Bibury United Charities (Registered Number 224307) Trustees Annual Report for the year 1[st] January to 31[st] December 2021
Introduction
Bibury United Charities (BUC) is a small registered charity (registered number 224307) founded in 1898. Its volunteer Trustees, drawn from the local community, administer three historic, local charitable trusts: the Alfred Kennedy Trust, the Bibury Church House charity, and the Sackville & Cresswell Charity.
The first two of these (accounting for over 90% of the financial assets) are devoted to the operation and maintenance of Bibury Village Hall, and the third is a small welfare charity.
Only the income generated from these trusts can be applied to our charitable objectives. The BUC does not solicit donations, and does not routinely undertake fundraising activities.
BUC is responsible for managing the endowments (invested on our behalf by CCLA), and applying the income from investments, together with accumulated cash reserves, to repair and maintenance of the external fabric of the Village Hall (including the integral caretaker’s cottage).
Bibury Village Hall Management Committee (BVHMC), with its own committee of volunteers, is responsible for the day-to-day running of the Village Hall, organizing events for the benefit of villagers and visitors, managing rentals of the hall (for retail fairs, private parties, club meetings, as the local polling station etc), and maintaining the internal decoration and facilities.
BVHMC is part of BUC, and runs its own finances and bank accounts, publishing a separate statement of accounts each year. For Charity Commission reporting purposes, the financial income and expenditure of both BUC and BVHMC are consolidated.
BUC Trustees meet twice a year. The BVHMC committee meets monthly. Our shared aim is to keep Bibury Village Hall at the heart of the local community, as a popular venue for all kinds of event arranged by us and by third-parties. Third-party events include private receptions, regular exercise classes, social gatherings, pop-up shops, antiques and craft fairs, and occasionally as overflow classroom space for Bibury Village School. Events arranged by BVHMC include the annual Open Gardens days, Village Show, Harvest Supper and Christmas Fair, and more frequent events such as the monthly Rural Cinema.
As far as possible, charges are kept low. Rental of the whole hall by a local resident or club/society, for example, costs just £8 an hour (2021), plus a heating charge between October and March. We aim to run the hall so that it covers its costs each year. Any surplus is added to cash reserves, in readiness for unexpected repairs or expenditure - an ever-present possibility with such a historic building, dating back in part to the 1800s.
Review of 2021
The Covid pandemic continued to impact seriously upon the Village Hall’s activities through 2021, as Government instructions regarding closures were followed. Regular use of the hall stopped immediately when the lockdowns were announced. There was also an impact on forward planning for the larger events, given the uncertainty about whether the hall would be open or closed for events a few months ahead. There was also uncertainty about what the public appetite
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for a resumption of social gatherings would be, after periods of lockdown. The popular Open Gardens day and Bibury Show did not take place.
A gradual return to normal activities and events in the hall started in the Autumn, following the evolving Government rules for social distancing, ventilation, mask wearing etc. The September Harvest Supper took place, but with reduced numbers to allow more space between tables.
Income from events and rentals was considerably reduced, totalling just £5,023 for the year (about half the corresponding figure in a recent pre-Covid year).
The BVHMC were grateful to have received money from the Government scheme to help village halls through the Covid epidemic. This was used (and will continue being used in 2022) to offset the loss of income caused by Covid closures, and for necessary expenditure to prepare the hall for the post-Covid world, and ensure it provides the best possible environment for community events. To meet rising public expectations, BVHMC is installing a cashless payment system, allowing attendees at events to pay by credit or debit card. This required the installation of wifi service in the hall, which in turn has enabled vendors using the hall to take card payments via their own payment systems.
There was no major expenditure needed by the BUC on the hall’s structure in 2021, although at the year-end inspection some issues with external paintwork, stonework and roofing were identified. These will be monitored and attended to as appropriate in 2022.
Various improvements to the village hall caretaker’s cottage were needed for health and safety reasons. Replacement of the obsolete electrical fuse panel with modern circuit breakers was completed in 2021. Further expenditure on the cottage will be made in early 2022, including the removal of potentially hazardous ceiling tiles.
