## **North Baddesley Village Hall** Registered Charity No. 301904/1 ## **Trustees’ Annual Report** 1[st] April 2021 – 31[st] March 2022 Chair of Trustees: David Middlewick Tel: 02380 736867 Email: contactNBVH@gmail.com ## **Names of Trustees** Raymond Martin President David Middlewick Chair Eric Jones Treasurer Alison Middlewick Booking Secretary Neil Godfrey Men’s Shed Anthony Church Rosemary Williams Grounds and Floral Care Wendy Knight MBE Red Cross ## **Sources of advice and support** Trustee Savings Bank, Romsey Branch Hampshire County Council Test Valley Borough Council North Baddesley Men’s Shed North Baddesley Parish Council NBVH Trustees’ Annual Report 1 April 2021 – 31 March 2022 Page 1 ## **Governance** North Baddesley Village Hall was established as a charity by a conveyance and Trust Deed dated 8[th] November 1946. Land, adjacent to the old Village Post Office on the south side of the A27, was given to the village by Miss Edith Chamberlayne, owner of Chamberlayne Estates and a Village Hall was built as a community project by villagers. The Hall was well used until 1991. The Hall site was then exchanged for a new Village Hall to be built on Chamberlayne Estate land on the north side of the A27. Agreement was made between the Village Hall Trustees and Edith Chamberlayne’s niece, Mrs Penelope Chamberlayne McDonald, who opened the New Village Hall on 20[th] February 1991. The deeds for the new site are vested in the protection of the Custodian of the Charities Commission, which is based in Taunton, Somerset. In 1995, part of the building was leased to the British Red Cross with the full approval of the Charities Commission. The stage and green room have been converted with full agreement of the Trustees and the Management Committee for use as workshop and storage for use by the North Baddesley Men’s Shed and the Village Hall Volunteers who carry out ad hoc maintenance of the hall. ## **Appointment of Trustees** The Trust Deed governs the appointment of trustees and the management of the charity. Five trustees are elected at the Annual General Meeting held in October. In addition, each group nominates one committee member, up to a maximum of seven. The five trustees and up to seven group representatives form the Management Committee of the Village Hall, which has the power to co-opt up to three further trustees. All trustees retire from office at the end of the next Annual General Meeting. Retiring trustees may be re-elected or re-appointed. ## **Policies and Procedures** To guide the Management Committee in exercising its duty of care to members, employees and users of the hall, the following policy statements have been adopted: - Health & Safety Policy - Child Protection Policy - Vulnerable Adults Policy - CCTV Policy NBVH Trustees’ Annual Report 1 April 2021 – 31 March 2022 Page 2 ## **Hiring Agreement** Use of the village hall is subject to a Hiring Agreement which must be agreed by the hirer when booking. The hiring agreement sets out the conditions of hire and identifies the respective responsibilities of each party to the agreement. ## **Licences** The hall has a Premises Licence (not including alcohol) and is registered with the local authority for small society lotteries. The hall is licensed by the Performing Rights Society. ## **Risk Management** ## **Insurance** The Village Hall is insured by Ansvar Insurance with respect: Property damage (buildings insurance): £1,207,000 Contents: up to £19,384 Electronic and computer equipment: £1,099 Public liability: £5,000,000 Employers’ liability: £10,000,000 Legal expenses: £250,000 All risks: £2,339 Business interruption (loss of income): £60,000 Public & products liability (libel & slander): 500,000 Property owner’s liability: £5,000,000. The Management Committee recognises that it is under a legal obligation to protect the building, its users, and employees through adequate and appropriate insurance. ## **Building Issues** A building condition survey is undertaken at 5-year intervals by a qualified surveyor. The gas boiler, installed in October 2012, is serviced annually. The mains electrical installation is checked by a qualified engineer every 5 years, being due April 2024. A fire safety risk assessment is updated annually by the members of the Committee, which needs to be approved by the Management Committee. The fire alarm and firefighting appliances are serviced annually by specialist contractors. North Baddesley Men’s Shed carry out ad hoc tasks in the hall. Volunteers from the Committee carry out other regular maintenance checks. NBVH Trustees’ Annual Report 1 April 2021 – 31 March 2022 Page 3 ## **Objectives of the Charity** Provision of a village hall for the benefit of the inhabitants