TATWORTH MEMORIAL HALL ACCOUNTS FOR THE YEAR END.ED 31 MARCH 2024 Tatworth Memorial Hall Register Charity 304651 Trustees, Annual Report l April 2023- 31 March 2024 Secretary to the Trustees Shella Harding 48 Watermead, South Chard Somerset TA20 2QL Tel: 01460 220522 email:Secretarytatworthmh@8mail.com Trustees: Anne Goody Malcolm Denslow Andrew Splller Sheila Harding Chairman Vlce Chairman Treasurer Secretary and Bookings Secretary Leonie Aston Jill Bond Kaye Down (App. 8/23) Richard Down Kimberley Gaylard (App. 8/23} Natalie Larcombe Barbara Mattey Rena Moxon Jayne Payne (App. 8123) Gladys Prince Jean Turner Russ Wardell Bankers.. Uoyds bank, 27 Fore Street, Chard, Somerset TA20 IPS Investment Managers: Rathbone, Southernhay Gardens, Exeter EXI IUG Independent Financlal Examiner: TCAS Ltd, 2 Wittoria Hall, Coombe Lane, Axminster, Devon EX13 SAX Solicitors: WBW Solicitors, Silver Street, Axminster, Devon EX13 SAH Insurers: Allied Westminster Insurance Servlces, Boston Spa, LS23 6BN Governance Tatworth Memorial Hall is a registered charity which was established by a Trust Deed dated 5 July 1952. The Trust Deed is held, together with other important documents, by our solicitors. The Hall was opened 1953 and wa5 extended and refurbished in 2001 with help from the National Lottery, Somerset County Council, South Somerset District Council, The Countryside Agency, Tatworth and Forton Parish Council and many private donations. The Hall and land are held in trust on behalf of the Parish by the trustees who are responsible for the management of the Hall, its finances and for keeping the building in a good state of repair. The Hall comprises the main hall, kitchen, foyer, Cozens, Room and bar, the Brewer and Stonham Rooms and the Parish Council Office in the Hoskins, Annexe, storerooms, toilets and car park. The children's play area and adjacent land are leased to Sornerset Council to provide a children's centre and/or use by a pre-school. Appointment of Trustees The Trust Deed governs the appolntment of trustees and the management of the charity. Seven trustees are elected at the Annual General Meet]'ng held each year. In addition, eight local organisations have the right to nominate a trustee. Each trustee serves for a period of one year and may be re-appointed. The trustees form the Management Committee of Tatworth Memorial Hall which has the power to co-opt up to two further trustees. The Management Committee meets 6 times a year. Objectives of the Charity The Trust Deed requires the charity to provide "physical and mental trainin8 and recreation and, social, moral and intellectual development through the medium of reading and recreation rooms, library, lecture5, classes, recreation and entertainment or otherwise as may be found expedient for the benefit of the Inhabltants of Tatworth and Forton and it5 irnmedlate vlclnlty wlthout distinction of sex, of political, religious or other opinions,. Prlncipal Actlvltles In pursult of Objectives The Hall is used almost every day of the year for a variety of attivities associated with the Parish's many clubs and societies, the Parish Council and private hirin8S. Hlrlng Agreement Use of the Memorial Hall is subjectto a Hiring Agreement which must be signed by the hirer when booking. This agreement sets out the conditions of hire and forms a contract between the parties setting out their respective responsibilities. This is an essential requirement of the Hall's insurance policy. Licences The Hall has a premises licence issued by South Somerset District Council govérning the provision of entertainment to the public and the sale and supply of alcohol. The licence is held by the trustees who are collectively responsible for its administration. The Hall is registered with the Information Commissioner's Office. The hall is registered with SSDC under the Food Hygiene Regulations 2004 and has received a 5 grading, the highest. R15k Mana8ement The Management Committee recognises that it is under a legal obligation to protect the building, its hirer5 and employees through adequate and appropriate insurance. The Hall is insured with respect to property damage (buildings insurance) by Allied Westminster Insurance Services Ltd (Sum assured". £912,675). It is insured with the same company with respect to contents (£36,311), public liability (£10 million), employer's liability (£10 million), trustee indemnity (£250,000) and legal expenses {£lOO,000). Subject to certain conditions, hlrers who have no public liability cover of their own are included under the Hall's public liability insurance to a maximum of £2 million. The cover does r*Ot extend to commercial hirers. Malntenance Matters Gas appliances and portable electrical appliances are tested by qualified personnel periodically as required by law. The electrical circuitry is tested by a qualified electrician every five years. Safety and FI￿ Risk Assessments are carrled out regularly. Fire fightin8 appliances {annuallyl and Fire Alarms System (6 monthly) are inspected and serviced. Trustees carry out regular maintenance checks and hirers are required to note any faults or defects in the maintenance