Registered Charity No. 266611 ## **OLD SODBURY VILLAGE HALL** ## **REPORT OF THE TRUSTEES FOR THE YEAR ENDING 30 April 2022** The Trustees present their annual report and independently examined financial statements for the period ending 30 April 2022 and confirm they comply with the Charities Act 1993, as amended by the Charities Act 2006 and the Lease Deed. ## **REFERENCE AND ADMINISTRATIVE INFORMATION** Charity name: Old Sodbury Village Hall Charity Registration Nr: 266611 Administrative Address: Appleston Cotswold Lane Old Sodbury Bristol BS37 6NE **TRUSTEES OFFICERS** Rodney Gleed Ian Rowland Chair Jeremy Ross Roger Maclean Treasurer Ian Rowland Anthony Febry Secretary Kevin Williams ## **INDEPENDENT EXAMINER** Mary Parke (Retired Accountant) 2 The Orchard Westfield Park South Bath BA1 3HT **BANK:** National Westminster Bank 5 North Walk Yate BS37 4AG **OLD SODBURY VILLAGE HALL** ## **REPORT OF THE TRUSTEES FOR THE YEAR ENDING 30 April 2022** ## **STRUCTURE, GOVERNANCE AND MANAGEMENT** Old Sodbury Village Hall is constituted as a Charitable Trust registered with the Charity Commission in December 1973 under Charity Number 266611. It is governed by a Trust Deed last updated in November 2000. ## **ORGANISATIONAL STRUCTURE** The Village Hall is managed by a Committee which varies between 10 and 12 members. Currently two of the Trustees are active members of the Committee. The Committee meet together as a body monthly and are responsible for all decisions taken in relation to running and maintaining the Hall. Separate sub-committees are established on an adhoc basis to look after specific activities or fundraising events. ## **RECRUITMENT AND APPOINTMENT OF COMMITTEE MEMBERS** The existing Committee are responsible for the recruitment of new members. Where possible the Committee seek to have representatives from other community bodies including the Church, the primary school, WI and local clubs. Beyond this the Committee advertise to the local community seeking individuals who not only are willing to attend monthly meetings, but are also prepared to volunteer for fund raising activities. Potential committee members are invited to attend meetings with no commitment from either side, to allow them to see how the organisation works. If the potential candidate wishes to be considered and the committee agree, then they are proposed as new committee members at the next committee meeting. ## **RISK MANAGEMENT** As part of the development of the kitchen extension, the Committee have reviewed the fire risk assessment and have identified some items that will be addressed in the next period. Other risks relate to the fabric of the building and overall financing of the hall. For the building we ensure that our Building Insurance is kept up to date and the caretakers and Committee monitor the operational condition of the facility. Finances are reviewed at each monthly meeting. During normal operational periods this is merely to ensure that income is keeping pace with expenses and to transfer funds between accounts as necessary. During the construction works the finances have been more closely monitored to ensure that we do not progress building works that are beyond the funds that we have secured. As a condition of many of the grants that have been applied for, we have been prompted to update or establish various operational policies including: Privacy, Safeguarding, Equality & Diversity and Equal Opportunities. **OLD SODBURY VILLAGE HALL** ## **REPORT OF THE TRUSTEES FOR THE YEAR ENDING 30 April 2022** ## **OBJECTIVES** **The objectives of the Village Hall Committee are established in our founding Lease Deed as:** **To manage the premises- ‘for the purposes of a Village Hall for the use of the inhabitants of the parish of Old Sodbury in the County of Gloucester (hereinafter called ‘the area of benefit’) without distinction of political religious or other opinions including the use for meetings lectures and classes and for other forms of recreation and leisure time occupation with the object of improving the conditions of life for the said inhabitants’** The Committee seek to offer the hall for use by individuals, families, clubs and groups to the benefit of the local community. We further aim to maintain the hall to keep it in suitable condition for these services and where necessary to upgrade or develop the facility to meet changing demands and lifestyles. Beyond the specific management of the Village Hall, the Village Hall Committee have widened the scope of their activities to include other activities and facilities that directly benefit the local community. Examples of this include the refurbishment of the local phonebox to house a Defibrillator and book loan facility and the running of an annual Village Day which is now held on the local football field. ## **ACTIVITIES** In order to fund the ongoing maintenance and the occasional larger project, the Committee generate funds through hire charges for use of the hall and through fund raising events. These latter events might be held within the hall itself or elsewhere in the Village (eg: Village Day). Hire of the hall is comprised of a number of regular weekly bookings including toddler groups, bowls club and keep fit classes, and it is always our aim to maximise the utilisation of the hall in the week, both daytime and evenings. The pandemic has meant that we have lost some groups that had to stop and are no longer viable, but many have returned and are now operating as before. At weekends the bookings are more for one off events. Mostly private events like weddings, anniversaries, birthdays, christenings etc. Childrens parties in particular have been popular since the end of lockdown. We do also take some commercial bookings from local businesses. In some cases these are one off training or lecture events, others are more regular. One in particular has been running beautician training sessions in the hall for one or two days, once or twice a month. Our own fund raising events have been severely affected by the pandemic, but have started again, albeit initially on a smaller scale than pre-pandemic. The Village Day, held in September was aimed more at just the immediate village and without the stalls and entertainment that we have been expanding in previous years, but it proved very popular and with significantly lower expenses it was a financial