**YATTON VILLAGE HALL MANAGEMENT COMMITTEE** TRUSTEES’ ANNUAL REPORT 2020-2021 Registered Charity No. 267874 Yatton Village Hall Management Committee: November 2021 Page 1 of 6 ## **1 Reference and administrative details** Charity Registration No: 267874 Charity Address: The Causeway, Yatton, North Somerset BS49 4HL Tel: 01934 832109 Email: admin@yattonvillagehall.co.uk Web: www.yattonvillagehall.co.uk ## **Charity Trustees:** Mr Mark Britten (Bridge Club) Mrs Lesley Casey (Pantomime) Mrs Margaret Edwards (Chairman and Village Representative) Cllr Wendy Griggs (Yatton Parish Council) Mrs Jennifer Harris (Fencing and Pilates) Cllr Jill Iles (Village Representative) Mr Jonathan Kelly (Yeo Valley Lions) Mrs Sandra Moloney (Secretary and Line Dancing) Mrs Joan Pittock (Yatton Horticultural Society) Mrs Susan Simmons (Treasurer and Village Market) Mrs Gill Taylor (Village Club) ## **2 Structure, Governance, and Management** The Hall was built in 1913 as a church hall, its foundation stone laid in April of that year. Following the building of a Chapter House extension to the Parish Church, the Hall was purchased by Yatton Parish Council to serve as a village hall. The status of the Hall and the arrangements for its management were set out in a Trust Deed dated the 21st of June 1974. The Management Committee is not an incorporated body. The ownership of the Hall remains vested in the Hall Trustees with Yatton Parish Council as ‘Custodian Trustee’. The Parish Council has no role in the management of the Hall other than appointing a representative to serve on the Management Committee as a Trustee. The management of the Hall is defined in the Trust Deed as administration by Committee “who shall be the Charity Trustees within the meaning of section 46 of the Charities Act 1960”. The Committee to consist of :- 1. A number of elected members calculated at a rate of one per thousand of the population in the area of benefit. To be elected at the Annual General Meeting. 2. Eighteen representative members appointed by local organizations and groups. [ _The majority of the original groups are no longer in existence._ ] 3. Provision for six co-opted members with the proviso that the number should always be less than those elected. Co-opted members to be appointed at a duly constituted meeting of the Committee. In more recent times the Management Committee has been made up of representatives of the organisations who are regular Hall users, elected members who fulfill the requirements of the Yatton Village Hall Management Committee: November 2021 Page 2 of 6 Trust Deed, and a representative appointed by the Parish Council. New Trustees are recruited via the organisation concerned when a vacancy arises or by the Management Committee via local advertising and formal acceptance by that Committee following the nominee’s agreement to serve in accordance with the Trust Deed and Charity Law. All the efforts of the Trustees, staff and volunteers, are directed to extending and improving the facilities the Hall has to offer local organisations and their members, or indeed members of the community who wish to hire the premises for family anniversaries and other celebrations. In short, the sole aim of the Management Committee is to ensure that its activities, aims and objectives are directed at all times towards maintaining and increasing public benefit – its sole reason for its existence. ## **3 Financial Review** The overall financial situation shows an increase in balances compared to last year’s figures. The annual accounts for the year ending 31[st] March 2021 show assets of £21,539. A significant amount of this total is made up of grants received from North Somerset Council to mitigate the loss of income caused by the COVID-19 pandemic. The total amount of income received from room hire charges and rent was only £6,040 so it is clear that without the grants the Hall would not have survived. The Village Hall Administrator, Mr Maurice Moloney, followed Government guidance and instituted a COVID-19 protocol for hirers to follow when they were able to return. A few hirers returned during the periods between lockdowns but the majority did not return until the Government