## **THE VILLAGE HALLS CONSORTIUM COMPANY LIMITED BY GUARANTEE** **COMPANY REGISTRATION NO: 5980201** **CIO Charity Number 1172429** # **Director Trustees Report and Financial Statements FOR THE YEAR ENDED 31[st ] DECEMBER 2022** ## **THE VILLAGE HALLS CONSORTIUM COMPANY LIMITED BY GUARANTEE** # **TRUSTEES ANNUAL REPORT YEAR ENDED 31[st] DECEMBER 2022** **The Village Halls Consortium is a Charitable Incorporated Organisation.** **Aims: To promote and improve the effectiveness of Village Hall and Community Organisations in Teesdale and the surrounding area by the provision of advice, information, training and support.** ## **MEMBERS OF THE BOARD AND PROFESSIONAL ADVISERS** **Registered charity name** The Village Halls Consortium **Charity number** 1172429 **Company number** 5980201 (Dissolved with Charities Commission 28.11.17) **Company Secretary** Sarah Yarrow **Registered office** DL12 0JR **Website** www.thevillagehalls.co.uk **Telephone 07921994365** **Trustees** David Hutchinson (Chairman) Michael Bettison (Vice Chairman) David Bailey **Projects and Marketing Officer** Sarah Yarrow Telephone: **07921994365** villagehallsconsort@hotmail.co.uk ## **Independent Examiner for accounts** ## **Bankers** National Westminster Plc **The T rustees** , of ( T h e ) Village Halls Consortium for the purposes of company law, have pleasure in presenting their report and the financial statements of the charity for the year ended 31[st] December 2022. 1 ## **Chairman’s Report 2023** The Village Halls Consortium continues to offer information, advice and guidance to our member community buildings, including up to date advice when requested. There has been a slow but positive response within the communities after Covid and although changes have been made to committees and the daily running of community buildings, we are seeing a larger number of events happening across the area. Our website is well used and Mickleton have found the embedding of, ‘Hall booking online,’ a huge bonus to bookings as users can see availability as well as what is on in a clear calendar format. Please encourage your committees to take the time to have a look at your halls page and update the details and events including regular and one-off events & meetings. If you have any problems logging on, please contact Sarah who will provide login details and support. Events continue to be picked up by local press such as Teesdale Mercury, Darlington & Stockton and The Northern Echo although more prominent events which you would like cover for please contact the direct. The Consortium continues to be part funded from annual membership invoices which were sent out in January 2022 and the rest is from our investment portfolio managed by **Brewin Dolphin** . The portfolio value in January 2022 was £184897, we pulled £5000 over the year for running costs towsrds TVHC and the portfolio was at £154048 at the end of December 2022. Jeff Ball our portfolio manager has very much kept us informed throughout Covid and more recently fluctuations within the markets, and I would like to take this opportunity to thank Jeff and his team for their hard work. The Village Halls Consortium grant scheme in now open again for grants of up to £250 towards projects to improve the facilities at the village hall The only grant payment paid out in 2022 was to Winston Village Hall towards the painting of the outside of the building. Please can we reinforce that our grants scheme is a 50% match funded grant up to £250 available from TVHC and applications have to be agreed at our Directors meetings prior to the project starting. Once agreed Sarah will contact you to confirm. Please can we ask that applications are not made in retrospect as we will be unable to support these. Once the project is completed a copy of the transaction will be needed for evidence and then funds will be released. As TVHC turnover is well below the Charity Commission’s threshold requiring professional auditing, the committee agreed to ask an independent examiner to check our accounts. I must thank Mr Herbert who has kindly done the accounts this year for the first time. In 2022 none of the directors claimed any expenses. We continue to be looking for new trustees, anyone who would like to join us will be more than welcome, we normally meet evenings with flexibility of day where possible. David Hutchinson Chairman 2 ## **Structure, Governance and Management** The Consortium was formed in 1995. We became a registered charity on 3rd January 2003 with charity number 1095212. On 27[th] October 2006 the Consortium was incorporated under the Companies Act 1985 as a private company limited by guarantee, company number 5980201, we were issued with a new charity number 1116933. This decision was taken to limit the personal liability of the trustees and give the Consortium a legal identity which will positively affect our approach to risk and our ability to take advantage of the wider opportunities facing us. The title of the Consortium was changed in June 2011 from ‘Teesdale Village Halls Consortium’ to ‘The Village Halls Consortium’. The