**Back Lane, Hethersett, Norwich, NR9 3JJ** ## Hethersett Village Hall ## **HETHERSETT VILLAGE HALL TRUSTEES' ANNUAL REPORT AND MANAGEMENT COMMITTEE REPORT 2021** ## **INTRODUCTION** This report is for the year ending March 2021. It has been prepared in accordance with Charity Commission Guidance by Hethersett Village Hall Management Committee who are the Trustees for the hall. Trustees are appointed by Hethersett Parish Council (three) and by the Hethersett Annual Parish Meeting (two). Trustees serve for a year but may be reappointed or re-elected to serve for further terms. Trustees who served during 2020/21 are listed in attached Appendix A. ## **CHARITABLE OBJECTIVES AND PUBLIC BENEFIT** Hethersett Village Hall is Registered Charity No 1041213. The charitable objectives as stated in the governing document are to maintain a village hall for the uses of the inhabitants of the parish of Hethersett without distinction of political, religious or other opinions, including the use for meetings, lectures and classes and for other forms of recreation and leisure-time occupation with the object of improving the conditions of life for the said inhabitants. The Village Hall Management Committee is responsible for all aspects of the management of the hall and have complied with the guidance on public benefit published by the Charity Commission. The public benefit derived from the activities of the Charity includes: - Provision of the Hethersett Village Hall for public use - Preservation and enhancement of the Village Hall for the use of community - Whilst the public benefit is available to anyone, as there are few restrictions to usage of the hall, a charge is made to cover costs, maintenance and improvements. Analysis shows these fees are similar to comparable halls in the area, and that these do not represent an unreasonable restriction to access to the hall. The Village Hall is mostly used by the local community. A small increase in charges for commercial use is made. Priority is given to any local community use over a commercial hiring. A summary of activities by hirers of the hall during the past year is included in attached App B. ## **HALL BOOKINGS, MAINTENANCE AND MANAGEMENT 2020 - 21 Caretaker and Booking Officer** Julia Stevenson was employed as the caretaker for the year. The employment of Claire Everson as booking officer has continued throughout the year. Employment is on a PAYE basis and payment above the National Living Wage. ## **Bookings, Running Costs, Hire Charges and Hiring** Hall bookings were obviously greatly impacted by the Coronavirus pandemic with income for the hall by regular users down by 75% on the previous year. A combination of Job Retention Scheme and local government grants helped make up this shortfall. Increased use by the Parish Council has also maintained income. At present it is difficult to say if income during the coming year will return to normal, but the hall has sufficient funds to meet its running costs. ## **Maintenance, Repair and Refurbishment** A number of routine maintenance and repair jobs have been completed throughout the year despite the pandemic. Work such as the annual servicing of gas appliances, fire alarm systems and fire extinguishers is always done by a competent person employed by an accredited company as is the statutory inspection of the stage equipment. ## **Hall Management** The committee has been increased by two members during the year. ## **Risk Management** The Management Committee has reviewed all its potential risks and continues to do so on a regular basis and has also carried out Covid secure assessments. It is satisfied that adequate insurances are in place and that all steps are taken to ensure that exposure to risk of any sort is kept to a minimum. ## **Reserves Policy** The Management Committee have established a Reserves Policy designed to ensure continued operation of the Hall by having: - Designated Reserves created to ensure the long term viability of the Hall. A major element of these reserves is a fund to allow for a future extension to the Hall. - Other Designated Reserves to ensure that sufficient funds are available to fund future major repairs and to replace Hall fixtures, fittings and equipment. The level of these reserves is reviewed annually based on expenditure and revised cost forecasts. - A General (undesignated) Reserve equivalent to six months’ lettings income as a contingency against any fall in future income. - Appendix C provides a breakdown of the reserves. ## **SECURITY AND PROTECTION OF THE HALL** The Hall is a valuable village asset and the trustees continue to be concerned about the risk of incidents of anti-social behaviour resulting in damage to the hall. Any serious incidents recorded on CCTV are brought to the attention of the police. ## **MEMBERSHIPS AND PUBLICITY** A Website for the hall was in operation using a Community Action Norfolk facility at no cost apart from the purchase of a domain name. This has been superceded by a different provider. The website provides information about the hall and is a source for a number of booking enquiries. The web address is https://www.hethersettvillagehall.org.uk/ M Barton, Treasurer, Hethersett Village Hall Management Committee. May 2021 ## **HETHERSETT VILLAGE HALL TRUSTEES' ANNUAL REPORT AND MANAGEMENT COMMITTEE REPORT 2021 APPENDIX A** ## **TRUSTEES** The following have served as trustees between May 2020 and May 2021 ## **Appointed by Hethersett Parish Council** |**Name**|**Period of Service**|**Committee Responsibilities**| |---|---|---| |Chris Morriss|May2020 – May2021|Chairman| |Sarah Lawrence|May2020 – May2021|| |TonyWest|May2020 – May2021|| ## **Appointed by Hethersett Parish Meeting** |**Name**|**Period of Service**|**Committee Responsibilities**| |---|---|---| |Mike Barton|May2020 – May2021|Treasurer| |Mike Shanks|May2020 – May2021|Vice-Chairman/Act Sec| |||| ## **APPENDIX B** ## **SUMMARY OF ACTIVITIES BY HIRERS 2020 / 2021** Availability of the hall for a range of activities was greatly reduce by Covid-19 but some of the following did take place: - Parish Council use - Sporting and keep fit activities including fitness and exercise classes and Zumba (Sep-Oct). - The Hethersett and District blood donor sessions. - Village Cinema (Sep-Oct). - Music Bugs toddler group (Sep-Oct). - Norfolk County Council – Covid Testing. The Committee provides through the Parish Council and the Council's Archive Working Group facilities for the storage for Hethersett Heritage records. **APPENDIX C** ## **BREAKDOWN OF DESIGNATED RESERVES 2020 - - ‐ 2021** ||**Bal as**
**at**|**Transferred**||| |---|---|---|---|---| ||**Mar 21**|**2020/21**|**Purpose**|**Timescale**| |Hall Extension Fund|**£40,000**|0|The village has expanded since the hall was built and further
development started. Current hall usage is high with little spare
capacity. The trustees plan is to extend the hall using this fund as
matchingfundingto obtaingrants.|within next 5 years| |Redecoration/Renovation
Fund|**£8,316**|0|For redecoration and improvements to the internal building.
