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 De￿mber 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 Ha￿15,
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 'sho￿￿Me.
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 sU￿groupS 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 spa￿S 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 ServI￿S and activltl8S W8 currently offer.
The Committee is a￿ayS 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
d￿wn 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 ext￿melY 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 W￿klY 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
I￿￿15 rer￿e4."
rt*nhwn Parèh
ca￿¢S V4kBI
s,￿8
Jth Noth
2.e67
f¢SSY
ènta4eAChit.
HreofH•I
8J75
8275
F￿r￿A￿oEs*A
1(DaL
her1￿￿8..
kntetegtr￿1
18,382
18.W2
Intsrtti
Total recei
37,792
612
410
178
p￿*￿￿￿n9
78
345
1￿cIL
8drink
F1ayEryitff￿m
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 ¢•r￿df&￿ffir￿
N(I8$
ttfftfromth*St*l•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
LUrthC￿b
519
E￿end￿￿re w o¥erhtid8
Fl￿1G
I￿Vrart0
1,462
1.148
136
G2n*ns

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: 

1. accounting records were not kept in respect of the charity as required by section 130 of the Act; or 

2. 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