West Ilsley Village Hall Committee
Trustees report May 2022
The Covid 19 Pandemic has meant that the Village Hall Committee has only met on one occasion during 2021. However, that aside there has been an extraordinary amount of work carried out with the internal renovation of the hall. A new floor and heating system together with insulation and painting of internal areas has been completed. The heating system is much more efficient and can be controlled externally with an app installed on a mobile phone.
The Village Hall has its own Wifi installed.
Works have also been carried out in repairs to the roof during the year plus garage doors repaired and repainted, garage gutters repaired and cleaned out of debris, Sewage Manhole covers and frames removed and re‐bedded on cement, Flood alleviation civil works undertaken and completed. New boundary fence has been erected behind garages and all vehicle access surfaces and the car park has been re‐gravelled.
Thanks to Clive Hooker for all his hard work and help in achieving the above.
Further works are planned in 2022 to replace the windows and doors, plus installation of new thermostatic wall heaters and electric hand driers in both ladies and gent’s toilets and re‐decorating the gents toilets. A new handrail on entrance to the village hall is required and an inspection of the roof will be required.
The upgraded village hall has seen a marked increase in the number of bookings with some regular weekly new users including St Johns Ambulance and Pilates classes. The under fives play group has also retuned on a Wednesday. The venue is also popular for children’s parties and cycling events.
Thanks to Ros Duckworth who under sufferance from the chairman has continued to take the bookings which can be viewed on the website.
The bonfire on November 5 was a tremendous success and a great contributor to the village hall funds. Thanks to the sponsors and to Tony Elliott for his efforts in purchasing and setting off the fireworks – a super display; to the Carlisle family for allowing the bonfire to be sited in the field above the recreation ground and to the small group of chaps who cooked the burgers and hot dogs, they were well appreciated – I have never seen such a long queue!
Peter Kirkpatrick has taken over the role of Treasurer from Will Thomas‐Ferrand.
There are a number of constitutional matters to resolve as part of the West Ilsley Recreation and Sports Association (WIRSA) which will hopefully be sorted during the coming year.
A bid for funding has been submitted to our district councillor to help with on going improvements (doors and windows) to the village hall and some monies have been earmarked by the PC for the village hall.
The accounts for the calendar year 2021 are attached together with a report from the treasurer.
Finally it is hoped to organise some events organised by the Village Hall Committee.
Alan Bloor 16 May 2022.
West Ilsley Village Hall Management Committee accounts for year ended
31 December 2021
Income and Expenses
| Income and Expenses | ||
|---|---|---|
| Year ended 31 | Year ended 31 | |
| December 2021 | December 2020 | |
| £ | £ | |
| Income | ||
| Hire of hall and facilities (note 1) | 1,387 | 1,206 |
| Donations and fund raising (note 2) | 27,412 | 3,760 |
| Garage rents | 1,013 | 800 |
| Total income | 29,812 | 5,766 |
| Expenditure | ||
| Rent & rates | 202 | 202 |
| Heating, lighting & water | 1,284 | 1,343 |
| Insurance | 684 | 666 |
| Renovations & repairs (note 4) | 28,608 | 0 |
| Cleaning and materials (note 5) | 375 | 346 |
| Other(note 6) | 3,362 | 187 |
| Total expenditure | 34,515 | 2,744 |
| (Deficit)/Surplus for the year | (4,700) | 3,022 |
Balance sheet as at 31 December 2021
| Cash balances | ||
|---|---|---|
| Bank Account | 8,744 | 14,880 |
| Pettycash | 2,363 | 927 |
| Total | 11,107 | 15,807 |
| Funds | ||
