## **TYTHERTON VILLAGE HALL REPORT AND ACCOUNTS YEAR ENDED 31 MARCH 2023** 1 ## **TYTHERTON VILLAGE HALL REPORT AND ACCOUNTS YEAR ENDED 31 MARCH 2023** |**CONTENTS**|**PAGE**|| |---|---|---| |**STATUTORY INFORMATION**||**3**| |**TRUSTEE’S REPORT**||**4**| |**RECEIPTS AND PAYMENTS ACCOUNT**||**8**| |**STATEMENT OF ASSETS AND LIABILITIES**||**9**| 2 ## **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: Rachel Emily Bailey (appointed 24 October 2022) Michael Kenneth John Chapman Christopher James Laurence (appointed 24 October 2022) Sheila Ann Laurence (resigned 24 October 2022) Nicholas Henry Edmond Pillow (resigned 24 October 2022) 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 3 ## **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 complete. We have been informed of a substantial legacy due in the following months that will hopefully fund much of the internal fit-out. 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 absence of a physical building has hampered our ability to hold community events but other local halls have been generous enough to allow us to use their facilities. ## 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 4 hall and made a profit of £1,090. 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 Moroccan dinner, a Christmas Fair, a New Year Supper and a St Patrick’s Dinner. All were very well attended by our local audience and, on occasions, those from neighbouring villages. Our major effort was to run a weekend of events to celebrate the late Queen’s Jubilee. It was held over two days in the Bremhill Marquee in a field loaned by the Pillow family and included a dog show and produce fair, a Barn Dance and BBQ. Because of the lack of a hall the costs of items such as toilet hire were significant but over the whole weekend over 200 people attended one or more events and we made a profit of £775. The cost of design and some basic works on the new site is now £78,584 which has been paid entirely from our reserves. Whilst no major work has yet started we are confident that we now have all the necessary information and permissions. 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. We have now completed the first stage of an application to the National Heritage Lottery Fund and are hopeful of achieving further funding from them. We are in touch with two other grant-making charities that we hope will also provide some funds. The promised legacy will give fundraising a major boost and make the completion of a basic building within reach. ## Incoming and outgoing resources and funds Total income for the year was £19,232 of which £9,313 (£5,580 in 2021-22) is comparable regular activity. Income of £8,989 was fundraised to build the new hall. Operational expenditure was £4,684 (£2,419 in 2021-22) which reflects the much reduced level of activity noted above. The operational surplus of £4,629 (£3,161 in 2020-21) again reflects the result of not having a physical hall. Many of the local donors wished their funds to be Restricted for the build and this, less expenditure on architect’s and consultants’ fees, and work completed so far leaves a Restricted Fund with a negative balance of £26,972 (£21,514 in 2021-22). The trustees have agreed to place £53,000 (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. 5 ## 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 continued to progress very slowly. The steel frame is on site awaiting erection once foundations have been poured. Our aim is to have a useable building by the summer of 2024 even though it may not be finished. 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. 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 continue to work on this. ## **FUNDRAISING** The Village Hall does fundraise directly from the general public and does not use any external agency. We communicate with members by e-mail about Village Hall events but we do not elicit funds in doing so. 6 ## **TYTHERTON VILLAGE HALL RECEIPTS AND PAYMENTS ACCOUNT YEAR ENDED 31 MARCH 2023** |**Receipts**
Fundraising events
Hall hire
100 Club income
Donations
Bank interest received
Council grants
Gift Aid
Old hall scrap
**Total Receipts**
**Payments**
Premises costs
Fundraising event costs
100 Club prizes
Sundry expenses
Old hall demolition
Professional costs
**Total expenses**
**Net receipts/(payments)**
**Cash funds b/f**
**Cash funds c/f**
**Capex – New building**
**Net Cash fund c/f**|**Unrestricted**
**Funds**
**£**
9,313
0
810
3,531
103
0
0
19
**13,776**
104
4,580
405
100
0
600
**5,789**
**7,985**
**59,612**
**67,597**
**10,639**
**56,958**|**Restricted**
**Funds**
**£**
0
0
0
5,458
0
0
0
0
**5,458**
0
0
0
0
0
0
**0**
**5,458**
**21,514**
**26,972**
**26,972**
**0**|**Total Funds**
**2023**
**£**
9,313
0
810
8,989
103
0
0
19
**19,234**


104
4,580
405
100
0
600
**5,789**

**13,443**

**81,126**

**135,542**

**37,611**
**56,958**| |---|---|---|---| 7 ## **TYTHERTON VILLAGE HALL STATEMENT OF ASSETS AND LIABILITIES AS AT 31 MARCH 2023** |**Cash funds:**
Bank current account
Bank deposit account
Cash & cheque s in hand
**Total cash funds**|**Unrestricted**
**Funds**
**Restricted**
**Funds**
**Total Funds**
**2023**
**Total Funds**
**2022**
**£**
**£**
**£**
**£**
623
0
623
713
56,224
0
56,224
80,122
110
0
110
291
**29,987**
**0**
**56,958**
81,126| |---|---| 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. ## **Other assets held for the charity’s use:** ||2023|Depreciation|Additions|2022| |---|---|---|---|---| ||||during year|| |Equipment|1,089|440|0|1,529| |Land|75,000|0|0|75,000| |Buildings|78,584|0|37,611|40,973| 8 ## **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 2023 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: 3 October 2023 9