Charity Number: 515174 # Sutton on Derwent Village Hall Financial Statements for the year ending 31 July 2023 Charity Number. 515174 ## Sutton on Derwent Village Hall ## Contents - 2 Contents Page - 3 Trustee Annual Report - 7 Treasurers Annua! Report - 8 Independent Examiners Report - 9 Receipts and Payments Account - 10 Detailed Receipts and Payments Account - 11 Statement of Assets and Liabilities Sutton on Derwent Village Hall Council of Management ## Trustees Annual Report for the period ## 1* August 2022 — 31* July 2023 ## Charity Name: ## Sutton on Derwent Village Hall ## Registered Charity Number: 515174 ## Principle Address: Sutton on Derwent Village Hall Main Street Sutton on Derwent York YO41 4BN ## Charity Commission Contact: Mr. David Bristow. Honorary Treasurer 39 Jervis Court, Sutton on Derwent York YO41 4JX Telephone: 01904607579 ## Name of Trustees: Mr John Newlove Chairman Mrs Helen Hollingworth Vice Chair. Mrs Pam Street Trustee Mr Peter Kirby Trustee Mr. David Bristow Honorary Treasurer All five held post for the 12 months under review. ## 1. Objectives and Governance: The following is an extract from the initial paragraph of the “Sutton upon Derwent Village Hall Constitution” as reportedly recorded in the books of the Charity Commissioners, Volume 36, Page 409, dated 25.7.1931 On 29" April 1931, in a conveyance between the sixth Viscount St. Vincent and the York Diocesan Board of Finance, the building now known as the Sutton upon Derwent Village Hail and the surrounding land, were conveyed to the board to hold in trust so that they could be used for the purpose ofphysical & mental recreation and social, moral & intellectual development through the medium of reading and recreation & entertainment or otherwise as may be found expedient for the benefit of the inhabitants of the Parish of Sutton upon Derwent& its vicinity, without distinction ofsex or political or other opinions... .....The general management and control of the trust premises, and all the arrangements for their use shall be invested in a Council of Management, hereinafter called "The Council”... File: VillageHall\Accounts\SoDVHTrustRep23.docx Date: 5" September 2023 Sutton on Derwent Village Hall Council of Management ## 2. Structure and Management ## 2.1 Council of Management. Currently the “Council of Management” comprises elected officials, (chairman, Vice Chair, secretary, Treasuret,) | specific appointees (Booking Secretary, Minute Secretary,) co-opted representatives from the Villagers and regular user representatives appointed by the various user groups (including Church, School, Parish Council, Community Café and the various sporting groups The elected officials , specific appointees and co-opted members are ali elected annually at each Annual General Meeting. Representatives of the various user groups are appointed by their own members. Charity Commission Trustees. The five nominated trustees are drawn from the elected members of the Council of Management. All have the knowledge and expertise necessary to fulfil the role and hold a copy of “CC3 The Essential Trustee.” ## 2.2 Public Benefit: The Trustees confirm that they have complied with the duty, contained in Section 4 of the Charity Act 2011, to have due regard to the guidance on public benefit issued by the Charity Commission. The Charitable purpose of the charity, within the meaning of the act is contains within its objectives stated above. ## 3 Financial Objectives and Funding Strategy: The general aim is to manage the revenue budget on a self financing basis. As a “rule of thumb”, when used to determine the published hire charges, is that hire income will cover operating costs. Within this broad remit, a measure of flexibility is applied where high value private functions help keep costs down for the more disadvantaged user groups. Proceeds from fund raising events are specifically earmarked for hall improvements and long term development/ sustainability. The Council of Management is aware that rental income will quickly evaporate if the hall fabric and appearance is not maintained to a high standard. Currently a sum of £5,000 (typically 12 months inescapable running costs) is “ring fenced” in the development account as an “Operational Contingency”. File: VillageHall\Accounts\SoDVHTrustRep23.docx Date: 5"* September 2023 Sutton on Derwent Village Hall Council of Management ## 4 Current Activities. The regular programme of scheduled events, open to all, includes Indoor Bowls Club, Badminton Club, Pilates Classes, Childrens Dance Classes, Indoor Tennis Coaching, First Responder training and