## **Trustees' Annual Report for the period** **From** Period start date Period end date Day Month Year Day Month Year 01 04 23 **To** 31 03 24 Section A Reference and administration details **Charity name** Bisley Village Hall **Other names charity is known by** - **Registered charity number (if any)** 304978 **Charity's principal address** School Close, Bisley, Woking Postcode GU249EG **Names of the charity trustees who manage the charity Name of person (or body) Dates acted if not for whole Trustee name Office (if any) entitled to appoint trustee (if year any)** Graham Davey Chair Almac Bisley Brass Band[Shantha ] Treasurer From 01/04/23 to 09/01/24 Thiruchelvam[Ray Colvin ] Secretary Bisley Residents’ Association Sue Smith From 01/04/23 to 09/11/23 Community Cafe Suzie Miles Sophie Ince Springbox Gymnastics Barbara Rothwell Women’s Institute Carol Timpson Bookings Officer Russ Hayes Cathy Corner ~~=a~~ A new Treasurer, Jill Biden, was appointed to that role - though not as a Trustee - on 10[th] March 2024. **Section B Structure, governance and management Description of the charity’s trusts** Conveyance dated 11 September 1961 Type of governing document (eg. trust deed, constitution) Charitable Trust, unincorporated How the charity is constituted (eg. trust, association, company) Election/re-election at annual AGM Trustee selection methods (eg. appointed by, elected by) ~~a~~ **Additional governance issues (Optional information) TAR** 1 March **2012** March **2012** You **may choose** to include additional information, where relevant, about: - policies and procedures adopted for the induction and training of trustees; - the charity’s organisational structure and any wider network with which the charity works; - relationship with any related parties; - trustees’ consideration of major risks and the system and procedures to manage them. ## Organisational structure and wider network/relationships The 1961 Conveyance provides for a Management Committee of Trustees comprising 3 elected members, up to 7 representatives of organisations that use the Hall and up to three co-opted members. The election of representative members at the AGM (which, in 2023, was on the 9[th] of November) follows prior nomination/appointment by their organisations. In The Management Committee of Trustees has two main sub-committees - Business & Strategy and Heritage – that meet regularly and other groups that meet less frequently. The Hall’s principal fundraising event – the Strawberry Fayre each June – is organised by a committee comprising volunteers and Trustees. This Committee is accountable to the Management Committee of Trustees but exercises autonomous responsibility for all aspects of the organisation and financing of the event. ## Induction and training of Trustees New trustees are introduced to key policies, procedures and issues. Our Secretary enables secure access to OneDrive where there is a comprehensive record of everything that is important. ## Consideration of major risks The Management Committee adopts a systematic approach to reviewing and updating policies and procedures, including risk management. The assessment and management of risk is particularly important for premises that are 150 years old and are used by many people for many purposes Our Risk Management Policy identifies and analyses a number of issues to which we need to pay particular attention if the Hall is to survive and thrive. We pay the greatest attention to ensuring that the Management Committee of Trustees is equipped to recognise and deal with: - anything that could affect its ability to act cohesively proactively, decisively and effectively, e.g. loss of key skills or tension/ disagreement among Trustees. - anything that could significantly impact the use and income of the Hall to the extent that there is a risk of insolvency, e.g. the withdrawal of a major user, lack of sufficient funding, competition from elsewhere or the departure of a number of users because of failure on our part to meet their needs; - an emergency affecting the structure and fabric of the premises, or significant parts of it, which could lead to prolonged closure and loss of income; - any deterioration of the Hall and its facilities that could render the Hall, or significant parts of it, unusable; - the impacts of a major external event (e.g. pandemic) that could significantly affect the Hall’s use and income. _._ ## **Section C Objectives and activities** **TAR** March **2012** 2 Our purpose, under the terms of the Conveyance, is to: “hold upon trust ….. a Village Hall for the use of the inhabitants of Bisley and the neighbourhood without distinction of sex or of political, religious or other opinions and, in particular, for use for meetings, lectures and classes and for other forms of recreation and leisure-time **Summary of the objects of the** occupation, with the object of improving the conditions of life for the **charity set out in its** said inhabitants” **governing document** ||Our purpose, under the terms of the Conveyance, is to:
“hold upon trust ….. a Village Hall for the use of the inhabitants of
Bisley and the neighbourhood without distinction of sex or of political,
religious or other opinions and, in particular, for 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”|Our purpose, under the terms of the Conveyance, is to:
“hold upon trust ….. a Village Hall for the use of the inhabitants of
Bisley and the neighbourhood without distinction of sex or of political,
religious or other opinions and, in particular, for 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”| |---|---|---| |**Summary of the main activities**
**undertaken for the public**
**benefit in relation to these**
**objects (include within this**
**section the statutory**
**declaration that trustees have**
**had regard to the guidance**
**issued by the Charity**
**Commission on public**
**benefit)**||Our main responsibilities, under the Conveyance, are for “the maintenance,
upkeep and insurance of the Hall”; the payment of “rates, tax and other
expenses” and, generally, for ensuring that the purposes set out in the
Conveyance are met.| |||Our current mission and objectives (see next section) reflect the public benefit
requirement; and our activities support our objectives.