of the Parish of North Baddesley without distinction of sex, sexual orientation, age, disability, nationality, race or political, religious, or other opinions. Use of the village hall for meetings, lectures and classes or other forms of recreation and leisure time occupation in the interests of social welfare and with the object of improving the social conditions of the life of the inhabitants. The Trustees consider these objectives to be consistent with Charity Commission guidance on providing for the public benefit as shown in the list of activities pursued this year. ## **Principal Activities in pursuit of Objectives** The hall is in use most days of the week for a variety of activities including Mother & Toddler Group, Yoga, Line Dancing, Short Mat Bowls, Slimming World, Tai Chi, Women’s Institute, Painting Circle, Dance Lessons, Men’s Shed and Taekwondo. The hall is available for hire for private functions including children’s parties, wedding receptions, funeral teas, village social functions and occasional fund-raising fayres. ## **Funding Strategy** It is the strategy of the Trustees to manage the revenue budget on a self-financing basis. The contributions made by users of the hall are set to achieve the day to day running costs. The management committee also source grants and organise fundraising activities to improve the facilities. ## **Volunteers’ Effort** The Hall provides The Men’s Shed with facilities, tools, and materials for them to carry out voluntary regular maintenance of the hall, along with supervising specialist contractors when required. The management committee members give time each week to cover routine tasks such as bookings, financial management, and maintenance. In addition, trustees attend monthly meetings, organise, and run fund raising events. ## **2021/2022 Achievements** Stage barrier installed to reduce the risk of falls during children’s parties and to create additional storage space, Handrails installed for Ballet and Taekwondo classes. Sign installed to identify Red Cross entrance so door can be kept closed to maintain heat. Dilapidated decking removed. NBVH Trustees’ Annual Report 1 April 2021 – 31 March 2022 Page 4 Soffits replaced with UPVC to replace the previous boarding that had failed. Web site updated. Commemorative tree and plaque installed in recognition of the 2020/21 Pandemic Commemorative tree and plaque installed in recognition of the platinum jubilee Commemorative tree and plaque installed in recognition of the Hall’s 30[th] anniversary Fencing installed to enclose garden area for the hirers and their children. ## **Reserves Policy** The charity had £24,155.82 in the bank as unrestricted reserves at the year end. This cash is available for unforeseen expenditure in relation to building maintenance or urgent furniture or equipment replacement. It is the Trustees’ policy to maintain unrestricted reserves of between 30% and 80% of annual revenue budget expenditure. The Trustees are responsible for the maintenance of the village hall and from time to time this involves major works far in excess of cash reserves held. On identifying such major works, fund raising is undertaken with the object of meeting the costs in full (i.e., without needing a loan). Such funds would be restricted. There are no restricted funds in hand. ## **Future Plans** The elected officers advertise to recruit new members of the committee and add trustees to replace retiring Members, as necessary. The utilities and maintenance provided to British Red Cross who pay a peppercorn rent for part of the building are charged as a percentage of cost to the village hall have not been received, the outstanding debit is to be resolved. New external notice board to advertise the hall groups that use the hall is to be provided. Landscaping of the previous decking area to be undertaken. Committee members to arrange events to meet future expenditure for the upkeep of the hall, and to continue to look for grants. ## **The trustees declare that they have approved the trustees’ report above.** ## **Signed on behalf of the charity’s trustees** ## **Signature(s)** David Middlewick NBVH Trustees’ Annual Report 1 April 2021 – 31 March 2022 Page 5 |**Position**|Chairman| |---|---| |**Date**|| |**Signature(s)**|**Eric Jones**| |**Position**|**Treasurer**| |**Date**|| NBVH Trustees’ Annual Report 1 April 2021 – 31 March 2022 Page 6 North Baddesley Village Hall Financial Statement for the year ended 31st MARCH 2022 North Baddesley Village Hall Financial Statement for the year ended 31 March 2022 Receipts & Payments Account 2022 2021 Receipts Hall Bookings (Note 41 24,949.25 10,471.50 Interest Received Bank Aeeount-lnstsnt Access 53.35 108.96 53.35 108.96 Other Income Grants Llcence Refund Donatien Gas Refund (Note 5) 10.667.L 20,407.43 565.31 150.CKI 305.