Buckfastleigh Town Hall Chairrrrustee's Report For the year ended 31.03.21 Annual General Meeting Constitution The Charity is constituted under a trust deed dated 13th June 1952 registered by the Charity Commission on 22nd De￿mber 1961. Its charitable objects are 'Yor a Town Hall, Institute, Technical School, Free Library for the use of inhabitants of Buckfastleigh and the neighbourhood or such other purpose.. as might be agreed upon by (the Trustee)." Trustses Buckfastleigh Town Council is the sole Tnjstee. The Trust is administered by the Acling Secretary to the Trust= _ Mrs Clair S. Stevens Town Hall Bossell Road BuGkfastleigh Devon TQ11 ODD Chair's Update It has been an unusual year for the Town Hall & Institute (TH&I) with the changes that occurred for everyone due to the Covid Pandemic and lockdowns. On March the 18th 2020 the Town Hall had to close until further notice due to the Covid 19 pandemic. as with many other businesses. All users were informed, and refunds paid to all that had paid in advan￿ for bookings. In line with government guidelines the TH&1 was able to open for much of 20121 to educational ServI￿S so we continued to make space available for Education Support SeNi￿S and other support groups when pemiitted such as a Youth Wellbeing provider and a mother and baby support group. The loss of other valuable business was in some way compensated by the grants from local and ￿ntral government applied for by the Town Hall Manager. With the easing of restrictions, bookings slowly started to retum with staff and Trustees maintaining a cautious 'safety-first' approach, ensuring full compliance with public safety requirements and govemment guidelines. The Town Hall Manager spent the month of August getting all measures in Pla￿ to safely reopen to Limited bookings in September 2020. The TH&1 has been fastidious about the cleaning needed to help prevent the spread of the virus through surface contact and as Chair I would like to congratulate Kiki Sykes for her dedication to keeping all areas spotless and safe Kiki was Furloughed when we went into Lockdown and subject to the govemment furlough payments to maintain her income during lockdown with all the administration of the scheme being handled by our Manager Clair Stevens. Clair remained on full pay and moved to working from home. The Town Council, who act as Sole Trustee to the Charity agreed that Clair would dedicate her normal working hours to the Buckfastleigh Covid Response Team. Clair worked as Volunteer Coordinator for Foodbank and Prescription deliveries, continuing the role until it ￿aSed in December 2020, alongside her Town Hall duties. During Lockdown when the Town Hall was closed, Clair kept up to date with all the legally required fire safety checks and all other legally reqLtired business. Kiki volunteered On￿ a week to clean at the Food Bank and returned on reduced hours, remaining on Furlough for the remaining hours when the Town Hall reopened. Feedback on the space provided during the Pandemic has been positive with users saying they felt the space was warm, safe and welcoming, despite the measures in place. Regular users were offered the larger Spa￿ on their return to activities for the same cost as their normal Spa￿ to help them retum & recover from the impact of the Lockdown. There has of course been a concomitant impact of our income as a result of lockdowns despite the mitigation of the grants supplied but our capital reseNes remain relatively healthy. Work on updating the audiolvisual systems was completed which will be important for TH&1 business going forward. In December 2020, a very Suc￿$$fUl light show by The Media Workshop, commissioned by the Town Council was projected form the TH&1 on to the primary school oppostte. This event was very well attended despite the horrendous weather (over 400 attendees over three nights) and the feedback indicated that it was much appreciated as a way to safely celebrate the Christmas holiday and was a resounding success. Many th8.nks to the staff who worked so hard and the trustees who volunteered to make this such a success. help set This continued growth in use is down to a combination of improved safety and fire standards, modlfications in structure and systems to make the Spa￿ more user- friendly, increased publicity and most of all, the work of Clair Stevens, the Town Hall Manager, who has worked b'relessly to promote and manage the space and liaise with users. An ongoing issue of unsafe equipment stored at the TH&1 started to be finally addressed in March 2021 and has now been resolved. I'm aware this situation led to some stress on staff and Trustees as the circumstan￿S of the storage were disputed, so l am grateful that thanks to careful recording and detailed chronologies, we were able to evidence our position and find resolution. It is clear from the feedback that l and other trustees have re￿iVed