## **North Baddesley Village Hall** Registered Charity No. 301904/1 ## **Trustees’ Annual Report** 1[st] April 2022 – 31[st] March 2023 Chair of Trustees: David Middlewick Email: contactNBVH@gmail.com ## **Names of Trustees** Raymond Martin President David Middlewick Chair Eric Jones Treasurer Alison Middlewick Booking Secretary Rosemary Williams Grounds and Floral Care Neil Godfrey Men’s Shed Anthony Church Red Cross 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 NBVH Trustees’ Annual Report 1 April 2022 – 31 March 2023 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: - CCTV Policy ## **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 Village Hall has a Premises Licence (not including alcohol) and is registered with the local authority for small society lotteries. The Village Hall is licensed by the Performing Rights Society. NBVH Trustees’ Annual Report 1 April 2022 – 31 March 2023 Page 2 ## **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** 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 2026. 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. Village Hall Volunteers carry out ad hoc tasks in the hall. ## **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 available every day for a variety of activities including Toddler Group, Yoga, Line Dancing, Short Mat Bowls, Slimming World, Tai Chi, Women’s Institute, Friday Art, Dance Lessons, Men’s Shed, Taekwondo, Fit steps, Whist, Exercise class and Church services. NBVH Trustees’ Annual Report 1 April 2022 – 31 March 2023 Page 3 The hall is available for hire for private functions including children’s parties, funeral teas, village social functions and occasional fund-raising fayres. Part of the Village Hall is occupied by British Red Cross who currently use it as a shop to raise funds for British Red Cross. Part of the Village Hall is used as a workshop by the Village Hall Volunteers and North Baddesley Men’s Shed. ## **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 fund-raising activities to improve the facilities. ## **Volunteers’ Effort** The Hall provides The Men’s Shed with facilities, tools, and materials which are also used by The Village Hall Volunteers to carry out minor maintenance of the hall, along with supervising specialist contractors when required. The Trustees give time to cover routine tasks such as bookings, financial management, and maintenance. In addition, trustees attend monthly meetings with the groups that hire the hall. ## **2022/2023 Achievements** New external notice boards manufactured and installed by Village Hall volunteers. Former decking area landscaped by Village Hall volunteers. Village Hall volunteers maned a stand at North Baddesley Village Day. Seasonal flowers replaced by the Village Hall Volunteers. Hall chairs repaired by Village Hall Volunteers. Tree branches cut away from power lines by a tree specialist. New storage cupboards assembled and installed by Village Hall Volunteers. Incident book replaced with incident forms to protect personal data. ## **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 50% and 100% 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 requiring additional funding. On identifying such major works, fund raising is NBVH Trustees’ Annual Report 1 April 2022 – 31 March 2023 Page 4 undertaken with the object of meeting the costs in full. 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. A program of redecorating is to be undertaken. Emergency lighting to be improved. Use of the halls carpark to be clarified and notices improved. CCTV Policy to be revised. 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 **Position** Chairman **Date 17/01/2024 Signature(s) Eric Jones Position Treasurer Date 17/01/2024** NBVH Trustees’ Annual Report 1 April 2022 – 31 March 2023 Page 5 North Baddesley Village Hall Financial Statement for theye•r ended 31st MARCH 2023 North Baddesley Village Hall Financial Statement for the year ended 31 March 2023 Receipts & Payments Account 2023 2022 Receipts Hall Bookings INote 41 31.537.(K) 24,949.25 Interest Received Bank Account-lnstant Access 101.23 53.35 101.23 53.35 Other Income Grants (Note 51 Re-charge to Red Cross Donation Gas Refund 10,667.¢J) 269.30 305. 