# **Tysoe Village Hall Trust Registered Charity 523027** ## **CHAIR’S ANNUAL REPORT** ## **Introduction** This report covers the period between 1st January 2024 and 31st December 2024. The hall will celebrate its centenary in late 2029. The committee has an eye on this important date and is working towards ensuring the very positive impact of our rural hall lives on in a commercially and environmentally sustainable way for the years and decades ahead. Village hall usage, both post COVID but also through cost of living and generational change, is evolving. This is the case not only in Tysoe, but across the country. Many halls are now experiencing financial issues and face closure. It is our role and duty, as custodians of the hall, to address these changes in a mature and considered manner to ensure our long-term viability. 2024 was a busy year and I give my personal thanks to the Trustees and committee members who give so much of their time, not only at our monthly meetings, but with special projects, homework and devising and running our many fundraising events. We are fortunate to be very diverse in our makeup, which brings lively debate, but always with one common goal - what is right for the Trust. During 2024 we focused on a number of areas: administrative, refurbishment, marketing, cost control and fundraising. ## **Administration** I am very grateful to Jackie Keyser for her ongoing work to move our 1929 Deed into the right century, as well as her work to document our meetings and actions. To the committee more widely for collaborating to update the myriad of policies and procedures necessary to safely and legally operate a community space - I thank you. ## **Refurbishment** Our nearly century-old building complex has required a rolling programme of repairs and refurbishment. More is planned in 2025 as and when funds allow. ## **Marketing** We are aware of the age diversity within our village and have developed an inclusive approach, across our website, social media, email and through The Record. A special note of thanks to Jacqui Franklin for kindly hosting the Village Hall Box Office at the Post Office. 2023 saw the launch of our website and Facebook pages, which continue to evolve, along with the growth of our email marketing list. To ensure we reach all age groups we continue to post paper notices on notice boards and publish regular articles in The Tysoe Record. We feel it important to share our work and our plans with the village, to drive engagement and invite shared ownership of a critical rural resource. ## **Cost control** No organisation or individual is immune to rises in the cost of energy. As a charity we are treated as a business by electricity suppliers, so whilst we can fix our rate, we do not benefit from a rate cap. During 2024 a change to that rate effectively wiped out the income from over 100 hours of hall hiring. As a team we focused on a multi-year programme towards reducing our electricity usage - aiming towards Net Zero. The first stage of that project has been to secure planning permission for installing solar panels. ## **Fundraising** When reviewing our hiring and rental income, minus our predicted overheads and refurbishment plans, there was a significant gap. In 2023 the hall reported a deficit of just over £3,000, not in itself an issue as it is correct to continue to invest, but we knew to be able to meet those increased overheads and deliver our refurbishment programme we would need to fundraise as well as seek grant funding. It has been a successful endeavour and I will let Judy share the impact of that effort when she provides her report. Fundraising is not always about benefiting the Trust and we supported events raising funds for other causes during 2024. This included Carers4Carers, Muscular Dystrophy, Roland and Shirley Cherry’s Ambulance Appeal, Mary’s Meals and the Royal British Legion. In total the hall helped those causes to raise just shy of £3,500 - a sum of which we are proud. Keeping accurate records on all of this financial activity and providing critical input into our planning is Judy our Treasurer and I give my personal thanks for her ongoing work on grant applications, ideas and financial oversight that help us plot a prudent yet adventurous path for the Trust. ## **Summary** We noted that during 2024, Including our regular and occasional hirers and our fundraising events, this hall receives over 10,000 visits per year. It is an honour to be a part of the impact that it delivers. Our thanks to our neighbours and friends, as without you there is no Village Hall. The Management Committee looks forward to further enhancing the hall in 2025, continuing our programme of broadening the value and appeal of this important rural community resource to increasingly wider age groups. ## Ben Viollet _Ben Viollet_ Chair Tysoe Village Hall Trust ## **Tysoe Village Hall Trust Registered Charity 523027** ## **TREASURER’S ANNUAL REPORT** ## **Financial Overview** This year, we experienced an increase in both income and expenditure, resulting in a net surplus of **£3,861.03** . It’s important to note that our accounting operates on a cash basis, meaning income is recorded as it is received. For instance, in December, we generated significant revenue from the sale of Burns Night tickets, but the associated costs were not paid until January. As a result, this surplus is slightly overstated. ## **Investments & Improvements** Throughout the year, we