## **Trustees' annual report for the period** Period start date Period end date **From** 01 01 2024 **To** 31 12 2024 ## ~~ee~~ Reference and administration details > **Charity name** ~~Pe~~ Ruyton XI Towns Village Hall Committee **Other names charity is known by** ~~ee~~ > **Registered charity number (if any)** 1023136 | > **Charity's principal address** Village Hall Church Street Ruyton XI Towns SY4 1LA **Names of the charity trustees who manage the charity** |~~es~~|~~es~~|~~es~~|| |---|---|---|---| |**Trustee name**
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~~ee~~|**Office (if any)**
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~~es~~|**Dates acted if not for whole**
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~~es~~|**Name of person (or body) entitled**
**to appoint trustee(if any)**| |1 Carol Aspinall
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~~a~~|Treasurer
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~~ee~~|~~ee~~| |3 Colin Gittoes
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~~es~~|~~es~~| 1 ## **Names of the trustees for the charity, if any, (for example, any custodian trustees)** |**Name**|**Dates acted if not for wholeyear**| |---|---| |Ruyton XI Towns Parish Council|| ||| ||| ## **Names and addresses of advisors (Optional information)** |**Names and addresses of**|**advisors (Optional information)**|**advisors (Optional information)**| |---|---|---| |**Type of advisor **|**Name**
**Address**|| |**Bank**||| |||| |||| |||| ## **Name of chief executive or names of senior staff members (Optional information)** ## **Structure, governance and management** ## **Description of the charity’s trusts** Conveyance dated 1[st] September 1960 Type of governing document (eg. trust deed, constitution) Unincorporated association How the charity is constituted (eg. trust, association, company) Trustee selection methods Trustees are elected annually at the Annual General Meeting - (eg. appointed by, elected by) ## **Additional governance issues** 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 The Management Committee (trustees) manage the Village Hall and Memorial Hall for the use of the inhabitants of Ruyton XI Towns and the neighbourhood, seeking the views of the public to provide the services required and with the support of the Custodian Trustee – the Parish Council. There is a Safeguarding policy in place and two committee members have Criminal Records Bureau checks completed and in date. There are also financial policies in place, and risk assessments are carried out for all events that are run by the Committee. All trustees give their time voluntarily and received no remuneration or other benefits. Relationship with any related parties Trustees’ consideration of major risks and the system and procedures to manage them 2 ## **Objectives and activities** The Management Committee (trustees) manage the Village Hall and **Summary of the objects of the** Memorial Hall for the use of the inhabitants of Ruyton XI Towns and the **charity set out in its** neighbourhood. **governing document** The main activities are the hiring out of the Village Hall for use by various groups: yoga classes, guiding groups, local amateur dramatics (RATS) and also for private functions, and the Memorial Hall to a third party to run as a café. In addition, to raise funds to maintain the hall, the committee run several events through the year – quizzes, children’s parties, annual village shows etc. **Summary of the main** These activities provide the local inhabitants and neighbourhood with a **activities undertaken for the** place to meet and socialize, and run their own events, and help bring **public benefit in relation to** the neighbourhood together. **these objects** ## **Additional details of objectives** We are grateful for the hours that volunteers including member You **may choose** to include volunteers have spent helping to maintain the hall and organizing further statements, where events for the benefit of the people of the parish. relevant, about: Also for the support of the Custodian Trustees, the Parish Council. We are extremely grateful to The National Lottery Community Fund for Policy on grantmaking the grant we were awarded this year allowing us to upgrade the Policy programme related outdated heating to a much more efficient system and also to complete investment required electrical testing and installation of emergency lighting and fire alarms to bring the hall up to standard. Contribution made by Volunteers 3 ## Achievements and performance **Summary of the main achievements of the charity during the year.