book which is checked regularly by the committee. Hirer5 are required to record all accidents in the Accident Record Book. Flnanclal Strdtegy The trustees have agreed Flnancial and Investrnent Policies which set out their responsibility for the prudent management of Hall funds. It is the objective of the trustees to set hire charges at a level which ensures the basic running costs of around £400 per week are met. Any surplus is transferred to the reserve5. In 2003 the Memorial Hall received a legacy of £IOO,000 from the will of Jack Stonham, a resident of the parish. The purpose of this legacy is to improve the fabric of the hall and its facilities. Trustees have agreed a formal investment policy for the fund which aims to estsblish a long-term building fund and a medium-term repair fund to meet the c05t of major repair and renovation of the existing building. These investments are managed by Rathbone investment Management Ltd and held in appropriate Rathbone funds. Volunteer< Efforts The running costs of the Hall are kept as low as possible by voluntary work of the trustees and others, In addition, the Hall has the services of a cleaner, a caretaker and the occasional handyman. On average 40 hours of trustee and other volunteers time are given each week to cover routine tasks such as repairs, renewals and maintenance matters, booking5, proce55inE payments, correspondence, Management Committee administration, fund raising, and hirer enquires. A considerable amount of trustees, time is devoted in dealing with the ever-increasing burden of compliance with charity law and regulations and health and safety legislation governing community buildings. Achlevements and Setbacks The trustees work hard to make the Hall attractive to hirers and measure their success by the range of users and the Hall occupancy. Revenue rose significantly from an increase in casual lettings and a change in pricing so all users now pay the same rates. The letting income increased to £15,635 (2023 £9,910) No renovations were carried out, the largest repair expenditure was the cost of Pollarding a tree for the safety of the pre-school and the 5 year electrical inspection. During the year and total costs were around £22,000. The Hall had to pay the full costs of the much higher energy costs, a result for the war in Ukraine. The energy costs for the year were £9,909 (2023 £3,999) a substantial increase as forecast. The regular monthly frlm show finished in April 2023. It had raised many thousands of pounds ovÈr the years in support of the Hall. Achlevements The Hall made a small surplus in the year. The Solar panels have provided the hall with some free electricity. A youth club ran during the year, funded by the Parish Council. A security lock was fitted to the main door. Security cameras were fitted to observe both entrances. A monthly Bingo has been run for the year and raised over £3,500 for Hall funds, Overall View of the Year and Future Plans The overall financial position of the Hall remains sati5fattory, and the accounts show a small surplus for the year. The investments have recovered the losses suffered in the previous year. The rates charged for the Hall hire were reviewed and simpllfied from the l April 2023 most users accepted the increases which resulted from these changes, all users now pay the same rate. Future Plans The current squeeze on living standards and the uncertainty caused by the general election it is difficult to plan with any confidence. A project that will be looked at in the coming year is the most efficient and cost-effective way of heating the Hall. Acknowledgements The trustees would again like to thank the residents of Tatworth and Forton for their support of the Hall. Many Hall bookings come from the parish and its many and various clubs, societies and organlsations. Unlike many village halls the Hall does not receive regular grant support towards running costs and must be 5elf-supporting. Thanks go to the late Nan Austin a long-standing sUPPOrter of the Hall whose funeral retiring collection was left to the Hall. We are also grateful for the support and help 8iven in running monthly fund-raising bingos. The trustees would like to thank our caretaking team of Eric Peadon and Holly Lewis for their efforts in keeplng the Hall and grounds in good order and ensuring a welcoming environment for hlrers. We would also Ilke to express our thanks for the support of the Parish council. Slgned on behalf of the charlty's trustees Shelia Harding Secretary to the Trustees Date I l 20Li TATWORTH MEMORIAL HALL REGISTRATION NUMBER 304651 STATEMENT F TRUSTEES, RESPONSIBILITIES Chaiity law reqLJires the Trustees lo prepare financial statements for each financial year which give a true and fair view of the state of the Charity ond of its financial activities for that period, together with its assets and liabilities at the end of the period and adequately distinguish any material special trust or other restricted fund of the Charity. In preparing those financial statements the trustees are required to: Select suitable accounting policies and then apply them consistently; Make judgements