Caryford Community Hall Association A Charitable Incorporated Organisation Registered charity no: 1192922
Maggs Lane Ansford Castle Cary BA7 7JJ
## **Trustees’ Annual Report for the Period 1 May 2022 to 30 April 2023**
## Trustees:
Tom Burr MBE President Ian Bynoe Chair Judith Cole Vice Chair Christine Davidson Bookings Secretary Annette Bedford Trustee David Bright Trustee (from 13 April 2023) Martin Halford Trustee Caroline Reeves Trustee (from 13 April 2023) Marilyn Simcox Trustee
## Observers:
Cllr Barbara Williams Representative of Ansford Parish Council Cllr Margaret Bebbington Representative of Castle Cary Town Council Cllr Steve Evans Representative of Castle Cary Town Council Helen Leary
## Committee Secretary:
Laura Napper
## Hall Steward:
Karla Smith
## Bankers:
NatWest Bank plc, 2 Hendford, Yeovil, BA20 1TN (Events Fundraising current account) CAF Bank, 25 Kings Hill Avenue, Kings Hill, West Malling, Kent ME19 4TA (online current account)
COIF Fund Managers Ltd, COIF Charity Funds, Senator House, 85 Queen Victoria Street, London ECV 4ET (savings account)
1
## **Registered Objects of the Charity**
The following are the objects found in the constitution of the charity and registered with the Charity Commission:
- To promote the benefit of the inhabitants of the civil Parishes of Castle Cary and Ansford and all inhabitants within a radius of two miles outside the said Parish boundaries (hereinafter called “the area of benefit”) without distinction of sex or of political, religious or other opinions by associating the local authorities, voluntary organisations and inhabitants in common effort to advance education and to provide facilities in the interest of social welfare for recreation and leisure-time occupation with the object of improving the conditions of life for the said inhabitants;
- To establish or to secure the establishment of a Community Centre (hereinafter called “the Centre”) and to maintain and manage, or to co-operate with any local statutory authority in the maintenance and management of such a Centre for activities promoted by the Association and its constituent bodies in furtherance of the above objects.
## **Constitution**
Throughout the report period, the governing document for the charity has been the constitution registered with the Charity Commission on 23 December 2020.
## **Membership**
The charity is registered as a Charitable Incorporated Organisation with a membership. The only requirement for anyone applying for membership is to confirm that they will exercise their powers as a member in the way they decide in good faith would be most likely to further the purposes of the Charity. We use an established web- based platform (membermojo.com) to administer membership online. At the time of writing this report the charity’s membership total was 66 who are all local residents.
## **Trustees: retirements and recruitment**
During the period covered by this report none of the trustees resigned and two additional trustees, David Bright and Caroline Reeves, were co-opted onto the Committee. All trustees will retire at the Annual General Meeting on 19 July 2023 and all are seeking re-election by the members.
Helen Leary continued to attend the committee as an observer contributing greatly to the promotion and organisation of our fund-raising performances and events. We also welcomed representatives from Ansford Parish Council and Castle Cary Town Council who provided us with effective liaison throughout the year with these two local authorities.
## **Committee Meetings**
Our committee has continued to meet every month and its three sub-committees have comprised trustee members and other interested persons. These have been Events and Fund-raising chaired by Judith Cole; Extension Project chaired by Martin Halford; and Grants chaired by Ian Bynoe. They have met monthly or as needed and have reported to the committee with meeting minutes recording their decisions and activities.
2
## **Hallmark accreditation**
In July 2022, following an interview and detailed inspection, the charity’s accreditation to the Hallmark I, II and III standards which it has continuously held since 2014 was re-awarded to us. The inspectors reported, amongst many other observations, that they found the hall “well managed and well used” and the building was “clean and tidy” and was “maintained in a good condition both inside and out”. In their remarks on our governance arrangements, the inspectors recommended that we review a number of written policies and we have done so, as detailed in the next paragraph.
## **Policies and Procedures**
Prompted by the Hallmark inspection, we have reviewed and revised the wording of our written policies on Financial Operations, on Safeguarding, on Data Protection (GDPR) and Fire Safety. During the second half of 2022, there were several burglaries which resulted in the Committee installing CCTV camera surveillance in the Main Hall and at the entrance to the building. Accordingly, we adopted a new CCTV policy and procedure document. All Hiring Documents and the Hire Rates were reviewed during the year and revised as necessary.
## **Activities**
During the period reported on the Hall has offered a venue for hirers to put on a range of activities for people of all ages: Tiddlywinks Parents and Toddlers, circuit training, martial arts, indoor youth football, majorettes, short mat bowls, short tennis, yoga and Tai Chi. Castle Cary Gardening Club and its History Society held meetings in the hall. u3a group sessions on art, scrabble, and mahjong have used the hall together with u3a monthly lectures. The Arts Society has held monthly lectures and Cinema in Caryford Film Screenings (in conjunction with Moviola) have taken place ten times. The Hall was also used for official purposes. NHS blood donation sessions were regularly arranged; Ansford Parish Council held their meetings in the Hall; Caryford was used as a Polling Station in local elections and there have been Planning Application consultation events. In addition, the Hall has been hired for numerous private functions such as children’s parties, birthday celebrations, wedding receptions and funeral wakes.