the Community “Pop up” café. The Hall is also regularly used on a weekly basis by the Sutton Primary School for Gym / PE lessons and at the end of term drama and school plays etc. Co located within the Village Hall is the Community Post Office, which also serves the neighbouring villages of Melbourne and Elvington. in addition to the regular programme outlined above, the Hall is used for village meetings of the Council of Management, the Parish Council, the Parochial Church Council etc. It is also available for hire for vocational training and by visiting Clubs and Societies. Income from a steady stream of children’s parties and private family functions also help to contain costs for the regular activity programme. Finally, the Council of Management organises a varied programme both of its own fund raising events, and other events in collaboration with specific Village sub-committees. Together, such activities have the dual aim of developing the village community whilst helping fund the ongoing programmes of development initiatives. ## 5 Achievements and Performance in the year 2023 — 2023 ; Objectives for the year somewhat crystallised into three strands: 1. Sustain the Hall for future generations. (With 100% cost recovery from regular users and to also raise sufficient development funds to sustain such a cherished village asset.) 2. Provide an affordable service to the Village Community of Sutton on Derwent. {To support and encourage a broad range of viable and sustainable of user groups). 3. Provide a welcoming venue to service other charitable groups within the village who are working hard to raise funds for their respective charities. Coming out of the Covid pandemic it became clear that the dynamics of the community had evolved. Typified by the need to support young families with affordable activities and events. Similarly, for the older residents, initiatives like “warm spaces” and companionship became so important. Illustrated by attendance at the Community Café supported by the ERYC Warm Spaces initiative. What once was “Popp in” for a coffee became “stay all day” to enjoy the comradeship. Then at the end of the session, peace was often shattered by the youngsters calling by after school for an impromptu Mum’s and Toddlers afternoon. Fund Raising activities from both Village Hall events and the joint Village Community activities for the Coronation and a best ever Village Fete bolstered event proceeds by a whopping 92%. The pleasing aspect was the way new initiatives were well supported and clearly “hitting the spot” with the Villagers. Co-operative events included: - e Supporting the Parish Council running the Village Fire Works evening e Hosting the Annual! Beer Festival with Woodhouse Grange Cricket Club e Supporting the Village Celebrations for the Coronation along with the Parish Council ; « Leading on the Village Fete with the Schaol and St Michaels Church File: VillageHall\Accounts\SoDVHTrustRep23.docx Date: 5'* September 2023 Sutton on Derwent Village Hall Council of Management ## 6. Development and Long Term sustainability. At the end of the financial year we now have around £66,000 set aside as the “Roof Fund” anda further £5,000 is ring fenced as Operational Contingency for the essential long term sustainability of the Hall. We also hold a prudent working balance in the current account to roll forward. The impact of “Cost of Living” pressures for all our communities has an impact upon our User Groups and as things like our main jong term energy contracts come to an end in 2024 & 2025 it will impact upon our operating costs going forward. In the short term, maintaining internal and external decorations will always need attention. The Trustees are very mindful of the importance of keeping on top of regular routine maintenance for a cherished facility operating in such a competitive environment with casual hirers. As members of the larger network of Village Halls in the East Riding of Yorkshire we do recognise the dependence placed upon our Halls and our important role supporting the community. Through time our constitutional mandate may need to evolve but we remain fully committed to being at the very heart of that evolution. ## 7. Approval The Trustees declare that they have approved this Trustees Report. Signed on behalf of the Charity’s Trustees. **----- Start of picture text -----**
Date: BO.\ \w 2o 24-
**----- End of picture text -----**
**----- Start of picture text -----**
Mr. John Newlove, Chairman
