SOMERSHAM VICTORY HALL MANAGEMENT COMMITTEE STATEMENT OF ACCOUNTS FOR THE YEAR ENDED 31ST DECEMBER 2021
CHARITY NO. 1025367
SOMERSHAM VICTORY HALL MANAGEMENT COMMITTEE STATEMENT OF ACCOUNTS FOR THE YEAR ENDED 31ST DECEMBER 2021
| Index | ||
|---|---|---|
| Page | 1 | Title Page |
| Page | 2 | Index |
| Page | 3 - 10 | Report of the Trustees |
| Page | 11 - 14 | Receipts and Payments Account & Balance Sheet |
| Page | 15 | Independent Examiner’s Report |
SOMERSHAM VICTORY HALL MANAGEMENT COMMITTEE TRUSTEES’ ANNUAL REPORT FOR THE YEAR ENDED 31ST DECEMBER 2021
The Managing Committee present their report for the year ended 31st December 2021
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
SOMERSHAM VICTORY HALL MANAGEMENT COMMITTEE STATEMENT OF TRUSTEES’ RESPONSIBILITIES
The trustees are responsible for preparing the Trustees’ Report and the fnancial 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 fnancial statements for each fnancial year which give a true and fair view of the state of the afairs of the charity and of the incoming resources and application of resources of the charity for that period. In preparing these fnancial 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 fnancial statements;
prepare the fnancial 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 fnancial position of the charity and enable them to ensure that the fnancial 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
Dated 16 February 2022
SOMERSHAM VICTORY HALL MANAGEMENT COMMITTEE CHAIRMAN’S ANNUAL REPORT for our financial year
1[st] JANUARY 2021 TO 31[ST] DECEMBER 2021
2021 began with another pandemic lockdown so the whole hall was closed from January 1[st] apart from a men’s mental health support group meeting upstairs twice a month.
Our cleaner and our booking clerk were furloughed again with government support for 80% of their wages. We continued to pay the other 20% from our own resources.
Our monthly meetings were held on Zoom for 4 months so we were able to continue organising maintenance and paper work during the lockdown. Nartasha, one of our PC representatives, resigned from the Parish Council in January and so from our committee.
Vaccinations against Covid-19 had just begun so we offered the hall as a vaccination centre but this was not taken up. Later that proved to be a good thing because we were able to reopen the hall in April/May when the vaccinations were still being given. On 5[th] March the Blood Donors were allowed to use the hall as usual.
We updated our financial policy including increasing the sum for which we require three quotes from £500 to £1,000. The Christmas lights working party offered to look at a leaky gutter on the highest part of the building when they next have the use of a cherry picker and we agreed to make a donation of £50 to thank them. We were concerned about some flooding in the car park but the Parish Council assured us there were no blocked drains. Lesley and Tony updated our asset register.
Work continued on the new lease with the Parish Council with discussions about how the four new rooms would be insured. The outcome is that the PC will pay for the insurance of that area because those areas belong to them and we will reimburse them. This year it will only cost £5.73.
In April we were allowed to reopen for children’s groups and the ballet classes resumed. Our booking clerk and then our cleaner returned to work and their furloughs ended. We held a working party in the gardens and planned some improvements and new planting. John proved to be very energetic and dug over several areas. We asked Parkhall Garden Centre for some advice on suitable plants for a bare patch and they very kindly donated some good plants and several bags of gravel.
During April we held our AGM on Zoom and our four officers were reappointed. The PAT testing was done by the PC handyman in time for the hall to gradually reopen in May. During May our committee met in person wearing masks and socially distanced. It was good to get together again.
We had a problem with intruders in the garden at several times during the year and sometimes a door was found unlocked. The police visited and took away fag ends smelling of drugs. Happily no damage was done but we were unable to establish how the intruders were getting in. Later Martin repainted the anti-climb paint and no more problems so far.
The CCTV, owned by the Parish Council, is outdated and didn’t show anything helpful and they have since arranged to replace it. We continued to have intruders in the garden on occasional evenings all summer in spite of putting a low bolt on the gate.
Some of our committee held another garden working party and our booking clerk kindly brought
her husband and children along to help. We laid mesh and gravel in the front garden and put some new plants in the back garden. Big thanks to John who provided some of his own seedlings and the annuals brightened the garden all summer.
In June Tony resigned from the Parish Council but has remained as a trustee with us. We now only have one of the three PC representatives we should have.
By June most of our regular groups had returned apart from Slimming World which had been our most lucrative group with three meeting each week. They have remained on Zoom for the entire year.
