## **TYTHERTON VILLAGE HALL REPORT AND ACCOUNTS YEAR ENDED 31 MARCH 2021**
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## **TYTHERTON VILLAGE HALL REPORT AND ACCOUNTS YEAR ENDED 31 MARCH 2021**
|**CONTENTS**|**PAGE**||
|---|---|---|
|**STATUTORY INFORMATION**||**3**|
|**TRUSTEE’S REPORT**||**4**|
|**RECEIPTS AND PAYMENTS ACCOUNT**||**8**|
|**STATEMENT OF ASSETS AND LIABILITIES**||**9**|
|**ACCOUNTANT’S REPORT**||**10**|
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## **TYTHERTON VILLAGE HALL STATUTORY INFORMATION**
## **OBJECTS**
The objects of Tytherton Village Hall are to further or benefit the residents of East Tytherton and Tytherton Lucas and the neighbourhood, without distinction of sex, sexual orientation, race or of political, religious or other opinions by associating together the said residents and the local authorities, voluntary and other organisations in a common effort to advance education and to provide facilities in the interests of social welfare for recreation leisure time occupation with the objective of improving the conditions of life for the residents.
## **REGISTERED CHARITY NUMBER: 1154150**
## **COMMITTEE**
The charity is administered by a committee that includes all trustees of the charity. They are elected at the Annual General Meeting:
Mary Anne Bailey (Resigned 19 January 2021) Michael Kenneth John Chapman Trevor Robert Ford (Resigned 29 October 2020) Thomas Walter Bullard King (Resigned 11 May 2021) Christopher James Laurence Nicholas Henry Edmond Pillow Brenda Elisabeth Whitbread
## **PRINCIPAL ADDRESS**
The Warren Kellaways Chippenham SN15 4LR
## **PROFESSIONAL ADVISERS**
**Bankers** Lloyds Bank 29 High Street Chippenham SN15 3HA
**Accountant** Barry Jackson 78 Stickleback Road, Calne, SN11 9RB
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## **STRUCTURE GOVERNANCE AND MANAGEMENT**
Tytherton Village Hall is a Charitable Incorporated Organisation governed by a Constitution dated 11[th] April 2013, as set out by the Charity Commission. The charity was registered on 9[th] October 2013 and took over the assets of the previous unincorporated organisation also known as Tytherton Village Hall on 1[st] January 2014.
## Management
Trustees are recruited from local residents and are elected at the Annual General Meeting. Trustees serve for three years and may be re-elected for up to three terms. The Village Hall is managed by a larger management committee on which all Trustees sit. Trustees are generally drawn from this larger group and so the training requirement is minimal. There are no employed staff so all decisions are taken by the management committee or by a sub-group and subsequently ratified by the full committee.
The bar was established as a trading company limited by guarantee (Tytherton Village Hall Trading) in July 2019. The company continues to pay all its profit by Gift Aid to the charity.
## Risk Management
The major risk to the charity is failure to build the new hall. Trustees will not commence construction until we hold sufficient funds to provide a water-tight building. Other risks are managed on an _ad hoc_ basis.
## **OBJECTIVES AND ACTIVITIES**
The objectives of the charity as set out in the Constitution are: “The objects of Tytherton Village Hall are to further or benefit the residents of East Tytherton and Tytherton Lucas and the neighbourhood, without distinction of sex, sexual orientation, race or of political, religious or other opinions by associating together the said residents and the local authorities, voluntary and other organisations in a common effort to advance education and to provide facilities in the interests of social welfare for recreation leisure time occupation with the objective of improving the conditions of life for the residents.”
The pandemic severely restricted activity as the hall could not be used for the majority of the year. However a number of events were held outdoors and, once lockdown eased in the summer, some small events were also held inside the hall. The inability to hold events further negatively impacted fundraising efforts.
## Volunteers
The Village Hall relies entirely on volunteers to function. The most frequent effort is running the weekly social evenings by manning the bar albeit very restricted this year. The other social events almost invariably include the provision of food and the committee members, augmented by other volunteers, cater to a very high standard. Once again a small group of volunteers ran Friday morning ‘Coffee and cake’ sessions during the summer months and, in spite of a shorter season made a profit
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of £440. Volunteers enable the village hall to function and to remain financially viable. Without them we would need to very significantly increase charges for events.