**----- End of picture text -----**
File: VillageHall\Accounts\SoOVHTrustRep23.dacx Date: 5'" September 2023 Sutton upon Derwent Village Hall Council of Management. ## Treasurers Annual Report for 2022 - 2023. ## Operational Income and Expenditure : Regular Hire Income of £9,506 compares favourably with £7,631 in 2022 and this reflects the general recovery towards pre covid levels. Family functions, Kids parties and Hayleys Dance classes all making significant contributions. Fund Raising activities, from both Village Hall events and the Joint Village Community events for the Coronation and the best ever Village Fete bolstered Fund Raising proceeds by a whopping 95% to £12,029. The pleasing aspect for me was the way the new initiatives were being supported and clearly hitting the spot with the Villagers. This coupled with the Community Café still being well supported, and the Beer Festival producing an impressive £2,400 shared with Woodhouse Grange Cricket. Thanks to everyone who contributed to the successes. Thanks also for the ongoing help from the Parish Council who covered the cost of our Insurance premium. The overall Income numbers (£28,733) also acknowledges the grants from HWRCC to enhance the WiFi coverage, help from the Dogger Bank Wind Farm Funds to upgrade the PA sound system and the ERYC Warm Spaces initiative with the Café. All illustrating such a busy year for the Counsel of Management ! £1.67 (£1.58 | Totalusers | 68096429) £ 12.04 (£11.48 | Total hoursinusc |(BZN888 Usage Statistics. (2022 figures in brackets) “Regular Income” of £9,506 just adequately covered “Regular Operating Costs” (£9,286) and would suggest that our charging regime is in balance. The cost of Fund Raising and the various development projects reflected the big increase in activity levels Overall the outgoings amounted to £22,031 giving a surplus for the year of £6,702 Looking forward to next year, with 5year Electrical Testing done and the Main Hall decorations going through the books in August hopefully Routine Maintenance will be under control. Energy costs also remain a bit of a moving feast, fortunately we have fixed term contracts for both Electricity and Gas covering the next fiscal year. ## Long Term sustainability and other “Restricted” funds: By the end of the year we now have around £ 66,000 nominally set aside as the “Roof Fund” for the essential long term sustainability of the hal! building and a further £5,000 ring fenced as Operational Contingency. We also currently hold a prudent working balance in the current account to roll forward. . Appearing as “Restricted Funds” is £382 left as contingency for the Floor refurbishment project along with the £961 belonging to the Village Celebration Fund. During the summer | did challenge the validity of holding such a balance on behalf of the Village. However, after debate the stake holders jointly agreed that circa £750 - £1000 would be prudent to cover a “wash out” or any losses at a future Village event. David Bristow Honorary Treasurer. File: SoDVHB823.doc Date: 5X, September 2023. ## Independent Examiner's Report to Sutton on Derwent Village Hail { report on the accounts of the charity for the year ending 3+ July 2023, which are set out on pages 9 to 12. ## Respective responsibilities of trustees and examiner The charity's trustees are responsible for the preparation of the accounts. The charity's trustees consider that an audit is not required for this year under section 144 of the Charities Act 2011 (the Charities Act) and that an independent examination is needed. ## It is my responsibility to: - examine the accounts under section 145 of the Charities Act; - to follow the procedures laid down in the General Directions given by the - Charity Commission (under section 145 (5)(b) of the Charities Act; and - - to state whether particular matters have come to my attention. ## Basis of independent examiner's report My examination was carried out in accordance with the General Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. {t also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide ail the evidence that would be required in an audit, and consequently | do not express an audit opinion on the view given by the accounts. ## Independent examiner’s statement ## In connection with my examination, no matter has come to my attention: (1) which gives me reasonable cause to believe that in any material respect the requirements - Fi 3 to keep accounting records in accordance with section 130 and 131 of the Charities Act; and - a to prepare accounts which accord with the accounting records and comply with the accounting requirements of the Charities Act ## have not been met; or (2) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached. Rebecca Triffitt, MAAT Practice Accountant Employee of Phoenix Accountancy and Business Consultancy Limited Morley's Cottage WalkergateMorley’s Yard rth Beverley HU17 9BY ## Date: QE} > ) >)qG Sutton upon Derwent Village Hall. 31st July 2023 ' : ## Recelpts and Payments Account for the year to 31st July 2023 **----- Start of picture text -----**