Next major item is to replace hall flooring|1-­­2 yrs| |Heater/Boiler Fund|**£2,830**|0|The heating system was last replaced in 2014.
Funds are beingset aside towards the next replacement|approx. 15 yrs| |Roof & Other External
Repairs|**£5,000**|0|To fund major repairs to the external building|approx 5-­­10 yrs| |Replacements/Upgrades
Fund|**£5,527**|£1,000|To replace / upgrade furniture, fixtures and fittings as required.
Next major item is to replace hall tables.|1-­­2 yrs| |Cyclical Fund|**£900**|£100|To fund electrical safety testing every 5yrs and stage curtain fire
treatment every3yrs|Curtains 2021/22, Electrical 2021/22| |Total|**£62,573**|£1,100||| ## **Financial Activities 2020-2021** Income Budget £28000 Actual £32098 Expenditure Budget £21000 Actual £19212 Staff Costs £8838 Utilities £2683 Cleaning £1355 Servicing £2492 Admin £2169 (PRS-£722; Insurance-£1002; WiFi-£323) Nett Income over Expenditure (2020/2021) £12,885 compared with £6,887 for 2019/2020 ## **– Notes To Accounts Appendix C** The hall income exceeded the 2020/21 Budget by £4,098, but it should be noted actual hall income was only £6,858 and the rest was grants from South Norfolk District Council and Job Retention Scheme which helped pay the employees’ salaries. Expenditure was £1,788 under budget mainly due to savings across most costs. The designated reserves have been maintained and increased and the bank balances have increased by just over £14,337 pounds to £106,461. In view of the Covid-19 situation it is difficult to say exactly how income and expenditure will be in 2021/22 but it is hoped income will recover and to have added nearly £14k to the cash reserves is quite an achievement. M A Barton Treasurer Hethersett Village Hall Financial Ackn"v[t￿S Comparison 2020- Marth 2021 TOTAL APR 2￿. MAR 2021 APR 2019- W4R 2020 IPY) Incomo Incorne- HB Roo 2.134.00 4,724.50 25.2r15.18 35.10 E32.LW.78 3.114.50 25,204.58 76.10 64.95 £28.460.13 t28.460.13 In¢orr*- M￿n H￿1 Incoff*. Other Intefest earned Trrt* IN¥Ar TOTAL .1)98.78 Expendrtures Admin C05ts- knertistThJ Adrnin Costs. AuditlAccounting Fees Admin Costs. Insuran Admin Cosb- Phor* Costs Adtnin Costs. P05tagè & StatKHlary Admin Costs. PRS Aomin Cosis. ￿b$ Admin c(￿5. WeiEite Adrnin Costs- Wi Fi Cleaning - Laundry Cleaning- Suoies Clèaning- Wh•eliè Bfns Cleaning- Window Cleani her. Grow)ds M*nt Other- Mi5C Saaries. 0th8f Salaries. Caretaker SgNiclng- CCTV Servicing- ErneTgery LightslPAT Test SeNring- Fire AlarrThEqwp seN￿ing. Kiteheft S8fwcing- Cther 8grvicing- Water Heatsr Serv SeNiurwJ. Win¢*)wnthrx)r R(￿ Rep Utilities- Eleciit Utilitres- Gas Lthlibes- WaterlRent 60.00 1,(K)O.00 1,002_41 995.67 97.44 84.70 722.38 228.92 31.19 35.00 0.00 323.88 78.00 361.35 475.93 469.32 1.019.58 480.00 128.36 250.00 3.123.58 5,714.95 102.OD 244.52 10.00 3.206.66 6,659.11 5Z3.20 771.00 166.80 133.21 1,045.28 827.76 45.00 1,717.51 1.091.77 92927 £21.57224 1.855.20 1,W.03 1.161.37 £19212.93 NET OPERAMNG INCOME £12mS.85 £6.887.79 NET INCOMEIIEXPENDITIJREI £12m535 £6.W.79 Hethersett Village Hall Balance Sheet Comparison As of IAarch 31. 2￿21 TOTAL AS OF 31. 2021 AS OF W4R 31. 2020 IPY) Fix6d k5et Totpj Ft(￿ Asset Cash at bank and in hand Barclays Cornrnunty Artwnt 8arclays TradEer AfLounr Potty Cash Santar￿eT Bank Aux>urt Total Cash at t*r* aTrJ In haThJ 2.660.05 43.505.31 29.88 2.660.05 43.470.21 279.88 45,714.48 £92.124.62 266.52 £1￿161.78 Debtors tlebtors 2,331.( £ZS31JXJ 1,198. £1.198￿* Currern Asse 1265.67 1.565.67 Ur#leposited FurKIs £1.Wffj7 NE[ CURREMf ASSETS £110.