TIBENHAM COMMUNITY HALL TRUSTEES, REPORT 2022 Charity No. 1064012 Pnstow Green Lane, Tibenham, NR16 IPX This report sets out th8 Objectives of the Trustees in managing Tibenham Community Hall and describes how we have gonè about delivering and meeting these obj6Ctives in 2022. Trustees The Hall is a registered charity and is constituted under a Trust Deed and is managed by a Board of Trustees. Normally four Trustees are appointed, who also fom part of the Hall Management Committee (HMC). As at 31 Dember 2022, and the dale of approval ol the financial statements, Tracy Lilley. Alan Harris, Loma Pyke and Julie Lipman were r8gist8r8d as Trustees with the Charity Commission. Additional members of the Committee were Trudy Thomas, Juli8 Ha15, Peter Wright, Elizab8th Wright and Heather Foster. The Committee nomially meets on a six-weekly cycle, although actual meeting timings vary according to the ne8ds of up¢omiThJ events. It is part of our management style that the CoTnmittee is a democratic group where everyone's views are respected and taken into account. Objectives To manage Tibenham Community Hall for the use of all inhabitants of Tlb8nham and the surrounding area without distinction. To provide a welcoming environment for p8op18 to gather for Socialising. Leaming and Well- being. To provide a wide range of opportunilies for leisure and Well-being for all, through both our own resources and bought in services. To provide a venue for Events, Parties, Weddings. Teaching and Conferences. To provide a Hub of information relating to Health and Well-being for the use of everyone in the Village and the surrounding area. To increase the foolfall of people using and visiting the Hall. To mainlain the new playground at the Hall to provide a facility for children and adults. To widen the age range of people using the Hall, using the Arts as a medlum for expanding the range of activities on offer. To offer services which allow those who are feellng lonely and isolated to have a safe space to meet and socialise with others from fibenham and the surrounding villages. To achieve these Obj8Ctives, the Management Committee uses several paths. Regular activltles provlded by the Hall.. Note= we believe that all events and activities contrfbute to the well-being of all users of the Hall. Sports - Weekly sessions are prowded by the Hall for Badminton, Short Mat Bowls and a Light Exercise Class to help improve fitness. strength and mobility. Leisure- Quiz nights. Bingo. Craft Club and other events throughout the year. Musical events - including an annual 'Musicals' show and a special Christmas 'shoMe. whiGh have become regular events on the calendar. LNe Music- Regular engagement of bands and singers to provide musical entertainment from a broad pnge of genres. Saturday Café - a monthly café, which is one of our larger regular events, brings in good numbers of people and provides a wide range of snacks and light lunches, including vegetsrianlvegan meal options. Open-Door Coffee Moming - This runs weekty as part of our rdentlfied well-being activities. It includ8s a new 'Digttal Buddies, group which aims to assist people wrth accessing digital S8rvic8s, as many have limited knowledge of how these seNices operate.
Weekly Social Nights - Offering a safe and welcoming social space for both family and friends to meet on a regular basis (introduced in response to the closure of the village's Public House in 2022). Annual Events - Events to promote social gathering, including a Produce Show and Hatvest Supper. Family Fun Day, Christmas Fayre and Craft sale. Other regular events run by private groups/hirers at the Hall.. Camera Club, Stained Glass Class, Line Dancing, Yoga Class, Choir Group and Private Badminton. Tibenham Wl is well established in the Hall and sometimes assists with Hall events, as well as running its t)wn programme of meetings and events. The Committee operates working sUgroupS thich deal with the regular Arts events, and a small group deals with fundraising and grant applications. It has bècom8 increasingly clear that. more than ever. ¢ommunity support is vital for many of our residents and those from the surrounding communities. There are few facilities in our village - no shop, no bus route and at present no pub-just the Community Hall and the Church (and the latter urrently only holds services On a month). Partners Th8r8 Continues to be a good working relationship with the Parish Council, who own the land on which Ihe Hall Is built. The Parish Council also provides financial support to the Committee for maintaining th8 grounds. A reprèsentative from the Hall Management Comrnittee regulady attends Parish Council meelings. A l¢e-YearlY leaflet"Tibenham Tidings., jointly writt8n by the Hall Trust and the Parish Counol to infom residents of what is going on in the village, Is d81iver8d to 8v8ry home in the village. A member of the Committee also edils the Parish Magazin8 covering Tib8nham and two adjacent villages. The HMC regularly contributes to the Parish N8wslett8r to infom people of what is happening at the Hall. Maintenance The Facilities Management Officer normalty provides an updated report on maintenance to every Committee meeting, ensuring a w811-k8pt and safe environment. This role has been carried out by th8 Chaim)an In the abs8nce of a Maintenanc8 Officer, with an independent person carying out maint8nance Insp8Ctions. A spr8adsh68t-bas8d maintenance system helps keep everything up-to- date. All s8rvic8s ar8 mainlained in lin8 