Heald Green Village Hall Community Association
Annual Report For the Year to 31 March 2021
Heald Green Village Hall, Outwood Road, Heald Green, Cheadle, Cheshire SK8 3LU
(Charity Number 1057143)
Officers of Heald Green Village Hall Community Association
Trustees
Mr D Aldridge Mr Alan Swinglehurst Mrs Olwyn Howarth Mrs Anne E Broadbent
Management Committee
| Chairman | Mrs Anne Swinglehurst |
|---|---|
| Vice ChairwomenMrs Muriel Johnstone | |
| Secretary | Mr Alan Swinglehurst |
| Treasurer | Mrs Beryl A Connor |
| Members | Mr & Mrs E V Halpin |
| Mr & Mrs D Aldridge | |
| Mr & Mrs E Aston | |
| Mrs O Howarth | |
| Mrs M Johnstone | |
| Mr and Mrs A Swinglehurst | |
| Mrs B Bunting | |
| Mr R Oddie |
- Employees (Part time)
| Treasurer | Mrs Beryl Connor |
|---|---|
| Booking Secretary | Ms June O'Neil |
| Weekend cleaner | Mrs Linda Heslop |
| Caretaker | Mr Jim Heslop |
Independent Examiner of Accounts
Mr Alan R Hampson, FACPA Hampson & Company Accountants & Taxation Advisors 35 Hall Pool Drive St Johns Wood Offerton Stockport SK2 5ED
Introduction
The Heald Green Village Hall Community Association was formed in April 1996 to manage The Heald Green Village Hall as a community asset under a memorandum of understanding between Stockport Metropolitan Borough Council (the owners of the Village Hall premises) and the Association's Trustees. The Council has responsibility for the fabric of the premises whereas in all other respects the Association has the freedom to manage the operation of the Hall.
This report covers the financial year ending 31 March 2021. It lists the Association's Trustees, provides a statement as to the governance of the Association, states the objectives of the Association and outlines the function of a management committee that oversees the day-to-day operation of the Hall on behalf of the Trustees. Also, the report provides a financial review, gives details of achievements in the year and lists projected improvements to the ambience of the Hall.
Objective of the Association
The objective of the Association is to provide a first class venue for the activities of local community groups and for family social functions. Additionally, when not otherwise required for use by the local community the premises are hired out to out-of-area, commercial and noncommercial groups. There is a wide spread of activity in the Hall ranging from group meetings, community activity, training classes and social events.
Governance
Law that is applicable to charities requires that Trustees prepare statements each financial year that give a true and fair view of the Charity's financial activities in the year under report and its financial position at year end. Accordingly, the Trustees:
Select an appropriate accounting policy and monitor its application and provide a statement as to whether or not required accounting standards have been met. The Association uses ' Quickbooks ' software for its accounts and, being a 'small charity', its year-end accounts are independently examined.
Prepare a financial statement on the assumption that the Charity will continue to operate.
Make prudent judgements that ensure solvency within a framework of realising a level of income that generates sufficient capital for improvements in the ambience of the Hall. Income is derived solely
from hire fees, the level of which is set by the Trustees - a tiered system that gives incentive to local community users, with discounted rates for Charity use and with higher rate for commercial groups.
Safeguard the assets of the Association.
Set a 'reserves' policy that at all times maintains minimum unreserved funds to meet 6 months of operations.
The Association does not undertake fundraising activity.
Management of the Hall
A management committee, chaired by one of the Committee members, oversees day-to-day management of the Hall. The committee, comprising 12 volunteers from the local community, meets 11 times a year. The Trustees are indebted to the altruism of this small group of volunteers who undertake weekend 'duty manager' duties.
Additionally, Mr Alan Hampson was appointed to be Examiner of the Association’s Accounts in April 2010 and was voted to continue.
The fabric of the Hall is maintained by Stockport MBC (Community Services Division). The Council provide staff for weekday cleaning of the premises and pays the cost of heating and lighting the Hall - 50% of these costs is then invoiced to and paid by the Association. In all other respects the Trustees have responsibility under the Memorandum of Understanding with the Council.