success. Comedy Night an event that we have been running for several years now, was cancelled in 2020 and 2021, but resumed in April 2022. Having paid most of the cost of the event in 2020, but rolled the booking on, this was also a financial success. **OLD SODBURY VILLAGE HALL** ## **REPORT OF THE TRUSTEES FOR THE YEAR ENDING 30 April 2022** Bonfire Night, an event that had only been resurrected in 2019 and then cancelled in 2020 was brought back in 2021. Surprisingly despite not having fireworks, the turnout was excellent and the bar and food stands delivered a substantial profit. ## **STRATEGIES** In recent years many fund raising events arranged by the Village Hall Committee and other local groups have involved the putting on of meals for the attendees. As this type of function has become more ambitious it has highlighted the limitations of the existing kitchen facility. In 2019, the Committee agreed to investigate how we could improve the capacity and capability of the kitchen. A design was developed by a local architect and then we sought a Project Manager to price the works. The scale of this project was far more than anything that the Committee had tackled since the rebuilding of the hall in the 1970’s, but it was agreed that if we could get the funding then it would be a worthwhile project that would improve the facilities and make the hall suitable for a wider range of bookings. This project was completed in February 2022 and has so far proved very popular and very successful and it is our aim to promote this improved facility. ## **OLD SODBURY VILLAGE HALL** ## **REPORT OF THE TRUSTEES FOR THE YEAR ENDING 30 April 2022** ## **FINANCIAL REVIEW** ## Reserves Policy The Committee have previously worked on the principle of keeping at least £10K in our accounts to allow for reasonable emergency expenses and to cover running costs for up to 6 months. The Village Hall has no long term investments, so this policy works on the basis of having a reserve (deposit) account that we can use to top up the current account when necessary. We then have the further reserve of a Village 200 Club which is run as a separate entity, but is exclusively for the use and benefit of the Village Hall. ## Principal Funding Sources The main source of regular income for the Village Hall is hire charges for use of the hall. This year the income was £3,005 which is significantly less than the £9,572 reported in FY2018/19, but this was largely due to the aftermath of Covid at the beginning of the period and then the shutdown of the hall for the kitchen extension works. This income was supplemented by the Government ‘Omicron’ Covid grant in the sum of £2905. Our secondary source of income is fundraising events and the total raised through Village Day, Comedy Night and Bonfire Night was £2,910 which is similar to the £2,886 raised in FY2018/19. ## Funding of Capital Projects For larger capital projects, we have usually sought grant funding from local charities or private donors. Grant funding often comes with a stipulation that the applicant must match the funding or at least contribute a certain percentage of the required funds from their own reserves. In this reporting period the Committee undertook a project substantially beyond its own reserves and even the match or percentage funding requirement, would have been beyond our means. Fortunately and the main reason why the project was able to proceed was a donation from a local resident initially in the sum of £50,000. Having this money pledged to us, provided us with the seed funding that made applications to other grant making bodies, a more realistic proposition. A second grant of £50,000 from the Enovert Landfill Trust meant that we had already reached £100K against a target of £160K. Having this amount pledged, allowed us to pursue other smaller grant opportunities which together with a further donation from our local resident, gift aid on his donations, use of our own funds and a drawdown from the 200 Club, brought us to the required total. At the end of the period our total reserves had reduced to a total of £17,154, although with a liability for repayment of a personal loan in the sum of £5,000. The net total of £12,154 still leaves us with a reserve that will cover reasonable expenses and running costs. **OLD SODBURY VILLAGE HALL** ## **REPORT OF THE TRUSTEES FOR THE YEAR ENDING 30 April 2022** ## **STATEMENT OF TRUSTEES RESPONSIBILITIES** The Charity Trustees are responsible for preparing an annual report and financial statements in accordance with the requirements of the Charity Commission. The Trustees are responsible for keeping accurate accounting records and for preparing a statement of those accounts which can be made available to the public on request. The Trustees are required to select suitable accounting policies and then apply them consistently. The Trustees have chosen to prepare the accounts in a Payments and Receipts format. The Trustees are responsible for safeguarding the assets of the charity and hence taking reasonable steps for the prevention and detection of fraud and other irregularities. The Trustees for the purposes of charity law and who served during the year and up to the date of this report are set out on page 1. Approved by the Trustees and signed on their behalf by: Ian Rowland (Chair) 27 February 2023. ## **OLD SODBURY VILLAGE HALL** ## **REPORT OF THE TRUSTEES FOR THE YEAR ENDING 30 April 2022** ## **ACCOUNTS** ## **OLD SODBURY VILLAGE HALL** ## **REPORT OF THE TRUSTEES FOR THE YEAR ENDING 30 April 2022** **Charity Name No (if any) Old Sodbury Village Hall 266611** **Receipts and payments accounts For the period** Period start date Period end date **To from** 5/1/2021 4/30/2022 ## **Section A Receipts and payments** ## **Unrestricted Restricted Endowment Total funds funds funds funds** **----- Start of picture text -----**
to the nearest
to the nearest £ to the nearest £ to the nearest £
£
A1 Receipts
Hall Hire Income 3,005 - - 3,005
Business Support Grant (Covid) 2,905 - - 2,905
Grants for kitchen extension 65,650 - - 65,650
Donations 56,439 - - 56,439
Gift Aid 13,750 - - 13,750
Grant from 200 Club 9,000 - - 9,000
Proceeds from fundraising events 5,403 - - 5,403
Sundry Income 30 - - 30
Interest 4 - - 4
Temporary Loan 5,000 - - 5,000
161,186 - - 161,186
Sub total (Gross income for AR)
A2 Asset and investment sales,
(see table).