The Committee additionally mounted its own regular events aimed at raising funds for Hall operating expenses and towards the costs of the Building Extension Project. As well as the regular Christmas Craft Fair, live performances of music and drama were held to good audiences and a very successful Mardi Gras Feast for 40 diners. One special performance was the touring production of The Syrian Baker – a three hander which involved the cast cooking during the show and for the large audience afterwards. Take Art, the Somerset based scheme financially supporting local drama and music performances, helped us to put on several of these performances.
In September 2022, the Committee became responsible for Cinema in Caryford. To coincide with this, we applied for and obtained a grant from the Postcode Lottery Fund to purchase a new projector and dvd player. The Committee is now seeking someone to take on the role of organiser.
3
Last year we reported that our analysis of hiring showed that the Hall was used for an average (including all weekends and public holidays) of 34 hours per week. This average rate of hiring has continued throughout the past year ending April 2023. We therefore continue to be a well-used and popular local facility.
## **Extension Project**
Last year we reported on the tender process which was concluded at the end of June 2022. The five tenders received reflected a wide range of prices to complete Phase 2. A preferred contractor has been selected and if the scheme progresses to a contract stage we hope that this company will be able to undertake the work.
Once a tender price was obtained the Committee has had to focus on raising grants and other funds to get the scheme fully funded. Fundraising for this part of the overall project started before 2020 and has been a long and drawn-out process because of delays due to Covid lockdowns and the alterations which we have made to the scheme designs requiring a fresh planning permission. As a result, during the latter part of 2022, several grant pledges became time expired. The Committee therefore sought the financial assistance of Castle Cary Town Council and Ansford Parish Council, proposing to each of them that they obtain Public Works Loans to finance grants to bridge the funding gap. The loans would have to be repaid from council tax receipts.
The plan to extend and improve Caryford Hall has been supported by both councils since this was outlined to them many years ago. Indeed, their joint statutory Neighbourhood Plan (consulted on and approved in 2019) reflects this, observing that there is an urgent need for improvements at the hall. In due course, resolutions were duly passed by each council formally deciding to apply for loans (Castle Cary £100k, Ansford £72k) repayable over a 20 year term. The proposals would have to be put to local residents in a 28 day consultation period. Consultation events were therefore held at the Hall and a letter and explanatory leaflet delivered to each household in the town detailing the average cost per council tax payer. At the start of 2023, response results were analysed with the scheme supported in Ansford Parish by over 60% and in Castle Cary by 52% for with 48% against. Both councils therefore resolved to press on with their applications and, at the time of writing this report, decisions were still awaited from the Department for Levelling Up etc.
Once borrowing approvals are obtained, we expect to progress to a contract stage and a date for construction to start since in April 2023, our application to the Platinum Jubilee Village Halls Improvement Fund was rewarded with a grant offer of £75k restoring the two grants we lost during Autumn 2022 due to missed deadlines.
## **Closing remarks**
Steady progress has been made with a range of trustee and committee plans and responsibilities, while ensuring the safety and security of our building and its efficient administration for our hirers. We have promoted a range of live performances and other events which have raised valuable funds for the Extension Project and towards the Hall’s operating expenses. Installing CCTV with funds provided by Ansford Parish Council has improved security and deterred the intruders who caused damage and inconvenience during the latter months of 2022. The recruitment of two additional trustees earlier this
4
year has at last ended the long period when it proved impossible to do so. In agreeing to apply for loan approvals to finance grants towards Phase 2 of the Extension Project our two local councils have demonstrated their strong support for the charity and its future development in the town.
The Trustees thank all those – members, regular hirers, volunteers, sub-committee members, local organisations and friends - who have helped us in these endeavours and who support our plans and ambitions for Caryford Hall.
The Trustees declare that they have approved the Trustees’ report above.
Signed on behalf of the charity’s Trustees: _Ian Bynoe_
Name: Ian Bynoe Position: Chair, Caryford Community Hall Association Date: 17 July 2023
5
Independent Examiner's Report to the Trustees of Caryford Community
Hall Association (registered charity no. 1192922)
l port to the Trustees on the accounls of Carylord Community Hall Association for the period
ended 30 April 2023, which are set out in the Financi81 Statement below and incorporated into the
Annual Report.
Responslbllitles and basis of report
As the charity trustees of the Trust you are responsible for the pparation of the accounts in
accordance with the requirements of the Charities Acl 2011 {'the Act'i.
I report in respect of ry examination of the Trusl's accounts carried out under section 145 of the
2011 Act and in carrying oul my examination I have followed all the applicable Directions given by
the Charity Commission under sli0n 145{5){b} of the Act.
