SOMERSHAM VICTORY HALL MANAGEMENT COMMITTEE STATEMENT OF ACCOUNTS FOR THE YEAR ENDED 31ST DECEMBER 2022
CHARITY NO. 1025367
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SOMERSHAM VICTORY HALL MANAGEMENT COMMITTEE STATEMENT OF ACCOUNTS FOR THE YEAR ENDED 31ST DECEMBER 2022
Index
Page 1 Title Page Page 2 Index Page 3 - 9 Report of the Trustees Page 10 - 13 Receipts and Payments Account & Balance Sheet Page 14 Independent Examiner’s Report
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SOMERSHAM VICTORY HALL MANAGEMENT COMMITTEE TRUSTEES’ ANNUAL REPORT FOR THE YEAR ENDED 31ST DECEMBER 2022
The Managing Committee present their report for the year ended 31st December 2022
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 | Chair |
|---|---|
| Eddie Howlett | Vice Chair |
| Mary Slevin | Secretary |
| Richard Braithwaite | Treasurer |
| John Blundell | |
| Elaine Buckridge | appointed 8th March 2022 |
| Teresa Clark | |
| Sarah Howlett | |
| Tony Hulme | |
| Dianna Skeggs | appointed 3rd may 2022 |
| Kathy Spaxman |
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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 :
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select suitable accounting policies and then apply them consistently;
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observe the methods and principles in the Charities SORP;
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make judgements and estimates that are reasonable and prudent;
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state whether applicable accounting standards have been followed, subject to any material departures disclosed and explained in the financial statements;
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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
Dated 27/02/2023
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SOMERSHAM VICTORY HALL MANAGEMENT COMMITTEE CHAIRMAN’S ANNUAL REPORT for our financial year 1[st] JANUARY 2022 TO 31[ST] DECEMBER 2022
There is never a dull moment at the Victory Hall and I am pleased to present the annual report on our challenges and achievements during 2022.
Happily we were no longer disrupted by the Covid-19 pandemic during 2022 but we lost a few of our regular hirers and were very grateful for a grant from HDC as compensation for Covid-19 restrictions. Happily had several new groups during the year: notably a craft group for pre-school children, a baby group run by HDC, two after work badminton groups for their staff from a local scientific company and a yoga group. We have also had plenty of parties and one off bookings as people enjoyed returning to social life.
Our booking clerk, Sara Claypole, introduced a new app named TEAMUP to keep track of the bookings which is working very well with layers of information available at the touch of a button.
In spite of several changes of trustees we have again had a very good team. In January we were sad to lose Roy Fabb due to his many other commitments, many of them in the local community. He was replaced by Elaine Buckridge who has previous experience on the parish council as well as working for local government so she is proving a valuable addition to our team. Teresa Clark replaced Roy as one of our bank signatories; she’s usually first to authorise the payments and is always keen and helpful. Dianna Skeggs joined us as a second Parish Council representative and we look forward to another PC member in line with the terms of our lease.
We were very pleased to welcome back Jan Cooper, one of our cleaners, who had been on sick leave for several months. We are very grateful to Martin Oakley who managed all the cleaning in her absence. His use of the polisher in the kitchen and main halls, as well as occasionally upstairs, makes a noticeably good impression. The cleanliness of the building is often mentioned by our hirers and visitors thanks to both Jan and Martin.
After the signing of the new lease with the Parish Council in December 2021, in January the hall was, at last, vested with the Official Custodian. We don’t know why this had not been done when the hall became a registered charity as agreed in the original lease. In February we registered the building with the Land Registry which, again, should have happened long ago.
It was unfortunate to have to pay 60% of the Parish Council’s solicitor’s fees, in addition to paying for our own solicitor, for the update of the lease of the land and adding four additional rooms for our continued use. However we are grateful for the help of the PC on several fronts, including the update of the CCTV system.
Having signed the new lease with the Parish Council to take responsibility for 4 small rooms at the Norwood end of the building, our handyman, Martin Oakley, has begun redecorating and replacing old tiles as time allows.
The last of our lighting was changed to LED so another of our environmental targets has been achieved with the help of grants from the Somersham Feoffees and the Red Tile Wind farm in Warboys. Next we plan to install a battery to use more of the free electricity from our solar panels; happily without losing our Feed-in-Tariff.
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We await the installation of the battery in the meter cupboard. Unfortunately our application for a grant from Screwfix for the battery was not successful. We also invested in new cups and glasses and are pleased that they are being well used and appreciated by our hirers.