￿43 £94.W.79 Creditors". afflounts lalliro due within one year Trade Creditors Greditor5 149.67 £149ffj7 H9.67 £449fi7 Curr*rt Lthlibas Ac¢nJaLs and Deferred IrKorne 2.5&3.79 .79 £0 T&J.46 £449ts7 NET CURRENT ASSETS IUABIUTIESI TOTAL ASSEfs LESS CURAENT LIABILITIES 07X4S7 4,439.12 £107&US7 £94.439.12 £94.439.12 TOTAL NET ASSETS ILNBILITIESI £107X4S7 Chanty funds Opgning Balanc* Equty Retained Eamings surp1￿{Defi¢rt1 CIHritylun 67.075.9) 27.363.22 12.885.85 £107X497 67.075.90 20,475.43 6.887_79 £94.439.12 Independent examinevs roport to the trustees of Hethwsett Willage Hall Management Cornmittee. Charlty Reglstratlon no: 1041213 I report to the trustees on my examination of the accounts of the Hethersett Village Hall manageM￿tt Committee for the JEar ended 31 March 2021. Responsibilltigs and basls of report As the charity trustees ofthe Hethersett Vill•3e Hall Man￿ernent Commrttee. you are responsible for the preparation ofthe accourts in accordance with the r8wirements of the Charities Act 2011 (Ihe ACVI. I report in respect of my examina'on of the Committee's accounts (arried out under section 145 of the 2011 Act and in carying out my examina1}c￿ I have followed all the applicable Dtrrections given by the Charity Commission under sectton 145(5){b) of the Act. Independent exominefs statement I have completed my examination. I confirm that no material matters have come lo my attention in cOnn￿tIon wrth the examination giving me cause to believe that in any matwial respect." 1. accounts'r4J records w￿e not kept in respect of the Committee as required by section 130 of Ihe A¢t", or 2. Ihe &eounts do not accord *ryih those re¢(￿dS., or 3. Ihe ac¢ounts do not com with the apFYiraNe ro]uirements c4)n￿mIng the fom and ontent of accounts set OLrt 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 consider&J as part of an independenl examination. I have no concems and have ccrfne across no oll*r matters in connedion with the examination to which attention should be drawn in this reFKKi in order to enable a proper understanding of the accounts tybe reac1￿d. Signgj: Name: Dan Chilvers R81evant professional qualtfications(sl or W lif any}.' ACA FCCA Add￿$. cjo Johnson Holmes & Co, T0￿er5 CwrL 30A Elm Hill. Norwch. NR3 1HG Date". 19 January 2022 General Notes Matters from the inde endent examination for the riar finanrial ear ended 31 March 2020 There has been no change to the e￿sting faciltbes management agreement. this is still ongoing with the parish council QuickbcKsks has continued lo be used in the management and preparation of the charty accounts. Matters relats'n to the finanaal ear endin 31 March 2021 I have undertaken an analybcal review of the a(xx)unts. v4hith show that Income increased by 10.790h year on year despite the pandemic. The main reason for thi5 VMS Job Retention and Local Authority Grants {£25.205.18) offsetting the loss in (*dx)ary income. Costs decreased by 10.93°A year on year rvainty due to reduclions in all categories due to the pandemi The main cost areas are" staffing £8.838 utilities £2,683 Repairs and rna1ntenan￿ £2,492 Cleaning costs £1,355 Licences £951 In relation to going concEm. the ac￿untS show adequate reserves to meet all current arKt foreseeable ¢X)mmitments. Th8 bank recon(iliation was reviewed and material In￿Me and cost areas rnat(*￿ to S(MJrce documents. The use of alm(￿00￿ with referenc￿ applied to transactions and cross referenced to source documents. have enabled for an easier review of the accounts.