Moulton Village Hall
Registered Charity No. 1002083
Chairman’s Report 2020/2021 - We entered this new year on the 1st July 2020 in the middle of the Covid 19 pandemic
Jill has implemented all the required rules as set out by Suffolk ACRE (Action with Communities in Rural England) who offer guidance to Village Hall’s for compliance with the ever-changing Government regulations.
At a committee meeting in early July Jill was able to explain to the members, the management committee’s responsibilities in managing the risk of Covid 19 for anyone entering the hall. Risk assessments were required and undertaken for each user as well as supplementary hire agreements. Government approved notices had to be pinned to doors and notice boards setting out the restrictions along with the official QR track and trace logo and cleaning instructions etc.
As part of managing the risk the committee agreed to close the ladies’ and men’s toilets and only use the disabled toilet. Two metre apart lines were painted in the car park to allow queuing to take place safely. Supplies of masks and sanitizer were purchased and set up at entrances to the hall for use by everyone and a Covid 19 first aid kit was assembled – all in accordance with the guidelines.
During the period of this report, we have endured a further two lockdowns, partial opening up and lifting of a few restrictions but overall, we have kept operating throughout due to our commitment to Preschool. As part of the Government Regulations, Preschools were given priority and so during term time Preschool have had exclusive use of the hall 3 days a week. There have been a few weeks in between lockdowns when Yoga and Badminton have returned with restricted numbers. Also, when football was resumed, we were obliged to allow them access to the disabled toilet during matches, but only on the basis that strict Covid rules were followed. Jill drew up an instruction list to which the footballers agreed.
In the beginning many events were cancelled and only now are people having the confidence to slowly start booking the hall again for children’s parties and celebrations.
All cancelled events received refunds and regular users were happy to receive credits to be taken up when they return in September (all regular users have confirmed their return to the hall in September 2021).
During this period the Treasurer kept a very close eye on the finances with our only income coming from Preschool and occasional payments from Yoga and Badminton. We were very fortunate to have received a £10,000 support grant from West Suffolk in April 2020 and a further support grant of £8,500 in March 2021. We were surprised to receive an £8,000 restart grant in April 2021. The financial report sets out clearly how we have been able survive the pandemic financially.
Zayana has been working very hard undertaking extra deep cleans in addition to users cleaning regimes to ensure all hard surfaces were wiped down with antibacterial cleaner and that floors were regularly washed to keep Covid clean. The hand dryers were turned off and paper towels and bins purchased for the toilets. Each user was given a schedule of cleaning to be undertaken before they left the hall and a log was posted on the notice board for those leaving the hall to sign confirming to the next person in that they had undertaken the cleaning.
During the year we have had to carry out several maintenance projects – with the hall now over 10 years old problems are starting to occur. Compact fluorescent downlights in the corridor, toilets and changing rooms had been failing and as the technology has moved on these have had to be replaced with LED units. Thanks to Jerry and Will Nash for their patience and time. We just have the changing room ones left to complete.
The car park flooding problem was eventually rectified. A large hole was excavated with the aid of a digger and two large drainage units were installed to allow the water to drain away more efficiently. Thank you to Bill Rampling who organised this.
In July 2020 we received a complaint from our neighbour Rob Nash who had recently purchased number 6 Bridge Street next door to the hall and was finding the noise of our airconditioning/heating fans too noisy. It was agreed that a sound proofing material would be installed in the fenced area around the units to reduce the noise. Rob Nash offered to pay half the bill. After researching the appropriate material, Jerry and I spent a considerable time re-building the fence and installing the material. Our first attempt had to be redesigned as it cut off the air flow around the fans and they malfunctioned and an engineer had to be called out. A modification was made. However, once the work had been completed Rob was not satisfied and made a formal complaint to the local council who investigated the matter and came to the conclusion that there was no case to answer.
There has also been a problem with the effective working of the solar panel’s inverter. Jerry has spent a long time trying to get someone to actually investigate the problem and undertake the work to rectify the fault. UK Power Networks have now confirmed that the grid voltage is too high and have given a commitment to resolve the issue.
Jill took this opportunity of reduced activity in the hall to have the curtains (which have been in place 10 years) dry cleaned.
Jerry and I continue to take care of the smaller problems- leaks, cracks, decoration etc.
