Back Lane, Hethersett, Norwich, NR9 3JJ
Hethersett Village Hall
HETHERSETT VILLAGE HALL TRUSTEES' ANNUAL REPORT AND MANAGEMENT COMMITTEE REPORT 2023
INTRODUCTION
This report is for the year ending March 2023. 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 2022/23 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:
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Provision of the Hethersett Village Hall for public use
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Preservation and enhancement of the Village Hall for the use of community
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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 AND MANAGEMENT 2022 - 23 Booking Officer
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 returned to pre pandemic levels with the yearly income being £32,661. This was on a par with 2018/19 which was £30,163 and slightly more than 2019/20 which was £28,460. The return of the Hethersett panto greatly helped to improve the income. The down side was the increased running costs caused by the cost of living crisis causing a smaller than usual surplus.
Maintenance, Repair and Refurbishment
Normal routine maintenance and repair jobs have been completed throughout the year. 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 gained one member 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:
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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.
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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.
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A General (undesignated) Reserve equivalent to six months’ lettings income as a contingency against any fall in future income.
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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. April 2023
HETHERSETT VILLAGE HALL TRUSTEES' ANNUAL REPORT AND MANAGEMENT COMMITTEE REPORT 2023 APPENDIX A
TRUSTEES
The following have served as trustees between April 2022 and April 2023
Appointed by Hethersett Parish Council
| Name | Period of Service | Committee Responsibilities |
|---|---|---|
| Chris Morriss | April 2022 – April 2023 | Chairman |
| Sarah Lawrence | April 2022 – April 2023 | |
| JennyWalpole | Sep2022 – April 2023 |
Appointed by Hethersett Parish Meeting
| Name | Period of Service | Committee Responsibilities |
|---|---|---|
| Mike Barton | April 2022 – April 2023 | Treasurer |
| TonyWest | April 2022 – April 2023 | ActingSecretary |
APPENDIX B
SUMMARY OF ACTIVITIES BY HIRERS 2022 / 2023
Availability of the hall for a range of activities was fully available for the year. Here are some of the following that did take place:
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Parish Council use
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Sporting and keep fit activities including fitness and exercise classes and Zumba
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City Of Norwich Brass Band.
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Village Cinema
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Music Bugs toddler group
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Denis & Wendy Canning - Babyballet.
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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 2022 - - ‐ 2023
| Bal as at |
Transferred | |||
|---|---|---|---|---|
| Mar 23 | 2022/23 | 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 | 0 | To replace / upgrade furniture, fixtures and fittings as required. Next major item is to replace hall tables. |
1-2 yrs |
| Cyclical Fund | £1000 | 0 | To fund electrical safety testing every 5yrs and stage curtain fire treatment every3yrs |
Curtains 2023/24, Electrical 2023/24 |
| Total | £62,573 | £0 |
Financial Activities 2022-2023
Income Budget £28000 Actual £32661 Expenditure Budget £21000 Actual £28895
Staff Costs £3423 Utilities £5833 Cleaning £13232 Servicing £3253 Admin £3008 (PRS-£722; Insurance-£702; WiFi-£345)
Nett Income over Expenditure (2022/2023) £3,766 compared with £5,367 for 2021/2022
– Notes To Accounts Appendix C
The hall income exceeded the 2022/23 Budget by £2461 which as explained previously brings the income back to pre-pandemic levels. Expenditure was £7895 over budget mainly due to cost increases in two main areas. Utilities were up by 119% on the previous year caused by the well documented increases in energy costs. And cleaning costs were up by £7,810 on the 2021/22. This was caused by Biffa taking over the wheelie bin collections and a full year of outside cleaning contractors. The cost of the contractors has been offset by the saving on Caretaker/Cleaner yearly salary which in a full year would be around £5700.
Despite the increased costs, designated reserves have been maintained and increased and the bank balances have increased by just over £2,289 pounds to £111,639.
