## **SOMERSHAM VICTORY HALL MANAGEMENT COMMITTEE STATEMENT OF ACCOUNTS FOR THE YEAR ENDED 31ST DECEMBER 2020** ## **CHARITY NO. 1025367** 1 of 12 **SOMERSHAM VICTORY HALL MANAGEMENT COMMITTEE STATEMENT OF ACCOUNTS FOR THE YEAR ENDED 31ST DECEMBER 2020** ## Index Page 1 Title Page Page 2 Index Page 3 - 8 Report of the Trustees Page 9 - 11 Receipts and Payments Account & Balance Sheet Page 12 Independent Examiner’s Report 2 of 12 ## **SOMERSHAM VICTORY HALL MANAGEMENT COMMITTEE TRUSTEES’ ANNUAL REPORT FOR THE YEAR ENDED 31ST DECEMBER 2020** The Managing Committee present their report for the year ended 31st December 2020 Somersham Victory Hall Management Committee is registered with the Charities Commission, No. 1025367 and governed by the charity’s constitution and by applicable law. Somersham Victory Hall Management Committee address is : Parkhall Road Somersham Huntingdon Cambridgeshire PE28 3HE The members of the Managing Committee for the year were : Lesley Minter Chairperson Eddie Howlett Vice Chair Mary Slevin Secretary Richard Braithwaite Treasurer Sarah Howlett Roy Fabb Kathy Spaxman Teresa Clark Helen Johnson Tony Hulme John Blundell Nartasha Ruffell 3 of 12 ## **SOMERSHAM VICTORY HALL MANAGEMENT COMMITTEE STATEMENT OF TRUSTEES’ RESPONSIBILITIES** The trustees are responsible for preparing the Trustees’ Report and the financial statements in accordance with applicable law and United Kingdom Accounting Standards (United Kingdom Accepted Accounting Practice). The law applicable to charities in England and Wales requires the trustees to prepare financial statements for each financial year which give a true and fair view of the state of the affairs of the charity and of the incoming resources and application of resources of the charity for that period. In preparing these financial statements, the trustees are required to : - select suitable accounting policies and then apply them consistently; - observe the methods and principles in the Charities SORP; - make judgements and estimates that are reasonable and prudent; - state whether applicable accounting standards have been followed, subject to any material departures disclosed and explained in the financial statements; - prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charity will continue in operation. The trustees are responsible for keeping accounting records that disclose with reasonable accuracy at any time the financial position of the charity and enable them to ensure that the financial statements comply with Charities Act 1993 and trust deed. They are also responsible for safeguarding the assets of the Charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities. The Independent Examiner is K. Green, trading as Tacconi Green & Co., Accountants Approved by the Trustees and signed on their behalf by …………… LJ Minter……………….. Date ……. 01/03/2021…………….. 4 of 12 ## **SOMERSHAM VICTORY HALL MANAGEMENT COMMITTEE CHAIRMAN’S ANNUAL REPORT for our Financial Year 1[st] JANUARY 2020 TO 31[st] DECEMBER 2020** ## **COVID-19 Pandemic** In this very unusual year we had to close the hall from 23[rd] March 2020 for the first lockdown. The hall reopened for regular groups, but not social gatherings such as parAes, in September. In November we returned to a second lockdown, followed by Tier 2 restricAons, and eventually a third lockdown from 26[th] December. ## **The New Lease** Discussions about the new lease with the Parish Council have conAnued all year. We queried the draJ lease about the clause staAng the PC should pay all the gas bills rather than their agreement to pay only all the gas used in the small kitchen, disabled toilet and old ref’s room cupboard that we are taking on. A new electricity meter was put in so that we will pay for the electricity in the small kitchen, lobby, disabled toilet and old ref’s room cupboard when the new lease is signed. We also queried that we should both use the same insurance company. This led to ongoing discussions about how to pay for the insurance on the new area we will be taking over. The two insurance companies disagree about how this should be done. While remaining with the same broker we have improved our insurance to cover subsidence, heave and flooding to meet the requirements in the new lease. ## **Employees** Our Cleaner, Jan, was furloughed from 23[rd] March to the end of August and then again in November. Her pay was increased in line with the naAonal wage in April. With MarAn Oakley sAll off sick, Jan has, as usual, done a wonderful job in keeping the hall spotless on her own. When she was furloughed we agreed to pay her the extra 20% not covered by the government Job RetenAon scheme. Our Booking Clerk, Sara, was furloughed from 1[st] May unAl 1st August and again from 5[th] November for 3 weeks. As always Sara has done an excellent job communicaAng with all our hirers and our treasurer and chasing late payments and she always checks when unusual requests raise doubts in her mind. ## **Maintenance** PAT tesAng took place during February. In March the hearing loop was repaired. We now have a gadget to help us check it. New taps were put into the disabled toilet in the main entrance and this led to the need to replace the water stopcocks in the main kitchen. There are now modern switch type stopcocks above the draining board. During the lockdown we undertook the annual gas service and the cleaning of the cookers in the main kitchen and the small kitchen. The upstairs electric cooker had not been used. Garden maintenance took place in February but the weather was very wet and Dan Bousefield’s vehicle sank into the mud and damaged the playing field. We agreed that we would arrange the garden maintenance in September in future when the ground is drier. We booked maintenance for September but the rebuilding of the skate ramp prevented access to the garden. We then had to find a different tree maintenance company and had to pay twice as much as we had planned. We plan to look for another company in the New Year. Due to nesAng birds in our thick hedges, we cannot arrange the main garden maintenance during the nesAng season – March to August inclusive. The gu]ers were cleaned and small leaks repaired and the downpipes were cleared by Mr