¢ 302.09 11.274.09 21,122.74 Total Receipts Ito next pa8e 36,276.69 31,703.20 North Baddesley Village Hall Financial Statement for the year ended 31 March 2022 Receipts & Payments Account 2022 2021 Recelpts Ifrom prevlous pagel 36.276.69 31,703.20 Payments Cjretskers, Wages Booklng Secretsrys, Wages Treasurer Water Insurance Heat and Llght Repalrs,Renewals & Maintenance Sundrles inc Licences Stationery, Postsge & Intemet {Inc Web sttel Attountsncy Examination Cleaners Refuse CollÈctlon Refunds 2,400.IX) 1,200.CKJ 600.LMJ 2,400.00 1,2(K).00 600,00 825.00 1,112.53 1,779.IXI 6,894.91 47.50 1,057.17 170.00 1,092.47 394.74 278.00 (Dote 61 1,054.15 2,280.23 27,241.53 496.45 411.80 170.00 5,177.89 583.24 560.00 Totsl payments {note 41 42,175.29 17,851.32 Deficit/Surplus for the Year -5,898.60 13,851.88 Monetary Assets at l April 2021 30,054.42 16,202.54 MonetaryAssets at 31 March 2022 24,155.82 30,054.42 North Baddesley Village Hall Financial Statement for the year ended 31 March 2022 Statement of Assets and Liabilities Monetary Assets - at C05t T5B Treasurers Account TSB Busines5 In5tsnt Aectss Cash in Hand 6.291.78 17,815.53 48.51 Total MonetsryAssets 24,155.82 Debtors and Prepayments Owed from 8ookinqs Prepaid Utllltles/Webs)te 2,638.00 360.28 Total Debtors and Prepayments 2,998.28 Liabilities A¢¢ruals for Utilities and Services 280.77 Totsi Llabllltles 280.77 Non-monetary A55ets all, Car Park, Land 220,277.74 The Willage Hall Management Committee have, over the years. paid for improvements in facilitie5 at the Hall and purchased internal Fixtures, Frtting5 and Equipment. Apart from ongoing use in the hall, these items do not carry any material financial value. North Baddesley Village Hall Financial Statement for the year ended 31 March 2022 Notes to the Financial Statement l Thls Flnancial Statement has been prepared In a¢mrdancè wth the guidance issued by the Charlty Commissioners to ¢omply wlth the provlslon$ of the Charitles Act 2011 (the Act). 2 The forniat of the Financial Stotement agreed bythe Committee is that recommended for Charitles of our size and comprise5 a Receipts and Payments Account together with Statement of Assets. 3 A complete audlt is only reoulred for larger Charitie5 and the Commlttee have agreed to the provision of an Independent Examlnation, as specified in the Act, which wlll provide suitable assurances on the records and Financial Ststement. The report of the Independent Examiner forms part of this Fln?n¢l81 Statement 4 Durlng the year to 31st March 2021 the Hall was Closed for long perlods due to Covid 19 re5trlctlons . as a consequence comparison5 between 2022 and 2021 are meaningless. 5 Test valley Borough Couneil granted the Hall £10,667.00 as reFopening grants, followlng COVID closures In 2021. 6 As a consequence of the closures In 2021 the Hall had a sl8nlficant credit ￿th the water Company that covered the charges for 2022. North Baddesley Village Hall INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES I report to the charity truste8s on my examination of the acwunts of the chartty for the ye8r ended 31 March 2022. Responslbllltles and basls of report AS the charfty's trustees you are responsible for the preparation of the accA)unts in accordance wfth the requirements of the Charities Act 2011 (the Act). I report in resped of my examination of the chanty's accounts carried out under section 145 of the Act and in Carrying out my examination I have followed the applicAble directions given by the Charty Commission under seth'on 145(5)(b) of the Act. Indopend•nt Examlnees Statsmgnt I have completed my examination. I confimi that no material matters hava come to my 8tt8ntion In connaction wlth th? ?x8mination gNing me Cau￿ to b•li8va that In any m8tarial resp8ct'. 1. Accounting record8 were not kept in rpspect of the charity as required by 8ectlon 130 of the Act; or 2. The a¢￿unt8 do not a￿ord Nlith those records., or 3. The accounts do not comply wrth the aP￿Icable requirements conceming the fomi and Contents of accounts set out in the Charities (Accounts and Reports) Regulatlons 2008 other than any requiremant that the a¢￿Unts give a 'true and falr view, which is not a matter Cons￿er8d as part of an indeperKlent examination. I have no Concerns and have ¢om& ecross no other matter in connpAion with the examlnalion to which attention shoubj be drawn in this report In order to enabte a proper understsnding of the acwunts to be reached. Stsphen A Williams FCA October 2022 North Baddesley Village Hall Financial Statement for the year ended 31st MARCH 2022 North Baddesley Village Hall Financial Statement for the year ended 31 March 2022 Receipts & Payments Account 2022 2021 Receipts Hall Bookings (Note 41 24,949.25 10,471.50 Interest Received Bank Aeeount-lnstsnt Access 53.35 108.96 53.35 108.96 Other Income Grants Llcence Refund Donatien Gas Refund (Note 5) 10.667.L 20,407.43 565.31 150.CKI 305.