A grant of £600 was made from the Sackville & Cresswell charity, using the combined investment income from 2019, 2020 and 2021, to Bibury Primary School, to be used at the school’s discretion towards the cost of clothes and equipment for deserving pupils. As usual, the BUC contributed a share of the annual insurance costs paid by the BVHMC.
The year-end value of the charity’s permanent endowments (non-expendable) was £105,658 (2020 year end: £92,348), thanks to unexpected stockmarket gains through 2021. Cash reserves (BUC and BVHMC combined) at the year end were £79,018 (2020 year end: £64,954). Consolidated income for the year (BUC and BVHMC combined) was £26,241. Consolidated expenditure was £11,581.
Although the village hall was effectively closed for business during the first half of 2021 as a result of Covid, it created additional work for the management committee behind the scenes. For example, keeping up to date with constantly-changing Government safety regulations, preparing and revising information posters, installing and maintaining hand-sanitising stations, and preparing for the post-Covid return to something like normality, whenever that would be. BUC has no employees, so we were spared the challenges faced by employers during lockdowns.
The BUC Trustees would like to express thanks to BVHMC Chair Angela Alderton and her hard-working Committee members for their behind-the-scenes work through the worst effects of Covid, so that the hall could be safely re-opened, step-by-step, as Government rules evolved through the second half of the year and into early 2022. Also the additional volunteers who have stood by to help run activities when Covid rules permit.
We would also like to thank the residents of Bibury and surrounding villages for their continued support of the Village Hall now that the difficult Covid period seems to be receding.
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And of course the trustees of Bibury United Charities, all volunteers, who take seriously their responsibilities as custodians of a historic charity that is still there to serve the people of Bibury and surrounding areas after 130 years.
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Receipts and payments accounts, 1[st] January to 31[st] December 2021
These consolidated accounts include the three separate trusts within Bibury United Charities: the Bibury Church House Charity, the Alfred Kennedy Trust, and the Sackville & Cresswell charity. The first two are dedicated to the repair and maintenance of Bibury Village Hall. The third is a welfare charity.
The accounts also include the financial results of the Bibury Village Hall Management Committee (BVHMC) that handles the day-to-day running of the village hall, arranging and running events, and renting out the hall. The BVHMC prepares its own separate annual statement of accounts, from which the key income and expenditure figures have been extracted.
Receipts 1[st] January to 31[st] December 2021
Bibury Church House Charity
Income from invested endowments managed by CCLA
Bibury Church House (038270002T) £890
Interest from cash reserves held in Lloyds Bank current accounts
Nil
Alfred Kennedy Trust
Income from invested endowments managed by CCLA
Alfred Kennedy (424220001T) £1,625 Interest from cash reserves held in CLA Deposit Funds (retained in fund) Alfred Kennedy (424220001C) £1
Interest from cash reserves held in Lloyds Bank current accounts Nil
Sackville & Cresswell
Income from invested endowments managed by CCLA Sackville & Cresswell (038270001T) £202 Interest from cash reserves held in CCLA Deposit Funds (retained in fund) Sackville & Cresswell (038270001C) £0
Interest from cash reserves held in Lloyds Bank current accounts
Nil
BUC total receipts £2,718
Outgoings 1[st] January to 31[st] December 2021
Bibury Church House Charity
Expenditure
Nil
Alfred Kennedy Trust Expenditure
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New electrical consumer panel for Village Hall caretaker cottage £683 Contribution to annual insurance (2021 and 2020) £595 + £632 (not included in consolidated accounts as this an internal transfer between BUC and BVHMC).
Sackville & Cresswell
Expenditure
Grant to Bibury Primary School for use at their discretion towards clothing and equipment for deserving pupils £600
BUC total outgoings ( not incl. internal transfers) £1283 Separate receipts & payments for Bibury Village Hall Management Committee
Income
Income from routine activities (excluding receipt of BUC insurance contribution) £4,391 Covid-related grants received £19,003 Savings account interest £130 Total BVHMC income (including Government Covid grants) £23,524 Total BVHMC Expenditure £10,298
Grand totals, BUC and BVHMC
(Adjusted to exclude internal transfers: contributions towards annual insurance, and nominal £1 cottage rent)
Consolidated income £26,241 Consolidated expenditure £11,581
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Statement of assets and liabilities at 31[st] December 2021
Assets and liabilities at 31[st] December 2021
Assets
Property:
Bibury Village Hall, formerly the Bibury Reading Room, vested in the Charity Commission since 1889.