M A Barton
Treasurer
Hethersett Village Hall
Financial Activities Comparison
April 2022 - March 2023
| TOTAL | |||
|---|---|---|---|
| APR 2022 - MAR 2023 | APR 2021 - MAR 2022 (PY) | ||
| Income | |||
| Income - HB Room | 6,168.00 | 6,278.00 | |
| Income - Main Hall | 26,423.80 | 14,098.35 | |
| Income - Other | 0.00 | 8,517.56 | |
| Interest earned | 69.84 | 4.32 | |
| Total Income | £32,661.64 | £28,898.23 | |
| TOTAL | £32,661.64 | £28,898.23 | |
| Expenditures | |||
| Admin | 0.00 | 0.00 | |
| Admin Costs - Advertising | 60.00 | 60.00 | |
| Admin Costs - Audit/Accounting Fees | 950.00 | 900.00 | |
| Admin Costs - Insurance | 701.92 | 1,020.34 | |
| Admin Costs - Phone | 49.99 | 0.00 | |
| Admin Costs - Phone Costs | 30.00 | 53.32 | |
| Admin Costs - Postage & Stationery | 73.55 | 25.59 | |
| Admin Costs - PRS | 722.38 | 722.76 | |
| Admin Costs - Subs | 35.00 | 121.40 | |
| Admin Costs - Website | 40.79 | 51.58 | |
| Admin Costs - Wi Fi | 345.11 | 323.88 | |
| Total Admin | 3,008.74 | 3,278.87 | |
| Cleaning | 0.00 | 0.00 | |
| Cleaning - Contractors | 11,458.99 | 4,231.85 | |
| Cleaning - Supplies | 1.47 | 91.33 | |
| Cleaning - Wheelie Bins | 1,388.09 | 619.16 | |
| Cleaning - Window Cleaning | 384.00 | 480.00 | |
| Total Cleaning | 13,232.55 | 5,422.34 | |
| Minor Equip - Keys/Locks | 49.98 | 107.89 | |
| Other | 0.00 | 0.00 | |
| Other - Grounds Maint | 0.00 | 368.51 | |
| Other - Misc | 82.00 | 441.40 | |
| Total Other | 82.00 | 809.91 | |
| Printing, Postage and Stationery | 13.15 | 0.00 | |
| Salaries | 0.00 | 0.00 | |
| Salaries - Booking Officer | 3,423.12 | 2,947.03 | |
| Salaries - Caretaker | 0.00 | 1,576.55 | |
| Total Salaries | 3,423.12 | 4,523.58 | |
| Servicing | 0.00 | 0.00 | |
| Servicing - CCTV | 0.00 | 107.10 | |
| Servicing - Emergency Lights/PAT Test | 614.59 | 504.00 | |
| Servicing - Fire Alarm/Equip | 241.20 | 1,019.02 | |
| Servicing - Kitchen | 179.99 | 0.00 |
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Accrual Basis Wednesday, 17 January 2024 04:38 pm GMT+00:00
Hethersett Village Hall
Financial Activities Comparison
April 2022 - March 2023
| TOTAL | |||
|---|---|---|---|
| APR 2022 - MAR 2023 | APR 2021 - MAR 2022 (PY) | ||
| Servicing - Other | 1,403.92 | 4,190.76 | |
| Servicing - Water Heater Serv | 813.00 | 583.20 | |
| Servicing - Window/Minor Roof Rep | 0.00 | 318.00 | |
| Total Servicing | 3,252.70 | 6,722.08 | |
| Utilities | 0.00 | 0.00 | |
| Utilities - Electricity | 2,569.62 | 1,056.68 | |
| Utilities - Gas | 2,571.65 | 1,215.57 | |
| Utilities - Water/Rent | 691.59 | 394.08 | |
| Total Utilities | 5,832.86 | 2,666.33 | |
| Total Expenditures | £28,895.10 | £23,531.00 | |
| NET OPERATING INCOME | £3,766.54 | £5,367.23 | |
| NET INCOME/(EXPENDITURE) | £3,766.54 | £5,367.23 |
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Accrual Basis Wednesday, 17 January 2024 04:38 pm GMT+00:00
Hethersett Village Hall
Balance Sheet Comparison
As of March 31, 2023
| TOTAL | |||
|---|---|---|---|
| AS OF MAR 31, 2023 | AS OF MAR 31, 2022 (PY) | ||
| Fixed Asset | |||
| Total Fixed Asset | |||
| Cash at bank and in hand | |||
| Barclays Community Account | 2,660.05 | 2,660.05 | |
| Barclays Tracker Account | 43,579.47 | 43,509.63 | |
| Petty Cash | 0.00 | 0.00 | |
| Santander Bank Account | 65,399.72 | 63,181.02 | |
| Total Cash at bank and in hand | £111,639.24 | £109,350.70 | |
| Debtors | |||
| Debtors | 2,046.50 | 2,225.50 | |
| Total Debtors | £2,046.50 | £2,225.50 | |
| Current Assets | |||
| Accruals income | 2,922.67 | 1,265.67 | |
| Undeposited Funds | 0.00 | 0.00 | |
| Total Current Assets | £2,922.67 | £1,265.67 | |
| NET CURRENT ASSETS | £116,608.41 | £112,841.87 | |
| Creditors: amounts falling due within one year | |||
| Trade Creditors | |||
| Creditors | 149.67 | 149.67 | |
| Total Trade Creditors | £149.67 | £149.67 | |
| Current Liabilities | |||
| Accruals and Deferred Income | 0.00 | 0.00 | |
