2023-09-30-accounts - Stewartby Village Hall

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Trustees' Annual Report for the period

From	Period start date	Period start date		To	Period end date	Period end date
	1st	October	2022		30th	September	2023

Section A Reference and administration details

Charity name Stewartby Village Hall

Other names charity is known by

Registered charity number (if any) 802515

Charity's principal address Stewartby Village Hall

Churchill Close

Stewartby

Postcode MK43 9LU

Names of the charity trustees who manage the charity

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Dates acted if not for whole Name of person (or body) entitled
Trustee name Office (if any)
year to appoint trustee (if any)
Lee Melville Chair
1
2 Terri Banks Vice Chair
3 Sally Law
4 Louise Burnage
5 Lloyd Haley
6
Michele Serino
7
Daisy Fraser
8
Michael Nelsey
9
10
11
12
13
14
15
16
17
18
19
20
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Names of the trustees for the charity, if any, (for example, any custodian trustees)

TAR

Name Dates acted if not for whole year Official Custodian Trustee for the Charity is Stewartby & Kempston Hardwick Parish Council

Names and addresses of advisers (Optional information)

Type of adviser Name Address Accounts Assessor Leena Bains Independent Examiner (Accountant)

Name of chief executive or names of senior staff members (Optional information)

Section B Structure, governance and management

Description of the charity’s trusts

Deed of Trust 20[th] August 1989 Type of governing document (eg. trust deed, constitution) Charitable Trust How the charity is constituted

(eg. trust, association, company) The charity is run by the members of the Parish Council. Members of the Trustee selection methods Council automatically act as Trustees. (eg. appointed by, elected by)

Additional governance issues (Optional information)

TAR

Originally on a full repairing lease, this historic Village Hall was later transferred into the hands of the Parish Council. The Charitable Trust was then set up in 1989.

You may choose to include additional information, where relevant, about:

• policies and procedures adopted for the induction and training of trustees;

the charity’s organisational structure and any wider network with which the charity works;
relationship with any related parties;
trustees’ consideration of major risks and the system and procedures to manage them.

The Hall was built in the 1930s and is covered by a Section 4 Conservation Order, as is the original Stewartby village. Any repairs carried out must be sympathetic to this order, and external works need to gain planning permission to ensure conservation area requirements are met.

The property is fully maintained and insured, as required for use by the public, and has a Premises Licence issued by Bedford Borough Council. The Trustees are all local members of the community, and are responsible for the day to day running of the Hall. Bi-monthly meetings are held throughout the year, usually on the second Thursday of the month. There are currently vacancies for membership. (Nine members allowed). The AGM is normally held annually in October. The Annual Accounts have been independently examined; prepared on a Cash basis, they are submitted to the Charity Commission as required. A permanent part time employee takes bookings for the Hall, does the book keeping, and prepares monthly reports for the Trustees.

In addition to income from lettings, the Parish Council ensures that there is money for the day to day running of the Hall and ensures that marketing and expenditure is done in accordance with the funds available where possible. We also apply for funding for projects to update the Hall and ensure that it complies with the health and safety and other relevant

legislation.

Previous improvements included a new bar area, kitchen, and windows. Recent additions include an access ramp and hearing loop, meaning we are compliant, as much as is possible, with the disability and diversity regulations for the building. Grants were obtained to enable installation of a new infrared heating system, with SMART remote-control, throughout the hall.