** We ran the Village Hall Show in September and were really pleased that it was well supported by both the regulars with very many entries and also by a new crowd of people who enjoyed the new family trail, the quiz and the children's disco at the end. It was great to see people sitting in and around the hall enjoying a drink and burger together; so pleased the weather was kind to us. The event raised an amazing £2,000 profit which, with the support and generosity of a local business, paid for materials to put in a new floor in the hall which looks brilliant. The Halloween Party returned again this year and by running two different age slots we managed to accommodate everyone who wanted to come (and more than last year) and once again it was a great success. RATS continue to support the hall and their panto was sold out in a few days, and we are all very much looking forward to it again … oh yes we are! Yoga, Rainbows and Brownies continue as regular hires. We now have a Facebook page for the village hall so we can better communicate our events and advertise the hall for hire. We have a brand new website launched from which the hall can be booked, and from which hopefully we can soon run the Century Club; it shows everything we have going on and our latest news. This should also increase our visibility as a facility for hire. We have installed baby changing facilities to ensure we are catering for as many people as we can. On the subject of accessibility, we have been looking into options to make the hall more easily accessible for those that find the stairs difficult. We had an architect come and visit the hall and she has given us a few options to consider that would improve the accessibility in varying ways, from upstairs toilets, to improved stairway access, to adding in a lift, all with varying price tags. The next steps if we were to progress this further would be to get a buildings survey done, have the feasibility proven and costs drawn up on the suggested options; this will cost around £5,000 before we can move this forward further, and we will need advice on how/when the community would like to progress with that. 4 **Financial review** In recent years our expenditure has been reasonably consistent at **Brief statement of the** £9,000. The main financial risk to the charity is the ongoing cost of **charity’s policy on reserves** maintenance to keep very old buildings up to standard. Funds are held to cover a full year's typical expenditure in the event that our hire/fund raising costs should not be realized, and to cover unforeseen expenditure that may occur. Not applicable **Details of any funds materially in deficit Further financial review details: (Optional information)** You **may choose** to include The main source of funds has been a grant from The National Lottery additional information, where Community Fund. This is also accompanied by our more regular relevant about: income of hall hire and fund raising from events held by the committee The charity’s principal plus the income from the Century Club. sources of funds (including Expenditure is attributed to utilities, supplies and maintenance to keep any fundraising). the halls up to standard. How expenditure has supported the key objectives of the charity. Investment policy and objectives including any ethical investment policy adopted. ~~_~~ **Other optional information** In the future we are exploring ways we can make the halls serve the community even better with relation to accessibility, parking and outdoor space. **Declaration** ~~ee~~ **The trustees declare that they have approved the trustees’ report above. Signed on behalf of the charity’s trustees Signature(s)** Carol Aspinall **Full name(s) Position (eg secretary, chair,** Chair **etc) Date** 31/12/2024 5 **Independent examiner's report on the accounts** ## **Section A Independent Examiner’s Report** **Report to the trustees/** Ruyton XI Towns Village Hall **members of On accounts for the year** 31 December 2024 **ended Set out on pages** 8-9 **Charity no** 1023106 **(if any)** (remember to include the page numbers of additional sheets) > TEXT I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended **DD / MM / YYYY** 31 December 2024. - **Responsibilities and** As the charity trustees of the Trust, you are responsible for the preparation - **basis of report** of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”). I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. **Independent** I have completed my examination. I confirm that no material matters have **examiner's statement** come to my attention (other than that disclosed below *) 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. * _Please delete the words in the brackets if they do not apply._ **Signed: Date:** 19.2.2025 ~~I~~ **Name:** Mr.M. Niddrie-Davies ~~Cs~~ **Relevant professional qualification(s) or body (if any): Address:** Milford Mill, Milford Baschurch. SY4 2JU **Section B Disclosure** ~~ee~~ Only complete if the examiner needs to highlight matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners). **October 2018** 6 **IER** **Give here brief details of any items that the examiner wishes to disclose** . **October 2018** **IER** 7 |||**Ruyton XI Towns Village Hall**|**Ruyton XI