Jerry has also ensured that the Adcock’s engineer completes the regular services of the airconditioning plant, CAM Alarms service the fire alarms and FM Fire Protection service the fire extinguishers. Also, that our insurance and licences are kept up to date.
Conclusion
I am thankful that Moulton Village Hall has survived the pandemic and is in such good order financially and practically. Thank you to all committee members for their assistance. The future does look brighter with all regular users confirming their return in September 2021 and Jill confirmed that we were able to hold our first event for 60 people in the hall on 25th July 2021 and that people are beginning to feel more confident about booking the hall for children’s parties and celebrations
A positive for the future is that at a committee meeting on 12th April 2021 Preschool requested Broadband be installed in the hall to facilitate paperless activity recording and the committee agreed to this. Within a couple of weeks BT/Openreach erected a telegraph pole on the bank outside the hall and a few weeks later ran a cable duct up to the hall building. Now we are just waiting the fibreoptic cable to be connected. Thanks to Jerry for taking this important project onboard and working through all the frustrations of dealing with BT/Openreach to achieve this goal. I can now confirm that as of the 9th August Moulton Village Hall has working internet connection.
Richard Marshall Chairman, August 2021
MOULTON VILLAGE HALL Rryistsred Charity No. 1002083 Income and Expenditure A¢<.ount for the year ènding 30th June 2021 2022021 not• £ 2019-2020 INCOME Block bkingS IndNidual bG)kings District Council Grant Solar Panel Feed4n Tariff Donatn8 Interest Fund Raising A¢tivibes 6.923 492 13.574 1,161 189 383 8,089 4.C69 10,Crf)O 1.445 90 408 1,500 £25,601 £25,722 EXPENDITURE Cleaning expenses Utslitses & wast& management Building Extension Improvèménts Maintenance and repairs Insurance Management Fees & LK£nse8 Sundry expenses 3.162 7.334 3.356 7,313 19,034 378 8.916 1,174 105 5,271 1.122 106 £21.067 £36201 N•t Incom• for th• ymr 10,61)0 ACCUMULATED FUNDS Balance as at 30th June 2020 Net Income for the year Balance as at 30-Jun-2021 38.603 4,655 49,203 -10,600 £38,603 REPRESENTEO BY HSBC Bank Account Yorkshire Building Society Accounl United Trust Bank 2-Year Bond12021) United Trust Bank 2-Year Bond12022) Cash Trade Creditors Trade Debtors 12,721 14,862 10,530 5.375 14,169 4,855 10,185 10,343 -230 £43,257 £38,803 No. 1 Pre-school, Badminton. Pi18tes. Yc3a Class. Panthers Fcthll 2 West Suffolk Council COMD-19 BUS1r Conts'nuty Grant and Business Restart Grant 3 Show While pantomime 2020 4 Wages, materials, bathroTr supplEs S HVAC Nc¥se 1nsukgts.on 6 Includes £900 for drainage and £2500 ts Ighb'ng T Renewal of premises Ince 8 cdits for CorOnaviS cancellations
page2of2 R•glstsrnd Charlty No. 1002083 MOULTON VILLAGE HALL Income and EndItUre A¢{¢ for th• y•ar •nding 30th June 2021 Preparnd by Treasurer Jery Goodwin APPROVED BY Chairman. on behaw ol tr Management Commrttee Richard Marshall
MOULTON VILLAGE HALL Registered Charity No. 1002083 Income and Expendtture Account for the year endlng 30th June 2021 For the Attention of the Trustees I have independently examined the cash book and accounts for Moulton Village Hall for the financial year 1st July 2020 to 30 June 2021, in accordan with the directions and guidance published by the Charity Commission. I confirm that these truthfully reflect the financial transactions during this period, which are consistent with the aims and objectives of the village hall and are in accordance with the Chairman's annual report. l am able to verify that the book keeping and financial management are in accordance with good practice and to a satisfactory standard. Furthermore, l am able to confimi that none of the Trustees of Moulton Village Hall has received any renumeration other than reimbursement of expenses directly incurred for the operation and rna1ntenan of the village hall. Dale.. David Unwin (qualIftIOnS here) Mrt I . *L 35A Brookside, Moulton, Newmarket. Suffolk, CB8 8SG