Independent examiner's ststement
I have completed my examination. I confimi that no material matters have come to my attention in
connection with the examinalion giving me cause to believe that in any material respect:
the accounting records were not kept in accordance with section 130 of the Acl,. or
the accounts did not accord wtth the accounting records.
f.¢.
Name: Mr Peter Lennard FCMA, CGMA, Bsc (Econ.}
Relevant professional qualification or Ixldy: Fellow of the Chartered Instituts of
Management Accountants
## **Caryford Community Hall Association CIO - Charity Number 1192922**
## **Financial Statement 2022-2023**
## **INTRODUCTION**
These accounts cover the financial period from 1 May 2022 to the end of the financial period which is 30 April 2023.
For most of the financial year, Caryford Community Hall Association (CCHA) has been without a Treasurer and the role has been shared among committee members with support from a bookkeeping secretary.
Highlights from the financial period include:
- Hiring near pre-pandemic levels.
- Work on the extension project focussed on securing grants
- Considerable fundraising activity, contributing to income and to the funding of the extension project.
- Energy costs increased significantly.
- Exceptional costs arising from break-ins and vandalism, mitigated through installation of two CCTV cameras.
Otherwise there has been no exceptional income or expenditure during this financial period
## **ACCOUNTING PRINCIPLES**
As in previous years as an unincorporated charity, receipts have been incorporated into the accounts only when the cash is actually received (cash basis); A simplified approach to payments has been adopted, with these also incorporated only when the payment has been made. Accounts are typically settled within a few days of receipt of an invoice, hence there is little or no impact on the accounts.
Account balances and associated receipts and payments have been split between unrestricted funds and restricted funds, the latter of which can only be used for a specific purpose. The restricted funds are as follows:
- A ‘Sinking Fund’ established to offset significant long term maintenance or repair costs
- Key deposit monies where hirers hold a hall key and craft fair deposits where stallholders pre-book tables
- Proceeds from fundraising events advertised as in support of the Extension Project.
- Grants received towards the Extension Project
- Retention monies held in respect of Phase 1 of the Extension Project
- Grants received towards Main Hall upgrades
- A fund set up to manage expenditure of a grant towards projection equipment
- A fund to manage proceeds from a new initiative ‘Cinema in Caryford’.
A freely available spreadsheet has been adopted for the day-to-day bookkeeping and for presentation of the Accounts. This facilitates operation of multiple bank accounts, unrestricted and restricted funds and importantly, transfer of funds between accounts.
MJH/15MAY2023
## **Caryford Community Hall Association CIO - Charity Number 1192922**
## **Financial Statement 2022-2023**
Comparisons with budgets set at the outset for the year have been included along with a comparison with financial performance for the previous financial year of the unincorporated charity.
Income and expenditure for the period from 23 March 2021 to 30 April 2022 have been examined in the following sections.
## **BANK ACCOUNTS**
We maintain the following bank accounts:
- A primary current account with CAF Bank which permits online payments (with dual authorisation) and issues bank cards with a payment limit of £500 used for online purchases.
- A NatWest account opened in order to facilitate deposit of cash proceeds from fundraising events, either at the Post Office, or when NatWest’s mobile banking visits the town.
- A deposit account with CCLA-COIF.
We no longer accept cash payments for hirings and encourage hirers to pay by BACS rather than cheque. We have Sum Up payment machines to facilitate contactless payments at events.
## **RECEIPTS AND PAYMENTS OVERVIEW**
## **Details of Receipts**
Receipts from hiring are £17,904.41, up from £14,307.80 in 2021-2022 and broadly in line with the budget of £18,000.00 set for the current financial year.
The following income streams have also contributed to our unrestricted fund:
- Delivery of newsletters on behalf of the town and parish councils
- Reimbursement of costs of CCTV equipment by Ansford Parish Council
- Income from a new initiative of showing films at the Hall on a monthly basis
- Interest on funds held in our deposit account
A grant of £20,000 has been received from Garfield Weston and a local business has donated a further £200. These sums are held in a restricted fund towards our Extension Project.
A grant of £3,089 received from the Postcode Lottery has been used to purchase a high definition projector and Blu-ray player for cinema and other events at the Hall.
After expenses, our fundraising events have contributed £10,927.47 to income, also held in a restricted fund towards our Extension Project.
## **Details of Payments**
Expenditure from unrestricted funds has overall been broadly in line with budgets, although we have had to absorb costs arising from break-ins and vandalism earlier in the year. Ongoing replacement of the gates to the car park and improvements to the car park surface will be paid from 2023-2024 budgets. The high cost of gas and electricity remains a concern and hiring rates have been increased by 10 percent to compensate for this.
Professional fees related to the design phase of the Extension Project have been paid utilising grant funding from Ansford Parish Council in 2020-2021.