Clever Clean. There remains a leak on the high gu]er above the front noAce board to be repaired soon. 5 of 12 ## **Events** The pandemic prevented most events this year. We held film nights only in January and February. The jazz night we had planned for May had to be cancelled as well as the music quiz in April. CreaAve Arts East had also planned to help us run a new event but that has been put on hold. The Blood Donors were able to use the hall as planned in July because they are an essenAal service and cleaning was done by an experienced family volunteer while our vulnerable cleaner was ‘Shielding’ from COVID-19. ## **Regular hirers** Some regular groups returned for September and October but a]endance was sparse. The needlecraJ group have decided to disband and some other groups only conAnued remotely via Zoom. ## **The Management CommiDee** We met as usual for our monthly meeAngs from January to March. In June six of us met outdoors socially distanced in the garden. In August we all met socially distanced in the main hall which allowed more space. In September and October and December we met socially distanced upstairs. During 2020 some members of the commi]ee were reluctant to use Zoom. Nartasha, a PC rep, only a]ended one of our meeAngs in 2020 and has since resigned from the PC so we presume she has also resigned as a trustee and we’ve emailed her to confirm. Richard has removed her from the Charity Commission website. Although the hall was closed for the majority of the year, we conAnued to work hard to ensure the safety of the building. Eddie inspected the hall regularly. Kathy recovered the noAceboards with brick design wallpaper. Tony fi]ed two more Dorgards to reduce touch points and Richard fi]ed saniAsers. Lesley and John did the Annual Fire Assessment in August. In March Lesley and Tony did a thorough Risk Assessment of the building before the lockdown In June Teresa and Eddie reviewed our Safeguarding Policy. Both have previous experience and Eddie did an online course to make sure we are up to date. Eddie, Mary and Helen did some cleaning and clearance around the outside of the building. Lesley ordered saniAser, dispensers, pedal bins, and other hygiene necessiAes in preparaAon for reopening. We moved all our 42 upholstered chairs upstairs because of the difficulty of saniAsing them and we ordered 12 new soJ chairs with arms covered with vinyl to enable saniAsing. Lesley and John did the Annual Fire Assessment in August. Lesley and Helen did another Risk Assessment specifically to plan for reopening under pandemic rules and put up the required noAces and new rules about social distancing, etc. We prepared an addiAonal booking form to include all the pandemic rules to be signed for. We turn to Roy for advice and support for all sorts of areas such as health and safety, business and legal ma]ers and when we are reviewing policies. Mary circulated monthly updates in the months when we were unable to meet. She keeps us up to date with our responsibiliAes and is a whizz with producing and reviewing paperwork of all kinds including very detailed minutes. Richard has circulated monthly accounts, set up payments and also applied for Job RetenAon Scheme grants to cover 80% of staff pay and other available grants from the District Council to help pay for other expenses due to the pandemic while we had no income from hirers. We would like to record our grateful thanks to HunAngdon District Council. We hope that 2021 will be a safer and more sociable year for Somersham Victory Hall. Lesley Minter Chair of Trustees ………LJ Minter…………………………….…… Date: ………01/03/2021………………….. 6 of 12 ## **SOMERSHAM VICTORY HALL MANAGEMENT COMMITTEE** ## **TREASURER’S ANNUAL REPORT FOR OUR FINANCIAL YEAR** ## **1[st] JANUARY 2020 TO 31[ST] DECEMBER 2020** ## **Financial Review** I am pleased to present the Statement of Accounts for our Financial Year 1st January 2020 to 31st December 2020. These show an overall gain for the year of £4,271 Our main source of income is usually the hiring fees from our regular hirers and this, together with income from private users of the halls, normally makes up the majority of our income. The Covid pandemic meant that due to Government restrictions, we suffered lengthy periods of enforced closure and subsequent loss of said hiring fees. During the periods when we were permitted to reopen, some hirers were reluctant to return and consequently this affected our overall income. Fortunately we were able to take advantage of various Local Government Grants totalling £11,334 Hunts District Council waived our Business Rates which saved us approx £450. During the periods when our two employees were furloughed, we were able to claim 80% of their wages from HMRC, grants totalling £3,723 We paid them the remaining 20% from our own funds, therefore they received 100% of their wages whilst on furlough. Conservative spending has been observed throughout the year and diligent consideration given to any purchase or outlay. Any expenditure on supplies to make the Hall covid-safe was considered necessary and purchased without consultation amongst the Trustees. Thanks are due to Lesley Minter, Chair for her hard work in organising everything needed. Our solar panels continue to bring in good revenue, £628 in this financial year My personal thanks to Sara, our Booking Clerk for keeping control of our debtors and ensuring that the majority of monies owed are paid in on time. So, with the Grants that have been allocated to us, together with careful control of expenditure, we finished the year in a financially healthy position ## **Financial Position** ||**31 December 2020**|**31 December 2019**| |---|---|---| ||**£**|**£**| |Treasurers Account|**15,289**|11,018| |Repairs Imprest account|50|50| |Cash in Hand|89|89| |Deposit held / overpayment|
-6|-6| |**TOTAL**|**15,422**|**11,151**| 7 of 12 All cash held is unrestricted. Funds are held in order to meet any expenditure that may occur. We aim to hold at least £5,000 as a contingency. Richard Braithwaite Treasurer 24/02/2021 8 of 12 ## **SOMERSHAM VICTORY HALL MANAGEMENT COMMITTEE RECEIPTS AND PAYMENTS** ## **FOR THE YEAR ENDED 31ST DECEMBER 2020** |**Unrestricted Restricted**
**Funds**
**Funds**