Sale of kitchen units 90 - - 90
- - - -
Sub total 90 - - 90
Total receipts 161,276 - - 161,276
A3 Payments
Caretaker costs 1,082 - - 1,082
Lighting, power and Heating (oil) 2,649 - - 2,649
Rates and Water 289 - - 289
General Repairs 944 - - 944
Hall equipment purchase 425 - - 425
Phonebox /Defibrillator 260 - - 260
Cleaning materials & consumeables 224 - - 224
Performing Rights Fees 290 - - 290
Licences 50 - - 50
Premises Licence 180 - - 180
Ground Rent 114 - - 114
Capital Project Costs 157,181 - - 157,181
Fundraising event expenses 2,062 - - 2,062
Building Insurance 899 - - 899
Sundry website costs 120 - - 120
Sub total [ 166,769 ] - - 166,769
A4 Asset and investment
purchases, (see table)
- - - -
- - - -
Sub total [ - ] - - -
Total payments 166,769 - - 166,769
Net of receipts/(payments) - 5,493 - - - 5,493
A5 Transfers between funds - - - -
A6 Cash funds last year end 22,547 - - 22,547
Cash funds this year end 17,054 - - 17,054
**----- End of picture text -----**
## **Section B Statement of assets and liabilities at the end of the period** ||||**Unrestricted**||**Restricted**| |---|---|---|---|---|---| |**Categories**|**Details**||**funds**||**funds**| |**B1 Cash funds**|Current Account
Reserve Account|**_Total cash funds_**|**to nearest £**
**5,928**
**11,126**
**-**
**17,054**|


|**to nearest £**
**-**
**-**
**-**
**-**| ||(agree balances|with receipts and payments
account(s))|OK|OK|| ||||**Unrestricted**||**Restricted**| ||||**funds**||**funds**| |**B2 Other monetary assets**|**Details**||**to nearest £**
**-**
**-**
**-**
**-**
**-**|



|**to nearest £**
**-**
**-**
**-**
**-**
**-**| |**B3 Investment assets**|**Details**||**Fund to which**
**asset belongs**|**Cost (optional)**
**-**
**-**
**-**
**-**
**-**|| |**B4 Assets retained for the**|**Details**
Bar stock||unrestricted
**Fund to which**
**asset belongs**|**Cost (optional)**
**-**|| |**charity’s own use**||||


|**-**
**-**
**-**
**-**| ||||**Fund to which**||**Amount due**| |**B5 Liabilities**|**Details**
Personal Loan||Unrestricted
**liability relates**|



|**5,000**
**-**
**-**
**-**
**-**
**(optional)**| |Signed by one or two trustees on
behalf of all the trustees|Signature||Print|Name|| ||||I Rowland||| **----- Start of picture text -----**
CC16a
**----- End of picture text -----**
## **Last year** ## **to the nearest £** **----- Start of picture text -----**
1,485
11,431
5,000
1,211
-
-
55
-
1
-
19,183
**----- End of picture text -----**
**19,183** **390 1,005 216 1,530 491 251 166 - 113 180 156 7,179 - 904 213 12,794** **12,794 6,389 - 16,158 22,547** **Endowment funds to nearest £ - - - -** OK ## **Endowment funds** **to nearest £** **-** **Current value (optional)** **-** **Current value (optional)** **-** **When due (optional)** **----- Start of picture text -----**
Date of
approval
2/27/2023
**----- End of picture text -----**
## **Independent Examiner’s Report to the Committee of Old Sodbury Village Hall** ## **I report to the Committee on my examination of the Accounts of Old Sodbury Village Hall** ## **for the Year ended 30[th] April 2022** ## **Responsibilities and basis of report** The Charity Trustees of Old Sodbury Village Hall are responsible for the preparation of the accounts in accordance with the requirements of The Charities Act 2011 I report in respect of my examination of the Charity’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act ## **Independent examiner’s statement** I have completed my examination. I confirm that no material matters have come to my attention in connection with my examination giving me cause to believe that in any material respect:- 1. Accounting records were not kept in respect of the Charity as required by section 130 of the Act or 2. The accounts do not accord with those records. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. Signed Mary Parke 2 The Orchard Westfield Park South Bath BA1 3HT 28[th] February 2023