A problem with our sound system prevented the resumption of our monthly film nights in the first part of the year while we looked for some help in rectifying the situation. Luckily we came across John Barrott living in Church Street and he kindly offered his help and proved to have just the expertise we needed. After a couple of hours exploring our cables, amplifiers and speakers he offered to replace some parts and we were able to restart our film nights for the last three monthly shows of the year. The film nights are becoming increasingly popular and we make a modest profit during the winter months. Eddie Howlett, assisted by Richard Braithwaite, have been our main projectionist and sound engineers.
Eddie also looks after our website and social media and has been doing some online training with a view to improving the website.
This year we ran two fund raising entertainment events. A family show at the beginning of the year was sponsored by Creative Arts East and was enjoyable in spite of the small audience caused by Covid-19 uncertainty after Christmas. Jazz in the Village provided a wonderful evening of music with artful lighting in May.
Most of our team are involved in helping with the film nights with Tony, John and Sarah often manning the bar with Barbara Hulme as a regular added volunteer. There’s an efficient team putting out the chairs - Kathy, Tony and John. Richard obtains the TENS licence, prints and numbers the tickets and provides four floats. Mary looks after the icecreams and I design the posters and organise the film licence and DVD.
We were shocked when a window in the small hall was broken, probably by an air gun from the field, and had to be replaced. In spite of a wide variety of expenses we were able to replace the bright orange Victory Hall sign on the front of the building with something more tasteful in cream and brown. Our thanks go to our booking clerk for finding some good quotes. Sara often takes on tasks outside her role as booking clerk and we are extremely grateful for her interest and enthusiasm. The new name sign was something that had been on our wish list for a long time.
Our treasurer, Richard Braithwaite, keeps a sharp eye on our finances and produces detailed accounts for our monthly meetings as well as for the end of year report for the AGM. He also manages our membership details on the Charity Commission website. He liaises with the booking clerk to chase up anyone late with their payments and some hirers have become aware if they are not careful they may go on the naughty list! He is always prompt to set up payments for invoices on our bank account for two of the other signatories to authorise for BACS payments. He has also successfully kept an eye open for grants and arranged some advantageous utility contracts.
We renewed the valuation of the hall with our insurers and, with a valuation of £1m pounds, we are reminded of the big responsibilities we take on as volunteers. We would like to have made a major upgrade to the old toilets in the front entrance but were shocked to discover how much it would cost when we collected some quotes.
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Instead we made some minor improvements by replacing the old plastic cisterns and the rusty mirrors and, thanks again to our diligent cleaners, the toilets are sparkling and fresh.
Another of the stars in our team is our secretary, Mary Slevin, who keeps us up to date with the paperwork and produces detailed minutes and agenda each month. She also organises the regular review of our policies and the maintenance of our insurance policy and renewals. Mary doesn’t let us forget anything we have discussed and her files of paperwork are so well organised that she can answer our questions with detailed responses at the click of a button.
The garden requires an expensive annual pruning by contractors but John has brightened it up with a good selection of flowering plants and Tony, Mary and others help with weeding and tidying a couple of times each year. Richard Dorling mows the lawn as needed.
After consultation with the Parish Council and the Timebank in November we opened a Warm Hub in the Community room from 9:30 to 2:30pm on Wednesdays. Thanks to Neil Faulkener, a library volunteer, who agreed to steward the hub. The facility was open to anyone who wished to keep warm and socialise during the time of economic stress. Sadly we had a very limited response.
Kathy leads our inspiration with Christmas decorations but sadly we were disappointed last year that we didn’t have enough fit and healthy volunteers to put up higher decorations round the walls. We need some younger helpers next year!
The biggest problem that we have had this year was started when a baby squirrel visited the Friendship Club and then hid in the table cupboard. Within days a family of 4 squirrels had moved into the roof above the community room. We tried traps with limited success until they learned to eat the bait and get out again. They damaged some lighting and made a mess in the loft insulation and on the ceiling tiles. They were accessing the roof by climbing up the corner of the brickwork and in through a hole by the CCTV cables. We were very grateful to Martin Oakley who visited the hall twice a day for a couple of months to check the traps. Eventually they evaded all the traps and disappeared. The hole has been sealed by a local builder and we are left with some expensive repairs.
Very many thanks to our team of Trustees who have proved so willing and helpful throughout the year. Without these volunteers and our employees the hall would not be as well run, nor so popular with our hirers.
