2023-03-31-accounts - Byrness Village Hall

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Trustees' Annual Report for the period

Period start date Period end date From 01 04 2022 To 31 03 2023

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 2 3 4 5 6 7 8 9 0 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)

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.

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. relevant, about: We thank all our volunteers for their generous help in meeting our  policy on grantmaking; charitable objectives.  policy programme related investment;

 contribution made by volunteers.

Section D Achievements and performance

During the year the hall has hosted:

Summary of the main achievements of the charity - Regular use by both the Craft Group and Exercise classes.
during the year
Local parents have used the hall for children’s events.
- 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
- The local church of St Francis has hosted musical events using the hall as a venue.
- Local residents and visitors have used the hall and surrounding land for quoits competitions
- Childrens’ drama group using the hall for Christmas play rehearsals and subsequent production
- Hall used by NorthernPowergrid micro-resilience team for presentations to residents
- Hall used by local resident as a venue for training attendees in forestry techniques and safety
- 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.

The hall refurbishment project remains our top priority and much hard work in finding a contractor continued from last year. From an initial objective of improving the main hall and installing renewable heating we reviewed options and chose a complete internal refurbishment and replacement of the felt covering on the roof with composite tiles. By the start of August, we’d had several responses from potential contractors, although prices following Government changes substantially increased. Our main funder, The National Lottery Community Fund, offered a further grant. At the end of the year we appointed a main contractor with work scheduled to begin by May 2024.

Section E Financial review

Brief statement of the charity’s policy on reserves

At the end of the reporting period, unrestricted funds were £31,107 which included £27,669 covid grants designated for use with restricted funds of £92,156 for the refurbishment project. Annual expenditure of the charity is £1,756 and the trustees intend to reserve £2,000 to cover current annual costs.

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.

Signed on behalf of the charity’s trustees

Signature(s) P Softley S Chapman Full name(s) PETER SOFTLEY SUSAN CHAPMAN Position (eg Secretary, Chair, etc) Date 01/10/24

CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trustee mèmbers of BYRNESS VILLAGE HALL On accounts for the yoar ended 3110312023 Charity no lif any> 506856 Set out on pages I report to the trustees on my examinats'on of the accounts of the above charty (Ihe Trust.) for the year ended Responsibilities and As the charity trustees of the Trust, you are responsible for the preparation basls of report of the accounts in accordance with the requirements of the Charities Act 2011 (tthe Acr). I report in respect of my examination of the Trust's accounts carried t 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 confimi that no material matters have come to my attention (other than that disclosed below ') in connection wrth 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 th8 accounts do not accord with the accounting records Independent oxaminerfs statement I have no concems and havè come across no other mattèrs in connection with the examination to which attention should be drawn in order to enab a proper understanding of the accounts to be reached. . Please delete the words in the brackets rf they do not apply. Slgnod: Date: If Name: Rehvant professional qualificatlon(s) or body (if any)". 'e ikn(bh4uI M ' ,k I kli Address: ,,M &hTritbt•&s IER O¢tobor 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 01/04/22 to 31/03/23

Section A Receipts and payments

Unrestricted funds Receipts Hall Hire 599 Fundraising - Lottery - Fundraising - other - Donations 510 Electricity Meters 76 Covid Grants - Hall Refurbishment Fund - Misc 178 Total receipts 1,362 Payments Heat & Light 334 Water Rates 188 General Admin 175 Safety Tests - Insurance 653 Licenses 271 Repairs & Maintenance 135 Misc - Petty Cash - Total payments 1,756 Total receipts less payments (394) Transfers between funds - Cash funds last year end 31,501 Cash funds this year end 31,107	Unrestricted funds Receipts Hall Hire 599 Fundraising - Lottery - Fundraising - other - Donations 510 Electricity Meters 76 Covid Grants - Hall Refurbishment Fund - Misc 178 Total receipts 1,362 Payments Heat & Light 334 Water Rates 188 General Admin 175 Safety Tests - Insurance 653 Licenses 271 Repairs & Maintenance 135 Misc - Petty Cash - Total payments 1,756 Total receipts less payments (394) Transfers between funds - Cash funds last year end 31,501 Cash funds this year end 31,107	Restricted funds - - - - - - 60,000 - 60,000 - - - - - - - - - - 60,000 - 32,156 92,156	Endowment funds - - - - - - - - - - - - - - - - - - - - - - -	Total funds 2022/23 599 - - 510 76 - 60,000 178 61,362 334 188 175 - 653 271 135 - - 1,756 59,606 - 63,656 123,263	Total funds 2021/22 540 - - 570 40 8,000 30,013 -
					39,163
					334 149 383 - 636 84 40 128 -
					1,755
					37,408 - 26,249
					63,656

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 31,107 - - 31,107	Restricted funds 92,156 - - 92,156	Endowment funds - - - -	Total funds 2022/23 123,263 - - 123,263	Total funds 2021/22 63,656 - -
					63,656

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