## **SUTTON CUM LOUND VILLAGE HALL** ## **ANNUAL REPORT MAY 2021** Registered Charity number 1096925 Address 38 Town Street Sutton cum Lound Retford DN22 8PT ## **Governance Committee Members** **----- Start of picture text -----**
Chris Sulley Chair Resigned Jul 2020
Jane Sulley Treasurer Resigned Jul 2020
Lynne Tweed Secretary
Acting Chair From Jul 2020
Paula Graham Booking Secretary
Kathryn Seddons Acting Secretary From Jul 2020
Margaret Boreham Resigned Nov 2020
Howard Graham
Brian Seddons Acting Treasurer From Jul 2020
Megan Elliot Co-opted Jun 2020
Resigned Dec 2020
Louise Ashmore Co-opted Nov 2020
Nicky Sorsby Co-opted Jan 2021
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Sutton cum Lound Village Hall is a charity run for the benefit of the residents of Sutton cum Lound. It is governed by a constitution and run by a committee of between 7 and 11 residents. This year there have been several changes in personnel. However there have always been the minimum number of committee members using co-options. All adult residents of the village are eligible to serve on the committee and are formally elected at the Annual General Meeting.The officers are also elected at this point. Why and what we do The object of the charity is to make sure that the Village Hall continues to be an asset to improve the life and wellbeing for the residents of Sutton-cum- Lound and its neighbourhood. The Hall can be used for meetings, lectures and classes and other forms of recreation and leisure time occupation. During normal times, the Hall certainly is used every week and on many days during the week. Activities range from holding weekly or monthly meetings to special events organised by individuals or by the Village Hall Committee. However, during these unprecedented times, usage has been seriously curtailed. During the summer the Wargamer’s Club, Tai Chai classes and one of the Art Groups managed some meetings but overall the governments restrictions have effectively given us a year off! Summary of main achievements this year – Chair’s report ## **Unprecedented.** It’s been the word for 2020 and 2021 and has applied to all of us in Sutton cum Lound as well as those working with the Village Hall. Despite all that has happened the Committee has attempted to keep ‘business as usual’ at the heart of our endeavours whenever restrictions have allowed, and we have been one of the few community buildings in the district open for users. Of course, we are hoping that it really will be back to normal in a few weeks and the Committee will be welcoming back our users when they feel ready to do so. There have been changes in the make up of the Committee in the past year. We said goodbye to long term members Chris and Jane Sulley. They gave great service to the village as Chair and Treasurer of the Committee, and we thank them for all their hard work. Wonderful Race Nights, New Year’s Eve parties and bar stock runs come to mind. Megan Elliott joined us and organised special activities for the children in the village, not easy to do during lockdown! However, she moved to a house out of the village and had to give up her membership. We wish her well in her new ventures. Thanks also go to Margaret Boreham, who decide to resign from the Committee towards the end of 2020. Luckily, we were able to attract Louise Ashmore and Nicky Sorsby back to the Committee and already they are playing their part. In the early part of 2020, concerns were raised that the historical movement in the walls was becoming a problem once more. As a result, we commissioned a building survey. This did raise possible issues but further visits from a structural engineer and an external Fire Safety Risk Assessor allayed those fears and we were able to continue. Then the pandemic hit and everything that we took for granted became a thing to be longed for. Obviously, we followed Government guidelines and closed the hall, always aiming to be ready to open safely whenever restrictions were lifted. Then another disaster hit. A huge water bill alerted us to a leak. This was traced to the hot water system below the floor in the Gents and Disabled toilets as well as the corridor. The leak was repaired but as is often the case, we were left with big holes in the floor! It was at this point that we decided to be bold and use the enforced closure as an opportunity to repair, maintain and enhance our wonderful building. Here is a list of the works completed and the local businesses that helped us achieve this: - - The French drains were re-dug and deepened by Windsor Garden Services - New joists and the floor replaced due to water damage by JB Joinery - The flat roof above the servery was repaired once again this time by Barrass Roofing - The Servery refit was completed by Southcroft Engineering - The external electrical socket was replaced by AGW Electrical Services - The whole Hall, including the toilets, was redecorated