Lesley Minter Chair of Trustees Dated 27/02/2023
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SOMERSHAM VICTORY HALL MANAGEMENT COMMITTEE TREASURER’S ANNUAL REPORT FOR OUR FINANCIAL YEAR
1[st] JANUARY 2022 TO 31[ST] DECEMBER 2022
Financial Review
I am pleased to present the Statement of Accounts for our Financial Year 1st January 2022 to 31st December 2022. These show an overall loss for the year of £3,453
The principal source of income for 2022 remained the hiring fees from our regular hirers which, combined with income from private users of the halls, plus fundraising events such as film nights, outside entertainment, and in-house events made up the majority of our annual income.
We were fortunate to receive various generous grants through the year and our thanks go to Somersham Feoffees for £1,000 towards replacing the hall lighting, Cambs Acre for paying for pickle ball equipment, Red Tile Wind Farm for £1,335 towards lighting, and Huntingdonshire District Council for £2,667 as compensation for Government Covid restrictions.
Conservative spending has been observed throughout the year and diligent consideration given to any purchase or outlay. This diligence is laid out in our Financial Policy, regularly reviewed by the Management Committee.
Our roof solar panels continue to bring in good revenue, £672 in this financial year.
My personal thanks to Sara , our Booking Clerk for helping to keep control of our debtors and helping to ensure that monies owed are kept to a minimum.
In conclusion, ending the year with a financial loss of £3,453 and ever rising energy costs, I emphasise that we must be ever mindful of our costs and maximise all opportunities for increasing our income.
Financial Position
| 31 December 2022 | 31 December 2021 | |
|---|---|---|
| £ | £ | |
| Treasurers Account | 24,011 | 27,464 |
| Repairs Imprest account | 50 | 50 |
| Cash in Hand | 89 | 89 |
| Deposit held / overpayment | -5 |
-5 |
| TOTAL | 24,145 | 27,598 |
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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 27/02/2023
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SOMERSHAM VICTORY HALL MANAGEMENT COMMITTEE RECEIPTS AND PAYMENTS FOR THE YEAR ENDED 31ST DECEMBER 2022
| Unrestricted | Restricted | Total | Total | |
|---|---|---|---|---|
| Funds |
Funds |
2022 | 2021 | |
| £ | £ | £ | £ | |
| RECEIPTS | ||||
| Art Club | 651 | - | 651 | 187 |
| Badminton | 705 | - |
705 | 345 |
| Ballet | 805 | - |
805 | 554 |
| Barry Ely Band |
42 | - |
42 | 77 |
| Batties | 231 | - |
231 | 182 |
| Carnival Committee | 180 | - | 180 | - |
| Changing Lives (Tai Chi and Yoga) | 649 | - |
649 | 514 |
| Changing Lives (Strength & Balance) | 880 | - |
880 | 570 |
| Core Factor Pilates | 532 | - | 532 | 333 |
| Craftea Koala | 266 | - | 266 | - |
| DMJ | 147 | - | 147 | 182 |
| Elemental Fitness |
535 | - | 535 | 94 |
| Film Night | 683 | - | 683 | 147 |
| Friendship Club (Formerly Age UK FC) | 1,133 | - | 1,133 | 658 |
| Good Energy FIT (Solar) | 672 | - |
672 | 591 |
| Grants |
- | 2,399 | 2,399 | - |
| Grants HDC Covid Restrictions |
2,667 | - |
2,667 | 17,374 |
| Grants HMRC Employees Furlough | - | - | - |
2,899 |
| HDC Elections | 189 | - |
189 | 332 |
| Hunts play Centre | 227 | - | 227 | - |
| Jazz Night Tickets | 346 | - | 346 | - |
| Jazz Night Refreshments | 112 | - | 112 | - |
| Jolly Archers |
1,360 | - |
1,360 | 280 |
| Kanazawa Judo | 441 | - |
441 | 178 |
| Maggies Keep Fit | 294 | - |
294 | 157 |
| Mel’s Pilates | 434 | - |
434 | 265 |
| Michael Batty | - | - | - | 60 |
| Mike Taylor Tai Chi | 420 | - | 420 | 130 |
| National Blood Service | 194 | - |
194 | 361 |
| National Teaching | - | - | - | 252 |
| Other Organisations (CAPALC) |
- | - | - | 27 |
| Paragraf | 750 | - | 750 | - |
| Paul Rogers CBFS |
27 | - | 27 | 27 |
| Private Functions |
4,532 | - |
4,532 | 742 |
| Quiz Night | - | - | - | 274 |
| Refunds (EDF Energy) | - | - | - | 318 |
| Sam Godfrey LBT | 343 | - |
343 | 189 |
| Shoto Karate Jutsu |
1,279 | - |
1,279 | 762 |
| Snow Dancer | - | - | - | 320 |
| Snow Dancer refreshments | - | - | - | 42 |