| Repairs and maintenance fund | 6,107 | 10,306 |
| General purpose fund | 2,500 | 2,500 |
| Lighting/heatingimprovement(restricted fund) | 2,500 | 3,001 |
| Total | 11,107 | 15,807 |
Notes to the accounts for the year ended 31 December 2021
Note 1 – Hire of hall and facilities
| Note 1–Hire of hall and facilities | ||
|---|---|---|
| Year ended 31 | Year ended 31 | |
| December 2021 | December 2020 | |
| £ | £ | |
| Hire of hall | 1,357 | 1,206 |
| Hire of tables and chairs | 30 | 0 |
| 1,387 | 1,206 |
Note 2 – Donations and fundraising
| Year ended 31 | Year ended 31 | |
|---|---|---|
| December 2021 | December 2020 | |
| £ | £ | |
| Bonfire night (see note 3) | 1,681 | - |
| Covid Grant (West Berks) | 10,096 | - |
| WI village walk | - | - |
| Bernard Sunley Grant for Cricket Club | 3,000 | - |
| Greenham Trust Grant (net of £300 Good Exchange fee) | 4,700 | - |
| Parish Council Grant | 5,000 | - |
| Caroline Culver Grant | 2,000 | - |
| Amazon donation | 7 | - |
| Porrs Wood Trust Donation | 928 | - |
| Race night | - | - |
| Englefield Trust Grant | - | 3,760 |
| 27,412 | 3,760 |
Note 3 – Bonfire night funds
| Year ended 31 | Year ended 31 | |
|---|---|---|
| December 2021 | December 2020 | |
| £ | £ | |
| Pre event income and expense | ||
| WI fete committee donation | 150 | - |
| Parish Council Donation | 300 | - |
| Donations from local businesses | 200 | - |
| Additional Fundraisers in aid of fireworks | 200 | - |
| Cost of fireworks | (960) | - |
| (Deficit) on firework display fixed costs | (110) | - |
| Variable income during event | ||
| Bucket Donations | 745 | |
| Cricket Club donation from drinks sales | 500 | |
| Surplus on BBQ sales | 546 | - |
| Total funds raised | 1,681 | - |
Note 4 – Renovations and repairs
| Note 4–Renovations and repairs | ||
|---|---|---|
| Year ended 31 | Year ended 31 | |
| December 2021 | December 2020 | |
| £ | £ | |
| Roof repairs | 2,400 | - |
| Floor and Wall insulation project | 26,208 | - |
| Garage Repairs | - | - |
| Other | - | - |
| 28,608 | - |
Note 5 – Cleaning and materials
| Note 5–Cleaning and materials | ||
|---|---|---|
| Year ended 31 | Year ended 31 | |
| December 2021 | December 2020 | |
| £ | £ | |
| Cleaning Jan - Dec | 342 | 340 |
| Materials and equipment | 33 | 6 |
| 375 | 346 |
Note 6 – Other expenses
| Year ended 31 | Year ended 31 | |
|---|---|---|
| December 2021 | December 2020 | |
| £ | £ | |
| PRS license for music | - | 128 |
| Red box fire control | - | 59 |
| Bernard Sunley Grant passed to Cricket Club | 3,000 | - |
| Advice on Constitution | - | - |
| Additional Keys | 17 | - |
| CBAS membership | 345 | - |
| 3,362 | 187 |
’ – Treasurer s Report year ended 31 December 2021
The accounts are prepared on a cash basis.
Overall in 2021 we incurred a deficit of £4,700. The year was unusual compared to recent past, with considerable grant funding and donations raised and a major renovation of the village hall conducted using these grants/donations but also topping them up with funds we had raised and retained for this purpose from previous years. In addition WIRSA was utilized by the Cricket club to assist in their fundraising – all funds raised through this avenue were passed on to the Cricket club.
Income from hall hire
Covid had a significant impact on organised activities from March 2020 onwards and throughout the current year. That said it was a delight to see Pilates using the hall on a regular basis and making the most of the refurbishment. In December St John’s Ambulance started becoming regular users too however they have not yet been invoiced so this will show as 2022 income. Art exhibitions, birthday parties, bingo, furniture sales, cycling and walking events all utilised the hall to a greater extent than in the 2020 lockdown and we hope this will continue now that the facility is warmer and more comfortable.
