**YATTON VILLAGE HALL MANAGEMENT COMMITTEE** TRUSTEES’ ANNUAL REPORT 2021-2022 Registered Charity No. 267874 Yatton Village Hall Management Committee: September 2022 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.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) – resigned November 2021 Ms Juley Howard (Village Market) Mr Jonathan Kelly (Yeo Valley Lions) Mrs Sandra Moloney (Secretary and Line Dancing) Mrs Joan Pittock (Yatton Horticultural Society) - resigned November 2021 Mrs Susan Simmons (Treasurer and co-opted Trustee) 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: September 2022 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 a slight decrease in balances compared to last year’s figures. The annual accounts for the year ending 31[st] March 2022 show assets of £21,122. This is a deficit of £417 compared to £21,539 for the ending 31[st] March 2021. The total income received from room hire charges and rent was £17,285, a significant increase from the previous year which saw a number of lockdowns due to the COVID-19 pandemic. However without the support of the COVID-19 grants received from North Somerset Council totalling £12,467 during the financial year 2021-22 the Hall would not have been financially viable. A number of pre-covid hirers have failed to return to hiring the Hall but we have welcomed some new groups including Latin Dance, a Fitness Class, and an additional Badminton Class and regular private hirers. 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. **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 Yatton Village Hall Management Committee: September 2022 Page 3 of 6 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) Bridge Club Fencing Fitness Class Karate Keep Fit Groups Latin Dance Line Dancing Messy Creators Pilates Skittle Teams (several) 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 Yatton Village Hall Management Committee: September 2022 Page 4 of 6 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 has been to return to the pre-covid operation of the Hall. Although we have lost a number of regular hirers as previously stated we have attracted some new groups. The refurbishment of the floor in the main hall and the re-instatement of the badminton court has made a considerable improvement to the décor of the building and made it a more attractive venue for hirers. 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. The Village Hall website has been completely rebuilt with a fresh new look and a new website address www.yattonvillagehall.uk . Our 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. ## **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. Undoubtedly the Hall will be faced with new challenges especially with the enormous increases in energy costs. It will be a very delicate balance to fund the increases which we will have to pass on to the hirers without losing their custom. A successful application has been made for a grant from Yatton Parish Council. A Bluetooth sound system and a hearing loop system will be installed in the main hall in the autumn which will be of benefit to hall users and hopefully attract new hirers. The list of regular hirers continues to evolve. New hirers include Senshinryu Karate, Ballroom Practice, Yoga and Circus Fitness, Little Green Home Child Care and Tae Kwon Do Juniors. 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 Yatton Village Hall Management Committee: September 2022 Page 5 of 6 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: September 2022 Page 6 of 6 YArroN VILLAGE HALL ACCOUNTS 31 MARCH 2022 Registered Charity Number 267874 YArroN VILLAGE HALL Indgpgndent Ex¥mlngVs Report I report on the accY)urrts of the Chwity for the yew ended 31 M•rth 2022, are set (yjt on pap&s 2 and R•sponslbllltle• and bulj of rnport As the chanty trustees of Yatton Village Hall you are re¥￿ible for the preparalion of xcounts in 8¢￿rdance wlh the Chorit*s AL# 2011 Cthe W. I report in respect of my examination of Yatton Vill8ge H￿r$ acc£*Jnts canied out under section 145 oflhe 2011 Act and in car￿.n9 out my examinaljon have fdlo*pd 811 Ihe appltsble DireKtions given by the Charity Commi88ion under Section 14515)(bl ofthe Ac*. Ind•p•nd•nt Ex•min•rf• Slat•m•nt I havo completed my ex8min8b"on. I c￿fiM7 th8t no malwial m8tters h8ve come to my altention in connedion wrth the examinalbon gNlng me cause to belltsve that in any m8teri81 res￿.. 