## **Trustees' Annual Report for the period** Period start date Period end date **From** 01 04 2021 **To** 31 03 2022 ## Section A Reference and administration details **Charity name Other names charity is known by Registered charity number** 506856 BYRNESS VILLAGE HALL **Charity's principal address** Otterburn Green Byrness Newcastle upon Tyne NE19 1TS ## **Names of the charity trustees who manage the charity** |1
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1|**Trustee name**|**Office (if any)**|**Dates acted if not for**
**wholeyear**|**Name of person (or body) entitled**
**to appoint trustee(if any)**| |---|---|---|---|---| ||Susan Chapman|||Rochester Parish Council| ||Joan Oliver|||| ||Caroline Richardson|||| ||Peter Softley|||Rochester Parish Council| ||Barbara Sunley|||Craft Group| |||||| |||||| |||||| |||||| |||||| |||||| ## **Names of the trustees for the charity, if any, (for example, any custodian trustees)** |**Name**|**Dates acted if not for whole year**| |---|---| |Rochester Parish Council – Custodian
Trustee|| ||| ## **Names and addresses of advisers (Optional information)** **Type of adviser Name Address** ## **Name of chief executive or names of senior staff members (Optional information)** 1 **Section B Structure, governance and management** ## **Description of the charity’s trusts** Type of governing document How the charity is constituted Trust > [Lease and Trust Deed (Scheme) of the 13][th][ October 1999 ] and amended 3[rd] August 2021 Trustee selection methods[Two members are elected annually by the residents of Rochester with ] Byrness Parish, the beneficiaries. User groups are represented by - Parish Council appoints two members - Craft Group appoints one member - - The Trustees may appoint not more than 2 co opted members. ## **Additional governance issues (Optional information)** The hall is sufficiently insured to a surveyed re-build valuation and which provides adequate third-party liability cover. You **may choose** to include additional information, where relevant, about: All necessary safety tests including annual PAT testing, 5-year electrical safety tests, fire appliance maintenance are conducted and acted upon. Policies relating to management and use of the hall continue to be developed with close cooperation with Community Action for Northumberland, ACRE’s local representative, and include policies for: - 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; Fire Risk Assessment, Health and Safety Risk Assessment, Equality and Diversity, Safeguarding, Finance, Reserves - relationship with any related parties; - trustees’ consideration of Reserves major risks and the system and procedures to manage Hire of the hall is subject to hire agreements modelled on guidance from them. CAN and ACRE. 2 **Section C Objectives and activities** The object of the charity is the provision and maintenance of a village hall **Summary of the objects of the** for use by the inhabitants of the area of benefit without distinction of **charity set out in its** political, religious or other opinions, including use for: **governing document** (a) meetings, lectures and classes, and (b) other forms of recreation and leisure-time occupation, with the object of improving the conditions of life for the inhabitants. The area of benefit is the parish of Rochester with Byrness. The trustees ensure that the hall remains available for the beneficiaries **Summary of the main** and encourages its use for hire by local people and organisations whose **activities undertaken for the** activities meet the object of the charity. **public benefit in relation to these objects (include within** We also encourage use by putting on a number of fund-raising events **this section the statutory** throughout the year. **declaration that trustees have had regard to the guidance** The hall is available for occasional private hire to supplement income. **issued by the Charity Commission on public** Fundraising activities to support the charity’s income and also other **benefit)** national charities take place. ## **Additional details of objectives and activities (Optional information)** You **may choose** to include Members of the community assist trustees in small maintenance tasks, further statements, where keeping the hall safe and running fundraising activities. We thank all our relevant, about: volunteers for their generous help in meeting our charitable objectives. - policy on grantmaking; - policy programme related investment; - contribution made by volunteers. 3 Section D Achievements and performance ||| |---|---| |**Summary of the main**
**achievements of the charity**
**during the year**|A combination of the impact of last year’s Covid pandemic and a failing
heating system left its mark, and we started the year with a significant fall
in usage.
We recognised that usage of the hall needs to be improved and one of
the most significant factors is the expense associated with heating during
the extensive winter period. Due to its location and at an elevation of
approx. 750ft, cold weather often prevents use of the hall.
A project has been started which will insulate the main hall and replace
the overhead heaters with a renewable energy heat-source. Significant
costs will be incurred, and funding applications have commenced. In
January 2020, with support and guidance from Community Action
Northumberland, we approached the National Lottery and were awarded
a grant of £30,013 to upgrade the heating system and insulate the main
hall. Northumberland County Council’s Community Chest fund awarded
£2,143 towards the project.
Covid prevented progress of the planned upgrade and during the early
part of 2021 following return to normal conditions, availability and high
cost of trades and materials meant we were unable to find contractors
willing to take on the work and provide quotes.
An application to a potential funder needed clarification of our land
registry entry which necessitated the services of a solicitor to resolve,
delaying progress on the project. CAN and ACRE provided us with
invaluable support during this process.
In August a contractor for the refurbishment was appointed. The start of
work was delayed due to covid related illness. Several subsequent start
dates were delayed, and the contractor eventually ceased trading in
March 2022 before work had started.
Searching for a contractor was still in progress by end of the reporting
period.
Delays associated with the refurbishment project have resulted in
£32,156 being retained. These delays have been communicated to
respective funders.
During the year the hall has hosted:
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Regular use by both the Craft Group and Exercise classes.
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Local parents have used the hall for children’s events.