officially ended lockdown restrictions. Some hirers have not yet returned, but have stated their intention to do so in the future, eg the Pantomime Group. The Hall is now operating in the main as a “cashless” organisation using bank transfers as a means of payment. The Committee would like to thank the Hall Administrator for all the work he has done during the pandemic, especially in applying for available grants for community buildings, instituting the COVID-19 protocol and keeping hirers up to date regarding the on-going situation. The Committee is very grateful for the on-going support of regular hirers, local groups and businesses. The Management Committee endeavours to: - Increase the number of hirers; - Keep the wage bill and hours worked by staff in balance with the needs to allow bookings to be made easily and the premises’ cleanliness maintained at a high standard; - Continue to undertake as much repair and maintenance ‘in-house’ as is practicable; - Monitor all expenditure that has to be approved by members of the ‘executive’ before cheques are signed by two of three authorized Trustee signatories; - Monitor the use of gas, water, and electricity and put in hand schemes to reduce usage of energy the cost of which is a significant drain on the Committee’s funds, and improve the Charity’s carbon footprint. Yatton Village Hall Management Committee: November 2021 Page 3 of 6 **Reserves policy** . The Hall Management Committee’s financial reserves, acquired at the time of the ‘split’ between Village Hall and Social Club in 1996/7, upon advice from the Charity commission, have been largely expended on a programme of essential renovations and improvements between 2002 – 2007 at a cost over £30,000, in order to keep the Hall premises, now over one hundred years old, legal, safe, and insured. It is the policy of the Management Committee to increase its reserves. This will be achieved through increasing revenue by the reasonable and periodic enhancement of hire charges and increased lettings, at the same time constraining expenditure in order that a sum approaching £7,000 – £8,000 might be secured as a basis to fund a reasonable maintenance programme commensurate with the age and condition of the building. This policy will normally be reviewed biennially by the Management Committee but at other times should circumstances dictate. The income of the Committee derives solely from the hire of the Hall premises and from most welcome occasional grant aid and generous donations. ## **The Committee’s professional advisers are:** **Bankers** : Lloyds TSB, 16 The Triangle, Clevedon, BS21 6NG **Independent Examiner** : Stuart A. Griggs (Accountant), 99 High Street, Yatton, Bristol BS49 4DR **Insurers** : Ansvar Insurance Company Limited, Ansvar House, St Leonard’s Road, Eastbourne, East Sussex BS21 3UR via brokers Norris and Fisher Ltd, 59 Abbey Enterprise Centre, Premier Way, Romsey, Hampshire SO51 9DF ## **4 Objectives and Activities** The Trust Deed states the primary objective: ‘the Trust Property shall be held upon trust for the purposes of a village hall for the use of the inhabitants of the civil Parish of Yatton in the County of Avon without distinction of political, religious or other opinions including 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 Hall is available for use seven days a week. The nature of activities undertaken has changed over the years. The following groups now use the Hall on a regular basis:- Age UK (SSSS – Stay Strong Stay Steady) Art Classes Badminton Groups (several) Boxfit Bridge Club Clevedon Wargamers Fencing Karate Keep Fit Groups Line Dancing Messy Creators Pantomime Group Pilates Skittle Teams (several) Somerset Company of Arms Table Tennis Yatton Village Hall Management Committee: November 2021 Page 4 of 6 Tae Kwon Do Tiny Tots Football Village Monthly Market Yatton Horticultural Society Yeo Valley Lions Yoga (Sacred Space and Treesyoga) Yatton Village Social Club - A discrete organisation (Registered Friendly Society No. 28159R) that pays an Occupancy Charge as detailed in a Memorandum of Joint Understanding and Agreement (November 1996). In addition, the Hall is hired for private parties, training