reason for this was to allow membership of Halls from outside the geographical area of Teesdale. The change of title was registered with the Charity Commission and Companies House. On 5[th] April 2017 we became a Charitable Incorporated Organisation. Our new charity number 1172429 and our status with Companies House dissolved on 28.11.17. The Consortium is composed of volunteer Trustees from the management committees of community buildings who are members and representatives from interested partner organisations. Each community hall pays an annual subscription fee of £50 due January/ February to be a member of the Consortium. ## Membership entitles members to: - Individual community buildings page to showcase each community buildings offerings which can be updated on a regular basis - Inclusion of events on www.thevillagehalls.co.uk - Regular information, advice and guidance updates - General advice and guidance on relevant and up to date information - One to one help and support when requested - An individual website page for each community building with member usernames and logins tailored to requirements - General meetings for TVHC members when relevant - Assistance, where needed, in organising and running events - Support with hall redevelopments - Access to a small grants fund up to £250 per project, for capital and revenue projects annually per hall. - Training opportunities 3 ## **– Member Halls of the Consortium 1st January 31st December 2022 36 member community buildings:** Barningham Boldron Bowes Butterknowle Cockfield Copley Cotherstone Dalton & Gayles Eggleston Evenwood Gainford Gilling West Hamsterley Heighington Hutton Magna Ingleton Lands Lunedale Marwood Mickleton Middleton Newsham Newbiggin Ovington St Mary’s Parish Romaldkirk School Aycliffe Staindrop Stainton & Streatlam TCR Hub Toft Hill Whorlton Winston Witham Woodland West Auckland ## **Related Parties** The Trustees are involved with various other local charities and businesses. Any transactions with these organisations are on an arm’s length basis. ## **Partnership Working and Representation.** TVHC has good relationships with local media- the Teesdale Mercury and special one off events can be included on the website or with the local newspapers. We often work with Teesdale Action Partnership, DCC and DCA. 4 ## **Details of Wider Networks** The Consortium is involved and works with several networks which are listed below: - Durham Community Action - Teesdale Day Clubs - Teesdale Action Partnership (TAP) - ACRE- Action for Communities in Rural England. ## **Risk Management** We have reviewed all major risks facing the charity in the future and have implemented controls where necessary to ensure: - We meet our charitable objectives. - We have sufficient reserves to cover financial liabilities. - We have sufficient policies and insurance to cover all possible liabilities. ## **The Role of The Village Halls Consortium:** ## **Objectives** The Village Halls Consortium charitable objectives as set out in our Memorandum of Association are: “ to promote and improve the effectiveness of Village Hall and Community Organisations in Teesdale and the surrounding area by the provision of advice, information, training and support, with a view to improving the efficiency and management of their resources.” The Consortium has four objectives which we are constantly striving to achieve through our work and various projects that we deliver: 1. To support provision of improved and more accessible facilities and services at local community buildings to meet community needs; 2. To encourage participation in capacity building training opportunities; 3. To develop effective communication between the members and other local organisations which are interested in community development; 4. To improve the long-term viability of the community buildings as rural assets for the benefit of all residents. We set specific key targets to achieve these objectives which are discussed at monthly director’s meetings and reviewed annually. The Trustees have paid due regard to the Charity Commission’s on public benefit in deciding upon the activities that The Village Halls Consortium should undertake. We have outlined key features within our CIO Constitution document with relevant guidance also. ## **Activities, Achievements and Performance** ## **TVHC website, Information, Advice and Guidance.** The website is a center point for key information for members with designated login areas for members to update community building information, events and images. Information, advice and guidance can be sought from our e-mail address villagehallsconsort@hotmail.co.uk or contact number on a part time basis. Our contacts database is expanding to include services to the community as well as lists of roles and responsibilities and contact details for each community building in line with GDPR. If there is a preference for post this is identified. Rather than a newsletter, regular information is shared via e-mail, phone and post when necessary, therefore keeping information more current. 