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The hall is used for regular meetings by
a) Rochester Byrness Parish Council
b) Horsley Parochial Church Council (St Francis)
c) The Byrness Village Hall management committee
d) Forestry England
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The local church of St Francis has hosted musical events using the
hall as a venue.| 4 - The hall is used by the County Council for the purpose of informing residents of developments improving access to services. - The local Elections Officer makes use of the hall as a polling station. - Occasional use is made of the hall for private parties. To maintain flexibility in attracting users to the Hall, the Charity holds a Premise Licence (non-alcoholic) and a licence from the Performing Rights Society. ## **Section E Financial review** At the end of the reporting period, unrestricted funds were £31,501 which **Brief statement of the** included £27,669 covid grants. Annual expenditure of the charity is **charity’s policy on reserves** £1,755 and the trustees intend to reserve £2,000 to cover current annual costs. The remainder of the covid grants will be held as designated funds for use in the refurbishment project. **Details of any funds materially in deficit** ## **Further financial review details (Optional information)** You **may choose** to include additional information, where relevant about: - 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. ## **Section F Other optional information** ## **Section G Declaration** **The trustees declare that they have approved the trustees’ report above.** 5 **Signed on behalf of the charity’s trustees** |**Signature(s)**
**Full name(s)**
**Position (eg Secretary, Chair,**
**etc) **
**Date**|P Softley|S Chapman| |---|---|---| ||PETER SOFTLEY|SUSAN CHAPMAN| ||
|| ||01/10/24|| ||01/10/24|| 6 CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A Independent Examiner's Report Report to the trusteesl members of BYRNESS VILLAGE HALL On accounts for the year ended 3110312022 Charity no (if any) 506856 Set out on pages I report to the truste8s on my examination of the accounts of the above charity {Ih8 Trust'l for the year ended Responsiblllties and As the charity trustees of the Trust. you are responsible for the preparation basis of rnport of the accounts in accordance with the requirements of the Charities Act 2011 (Ihe 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 Chanty Commission under section 145{5)(b) of the Act. I have completed my examination. I confirTn that no material matters have come to my attention (other than that disclosed below ') in connection with the examination which gives me cause to believe that in, any material respect.. accounting records were kept in accordance wf(h section 130 of the Act or the aG¢ounts do not a¢Gord with the accounting records Independent examiner's statement I have no ¢oncems and have come across no other matters in Connection with th8 examination to which attention should be drawn in order to enable a proper understanding of the accounts to be ￿aGhed. . Hease deJet8 th8 words in the brackets rfthey do not apply. Slgned: Name: Rèlevant professional quallficatlonls) or body lrfany>: Add￿$. ,1tr IER October 2018 Section B Disclosure Only complete if the examiner needs to highlight matters of concem (see CC32. Independent examination of charity accounts.. directions and guidance for examiners). Give hero brfef d•talls of any items that tho oxamlner wishes to dlscloso. IER October 2018 Registered Charity No. 506856 ## **BYRNESS VILLAGE HALL** ## Receipts and Payments Accounts For the period from 01/04/21 to 31/03/22 ## Section A Receipts and payments |**Unrestricted**
**funds**
**Receipts**
Hall Hire
540
Fundraising - Lottery
-
Fundraising - other
-
Donations
570
Electricity Meters
40
Covid Grants
8,000
Hall Refurbishment Fund
-
Misc
-
**Total receipts**
**9,150**
**Payments**
Heat & Light
334
Water Rates
149
General Admin
418
Safety Tests
-
Insurance
636
Licenses
49
Repairs & Maintenance
40
Misc
128
Petty Cash
-
**Total payments**
**1,755**
**Total receipts less payments**
**7,395**
**Transfers between funds**
**-**
**Cash funds last year end**
**24,106**
**Cash funds this year end**
**31,501**|**Unrestricted**
**funds**
**Receipts**
Hall Hire
540
Fundraising - Lottery
-
Fundraising - other
-
Donations
570
Electricity Meters
40
Covid Grants
8,000
Hall Refurbishment Fund
-
Misc
-
**Total receipts**
**9,150**
**Payments**
Heat & Light
334
Water Rates
149
General Admin
418
Safety Tests
-
Insurance
636
Licenses
49
Repairs & Maintenance
40
Misc
128
Petty Cash
-
**Total payments**
**1,755**
**Total receipts less payments**
**7,395**
**Transfers between funds**
**-**
**Cash funds last year end**
**24,106**
**Cash funds this year end**
**31,501**|**Restricted**
**funds**
-
-
-
-
-
-
30,013
-
**30,013**
-
-
-
-
-
-
-
-
-
**-**
**30,013**
**-**
**2,143**
**32,156**|**Endowment**
**funds**
-
-
-
-
-
-
-
-
**-**
-
-
-
-
-
-
-
-
-
**-**
**-**
**-**
**-**
**-**|**Total funds**
**2021/22**
**540**
**-**
**-**
**570**
**40**
**8,000**
**30,013**
**-**
**39,163**
**334**
**149**
**418**
**-**
**636**
**49**
**40**
**128**
**-**
**1,755**
**37,408**
**-**
**26,249**
**63,656**|**Total funds**
**2020/21**
-
-
-
1,150
-
19,669
2,143
-| |---|---|---|---|---|---| ||||||**22,962**| ||||||158
103
-
-
602
35
-
-
-| ||||||**898**| ||||||22,064
-
4,185| ||||||**26,249**| ||||||| |Section B Statement of assets and liabilities at the end of the period|||||| |**Cash funds**
Bank current account at y/e
Receipts waiting clearing
Payments waiting clearing
**Total cash funds**|**Unrestricted**
**funds**
31,501
-
-

**31,501**|**Restricted**
**funds**
32,156
-
-
**32,156**|**Endowment**
**funds**
-
-
-
**-**|**Total funds**
**2021/22**
**63,656**
**-**
**-**
**63,656**|**Total funds**
**2020/21**
26,249
-
-| ||||||**26,249**| Page 1