| Total Current Liabilities | £0.00 | £0.00 | |
| Total Creditors: amounts falling due within one year | £149.67 | £149.67 | |
| NET CURRENT ASSETS (LIABILITIES) | £116,458.74 | £112,692.20 | |
| TOTAL ASSETS LESS CURRENT LIABILITIES | £116,458.74 | £112,692.20 | |
| TOTAL NET ASSETS (LIABILITIES) | £116,458.74 | £112,692.20 | |
| Charity funds | |||
| Opening Balance Equity | 67,075.90 | 67,075.90 | |
| Retained Earnings | 45,616.30 | 40,249.07 | |
| Surplus/(Deficit) | 3,766.54 | 5,367.23 | |
| Total Charity funds | £116,458.74 | £112,692.20 |
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Accrual Basis Wednesday, 17 January 2024 04:37 pm GMT+00:00
Independenl examlner's report to the trustees of Helhersett Village Hall Management Committee. Charity Registration no- 1041213 report to the trustees on my examination of the accounts of the Hethersett Village Hall Management Committee for the year ended 31 March 2023. Responsibili*ies and basis of report As the charity trustees of the Hethersett Village Hall Management Committee, 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 Committee's aoUnts carried out under section 145 of the 2011 Art and in carrying out my examination I have followed all Ihe applicable Directions given by the Charity Commission under seGtion 14515llbl of the Acl. Independent examlner's Stalemenl I have completed my examination. I confirm that no material matters have come lo my attention in connection with the examination giving me cause to believe thal in any material respect. accounting records were not kept in respect of the Committee as required by section 130 of the Acl: or 2. the accounts do not accord with those records; or 3. the accounls do not comply with the applicable requirements concerning the fonn and content of 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 nCemS and have come across no other matters in connection with the examinatiors to which attentn s uld b8 drawn in this report in order to enable a proper understanding of the accounts to be r Signed.. Name.. Daniel Chilvers Relevant professional qualifiGationslsl or body (if anyl.- ACA FCCA Address.. clo Johnson Holmes & Co, Towlers Court, 30A Elm Hill, Norwich, NR3 1 HG Dale: 22 January 2024
General Notes
Matters from the independent examination for the prior financial year ended 31 March 2022
There has been no change to the existing facilities management agreement, this is still ongoing with the parish council
Quickbooks has continued to be used in the management and preparation of the charity accounts.
Matters relating to the financial year ending 31 March 2023
I have undertaken an analytical review of the accounts, which show that Income increased by 13.02% year on year. The main reason for this was the return of the Hethersett Panto after a 2 year absence.
Costs increased by 22.8% year on year mainly due to increased cleaning costs because of the employment of a contractor rather than an employed person. Utility costs rose by 118.75% due to the cost of living energy crisis.
The main cost areas are:
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Staffing £3,423
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Utilities £5,832.86
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Repairs and maintenance £3,252.70
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Cleaning costs £13,232.55
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Licences £722.00
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Audit/Accounting £950.00
In relation to going concern, the accounts show adequate reserves to meet all current and
foreseeable commitments.
The bank reconciliation was reviewed and material income and cost areas matched to source documents.
The use of Quickbooks with references applied to transactions and cross referenced to source documents, have enabled for an easier review of the accounts.