Section C Objectives and activities

TAR

The provision and maintenance of a village hall for the use of the inhabitants of Stewartby and the surrounding areas, in the Marston Vale, Summary of the objects of the without distinction of political, religious, or other opinions, including use for charity set out in its meetings, lectures, and classes and for other forms of recreation and governing document leisure-time occupation, with the object of improving the conditions of life for the said inhabitants. The Parish Council is based at the hall, and holds monthly meetings in the committee room or nearby sports pavilion. Regular group use includes: Ballet, Tap, Modern, and Irish Dance classes, Boxercise, Taekwondo, Brazilian Jui Jitsu, plus various Child and Baby Play Groups and Classes. In addition, many weekend bookings are for local and non-local users, typically children’s parties, birthday, anniversary, and wedding parties, and regular Craft Fairs. These uses assist us in attaining the objectives as outlined above. Summary of the main activities undertaken for the public The Trustees and Parish Council run occasional free events for the benefit in relation to these public, including an annual Christmas Fair and Light Switch On event. objects (include within this section the statutory The Hall is the designated Polling Station for Stewartby, and an declaration that trustees have Emergency Assistance Centre in the case of a local disaster occurring. had regard to the guidance issued by the Charity Commission on public benefit) Declaration: The Trustees have had regard to the guidance issued Additional details of objectives by the Charity Commission on public benefit. From the above and activities (Optional actions the Managing Trustees have attempted to comply with their information) duty to the charity to provide a continuing Public Benefit in the exercising of their powers and duties.

TAR

In addition to its governing documents the Hall also has a Hall Hire Policy, and Fire Safety Policy in place, which are reviewed periodically.

You may choose to include further statements, where relevant, about:

policy on grantmaking;
policy programme related investment;
contribution made by volunteers.

Section D Achievements and performance

TAR

Section D Achievements and performance

Summary of the main achievements of the charity during the year

During the past year we have continued with the ongoing maintenance of the Village Hall and have also concentrated on increasing bookings to increase revenue. This revenue will then be reinvested in the building so that we are able to continue to modernise. Regular fire risk assessments are carried out, and the Hall upgraded to meet the latest legislation.

The above work has brought the Hall up to a standard compatible with other local venues. Together with web site and social media advertising, the Hall is increasingly booked at weekends, whilst still providing a pleasant environment for users throughout the week. More work will continue in the coming year. The Committee has also had the following statutory maintenance carried out; PAT Testing, Emergency Exit Testing, Fire Extinguisher Testing, First Aid Box checks. These are all currently compliant.

TAR

Section E Financial review

Brief statement of the charity’s policy on reserves

Given that our biggest expense, over and above day to day running costs, is the maintenance and improvement of the building, and further that whilst most of this expenditure can be planned for, there may well be substantial, unforeseen costs, the Trustees deem it prudent to aim to establish a designated Building Reserve (but not a Restricted fund). In this way the Hall can continue to provide an essential facility for local residents over the years to come.

Details of any funds materially in deficit

Nil

Further financial review details (Optional information)

The Charity's regular income is from Hall lettings, to both local residents and non-residents. Any essential large maintenance work will, where possible, be funded by the Parish Council and we will continue to look for grant money so that some other work is possible.

You may choose to include additional information, where relevant about:

the charity’s principal sources of funds (including any All improvements to the hall are done with benefit and comfort of the Hall fundraising); users in mind. Moreover, the Hall is now of a sufficient standard to compete with other local Halls for weekend hire.
• how expenditure has supported the key objectives Currently, the Hall does not have a sufficient surplus to consider
of the charity; investments. All Balances are held in a Bank Current Account.

All improvements to the hall are done with benefit and comfort of the Hall users in mind. Moreover, the Hall is now of a sufficient standard to compete with other local Halls for weekend hire.

investment policy and objectives including any ethical investment policy adopted.

Section F Other optional information

Section G Declaration

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

Signed on behalf of the charity’s trustees

Lee Melville Terri Banks Signature(s) Lee Melville Terri Banks Full name(s) Position (eg Secretary, Chair, Trustee Chair Trustee Vice Chair etc) Date June 2024