over the last year that the Town Hall is a valuable resour￿ for the local Community and that residents feel a strong connection to it. Buckfastleigh TH&1 was set up in 1887 to provide a building to be used as a "Town Hall, Institute, Technical School, Free Library and other like purposes" as deemed necessary by the Trustees. Buckfastleigh Town Council became trustees of Ihe charity in 1952 and a group of town Councillors and others act as the operating committee. The Town Council continues to make rt clear that they recognise the Town Hall as an invaluable resource to the parish and they will continue to support it fully- with financial reSoUr￿S and participation in planning its future. The Town Hall receives inwme from letting rooms for meetings and events, hiring space to the Town Council for rts offices and to the library. In addition, it receives a grant from the Town Council. Full financial details are available in our accounts. The revised booking systems and clearly contracted safety policies are now embedded practi￿ and Coli tinued to be reviewed an updated as needed. The standard hire rates are still competitive and incorporate a regular annual pri increase, rates were not increased during this period due to the Pandemic. Residents of BuckfastleighlBuckfast are offered a 20 % discount on bookings of 4 or more hours. We offer a standard rate and a reduced rate for local Charities and Community Groups. Permanent occupants of the Town Hall who provide revenue are the Town Council's office and the library. The Trust is therefore pleased to confirm that the Town Hall continues to pursue the objectives and purpose originally designated by its founders and trustees in 1887 and reinforced by its Constitution in 1952. We would like once again to thank all the town hall customers, staff and volunteers for their continued support. Public Benefit The Trustees confirm that they have complied with the duty to have regard to the guidance on public benefit published by the Charity Commission in exercising their powers. Statement approved at the Buckfastleigh Town Hall & Institute Annual General Meeting held on. Signed by: Trustee Trustee...... Date.... l3 j ::.ILI BUCKFASTLEIGH TOWN HALL & INSTITUTE (Reglstered Charity No: 200623) endlture A¢¢ount for the ear ended 31st March 2021 In¢ome & Ex Income Lettings & Rents Town Council Revenue Grant Cinema Other incorne Icoronavirus Business Grant) Interest income Job Retention Scheme Total Income 2019120 30.317.00 16.385.00 313 18 597.83 6.09 202012021 14.933 63 16.713.00 25.500 4.258 10 61 404.73 47 619.30 Revenue Expenditur• Salaries & Wages Gas & Electricity Insuran Water Rates Repairs & Maintenance Printing & Stationery IT, Sofvare & Consumables Telephone & Internet Postage Cleaning & Refuse General Expenses Sub5criplions & Licences (Legal Expenses) PAYE Payroll costs Pension costs Staff Training Adverbsing & Marketing Audit & Accountancy Fees Travel expenses l Total Revenue Ex 2019120 19.695.88 5,789.55 3,340.43 486.00 7.982.39 1,775.58 850.26 922.28 11.40 435.37 1.009.39 70.00 397.03 146.50 610_59 2020121 20,027.06 6.324.62 3.460.86 354 00 2.182.( 1.082.25 977.83 920.95 18.56 1.543.29 1.023.24 176.81 340.00 514.20 208.00 186.00 endlture 43 730.65 39 779.03 Town Gouncll Ca Ital Grnnts 2019120 2020121 Total Total Ca ital Ex enditure from Earniarked Reserves Includln Loan5 as d•tailed above Ital Grants and 2019120 2020121 Total A55Ots rotalned foc tho Charl 's Own Use | 2019120 2.250,000 2020121 2, 250.000 Premises (Insurance Value) Fixtures & Fittings Total 37.481.34 2,288,481.34 37,481.34 2.288,481.34 Slgn (Chair of Buckfastlelgh Town Hall & In3titule) (Actlng S•¢retary to the Buckfastleigh Town Hall & Signed. Institute) **Lee Accounting (SW) Limited 19b Golvers Hill Road, Kingsteignton Newton Abbot, Devon, TQ12 3BP** Telephone Mobile 01626 324994 07828624717 ## **Independent Examiner’s Report to the Trustees of Buckfastleigh Town Hall and Institute** I report on the accounts of the Charity for the year ended 31 March 2021, which are set out on pages... ## **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 such matters. The procedures undertaken do not provide all the evidence that would be required by an audit, and consequently no opinion is given as to whether the accounts represent 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 **Registered in England and Wales No: 8499632** **Email: hania@leeaccounting.org.uk** **VAT registration number: 243 6626 05** - 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. Hania Lee Signed........................................................ Association of Chartered Certified Accountants 19b Golvers Hill Road Kingsteignton Newton Abbot Devon TQ12 3BP Date.............12 November 2021....................... **Registered in England and Wales No: 8499632** **Email: hania@leeaccounting.org.uk** **VAT registration number: 243 6626 05**