¢ 302.09 11.274.09 21,122.74 Total Receipts Ito next pa8e 36,276.69 31,703.20 North Baddesley Village Hall Financial Statement for the year ended 31 March 2022 Receipts & Payments Account 2022 2021 Recelpts Ifrom prevlous pagel 36.276.69 31,703.20 Payments Cjretskers, Wages Booklng Secretsrys, Wages Treasurer Water Insurance Heat and Llght Repalrs,Renewals & Maintenance Sundrles inc Licences Stationery, Postsge & Intemet {Inc Web sttel Attountsncy Examination Cleaners Refuse CollÈctlon Refunds 2,400.IX) 1,200.CKJ 600.LMJ 2,400.00 1,2(K).00 600,00 825.00 1,112.53 1,779.IXI 6,894.91 47.50 1,057.17 170.00 1,092.47 394.74 278.00 (Dote 61 1,054.15 2,280.23 27,241.53 496.45 411.80 170.00 5,177.89 583.24 560.00 Totsl payments {note 41 42,175.29 17,851.32 Deficit/Surplus for the Year -5,898.60 13,851.88 Monetary Assets at l April 2021 30,054.42 16,202.54 MonetaryAssets at 31 March 2022 24,155.82 30,054.42 North Baddesley Village Hall Financial Statement for the year ended 31 March 2022 Statement of Assets and Liabilities Monetary Assets - at C05t T5B Treasurers Account TSB Busines5 In5tsnt Aectss Cash in Hand 6.291.78 17,815.53 48.51 Total MonetsryAssets 24,155.82 Debtors and Prepayments Owed from 8ookinqs Prepaid Utllltles/Webs)te 2,638.00 360.28 Total Debtors and Prepayments 2,998.28 Liabilities A¢¢ruals for Utilities and Services 280.77 Totsi Llabllltles 280.77 Non-monetary A55ets all, Car Park, Land 220,277.74 The Willage Hall Management Committee have, over the years. paid for improvements in facilitie5 at the Hall and purchased internal Fixtures, Frtting5 and Equipment. Apart from ongoing use in the hall, these items do not carry any material financial value. North Baddesley Village Hall Financial Statement for the year ended 31 March 2022 Notes to the Financial Statement l Thls Flnancial Statement has been prepared In a¢mrdancè wth the guidance issued by the Charlty Commissioners to ¢omply wlth the provlslon$ of the Charitles Act 2011 (the Act). 2 The forniat of the Financial Stotement agreed bythe Committee is that recommended for Charitles of our size and comprise5 a Receipts and Payments Account together with Statement of Assets. 3 A complete audlt is only reoulred for larger Charitie5 and the Commlttee have agreed to the provision of an Independent Examlnation, as specified in the Act, which wlll provide suitable assurances on the records and Financial Ststement. The report of the Independent Examiner forms part of this Fln?n¢l81 Statement 4 Durlng the year to 31st March 2021 the Hall was Closed for long perlods due to Covid 19 re5trlctlons . as a consequence comparison5 between 2022 and 2021 are meaningless. 5 Test valley Borough Couneil granted the Hall £10,667.00 as reFopening grants, followlng COVID closures In 2021. 6 As a consequence of the closures In 2021 the Hall had a sl8nlficant credit ￿th the water Company that covered the charges for 2022. North Baddesley Village Hall INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES I report to the charity truste8s on my examination of the acwunts of the chartty for the ye8r ended 31 March 2022. Responslbllltles and basls of report AS the charfty's trustees you are responsible for the preparation of the accA)unts in accordance wfth the requirements of the Charities Act 2011 (the Act). I report in resped of my examination of the chanty's accounts carried out under section 145 of the Act and in Carrying out my examination I have followed the applicAble directions given by the Charty Commission under seth'on 145(5)(b) of the Act. Indopend•nt Examlnees Statsmgnt I have completed my examination. I confimi that no material matters hava come to my 8tt8ntion In connaction wlth th? ?x8mination gNing me Cau￿ to b•li8va that In any m8tarial resp8ct'. 1. Accounting record8 were not kept in rpspect of the charity as required by 8ectlon 130 of the Act; or 2. The a¢￿unt8 do not a￿ord Nlith those records., or 3. The accounts do not comply wrth the aP￿Icable requirements conceming the fomi and Contents of accounts set out in the Charities (Accounts and Reports) Regulatlons 2008 other than any requiremant that the a¢￿Unts give a 'true and falr view, which is not a matter Cons￿er8d as part of an indeperKlent examination. I have no Concerns and have ¢om& ecross no other matter in connpAion with the examlnalion to which attention shoubj be drawn in this report In order to enabte a proper understsnding of the acwunts to be reached. Stsphen A Williams FCA October 2022