## INGLEBY BARWICK COMMUNITY HALL
Registered Charity no. 1044973
## TRUSTEES' ANNUAL REPORT
April 2023 to March 2024
## NAMES OF TRUSTEES
Jenny Rutland, Chair, 37 Cennon Grove, Ingleby Barwick, TS17 5DB Jean Kirby, Vice Chair, 36 Fountains Avenue, Ingleby Barwick, TS17 0TX Sandra Raines, Treasurer, 34 Felbrigg Lane, Ingleby Barwick, TS17 0XT Michelle Fryer, Payroll, 16 Wensleydale Grove, Ingleby Barwick, TS17 0QQ David Raines, Maintenance, 34 Felbrigg Lane, Ingleby Barwick, TS17 0XT Ted Strike, Councillor, 32 Surrey Terrace, Billingham, TS23 4AQ
Jen Hornby, User Group Girls Allowed, 35 Felbrigg Lane, Ingleby Barwick TS170XT Sheila Waites, User Group Bizzi Hands, 40 Stonebridge Crescent, I.B., TS17 5AZ
## SOURCES OF ADVICE AND SUPPORT
Ingleby Barwick Town Council
Stockton on Tees Borough Council
Tees Valley Village Hall Network
Action with Communities in Rural England
## GOVERNANCE
Ingleby Barwick Community Hall was established as a charity by Trust Deed dated 4th August 1993.
The hall was constructed by Yarmside Holdings Limited as a purpose-built community hall and transferred to Ingleby Barwick Town Council (formerly Parish Council) under the conditions of the Trust Deed. No rent is paid, but the Trustees are responsible for keeping the building in a good state of repair.
## APPOINTMENT OF TRUSTEES
The trust governs the appointment of Trustees and the management of the charity. The Town Council of Ingleby Barwick are the Custodian Trustees of the Community Hall. The committee of management consists of :
Three elected members
One co-opted member
Three members of the Town Council
Four user group representative members
## POLICIES AND PROCEDURES
To guide the management committee in exercising its duty of care to members, employees and users of the hall, the following policy statements have been adopted.
1. A Guide to Safeguarding Vulnerable Users
2. CCTV Policy
3. Conflict of Interests of Loyalty Policy (Trustees)
4. Complaints Policy
5. Drugs Policy/Statement
6. Environmental Policy
7. Equality and Diversity Policy Statement
8. Financial Policy Statement
9. GDPR Policy
- 10.Hall Hiring Policy Statement
- 11.Health and Safety Policy
12. Premises Age Verification Policy
- 13.Recruitment Policy
- 14.Reimbursement Policy
- 15.Salary Policy
- 16.Sickness Policy and Procedure
- 17.Website Policy Statement
Policies are reviewed regularly and new ones written in order to reflect changes required in the management of the community hall. Hire charges and caretakers salaries are reviewed annually.
## HIRING AGREEMENTS
Use of the community hall is subject to a Hiring Agreement which must be signed by the hirer when booking. The hiring agreement sets out the dates and times of hire, hire charges, condition and identifies the responsibilities of each part of the agreement.
## LICENCES
The Community Hall has a premises licence no 048292 (not including alchol) and is registered with Stockton Borough Council. The hall as a joint licence from PRS and PPL for the playing of live and recorded music.
## INSURANCE
The Community Hall is insured with Access Insurance Company. Building Insurance £125,000, Public Liability £5,000,000, Employers Liability £10,000,000, Loss if Income £33,000. The management committee recognises that it is under a legal obligation to protect the building, its users and employees through adequate and appropriate insurance.
## BUILDING ISSUES
The mains electrical installation, together with portable electrical appliances , are checked annually by a company with qualified personnel. The whole building undergoes a five year electrical check.
Fire Risk and General Risk assessments are carried out and updated annually by the Committee as required by law.
Firefighting appliances are inspected annually under contract with the supplier. The Committee ensures other maintenance checks are carried our regularly.
CCTV is installed both outside the hall and in the entrance.
## OBJECTIVES OF THE CHARITY
Provision of a community hall for the benefit of the residents of Ingleby Barwick without distinction of gender, sexual orientation, age, disability, nationality, race, political, religious or other options.
Use of community hall for meetings, lectures and classes or other forms of recreation and leisure time occupation in the interests of social welfare and with the object of improving the social conditions of the lives of the residents.
The trustees consider these objectives to be consistent with the Charity Commission guidance on providing for the public benefit as shown in the list of activities pursued this year.
## PRINCIPAL ACTIVITIES IN PURSUIT OF OBJECTIVES
The Community Hall is in use every day of the week for a variety of activities for all age groups including Clubbercise, Army Cadets, Girl Guides, Rainbows, Art Croup, Bridge Club, Over 50's Social Group, Craft Groups, Page2Stage, Barwick Widowed or Divorced Social Group, Aspire Judo, Boro Soccer School, Girls Allowed, Pilates, Yoga, Line Dancing, Music Bugs, Little Flowers Baby and Toddler Group, Tai Chi, Slimming World and Vaccination Centre.