events, charity events, meetings. Our local MP, Dr Liam Fox holds his surgeries in the Hall, and North Somerset Council hire the Hall for use as a polling station. ## **5 Achievements and Performance** The most significant achievement of the past year is that the Hall was able survive the COVID-19 pandemic as stated earlier, largely due to the Hall Administrator accessing the North Somerset Grants that were made available for community buildings The Hall continues to provide a venue for a wide range of groups and organisations and serves all age groups in the community in a variety of ways. A glance at the weekly online schedule shows activities for the very young including musical groups and football, sporting opportunities for all ages, keep fit and dance, art classes and bridge club and community groups. The Hall is also used for seasonal events including the horticultural shows and the monthly village market. An ongoing programme of repair and maintenance has included work on two roof leaks, one above the small meeting room and the other in the Social Club. In addition, the overgrown vegetation alongside the rear of the building has been cleared. Recently a new external light has been fitted close to the entrance on the side of the building, which has significantly increased the visibility of the area in front of the building and the steps leading up to the front door. The Hall web site, www.yattonvillagehall.co.uk, online calendar and corporate e-mail address, admin@yattonvillagehall.co.uk, continue to be great assets, bringing in new hirers and enabling quicker resolution of any queries. This makes administration of the Hall a much more streamlined operation giving a more businesslike appearance to the organization. Yatton Village Hall Management Committee: November 2021 Page 5 of 6 ## **6 The Future** With the on-going housing developments in the village over the coming years, it is hoped that the Village Hall will be able to meet the requirements of our expanding local community. The Trustees offer their sincere thanks to everyone who has helped in any way, however slight the individuals concerned think that might have been, over the past year to enable the Management Committee to continue to offer to the local community the facilities now and in the foreseeable future. Special thanks go to the Treasurer, the Secretary and the Hall Administrator Mr Maurice Moloney. The members of the Management Committee are put forward by the regular hirers of the building and form the Trust with an appointee from the Parish Council and members who volunteer as village trustees. A significant issue for the future management of the Hall is that in recent years it has become increasingly difficult to find volunteers who are willing to undertake such work. Yatton Village Hall Management Committee: November 2021 Page 6 of 6 YAThON VILLAGE HALL ACCOUNTS 31 MARCH 2021 Regk8lefwJ Charity Number 267874 YArroN VILLAGE HALL Independent Examinerfs Report l ￿port on the accounts of the Charity for the year ended 31 March 2ff21. are set&Jt on pages 2 and Responsibilitse$ arKI basis of report As the charity trustees of Yatton Village Hall you are reswnsible for the preparab.on of the accounts in accordance vAth the Charities Ad 2011 Ilhe Acfl. I report in respect of my examinab.on of Yatton Viltage Hall's ac(xJunts carried out under section 145 of the 2011 Act and in (atrying out my examinab.on have followed the applicable Directhons given by the Charity Commission under seclion 14515)Ibl of Ihe Act. Independent Examinerfs Ststement I have completed my examination. I confirm that no material matters have c¢)me to my attention in ￿n￿e￿on with the examinab.on 9wing me cause to believe that in any material resFed.' A￿U￿tIng records weie not kept in respect of Yatton Village Hall as required by section 130 ofthe Act., or 2. The accounts do not accord with those records. I have no concems and have come across no other tllatters in connection the examinatyon to whid) Itention should be drawn in this report in order to enable a proper understa￿ling of Ihe accx)unts to be reached. Signed 11 August 2021 Louise Goodrum FMAAT, AAT G￿9g5 Goodrum Chsrteied Accountants 