**Back Lane, Hethersett, Norwich, NR9 3JJ** ## Hethersett Village Hall ## **HETHERSETT VILLAGE HALL TRUSTEES' ANNUAL REPORT AND MANAGEMENT COMMITTEE REPORT 2022** ## **INTRODUCTION** This report is for the year ending March 2022. 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 (one). Trustees serve for a year but may be reappointed or re-elected to serve for further terms. Trustees who served during 2021/22 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 2021 - 22 Caretaker and Booking Officer** Julia Stevenson was employed as the caretaker until August 2021. She has been replaced by external cleaning contractors. 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 have improved but were still impacted by the Coronavirus pandemic with income for the hall by regular users down by 33.6% on pre pandemic income. A final Job Retention Scheme payment and a local government grant helped make up the shortfall again and the final turnover because of this was of a similar level to 2019. Income from hall users is now returning to normal levels and with hopefully the panto returning we will see improved income in 2022-23. ## **Maintenance, Repair and Refurbishment** A number of routine maintenance and repair jobs have been completed throughout the year. One major job done was the replacement of the hall sound system which was in need of replacement at a cost of £3,126.00 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 lost one member at the start of 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 2022 ## **HETHERSETT VILLAGE HALL TRUSTEES' ANNUAL REPORT AND MANAGEMENT COMMITTEE REPORT 2022 APPENDIX A** ## **TRUSTEES** The following have served as trustees between May 2021 and May 2022 ## **Appointed by Hethersett Parish Council** |**Name**|**Period of Service**|**Committee Responsibilities**| |---|---|---| |Chris Morriss|May2021 – May2022|Chairman| |Sarah Lawrence|May2021 – May2022|| |TonyWest|May2021 – May2022|| ## **Appointed by Hethersett Parish Meeting** |**Name**|**Period of Service**|**Committee Responsibilities**| |---|---|---| |Mike Barton|May2021 – May2022|Treasurer| |||| |||| ## **APPENDIX B** ## **SUMMARY OF ACTIVITIES BY HIRERS 2021 / 2022** Availability of the hall for a range of activities was reduced again 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 - The Hethersett and District blood donor sessions. - Village Cinema - Music Bugs toddler group - Norfolk County Council – hall hired for various uses. - Art Groups 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 2021 - - ‐ 2022** ||**Bal as**
**at**|**Transferred**||| |---|---|---|---|---| ||**Mar 22**|**2021/22**|**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|**£6,527**|£1,000|To replace / upgrade furniture, fixtures and fittings as required.
Next major item is to replace hall tables.|1-­­2 yrs| |Cyclical Fund|**£1000**|£100|To fund electrical safety testing every 5yrs and stage curtain fire
treatment every3yrs|Curtains 2022/23, Electrical 2022/23| |Total|**£62,573**|£1,100||| ## **Financial Activities 2021-2022** Income Budget £28000 Actual £28898 Expenditure Budget £21000 Actual £23531 Staff Costs £4523 Utilities £2666 Cleaning £5422 Servicing £6722 Admin £3278 (PRS-£722; Insurance-£1020; WiFi-£324) Nett Income over Expenditure (2021/2022) £5,367 compared with £12,885 for 2020/2021 ## **– Notes To Accounts Appendix C** The hall income exceeded the 2021/22 Budget by £898, but it should be noted actual hall income was £20380 and the rest was a grant from South Norfolk District Council and a Job Retention Scheme payment. Expenditure was £3531 over budget mainly due to the cost of the replacement sound system. The designated reserves have been maintained and increased and the bank balances have increased by just over £2,889 pounds to £109,350. ## M A Barton Treasurer Hethersett Village Hall Financtal Activities Comparison Apn"12021- Marth 2022 TOTAL APR 2021 . MAR 2tr22 APR 2020. MAR 2021 IPY) Income Income- HB Room Inci)me- Main Hall Income- Other Inter$st eam Totsl InrAMM 6.278.00 14,098.35 8,517.56 2,134.00 4,724.50 25,205.18 35.10 È32.098.78 £32,098,78 809823 TOTAL Expenditur8s Admin Adrnin Costs. AthrtisirMJ Admin Costs. AudiVA(wJntiNJ Fèès Adrnin Costs- Insurance Admin Costs- Phone Costs Admsn Ctsts- Postagè & stab.or Admin Costs- PRS Admin Costs- Sut Admin Costs- Wot6ite Admin C(k%ts- Wi Fi Total Adm￿1 0.00 60.00 1.000.00 1.002.41 1.020.34 3.32 25.59 7Y2.76 97.44 722.00 121.40 228.92 51.58 3YJ 88 31.19 323.88 3.465.84 0.00 0.00 409.58 475.93 469.32 1J54.83 C18aning c￿anIng- C(x)tracto c￿ning- s￿)plIes Cloaning- Whoèliè Bins Cleaning- Window Cl6aning Totsl 4231.85 91.33 619_16 Minor Equip- Key*Lod(s Other Othèr- Gr<)unds Maint Other- Misc 107.89 0.00 0.00 128.36 368.51 441.40 250.00 378A6 Salaries 0.00 S*aTEes- Bookir¥J officer Salarws- Caratakor 2.947.03 1.576_55 4*3 3.123.58 5,714.95 8.