and estimotes that are reasonable and prudent; Prepare the financial statements on the going concern basis unless it is inappropriate to assume that the Charity will continue in business, and state whether the policies adopted are in accordance with the appropriate SORP on Accounting by Charities and the Accounting Regulations and with applicable accounting standards, subject to any material departures disclosed and explained in the financial statements. The Trustees are responsible for keeping proper accounting records which disclose, with reasonable accuracy at any time, the financial position of the Charity and enable them to ensure that the financial statements comply with the Accounting Standards and Statements of Recommended Practice and the regulations made under 5144 of the Charities Act 2011 . They are also responsible for safeguarding the assets of the Charity and hence for toking reasonable steps for the prevention and detection of fraud and other irregularities. TATWORTH MEMORIAL HALL RE ISTRATION N MBER 04651 INDEPENDENT EXAMINER'S REPORT TO THE MANAGEMENT OMMIThEE OF TATWORTH MEMORIAL HALL This report on the Accounts ofTatworth Memorial Hall forthe year ended 31 March 2024 is in respect of an examinalion carried out under S.145 of the Charities Act 2011. RESPECTIVE RESP NSIBILITIES OF TRUSTEES AND EXAMINER As the Charity's trustees the Management Committee are responsible for the preparation of the Accounts; you consider that the audit requirement S,144121 of the Charities Act 2011 (The Act) does not apply. It is my responsibility to state on the basis of procedures specified in the General Directions given by the Charity Commissioners under S.145 (51 (b) of The Act, whether particular matters have come to my attention . si INDEPENDENT EXAMINER'S REPORT My examinations were carried out in accordance with the general directions given by the Charity Commissioners. That examination includes a review of the accounting records kept by the Charity and a comparison of the accounts presented with Ihose records. It also includes consideration of any unusual items or disclosures in the accounts and the seeking of explanations from you, as trustee5, concerning such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and, consequently, I do not express an audit opinion on the view given by the accounts. INDEPENDENT EXAMINER, STATEMENT In connection with my examination, no matter has come to my attention: l ) Which gives me reasonable cause to believe that, in any material respect, the requirements: to keep accounting records in occordance with S.130 of The Act: and to prepare accounts which accord with the accounting records and comply with the accounting requirements of The Act have not been met; or TATWORTH MEMORIAL HALL REGISTRATION NUMBER 304651 INDEPENDENT EXAMINER'S REPORT TO THE MANAGEMENT COMMITTEE OF TATWORTH MEMORIAL HALL -CONTINUED- 21 To which, in my opinion, attention shou5d be drawn in order to enable a proper understanding of the accounts to be reached. Ib(I V C Trott, FCCA Chartered Certlfled Accountant Dated TCAS Limlled 2 Vlctorfa Hall Coombe Lane Axminster Devon EX13 SAX TATWORTH MEMORIAL HALL REGISTRATION NUMBER 304651 RE EIPTS & PAYMENTS ACC UNT FOR THE YEAR ENDED 31 MARCH 2024 2023 2024 RECEIPTS 9911 Lettings of Hall 1864 Nett Proceeds from Fund Raising 3380 Lease - Somerset County Council 35 Sundry Income 400 Grant COVID Grants 1913 Dividends Interest Received 15635 3931 3380 256 2465 17507 25670 LESS: PAYMENTS 5771 Cleaning - Wages and Materials 3637 Maintenance - Repairs & Renewa5s 3999 Light, Heat & Power 546 Water & Sewerage Charges 1109 Insurance 231 General Administration & Licensing Telephone 133 Advertising. Printing, Stationery & Postage 144 Accountant's Charges 141 Sundry Expenses 5461 3900 9909 578 1192 341 269 156 125 15711 21942 1796 SURPLUS FOR THE YEAR 3728 TATWORTH MEMORIAL HALL REGISTRATION NUMBER 304651 STATEMENT OF ASSETS AS AT 31 MAR H 2024 CASH AND BANK BALANCES AS AT I APRIL 2023 Lloyds Bank PLC Treasurers Account 0349754 10286 Rathbones 119643 Cash In Hand 450 130379 ADD: SURPLUS FOR THE YEAR INCREASE IN INVESTMENT VALUATION 3728 8001 CASH AND BANK BALANCE AS AT 31 MARCH 2024 142108 Lloyds Bank PLC Treasurers Account 0349754 11852 Rathbones 130112 Cash In Hand 284 Key Deposits {140} 142108 MEMORIAL HALL - Site, Building & Equipment - at Cosl 128300 The Fonanclal Slatemenl were approved by the Trustees on 11 ZoL( (Date) Mrs A Goody. Chair Mis S Hardlng, Secretary Mr A Splller, Treasurer TATWORTH MEMORIAL HALL REGISTRATION NUMBER 304651 NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2024 I. ACCOUNTING P LICIES Accounlancy Conventlon These Financial Statements have been prepared under the historical cost convention and in accordance with applicable accounting standards, the Charities Statement of Recommended Practice and the Charities Act 2011 . Investments have been revalued at the market value. 2. MANAGEMENT REMUNERATIO No remuneration was paid to any member of the Management Committee. 3. DEFERRED RESTRI TED LEGACY The balance ofThe Charles and Jack Stonham Memorial Fund monies, £80,000 remains invested with Rathbones.