## **Trustees’ Annual Report for the period** **From 01/04/23 Period start date To 31/03/24 Period end date Charity name: VILLAGE HALL - SHUTFORD Charity registration number: 304364** ## **Objectives and Activities** ||SORP reference|| |---|---|---| |Summary of the purposes of
the charity as set out in its
governing document|Para 1.17|Purposes for the physical & mental training
& recreation & social, moral & intellectual
development through the medium of reading
& recreation rooms library lectures classes
recreations and entertainments for the
benefit of the inhabitants of Shutford without
discrimination.| |Summary of the main
activities in relation to those
purposes for the public
benefit, in particular, the
activities, projects or services
identified in the accounts.|Para 1.17 and
1.19|The Hall provides premises for exercise
classes, table tennis, church, parish council
& WI meetings. Community breakfasts, art
and craft classes are also held. Film & book
clubs also meet monthly.
Wedding celebrations, wakes, children’s
parties and quiz evenings have also taken
place. The Hall is used as a Polling Station
for the village.| |Statement confirming
whether the trustees have
had regard to the guidance
issued by the Charity
Commission on public
benefit|Para 1.18|All facilities are kept in full working order for
the benefit of Shutford villagers. Charges for
its hire are made to cover the cost of
maintaining the Hall and providing the
necessary utilities.| ## **Additional information (optional)** You may choose to include further statements where relevant about: ||SORP reference|| |---|---|---| |Policy on grant making|Para 1.38|| |Policy on social investment
including program related
investment|Para 1.38|Junior table tennis club is charged a reduced
rate to encourage participation in the sport.| |Contribution made by
volunteers|Para 1.38|Volunteers help with all activities and with
fund raising such as 100 Club. Villagers help
to maintain the small garden in front of the
Hall.| 1 Other Events to raise money for other charities are not charged hire fees. ## **Achievements and Performance** ||SORP reference|| |---|---|---| |Summary of the main
achievements of the charity,
identifying the difference the
charity’s work has made to
the circumstances of its
beneficiaries and any wider
benefits to society as a
whole.|Para 1.20|The charity provides a modern facility for
events which is within walking distance of all
villagers. It has a fully fitted & equipped
kitchen, an AV system with projector &
hearing loop.
Table tennis equipment is provided for use
by all hirers.
To encourage sporting activity, the table
tennis club was provided with a grant for
new balls. Half the cost of a training
coaching course was financed by the Hall.
A wheelchair is available, if required, for use
to and from a vehicle to the Hall and while in
the building. A disabled toilet is also
provided along with baby changing
equipment.
There are benefits to the village residents,
who attend activities in the Hall, as this
offers the opportunity for people to socialise
with friends and neighbours thereby
increasing their well-being and sense of
belonging.| ## **Additional information (optional)** You may choose to include further statements where relevant about: |||| |---|---|---| |Achievements against
objectives set|Para 1.41|| |Performance of fundraising
activities against objectives
set|Para 1.41|| |Investment performance
against objectives|Para 1.41|| |Other||| 2 ## **Financial Review** |**Financial Review**||| |---|---|---| |Review of the charity’s
financial position at the end
of the period|Para 1.21|The charity is in a comfortable position due
to a legacy received this financial year.| |Statement explaining the
policy for holding reserves
stating why they are held|Para 1.22|We have a £7000 reserve for overheads.
Restricted reserves – see notes with
financial statement.| |Amount of reserves held|Para 1.22|£82,003 general & £1,636 restricted| |Reasons for holding zero
reserves|Para 1.22|N/A| |Details of fund materially in
deficit|Para 1.24|N/A| |Explanation of any
uncertainties about the
charity continuing as a going
concern|Para 1.23|| ## **Additional information (optional)** You may choose to include further statements where relevant about: |||| |---|---|---| |The charity’s principal
sources of funds (including
any fundraising)|Para 1.47|Principal source of funds are the hire
charges for use of the Hall. Residents of
Shutford have a concessionary rate.
