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← The Freshford Village Memorial Hall

2023-12-31-accounts

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Trustees' Annual Report for the period

From Period start date To Period end date 1 January 2023 31 December 2023

 Section A Reference and administration details

Charity name The Freshford Village Memorial Hall

Other names charity is known by

Registered charity number (if any) 1174158

Charity's principal address The Freshford Village Memorial Hall Freshford Lane Freshford, Bath P BA2 7UR

Names of the charity trustees who manage the charity

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15		 Trustee name Office (if any) Dates acted if not for
whole year		 Name of person (or body) entitled to appoint
trustee (if any)
David Wright Chair Elected
Peter Jones Treasurer Freshford Horticultural Society and
Freshford and District HistorySociety
Alexandra Malir Secretary Elected
Benjamin
Batchelor-Wylam		 Committee member Elected
Claudia Towner Committee member Elected
William Sneyd Committee member Elected
Martin Walker Committee member Until 27 July2023 Elected
PhilipHaile Committee member Until Nov 2023 Elected
Nicholas Stevens Committee member Until 7 May2023 Friends of Freshford
Martin Whitbread Committee member Until March 2023 Freshford School PTA
Alison Sellers Committee member Freshford Preschool
Ian Sharp Committee member Elected
Simon Coombe Committee member Galleries Shopand FLiSCA
Richard Tibbles Committee member Parish Council
Abby Moore Committee member From Sept 2023 Freshford Preschool

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◦ Section B Structure, governance and management

Description of the charity’s trusts

Type of governing document

Constitution dated 26[th] July 2017

Charitable Incorporated Organisation How the charity is constituted (eg. trust, association, company) The management committee members consist of eleven trustees elected at the Trustee selection methods AGM by the inhabitants of the area of benefit, 5 trustees are appointed to represent (eg. appointed by, elected by) specified Hall user groups and up to 6 co-opted trustees.

How the charity is constituted

Additional governance issues (Optional information)

You may choose to include additional information, where relevant, about:

On 26 July 2017, the trustees of The Freshford Village Memorial Hall (Registered Charity No. 304545) established a Charitable Incorporated Organisation; The Freshford Village Memorial Hall (Registered Charity No.1174158) to take forward the charity’s work.

Section C Objectives and activities

The objects of the CIO are to establish and run a village hall and to promote for the benefit of the inhabitants of the Parish of Freshford and the neighbourhood (“area of benefit”) without distinction of sex, sexual orientation, age, disability, Summary of the objects of nationality, race or political, religious or other opinions the provision of facilities for the charity set out in its recreation or other leisure time occupation of individuals who have need of such governing document facilities by reason of their youth, age, infirmity or disablement, financial hardship or social and economic circumstances or for the public at large in the interests of social welfare and with the object of improving the conditions of life of the said inhabitants. Summary of the main In managing Freshford Village Memorial Hall the trustees had due regard to the activities undertaken for the Charity Commission’s public benefit guidance. public benefit in relation to these objects (include within During 2023, the Charity’s public benefit can be summarised as; this section the statutory ● Continued provision, maintenance and improvement of a village hall facility to declaration that trustees have provide a regular venue for Freshford Pre-school, sporting and drama activities by had regard to the guidance Freshford Primary School, Freshford and District Local History Society, Freshford issued by the Charity and District Horticultural Society, Freshford Beavers, Cubs and Scouts, Warrior Commission on public Academy martial arts, zumba classes, pilates classes, GCSE/A level revision benefit) classes, table tennis, badminton, fencing and monthly Parish Council meetings. ● In addition the village hall is used as a one-off venue for a wide range of events

2 March 2024

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including Brownie, Rainbow and Guide pack holidays, Friends of Freshford fundraising social events, charity fund-raising jumble sales, children's birthday parties, private parties, elections and furniture sales.

Additional details of objectives and activities (Optional information)

You may choose to include further statements, where relevant, about:

A great contribution is made to Freshford Village Memorial Hall by trustees and other community volunteers, particularly with regard to development, maintenance, management, accounting, marketing, fund-raising and preparing grant applications. Without this valuable contribution of time, energy and expertise the successful operation of Freshford Village Memorial Hall would not be possible.

◦ Section D Achievements and performance

Summary of the main achievements of the charity during the year

The Recladding/Thermal Envelope/Air Conditioning Heating project has been brought to a successful conclusion, the Main Hall redecorated and electrically operated blinds provided. Fencing work was carried out to maintain our boundaries and ensure safe play areas for the preschool. Our plans for 2024 include a new floor, new stage curtains and new chairs together with a revised store room layout to reduce chair and table handling.