TAR

VH yr 22 23

Stewartby Village Hall - Year 22/23

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Oct 22 Nov 22 Dec 22 Jan 23 Feb 23 Mar 23 Apr 23 May 23 Jun 23 Aug 23 Sep 23
Expenditure Supplier/s Actual Actual Actual Actual Actual Actual Actual Actual Actual Jul 23 Actual Actual Actual 22/23 Total
Phone/Broadband One-Com £81.82 £80.51 £71.77 £75.07 £84.24 £77.96 £92.62 £90.46 £173.26 £9.70 £73.80 £73.80 £985.01
Electricity VH British Gas Lite/Yu Energy £102.47 £192.17 £357.68 £331.56 £750.24 £767.02 £0.00 £1,480.89 £255.95 £185.03 £187.23 £177.37 £4,787.61
Water VH Flat Anglian Water/Wave £13.00 £13.00 £19.00 £19.00 £19.00 £19.00 £19.00 £19.00 £19.00 £19.00 £19.00 £19.00 £216.00
Water Toilets/Kitchen Anglian Water/Wave £67.00 £67.00 £67.00 £54.00 £54.00 £54.00 £54.00 £54.00 £54.00 £54.00 £31.00 £31.00 £641.00
TV License TV License £13.25 £13.25 £13.25 £13.25 £13.25 £13.25 £13.25 £13.25 £13.25 £13.25 £13.25 £13.25 £159.00
Insurance ANSVAR £0.00 £294.32 £294.29 £294.29 £0.00 £588.58 £0.00 £588.58 £294.29 £0.00 £588.58 £0.00 £2,942.93
Cleaning staff Louise Holland £195.50 £161.00 £166.75 £132.25 £143.75 £155.25 £218.50 £156.00 £180.00 £168.00 £156.00 £222.00 £2,055.00
Hygiene Services Citron Hygiene £184.66 £182.04 £183.35 £183.35 £733.40
Waste/Recycling Biffa £102.60 £0.00 £34.20 £71.40 £0.00 £92.38 £0.00 £68.40 £34.20 £34.20 £0.00 £34.20 £471.58
VH Clerk NT Pay £908.60 £966.26 £1,157.56 £967.16 £933.56 £677.81 £677.88 £541.76 £625.56 £1,362.96 £1,120.76 £928.76 £10,868.63
HMRC NT Income Tax/NI £169.24 £208.22 £331.04 £202.80 £331.04 £462.11 £462.15 £239.24 £376.84 £0.00 £421.64 £284.24 £3,488.56
Nest Pension VH & NT contributions £1,005.57 £725.20 £516.00 £645.00 £84.00 £105.00 £84.00 £3,164.77
Cleaning costs T Cogley Windows/ICP £80.00 £60.00 £282.74 £422.74
Hire cancel/overpay £50.00 £0.00 £0.00 £0.00 £0.00 £30.00 £0.00 £75.00 £12.50 £67.50 £0.00 £0.00 £235.00
Maintenance Pest control/boiler rep/etc £120.00 £105.60 £0.00 £0.00 £118.80 £100.00 £0.00 £0.00 £210.00 £336.00 £315.60 £0.00 £1,306.00
Licenses BBC / Music PPL PRS £180.00 £732.94 £912.94
Miscellaneous Miles, printing, Accounts £23.82 £161.25 £9.45 £5.40 £19.32 £4.50 £91.97 £9.00 £8.55 £22.02 £8.55 £8.55 £372.38
Bond repayments £900.00 £500.00 £522.50 £450.00 £436.00 £600.00 £247.50 £540.50 £700.00 £900.00 £520.00 £450.00 £6,766.50
Expenditure Totals £3,111.96 £2,762.58 £3,044.49 £2,798.22 £3,636.14 £4,727.43 £2,785.42 £4,392.08 £3,602.40 £3,499.01 £3,843.15 £2,326.17 £40,529.05
Check total £40,529.05
Oct 22 Nov 22 Dec 22 Jan 23 Feb 23 Mar 23 Apr 23 May 23 Jun 23 Aug 23 Sep 23
Income Source Actual Actual Actual Actual Actual Actual Actual Actual Actual Jul 23 Actual Actual Actual 22/23 Total
VH Hire Regular £1,523.00 £2,046.55 £1,025.50 £1,118.99 £2,013.01 £1,501.50 £1,527.00 £1,590.75 £1,444.38 £1,015.00 £708.50 £1,276.00 £16,790.18
VH Hire Functions etc £1,172.38 £1,068.75 £570.00 £1,030.00 £1,550.00 £915.25 £525.00 £1,232.50 £1,287.51 £1,182.00 £811.50 £1,115.50 £12,460.39
Sundry Income heating grant/BrGas ref £2,072.85 112.50 150.00 £2,335.35
Bonds received £500.00 £600.00 £450.00 £600.00 £647.50 £400.00 £250.00 £950.00 £950.00 £300.00 £550.00 £450.00 £6,647.50
Parish Council Funds £0.00
Income Totals £5,268.23 £3,715.30 £2,045.50 £2,748.99 £4,210.51 £2,816.75 £2,302.00 £3,885.75 £3,831.89 £2,497.00 £2,070.00 £2,841.50 £38,233.42
Check total £38,233.42
Balance monthly +/- £2,156.27 £952.72 -£998.99 -£49.23 £574.37 -£1,910.68 -£483.42 -£506.33 £229.49 -£1,002.01 -£1,773.15 £515.33 -£2,295.63
Month end B/fwd
Bank Balance £10,306.83 £12,463.10 £13,415.82 £12,416.83 £12,367.60 £12,941.97 £11,031.29 £10,547.87 £10,041.54 £10,271.03 £9,269.02 £7,495.87 £8,011.20
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Page 1 of 1