Now that we have a site for the new hall the volunteer focus will change to building. Work commenced this year to plant the boundary hedge, install a water main and improve the drainage on the site. New volunteers have come forward to assist with the work which will be logged to be able to claim matched funding from grant providers.
## **ACHIEVEMENTS AND PERFORMANCE**
The major achievement this year was to have the gifted land formally valued and to have organised the formal transfer of ownership. This took place late in March and means that we can start to work on site. The first tasks are to plant the boundary hedge between our land and the donor’s, improve site drainage, and to establish a standpipe so that we have water available.
The pandemic effectively prevented any large events inside the hall. Consequently we used outdoor events to maintain our primary purpose of allowing local people to get together socially. We held a village picnic on the new site and were pleased that Saxophonics were able to play for us socially distanced.
To continue to raise funds we held a Silent Auction of items generously donated by local residents. There was a wide range for which to bid from local crafts of several sorts to locally produced food or a two night stay in London. The auction raised over £1,300 towards the building of the new hall.
Planning consent was at last received in May and work started to comply with the many planning conditions and detailed design to allow Building Regulations approval. Sadly our architect, Neil Pollard, decided to retire shortly after consent was agreed but a new architect has picked up the pieces and progressed the work. Several consultants have been employed to provide technical input to the design at a cost, including architect’s fees, of over £12,000 so far. Once detailed design work was at a well advanced stage it became apparent that the complexity of the structure was likely to increase the cost to in excess of £400,000.
The Fundraising Subcommittee continued to work with a primary focus on local benefactors. Some very significant personal donations have been made by very generous locals and we have made best use of the Gift Aid scheme to enhance their generosity. The land was also donated and was professionally valued at £75,000. Because of the enforced closure of the hall due to the pandemic we have been able to apply for Wiltshire Council Business Continuity grants and these too have boosted our building fund.
Sadly our landlord declined to extend the lease on the old hall early in 2021 when it expired. Work therefore commenced to demolish the building and return it to brownfield use. Because it stood in a conservation area planning consent was required which caused a delay to commencing the work. However it was demolished in May 2021 (after the end of this accounting period) with maximum use being made of the sale of parts such as the floor and corrugated iron and hardcore will form the base of the car park at the new site.
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## Incoming and outgoing resources and funds
Total income for the year was £50,090 of which £3,682 (£6,980 in 2020) is comparable regular activity. Operational expenditure was £2,016 (£5,875 in 2020) which reflects the much reduced level of activity caused by the pandemic. The operational surplus of £1,666 (£3,504 in 2020) again reflects the result of the pandemic.
Many of the local donors wished their funds to be Restricted for the build and this, less expenditure on architect’s and consultants’ fees, leaves a Restricted Fund balance of £10,228. The trustees have agreed to place £45,000 (the majority of our other free funds) into a Designated Fund for the build as this is clearly now our major priority.
## Reserves and Investment Policies
Sufficient working capital for functions is maintained in a current bank account and deposit account. The Designated Fund for the re-build is also maintained in the deposit account as access will be required at short notice once construction starts in earnest.
## Risks
Once again the major risk is our inability to move forwards with the new building. There is no question that the pandemic has severely restricted our ability to apply for grants because most grant-giving trusts have sunk their resources into organisations that coped directly with the consequences of the disease.
We have sufficient funds to complete detailed design to Building Regulations stage and to commence some groundwork focussed on improving the very poor site drainage and car park areas. That work commenced in spring 2021 and has progressed since.
## **PUBLIC BENEFIT**
The trustees consider that the activities set out above comply with Charity Commission guidance on providing public benefit.
## **PLANS FOR THE FUTURE**
Our focus now is entirely on fundraising for the new hall and undertaking all groundwork that can be completed. We are extraordinarily lucky that a local agricultural contractor is willing to undertake much of the digging required working with a local farmer and a band of volunteers; that work has started and is progressing well, if slowly. Once we have sufficient funds to construct a water-tight building we will start work in earnest.
We also plan further fundraising events to highlight the need for more local donors by giving presentations to the Parish Council and at invitation events. Once the pandemic is more under control we will return to applying for grants and have a number of relatively local organisations to whom we can apply.
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In addition to all that, we will continue to organise events on similar lines to our previous work. We plan to use the village green and the new site wherever possible and will use other local facilities where we can.