Fundraising includes a 100 Club with a
monthly draw. A Christmas Bingo was held.| |Investment policy and
objectives including any
social investment policy
adopted|Para 1.46|| |A description of the principal
risks facing the charity|Para 1.46|The current cost of electricity has doubled
since the previous year with negligible
government help for businesses.
The building and contents are insured with a
company specialising in village halls.
This also includes public liability insurance.| |Other||| 3 ## **Structure, Governance and Management** |Description of charity’s
trusts:||| |---|---|---| |Type of governing document
(trust deed, royal charter)|Para 1.25|Trust deed| |How is the charity
constituted?
(e.g unincorporated
association, CIO)|Para 1.25|Our governing document requires the Hall to
be managed by a committee consisting of
representatives of all the organisations
which use the Hall plus 3 village
representatives elected at the AGM.| |Trustee selection methods
including details of any
constitutional provisions e.g.
election to post or name of
any person or body entitled
to appoint one or more
trustees|Para 1.25|Trustees are selected from and with the
approval of the management committee.| |**Additional information (optional)**
You may choose to include further statements|**Additional information (optional)**
You may choose to include further statements|where relevant about:| |---|---|---| |Policies and procedures
adopted for the induction and
training of trustees|Para 1.51|| |The charity’s organisational
structure and any wider
network with which the
charity works|Para 1.51|| |Relationship with any related
parties|Para 1.51|| |Other||| ## **Reference and Administrative details** |Charity name|VILLAGE HALL–SHUTFORD| |---|---| |Other name the charity uses|SHUTFORD VILLAGE HALL| |Registered charity number|304364| |Charity’s principal address|Shutford Village Hall
Banbury Hill
Shutford
Oxon
OX15 6PE| ||| 4 **Names of the charity trustees who manage the charity** |1
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20|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year **|**Name of person (or body) entitled**
**to appoint trustee (ifany)**| |---|---|---|---|---| ||Roger Bancroft|Chair||| ||Geraldine Bancroft|Treasurer||| ||Christine Yarborough|||| ||Rita Livesey|||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| – Corporate trustees names of the directors at the date the report was approved **Director name** Name of trustees holding title to property belonging to the charity **Trustee name Dates acted if not for whole year** 5 ## **Funds held as custodian trustees on behalf of others** Description of the assets held in this capacity Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements for safe custody and segregation of such assets from the charity’s own assets ## **Additional information (optional)** ## **Names and addresses of advisers (Optional information)** |**Names and addresses of advisers (Optional information)**|**Names and addresses of advisers (Optional information)**|**Names and addresses of advisers (Optional information)**| |---|---|---| |**Type of**
**adviser**
**Name**
**Address**||| |Village
Halls|Tessa Hall|Community First Oxfordshire
South Stables, Worton Park, Witney
Oxfordshire OX29 4SU| |||| |||| |||| **Name of chief executive or names of senior staff members (Optional information)** ## **Exemptions from disclosure** Reason for non-disclosure of key personnel details ## **Other optional information** 6 Declarations The trustees declare that they have approved the trustees, report above. Signed on behalf of the charity's trustees Signature(s) Full name(s) Position (eg Secretary, Chair, etc) QL¥kE< AGIL 6AAJLR cM£I sr/ Date zula i l 302 CHARITY COMMISSION FOR ENGLAND AND WALES VILLAGE HALL- SHUTFORD 304364 Receipts and payments accounts 0110412023 CC16a For the period from To 3110312024 Section A Receipts and payments Unrestricted funds to the nearest Restricted Endowment funds funds to the nearest to the nearest to the nearest Total funds Last year to the nearest £ A1 Receipts Bookin Fees Fund Raisin Bank Interest Le ac Misc Donations Shutford News Funds 4984 2132 633 34,000 4984 2132 633 34 000 3,013 1,958 97 70 70 1597 79 1597 Sub total (Gross income forAR) A2 Asset and investment sales, (see table). 