1. Acctsjntlng rec¢rf8 not kept h ieipecl ofyalkn VW Hall 88 requirnd ty seL*)n 130 ofthe I hav& no concems and have come auoss no other mattorn in oJnnKUon with exomln8llon to whth attenlion should be drawn in this rep)rt In Ofderto enable a yoper underslarKling of the a(tsunt8 to be ¢hod. Slgn 4 July 21Y22 uise Goodrum FMAqT, A4T Griggs Gocrfjrum Chartered Accounlar 99 High Street Yatton BS49 4DR YArroN VILLAGE HALL Accounts for the year end¢d 31 March 2022 Roceipts and Paymortts A¢¢ount 2022 2021 Income Re¢elpts Room hire charges Rent- Yatton vill￿e club Lottery Irestrictedl Insurance claim Covid grants Bank interest 10085 72fyJ 3340 2700 1815 12467 19431 Total R8c•lpts 31728 25473 Dlrect Charitabl• Exponditurn Repairs and maintenance & building Lighting and heating Water charges Wages - cleaner and caretaker Insurance Cleaning materials Licences 9497 7073 710 629 4200 824 958 560 14347 5580 1633 26023 other expendltur• Equipment Slalionery, printing and posta3e Telephone Fees - administrator Independent examine¢$ fees 1142 1128 2284 380 3792 18139 6122 32145 Totsl Paym•nts Not deflclV8urplu8 for the year Cash and bank balances at 31 March 2021 417 21539 7334 1420S Cash and b•nk balances at 31 March 2021 21122 21539 YAThON VILLAGE HALL Accounts for the yur ondod 31 March 2022 Statomfrnt of Asoots and Llabllltl88 at 31 March 2022 2022 2021 Cash Funds Bank and cash b81ances Lloyds bank current account Lloyds bank fixed 18rm deposrt account 11736 9386 12154 9385 Total 21122 21539 Other monetary a880ts Due from Hall hire 2269 Llabllltl Expenses incurred but not yet paid lubl￿e$l 701 These accounts were approved by the trustees on and were syned on their behalf by.. Mrs M Edwanl• Chaimian Mrn S Slmmon8 Treasurer YArroN VILLAGE HALL ACCOUNTS 31 MARCH 2022 Registered Charity Number 267874 YArroN VILLAGE HALL Indgpgndent Ex¥mlngVs Report I report on the accY)urrts of the Chwity for the yew ended 31 M•rth 2022, are set (yjt on pap&s 2 and R•sponslbllltle• and bulj of rnport As the chanty trustees of Yatton Village Hall you are re¥￿ible for the preparalion of xcounts in 8¢￿rdance wlh the Chorit*s AL# 2011 Cthe W. I report in respect of my examination of Yatton Vill8ge H￿r$ acc£*Jnts canied out under section 145 oflhe 2011 Act and in car￿.n9 out my examinaljon have fdlo*pd 811 Ihe appltsble DireKtions given by the Charity Commi88ion under Section 14515)(bl ofthe Ac*. Ind•p•nd•nt Ex•min•rf• Slat•m•nt I havo completed my ex8min8b"on. I c￿fiM7 th8t no malwial m8tters h8ve come to my altention in connedion wrth the examinalbon gNlng me cause to belltsve that in any m8teri81 res￿.. 1. Acctsjntlng rec¢rf8 not kept h ieipecl ofyalkn VW Hall 88 requirnd ty seL*)n 130 ofthe I hav& no concems and have come auoss no other mattorn in oJnnKUon with exomln8llon to whth attenlion should be drawn in this rep)rt In Ofderto enable a yoper underslarKling of the a(tsunt8 to be ¢hod. Slgn 4 July 21Y22 uise Goodrum FMAqT, A4T Griggs Gocrfjrum Chartered Accounlar 99 High Street Yatton BS49 4DR YArroN VILLAGE HALL Accounts for the year end¢d 31 March 2022 Roceipts and Paymortts A¢¢ount 2022 2021 Income Re¢elpts Room hire charges Rent- Yatton vill￿e club Lottery Irestrictedl Insurance claim Covid grants Bank interest 10085 72fyJ 3340 2700 1815 12467 19431 Total R8c•lpts 31728 25473 Dlrect Charitabl• Exponditurn Repairs and maintenance & building Lighting and heating Water charges Wages - cleaner and caretaker Insurance Cleaning materials Licences 9497 7073 710 629 4200 824 958 560 14347 5580 1633 26023 other expendltur• Equipment Slalionery, printing and posta3e Telephone Fees - administrator Independent examine¢$ fees 1142 1128 2284 380 3792 18139 6122 32145 Totsl Paym•nts Not deflclV8urplu8 for the year Cash and bank balances at 31 March 2021 417 21539 7334 1420S Cash and b•nk balances at 31 March 2021 21122 21539 YAThON VILLAGE HALL Accounts for the yur ondod 31 March 2022 Statomfrnt of Asoots and Llabllltl88 at 31 March 2022 2022 2021 Cash Funds Bank and cash b81ances Lloyds bank current account Lloyds bank fixed 18rm deposrt account 11736 9386 12154 9385 Total 21122 21539 Other monetary a880ts Due from Hall hire 2269 Llabllltl Expenses incurred but not yet paid lubl￿e$l 701 These accounts were approved by the trustees on and were syned on their behalf by.. Mrs M Edwanl• Chaimian Mrn S Slmmon8 Treasurer