– Stewartby Village Hall Independent review of the Village Hall Accounting Records

Financial Year from 1[st] October 2022 to 30[th] September 2023

Background

The Clerk was appointed as the RFO (Responsible Finance Officer) in October 2018 and has been responsible for maintaining comprehensive working papers to support all entries in the cashbook, and for submitting the Annual Return to the Charities Commission on an annual basis.

The Charity’s financial position for the year ending September 2023 was:

	Year Ending September 2023	Year Ending September 2022	Increase/(Decrease) frompreviousyear
Income	£38,233	£62,750	-£24,517
Expenditure	£40,529	£56,998	-£16,469
Net Position	-£2,296	£5,753	-£8,049

In the financial year ending September 2023, the village hall income and expenditure has decreased from the previous year. This is mainly due to the one-off heating grant that was received in the previous year and was fully expended.

The previous year’s Annual Return and Accounts was submitted to the Charities Commission on time on 21 April 2023.

An independent review of the Charity’s financial records has been undertaken and findings are summarised in Appendix 1.

I would like to thank the Clerk and the Chair for their co-operation during this review.

Leena Bains 07 November 2023

Appendix 1

	Test	Findings	Recommendations
A	Appropriate accounting records have been kept properly throughout the year	The Council’s financial transactions are recorded in a cashbook using an Excel spreadsheet. This includes all receipts and payments made during the year. A summary for all income and expenditure is recorded each month.	None
B	Accounting records are complete	Quotes are obtained and accepted by Trustees before payments are approved in the monthly meetings and transactions recorded in the Minutes. All payments are authorised on a Payment Authorisation form by two Authorising officers. Payments are made online via BACS or Direct Debits which have been set up.	None
C	Compared the accounts with the underlying accounting records	A sample of payments during the period from October 2022 to September 2023 were tested and agreed to invoices. Audit testing highlighted one invoice (Firelec) was addressed to the Parish Council rather than the village hall.	R1: It is recommended that all invoices relating to the Charity are addressed in the name of the Charity. If the Charity decides to reclaim VAT in the future, they will need to ensure all invoices are addressed in the name of the Charity. [The charity is unlikely to become VAT registered as confirmed by the clerk, so not an issue at this stage.]

D	Verified receipts and payments to vouchers such as invoices, bank statements, and receipts.	A sample of receipts received during the period from October 2022 to September 2023 as recorded in the cashbook were tested and agreed to supporting remittances and the bank statements.	None
E	Expected income was fully received, properly recorded and promptly banked	The Village Hall receives income primarily from:  hall hire  room bookings  community events For hall Hire, the Charity raises invoices, and for party bookings, customers complete booking forms. A sample of receipts received in the year as recorded in the cashbook was verified to the bank statement.	None
F	Other records are kept up to date	Since March 2023, Village Hall Trustees meetings have been taking place every 2 months. Minutes are noted and signed off by the Chair. The Charity’s financial position is reported and discussed at every meeting. This includes details of the Budget and the actual spend to date. No issues were identified.	None