**£**
**£**
**RECEIPTS**
Adrenaline Martial Arts
117
-

Age UK Friendship Club
536
-

Art Club
168
-

Badminton
339
-

Ballet
689
-

Barry Ely Band
72
-

Batties
99
-

Carnival
-
-

Changing Lives (Tai Chi and Yoga)
557
-

Core Factor Pilates
427
-

Donations
9
-

DMJ
111
-

Fenland Lace Group
70
-

Film Night
811
-

First Step Playgroup
45
-

Good Energy FIT (Solar)
628
-

Grants HDC Covid Restrictions
11,334
-

Grants HMRC Employees Furlough -
3,723

HDC Elections
176
-

Jolly Archers
525
-

Judo
54
-

Lyalya Dancing
81
-

Maggies Keep Fit
131
-

Mel’s Pilates
245
-

National Blood Service
690
-

Needlecraft
156
-

Other Organisations (CAPALC))
114
-

Over 60’s
143
-

Private Functions
276
-

Refunds
214
-

Sam Godfrey LBT
222
-

Shoto Karate Jutsu
591
-

Shufetots
-
-
Slimming World
1,316
-

Somersham Feofees (grant new chairs)
-
-

Table Tennis
-
-
Tang Soo Do
913
-

Tiny Tots
-
-

Total Fitness
-
-
Town Band
154
-

We Are Mental Health
78
-
Yoga DRU
144
-

Youth Club
15
-

VH Fundraising (Carnival advert refund) 50
-
Zumba
66
-

**TOTAL INCOME**
**22,366 3,723**|**Total**

**2020**

**£**
117
536

168
339
689
72
99
-
557
427
9
111
70
811
45
628
11,334
3,723
176
525
54
81
131
245
690
156
114