MJH/15MAY2023
## **Caryford Community Hall Association CIO - Charity Number 1192922**
## **Financial Statement 2022-2023**
The restricted fund set up to hold the 2020-2021 grant from Ansford Parish Council towards hall improvements has been spent on stage lighting, PA systems, a stage extension, marking of disabled parking spaces and a new noticeboard. £284.51 remains in the fund to be spent on similar improvements.
## **Balance carried Forward**
The balance carried forward into 2023-2024 in our unrestricted fund is £17,280.90, well in excess of the 60% of forecast expenditure which our financial policy requires. In addition, a further £2,000 has been added to our ‘Sinking Fund’ during 2022-2023, bringing the total held in this fund to £6,000.
Our restricted fund holding proceeds of fundraising events towards the Extension Project currently stands at £17,220.20.
Our restricted fund holding grant funding towards the Extension Project currently stands at £31,038.09.
## **Extension Project**
Phase 2 of our Extension Project is close to being fully funded, waiting only on government approval of public works loans to allow grants totalling £172,000 to be awarded by the Town and Parish Councils.
The Situation Report attached summarises confirmed and unconfirmed funding, as well as the anticipated building costs and contingency.
Martin Halford
On behalf of Caryford Community Hall Association CIO
Enclosures:
Receipts and Payments Account with breakdown of Restricted Funds Receipts and Payments Account with comparison to Previous Year Detail for Unrestricted and Restricted Funds Situation Report for Extension Project
MJH/15MAY2023
**Caryford Community Hall Association CIO - Charity Number 1192922**
## **Financial Statement 2022-2023**
## **Receipts and Payments Account with breakdown of Restricted Funds**
MJH/15MAY2023
**Caryford Community Hall Association CIO - Charity Number 1192922**
## **Financial Statement 2022-2023**
## **Receipts and Payments Account with comparison to Previous Year**
MJH/15MAY2023
Q4 Actual
Financial Reporting 2022-2023.xlsx
## **Caryford Community Hall Association CIO**
## **FINANCIAL YEAR 1 MAY 2022 to 30 APRIL 2023 - Q4 END OF YEAR**
## **UNRESTRICTED FUND ONLY**
|**Unrestricted Brought Forward**|**£21,403**||||
|---|---|---|---|---|
||**Actual**|**Budget**||**Notes on**|
|**INCOME**|**Q4**|**22/23**||**2022/23**|
|**Capital**|||||
|Grants|£562|£800|||
|**Current**|||||
|Receipt - Hiring|£17,904|£18,000||Broadly on target, chasing debtors|
|Receipt - Alcohol Licence Fees|£0|£200||Not used to date|
|Receipt - Newsletter Deliveries|£1,040|£1,050||On target|
|Receipt - Bank Interest|£1,011|£0||Favourable interest rates on deposit account|
|**Total Income**|**£20,518**|**£20,050**|||
|**Unrestricted Brought Forward**
**£21,403**|**Unrestricted Brought Forward**
**£21,403**|**Unrestricted Brought Forward**
**£21,403**|**Unrestricted Brought Forward**
**£21,403**|**Unrestricted Brought Forward**
**£21,403**|
|---|---|---|---|---|
||||||
||**Actual**
**Q4**|**Budget**||**Notes on**
**2022/23**|
|**INCOME**||**22/23**|||
|**Capital**
Grants
**Current**|£562|£800|||
|Receipt - Hiring
Receipt - Alcohol Licence Fees
Receipt - Newsletter Deliveries
Receipt - Bank Interest|£17,904|£18,000||Broadly on target, chasing debtors|
||£0
£1,040|£200
£1,050||Not used to date
On target|
||£1,011|£0||Favourable interest rates on deposit account|
||||||
|**Total Income**|**£20,518**|**£20,050**|||
||||||
||**Actual**
**Q4**|**Budget**||**Notes on**
**2022/23**|
|**EXPENDITURE**||**22/23**|||
|Administration
Publicity
Hall Maintenance
Licence Fees
Insurance
Utilities
Telecoms
Bank Charges
Donations
Hall Steward
Miscellaneous
Cleaning Supplies
Hall Secretary|£475|£500||Miscellaneous fees and expenses|
||£587
£2,622
£563
£1,369
£5,811
£433
£74
£30
£4,680
£0|£400
£2,500
£900
£1,500
£5,000
£500
£150
£0
£4,800
£400||High costs associated with consultation
SSDC and PRS/PPL
Significant increases in gas and electricity costs