| Somersham Garden Club | 27 | - | 27 | - |
| Square Tests Starfsh Yoga |
- 112 |
- - |
- 112 |
2 42 |
| Sweaty Mama |
14 | - | 14 | 42 |
| Tang Soo Do Time Bank Cofee Morning |
1,673 170 |
- - |
1,673 170 |
1460 53 |
| Town Band | 238 | - | 238 | 336 |
| We Are Mental Health | 378 | - | 378 | 175 |
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| continued from page 10 Unrestricted Restricted Funds Funds £ £ VH Fundraising 20 - Zumba 170 - ______ TOTAL INCOME 24,528 2,399 |
Total 2022 £ 20 170 ______ **26,927 ** |
Total 2021 £ - 120 ______ 31,653 |
|---|---|---|
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SOMERSHAM VICTORY HALL MANAGEMENT COMMITTEE RECEIPTS AND PAYMENTS FOR THE YEAR ENDED 31ST DECEMBER 2022
| Unrestricted Restricted Total Funds Funds 2022 £ £ £ PAYMENTS BT WiFi 556 - 556 Business Rates 315 - 315 Cleaning inc. materials 543 - 543 Deposit Refunds 2,198 - 2,198 Electricity 1,111 - 1,111 Film Nights 502 - 502 Fundraising 938 - 938 Furniture & Equipment 4,460 64 4,524 Gas 681 - 681 Gratuity 13 - 13 Insurance 1,225 - 1,225 National Insurance / PAYE Tax 1,282 - 1,282 Professional Fees and Memberships 1,829 - 1,829 Repairs inc. Maintenance 802 2,335 3,137 Stationery 221 - 221 Wages 11,096 - 11,096 Water 209 - 209 TOTAL EXPENDITURE 27,981 2,399 30,380 Surplus / (Defcit) for the year 3,453- 3,453 Accumulated Fund 27,598 - 27,598 brought forward Accumulated Fund carried forward 24,145 - 24,145 |
Unrestricted Restricted Total Funds Funds 2022 £ £ £ PAYMENTS BT WiFi 556 - 556 Business Rates 315 - 315 Cleaning inc. materials 543 - 543 Deposit Refunds 2,198 - 2,198 Electricity 1,111 - 1,111 Film Nights 502 - 502 Fundraising 938 - 938 Furniture & Equipment 4,460 64 4,524 Gas 681 - 681 Gratuity 13 - 13 Insurance 1,225 - 1,225 National Insurance / PAYE Tax 1,282 - 1,282 Professional Fees and Memberships 1,829 - 1,829 Repairs inc. Maintenance 802 2,335 3,137 Stationery 221 - 221 Wages 11,096 - 11,096 Water 209 - 209 TOTAL EXPENDITURE 27,981 2,399 30,380 Surplus / (Defcit) for the year 3,453- 3,453 Accumulated Fund 27,598 - 27,598 brought forward Accumulated Fund carried forward 24,145 - 24,145 |
Total 2021 £ 539 141 453 100 732 215 37 213 590 - 1117 804 1609 2544 100 10,283 - 19,477 12,176 15,422 27,598 |
|---|---|---|
| 24,145 - 24,145 |
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SOMERSHAM VICTORY HALL MANAGEMENT COMMITTEE BALANCE SHEET AS AT 31ST DECEMBER 2022
| Current Assets Current Account Repairs Imprest Account Cash in Hand Restricted Funds Deposit held / overpayment Total Current Assets |
Unrestricted Restricted Total Total Funds Funds 2022 2021 £ £ £ £ 24,011 - 24,011 27,464 50 - 50 50 89 - 89 89 - - - - -5 - -5 -5 __ 24,145 - 24,145 27,598 |
|---|---|
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INDEPENDENT EXAMINER’S REPORT TO THE TRUSTEES OF SOMERSHAM VICTORY HALL MANAGEMENT COMMITTEE
I report to the charity trustees on my examination of the accounts of the charity for the year ended 31st December 2022 which are set out on pages 10 to 13.
Responsibilities and basis of report
As the charity’s trustees you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’).
I report in respect of my examination of the charity’s accounts carried out under section 145 of the Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
Independent examiner’s statement
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:
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accounting records were not kept in respect of the charity as required by section 130 of the Act; or
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the accounts do not accord with those records; or
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the accounts do not comply with the applicable requirements concerning the form and content of the accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a “true and fair view’ which is not a matter considered as part of an independent examination.
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.
K Green (FMAAT) 32a East Street St. Ives Cambs PE27 5PD
Dated: 1st March 2023
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