The Association has four part-time, paid employees:
Treasurer.
On behalf of the Association the Treasurer manages the Accounts on the computer using Quickbooks, maintaining the Bank Accounts and Deposits, ensuring invoices are paid and making payments to suppliers. Producing end of year Accounts, ensuring the Annual Returns of both the Charity Commission and Inland Revenue are accurate and complete and assisting non-profit making regular hirers of the Hall to obtain local Community Grants to assist them financially. During the improvement programme she has been heavily involved with the costing and quotation process ensuring that “best value” is achieved on behalf of the Committee.
Booking Secretary .
On behalf of the Management Committee the Booking Secretary manages requests for hire, prepares invoices, issues booking agreement forms and produces the weekly programme of hire.
Part time Cleaner .
Covers cleaning of the Hall at weekends.
Part time Caretaker.
Covers weekday evening locking of security doors, ensuring property is without problems and checking lighting is off as necessary. The caretaker has also been trained on the Fire Alarm and Burglar Alarm system and has been provided with a mobile phone for undertaking weekly fire checks with the control station.
All employees have recently been furloughed due to the recent Covid-19 outbreak and the Committee have followed the guidelines from the Government and regrettably all regular users have been notified that the hall will therefore been closed from 23[rd] March 2020 and will continue to be closed until the Government advise otherwise.
Users of the Hall
Thirty two groups are 'regular users' of the Hall and they cover a wide range of activities. For example:
Flight Club meetings Line Dancing Medal Society Winemaking Society Contract bridge Probex and Ladies Probex (the Probus movement) Dog Training Club Art classes Cinema Club Flower arranging Keyboard musical tuition Heald Green Pensioners Group Zumba Classes Keep fit Class/Medeau Exercise Signpost Carers Craft Classes/DIY Sewing Classes Ballroom Dancing Lessons Card Making Line Dancing/Folk Dancing Bridge Club Tai Chi Karate Pilates
Additionally, 'casual' users hire the Hall: for meetings, birthday parties, Councillor's surgeries, Polling Station requirements, Stockport MBCsponsored community care activities, NHS Diabetic meetings, Heald
Green Annual Festival, and by a small number of commercial organisations.
Friends of Heald Green Village Hall
Throughout the year the Friends of Heald Green Community Hall continued to provide social events for local residents during the last year this has been limited to a Christmas Carol Concert. Proceeds from these events are used to fund replacement of Hall equipment and redecoration. The Friends account is embedded in the Association's accounts.
Financial Review
The Association's 'audited' accounts for the year to 31 March 2021 were approved at the Annual General Meeting on 5[th] August 2021. A copy of the balance sheet and the statement of the Independent Examiner are appended to this Annual Report; the Accounts are indicative of a financially sound Charity with excess of income over expenditure of some £18,355.45 being attained during 2020/21. The Associations Accounts accorded with Charity Commission rules.
The Trustees “Reserves” policy is to hold sufficient funds to meet 6 months operations and to upgrade facilities as identified below under the heading Projected Improvements. At our year end, sufficient funding was in place to match our current projections.
Achievements
We still continue to attract local residents to take social activities, although the last 12 months during Covid19 has resulted in closure of the hall and loss of regular income. We were extremely successful in assisting the NHS in allowing usage as a Covid Vaccine Centre for 6 months – which assisted our loss of income. Maintenance of the building has always been fully met by the continued loyalty of all Committee members. We would reaffirm that it is still our aim to further encourage local residents to become active members of the Committee and continue to encourage volunteers to assist in the running of the Hall. Due to ill health four members of our Committee have had restricted involvement but have remained as members therefore we are discussing paying a person to undertake weekend security to enable us to continue to hold
childrens parties justifies the local need for youngsters to be accommodated for celebrations. Recent closure of other venues has showed a remarkable interest in our availability and we look forward to another successful year supporting the local community.