&38.53 Sèrwcing Servicing- CCTV Swviong. Emarg8ncy Lioht8JPAT T8St Servicing- Fire MarmlEquip serVi￿ng- Other S8Niang- Water H8ai8r S8 0.00 102.00 55.00 0.00 107.10 1.019.02 4.1￿.76 5&3.20 1.855.20 480.00 1r2 Hethersett Village Hall Finan(aal ActTvibes Compariscm) ¥iI 2021 . PAarL* 2022 TOTAL APR 2021 . MAR 2022 318.00 APR 2020- MAR 2021 IPY) Serviing- Windowlminor Rth)l Rep 2.4>2.20 0.00 1,088.03 1,161.37 433.Tl utili￿S- Electricity Utilities- Gas Utilities- Water/Rent 1,056.68 1.215.57 394.08 168623 £fJ531. 2.683.17 £19212.43 £12.885.85 £12.885.85 NET OPERATING INC(XAE E5W23 NET INCOMEIIEXPENDITUREI B&8is &￿ay. 22 JarMI￿Y 202302.34 GMT+iyJ. Hethersett Village Hall BalaTr￿ Sheet Comparison As of March 31, 2022 TOTAL ASOF MAR 31.2UZ A80F￿R31, 2021 IPY) Fixed Asset Totd Fi¥￿ Assot Cash al bank and in hand Bardays Comtnunity Account Bardays Track8r Account Pety Cash Santander Bank A(xwnt Told Cash at ￿nkaThJ kn 2.660.05 43.509.63 2,660.05 43.505.31 29.88 60.266.52 £1(&461.76 61187.￿ £1C0￿.70 D8btors Debtors Totd Dotlor8 2.￿5.50 2,331.00 £2￿51.00 Current Ass8ts Accruals income Undepos¢ted Fundq TOW Cwrènt ￿￿ets 1.265.67 1.265.67 .67 £1265.67 NET CURRENf ASSETS £11U41.87 £110,058A3 Cradiiors: amounts falitsJ thJ• wllhin on8 year Tra(le Creditors Credltors Totsj Tr•Jo Cr•Jttors Current Uabi1ft18s AccnAs atKJ D8ferr8d Income 149.67 49.67 149_67 £149A7 2.583.79 £2%$3.79 £149.67 733.46 NET CURRENT ASs￿s ILIABILITIESI TOTAL ASSETS LESS CURRE￿ LIABIL ThIES 1a692al 07.324.97 £107A24.97 £107.324.97 TOTAL NET ASSETS ILIABILIfflESI £112,6¥d20 Charity lunds Opening Salanee Equsty Retained Eamings SurFAusllDelicitl Tow CW Itll¥Js 67,075.90 40.249.07 5.367.YJ £112.692 67,075.90 27,363.22 12,885.85 £107J24.97 Independenl examln•rfs report to the trustees of Heth•rsett Vlllage Hall Management Committee. Charity Registrati￿ no: 1041213 l ￿ port to the trustees on my examination of the acrnurrts of the Hethersett Village Hall Management Committee Ihe year eth 31 March 2022. Re$ponslbllltles and basis of rewl As the charity tnths of the HetheTsett Village Hall Management C(ynmiltee, you are resprmsible the preparation of the a￿OUnts in a(x¥jrdan￿ with the requirements of the Charities Act 2011 ('the Act,). I report in respect ol my examirotx)n of the Committee's ac(xxFnts carried tyjt under seL*ion 145 of the 2011 Act and in carrying out my exarnna￿n I have foltowed all the appIl￿b￿ Oirection8 given by the Charity C(Mnmission under sectM)n 145(5Xb) of ACL Independ8nt examinerfs statement I have ￿Mpleted my examinat#)n. I confimi that no material matters have o)me to my attentic in ¢onnKtion with Ihe examination giving me cause to be￿8 that in any material respect: 1. accounting records We￿ not kepl in respect of the Commiliee as ￿uir&I by section 130 of thg Acl" or 2. the accounts do rnt with tfrM)se re￿ds. 3. the &counts do rKA compty with trp appli1￿ requirements conceming Ihe forn and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the ￿)untS gNe a Irue and fair view. vthich is not a matter 0￿$1dered as wt of an iNlependent e￿9MlnatK)n. I have no cajncems arKI have ac¥oss no rther matters in L￿neCtIon wilh examination to which attentrjn should be dravm in thi8 re￿￿t in order to enable a proper understanding of the a&￿ints to be r&iched. Signed: Narne: Dan chi￿r¥ Relevant professional qualif￿1￿)nS(s) or body (rf any): ACA FCCA Addre58: CJO Johnson Holmgs & Co. TovAers Court. 30A Elm Hill. Norwich. NR3 IHG Date: 23 January 2023 General Notes Matters from the inde rKlent examination for the rb)r financial ear ended 31 March 2021 There has been no charoe to the ￿Stir￿j facilities management agreement, this is still ￿oing wilh the parish council QuiCktr￿kS has continued to be used in the management arKI preparaticm of the charity accounts. Matters relatin to the financial ear endi 31 March 2022 I have undertaken an analytical review of the a￿￿Unts. which slN)w that Income decreased by 9.96 % year on year. The main reason for this was the loss of Job Retentwjn and Local Authority Grants with reduced ordinary income still recoveriw from the pandemic and the loss of the yeady Hethersett panto. Costs increased by 22.470A year on year mainly due to the installatK)n of a new sound system and jobs that had been PLrt back in the pandemic being done. The main cost areas are" Staffing £4,523 Utilities £2,666 Repairs and Maintenan￿ £6,722 Cleaning costs £5.422 Licen￿ £722 n relation to going concem. the accounts show adequate reserves to meet all cu￿ent and foreseeable commitments. The bank reconuliation was reviewed and material income and cost areas matched to sour documents. The use of Quickbooks with references applied to transactions and cross referenced to sour documents. have enabled for an easier reV￿W of the accwnts.