## **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|
||||||
||||||
||||||
||||||
||||||
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## **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. 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.
3
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.
4
## **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
5
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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