The Community Hall is also available for hire for private functions including parties for all ages, wedding and anniversary parties and is sometimes used for Charity fund raising and Craft Fairs. The hall is used as required as a polling station. The Community Hall Management also meet regularly in the hall. FUNDING STRATEGY
It is the strategy of the Trustees to manage the revenue budget on a self-financing basis. The contributions made by hirers of the hall are set up to achieve this. RESERVE POLICY
The charity has £11,016.00 in the bank as unrestricted reserves at the year end. This cash is available for planned expenditure in relation to building maintenance or urgent furniture or equipment replacement. Cash would also be available for unforeseen expenditure. It is the Trustees' policy to maintain adequate reserves.
## VOLUNTEERS' EFFORT
Management costs are kept to a minimum through the use of volunteers who manage the hall, which amounts to over 600 hours per month.
## EMPLOYEES
Three part time caretakers are employed to make sure the hall is cleaned daily and everything is kept fully maintained to the highest standard. All these employees are invited to attend the management meetings and give a caretakers' report.
## 2023/2024 UPDATE AND ACHIEVEMENTS
After losing income both during lockdown and due to users not returning after the Covid lockdowns, we have gained some new hirers – Tai Chi, Yoga and Slimming World. Party Bookings and Vaccination Clinic Bookings have also helped to increase our income and we are now managing to increase our bank balance and have repaid the £2000.00 borrowed from the deposit account. There were no major repairs or refurbishments during the year.
## FUTURE PLANS
The hall will continue to be hired by the Pharmacy on occasional weekends as required as a Vaccination Centre. Enquiries are still coming in for more long-term users, and we hope to have some signed up in the next couple of months.
The Trustees declare that they have approved the Trustees' Report above. Signed on behalf of the Charity's Trustees
Signature
Full Name Jennifer Rutland Position Chair Date 06/01/2025
INGLEBY BARWICK COMMUNITY HALL ACCOUNTS 2023-24
## INCOME RECEIPTS
|INCOME RECEIPTS||||
|---|---|---|---|
|Rents||31141.04||
|Grants||0||
|Bank Interest||0||
|Transfer from deposit account||2000.00||
|||------------||
|||33141.04||
|DIRECT CHARITABLE EXPENDITURE||||
|Repairs and Maintenance of|Hall|4912.45||
|Lighting and heating costs||9180.81||
|Water Charges||1589.65||
|Salaries||14643.13||
|Insurances||859.22||
|Cleaning and waste disposal||1315.96||
|Re-decoration||0||
|Grounds Maintenance||720.00||
|Equipment Replacement (Vacuum cleaner)||247.99||
|OTHER EXPENDITURE||||
|HMRC and Pensions||789.13||
|Postage and telephone||473.99||
|Office Expenses||0||
|Independent Examiners Report||0||
|Membership TVHN||15.00||
|Website costs||749.06||
|Registration Fees||159.51||
|Stationery||13.50||
|Hire charge refunds||0||
|Legionella Tests||0||
|Nappy disposal||1143.76||
|PRS Music licence||275.74||
|||------------||
|Total Payments||37088.90||
|Net Profit/loss|(3947.86)|||
|Opening bank balance|9761.67|||
|Closing bank balance|5813.81|||
|Signed
J. Rutland||Date|06/01/2025|
|Signed
S. Raines||Date|05/01/2025|
## Independent Examiners Report
I (Gordon Fletcher, CMIIA) have reported on the accounts of the Ingleby Barwick Community Hall for the financial year ending 31[st] March 2024
This report is in respect of an examination carried out under section 43 of the Charities Act 1993 and in accordance with the directions given by the Charity Commissioners under section 43(7)(b).
The examination includes a review of the accounting records kept by the trustees, including a review of the accounts and making such enquiries as are necessary for the purpose of this report.
Based on my examination. I can confirm that no material matters have come to my attention in connection with the examination which gives me cause to believe that in, any material respect:
- the accounting records were not kept in accordance with section 130 of the Charities Act; or
- the accounts did not accord with the accounting records; or
- the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair’ view which is not a matter considered as part of an independent examination.
No other matter has come to my attention, and the remaining accounts presented do accord with the accounting requirements of the Charities act 1993.
The Trustees are responsible for maintaining proper accounting records, which disclose with reasonable accuracy the financial position of the Charity. This report has been prepared in accordance with the Statement of Recommended Practice: Accounting and Reporting by Charities (issued March 2005)
Gordon Fletcher (C.M.I.I.A.)
Independent Auditor
Date:14[th] January 2025