Invested permanent endowments:
Bibury Church House Charity
CCLA ref. 038270002T £34,602 (2020: £30,243) Alfred Kennedy Trust CCLA ref 424220001T £63,201 (2020: £55,239) Sackville & Cresswell charity CCLA ref 038270001T £7,855 (2020: £6,866) Cash (current and deposit accounts) Bibury Church House Charity Lloyds Bank ref 00027349 £13,707 (2020: £12,817) Note: There is no CCLA Deposit account for this fund.
Alfred Kennedy Trust CCLA ref 038270002C £6,061 (2020: £6,061) Lloyds Bank ref 00354617 £11,680 (2020: £11,370) Sackville & Cresswell charity CCLA ref 038270001C £2,487 (2020: £2,487) Lloyds bank ref 00031370 £938 (2020: £1,336)
Bibury Village Hall Management Committee
Cash reserves from operating Bibury Village Hall (mainly organising village events and private and commercial rentals, and including 2021 Government Covid grants) £44,145
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Total financial assets at year end
Invested permanent endowments (managed by CCLA): £105,658 (2020: £92,348) Current & deposit accounts (Lloyds Bank and CCLA): £34,873 (2020: £34,666) BVHMC bank current & deposit accounts, & cash £44,145 (2020: £30,288) (see BVHMC Statement of Accounts 2021) Consolidated financial assets 31[st] Dec 2021 £184,676 (2020: £157,302)
Liabilities
None
- End -
Roger Staton, Trustee and Treasurer, Bibury United Charities 20th September 2022
Appendices (2) in separate PDF files
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Financial Statement for Bibury Village Hall Management Committee, which runs the village hall day-to-day, managing rentals and arranging events on behalf of Bibury United Charities
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External Examiner’s report on the 2021 Trustees Annual Report
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| NOTE 1 NOTE 2 NOTE 3 |
HIRE OF HALL Routine Hire 2020 2021 Bibury & Barnsley WI 20.00 - Wednesday Group 48.00 48.00 Bibury School 36.00 339.00 Parochial Church Council - - Bibury Parish Council 22.50 85.50 Coln Crafters 78.00 54.00 Garden Club 126.00 96.00 Other 6.00 40.00 Casual Hire Private Events 65.00 97.00 Fitness Classes 130.00 - Outside Hire Elections & Referenda 240.00 192.00 Bibury Antiques 396.00 992.00 Craft Fairs - 288.00 Ampney Crucis Playgroup 45.00 - Other 72.00 448.00 1,284.50 2,679.50 Equipment Hire 5.00 90.00 DONATIONS RECEIVED Parochial Church Council 500.00 - Parking at Flower & Arts Festival - 72.20 Other 150.00 - 650.00 72.20 GOVERNMENT GRANTS Covid-19 initial grant 10,000.00 - Covid-19 Follow-up Grant (1) - 8,907.21 Covid-19 Follow-up Grant (2) - 2,096.00 Covid-19 Re-opening Grant -8,000.00 10,000.00 19,003.21 |
|---|---|
NOTE 4 FUND RAISING EVENTS (excluding cinema)
| 2020 Bank Received Paid Open Gardens Cancelled due to Bibury Show “ “ Harvest Supper “ “ Harvest Supper Raffle “ “ Christmas Fair “ “ Village Hall Teas “ “ - - |
2020 Bank Received Paid Open Gardens Cancelled due to Bibury Show “ “ Harvest Supper “ “ Harvest Supper Raffle “ “ Christmas Fair “ “ Village Hall Teas “ “ - - |
Profit pandemic “ “ “ “ “ - |