2022 is the Queen’s jubilee and we are determined to have a major event in collaboration with other local groups on the site of the new hall. If construction is sufficiently well advanced, we will use some of the facilities of the hall and believe that will further enhance interest from the local community and provide greater interest in the project.
## **FUNDRAISING**
The Village Hall does not fundraise directly from the general public. Although we communicate with members by e-mail about Village Hall events we do not elicit funds in doing so.
The Annual Report was approved by the Trustees of the charity on 8[th] November 2021 and signed on its behalf by
C J Laurence
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## **TYTHERTON VILLAGE HALL RECEIPTS AND PAYMENTS ACCOUNT YEAR ENDED 31 March 2021**
|**Receipts**
Fundraising events
Hall hire
100 Club income
Donations
Bank interest received
Council grants
Bar rent
**Total Receipts**
**Payments**
Premises costs
Fundraising event costs
Equipment purchases
100 Club prizes
Sundry expenses
New hall costs
**Total expenses**
**Net receipts/(payments)**
**Cash funds at 1 April 2020**
**Cash funds at 31 March 2021**|**Unrestricted**
**Funds**
**£**
2,022
90
1,420
5,314
157
18,436
150
**27,589**
1,296
270
0
450
100
0
**2,116**
**25,473**
**46,685**|**Restricted**
**Funds**
**£**
22,501
**22,501**
12,273
**12,273**
**10,228**
**10,228**|**Total Funds**
**2021**
2,022
90
1,420
27,815
157
18,436
150
**50,090**
1,296
270
0
450
100
12,273
**14,389**
**35,701**
**56,913**|**Total Funds**
**2020**
**£**
5,284
1,386
460
2,529
160
150|
|---|---|---|---|---|
|||||**9,969**|
|||||3,642
1,783
590
450
-
7,703|
|||||**14,168**|
||||||
|||||**-4,199**|
||||||
|||||**21,212**|
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## **TYTHERTON VILLAGE HALL STATEMENT OF ASSETS AND LIABILITIES AS AT 31 MARCH 2021**
||**Unrestricted**|**Restricted**|**Total Funds**|**Total Funds**|
|---|---|---|---|---|
||**Funds**|**Funds**|**2021**|**2020**|
||**£**|**£**|**£**|**£**|
|**Cash funds:**|||||
|Bank current account|190|0|190|**884**|
|Bank deposit account|46,341|10,228|56,569|**5,962**|
|Shawbrook Account|0|0|0|**14,345**|
|Cash & cheques in hand|154|0|154|**21**|
|**Total cash funds**|**46,685**|**10,228**|**56,913**|**21,212**|
|The trustees have agreed to place £45,000 in a Designated Fund for the new building. Further fun|||||
|may be designated as non-restricted donations are made and profits from events accrue.|||||
|**Other assets held for the charity’s use:**|||||
||2021|Depreciation|Additions|2020|
||||during year||
|Equipment|2,022|648|0|2,671|
|Land|75,000||75,000||
The trustees have agreed to place £45,000 in a Designated Fund for the new building. Further funds may be designated as non-restricted donations are made and profits from events accrue.
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## **Independent examiner's report to the trustees of Tytherton Village Hall**
I report on the accounts of the Trust for the year ended 31 March 2021 which are set out on pages 8 and 9.
## **Respective responsibilities of trustees and examiner**
The charity's trustees are responsible for the preparation of the accounts. The charity's trustees consider that an audit is not required for this year under section 144(2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed.
It is my responsibility to:
- examine the accounts under section 145 of the 2011 Act;
- to follow the procedures laid down in the general Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act; and
- to state whether particular matters have come to my attention.
## **Basis of independent examiner's report**
My examination was carried out in accordance with the general Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a 'true and fair view' and the report is limited to those matters set out in the statement below.
## **Independent examiner's statement**
In connection with my examination, no matter has come to my attention:
(1) which gives me reasonable cause to believe that in any material respect the requirements:
- to keep accounting records in accordance with section 130 of the 2011 Act; and
- to prepare accounts which accord with the accounting records and comply with the accounting requirements of the 2011 Act
have not been met; or
(2) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
Name: Barry Jackson
Relevant professional qualification or body: ACA
Address: 78 Stickleback Road, Calne, SN11 9RB
Date: 21 October 2021
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