Additional information (optional)** ## You may choose to include further statements where relevant about: |
The charity’s principal
sources of funds (including
any fundraising)|
Para 1.47|
**Income from lettings;**
**Grants from the windfarm fund;**
**Grants via local authority.**
**Currently no grant is received from the**
**Parish Council – none has been sought**
**for more than 11 years.**| |---|---|---| |Investment policy and
objectives including any
social investment policy
adopted|Para 1.46|**None adopted.**| |A description of the principal
risks facing the charity|Para 1.46|**Costs exceeding income, through lack of**
**use, and/or careless use by hirers leading**
**to un-attributable repair costs, and not**
**turning off heat/light at the end of a hire**
**period.**| |Other||**Impact of the age of the Hall’s fabric, and**
**maintenance thereof in hand - much of**
**this has been resolved.**| ## **Structure, governance and management** |Description of charity’s
trusts:||| |---|---|---| |Type of governing document:
for example,trust deed,
memorandum and articles of
association etc|Para 1.25|**Trust deed.**| |How is the charity
constituted?
for example limited company,
unincorporated association,
CIO|Para 1.25|**Registered Charity.**| |||| |Trustee selection methods
including details of any
constitutional provisions e.g.
election to post or name of
any person or body entitled
to appoint one or more
trustees|Para 1.25|**Not documented, but compliant with the**
**guidance from the Charities Commission.**| |||| ## **Additional information (optional)** You may choose to include further statements where relevant about: |
Policies and procedures
adopted for the induction and
training of trustees|
Para 1.51|
**Not formally documented.**| |---|---|---| ||Para 1.51|**Management Committee plus 3 trustees.**
**Wider network is made up of all regular,**| |The charity’s organisational
structure and any wider
network with which the
charity works||**occasional and potential users including,**
**but not restricted to:**
Parochial Church Council
Mothers & toddlers group
Parish Council
Women’s Insttute
Venue provision to:
Local amateur dramatcs group;
Local music group rehearsals;
Keep ft and Yoga groups;
Social events such as regular whist drives;
Ad hoc events such as:
celebratons and events for families;
special interest exhibitons (pets etc);
Film/TV outdoor shootng locaton.
Provision of Polling Staton
Exhibitors requiring a venue for public
consultaton| |---|---|---| |Relationship with any
related parties|Para 1.51|**Membership of ACRE (ACTION with**
**COMMUNITES RURAL ENGLAND) and/or with**
**RCC (Rural Community Council).**| |Other
Fabric of the building||The Building is now in its 115thyear. Although
additions and improvements have been carried
out over the last 40 years, it is becoming
increasingly difficult to maintain the facilities the
Hall provides for the community.
The managers of the Hall are considering the
longer-term provision of the facilities, especially
in view of the expected rise in the population of
the village. Since the major problem - as ever –
will be funding, the VH management should
formulate a strategy for long-term funding to
provide for all eventualities. This should embrace
fund-raising, grant support sources etc. It is
suggested that formulation of a strategy (and
potential time-frame) be undertaken by the
trustees, for consideration by the management
team.| ## **Reference and administrative details** |Charity name|**Swinford Village Hall**| |---|---| |Other name the charity uses|| |Registered charity number|**521503**| |Charity’s principal address|**Swinford Village Hall, Chapel Street, Swinford LE17 6AZ**| ## **Names of the charity trustees who manage the charity** |1
2
3|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year**|**Name of person (or body) entitled**