Preschool, Warrior Academy, Revision Courses, Furniture sales, Fencing and Badminton continued during 2023 providing an activity for children, retail services or sports.

The trustees kept up to date with the changing government regulations and guidance with the valuable support of ACRE (Action with Communities in Rural England) and the support of Dick Whittington from WERN (West of England Rural Network). Risk assessments have been updated throughout the year, and the frequency of cleaning has been increased. The Annual Fete was held in June 2023. This event was very well attended and raised £2,811 for the Hall.

Section E Financial review

Freshford Village Memorial Hall was opened in August 1964. After almost 60 Brief statement of the years of use, many aspects of the building are considered to be approaching the charity’s policy on reserves end of their economical and structural life, and are being replaced through the Hall's ongoing development programme.

In order to continue to secure and sustain the charity’s viability and the Memorial Hall’s future availability to users, it is the Trustees’ policy to aim to hold sufficient funds in unrestricted reserves to support anticipated major maintenance and redevelopment costs, providing leverage for additional grant and community funding.

The Trustees will review the Reserves Policy and the amount of reserves held at each Management Committee meeting.

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Freshford Village Memorial Hall held £14,534 in unrestricted reserves at 31 December 2023.

Details of any funds materially in deficit

Not applicable

Further financial review details (Optional information)

You may choose to include additional information, where relevant about:

SUMMARY

In 2023, Unrestricted Funds receipts exceeded payments by £10,661 (2022 £10,278).

Transfers of £29,827 from Unrestricted Funds to Restricted Funds were required to meet shortfalls in grant funding of Hall Redevelopment – Recladding & Thermal Envelope - £26,743 and Blinds - £3,084.

Unrestricted Cash Funds at 31 December 2023 were £14,534 (2022 £33,700) which equates to 8 months of general expenses (2022 24 months) . Restricted Funds Grants and Donations received were £29,740 (2022

£162,350) including £6,475 towards Phase 1 of the Freshford Village Memorial Hall redevelopment programme to update the cladding, glazing and heating of the building, £7,000 for blinds and £6,200 for redecoration.

Restricted Cash Funds at 31 December 2023 were £10,065 (2022 £nil) - £7,000 for floor repairs and curtains and £3,065 for new chairs .

RECEIPTS

Block Bookings: Receipts were £14,232 (2022 £13,659) .

Occasional Bookings: Receipts were £6,370 (2022 £4,466) .

Grants & Donations – Unrestricted Funds: Receipts were £5,377 (2022 £4,811) . Freshford Parish Council contributed £1,784 towards the costs of Freshford Village Memorial Hall in 2023 (2022 £1,737). Freshford Preschool made a grant of £2,500.

Freshford & Limpley Stoke Fete: The surplus of £5,622 was shared 50% Freshford Village Memorial Hall / 50% Limpley Stoke Village Hall (2022 £4,172 shared 50% FVMH / 50% LSVH).

PAYMENTS

– Hall Redevelopment Recladding & Thermal Envelope: Payments of £33,218 in 2023 were covered by a grant of £6,475 and a transfer from Unrestricted Funds of £26,743.

Blinds: Electrically operated blinds were fitted in the Main Hall at a cost of £10,084. This amount was financed by a grant of £7,000 and a transfer from Unrestricted Funds of £3,084.

Redecoration: Payments of £6,200 in 2023 were funded by grants and donations received as a result of an appeal to the villagers of Freshford and Limpley Stoke.

Cleaning: Expenditure in 2023 was £5,685 (2022 £3,150). Included were payments to cleaners of £4,634 (2022 £2,737). In 2022, Freshford Village Memorial Hall was closed for two months for building work.

Electricity and Heating Oil: The change to air source heat pumps meant there were no further purchases of oil (2022 £1,622) . Expenditure on electricity increased to £2,371 (2022 £1,596). The consumption of electricity increased by 32% in 2023.

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◦ Section F Other optional information

Our longer term objectives are to bring the foyer/kitchen end of the building up to the same standard as the rest of the Hall and reduce roof leakages. We aim to add solar panels to a replacement roof over this end of the building to reduce our carbon footprint and our utility bills.

A second aim is to resurface the car-park which is suffering from weather damage and high groundwater levels. Grant funding will be sought to make these objectives possible.