41,827 1,597 43,424 5,155 ub tota 43 424 A3Pa ments Insurance Electrici Water & Sewera Internet Cleanin Licences Admin Fundraisin ex Maintenance Donations ui ment urchases Construction of Steps to Church ard - final hase Consumables Outside li hts 983 2,967 222 983 2,967 222 133 805 453 150 1,133 2,232 481 758 906 1,439 148 346 1,398 248 61 1,132 1,806 359 14 133 805 274 150 1,133 880 481 758 179 enses 1,352 364 364 218 768 13,137 100 218 additional 768 Sub total 2,79 A4 Asset and investment urchases see tsble Sub total Total payments 11,667 Net of receipts/(payments) A5 Transfers between funds A6 Cash funds last year end Cash funds this year end 49,047 ,882 83,639 CCXX R1 accounts (SS) 1510112025 Section B Statement of assets and liabilities at the end of the period Unrestricted funds to nearest £ 2,402 29,524 25,000 25,025 52 Restricted funds to nearest £ 218 Endowment funds to nearest £ B1 Cash funds Lloyds Current Alc Lloyds Savings Alc Lloyds Fixed Term Deposit Lloyds 95 Day Notice Alc Cash 1,418 Total cash funds 82,003 1,636 (agree balances with receipts and payments account(s)) OK Unrestricted funds to nearest £ OK Restricted funds to nearest £ OK Endowment funds to nearest £ B2 Other monetary assets Fund to which asset belon Cost (optional) Current value tional B3 Investment assets Fund to which asset belon Unrestricted Cost (optional) Current value tional 460,205 19,454 7,548 B4 Assets retsined for the charity's own use Hall Building + Fixtures Contents Unrestricted Items used outside premises Unrestricted (Insured values 121512023) Fund to whÈch liability relates Amount due (optional) When due (optional) B5 Liabilities Signed by one or t¥VO trustees on behalf of all the trustees Date of roval Signature Print Name ol 21 15 CCXX R2 accounts (SS) 1510112025 ## **Restricted funds** The Hall has 3 small restricted funds: ## **Shutford Village News** This comprises money given to the Hall for safe keeping, being the amount left on termination of the printed version of the Shutford News magazine, which used advertising as funding. This is no longer required as it is a digital publication and is circulated by email. The Hall is keeping the closing balance in case any future printing is required. However, as the Shutford News previous paid for the village website, the Hall has paid the fees required for this period. ## **Audio Visual Fund** When the new Village Hall was opened, a benefactor gave the Hall a sum of money to provide for the upkeep of the AV system and internet. In this financial period improvements have been made to the AV system and the hearing loop equipment renewed. ## **Rebuild Fund** The Hall received various donations from villagers and grants in 2017 to enable a new Hall to be built. The remaining fund has been used in this financial year to provide outside lights on the stone access steps and to complete the construction of iron steps at the rear which connect the Hall grounds to the churchyard behind, thus improving access between the two buildings. The five-year electrical installation check and remedial work required was also financed from this fund. ## **Legacy** It should be noted that the receipt of a legacy from a previous resident of Shutford is an exceptional event and is unlikely to be repeated in the coming years. CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trusteesl members of VILLAGE HALL- SHUTFORD On accounts for the year ended 3110312024 Charity no (if any) 304364 Set out on pages Irornamhor frn inrpliirta tha ni Imbers o! additional sheets) I report to the trustees on my examination of the accounts of the above charity ("the Trust") for the year ended 3110312024 Responsibilities and basis of report As the charity trustees of the Trust, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 ("the Act"). I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. I have completed my examination. I confirm that no material matters have come to my attention ( ) in connection with the examination which gives me cause to believe that in, any material respect: accounting records were not kept in accordance with section 130 of the Act or the accounts do not accord with the accounting records Independent examiner's statement I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understandÈng of the accounts to be reached. Please delete the words in the brackets if they do not apply. Signed: Date: Il.l.Z5 Name: Relevant professional qualification(s) or body (if any): FpLL_uvrf OF IrrfEri rLITL OF Address: QfvLI ff FES CoTrF¥G L LAÉK/ H I LL S *}L4 TFO fLJ) OXIS 6Fs IER October 2018 Section B Disclosure," Only complete if the examiner needs to highlight matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners). Give here brief details of any items that the examiner wishes to disclose. IER October 2018