**to appoint trustee (ifany)**| |---|---|---|---|---| ||Keith Kilbane||March 2013 to date|| ||Julie Morris||22 March 2022 to date|| ||Jim Dunn||**14/11/2017 to 22/10**
**2024**|| ||Nicola Atkin||**23/10/2024 to date**|| ## – Corporate trustees names of the directors at the date the report was approved **Director name None** Name of trustees holding title to property belonging to the charity |**Trustee name**|**Dates acted if not for whole year**| |---|---| |**None**|| ## **Funds held as custodian trustees on behalf of others** |Description of the assets
held in this capacity|**None**| |---|---| |Name and objects of the
charity on whose behalf the
assets are held and how this
falls within the custodian
charity’s objects|**None**| |Details of arrangements for
safe custody and
segregation of such assets
from the charity’s own assets|**N/A**| ## **Additional information (optional)** ## **Names and addresses of advisers (optional information)** |**Names and**|**addresses of advisers (optional information)**|**addresses of advisers (optional information)**| |---|---|---| |**Type of**
**adviser**|**Name**
**Address**|| |**None**||| |||| |||| |||| **Name of chief executive or names of senior staff members (optional information)** ## **Exemptions from disclosure** Reason for non-disclosure of key personnel details ## **Other optional information** ## **Declarations** **The company has taken advantage of the small companies’ exemption in preparing the report above.** **The trustees declare that they have approved the trustees’ report (including directors’ report) above.** **Signed on behalf of the charity’s trustees/directors** **Signature(s)** ~~ee ee~~ **Full name(s)** Martin Keith Kilbane Julie Morris Nicola Atkin **Position (for example** Trustee, since March 2013 **Secretary, Chair, etc)** ~~ee~~ **Date** 29[th] April 2025 ~~|~~ Accounts summary 2024125 for SWINFORD VILLAGE HALL- CHARITY NO. 521503 Year 0110412024 to 3110312025 INCOME Hall hire To 3110312025 240.00 420.00 To 3110312024 pcc pc Spanlsh class Broakfast Club After school Club Hollday Club Partleslone off HDC- polllng Stn SODS Sklrts Rat/Mlce Shows DOB tralnlng Vlsltln8 Churches 440.00 182.00 63.00 224,00 1390.00 1815.00 610.00 (Relkl) 215.00 850,00 (Yoga) 114.00 1303.00 1181.00 400.00 160.00 1333,00 1362.00 48.00 21S.00 56.00 693.00 560.00 3.72 340.00 436.00 Whlst Drlve Western power Grants Severn Trent HDC 33727.00 13500.00 24.00 70.00 22.03 54808.03 Donatlons Sale of Lead Bank Interest TOTAL INCOME 13.06 7281.78 EXPENSES Services To 3110312025 1611.32 474.99 1256.82 90.00 244.18 87.60 385.00 200.00 5820.00 120.00 275.00 113.75 31671.80 3713.00 21465.00 668.00 (Plano) 192.00 822.00 {kltchen) 49.00 160.00 143.00 (Surveyor)600.00 110.49 SF ad) 60.00 8.59 69440.54 To 31103/2024 3895.56 434,77 1225.74 154.80 75.00 87.60 {PAT} 66.25 Electrlclty Water Insurance Muslc Llcence General Repalrs Fire ext servlce Plumbln8 repalrs Woodworm treatment Gutters/roof repairs Wlndows Weekly cleanllaundry Products/Hygiene/equlp Projects vla 8rant Insulatlon Electrlcal work/up8rade Solar HDC Pre & plannlng 5 yr electrlcal Inspectlon Carpet bow15 Bookln8 Refunds Glfts P05ta8e Malntenance Cleanln8 120.00 942.50 96,64 Mlscellaneous TOTAL EXPENSES 7999.86 Openln8 balances 01104/Z024 Closlng balances 3110312025 Bank c/acc Dep051t/acc Cash Whlst float TOTAL 33944.18 2096.85 38.27 10.00 36089.30 28371.47 2118.88 60.44 10.00 30560.79 2 cheques pre5entcd In 25126 total £9104 but counted in these accounts Flnanclal check Year start Income TOTAL Expenses TOTAL Chqs Total Year end 36089.30 54808.03 90897.33 69440.54 21456.79 9104.00 30560.79 30560.79 Fl8ure5 balance. I certlty that thls summary shows a true and accurate record of the accounts for the year 0110412024 to 3110312025 Sl8ned (Treasurer) Date Slgned (Audltor) Date 27- kf,,l LJL("