by RMA Home Maintenance - The unused doorway at the back of the hall was bricked up by RMA Home Maintenance - A new boiler was fitted by Retford Boiler Services (Grants from County Councillor Taylor and District Councillor Boeuf helped towards the cost) - The oil tank was moved to fulfil the legal requirement for a safe distance by Retford Boiler Services - New curtains throughout including stage curtains STA Home Furnishings - A new fence was fitted on the roadside boundary by Windsor Garden Services At this point you could easily be asking where on earth did the money come from? In the early stages the Committee were asking the same thing and even wondering if we could just tread water. Fortunately, funds were made available by various bodies and we took advantage of their offers, further details can be seen in the Finance report. Also, the Parish Council, as our landlords, kindly responded positively to our request for a rent holiday, which we were able to repay in the Autumn. Last summer, during our somewhat brief respite from lockdown restrictions, we made sure that COVID-19 security was a top priority. We invested in top quality cleaning materials and sourced a local contract cleaning company, Custom Clean. Hand sanitisers, one-way systems and appropriate signs helped some groups feel secure enough to return. We welcomed back the Wargamers group, Tai Chai and Jude’s Art group, with Slimming World joining us for the first time. We were disappointed that the Post Office did not feel able to return to the hall. The Committee made contact on many occasions but were unable to obtain a response. Unfortunately, we were soon back to restrictions and closures, with the ever-popular New Year’s Eve party a significant casualty. We are now hoping that the roadmap set out by the Government is well under way and we hope that more opportunities to socialise together will be forthcoming. To that end, the Committee distributed a questionnaire to every household in the village and were pleased with a 21% response rate. This data will inform our future plans and help us to apply for future grant funding. Finance Despite starting the year with a healthy reserve of funds it was very obvious that it was going to be a very challenging year financially. The costs of maintaining an empty hall still continue even when users are not coming though the door so it was vital that we had some form of income to see us through. The committee were successful in obtaining funds in the early stages of the pandemic from the Coronavirus Community Support Fund, distributed by The National Lottery Community Fund, to cover some of our running costs but it was always going to fall short of the amount required each year just to keep the doors open. Luckily Bassetlaw District Council, like many other local authorities, were able to support local businesses through a variety of grant funding schemes and the village hall were able to access the Retail, Hospitality & Leisure Fund, the Business Support Fund and most recently the Local Restrictions Grant and the Restart Grant Scheme. The Committee would like to take this opportunity to formally acknowledge the significant difference these grants have made in keeping the Village Hall as we know it available for the village to use. Accounts for the year |Opening Balance (as at 1 Apr 2020)|| |---|---| |TSB Running|£6,445.55| |TSB Deposit|£4,565.49| |Yorkshire Bank|£261.83| |Cash|£739.25| |**TOTAL**|**£12,012.12**| |**Income**|| |Grant Funding|£30,456.00| |Other Income|£6,009.42| ||**£36,465.42**| |**Expenses**|| |Maintenance & Repairs|£16,573.55| |Running Costs|£8,536.21| ||**£25,109.76**| |Closing Balance (as at 31 Mar 2021)|| |TSB Running|£168.89| |TSB Deposit|£23,105.63| |Yorkshire Bank|£0.00| |Cash|£93.26| |**TOTAL**|**£23,367.78**| Principal source of funds - Grants How expenditure has supported the key objectives - Maintenance and improvements to the building and surrounding area Other optional information Thanks to all those volunteers who give up their time to make sure the Hall is available to all. It is expected that they will be treated with respect at all times. |**Charity Name**
**No (if any)**
**SUTTON CUM LOUND VILLAGE HALL**
**1096925**
**Receipts and payments accounts**
**For the period**
**from**
Period start date
**To**
Period end date
**01/04/2020**
**31/03/2021**|**CC16a**| |---|---| |
**For the period**
**from**|| ## **Section A Receipts and payments** **----- Start of picture text -----**
Unrestricted Endowment
Restricted funds Total funds Last year
funds funds
to the nearest £ to the nearest £ to the nearest £ to the nearest £ to the nearest £
A1 Receipts
BANK INTEREST 61 - - 61 36
GRANTS 24,956 5,500 - 30,456 44,445
OTHER INCOME 3,536 - - 3,536 13,140
AD-HOC LETTINGS 16 - - 16 2,284
REGULAR LETTINGS 2,396 - - 2,396 6,986
Sub total (Gross income for AR) 30,965 5,500 - 36,465 66,892
A2 Asset and investment sales, (see table).