Section G Declaration

The trustees declare that they have approved the trustees’ report above.

Signed on behalf of the charity’s trustees

Signature(s)
Full name(s)
Position (eg Secretary,
Chair, etc)
Date
David Wright Peter Jones
Chair Treasurer
06/03/2024
06/03/2024

5 March 2024

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REGISTERED CHARITY NO.1174158

THE FRESHFORD VILLAGE MEMORIAL HALL

A CHARITABLE INCORPORATED ORGANISATION

RECEIPTS AND PAYMENTS ACCOUNTS

FOR THE YEAR ENDED 31 DECEMBER 2023

RECEIPTS AND PAYMENTS ACCOUNTS
FOR THE YEAR ENDED 31 DECEMBER 2023
2023
2023
2023
Unrestricted
Restricted
Total
Funds
Funds
Funds
£
£
£
RECEIPTS
Hire of hall
Block booking
14,232
14,232
Occasional
6,370
6,370
20,602
20,602
Fundraising
Grants & Donations
note 2
5,377
29,740
35,117
Fete
note 3
2,811
2,811
Coronation Picnic
195
195
Trading & Parking Agreements
1,828
1,828
Damage/Nuisance Deposit
250
250
Hire of Equipment
130
130
Interest
57
57
31,250
29,740
60,990
PAYMENTS
Hall Redevelopment
33,218
33,218
Blinds
10,084
10,084
Redecoration
6,200
6,200
Cleaning
5,685
5,685
Booking Secretary & Administration
3,555
3,555
Utilities -
Electricity
2,371
2,371
Water Services
864
864
Heating Oil
-
Maintenance & Repairs
2,828
2,828
Insurance
1,962
1,962
Maintenance of Field & Play Area
1,668
1,668
Refuse collection
1,426
1,426
Music licences
230
230
Flagpole & Flags
-
20,589
49,502
70,091
RECEIPTS LESS PAYMENTS
10,661
-19,762
-9,101
TRANSFERS BETWEEN FUNDS
-29,827
29,827
-
CASH FUNDS AT 31 DECEMBER 2022
33,700
33,700
CASH FUNDS AT 31 DECEMBER 2023
14,534
10,065
24,599
CASH FUNDS AT 31 DECEMBER 2023
CAF Bank CAF Cash Account
14,252
10,065
24,317
Virgin Charity Deposit Account
282
282
COIF Charities Deposit Fund
-
14,534
10,065
24,599		 2022
2022
2022
Unrestricted
Restricted
Total
Funds
Funds
Funds
£
£
£
13,659
13,659
4,466
4,466
18,125
18,125
4,811
162,350
167,161
2,086
2,086
-
1,692
1,692
-
95
95
128
128
26,937
162,350
189,287
218,229
218,229
-
-
3,150
3,150
3,114
3,114
1,596
1,596
457
457
1,622
1,622
1,476
1,476
1,861
1,861
1,662
1,662
1,424
1,424
297
297
3,333
3,333
16,659
221,562
238,221
10,278
-59,212
-48,934
-35,930
35,930
-
59,352
23,282
82,634
33,700
-
33,700
33,329
33,329
281
281
90
90
33,700
-
33,700
OTHER MONETARY ASSETS AND LIABILITIES
2023
Unrestricted
Funds
DEBTORS AND PAYMENTS IN ADVANCE
Hire of hall
Block booking
1,837
Occasional
-
Trading & Parking Agreements
193
Other
-
2,030
CREDITORS AND RECEIPTS IN ADVANCE
Hire of hall
Occasional - 2024 bookings
428
Damage Deposit
250
Other expenses
343
1,021		 2022
Unrestricted
Funds
1,507
30
125
69
1,731
672
-
453
1,125

Page 1 of 2

REGISTERED CHARITY NO.1174158

THE FRESHFORD VILLAGE MEMORIAL HALL

A CHARITABLE INCORPORATED ORGANISATION

RECEIPTS AND PAYMENTS ACCOUNTS FOR THE YEAR ENDED 31 DECEMBER 2023

ASSETS RETAINED FOR THE CHARITY'S OWN USE

Buildings and land used by the charity - The Freshford Village Memorial Hall, the Queen Elizabeth recreation field and children's play area.

