## **DUNCTON VILLAGE HALL** ## **ANNUAL REPORT 4 OCTOBER 2023** Over the past year the Hall has been used for a variety of activities including weddings (eleven in this calendar year, nine booked for 2024, and one already confirmed for 2025), family parties, funeral receptions and wakes, camping, caravan, cycling and Croquet Club events, First Aid courses, Emergency Life Support and defibrillator training, plus weekly bookings for art, qigong, choir, and yoga. The Parish Council, Duncton school, Catholic Church, Croquet Club, and Petworth Cottage Nursing Home use the Hall for their meetings. Local community events have included a Macmillan Coffee morning on September 29, and the annual Fireworks celebration in November (next one November 10). Also in the diary are two fundraising events for local primary schools - December 2 (movie night) and December 8 (Christmas wreath-making). The Rude Mechanical Show held on the recreation ground in July was again a welcome treat, with a record attendance this year of 110 on a warm Summer’s evening. Our financial year runs to May 31. In 2022/3 turnover was £27.4k (including a £3.5k grant towards new acoustic panels), and expenditure £39.8k, so a deficit of £12.3k is declared. However, £19.3k was spent in the year on fixed assets. If these asset purchases and grants are stripped out, there was a trading surplus of £3.5k. At the year-end our reserves stood at £38.2k. In the past year we have invested in Acoustic panels to improve sound quality in the Hall; a new fire protection system; a replacement shower unit; new doors for the bin storage area; and a new 5G wi-fi hub to improve internet and mobile phone reception. Also, a set of new round tables and grey chairs to accommodate the maximum number of guests permitted under fire regulations; storage trolleys; and new picnic benches (with the aid of a King’s coronation grant to the Parish Council). We have tidied the balcony area to improve the view across to the South Downs. It is worth noting that over the past five years our investment programme has included a new floor, replacement windows and doors, new curtains and tracking, a new fire door, a heating system upgrade, internal repainting, and an improved decked area and steps at the rear of the Hall. Plus a complete new set of crockery, additional glassware, a new cooker, coffee machines, a replacement water boiler, a table-top freezer, display cabinets, a new computer, and a Broadband system. This ongoing improvement programme will benefit the local community for many years to come. We see our task as Trustees as threefold – to ensure DVH remains financially sound, to keep the fabric of the building well-maintained, and to encourage wide use of the Hall. We are pleased to report all these objectives have clearly been met. We have commenced a review of the structure of the organisation to determine if becoming incorporated would better suit long term. We wish to thank Rob Knight (Hall Manager since October 2019) for his considerable efforts in managing the Hall and dealing with enquiries and bookings, as well as undertaking most of our maintenance work. Also, many thanks to Becky Francois for cleaning and housekeeping; Andy Gadd for mowing the recreation ground; Helen Brown and Sioux Allen (since April) for gardening, and of course, all the Committee who freely give so much time to ensure our valuable community asset is kept in good order and the business managed properly. All members of the Committee are willing to stand for re-election and no other nominations have been received. The team comprises Andy Beadsley (finance and corporate), Alison Pindell (secretarial, maintenance), Tom Cole (Chairman, general management), Peter Thomas (projects), Hilary O’Sullivan (fund raising), Helen Clifford and Sue Thomas (organising village events). Louise Exall resigned from the Committee in August 2022. We are grateful for her contribution and enthusiastic support in arranging local events. We look forward to working with all our hirers and being able to arrange more events for the local community. We will of course continue to offer very generous discounts for locals, especially those wishing to organise community and charity events. We can help with the cost, organisation, and publicity for any worthy cause. We have a great venue with wonderful views, and easy access, and wish to see it used and enjoyed by everyone in the local community. Tom Cole Acting Chairman Ounctan Hall & Recreatbon Ground fl￿$1￿red Ch•th No 1076256 Flnan¢lal sMem¢nts forthe yearended 31 May 2023 Yle May2023 Yle l+l•y 2022 INCOME Weddings CLisses, meetings, etc Campin8 Otherfunction5 Croquet Club Grants Garage rent Damages deposits clfwd Damaie5dep05it5 retained Interest Miscellaneous 12,411.50 5,431.00 196.00 3,823.50 1.125.89 3,900.00 645. -850.00 93.00 16.24 40.70 6,334.00 4,627.25 960.00 3,930.50 2.813.20 6,667.00 720.00 1,050.00 270.11) 27.432.B3 27.771.95 EXPENDITURE Hall manager Rates Electric Water 2,390.(K) 323.19 2,098.71 1,587.77 1,226.51 1,328.85 3.470.37 2,642.43 208.82 2.665.85 2.010.C 268.29 703.86 477.18 Sceptic tanklbins Cleanlng Ground5 DÈcoratin8 RepaSrslservicinR Misc equipment Insurance subscription￿I￿nSe5 Phonelbroadband 5undrie5 Fixed a55ets Advertlsirhg Website Functions Bank charyes 1,390.85 2,508.47 2,286.89 527.73 1,486.33 I I 115.12 820.78 283.zo 765.56 1,559.84 774.23 445.56 516.58 27.19 1,775.94 120.(k) 229.85 848.45 96.(Kl 19,325.47 126.crfj 314.79 66.(Kl 39.759.42 18.053.24 Surplus of In¢ome o¥erexpendrtu -12.326.59 9.718.71 mm aLan¢e blW @ 1161Z2 RKeipts Expendlture 8alance clfwd @ 3115123 50,553.55 33.263.83 145,590.421 38,226.96 John hEr Ilnde ndent Examiner) Cash book balance 38,226.96 Andy Beadsley (Tr asurerl r*posits held Capffal Reserve Maintenance re5etve Village evenrs General Reserve 7(X).(x) Is,m).00 s.￿0 200.00 17,326.96 a8,226.96 Independent examlnerfs report to the trustees of Dunrton Hall & Recreat•on Ground l Trport on the accounts of the Trust for the year ended 31 May 2023 to which this report Is attached. Respectlve responsibilltles of trustees and examlner The charitys tTilStees are responslble for the preparatlon of the accounts. The charit￿$ tDJstees consider that an audit is not required for thi5 year under sectlon 144121 of the Charltles Art 2011 (the 2011 Act) and that an independent examinatlon Is needed. It is my responsibility to: examlne the accounts under sectSon 145 of the 2011 Act to follow the procedures laid down in the genèral Dirertion5 given by the comrnisslon under sectlon 14515llbl of the 2011 Act • to state whether partlcular matters have come to my attention Basls of Independent examinerfs report My examlnatlon was carried out in accordance with the general D5rertions given by the Charity Commission. An examination includes a review of the accounting records kept bythe charity and 3 comparison of the accounts presented with those records. It also includes conslderatlon of any. unusual items or disclosures in the accounts, and seeking explanatlon5 from you as trustees concerning any such matters. The procedures undertaken do not provide all the evFdence that would be requlred in an audit and consequentty no opinion is given a5 to whether the accounts present a 'true and fair vlevl and the report15 limited to those matters set out in the next statement. Independent emamlnerfs statement In connectlon with my examination, no matter has come to my attention.. 111 which gives me reasonable cause to believe that In any material respect the requirements- to keep ac¢ountlng records In accordance with section 130 of the 2011 Act and to prepare account5 which accord wlth the accountinB ￿CordS and tomply with the accountln8 requlrèments of the 2011 Act have not been met or 121 to which, In my opinion. attention should be drawn in order to enable a proper understandlng of the accounts to be reached Name.. John Fisher Address: 24 Wealden Drive. Chichester. West Sussex Date-. 14 September 2023