2021 Received Paid Profit Cancelled due to pandemic “ “ “ 380.00 460.00 (80.00) 140.00 140.00 538.00 - 538.00 - - - 1,058.00 460.00 598.00 |
|
|---|---|---|---|---|
| - - |
| NOTE 5 BAR AT EVENTS Money received from bar sales Money received from Prosecco sale after gala evening Wine/crisps bought (includes stock for gala evening) Ice Creams bought for gala evening |
92.00 28.00 120.00 (235.40) (46.56) (161.96) |
|---|---|
NB. Stock of 16 bottles of wine and 3 soft drinks remains
| NOTE 6 CDC Bill 2019 January February March April May September October November NOTE 7 NOTE 8 NOTE 9 NOTE 10 |
RURAL CINEMA 2020 Profit Door To CDC & DVD Profit (38.56) No outstanding CDC - - - 5.15 No film due to Covid - - - 28.86 “ “ “ - - - “ “ “ - - - No further films “ “ “ - - - due to Covid-19 “ “ “ - - - The Father 101.50 45.21 56.29 Dream Horse 108.00 O/S 108.00 Nomadland 87.00 O/S 87.00 296.50 (45.21) 251.29 DVDs bought x 3 (24.98) (9.99) (34.97) 271.52 (55.20) 216.32 SUNDRY INCOME 2020 2021 Sale of Speakers - 100.00 INSURANCE 2020 2021 Combined Annual Insurance 893.67 947.93 2020/2021 BUC Contribution (595.78) - 2021/2022 BUC Contribution -(631.94) 297.89 315.99 UTILITIES Water 311.31 270.65 Electricity 1,246.68 1,573.31 Broadband - 416.00 1,557.99 2,259.96 ADMIN, SUBS & FEES PRS/PPS Licence 139.80 91.75 Premises Licence 70.00 70.00 GRCC Subscription 25.00 (2020) - 25.00 (2021) - Caretaker Xmas Box 75.00 75.00 Secretary Honorarium 100.00 100.00 Wheelie Bin Licence 15.00 15.00 Treasurer Post/Stationery 7.80 44.61 457.60 396.36 |
Door - - - - - - 101.50 108.00 87.00 |
To CDC & DVD Profit - - - - - - - - - - - - 45.21 56.29 O/S 108.00 O/S 87.00 (45.21) 251.29 (9.99) (34.97) |
|---|---|---|---|
| - - - - - - 45.21 O/S O/S |
|||
| 296.50 (24.98) |
(45.21) (9.99) |
| NOTE 11 NOTE 12 NOTE 13 |
HALL IMPROVEMENTS & MAINTENANCE Raeburn repairs 422.03 - HiFi equipment replacement - 3,416.80 New Electrical Sockets and PAT testing -1,088.95 422.03 4,505.75 ROUTINE MAINTENANCE Pest Control 185.00 185.00 Window Cleaner 40.00 80.00 Chubb Fire Service 189.95 88.82 General Electrical Work 111.52 412.80 (EICR) Heating Service 540.00 190.00 Smoke Detector 25.74 - Shed Roofing 90.00 - General Maintenance 80.00 - Garden Maintenance - 100.00 Cleaning Products incl. Covid refills - 40.46 Cooker Cleaning - 90.00 Chair Cleaning - 60.00 1,262.21 1,247.08 SUNDRY Paper Towels/Clock/Flowers 132.19 - Covid-19 Health & Safety equipment 556.66 - Key Fobs/Window Lock Keys - 26.15 First Aid replacement stock - 32.42 Kettle - 24.99 Sink Tidy - 29.99 Outside Porch Lights - 30.00 Sale of Speakers - (100.00) 688.85 43.55 |
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BIBURY VILLAGE HALL MANAGEMENT COMMITTEE
– (acting on behalf of Bibury United Charities Church House Charity (registered Charity No. 224307
STATEMENT OF ACCOUNTS FOR THE YEAR 01.01.21 – 31.12.21
| 2020 £ 1,284.50 5.00 650.00 10,000.00 - - - 41.00 78.51 (23.00) 595.78 12,631.79 107.69 25.00 12,764.48 - 113.05 311.31 1,246.68 - 893.67 457.60 422.03 1,262.21 - 25.00 688.85 5,420.40 1.00 5,421.40 |