Zen now discontinued
£5 per month plus charge per cheque|
||£1,338
£5,166|£1,300
£5,300||Large order placed May 2022|
|Capital Expenditure|£1,806|£1,000||Includes Hall Store Door Replacement|
|**Total Expenditure**|**£24,954**|**£24,250**||**Note Budget Expenditure exceeds Budget**|
||||||
|Net Receipts
-£4,436
-£4,200
Transfer to Sinking Fund
-£2,000
Transfer from Cinema in Caryford
£2,314|||||
|**Unrestricted Fund Carried Forward**
**£17,281**|||||
||||||
|**SINKING FUND**|||||
||||||
|**Sinking Fund Brought Forward**
**£4,000**|||||
|Net Receipts
Transfer from Unrestricted
£2,000|||||
|**Sinking Fund Carried Forward**
**£6,000**|||||
||||||
5/9/2023
Page 1
Q4 Actual
Financial Reporting 2022-2023.xlsx
|**DEPOSITS AND CRAFT FAIR**|**DEPOSITS AND CRAFT FAIR**|**DEPOSITS AND CRAFT FAIR**|
|---|---|---|
||||
|**Deposits Brought Forward**
**£600**|||
||||
|Craft Fair Deposits
£638
Net Receipts
£638
Transfer to EP-Fundraising
-£683|||
|**Deposits Carried Forward**
**£555**|||
||||
|**EXTENSION PROJECT - FUNDRAISING**|||
||||
|**EP Fundraising Brought Forward**
**£6,293**|||
|**Actual**
**INCOME**
**Q4**|||
||**Actual**
**Q4**||
|**INCOME**|||
||||
|Donations
Fundraising Events|£1,354||
||£16,526||
|**Total Income**|**£17,880**||
||||
||**Actual**
**Q4**||
|**EXPENDITURE**|||
|Fundraising Expenses|£7,635||
||||
|**Total Expenditure**|**£7,635**||
|Net Receipts
£10,245
Transfer from Craft Fair Deposits
£683|||
|**EP Fundraising Carried Forward**
**£17,220**|||
||||
|**EXTENSION PROJECT - GRANTS**|||
||||
|**Brought Forward**
**£16,206**|||
||||
|Grants
£20,200
Consultancy Fees
-£5,368|||
||||
|Net Receipts
£14,832|||
|**Carried Forward**
**£31,038**|||
||||
|**EXTENSION PROJECT - RETENTION**|||
||||
|**Brought Forward**
**£3,020**|||
|Repairs
-£252|||
||||
|Net Receipts
-£252|||
|**Carried Forward**
**£2,768**|||
||||
5/9/2023
Page 2
Q4 Actual
Financial Reporting 2022-2023.xlsx
|**EXTENSION PROJECT - MAIN HALL**||
|---|---|
|**Brought Forward**|**£513**|
|Equipment/Cabling|-£229|
|Net Receipts|-£229|
|**Carried Forward**|**£285**|
|**WINE STOCK**||
|**Brought Forward**|**£117**|
|Wine Sock Consumed|-£117|
|Net Receipts|-£117|
|**Carried Forward**|**£0**|
|**PROJECTOR GRANT**||
|**Brought Forward**|**£0**|
|Grant|£3,089|
|Equipment Costs|-£3,089|
|Net Receipts|£0|
|**Carried Forward**|**£0**|
|**CINEMA IN CARYFORD**||
|**Brought Forward**|**£0**|
|Initial Contribution|£400|
|Receipts|£4,017|
|Expenses|-£2,103|
|Net Receipts|£2,314|
|Transfer to Unrestricted|-£2,314|
|**Carried Forward**|**£0**|
|Checks||
|Total Brought Forward|£52,152|
|Total Carried Forward|£75,147|
5/9/2023
Page 3
## Situation report on Scheme Budget and grants received and applied for – April 2023
Phase 2 Fundraising Confirmed and Applied for and Costs estimate
|**Confirmed Funds**|**£**|**Unconfirmed Funds**|**£**|
|---|---|---|---|
|Reserves|9,366|Ansford Parish Council(decision June?)|72,000|
|Local fundraising|8,000|Castle CaryTown Council(decision June?)|100,000|
|South Somerset District Council Grant*|19,296|||
|Bernard SunleyFoundation*|25,000|||
|National LotteryCommunities Fund*|150,000|||
|S.106 Agreements*|89,315|||
|Private donation|500|||
|Garfield Weston Foundation*|20,000|||
|Platinum Jubilee Village Halls Improvement Fund|75,000|||
|**Sub-total**|**396,477**|**Sub-total**|**172,000**|
|||||
|Buildingcosts(incl VAT and inflation increase*)|516,477|||
|Fees(estimated incl VAT)|25,000|||
|Equipment and fittings|7,000|||
|Contingency|20,000|||
|**Total funds required**|**568,477**|||
|**Funding shortfall**|**172,000**|||
|* Preferred contractors advise 6.4% increase on tender
price to reflect increase in costs since Jube 2022.||||
Independent Examiner's Report to the Trustees of Caryford Community
Hall Association (registered charity no. 1192922)
l port to the Trustees on the accounls of Carylord Community Hall Association for the period
ended 30 April 2023, which are set out in the Financi81 Statement below and incorporated into the
Annual Report.