302.09 274.30 11,274.09 Total Receipts (to next paqel 31,912.53 36,276.69 North Baddesley Village Hall Financial Statement for the year ended 31 March 2023 Receipts & Payrnents Account 2023 2022 Receipts (from previous page} 31,912.53 36,276.69 Payments Caretakers, Wages B¢okin8 Secretsrys, Wages Treasurer Water Insurance Heat and Light RepaifS,Renewals & Maintenance Sundries inc Licences Stationery, Internet linc Web site) Accountancy Examination Cleaners Refuse Collection Refunds 2,400,00 1,21JO.00 600.00 2,400.00 1,200.00 600.00 (note 6) 1,406.74 3,025.50 8,046.27 673.78 345.93 170.00 5,409.04 1,010.74 450.00 1,054.15 2,280.23 27,241.53 496.45 411.80 170.00 5,177.89 583.24 560.00 Total payments (note 41 24,738.00 42,175.29 Deficit/Surplus for the Year 7,174.53 -5,898.60 MonetaryAssets at l April 2022 24,155.82 30,054.42 Monetary Assets at 31 March 2023 31,330,35 24,155.82 North Baddesley Village Hall Financial Statement for the year ended 31 March 2023 Statement of Assets and Liabilltles Monetary Assets - at cost TSB Treasurers Account TSB Business Instant Acces5 Cash in Hand 13,365.08 17,916.76 48.51 Total Monetary Assets 31,330.35 Debtors and Prepayments (￿ed from Bookings ed from re. I report in respect of my examination of the charity's accounts Ca￿led out under section 145 of Ihe Act and in carrying out my examinetion I have followed the applicable directions given by the Charity Commission under sects'on 145{5)(b) of the Act. Independent Examlnorfs Statomont I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving m8 Gquse 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,. or 3. The accAJunts do not comply with the applicable requirements concerning th8 fom 8nd ¢ontents of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other Ihan any requirement that the accounts give a'tnje and fair view. which is not a matter considered as part of an indeperKlent examination. I have no concems and have come across no other matter 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. Stophen A Wllllams FCA August 2023 North Baddesley Village Hall Financial Statement for theye•r ended 31st MARCH 2023 North Baddesley Village Hall Financial Statement for the year ended 31 March 2023 Receipts & Payments Account 2023 2022 Receipts Hall Bookings INote 41 31.537.(K) 24,949.25 Interest Received Bank Account-lnstant Access 101.23 53.35 101.23 53.35 Other Income Grants (Note 51 Re-charge to Red Cross Donation Gas Refund 10,667.¢J) 269.30 305. 302.09 274.30 11,274.09 Total Receipts (to next paqel 31,912.53 36,276.69 North Baddesley Village Hall Financial Statement for the year ended 31 March 2023 Receipts & Payrnents Account 2023 2022 Receipts (from previous page} 31,912.53 36,276.69 Payments Caretakers, Wages B¢okin8 Secretsrys, Wages Treasurer Water Insurance Heat and Light RepaifS,Renewals & Maintenance Sundries inc Licences Stationery, Internet linc Web site) Accountancy Examination Cleaners Refuse Collection Refunds 2,400,00 1,21JO.00 600.00 2,400.00 1,200.00 600.00 (note 6) 1,406.74 3,025.50 8,046.27 673.78 345.93 170.00 5,409.04 1,010.74 450.00 1,054.15 2,280.23 27,241.53 496.45 411.80 170.00 5,177.89 583.24 560.00 Total payments (note 41 24,738.00 42,175.29 Deficit/Surplus for the Year 7,174.53 -5,898.60 MonetaryAssets at l April 2022 24,155.82 30,054.42 Monetary Assets at 31 March 2023 31,330,35 24,155.82 North Baddesley Village Hall Financial Statement for the year ended 31 March 2023 Statement of Assets and Liabilltles Monetary Assets - at cost TSB Treasurers Account TSB Business Instant Acces5 Cash in Hand 13,365.08 17,916.76 48.51 Total Monetary Assets 31,330.35 Debtors and Prepayments (￿ed from Bookings ed from re. I report in respect of my examination of the charity's accounts Ca￿led out under section 145 of Ihe Act and in carrying out my examinetion I have followed the applicable directions given by the Charity Commission under sects'on 145{5)(b) of the Act. Independent Examlnorfs Statomont I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving m8 Gquse 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,. or 3. The accAJunts do not comply with the applicable requirements concerning th8 fom 8nd ¢ontents of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other Ihan any requirement that the accounts give a'tnje and fair view. which is not a matter considered as part of an indeperKlent examination. I have no concems and have come across no other matter 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. Stophen A Wllllams FCA August 2023