Towns Village Hall**|**Ruyton XI Towns Village Hall**||||**1023106**|**1023106**||| |---|---|---|---|---|---|---|---|---|---|---|---| |||**Receipts andpayments accounts**|||||||||**CC16a**| |||**For the period**
**from**||01-Jan-24||**To**|||31-Dec-24||| |**Section A Receipts and payments**||**Section A Receipts and payments**|||||||||| |||**Unrestricted**
**funds**||**Restricted**
**funds**||**Endowment**
**funds**|||**Total funds**||**Last year**| |||**to the nearest**
**£**||**to the nearest**
**£**||**to the nearest £**|**to the nearest £**||**to the nearest**
**£**||**to the nearest £**| |**A1 Receipts**|||||||||||| |CenturyClub Receipts||**1,212**||**-**||**-**|**-**||**1,212**||**1,296**| |LotteryGrant||**-**||**19,999**||**-**|**-**||**19,999**||**-**| |Event income||**2,609**||**-**||**-**|**-**||**2,609**||**1,645**| |Memorial Hall receipts||**3,986**||**-**||**-**|**-**||**3,986**||**2,254**| |Hall Hirings||**5,237**||**-**||**-**|**-**||**5,237**||**3,744**| |Licences||**96**||**-**||**-**|**-**||**96**||**83**| |Donation||**-**||**-**||**-**|**-**||**-**||**12**| |Electricityrefund||**-**||**-**||**-**|**-**||**-**||**78**| |**_Sub total_**_(Gross income for AR)_||_(Gross income for AR)_**13,140**||**19,999**||**-**|**-**||**33,139**||**9,112**| |**A2 Asset and investment sales,**
**(see table).**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**_Sub total_ -**
**-**
**-**
**-**
**-**
**_Total receipts_**
**13,140**
**19,999**
**-**
**33,139**
**9,112**
~~——————~~|||||||||||| |**A3 Payments**|||||||||||| |Hall expenses||**372**||**-**||**-**|**-**||**372**||**298**| |CenturyClubprizes & costs||**646**||**-**||**-**|**-**||**646**||**645**| |Events expenditure||**511**||**-**||**-**|**-**||**511**||**312**| |Utilities & Fire Memorial Hall||**1,950**||**-**||**-**|**-**||**1,950**||**2,674**| |Utilities & Fire Hall||**2,188**||**-**||**-**|**-**||**2,188**||**3,341**| |Cleaning||**560**||**-**||**-**|**-**||**560**||**724**| |Maintenance||**2,163**||**-**||**-**|**-**||**2,163**||**780**| |Insurance||**683**||**-**||**-**|**-**||**683**||**1,007**| |Heating (grant)||||**9,555**||**-**|**-**||**9,555**||**-**| ||**_Sub total_ **|**9,073**||**9,555**||**-**|**-**||**18,628**||**9,781**| |**A4 Asset and investment**
**purchases, (see table)**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**_Sub total_ -**
**-**
**-**
**-**
**-**
**_Total payments_**
**9,073**
**9,555**
**-**
**18,628**
**9,781**
~~——————~~|||||||||||| |**_Net of receipts/(payments)_**
**A5 Transfers between funds**
**A6 Cash funds last year end**
**_Cash funds this year end_**||**4,067**
**10,444**
**-**
**14,511**
**- 669**
**-**
**- -**
**-**
**-**
**47,080**
**- -**
**47,080**
**47,749**
**51,147**
**10,444**
**- 61,591**
**47,080**
~~=====~~|||||||||| |CCXX R8 accounts (SS)||||8|||||||17/05/2025| CCXX R8 accounts (SS) 17/05/2025 ## **Section B Statement of assets and liabilities at the end of the period** |**Categories**
Signed by one or two trustees on
behalf of all the trustees
**B1 Cash funds**
**B2 Other monetary assets**
**B4 Assets retained for the**
**charity’s own use**
**B5 Liabilities**
**B3 Investment assets**|**C Aspinall**
Signature
**N Leadbeater**
**Details**
**Details**
Cash at Bank
**Details**
**Details**
**_Total cash funds_**
(agree balances with receipts and payments
account(s))
**Details**|**Unrestricted**
**funds**
**Restricted**
**funds**
**to nearest £**
**to nearest £**
**51,149**
**10,445**
**-**
**-**
**-**
**-**
**51,149**
**10,445**
Agreement
Error
Agreement
Error
**Unrestricted**
**funds**
**Restricted**
**funds**
**to nearest £**
**to nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**asset belongs**
**Cost (optional)**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**asset belongs**
**Cost (optional)**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**liability relates**
**Amount due**
**(optional)**
**-**
**-**
**-**
**-**
**-**
Print Name|**Restricted**
**funds**
**to nearest £**|**Endowment**
**funds**
**to nearest £**| |---|---|---|---|---| ||||**10,445**|**-**| ||||**-**|**-**| ||||**-**|**-**| ||||**10,445**|**-**| ||||Agreement
Error|OK| ||||**Restricted**
**funds**
**to nearest £**|**Endowment**
**funds**
**to nearest £**| ||||**-**|**-**| ||||**-**|**-**| ||||**-**|**-**| ||||**-**|**-**| ||||**-**|**-**| ||||**-**|**-**| ||||**Cost (optional)**|**Current value**
**(optional)**| ||||**-**|**-**| ||||**-**|**-**| ||||**-**|**-**| ||||**-**|**-**| ||||**-**|**-**| ||||**Cost (optional)**|**Current value**
**(optional)**| ||||**-**|**-**| ||||**-**|**-**| ||||**-**|**-**| ||||**-**|**-**| ||||**-**|**-**| ||||**-**|**-**| ||||**-**|**-**| ||||**-**|**-**| ||||**-**|**-**| ||||**Amount due**
**(optional)**|**When due**
**(optional)**| ||||**-**|| ||||**-**|| ||||**-**|| ||||**-**|| ||||**-**|| |||||Date of
approval| ||**N Leadbeater**|N Leadbeater||15/05/2025| ||**C Aspinall**|C Aspinall||15/05/2025| CCXX R9 accounts (SS) 17/05/2025 9