With the r818vant legislation and all regular servicing is kept up-to4ate. There is a programme of Capital Maintenance to keep the Hall in good Gondition. The heating in the main hall was updated in 2022. whidi has proved more efficient than thé previous system. A new waler softener was installed in the kitchen. New portabls screens were purchased to enable the screening of chairs at the rear of the main hall, to alleviatè the need to lift ¢hairs on and off the stage - this had become a real health and safety issue for many our users. These screens also off8r th8 facility to display notices and publicity material and can be used lo produ smaller, more intimate spaS within the large main hall floor space when needed for events. A new cleaner was contracted in 2022 and maintains th8 cleanlln8ss of tha Hall to a very high standard. Th8 Committ88 are actively se8king to find a volunteer to tske over the full Maintenance Officer role. Finance The Treasurer ensures that the Management Committee runs a sound and compliant financé system, while seeking value for money on expenditure. Regular reports ar8 madg to the
Committee at every meeting to provide a transparent system that keeps everyone up-to-date. The Treasurer ensures that items that are bought in - Insurance. Electricity. Oil. Gas et¢ - ar8 pric8- checked at renewal to ensure value for money. The Capital Programme spreadsheel is revised annually to refi8Ct works completed and reprioritising fLrture works. This is read in conjunction with the Flnancial Strategy. Th8 Committ88 makes an Annual Report on Finance and an Annual Retum on the Charity to the Charity Commission. Grants Recelvad The Hall received a grant of £200 from the Parish Council to support its Platinum Jubilee celebrations. We also received further Covid Business Grants from South Norfolk Dislrict Council. These grants have enabled the Committee to continue to invest in the Hall's infrastructure, to improve the facilities it has to offer. The Hall was lucky enough to receive a donation of approximately £5,000 from Long Stratton Day Care, when this group sadly had to close. A stipulation was made that the donation should be used In providing activities and events that would improve the well-being of the Hall's users. The HMC keéps a record of how this money is spent. to ensure we are complying with this condition. None has been spent in the year. Challenges The Hall is lucky that it has a very strong, vibrant Committ88 at presént. but it still relies heavily on a regular team of volunteers to allow us to operate all the ServIS and activltl8S W8 currently offer. The Committee is aayS aclively seeking for additional help and could possibly do more if w& had more active supporters. Attracting new and younger people who are willing to be involved in the running of the Hall is our priority, in order to safeguard the Hall for future generations. Economic challenges in 2022 have proved dfficult - the current economic cllmatè has put pressure on maintaining the Hall with Ihe cost of electricity, oil, gas, food and all general supplies continuing to rise. We continue to monitor these costs and lry to achieve 'best value for money, where possible. How8ver. it may be ngoessary to increase costs for hire of the Hall and charges for some events during 2023, to ensu that these costs are being covered sutriciently. Storage in the Hall has been a major issue for many years and the positioning of tables. chairs and sports equipment within the main Hall and the Meeting Room can be a logistical problem. tying to ensure safety for all users of the Hall. Planning Pemiission for a new storage extension has recently been approved and the Committee are currently looking at a variety of ways to fund its construction over the next few months. The Open-Door Coffe8 Moming, held 8V8ry Thursday, has grown in popularity throughout the year and continues to provide a welcoming space for those who need support and so¢ial contact. However, well-being remains a challenge as the format of NHS and other voluntsry sector services constantly changes. Many people have concerns over the growing need to access services via electronic means, rather than face-to- facE, and the digital skills of many of our users are often very limited. The Hall has relaunched its Digital Buddies group which, with the help of local volunteers, is hoping to set up 'pop up, sessions to assist people with, for example, online banking, NHS appointments or online shopping via their smart phones, laptops and lablets. The Hall has identified a need for improved access to the Hall for some of its less-mobile visitors and parents wilh small children. who currently have to cross a gravellgrass area. The Hall has dwn up proposals for the wnstrudion of a new footpath with lighting and are currently fundraising to make this possible. This would minimise the distance users h8ve to walk on the Highway, where there is no designated footpath. Access to a reliable broadband Servi has been a Challenge for many years and the installation of hyperfast broadband is still awaited. We have recently installed a SIM-based broadband facility at th8 H811 which has allowed us to offer a limited intemet connection for users of the Hall. It has also
enabled the Hall to take payments via a card machine for many of our events. which has proved very popular in this increasingly digital worfd. The need for hyperfast full fibre broadband is becoming more critical and we hope that this will be available in 2023.