Responslbllitles and basis of report
As the charity trustees of the Trust you are responsible for the pparation of the accounts in
accordance with the requirements of the Charities Acl 2011 {'the Act'i.
I report in respect of ry examination of the Trusl's accounts carried out under section 145 of the
2011 Act and in carrying oul my examination I have followed all the applicable Directions given by
the Charity Commission under sli0n 145{5){b} of the Act.
Independent examiner's ststement
I have completed my examination. I confimi that no material matters have come to my attention in
connection with the examinalion giving me cause to believe that in any material respect:
the accounting records were not kept in accordance with section 130 of the Acl,. or
the accounts did not accord wtth the accounting records.
f.¢.
Name: Mr Peter Lennard FCMA, CGMA, Bsc (Econ.}
Relevant professional qualification or Ixldy: Fellow of the Chartered Instituts of
Management Accountants
## **Caryford Community Hall Association CIO - Charity Number 1192922**
## **Financial Statement 2022-2023**
## **INTRODUCTION**
These accounts cover the financial period from 1 May 2022 to the end of the financial period which is 30 April 2023.
For most of the financial year, Caryford Community Hall Association (CCHA) has been without a Treasurer and the role has been shared among committee members with support from a bookkeeping secretary.
Highlights from the financial period include:
- Hiring near pre-pandemic levels.
- Work on the extension project focussed on securing grants
- Considerable fundraising activity, contributing to income and to the funding of the extension project.
- Energy costs increased significantly.
- Exceptional costs arising from break-ins and vandalism, mitigated through installation of two CCTV cameras.
Otherwise there has been no exceptional income or expenditure during this financial period
## **ACCOUNTING PRINCIPLES**
As in previous years as an unincorporated charity, receipts have been incorporated into the accounts only when the cash is actually received (cash basis); A simplified approach to payments has been adopted, with these also incorporated only when the payment has been made. Accounts are typically settled within a few days of receipt of an invoice, hence there is little or no impact on the accounts.
Account balances and associated receipts and payments have been split between unrestricted funds and restricted funds, the latter of which can only be used for a specific purpose. The restricted funds are as follows:
- A ‘Sinking Fund’ established to offset significant long term maintenance or repair costs
- Key deposit monies where hirers hold a hall key and craft fair deposits where stallholders pre-book tables
- Proceeds from fundraising events advertised as in support of the Extension Project.
- Grants received towards the Extension Project
- Retention monies held in respect of Phase 1 of the Extension Project
- Grants received towards Main Hall upgrades
- A fund set up to manage expenditure of a grant towards projection equipment
- A fund to manage proceeds from a new initiative ‘Cinema in Caryford’.
A freely available spreadsheet has been adopted for the day-to-day bookkeeping and for presentation of the Accounts. This facilitates operation of multiple bank accounts, unrestricted and restricted funds and importantly, transfer of funds between accounts.
MJH/15MAY2023
## **Caryford Community Hall Association CIO - Charity Number 1192922**
## **Financial Statement 2022-2023**
Comparisons with budgets set at the outset for the year have been included along with a comparison with financial performance for the previous financial year of the unincorporated charity.
Income and expenditure for the period from 23 March 2021 to 30 April 2022 have been examined in the following sections.
## **BANK ACCOUNTS**
We maintain the following bank accounts:
- A primary current account with CAF Bank which permits online payments (with dual authorisation) and issues bank cards with a payment limit of £500 used for online purchases.
- A NatWest account opened in order to facilitate deposit of cash proceeds from fundraising events, either at the Post Office, or when NatWest’s mobile banking visits the town.
- A deposit account with CCLA-COIF.
We no longer accept cash payments for hirings and encourage hirers to pay by BACS rather than cheque. We have Sum Up payment machines to facilitate contactless payments at events.
## **RECEIPTS AND PAYMENTS OVERVIEW**
## **Details of Receipts**
Receipts from hiring are £17,904.41, up from £14,307.80 in 2021-2022 and broadly in line with the budget of £18,000.00 set for the current financial year.
The following income streams have also contributed to our unrestricted fund:
- Delivery of newsletters on behalf of the town and parish councils
- Reimbursement of costs of CCTV equipment by Ansford Parish Council
- Income from a new initiative of showing films at the Hall on a monthly basis
- Interest on funds held in our deposit account
A grant of £20,000 has been received from Garfield Weston and a local business has donated a further £200. These sums are held in a restricted fund towards our Extension Project.
A grant of £3,089 received from the Postcode Lottery has been used to purchase a high definition projector and Blu-ray player for cinema and other events at the Hall.
After expenses, our fundraising events have contributed £10,927.47 to income, also held in a restricted fund towards our Extension Project.
## **Details of Payments**
Expenditure from unrestricted funds has overall been broadly in line with budgets, although we have had to absorb costs arising from break-ins and vandalism earlier in the year. Ongoing replacement of the gates to the car park and improvements to the car park surface will be paid from 2023-2024 budgets. The high cost of gas and electricity remains a concern and hiring rates have been increased by 10 percent to compensate for this.