Martin, one of our cleaners, returned to work in June after about 3 year’s sick leave. We are very pleased to have him back. Our thanks go to Jan who has worked hard covering all the cleaning during his absence.
During our socially distanced meeting in July we revised our ‘wish list’ and chose three priorities for improvement. We decided to replace the last of our older lighting with LED including in the four newly leased rooms where we will also try some PIR controls to reduce our carbon footprint. To pay for that we planned to apply for some grant funding. We also hoped to completely refurbish the toilets. We collected three quotes but all were well over £30,000 so we will have to lower our sights. Our third project is to replace the bright orange name on our building with something more tasteful!
Maintenance continued as usual with the service of the fire extinguishers, Tony varnished some of the benches again and Jan and Lesley gave an extra clean to the dishwasher to reduce the limescale. The toilet drains were checked by Blocks Away in search of a reason for a back flush that occurs between toilets at times but no fault was found except the design and size of some of the pipes.
During August we collected three quotes for annual maintenance of the big garden hedges. We chose Charlie Vince for a cost of £1,056. At our request, the longest hedge was cut back more than usual and we will widen the lawn in the spring. We held another garden working party after their visit and Teresa’s husband came to help. We do appreciate the help of families and some younger volunteers!
In September our other cleaner was diagnosed with cancer and began three months on sick leave. We hope she will recover well after her treatment.
The highlight of September was a new Music Quiz created and led by our treasurer. He even sang to us! Although we only had a moderate attendance due to the hovering pandemic, the evening was a great success and we hope to repeat it in 2022.
As groups returned to the hall after the pandemic the Over 60s Club, that met here monthly for many years, has closed down. Happily the Friendship Club, serving lunches every Tuesday with activities included, provides a very popular meeting place for about 25 elderly village residents each week. Our largest hirer, Slimming World with 3 meetings each week, has not yet returned.
Our upholstered chairs with arms have been locked away upstairs since the start of the pandemic due to the difficulty with cleaning them. In October we brought them back to the main hall but with restrictions so that they can only be used by the Friendship Club on Tuesdays and for special events at weekends.
In October we also reinstated our Friday film nights but, sadly, there was a problem with the sound and it is taking time to find a solution so our monthly film nights are on hold.
On 3[rd] December the new lease with the Parish Council to include the four small rooms at the end of the hall was finally signed. It has taken a lot of energy over five years.
In December we were sad to lose Helen after nearly 5 years on the committee when a new job led to her resignation. We thank her for her contributions.
Although our income has been reduced by the lockdowns and the reluctance of some groups to return, we have been very grateful for the financial support we have received from the government and from Huntingdon District Council so that our bank balance remains satisfactory at present.
Our biggest asset has been the continued energy and interest of our trustees and our employees. Mary’s detailed minutes and record keeping keep us on track with monthly reminders of plans and responsibilities. Richard keeps a close eye on our finances and has applied for grants and updated contracts to our advantage. Eddie looks after our digital presence via the Wi-Fi, website and social media. This year he has also looked after the hall during the lockdowns with regular inspections, mailbox emptying, etc.
We have missed Jan during her sickness absence but pleased she has returned in 2022. She is very sharp eyed and quick to report or deal with anything amiss however small. While she was away Martin took responsibility for the entire hall and was very helpful with repairs and suggestions as well as with opening and closing the screen wall. Our booking clerk, Sara, is a wonder at keeping up with all the enquiries, bookings and invoices. She develops good relationships with all our hirers and contributes enthusiastically to meetings and events far beyond her job description.
Kathy looks after the first aid and takes a lead with Christmas decorations and gives other artistic advice. It is good to have Sarah back regularly after her shielding for many months. They are both Art Club representatives and visits the hall regularly. John is always helpful and has greatly improved the garden with both energy and his home-grown seedlings.
Teresa is very familiar with the whole hall after running the youth club for several years and is now becoming a bank signatory which fits in well round her new working hours. Tony is very helpful with odd jobs, DIY and plumbing as well as some gardening. Roy is a very busy person but has found time to buy beer, replace lightbulbs and source maintenance items as well as using his business experience to help with health and safety matters, policies, etc.
Huge thanks go to all our staff and trustees, without whom the Victory Hall would be a far less successful venture. We hope to find some more community minded people to join is in 2022.
We now have a new lease in place to give us full responsibility for the four rooms at the far end of the hall. We plan to continue maintenance work and to improve our carbon footprint in the face of increasing utility costs. We would like to find a few new bookings to cater for an ever increasing range of interest for the community.