General Statement Footfall In 2022 has gr8atly incr8as8d on the pr8vious year n¢)w that m¢)st regular activities have retumed to the Hall and are operating nomally after th8 partial shul-down last year. All our regular hirers are now operating again. and we have an additional Yoga Class and Choir Group now both running on a weekly basis. Th8 Commitlee have been working hard to provide an enhanced programme of events throughout the year. introducing new musical events which have been extmelY well attended and enjoyed by all. We have increased numbers attending our regular Bingo nights and the Quiz nights continu8 to be popular. The Autumn Produ Show and Haryest Supper were again very w811 suppor18d. Summer 2022 saw a fantastic C81ebratlon day for the Queen's Platinum Jubilee, with outside musi on the grass during the day and dancing in the evening. The Family Fun Day was once again well attended and enjoyed by all the Community. Another new event was a Murder Mystery Evening. which proved extremely popular and brought in many new people from the surrounding areas. Our regular sporting activities of Badminton. Short Mat Bowls and Lighl Exercise continue to thriva. We have been able to invest in new equipment for the Light Exercise Class in 2022. The Craft Club Continues to meet three times a month, with good numbers attending each s8ssion. The opening of our licens8d bar on a WklY basls has proved very popular, giving the space and opportunity for families and friends to meet up following th8 closure of the village pub. We offer a safe place for everyone to get together and we have board games. toys and table tennis for both children and adults. The recently refurbished playground also offers additional spac8 for children to play, e$pè¢ially in better weather. Two members of the Committe8 have recently passed their Level 2 Hygiene Training and all volunteers working in th8 Kltchen have had appropriat8 induction hygiene training. We have been fortunate enough to have a new volunteer join the Committ88 who has several years, experience in offering veganlvegelarian food, which has enabled us to broaden the menu at many of our events. The Hall has once again received a 5-Star Rating for Hygiene from the local Council. We have continued to invest in new lighting and audio equlpment at th& Hall, which has enabled us to provide a wider range of arts-based activities such as musical shows and olher live entertainment. We have also been able to provide audio support for many of our regular events, with the use of the microphone and speakers facilitating announcements and allowing music to played. We will continue to fundraise and apply for grants vthich will hopefully enablé us to purchase the 8dditional equipment that we may require. Summary In summary, 2022 has been a very successful year at the Hall and we have welcomed many new visitors of all ages and backgrounds. We inlend to try to build on this support going forward and very much believe the Hall is on a firm footing to remain th8 hub of the village and our surrounding communities for many years to come. Tracy Lilley Chairn?an, Tlbenham Communlty Hall Management Committee 17 October 2023
R•¢eipts paym•ntsaccouTrtforth• earended 310ec 2022 Restrfrjed nres Fund& FuThts Funds I15 rere4." rtnhwn Parèh ca¢S V4kBI s,8 Jth Noth 2.e67 f¢SSY ènta4eAChit. HreofH•I 8J75 8275 FrAoEsA 1(DaL her18.. kntetegtr1 18,382 18.W2 Intsrtti Total recei 37,792 612 410 178 pn9 78 345 1cIL 8drink F1ayEryitffm pples t,430 $37 1,1 1,5% 1,150 FtotesBbnal 230 8,7 12,W7 36,374 12,YJ7 36N4 Toial Sur us nthe 4,1 Cash fynd$ bwuBhtf#rward 51,157 51, Cash fynds ¢•rdf&ffir N(I8$ ttfftfromthStl•aÈti¥il 22 2021 ml 374 WBII& .0 D tbof coffee Crafi &chat Mat 1.195 2,427 £8,375 3r Incmfromfvnthihlng 2122 1791 t.g)1 143 IL4 8,594 LUrthCb 519 Eendre w o¥erhtid8 Fl1G IVrart0 1,462 1.148 136 G2nns
Statement of assets and liabilities at the end of the period Restrictéd Funds 2022 Untesthcted Funds 2022 Total Funds 2022 Cash funds Current account 11KJ account Savin s &¢ount ash Total rash funds 5,538 20,361 11,134 15,542 25,899 11,134 15,542 5,538 47,037 52,575 Asset retained 369,696 12,997 382,693 Liabiliti8S IE fee includi VA 535 535 SKJned by one trustees on behair of all the truslees Naff* 1 . Li kLe/ ( Dat8
Independent Examiner’s Report to the Trustees of Tibenham Community Hall
I report to the charity trustees on my examination of the accounts of the charity for the year ended 31 December 2022.
Responsibilities and basis of report
As the charity’s trustees you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’).
I report in respect of my examination of the charity’s accounts carried out under section 145 of the Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
Independent examiner’s statement
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:
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accounting records were not kept in respect of the charity as required by section 130 of the Act; or
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the accounts do not accord with those records.
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.
This report is made solely to the charity’s trustees, as a body, in accordance with Part 4 of the Charities (Accounts and Reports) Regulations 2008. My work has been undertaken so that I might state to the charity’s trustees those matters I am required to state to them in an Independent examiner’s report and for no other purpose. To the fullest extent permitted by law, I do not accept or assume responsibility to anyone other than the charity and the charity’s trustees as a body, for my work or for this report.
Signed:
Joanne Fox BA FCA
BW Audit Ltd
Chartered Accountants Norwich
Date: 17 October 2023