Professional fees related to the design phase of the Extension Project have been paid utilising grant funding from Ansford Parish Council in 2020-2021.
MJH/15MAY2023
## **Caryford Community Hall Association CIO - Charity Number 1192922**
## **Financial Statement 2022-2023**
The restricted fund set up to hold the 2020-2021 grant from Ansford Parish Council towards hall improvements has been spent on stage lighting, PA systems, a stage extension, marking of disabled parking spaces and a new noticeboard. £284.51 remains in the fund to be spent on similar improvements.
## **Balance carried Forward**
The balance carried forward into 2023-2024 in our unrestricted fund is £17,280.90, well in excess of the 60% of forecast expenditure which our financial policy requires. In addition, a further £2,000 has been added to our ‘Sinking Fund’ during 2022-2023, bringing the total held in this fund to £6,000.
Our restricted fund holding proceeds of fundraising events towards the Extension Project currently stands at £17,220.20.
Our restricted fund holding grant funding towards the Extension Project currently stands at £31,038.09.
## **Extension Project**
Phase 2 of our Extension Project is close to being fully funded, waiting only on government approval of public works loans to allow grants totalling £172,000 to be awarded by the Town and Parish Councils.
The Situation Report attached summarises confirmed and unconfirmed funding, as well as the anticipated building costs and contingency.
Martin Halford
On behalf of Caryford Community Hall Association CIO
Enclosures:
Receipts and Payments Account with breakdown of Restricted Funds Receipts and Payments Account with comparison to Previous Year Detail for Unrestricted and Restricted Funds Situation Report for Extension Project
MJH/15MAY2023
**Caryford Community Hall Association CIO - Charity Number 1192922**
## **Financial Statement 2022-2023**
## **Receipts and Payments Account with breakdown of Restricted Funds**
MJH/15MAY2023
**Caryford Community Hall Association CIO - Charity Number 1192922**
## **Financial Statement 2022-2023**
## **Receipts and Payments Account with comparison to Previous Year**
MJH/15MAY2023
Q4 Actual
Financial Reporting 2022-2023.xlsx
## **Caryford Community Hall Association CIO**
## **FINANCIAL YEAR 1 MAY 2022 to 30 APRIL 2023 - Q4 END OF YEAR**
## **UNRESTRICTED FUND ONLY**
|**Unrestricted Brought Forward**|**£21,403**||||
|---|---|---|---|---|
||**Actual**|**Budget**||**Notes on**|
|**INCOME**|**Q4**|**22/23**||**2022/23**|
|**Capital**|||||
|Grants|£562|£800|||
|**Current**|||||
|Receipt - Hiring|£17,904|£18,000||Broadly on target, chasing debtors|
|Receipt - Alcohol Licence Fees|£0|£200||Not used to date|
|Receipt - Newsletter Deliveries|£1,040|£1,050||On target|
|Receipt - Bank Interest|£1,011|£0||Favourable interest rates on deposit account|
|**Total Income**|**£20,518**|**£20,050**|||
|**Unrestricted Brought Forward**
**£21,403**|**Unrestricted Brought Forward**
**£21,403**|**Unrestricted Brought Forward**
**£21,403**|**Unrestricted Brought Forward**
**£21,403**|**Unrestricted Brought Forward**
**£21,403**|
|---|---|---|---|---|
||||||
||**Actual**
**Q4**|**Budget**||**Notes on**
**2022/23**|
|**INCOME**||**22/23**|||
|**Capital**
Grants
**Current**|£562|£800|||
|Receipt - Hiring
Receipt - Alcohol Licence Fees
Receipt - Newsletter Deliveries
Receipt - Bank Interest|£17,904|£18,000||Broadly on target, chasing debtors|
||£0
£1,040|£200
£1,050||Not used to date
On target|
||£1,011|£0||Favourable interest rates on deposit account|
||||||
|**Total Income**|**£20,518**|**£20,050**|||
||||||
||**Actual**
**Q4**|**Budget**||**Notes on**
**2022/23**|
|**EXPENDITURE**||**22/23**|||
|Administration
Publicity
Hall Maintenance
Licence Fees
Insurance
Utilities
Telecoms
Bank Charges
Donations
Hall Steward
Miscellaneous
Cleaning Supplies
Hall Secretary|£475|£500||Miscellaneous fees and expenses|