Projected Improvements
The Management Committee identified the following project work for 2021/22 and beyond :
During the past few years anti-vandal equipment has proved insufficient therefore we anticipate installing additional metal gates costing some £4,500 Replacing chairs for main hall £5,000
General decorating to ensure standards maintained £1,000 Replacing curtains or Window blinds £5,000
Review of Practices and Procedures
A review of practices and procedures was initiated late in the reporting year, the aim of which is to ensure that the Association meets its legal obligations and that practices and procedures mirror best practice. Areas under review are:
Equal Opportunities Fire Evacuation practices and procedures Health & Safety Data Protection Customer Service Disciplinary and grievance
A review was completed and revised procedures were put in place by 1[st] June 2021
Conclusion
In accordance with its charter, the Association has continued to provide an excellent community facility that has been well utilised. A committee of twelve, dedicated volunteers effectively managed the Hall on behalf of the Trustees and their unstinting support was seminal to the continued success of the enterprise. The Association's Accounts indicate a financially sound charity, there being sufficient funds to cover projected improvements.
Mrs Anne Swinglehurst Chairman of the Hall Committee On behalf of the Trustees 30[th] June 2021
Attachments:
Independent Examiner's Report on Accounts for the Year Ending 31 March 2021.
Balance Sheet at 31 March 2021. Notes to the Accounts 4. Independent Examiner’s Report to the Trustees of Heald Green Village Hall association
I report on the Accounts of the Trust for the year ended 31 March 2021 which are set out in the pages of the attached documentation.
Respective responsibilities of the Trustees and the Examiner
As the Trustees you are responsible for the preparation of the Accounts; you consider that the Audit requirement of Section 43(2) of the Charities Act 1993 (as amended by later legislation) - The Act - does not apply. It is my responsibility to state, on the basis of the procedures specified in General Directions given by the Charity Commissioners under Section 43(7)(b) of The Act , whether particular matters have come to my attention.
Basis of the Independent Examiner’s Report
My examinations were carried out in accordance with the General Directions given by the Charity Commissioners. An examination includes a review of the account kept by the Charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from you as Trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently I do not express an Audit opinion on the view given by the Accounts.
Independent Examiner’s Statement
In connection with my Examinations no matter has come to my attention:
(1) Which gives me reasonable cause to believe that, in any material respect:
The requirements to keep accounting records in accordance with Section 41 of
The Act
To prepare accounts which accord with Accounting Records and to comply with
the Accounting Requirements of The Act .
have not been met.
(2) Which, in my opinion, attention should be drawn in order to obtain a proper understanding of the Accounts to be reached.
Original signed by
Mr Alan R Hampson FACPA Hampson & Company 35 Hall Pool Drive St Johns Wood Offerton Stockport SK2 5ED
Notes to Accounts for Year to 31st March 2021
1. The Charity is treated for accounting purposes as a “small” charity in accordance with paragraph 3 of SORP.
2. Tangible fixed assets:-
| Cost At start of year Add acquisitions Less disposals Value at cost Depreciation At start of year Disposal adjustment Depreciation in year Valuation Valuation at start of year Additions less disposals Depreciation in year Current value |
31 Mar 21 31 Mar 20 (£) (£) 26,411 26,411 0 0 0 0 26,411 26,411 25,335 25,066 - - 215 269 25,550 25,335 1,076 1,345 0 0 - 215 -269 861 1,076 |
|---|---|
3. Ex-gratia payments. – none
4. Restricted Funds. The Association does not have “restricted” funds
6.
Balance Sheet as at 31 March 2021
| ASSETS Fixed Assets Furniture & Fixtures Ofce Equipment Total Fixed Assets Other Assets Prepayments Total Other Assets 245 Accounts Receivable Accounts Receivable (debtors) Total Accounts Receivable Current savings Association Current Account Friends Current Account Total Total Current Assets 97,441 Total Assets Less Current Liabilities Accruals Hire Deposits Total Other Current Liabilities Total Current Liabilities 3,058 NET ASSETS Equity Funds at start of period Excess of income over expenditure |
£ |
|---|---|
7.