5 ## **The TVHC Grant Scheme.** The Grant scheme allows each hall the opportunity to access a maximum £250 grant annually which was frozen during the Coronovirus pandemic 2019- January 2021 due to community buildings having access to funding made available to support the closure of community buildings during the pandemic and then the reopening of community buildings following the pandemic. Grants applications have been welcomed since January 2022 as agreed by the trustees in September 2021. Community buildings can apply for a maximum £250 for projects costings £500 or more. Applications can be made for either capital or revenue projects costs, all member communities can apply. The grant application form has been reviewed to make applying easier. This year we have had 1 application. ## In 2022, 1 project benefited from the grant scheme. |**Community**
**Building**|**Application**
**Month**|**Project outline**|**Total**
**project cost**|**Amount**
**received**
**from TVHC**| |---|---|---|---|---| |Winston|July 2022|Painting the exterior of the building|£708|£250| |||||| |**Total**|||**£708**|**£250**| ## **Thank you to the following organisations for their support in 2022:** K Towler for auditing the accounts Charity Commission Durham County Council Councilors for Teesdale Durham Rural Community Council Joe Hutchinson (Website Design) Lightning Signs Mickleton Village Hall North East Ambulance Service Teesdale Action Partnership Teesdale Day Clubs Teesdale Mercury ## **Financial Review** At the start of 2022 our portfolio was worth £184897 and in Dec 2022 the worth was £154048 this figure includes us withdrawing £5000 to pay for the running costs of the consortium. ## **Exit Strategy Costs** The exit costs remains at £2K. This is reviewed regularly. ## **Investment Policy** We tend to adopt a low risk approach to investment, and we feel that our investment procedures mirror this. Funds required to be available in the short-term are invested in short-term easy access deposits. Funds set aside to provide income to subsidize our running costs and Village Halls small grants scheme are placed in a low risk investment portfolio with Brewin Dolphin investment managers. 6 Accounts- CIO Charity Number 1172429 Teesdale Village Halls Consortium Inde endent Examiner's Re ort I certtfy that I have examined the accounts of Teesdale Village Ha115 Consortium as presented without carrying out an audit, but having been given all the information and explanations necessary, in my opinion they give a true and fair view of the financial affairs of Teesdale Village Halls Consortium for the twelve month period ending 31" December 2022 Fund5 available to the Consortlum as at 31# Dec 2022 In Natwest Bank account no.. 74137328 £1,229.13 Invested with Bewin Dolphin client.. TEESD003 £154,048.00 Total funds available £155,277.13 Geoff Herbert Ilndependent Examiner) Date: 2$ Signed.. ## **Management Director Trustee Responsibilities for the Financial Statements** Charity Commission rules require the Directors to prepare financial statements for each financial year which give a true and fair view of the financial activities of the Consortium during the year and of its financial position at the end of the year. In preparing those financial statements, the Directors are required to: - i) select suitable accounting policies and apply them consistently; - ii) make judgements and estimates that are reasonable and prudent; - iii) state whether applicable accounting standards and statements of recommended practices have been followed, subject to any departures disclosed and explained in the financial statement. - iv) prepare the financial statements on the going concern basis unless it is inappropriate to presume that the Consortium will continue to operate. The Directors are also responsible for keeping proper accounting records which disclose with reasonable accuracy at any time the financial position of the Consortium and to enable them to ensure that the financial statements comply with the Charities Act 1993. They are responsible for safeguarding the assets of the Consortium and hence for taking steps for preventing and detection of fraud and other irregularities. Signed on behalf of the Directors ## _D Hutchinson_ ## **David Hutchinson** Chairman The Trustees thank everyone who has contributed in any way to the work of The Village Halls Consortium during 2022. This Report is compiled from information given by user groups, partners and members of The Village Halls Consortium. The Report is produced, assembled and printed on behalf of The Village Halls Consortium. 8 **TVHC CIO** ## **1[st] January 2022- 31[st] December 2022** |Expenses|||Income|| |---|---|---|---|---| |Hall Hire-
AGM|£55||Subscriptions 2022|£1450| |Salary|£6292||EasyFundraising|£85.23| |Phone|£121||Brewin Dolphin|£5000| |Grants|£250|||| |Insurance|£280|||| |||||| |Total
expenses|£6998||Income|£6535.23| |||||| |Current
account
opening
balance
1.1.2022|£1691.90||Current account
closing balance
31.12.22|£1229.13| |Brewin
Dolphin
Portfolio at
31.12.21|£184897||Brewin Dolphin
portfolio 31.12.22|£154048|