Our objectives, priorities and activities are kept under ongoing review, mainly
through monthly Management Committee and Business Sub-Committee
meetings.
In the reporting year 2023-24:
Fulfilling the charity’s purpose as set out in the 1961 Conveyance
We continued to fulfil the charity’s original purposes and current objectives
with regard to use of the Hall. The number of community events and uses to
which the Hall is put by the community of Bisley continue to grow. In general,
more people are using the Hall than ever before and they, and the activities for
which they use the Hall, are more diverse than ever.
Staying solvent and keeping the Hall in good condition
See Section B above and Section D below. Our main fund-raising event is the
annual Strawberry Fayre, held in June. In 2023 it raised £7500, which
contributed to the cost of installing energy-efficient lighting throughout the
premises We have continued to ensure that the Hall was fit for purpose and to
meet the many demands on its fabric and facilities. Among other things, the
Main Hall floor has been refurbished and other and other areas of flooring have
been replaced.
“Improving the conditions of life for the inhabitants of Bisley”(1961
Conveyance) and contributing to community life
Throughout the year, except during the summer months, Trustees run a well-
attended and well-regarded Monday-morning Community Café. During the
reporting year the local Church has continued to use the Hall regularly.as does
the Parish Council (whose administrative office is at the Hall) and Bisley
Residents’ Association. The Hall is also a polling station. Brass band concerts,
quizzes, Christmas Teas are among the many community events held at the Hall
which residents regularly hire for celebratory and commemorative gatherings.
Commemorating the Hall’s history and heritage
The Hall is the former chapel of two Shaftesbury Society Schools, opened in
1868 and 1873 respectively and subsequently amalgamated to form the Bisley
Boys’ School. The Schools were the first Shaftesbury Society schools outside of
London. The present Hall therefore has a rich heritage. In September 2023 we
held our third Heritage Open Day and in late 2024 we held a special event to
mark the 150thAnniversary of the opening of the chapel. We have also taken
steps towards registeringthepremises as a Local Heritage Asset.| **TAR** March **2012** 3 ## **Additional details of objectives and activities (Optional information)** ## Our mission is: “To provide a community facility, in good working order, for as diverse a range of users and uses as possible” We aim to achieve the following objectives: - the charity is solvent. Our income covers operational costs; we are able to cope with shocks and emergencies; in deploying our income and procuring work and services we minimise costs and achieve best value for money; - our buildings and facilities are safe, secure, comfortable, adaptable and attractive for a wide range users – from Bisley and beyond - and of groups and interests. Our arrangements, policies and approaches safeguard the health and safety and wellbeing of all users; - the Village Hall is seen as an integral part of the community of Bisley; - the Hall and its systems are energy efficient and have minimal adverse environmental impacts; - our arrangements, policies and approaches safeguard children and vulnerable adults. We are not a grant-making charity. Nor do we have investments. You **may choose** to include further statements, where relevant, about: We have no paid staff. All of our Trustees are unpaid volunteers, as is our Treasurer (who is not a Trustee). We depend on them, and other volunteers, to support us with the running of such activities as the Community Café. A lot of the general maintenance work that does not require specialised expertise is also done by volunteers. - policy on grantmaking; - policy programme related investment; - contribution made by volunteers. **TAR** March **2012** 4 Section D Achievements and erformance p **Summary of the main achievements of the charity during the year** In 2023-24 Bisley Village Hall continued to thrive. Significant achievements were: Financial At the end of the reporting year 2023-24 our finances were in good shape. Our total income of £52,602 was £3,298 more than in 2022-23 with sales from bookings amounting to £41,350 and donations of £10,023 which included £7,500 from the Strawberry Fayre held in June 2023. Income exceeded expenditure by £12,203 and total current assets/reserves stood at £79,344, just less than £8,500 more than in 2022-23. Diversity of users and uses See Section C. We always endeavour to treat our users and potential users well by communicating with them about what we are able to offer and making things as easy as possible for them. We try to ensure that our website and linked booking system are accessible and that people know what’s going on via social media promotion. Word-of-mouth recommendations are also very important. As a result the levels of regular and ad hoc bookings have continued to increase as has the diversity of users and uses. Keeping the Hall in good shape The Village Hall is the only community facility in Bisley (a village with about 4000 residents) that can accommodate quite large numbers of people and a range of uses. It is well-supported by people in the village and beyond. It is, however, a Victorian building which takes a lot of time, effort and money to maintain (let alone improve!) We have, as outlined in Section C, already made a lot of improvements. However, we could do more to keep the place warm and comfortable without wasting energy. Our next big challenge is to improve the heating system. Commemorating the Hall’s heritage The Hall has a remarkable history. 