143
276

214
222
591
-
1,316

-

-
913
-
-
154
78
144
15
50
66

**26,089**|**Total**
**2019**
**£**
81
1,682
660
661
1,398
141
186
311
923
711
200
253
-
1,152
66
604
-
-
176
735
216
364
223
683
625
620
130
220
1,991
351
333
468
36
3,714
2,657
54
1,459
123
12
348
18
63
1,290
946
72
**26,890**| |---|---|---| 9 of 12 ## **SOMERSHAM VICTORY HALL MANAGEMENT COMMITTEE RECEIPTS AND PAYMENTS FOR THE YEAR ENDED 31ST DECEMBER 2020** |**Unrestricted Restricted Total**
**Funds**
**Funds**
**2020**
**£**
**£**
**£**
**PAYMENTS**
BT WiFi
512
-
512
Business Rates
189
-
189
Cleaning inc. materials
731
-
731
Deposit Refunds
61
-
61
Electricity
840
-
840
Film Nights-
449
-
449
Fundraising
89
-
89
Furniture & Equipment
1,638
-
1,638
Gas
798
-
798
Insurance
2,020
- 2,020
National Insurance / PAYE Tax
261
-
261
Professional Fees and Memberships 1,163
-
1,163
Repairs inc. Maintenance
3,878 - 3,878
Stationery
168
-
168
Wages
5,298
3,723 9,020
Water
-
-
-

**TOTAL EXPENDITURE**
**18,095**
**3,723**
**21,818**
**Surplus / (Defcit) for the year 4,271** - **4,271**
**Accumulated Fund**
**11,151**
**- 11,151**
**brought forward**
**Accumulated Fund**
**carried forward**
**15,422**
**15,422**|**Unrestricted Restricted Total**
**Funds**
**Funds**
**2020**
**£**
**£**
**£**
**PAYMENTS**
BT WiFi
512
-
512
Business Rates
189
-
189
Cleaning inc. materials
731
-
731
Deposit Refunds
61
-
61
Electricity
840
-
840
Film Nights-
449
-
449
Fundraising
89
-
89
Furniture & Equipment
1,638
-
1,638
Gas
798
-
798
Insurance
2,020
- 2,020
National Insurance / PAYE Tax
261
-
261
Professional Fees and Memberships 1,163
-
1,163
Repairs inc. Maintenance
3,878 - 3,878
Stationery
168
-
168
Wages
5,298
3,723 9,020
Water
-
-
-

**TOTAL EXPENDITURE**
**18,095**
**3,723**
**21,818**
**Surplus / (Defcit) for the year 4,271** - **4,271**
**Accumulated Fund**
**11,151**
**- 11,151**
**brought forward**
**Accumulated Fund**
**carried forward**
**15,422**
**15,422**|**Total**
**2019**
**£**
493
633
745
232
840
750
350
6,093
872
1,412
415
1,624
3,921
140
9,795
213
**28,528**
**-1,638**
**12,789**
**11,151**| |---|---|---| ||**15,422**
**15,422**|| 10 of 12 ## **SOMERSHAM VICTORY HALL MANAGEMENT COMMITTEE BALANCE SHEET AS AT 31ST DECEMBER 2020** |**Current Assets**
Current Account
Repairs Imprest Account
Cash in Hand
Restricted Funds
Deposit held / overpayment
**Total Current Assets**|**Unrestricted Restricted Total**
**Total**
**Funds**
**Funds**
**2020**
**2019**
**£**
**£**
**£**
**£**
15,289
-
15,289
11,018
50
-
50
50
89
-
89 89
-
-
-
-
-6
-
-6
-6
________
**15,422**
**-**
**15,422** **11,151**| |---|---| **SOMERSHAM VICTORY HALL MANAGEMENT COMMITTEE** 11 of 12 ## **INDEPENDENT EXAMINER’S REPORT TO THE TRUSTEES OF SOMERSHAM VICTORY HALL MANAGEMENT COMMITTEE** I report on the accounts of the Charity for the year ended 31st December 2020 ## **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(2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed. It is my responsibility to : - examine the accounts under Section 145 of the 2011 Act; - to follow the procedures lai down in the General Directions given by the Charity Commission under Section 145(5)(b) of the 2011 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. It 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 all the evidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a ‘true and fair view’ and the report is limited to those matters set out in the statement below. ## **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: - to keep accounting records are kept in accordance with Section 130 of the 2011 Act; and - to prepare accounts which accord with the accounting records and comply with the accounting requirements of the 2011 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 KF Green FMAAT 32a East Street Dated: 01 March 2021 St Ives Cambs PE27 5PD 12 of 12