2022-03-31-accounts - Tytherton Village Hall

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TYTHERTON VILLAGE HALL REPORT AND ACCOUNTS YEAR ENDED 31 MARCH 2022

CONTENTS	PAGE
STATUTORY INFORMATION		3
TRUSTEE’S REPORT		4
RECEIPTS AND PAYMENTS ACCOUNT		8
STATEMENT OF ASSETS AND LIABILITIES		9

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:

Michael Kenneth John Chapman Christopher James Laurence (resigned 10 January 2022) Sheila Ann Laurence (appointed 10 January 2022) Nicholas Henry Edmond Pillow Brenda Elisabeth Whitbread

PRINCIPAL ADDRESS

The Warren Kellaways Chippenham Wiltshire SN15 4LR

PROFESSIONAL ADVISERS

Bankers Lloyds Bank 29 High Street Chippenham SN15 3HA Accountant Barry Jackson 78 Stickleback Road, Calne, SN11 9RB

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 Ltd) 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. Work has now commenced on site but is at an early stage with groundwork only. Funding for a watertight building is almost complete. 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. Unfortunately our landlord declined to allow any extension of the ground lease and consequently the hall has been demolished and returned to a brownfield site. However a number of events were held outdoors and in other local halls and accommodation provided by local residents. The inability to hold more events further negatively impacted fundraising efforts.

Volunteers

The Village Hall relies entirely on volunteers to function. Effort is currently focussed on groundwork on the new site and a small band has been working hard with the invaluable assistance of a local agricultural contractor. The work is being logged to be able to claim matched funding from grant providers.

The 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 in another local hall and made a profit of £810. Volunteers enable the village hall to function and to remain financially viable. Without them we would need to very significantly increase charges for events.

ACHIEVEMENTS AND PERFORMANCE

The major achievement this year was to be able to continue holding social events without our own building. We have used other local facilities to hold a Wine and Cheese party, a fun dog show, a Christmas Fair, a quiz and a St Patrick’s Dinner. All were very well attended by our local audience and, on occasions, those from neighbouring villages.

After receiving planning consent last year we worked with our new architect on detailed design and to get Building Regulations approval. This has proven a complex and lengthy task but it was completed with help from a number of consultants by the autumn. This has incurred significant cost totalling over £39,000 in this year and last.

The lease for the old hall required us to demolish the building and return it to bare earth. A team of volunteers removed the building carefully with the maximum view to recycling as much material as possible. The timber-framed part was taken down by hand with the corrugated tin sold to a local businessman and for scrap with as much other material as possible also scrapped or sold on. The masonry element of the building was taken to the new site and will be used as hardcore base for the car park. In total the demolition made a profit of £617 and saved a very considerable sum on hardcore.

The hardcore required very considerable work to break it up into suitable sized pieces. We enlisted the help of Community Payback who provided free labour over a number of weeks which saved us a lot of work but required significant supervision. We are very grateful for their work and will hope to use them more during construction.

The Fundraising Subcommittee continued to work with a primary focus on local benefactors. We held a number of information evenings to encourage local donations to good effect. We also applied for some specific grants to fund to start of the building and have so far been successful with three totalling £40,000. More applications will be made in the ensuing year.

Incoming and outgoing resources and funds

Total income for the year was £49,359 of which £5,580 (£2,022 in 2020-21) is comparable regular activity. Operational expenditure was £2,869 (£2,016 in 2020-21) which reflects the much reduced level of activity noted above offset by an increase in fundraising effort. The operational surplus of £2,711 (£1,666 in 2020-21) again reflects the result of not having a physical hall but increased fundraising. 2020-21 numbers are even more distorted by the pandemic but the 2019-20 operational surplus (£3,504) is broadly similar to 2021-22.

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 £20,919 (£10,228 in 2020-

21). The trustees have agreed to place £55,000 (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 and subsequent loss of the old hall have 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 commence building work as well as the groundwork on the car park area.

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. Trustees have agreed to commence work on the building itself and we hope to see a steel frame, walls and roof by the end of autumn.

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. Good examples are a St Patrick’s Dinner organised in another hall with help from our committee and others from Bremhill.

We have grand plans for the Queen’s Jubilee holiday weekend. We have co-ordinated with the other local halls to avoid clashes and will hold a dog show and fete, a Barn Dance and a children’s races and BBQ over two days. Sadly we will not be sufficiently advanced to use the new hall but we have arranged to borrow an adjacent field for the event and will use our site as the car park. This will help to raise the profile of the hall and we expect a good turnout.

Our administrative focus will be on fundraising through local donors but more importantly by applying for grants for significant sums. The success of the project relies on submitting high quality grant applications and the fundraising group will work on this.

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.

TYTHERTON VILLAGE HALL RECEIPTS AND PAYMENTS ACCOUNT YEAR ENDED 31 MARCH 2022

Receipts Fundraising events Hall hire 100 Club income Donations Bank interest received Council grants Bar rent Old hall scrap Total Receipts Payments Premises costs Fundraising event costs 100 Club prizes Sundry expenses New hall costs Old hall demolition Professional costs Total expenses Net receipts/(payments) Cash funds at 1 April 2021 Cash funds at 31 March 2022	Unrestricted Funds Restricted Funds Total Funds 2022 £ £ 5,580 5,580 200 200 690 690 1,602 31,885 33,487 7 7 8,000 8,000 150 150 1,245 1,245 17,474 31,885 49,359 705 705 1,714 1,714 450 450 52 52 398 20,599 20,997 628 628 600 600 4,547 20,599 25,146 12,927 11,286 24,213 46,685 10,228 56,913 59,612 21,514 81,126	Total Funds 2021 £ 2,022 90 1,420 27,815 157 18,436 150
		50,090
		1,296 270 450 100 12,273
		14,389

		35,701
		56,913
		56,913

TYTHERTON VILLAGE HALL STATEMENT OF ASSETS AND LIABILITIES AS AT 31 MARCH 2022

	Unrestricted	Restricted	Total Funds	Total Funds
	Funds	Funds	2022	2021
	£	£	£	£
Cash funds:
Bank current account	713	0	713	190
Bank deposit account	59,202	20,920	80,122	56,569
Cash & cheques in hand	291	0	291	154
Total cash funds	60,206	20,920	81,126	56,913
The trustees have agreed to place £55,000 in a Designated Fund for the new building. Further f
may be designated as non-restricted donations are made and profits from events accrue.
Other assets held for the charity’s use:
	2022	Depreciation	Additions	2021
			during year
Equipment	1,529	493	0	2,022
Land	75,000		75,000

The trustees have agreed to place £55,000 in a Designated Fund for the new building. Further funds may be designated as non-restricted donations are made and profits from events accrue.

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 2022 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: 8 October 2022