2024 marked the 150[th] anniversary of the opening, in 1874, of the chapel that served two Shaftesbury Shools. In addition to opening the Hall to the public in October 2023 as part of the national Heritage Open Days scheme a special 150[th] Anniversary event was held in October 2024. Both events were supported by the research of the Heritage Team and organised by them. ## **Section E Financial review** Reserves of at least £20,000 are held in case of emergency or financial crisis. **Brief statement of the** We also hold funds (in a separate account) to go towards major projects such as **charity’s policy on reserves** improving energy efficiency. **Details of any funds materially** n/a **in deficit** **Further financial review details (Optional information)** **TAR** March **2012** 5 You **may choose** to include additional information, where relevant about: ## See Section D above - the charity’s principal sources of funds (including any fundraising); - how expenditure has supported the key objectives of the charity; - investment policy and objectives including any ethical investment policy adopted. Strawberry Fayre ## ~~|~~ **Section F Other optional information** ## ~~PCS~~ **Section G Declaration** **The trustees declare that they have approved the trustees’ report above.** **Signed on behalf of the charity’s trustees** **----- Start of picture text -----**
Signature(s)
Raymond Colvin
Full name(s) Graham Davey
ee
Position (eg Secretary, Chair, Chair Secretary
etc) es
Date 12 [th] January 2025
12 [th] January 2025
PO
**----- End of picture text -----**
**TAR** March **2012** 6 BISLEY VILLAGE HALL FINANCIAL STATEMENT FOR THE YEAR ENDED 31.03.24 INCOME AND EXPENDITURE ACCOUNT 2023r24 2022r23 INCOME Hall hire Donalions & Fund raising Interest received 41.350 10,023 1,229 33,776 15,248 280 52,602 49,304 EXPENDITURE Gas Elethclty Watsr Premises- major work Premises- repalr & renewala Premises exponsa8 Cleaning Kitchen & cl8aning supplles Insuranco Licences Subscrfption8 Intemgt Adverllsing & promolon Sundries Herltage Day expenses Donallons 3,615 2.225 655 8.040 8,256 5.280 6.365 550 3.109 874 269 343 153 242 69 375 3,103 1,672 674 12,031 4,081 6.665 593 2,402 918 562 336 153 185 15 75 40,399 33.464 INCOME LESS EXPENDITURE 2023r24 ASAT 31.03.24 2022r23 ASAT 31.03.23 CURRENT ASSETS Lloyds Bank Treasurers Al Lloyds Bank 8usSness DeposltAIc Lloyds Bank Donations & Fundralslng Al Lloyds Bank 32 Day Notice AJC Cash in hand 1,713 21,344 11,982 43,138 100 78,277 1,993 9,504 19,945 34,726 150 66,318 Debtor8- regular & adhoc hlrer8 4,206 3,951 Totsl Currenl Assets 82,483 70,269 CURRENTLIABILITIES Creditors Deposits refvndabl8 2,152 987 1,478 Totsl Current Llabilities 3.139 3,128 CURRENT ASSETS LESS CURRENT LIABILITIES 79,344 67,141 RESERVES Balan￿ blf Income & ExpeThJiture AJC 2023r24 67,141 12,203 51.437 15,704 67,141 Project Funding Gèneral reserves 35,000 44,344 79.344 30.000 37,141 67,141 Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trusteesl members of BISLEY VILLAGE HALL On accounts for the year ended 31103124 Charity no (If any) 304978 Set out on pages 1&2 I report to the trustees on my examination of the accounts of the above charity ('Ihe Trust") for the year ended 31103122. Responslbll¢tles and bas18 of report As the charivs trustees, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (Yhe 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 all the applicable Directions given by the Charity Commission under section 145{5)(b) of the Act. Indopandent I have completed my examination. I confirm that no material matters have examlnerfs statement come to my attention in connectlon with the examination (other than that disclosed below.) which gives me cause to believe that in, any material respect: the accounting records were not kept in accordance with section 130 of the Charities Act; or the accounts did not accord with the accounting records. or the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a 'true and fair, view which is not a matter considered as part of an independent examination. I have no concems and have come across no other matters in connection with the examination to which attention should be drawn in this report in order enable a proper understanding of the accounts to be reached. Slgned: Date: Name: ARD QUINNELL Relevant professlonal qualification(s) or body (If any): IER Oct 2018 Address: 38 SNOWDROP WAY BISLEY SURREY GU24 9BL Section B Disclosure Only complete if the examiner needs to highlight material matters of concern (see CC32, Independent examination of charity accounts". directions and guidance for examiners). Glve here brlef details of any items that the examiner wishes to dlsclose. IER Oct 2018