99 High Street Yatton Brist BS49 4DR YArroN VILLAGE HALL Accoun18 lor the yoar •nd•d 31 M•r¢h 2021 Re￿Ipts and Paym•nt8 Account Ineomo Roc•lpts 2021 2020 Room hire charges Rent - Yatton village club Donations Fundratsing for new kitchen (Restrthd Fund) Covid grants Bank interest 3340 2700 15853 10800 430 19431 Totsl Rocèipls 26473 27089 Dlrect Charll•ble Expgndlturn Repairs and maintenanrA & bulljlng Lighting and heats.ng Water charges Wages- cleaner and c8rèlaker Insuranco Cleaning m818rlals Li¢ences 710 2348 7460 1575 6226 1869 1356 356 21190 629 4200 824 9S8 14347 Othttr txpendlture Equipment Stats'onery. printing and postage Telephone Fees- admlnlsiraior InLlependent examiners 100$ 220 1128 889 5208 380 6697 27887 380 3792 18139 Totsl P¥ymonl• Net deflcltl•urplu8 lor th• ye•r Cash and bank balances al 31 March 21r20 7334 14205 -798 15003 Cash and bank balqnc•s at 31 Ma￿kn 2021 21539 14205 YArroN VILLAGE HALL Accounts for tho year ondod 31 March 2021 St*wnont of A8s•ts and Uablltties at 31 Mawch 2021 2021 2020 Cash Funds Bank and cash balan¢ Lloyds bank current account Lloyds bank fixed term d•m"t ￿OUnt 12154 9385 2823 11382 Total 21539 14205 Othar monètsry a88•t• Due from Hall hire Insurance Ipre-payment) 219 1401 Llabllltl Exp8nses Incurred but not yet PAKI lulilrtiesl 701 1334 These aceounls ￿re approved by the trustees on and were s￿ned on their behalf by. Mr• M Edward0 Chairman Mr8 S Slmmon# Treagurpr YAThON VILLAGE HALL ACCOUNTS 31 MARCH 2021 Regk8lefwJ Charity Number 267874 YArroN VILLAGE HALL Independent Examinerfs Report l ￿port on the accounts of the Charity for the year ended 31 March 2ff21. are set&Jt on pages 2 and Responsibilitse$ arKI basis of report As the charity trustees of Yatton Village Hall you are reswnsible for the preparab.on of the accounts in accordance vAth the Charities Ad 2011 Ilhe Acfl. I report in respect of my examinab.on of Yatton Viltage Hall's ac(xJunts carried out under section 145 of the 2011 Act and in (atrying out my examinab.on have followed the applicable Directhons given by the Charity Commission under seclion 14515)Ibl of Ihe Act. Independent Examinerfs Ststement I have completed my examination. I confirm that no material matters have c¢)me to my attention in ￿n￿e￿on with the examinab.on 9wing me cause to believe that in any material resFed.' A￿U￿tIng records weie not kept in respect of Yatton Village Hall as required by section 130 ofthe Act., or 2. The accounts do not accord with those records. I have no concems and have come across no other tllatters in connection the examinatyon to whid) Itention should be drawn in this report in order to enable a proper understa￿ling of Ihe accx)unts to be reached. Signed 11 August 2021 Louise Goodrum FMAAT, AAT G￿9g5 Goodrum Chsrteied Accountants 99 High Street Yatton Brist BS49 4DR YArroN VILLAGE HALL Accoun18 lor the yoar •nd•d 31 M•r¢h 2021 Re￿Ipts and Paym•nt8 Account Ineomo Roc•lpts 2021 2020 Room hire charges Rent - Yatton village club Donations Fundratsing for new kitchen (Restrthd Fund) Covid grants Bank interest 3340 2700 15853 10800 430 19431 Totsl Rocèipls 26473 27089 Dlrect Charll•ble Expgndlturn Repairs and maintenanrA & bulljlng Lighting and heats.ng Water charges Wages- cleaner and c8rèlaker Insuranco Cleaning m818rlals Li¢ences 710 2348 7460 1575 6226 1869 1356 356 21190 629 4200 824 9S8 14347 Othttr txpendlture Equipment Stats'onery. printing and postage Telephone Fees- admlnlsiraior InLlependent examiners 100$ 220 1128 889 5208 380 6697 27887 380 3792 18139 Totsl P¥ymonl• Net deflcltl•urplu8 lor th• ye•r Cash and bank balances al 31 March 21r20 7334 14205 -798 15003 Cash and bank balqnc•s at 31 Ma￿kn 2021 21539 14205 YArroN VILLAGE HALL Accounts for tho year ondod 31 March 2021 St*wnont of A8s•ts and Uablltties at 31 Mawch 2021 2021 2020 Cash Funds Bank and cash balan¢ Lloyds bank current account Lloyds bank fixed term d•m"t ￿OUnt 12154 9385 2823 11382 Total 21539 14205 Othar monètsry a88•t• Due from Hall hire Insurance Ipre-payment) 219 1401 Llabllltl Exp8nses Incurred but not yet PAKI lulilrtiesl 701 1334 These aceounls ￿re approved by the trustees on and were s￿ned on their behalf by. Mr• M Edward0 Chairman Mr8 S Slmmon# Treagurpr