focused on repairs and equipment upgrades for both the hall and the social club, with a total expenditure of £6,469. Key projects included: - £3,000 for tarmac repairs at the rear of the Social Club - Installation of a new industrial dishwasher - Upgrades to the sound system Additionally, we completed a refurbishment of the McNulty Room at a cost of £5,418.29, maintaining our commitment to continuous investment in the facility. These costs are in line with repair and project costs in 2023. We have also secured planning permission for PV solar panels, with fundraising efforts for their installation planned for 2025. ## **Operating Costs & Increased Utilisation** Utilities and insurance costs rose significantly by 80%, increasing from £3,109.18 to £5,592.08. This was due to rising energy prices, higher service fees, and an increase in energy consumption, as hall usage has grown. Much of this increased utilisation is attributed to events organised by the Village Hall Committee, which we classify as ‘fundraising’ activities. While these events do not generate traditional hire fees, they operate on a ticketed basis. This year, £5,427.33 in associated costs were introduced, covering: - Licences for films - Entertainer fees - Alcohol stock purchases - Other incidental costs, such as food and decorations ## **Cleaning & Caretaking** Cleaning and caretaking expenses, including both labour and supplies, totalled £4,589.27, remaining consistent with the previous year. This stability is partly due to volunteers stepping in to assist with some caretaking duties. Overall, our financial position remains healthy, and our continued investments in the hall and Social Club will ensure these facilities remain valuable community assets. ## **Summary of Income** Income from hall hire saw a 24% increase, rising from £9,169.00 in 2023 to £11,335.28. This growth was driven by an increase in health and wellbeing sessions, as well as private bookings for birthdays and other family events. New fundraising events introduced this year, organised by the Village Hall Committee and volunteers, generated £9,614.58 (net of credit card fees). This success is a testament to the dedication and hard work put in both behind the scenes and during the events themselves. It was agreed with the Social Club to defer the scheduled rent increase — normally due every three years — until 2025, meaning rental income remained unchanged this year. Additionally, by investing surplus funds in interest-bearing accounts, we generated £884 in bank interest. ## **Balance Sheet** The majority of the balance sheet remains unchanged from the previous year, with buildings and fittings valued at £467,422.00 Cash holdings have increased in line with the £3,861.03 surplus recorded this year. Additionally, £40,000 was transferred from the current account into a deposit account to generate interest income. As of 31st December 2024, the total cash balance stood at £56,874.03. A portion of these funds is held in reserves, in line with our Charity Commission obligations, to ensure the ongoing viability of the Village Hall. The remaining surplus will contribute to planned improvements in 2025, including the installation of solar panels and a replacement kitchen. ## **Overall Income / Expenditure** Our independently examined accounts form part of this submission, but are additionally presented in summary form below. |Hiring Income||£11,335.28| |---|---|---| |Other income|(including rent)|£19,346.52| |**Total Income **||**£30,691.70**| |Expenditure||£26,830.67| |**Surplus for year**||**£3,861.03**| ## Judy Webb _Judy Webb_ Treasurer Tysoe Village Hall Trust Tysoe Village Hall Receipts and Payments Statement as at 31st December 2024 2023 2024 HIRING INCOME Hall hire . non commercial Hall hire - commercial Hall hire . meetings Hall hire Tysoe Bowls Club Hall hire Tysoe Womens Institute Other £3,891.50 £2,438.00 £261.00 £2,578.50 not categorised in 2023 £0.00 £4,269.00 £2,514.50 £273.50 £2,815.00 £1,296.50 £166.78 £9,169.00 £11,335.28 OTHER INCOME Donations Gift Aid Gift Aid Small Donation Scheme Electricity meter Social Club rent Social Club water rates contribution Social Club insurance contribution Alcoholic refreshments Fundraising events Film Club Bank interest Other £485.00 £0.00 £0.00 £638.00 £2,727.00 £465.64 £996.53 EO.00 £240.00 co.00 £88.04 C3,341.70 £874.60 £0.00 EO.00 £864,00 £2,727.00 £0.00 £761.99 £178,85 £7,765.62 £1,847.96 £833.53 £3,502.87 £8,981.91 £18,150.91 £19,356.42 £30,691.70 Total RecelptS OVERHEADS £1,244.00 Electricity £217.53 Water £0.00 Broadband £1,647.65 Insurance Incl In Cleaning & Janltorlal Window cleaning £336.36 PPL-PRS licencing £159.00 Film licencing not categorised in 2023 Portable Appliance Testing Incl in Cleaning & janitorlal Caretaker (labourl not categori5ed in 2023 Supplies £4,433.58 Cleaning & janitorial 5upplie5 £0.00 Alcoholic ref reshments £26.79 Postage and stationery £0.00 Advertising £735.79 Repairs C10,835.61 Major Projects co.00 Bank Charges £0.00 Fundraising events £1,390.60 Other £2,872.92 £284.67 £620.21 £1,814.28 £108.50 £0.00 £1,063.52 £125.80 £1,920.00 £229.28 £2,331.49 £1,616.31 £93.59 £0.00 £6,496.72 £5,418.29 £0.00 £1 ,373.75 £449.34 £21,026.91 £26,818.67 PROFESSIONAL FEES Legal External examination Other £0.00 £200.00 £0.00 £0.00 £0.00 £12.00 £200.00 £21,226.91 -£3,076.00 £12.00 £26,830.67 £3 861.03 Total Payment5 Surplus Receipts over Payment5 for the year ending 3111212024 (deflclt 2023 o ¢0 r