||||||||||||||| |---|---|---|---|---|---|---|---|---|---|---|---|---|---| |2023|2023|2023|2023|2022|2022|2022|2022| |Resincied|Designated|Unrestricted|Total|Restricted|Designated|Unrestricted|Total| |Receipts:| |Regular|Hire|Income|-|-|9,506|9,506|-|-|7,631|7,631| |Parish Counch Gram|-|:|1,201|1,204|.|-|1,738|1,138| |Parish Counc#|extra Grant|from|Jubjee Funds|-|72|-|72|:|-|~|-| |ERYC|- Omicron|Hospitalty & Lalaure Grants|.|:|-|~|-|-|3,036|3,038| |Community Café|Donatione|-|-|833|839|-|-|89s|a95| |Other Donations|-|-|34|34|-|-|&|BO| |Viage|Hall|Fund|Raising|-|-|5,313|§,313|.|-|4,707|4,707| |Joint|Community Events|-|400|6,318|8,716|-|~|1,458|1,458| |Bank|Interest|-|-|300|300|-|-|10|10| |Restricted|Funds|-|-|-|-|-|-|-|-| |HWRCC|-|Digital|Hub Grant|200|-|-|200|-|-|:|-| |Dogger Bank|- Sound|System|Grant|700|-|-|700|-|-|-|-| |ERYC Warm|Spaces Grant|3,098|-|-|3,088|-|-|-|-| |Nationat|Lottery|-|Local|Connections|Grant|-|:|-|-|1600|-|~|1600| |Funds|fedd|for Safekeeping|-|-|-|-|-|-|.|-| |Café donation|to Vilage|Celebration|Fund|-|760|~|760|-|-|-|-| |Total|Receipts|3,998|1,232|23,503|28,733|1,500|-|1B, 885|20,456| |Payments:| |insurance|-|-|1,201|1,201|-|-|1,138|1138| |Cleaning|Services|-|-|2,746|2,746|-|-|2,773|2773| |Ututias|58?|-|2,141|2,728|-|-|1,904|1904| |Services & Appliance Testing|-|-|239|239|-|-|130|130| |5|Year & other|Electrical|Testing|-|~|1,202|4,202|-|.|it)| |Licences|-|-|194|184|-|-|21|21| |Other|Running|Costs|~|-|643|843|-|789|789| |ERVAS Account|Examination Fee|-|-|192|102|-|-|180|160| |Routine|Maintenance|-|-|141|141|-|-|911|611| |Sub Totel|- Hall Operating Costs|9.286|7828| |Village Hall Fundraising|Coats|-|-|3,148|3,148|-|-|3,226|3225| |Village|Hall Bar Stock|-|-|440|440| |Jom Community Event Costs|-|634|4,266|5,000| |Hal inprovement Projects|-|-|2,045|2646| |Extension|Ladders|-|-|180|180| |WHE|Digital|Hub|200|-|-|200| |Sound|System|Upgrade|700|-|476|1,176| |Warm|Spaces|Initatwe|2,611|-|-|2,511| |Residual|Floor Project|-|-|-|-|282|-|-|282| |Community Café Projact|-|-|-|-|1,500|-|103|1,603| |Total|Paymerite|3,888|834|17,198|22,031|1,782|Q|13,788|ee|6818| |Net Surplus|/ Defick|for the year|a|398|6,304|6,702|-282|Q|6,158|4,874| |Cash & Bark Balances|brought forward|382|663|82,390|83,335|664|"583|77,234|78,461| |Cash & Bank Balances carried forward|382|961|$5,604|90,037|32|583|32,300|83,335| **----- End of picture text -----**
Note: Restricted Funda at 31/7/23 = £1,343, comprising; Remaining residual on Floor Refurb Project = £382, + Vilage Cetebreton Fund (held for safe keeping) = £961. Filo: VHAccountaz022-2023 XLS David Bristow - Honorsry Treasurer Sutton pos Derweat Village Hall. 31st July 2023 ## Receipts and Payments for the financial year to 31st, July 2023. |Receipts|2023||2022||Payments||2023||2022|| |---|---|---|---|---|---|---|---|---|---|---| |HireIncome|||||HalRunning Costs|||||| |Casual Letings
Chictren's Parties
Private Functions
ChartyFund Rating
Visiting Chiba & Societies
Meetings
Equipment Hira
ERYC-Schoot Rent
ERYC - Elections
TennisClub
Tannis Coaching
Bowls Club
Parish Counct
Evolution Dance
Badminton
Sud PostOffice
Dancercise / Piates
Mum & Toddlers|650
1,681
w
215
165
480
1,680
75
238
683
1,085
616
1,275
418
25||553
1,265
a5
170
40
1,260
o
108
2g
565
2t4a
585
7e0
1,300
490||Insurance
Cleaning Sanvices
Water
Etectricity
Gas
BecticalTesting
redbandWIFI
Fire Extinguisher Service
GasApplianceServicing
Janitorial
Licences
Laundry
Marketing&Parish News letter
Accountants Examination Fees
ERAof ROB(Village
HallNetwork
ERYCWaste Collections
Misc Costtems||1,201
2,606
v2
580
4,198
4,202
HS
1493
96
140
194
432
134
192
50
214
2?||1,138
2,638
264
HT
388
Li)
245
44
68
137
21
280
282
1)
L¢]
51
18|| |Sub Totet
-Hireincome||9,506||7631|Sub Tota - Running
RoutineMainienance|Costs||9144||6,915| ||||||Electrical Equipment& Fittings
Scraper Mat
CarPark Whites {Lees||48
Ky||256
528|| ||||||Kitchen Truggs||||B|| ||||||Misccallansous Repairs||||107|| ||||||Sub Totel - Routine Maintenance|||141||911| |Total -Regularincome|9,506||7,631||Total -OperatingCosts||9,286||7,826|| |Village Hall Everts
Chassic Cars
FreWorks
Bad Apple - Eddie & Goud Taps
ABSA Tonight
Bingoxud|1,535
439
341
1,051
1,047||4,243
383
252||VilageHadEvents
Clasake Cars
FieWorks
Bad Appts - Eddie & Gold Toss.