||£587
£2,622
£563
£1,369
£5,811
£433
£74
£30
£4,680
£0|£400
£2,500
£900
£1,500
£5,000
£500
£150
£0
£4,800
£400||High costs associated with consultation
SSDC and PRS/PPL
Significant increases in gas and electricity costs
Zen now discontinued
£5 per month plus charge per cheque|
||£1,338
£5,166|£1,300
£5,300||Large order placed May 2022|
|Capital Expenditure|£1,806|£1,000||Includes Hall Store Door Replacement|
|**Total Expenditure**|**£24,954**|**£24,250**||**Note Budget Expenditure exceeds Budget**|
||||||
|Net Receipts
-£4,436
-£4,200
Transfer to Sinking Fund
-£2,000
Transfer from Cinema in Caryford
£2,314|||||
|**Unrestricted Fund Carried Forward**
**£17,281**|||||
||||||
|**SINKING FUND**|||||
||||||
|**Sinking Fund Brought Forward**
**£4,000**|||||
|Net Receipts
Transfer from Unrestricted
£2,000|||||
|**Sinking Fund Carried Forward**
**£6,000**|||||
||||||
5/9/2023
Page 1
Q4 Actual
Financial Reporting 2022-2023.xlsx
|**DEPOSITS AND CRAFT FAIR**|**DEPOSITS AND CRAFT FAIR**|**DEPOSITS AND CRAFT FAIR**|
|---|---|---|
||||
|**Deposits Brought Forward**
**£600**|||
||||
|Craft Fair Deposits
£638
Net Receipts
£638
Transfer to EP-Fundraising
-£683|||
|**Deposits Carried Forward**
**£555**|||
||||
|**EXTENSION PROJECT - FUNDRAISING**|||
||||
|**EP Fundraising Brought Forward**
**£6,293**|||
|**Actual**
**INCOME**
**Q4**|||
||**Actual**
**Q4**||
|**INCOME**|||
||||
|Donations
Fundraising Events|£1,354||
||£16,526||
|**Total Income**|**£17,880**||
||||
||**Actual**
**Q4**||
|**EXPENDITURE**|||
|Fundraising Expenses|£7,635||
||||
|**Total Expenditure**|**£7,635**||
|Net Receipts
£10,245
Transfer from Craft Fair Deposits
£683|||
|**EP Fundraising Carried Forward**
**£17,220**|||
||||
|**EXTENSION PROJECT - GRANTS**|||
||||
|**Brought Forward**
**£16,206**|||
||||
|Grants
£20,200
Consultancy Fees
-£5,368|||
||||
|Net Receipts
£14,832|||
|**Carried Forward**
**£31,038**|||
||||
|**EXTENSION PROJECT - RETENTION**|||
||||
|**Brought Forward**
**£3,020**|||
|Repairs
-£252|||
||||
|Net Receipts
-£252|||
|**Carried Forward**
**£2,768**|||
||||
5/9/2023
Page 2
Q4 Actual
Financial Reporting 2022-2023.xlsx
|**EXTENSION PROJECT - MAIN HALL**||
|---|---|
|**Brought Forward**|**£513**|
|Equipment/Cabling|-£229|
|Net Receipts|-£229|
|**Carried Forward**|**£285**|
|**WINE STOCK**||
|**Brought Forward**|**£117**|
|Wine Sock Consumed|-£117|
|Net Receipts|-£117|
|**Carried Forward**|**£0**|
|**PROJECTOR GRANT**||
|**Brought Forward**|**£0**|
|Grant|£3,089|
|Equipment Costs|-£3,089|
|Net Receipts|£0|
|**Carried Forward**|**£0**|
|**CINEMA IN CARYFORD**||
|**Brought Forward**|**£0**|
|Initial Contribution|£400|
|Receipts|£4,017|
|Expenses|-£2,103|
|Net Receipts|£2,314|
|Transfer to Unrestricted|-£2,314|
|**Carried Forward**|**£0**|
|Checks||
|Total Brought Forward|£52,152|
|Total Carried Forward|£75,147|
5/9/2023
Page 3
## Situation report on Scheme Budget and grants received and applied for – April 2023
Phase 2 Fundraising Confirmed and Applied for and Costs estimate
|**Confirmed Funds**|**£**|**Unconfirmed Funds**|**£**|
|---|---|---|---|
|Reserves|9,366|Ansford Parish Council(decision June?)|72,000|
|Local fundraising|8,000|Castle CaryTown Council(decision June?)|100,000|
|South Somerset District Council Grant*|19,296|||
|Bernard SunleyFoundation*|25,000|||
|National LotteryCommunities Fund*|150,000|||
|S.106 Agreements*|89,315|||
|Private donation|500|||
|Garfield Weston Foundation*|20,000|||
|Platinum Jubilee Village Halls Improvement Fund|75,000|||
|**Sub-total**|**396,477**|**Sub-total**|**172,000**|
|||||
|Buildingcosts(incl VAT and inflation increase*)|516,477|||
|Fees(estimated incl VAT)|25,000|||
|Equipment and fittings|7,000|||
|Contingency|20,000|||
|**Total funds required**|**568,477**|||
|**Funding shortfall**|**172,000**|||
|* Preferred contractors advise 6.4% increase on tender
price to reflect increase in costs since Jube 2022.||||