BANK INCOME 2021 £ Hire of Hall (note 1) 2,679.50 Hire of Equipment 90.00 Donations received (note 2) 72.20 Government Grants (note 3) 19,003.21 HALL FUND RAISING EVENTS (note 4) Harvest Supper 380.00 Harvest Supper Raffle 140.00 Christmas Fair 538.00 Bar at Events (note 5) 120.00 Rural Cinema (note 6) 271.52 Sundry (sale of speakers note 7) 100.00 BUC Insurance Contribution 631.94 24,026.37 SAVINGS ACCOUNT INCOME National Savings Account Interest 129.74 CASH INCOME Harvest Supper tickets - 24,156.11 BANK EXPENDITURE Events (note 4) 460.00 Rural Cinema (note 6) 55.20 Utilities(note 9) Water 270.65 Electricity 1,573.31 Broadband 416.00 Insurance (note 8) 947.93 Admin, Subs & Fees (note 10) 396.36 Hall Improvements/Maintenance (note 11) 4,505.75 Routine Maintenance (note 12) 1,247.08 Bar at Events (note 5) 281.96 Cash - Sundry (note 13) 143.55 10,297.79 CASH EXPENDITURE Rent for Cottage 1.00 10,298.79 Total income over expenditure: £13,857.32 |
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BANK RECONCILIATION
| LLOYDS BANK ACCOUNT Opening balance at bank 1stJanuary 2021 Cheques issued in previous year Income banked during the year Expenditure during the year Transferred to NS&I Savings Cheques issued but not banked at year end Closing balance at year end as statement CASH ACCOUNT Opening balance at 1stJanuary Income transferred from Lloyds Bank Account Cash Expenses during the year Balance in cash account NATIONAL SAVINGS ACCOUNT Opening balance at 1stJanuary Interest for 19/20 Interest for 20/21 Transfer from Lloyds Account Closing balance at year end TOTALS AT YEAR END LLOYDS BANK Less cheques issued in 2020 and cleared in 2021 Less cheques issued but not banked at year end Income banked but not cleared into account CASH IN HAND NATIONAL SAVINGS INCREASE IN ASSETS OVER PREIOUS YEAR: |
2020 9,512.37 (30.00) 9,482.37 12,631.79 22,114.16 (5,420.40) 16,693.76 5,000.00 11,693.76 25.00 11,718.76 0.95 25.00 25.95 1.00 24.95 13,461.38 107.69 - 5,000.00 18,569.07 Opening Balance 01.01.21 11,718.76 (25.00) 11,639.76 - 11,693.76 - 11,693.76 24.95 18,569.07 30,287.78 £13,857.32 |
2020 9,512.37 (30.00) 9,482.37 12,631.79 22,114.16 (5,420.40) 16,693.76 5,000.00 11,693.76 25.00 11,718.76 0.95 25.00 25.95 1.00 24.95 13,461.38 107.69 - 5,000.00 18,569.07 Opening Balance 01.01.21 11,718.76 (25.00) 11,639.76 - 11,693.76 - 11,693.76 24.95 18,569.07 30,287.78 £13,857.32 |
2021 11,718.76 (25.00) 11,693.76 24,026.37 35,720.13 (10,297.79) 25,422.34 - 25,422.34 - 25,422.34 24.95 - 24.95 1.00 23.95 18,569.07 - 129.74 - 18,698.81 Closing Balance |
2021 11,718.76 (25.00) 11,693.76 24,026.37 35,720.13 (10,297.79) 25,422.34 - 25,422.34 - 25,422.34 24.95 - 24.95 1.00 23.95 18,569.07 - 129.74 - 18,698.81 Closing Balance |
|---|---|---|---|---|
31.12.21 25,422.34 - - 25,422.34 - 25,422.34 23.95 18,698.81 44,145.10 |
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TREASURER …………………………………………………………….. CHECKED BY …………………………………………….. Mrs S Arnold Mrs J Brandon
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