ABBA Tonight
Bingo
Event BarStock||Bos
186
4306
1188
To
440||459
125
122|| |Subtotal - FundRaising||5,313||1,880|Subtotal - FundRarsing
Costs|||3,588||708| |Joint Coteborative Events|||||JointColaborative Crente|||||| |Sutton Geer Fastival|2,210||2,819||Sulton Seer Festive||g72||1418|| |KingsCoronation
Village Fete Sponsorship
Vilage Fete Actrvittes
Queens Jublles|444
400
3,862||1,459||KingsCoronation
Village FeteFrom Cateoration Fund
VilageFete Activites
Vilage FabeShare toChurch & Schoot||559
434
1542
1683|||| ||||||Queens Jubilee||||1,101|| |Sub Total -dofntEventa||6,716||4,277|Subd Total ~ Jon Events|||§,090||2,519| |Grantsand Support|||||Hall eeproverments|||||| |HWRCC
-DigtalHub
Dogger Bank Wind Farm
ERYC Wann Spaces|20**0**
70
3,088||||WIFIExtend**e**r
Sound Syst m Upgrade
Warm SpacesProject||200
$176
2811|||| ||||||Extension Ladders||180|||| |Parish CouncilGrant
PC ExtraGrant
for Jubtes
Community Café Donations
OtherDonations|1.201
72
833
uM||1,438
B95
0)||Community Café Kitchen
Speaker Stands
Residual FloorProject||||4,178
70
282|| |Lottery Local Cannectians|||1,500|||||||| |ERYC Covid Support
Subtotal
-Grants &Support||6,066|3,038|6,649|Subtotal -Development|||4,067||4,530| |Funds Heid for Safe Keeping||||||||||| |Café Donation to Calabratian fund|760|||||||||| |Bank Interest||||||||||| |Barclays Bank|300||10|||||||| |TotalRecelpts|28,733||20,455||Total Payments||22,031||15,581|| |Bank Reconciliation:|||||Accounts ReconcHlation:|||||| |Bank Balanoss brought forward at 1 /a'2022|||43,338||Total Receipts||28,733|||| |Closing BankBalances at31 ‘7/2020|||30,037||Total payments||22.034|||| |Movementontheyear|||||Surplus
on the year|||||| Fle: VHAccounta2 2-23.08 D.Srleiow= Hanorary Tremaine Sutton upon Derwent Village Hall. 31 July 2023 } ## Statement of Assets and Liabilities as at 31st July 2023 i ; i **----- Start of picture text -----**
Monetary Assots 2023 2022
TSB Bank Current Account 47,208 14,412
Barclays Bank Savings Account 72,829 68,922
90,037 83,335
Total Monetary Assets by type:
Unrestricted Funds 88,694 82,380
Restricted Funds - Floor Project 382 362
Designated Funds - Money held for safe keeping 961 563
Total Funds 90,037 83,335
Non Monetary Assets and Liabilities
Fixed Assets for the Charlty's use {at cost)
Village Hall Held in Trust Held In Trust
intemal Fixtures and Fittings 26,580 24,741
intemal Building Contents 34,620 28,725
(Source: Vilage Hall inventory}
Total Fixed Assets 61,200 53,466
Debtors
Hirings - Outstanding invoices at 3ist, July 25 100
Invoice 23/07/01 Wheidrake Messy Church Project
Creditors
Unpresented Cheques 0 Q
Village Celebration Fund -961 -563
Miscellaneous Bar Stock, (bottled and soft drinks retained for future VH events) 315
Net Non-Monetary Assets less Liabilities 60,579 53,003
These Accounts were approved by the Trustees on 2g/e/o and signed on their behalf by:Ake
**----- End of picture text -----**
File: VHAccounts2022-2023.x6s O. Bristow - Honorary Treasurer.