2021-03-31-accounts - The Pett Village Hall

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PETT VILLAGE HALL MANAGEMENT COMMITTEE MEETING AND AGM 7 SEPTEMBER 2020

The Pett Village Hall Management Committee met at the Village Hall on Monday 7 September 2020 for a regular meeting and for the delayed AGM.

The following Committee members and office holders were re-elected:

Terry Cornish Carol Glasson Carol Pecorini Fran Pitts (Secretary) Tim Rothwell (Chair and Bookings Manager) Richard Smith (Treasurer)

The main points to emerge from the two meetings are as follows. The minutes of both meetings can be found here https://www.pettnet.org.uk/pett-village-hall-managementcommittee-agendas-and-minutes.

Finance

Despite a significant loss of income this year from bookings that were cancelled because of the Covid pandemic, and £10,000 worth of improvements being made to the hall in the past year, the hall’s finances are in a comparatively healthy state. At present the hall has assets of over £32,000. This includes the Covid-related grant of £10,000 which the Committee received from Rother District Council in April and which has helped enormously. The significant increase in bookings over the past 12 months or so has also been a major factor.

Hall maintenance

Compared to previous years, 2019/20 saw relatively few maintenance issues arising, apart from the need to spend £4,000 on repairs to the sewage system and sump. This is very much a one-off payment and there should be no need for further expenditure on this for several years to come.

The Committee expressed their grateful thanks to Lue and Richard Cooke, along with Terry Cornish, for all the hard work they undertook during lock-down to keep the hall in a serviceable state for re-opening. This included redecorating parts of the hall, necessary repairs and installing hand sanitisers etc so that the hall complied with legal requirements.

The Committee are also grateful to Philippa Strickland and Carol Pecorini for their hard work in running the 500 Club, which makes a valuable financial addition to the finances of the hall, and to Robin and Chris Hutt and Tim and Anne Jury for their generous monetary contributions.

Parking at the Hall

Whilst recognising that residents and their visitors, and those using local businesses, cannot be forced to use the village hall car park rather than parking on the roads, verges and pavements, the Committee believe that more should be done to raise awareness of the facility.

They have therefore agreed to replace the village hall sign at the end of the drive with one making it clear that free parking is available at the hall, apart from those relatively few occasions when the whole car park is required for events. They will also produce a leaflet (in conjunction with the Parish Council if the Council so agree) explaining that parking at the hall is available. These will be made available to residents and businesses in the village.

Appointment of Administrative Officer

Because of the growing popularity of the hall as a venue, the workload of the Bookings Manager, Chair and Treasurer has increased significantly over the last two years. For example, the Chair and Bookings Manager estimates that he often spends some 15-20 hours a week working on issues relating to the hall. This position is unsustainable, and unless steps are taken to alleviate the pressure there is a risk that some members of the Committee and office holders may no longer be able to find the time to undertake essential duties and the hall may possibly close as a result.

The Committee have therefore agreed in principle to appoint a paid Administrative Officer to undertake much of the work of the Bookings Manager and certain aspects of the current duties of the Chair, Treasurer and perhaps Secretary. A job specification, rate of pay and further details need to be agreed by the Committee. Once there is agreement on these, the role will be advertised. The postholder will not be a trustee or a Committee member, but will attend Committee meetings.

There may be a need to increase the rates charged to hirers to meet the cost of the post, but it must be stressed that without proper paid help (which a number of other halls in Sussex already have in place), there is a danger that the hall may have to close or offer a much reduced service to its users.

Committee Members

The current Committee is of a certain age! In order to ensure the continuation of the hall as a going concern in the future, the Committee consider that their numbers should be strengthened and in particular by younger members of the community who could bring a fresh approach and new ideas. Under the constitution there is space for four additional members/trustees. But volunteers could be co-opted to help the Committee in its work without necessarily becoming trustees.

The Committee will launch a recruiting campaign for new members in due course, but in the meantime if anyone would be interested in joining the Committee or helping with its work please contact me.

The coming year

Everyone in the country has had a difficult past few months or so and the Village Hall Committee is no different. But the Committee hope that the coming year will see a return to relative normality. It is certainly encouraging that bookings for 2021 are coming in thick and fast. In the meantime, a big thank you to all those who have used and supported the hall over the past year.

Tim Rothwell Chair, Pett Village Hall Management Committee

tim.rothwell@pettnet.org.uk 07850 469314

The Pett Village Hall 1005693

Receipts and payments accounts

CC16a

For the period from	01-Apr-19	To	31-Mar-20

Section A Receipts and payments	Section A Receipts and payments
A1 Receipts	Unrestricted funds to the nearest £ 22,919 3,080 1,890 - 87 - 27,976 - - - 27,976 11,781 2,627 4,151 1,931 1,189 456 439 1,660 60 28 28 789 25,139 6,470 3,978 1,897 12,345 37,484 - 9,508 - 35,475 25,967	Restricted funds to the nearest £ - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -	Endowment funds to the nearest £ - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -	Total funds to the nearest £ 22,919 3,080 1,890 - 87 - 27,976 - - - 27,976 11,781 2,627 4,151 1,931 1,189 456 439 1,660 60 28 28 789 25,139 6,470 3,978 1,897 12,345 37,484 - 9,508	Last year to the nearest £
Lettings and events	22,919				24,482
500 Club Donation	3,080				6,267
Other Donations	1,890				2,553
Misc transfers	-				-
Bank interest	87				77
Deposits Held	-				2,312
*Sub total*(Gross income for AR)	27,976				35,691