The Freshford Village Memorial Hall (Registered Charity No.1174158) is the corporate trustee of the charity's permanent endowment on the terms of the existing trusts. The permanent endowment is the land comprised in a conveyance made 23 August 1919 with The Freshford Village Memorial Hall since erected thereon.

The land comprised in a deed of gift made 22 July 1950 is unrestricted property.

Furniture and equipment - play area equipment, heating and lighting systems, kitchen equipment, chairs, tables etc. These are maintained in a suitable condition by the Committee of Management and repairs and replacements are included in the Receipts and Payments Accounts.

NOTES

1. Receipts and Payments Accounts

The Receipts and Payments Accounts summarise the movements of cash into and out of the charity during the period.

2. Grants & Donations Received

Restricted Funds

Restricted Funds are separated from Unrestricted Funds. The Trustees are obliged to spend Restricted Funds only on the particular purposes set out by the donors.

Transfers from Unrestricted Funds to Restricted Funds are required to meet any deficits on projects.

Redevelopment Floor & Blinds Chairs Redecoration Total
Curtains & Chairs
Restricted Funds - Grants received in 2023
Medlock Charitable Trust 6,475
Morrisons Foundation 7,000
The National Lottery Community Fund 7,000
Friends of Freshford - in memory of Nick Stevens 1,000
Freshford & Limpley Stoke Community Association 1,000
The Cobalt Trust 1,000
Tesco Community Grants 500
Village Appeal - Other 2,065 3,700 29,740
Transfer from Unrestricted Funds
Redevelopment - Recladding & Thermal Envelope 26,743
Blinds 3,084 29,827
33,218 7,000 10,084 3,065 6,200 59,567
Expenditure in 2023
Redevelopment 33,218
Blinds 10,084
Redecoration 6,200 49,502
Carried forward 31 December 2023 - 7,000 - 3,065 - 10,065
Unrestricted Funds - Grants & Donations received 2023 2022
Freshford Preschool 2,500
Freshford Parish Council 1,784 1,737
In memory of Nick Stevens 823
Freshford & District Horticultural Society 257 407
Sundry 13
Covid 19 Grants 2,667
5,377 4,811

3. Fund raising - Freshford & Limpley Stoke Fete

Limpley Stoke Village Hall's share of the surplus from the fete was 50% in 2023 (2022 - 50%).

4. Outstanding Guarantees and Secured Debts

The trustees confirm, in accordance with the Charitable Incorporated Organisations (General) Regulations 2012, that at the year end the CIO did not have any outstanding guarantees to third parties nor any debts secured on assets of the CIO.

Signature Name Date of approval
Signed on behalf of all the trustees David Wright 6 March 2024
Chair
Peter Jones 6 March 2024
Treasurer

Page 2 of 2

CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A Independent Examinerfs Report Report to the trusteesl members of THE FRESHFORD VILLAGE MEMORIAL HALL On accounts forthe year ended 31° DECEMBER 2023 Charity no (if any) 1174158 Set out on pages I report to the trustees on my examination of the acC￿nts of the above chanty (kne Trusf) for the year ended 3111212023. Responslbilities and basis f report As the charity trustees of Trust. you ¥e responsible for the preparats'on of the accounts in accordanc2 vrith the requirements of the Chanties Act 2011 (Ihe Act"). I report in respect of my examination of the Trust's accounls carried out under sectson 145 of the 2011 Act and in carying out my examination, I have foll(Med the applicab￿ DirefAions given by the Chanty Commission under secbon 14515}(b) of the Act. Independent examinerfs I have ￿mpleted my examination. I CLJnfimi that no material matters have statement come to my attention ( ) in cOnneCt￿n wth the examination vthich gives me cause to believe that in, any material ￿Spect.. acccKJnts'ng records were not kept in Kcordance ¥¥ith section 130 Of tha Act or the accounts do not acc￿1 with the accountirKJ records I have no concems and have o)me acros$ no other matters in connection with the examination to vthich attent￿n should be drawn in (yder to enable a proper understsnding of the accfjunts to be reached. ' Please dèlete the words in t￿ brnckets rf th8y <ki nol apply. Signed: 6° March 2024 Name: DAVID LINt)op Relevant professional qualification(s) or body (rf any): Address: 1 STAPLES HILL FRESHFORD BATH &42

Section B Disclosure Only complete if the examiner needs to highlight matters of concem (see CC32, Independent examinatK)n of charity accounts.. dIreth.￿s and guidance for examiners). Give here brief details of any items that the examiner wishes to disclose.