Our most significant users include;
| 2021 | 2020 | |
|---|---|---|
| Ilsley Under Fives | - | - |
| Polling venue | 300 | 300 |
| Cycling events | 296 | 75 |
| ParishCouncil meetings | 20 | 120 |
| Pilates | 469 | - |
| Otheradhoc users | **302 ** | 711 |
| Total income from hall hire | 1,387 | 1,206 |
Garage rental
There are five garages, of which four are rented out and one is used by the village hall for storage. As of 1[st] January 2018 each garage rental was increased to £200 per annum and as of 1[st] Jan 2020 it was raised to £250 per annum. We are not raising the rental again until some works to waterproof the garage roofs have been completed.
Fundraising
As in 2020 we did not hold many of the traditional fundraising activities, although we did go ahead with the Bonfire night which was a huge success and raised more funds than ever before. Hopefully 2022 will see a return to other fundraising activities such as the Bluebell walk, Race-night and other fun events.
However much hard work and much form filling successfully allowed us to apply for various grants to help to fund the first stage of the renovations which could not have gone ahead otherwise. We are very grateful to all the support we have been shown to enable a better facility for the village. Covid Grants of £10k, Greenham Trust of £5k, Parish Council match funding of £5k and a Community Grant of £2k paid for a large proportion of the improvement works performed during the year. We used some reserve funds to top up the grant funding.
We also allowed the Cricket club to use WIRSA as a registered charity to fund raise themselves and £3k was raised and passed on to them. Finally the Porrs Wood Trust was wound up and transferred their remaining funds to the village hall for the benefit of the village.
Expenditure
The largest expenditure in 2021 was the floor and walls renovation project. This came in under budget for the main construction works but this allowed us then to exceed budget on the heaters and employ a professional painter. Overall the project cost approximately £26k. The next stages of the renovation will be replacing windows and doors as well as giving the kitchen and bathrooms more attention.
In addition we needed repairs to the roof which were approximately £2.5k.
The costs of heating, insurance, electricity, licenses and cleaning remain the most significant areas of regular expenditure. Over a year these (largely fixed) costs, mean that the village hall costs approximately £3,200 per annum to run before special items. Of course with increased usage we may see some elements – particularly cleaning and electricity increase in proportion to the number of rentals.
(HARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A Independent Examiner's Report Report to the trusteesl members of West Ilsley Recreation and Social Association On accounts for the year ended 3111212021 Charity no (If any) 1044429 Set out on pages See associated document named WIVHMC accounts for year ended 31 Dec 2021 I report to the trustees on my examination of the accounts of th8 above charity ("the Trusf) for the year ended 3111212021. Responslbllltles and basls of r8POrt As the charity's trustees, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 {e Acr). I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 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 Ad. Independent examlnerfs statement appl. Delete l ] rfnot applicable. I have completed my examinat. l Confimi that no material matters have come to my attention in nneCtion with the examination (other than that disclosed below ') whth gives me cause to believe that in, any material respect: the accounting records were not kept in aCrdance with section 130 of the Charities Act.. or the a¢UnIS did not accord with the accounting records. or the accounts did not comply with the applicable requirements conceming the fom) and conlent of accounts set out in Ihe Charitles (Accounts and Rerts) 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 concems 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. e delete the words in the brackets rf they do not apply. Slgned: 3111012022 Name: Peter Kirkpatrick Relevant professional Not applicable IER Oct 2018
quallficatlon(s) or body (if any): Address: North Cottage. Main Street, West Ilsley. Berkshire. RG20 7AA, Section B Disclosure Only complL'te If the ex<iminer Iieeds iQ1i19hlighl niateiial mallers of cOnM (see CC32, Independenl examination of charity accounts: directions and guidan for examiners). Glve re brlef detalls of any Items that the oxamlner wl8hes to dlsclos8. In examining th8 records of West Ilsley Recreation and Sports Association, l am satisfied that no material matters have Come to my attention that give m& any cause for concem regarding the financial running of this organisation. IER Oct 2018