Lesley Minter Chair of Trustees Dated 14 February 2022
SOMERSHAM VICTORY HALL MANAGEMENT COMMITTEE TREASURER’S ANNUAL REPORT FOR OUR FINANCIAL YEAR
1[st] JANUARY 2021 TO 31[ST] DECEMBER 2021
Financial Review
I am pleased to present the Statement of Accounts for our Financial Year 1st January 2021 to 31st December 2021. These show an overall gain for the year of £12,176
As was the case in 2020 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 ongoing Covid pandemic and subsequent Government restrictions meant we sufered lengthy periods of enforced closure and subsequent loss of said hiring fees. When we were able to reopen, not all hirers returned to us immediately and some unfortunately did not return at all.
This afected our overall income.
Fortunately we were able to take advantage of various Local Government Grants totalling £17,374
We also received £2,899 from the Employees Furlough Grant scheme as 80% of the wages for our two employees and paid them the 20% shortfall from our own funds. They therefore 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.
Our solar panels continue to bring in good revenue, £591 in this fnancial year.
My personal thanks to Sara, our Booking Clerk for helping to keep control of our debtors and ensuring that monies owed are kept to a minimum.
In conclusion, I am pleased to report that with careful control of expenditure, together with all Grants gratefully received, we have fnished this year in a fnancially healthy position.
Financial Position
| 31 December 2021 | 31 December 2020 | |
|---|---|---|
| £ | £ | |
| Treasurers Account | 27,464 | 15,289 |
| Repairs Imprest account | 50 | 50 |
| Cash in Hand | 89 | 89 |
| Deposit held / overpayment | -5 | -6 |
| TOTAL | 27,598 | 15,422 |
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
Dated 04 February 2022
SOMERSHAM VICTORY HALL MANAGEMENT COMMITTEE RECEIPTS AND PAYMENTS
FOR THE YEAR ENDED 31ST DECEMBER 2021
| Unrestricted | Restricted | Total | Total | ||
|---|---|---|---|---|---|
| **Funds ** | Funds |
2021 | 2020 | ||
| £ | £ | £ | £ | ||
| RECEIPTS | |||||
| Adrenaline Martial Arts | - | - | - | 117 | |
| Age UK Friendship Club | 658 | - | 658 | 536 | |
| Art Club |
187 | - |
187 | 168 | |
| Badminton | 345 | - | 345 | 339 | |
| Ballet |
554 | - | 554 | 689 | |
| Barry Ely Band |
77 | - |
77 | 72 | |
| Batties | 182 | - | 182 | 99 | |
| Changing Lives (Tai Chi and Yoga) | 514 | - |
514 | 557 | |
| Changing Lives (Strength & Balance) | 570 | - |
570 | - | |
| Core Factor Pilates | 333 | - | 333 | 427 | |
| Donations |
- | - |
- | 9 | |
| DMJ | 182 | - | 182 | 111 | |
| Elemental Fitness | 94 | - | 94 | - |
|
| Fenland Lace Group |
- | - |
- | 70 | |
| Film Night | 147 | - |
147 | 811 | |
| First Step Playgroup |
- | - |
- | 45 | |
| Good Energy FIT (Solar) | 591 | - |
591 | 628 | |
| Grants HDC Covid Restrictions |
17,374 | - |
17,374 | 11,334 | |
| Grants HMRC Employees Furlough | - | 2,899 |
2,899 | 3,723 | |
| HDC Elections | 332 | - |
332 | 176 | |
| Jolly Archers | 280 | - |
280 | 525 | |
| Judo | 178 | - |
178 | 54 | |
| Lyalya Dancing | - | - |
- | 81 | |
| Maggies Keep Fit | 157 | - |
157 | 131 | |
| Mel’s Pilates | 265 | - |
265 | 245 | |
| Michael Batty | 60 | - | 60 | - | |
| Mike Taylor Tai Chi | 130 | - | 130 | - | |
| National Blood Service | 361 | - |
361 | 690 | |
| National Teaching | 252 | - |
252 | - | |
| Needlecraft | - | - |
- | 156 | |
| Other Organisations (CAPALC) |
27 | - | 27 | 114 | |
| Over 60’s | - | - |
- | 143 | |
| Paul Rogers CBFS |
27 | - | 27 | - | |
| Private Functions | 742 | - |
742 | 276 | |
| Quiz Night | 274 | - | 274 | - | |