A2 Asset and investment sales, (see table).
	-
	-				-
*Sub total*	-				-
*Total receipts* A3 Payments
					35,691

Maintenance and cleaning	11,781				8,656
Repairs and enewals	2,627				6,894
Light and heat	4,151				4,520
Insurance	1,931				2,402
Licences	1,189				1,184
Water	456				844
Miscellaneous expenses	439				691
Prizes	1,660				1,752
Professional fees	60				1,752
Printing & Stationary	28				1,752
Advertising	28				1,752
Communications	789				-
**Sub total **	25,139				32,199

A4 Asset and investment purchases, (see table)
LED Lighting	6,470
Pump insallation	3,978
Curtains & blinds	1,897
**Sub total **	12,345				-
*Total payments* *Net of receipts/(payments)* A5 Transfers between funds A6 Cash funds last year end *Cash funds this year end*
					32,199

	- 9,508	-	-	- 9,508	3,492
	-	-	-	-	-
	35,475	-	-	35,475	26,727
	25,967	-	-	25,967	30,219

Section B Statement of assets and liabilities at the end of the period

Categories B1 Cash funds	Santander current Details	Unrestricted funds to nearest £ 1,573	Restricted funds to nearest £ -	Endowment funds to nearest £
	Santander current	1,573	-	-

	Santander deposit	19,816		-	-
	Lloyds Deposits	1,762		-	-
	Lloyds 500	2,816		-	-
	Petty Cash	-		-	-
	*Total cash funds*	25,967		-	-
	(agree balances with receipts and payments
	account(s))	OK		OK	OK
		Unrestricted		Restricted	Endowment
		funds		funds	funds
	Details	to nearest £		to nearest £	to nearest £
B2 Other monetary assets		-		-	-
		-		-	-
		-		-	-
		-		-	-
		-		-	-
		-		-	-
	Details	Fund to which asset belongs		Cost (optional)	Current value (optional)
B3 Investment assets				-	-
				-	-
				-	-
				-	-
				-	-
	Details	Fund to which asset belongs		Cost (optional)	Current value (optional)
B4 Assets retained for the				-	-
charity’s own use				-	-
				-	-
				-	-
				-	-
				-	-
				-	-
				-	-
				-	-
		Fund to which		Amount due	When due
	Details	liability relates		(optional)	(optional)
B5 Liabilities				-
				-
				-
				-
				-
Signed by one or two trustees on behalf of all the trustees	Signature	Print	Name		Date of approval

CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report lo the trusteesl members of The P8tt Village Hall On accounts for the year ended 31 Mah 2020 Charity no (if any) 1005693 Set out on pagas 1 and 2 of the attached receipts and payments account I report to the trustees on my examination of Ihe accounts of the above charity {"the Trust") for the year endèd 31 March 2020. Responsibilities and As the charity trustees of the Trust, you are responsible for the preparation basis of report of the accounts in accordance with the requirements of the Charities Act 2011 ("the Act"). I r8POrt in respecl of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in &irying out my examination, I have followed the applicable Directions given by the Charity Comrnission under section 145(51{b} of the Act. I have completed my examination. I confimi that no material matters hav8 come lo my attention in connection with 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 Ad or the accounts do not accord with the accounting records Independont oxamlner's statement I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached. Slgned: Dato: Nama: David G Ashby Relevant professional qualifi¢atlon(s) or body {rf any}: FCCA Address: Landgate Chambers 24 Landgate Rye, TN317LJ IER October 2018

RECEIVED I NOV 2021 CHARITY COMMISSION FOR ENGL4ND ANO WAiES ThD PettMS Hnll 11x15693 Receipts and payments accounts CC16a Forth0 Porfod 01-Aw-20 31.Mar.21 Tty Section A Receipts and payments Endowmg fvnd¥ lund6 lund¥ Total fuftth i•th• £ l•lh• Tr•Amte trth•nwrn•tÉ th•m•¥w£ 6)th•v••It A1 R•c•lpts [allOn 3272 3372 rnrnenlgrwrt B•nklntsre41 DwhB I741 23 21 Sub tot•l(Gmss income forARJ A2 A68•t and Inw41m•nt $alM, $••tabl• sr4 673 27,978 6n 27,971 A3P m&nt8 rjeanl r8d enwalg LbJhlaTrd hsat kn6LY8nce I4? 1235 4,151 X,075 210 210 1,189 525 Vsl Sub totsi l¥ A4A¥s•t •nd Snwstrnent ur¢haw ¥99 t4blo LED Lkjhti knslql 47 197A l.B97 Sub tolal N•tof rne•lpts/{paymèntsJ AS Transtsrs tt¥•• fund AO C••h fuhd$ htstygar gnd Cash fund5 th15y••r•nd 41 25,967 25,967 40,132 35.475 Section B Statement of assets and liabilities at the end of the period Unrostrlcted RestriGtsd fvnts funds s) rr*È Endowment funds Categom5 Detalls to TrMrdSt£

B1 Cash fundg 112 sWderdOt PAtyC4th Totsleash filnds 40.132 R¢sthSetsd funds End4)wm•nt fvnd$ frjnds Oetai15 Cwr•nt¥alu lonal F t•TNhkh lu Dotalls B4 A•ts i¥taln¢dforth• charty• u80 Vlh•Trd D•talls BS Llablutleg Sd by om b8haWofa11 Ihe IfStee5 Dats of Al &BnabJr• 21 2940-21 lQfAats S'H14