| Refunds (EDF Energy) | 318 | - | 318 | 214 | |
| Sam Godfrey LBT | 189 | - |
189 | 222 | |
| Shoto Karate Jutsu | 762 | - |
762 | 591 | |
| Slimming World |
- | - | - | 1,316 | |
| Snow Dancer | 320 | - | 320 | - | |
| Snow Dancer refreshments | 42 | - | 42 | - | |
| Square Tests | 2 | - | 2 | - | |
| Starfsh Yoga |
42 | - | 42 | - | |
| Sweaty Mama |
42 | - | 42 | - | |
| Tang Soo Do |
1.460 | - |
1,460 | 913 | |
| Time Bank Cofee Morning |
53 | - | 53 | - |
| Town Band We Are Mental Health Yoga DRU Youth Club VH Fundraising Zumba TOTAL INCOME |
336 - 175 - - - - - - - 120 - 28,754 2,899 |
336 175 - - - 120 31,653 |
154 78 144 15 50 66 26,089 |
|
|---|---|---|---|---|
SOMERSHAM VICTORY HALL MANAGEMENT COMMITTEE RECEIPTS AND PAYMENTS FOR THE YEAR ENDED 31ST DECEMBER 2021
| Unrestricted Restricted Total Funds Funds 2021 £ £ £ PAYMENTS BT WiFi 539 - 539 Business Rates 141 - 141 Cleaning inc. materials 453 - 453 Deposit Refunds 100 - 100 Electricity 732 - 732 Film Nights 215 - 215 Fundraising 37 - 37 Furniture & Equipment 213 - 213 Gas 590 - 590 Insurance 1,117 - 1,117 National Insurance / PAYE Tax 804 - 804 Professional Fees and Membership 1,609 - 1,609 Repairs inc. Maintenance 2,544 - 2,544 Stationery 100 - 100 Wages 7,384 2,899 10,283 Water - - - TOTAL EXPENDITURE 16,578 2,899 19,477 Surplus / (Defcit) for the year 12,176 ** - 12,176 Accumulated Fund 15,422 - 15,422 brought forward Accumulated Fund carried forward 27,598 - 27,598** |
Unrestricted Restricted Total Funds Funds 2021 £ £ £ PAYMENTS BT WiFi 539 - 539 Business Rates 141 - 141 Cleaning inc. materials 453 - 453 Deposit Refunds 100 - 100 Electricity 732 - 732 Film Nights 215 - 215 Fundraising 37 - 37 Furniture & Equipment 213 - 213 Gas 590 - 590 Insurance 1,117 - 1,117 National Insurance / PAYE Tax 804 - 804 Professional Fees and Membership 1,609 - 1,609 Repairs inc. Maintenance 2,544 - 2,544 Stationery 100 - 100 Wages 7,384 2,899 10,283 Water - - - TOTAL EXPENDITURE 16,578 2,899 19,477 Surplus / (Defcit) for the year 12,176 ** - 12,176 Accumulated Fund 15,422 - 15,422 brought forward Accumulated Fund carried forward 27,598 - 27,598** |
Unrestricted Restricted Total Funds Funds 2021 £ £ £ PAYMENTS BT WiFi 539 - 539 Business Rates 141 - 141 Cleaning inc. materials 453 - 453 Deposit Refunds 100 - 100 Electricity 732 - 732 Film Nights 215 - 215 Fundraising 37 - 37 Furniture & Equipment 213 - 213 Gas 590 - 590 Insurance 1,117 - 1,117 National Insurance / PAYE Tax 804 - 804 Professional Fees and Membership 1,609 - 1,609 Repairs inc. Maintenance 2,544 - 2,544 Stationery 100 - 100 Wages 7,384 2,899 10,283 Water - - - TOTAL EXPENDITURE 16,578 2,899 19,477 Surplus / (Defcit) for the year 12,176 ** - 12,176 Accumulated Fund 15,422 - 15,422 brought forward Accumulated Fund carried forward 27,598 - 27,598** |
Total 2020 £ 512 189 731 62 840 449 89 1638 798 2,020 261 1,163 3,878 168 9,020 - 21,818 4271 11,151 15,422 |
|---|---|---|---|
| 27,598 | - 27,598 |
SOMERSHAM VICTORY HALL MANAGEMENT COMMITTEE BALANCE SHEET AS AT 31ST DECEMBER 2021
| Current Assets Current Account Repairs Imprest Account Cash in Hand Restricted Funds Deposit held / overpayment Total Current Assets |
Unrestricted Restricted Total Total Funds Funds 2021 2020 £ £ £ £ 27,464 - 27,464 15,289 50 - 50 50 89 - 89 89 - - - - -5 - -5 -6 __ 27,598 - 27,598 15,422 |
|---|---|
SOMERSHAM VICTORY HALL MANAGEMENT COMMITTEE 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 2021
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 laid 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: 17 March 2022 St Ives Cambs PE27 5PD