- - - -
- - - - -
Sub total - - - - -
Total receipts 30,965 5,500 - 36,465 66,892
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Charity Name No (if any)
SUTTON CUM LOUND VILLAGE HALL 1096925
Receipts and payments accounts CC16a
For the period Period start date Period end date
To
from 01/04/2020 31/03/2021
**----- End of picture text -----**
## **A3 Payments** **----- Start of picture text -----**
BANK FEES/CHARGES - - - - -
PROFESSIONAL FEES/SUBSCRIPTIONS 775 - - 775 253
REFURBISHMENTS 2,600 5,622 - 8,222 1,933
INSURANCE/LICENSES 1,472 - - 1,472 1,748
RENT 2,903 - - 2,903 2,903
UTILITIES 2,071 - - 2,071 5,155
CLEANING & REPAIRS 9,221 - - 9,221 4,296
OTHER RUNNING COSTS 446 - - 446 8,524
PROJECTS - - - - 39,464
Sub total 19,488 5,622 - 25,110 64,276
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A4 Asset and investment purchases, (see table)
- - - -
- - - -
Sub total - - - - -
Total payments 19,488 5,622 - 25,110 64,276
Net of receipts/(payments) 11,477 - 122 - 11,356 2,616
A5 Transfers between funds - - - - -
A6 Cash funds last year end 8,964 3,048 - 12,012 9,396
Cash funds this year end 20,441 2,926 - 23,368 12,012
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||**Charity Name**
**No (if any)**
**SUTTON CUM LOUND VILLAGE HALL**
**1096925**
**Receipts and payments accounts**
**For the period**
**from**
Period start date
**To**
Period end date
**01/04/2020**
**31/03/2021**|**Charity Name**
**No (if any)**
**SUTTON CUM LOUND VILLAGE HALL**
**1096925**
**Receipts and payments accounts**
**For the period**
**from**
Period start date
**To**
Period end date
**01/04/2020**
**31/03/2021**|**Charity Name**
**No (if any)**
**SUTTON CUM LOUND VILLAGE HALL**
**1096925**
**Receipts and payments accounts**
**For the period**
**from**
Period start date
**To**
Period end date
**01/04/2020**
**31/03/2021**|**Charity Name**
**No (if any)**
**SUTTON CUM LOUND VILLAGE HALL**
**1096925**
**Receipts and payments accounts**
**For the period**
**from**
Period start date
**To**
Period end date
**01/04/2020**
**31/03/2021**|**CC16a**| |---|---|---|---|---|---| ||
**For the period**
**from**|
Period start date
**01/04/2020**|||| ||||||| |**Section B Statement of assets and liabilities at the end of the**|||**period**||| |**Categories**
**B2 Other monetary assets**
**B3 Investment assets**
**B5 Liabilities**
igned by one or two trustees on behalf of all the trustees
**B4 Assets retained for the charity’s own use**
**B1 Cash funds**|Signature
B Seddons
**Details**
**Details**
Tables & Chairs
Electrical Equipment
Fixture & Fittings
**Details**
**Details**
TSB REGULAR ACCOUNT
TSB DEPOSIT ACCOUNT
CASH IN HAND
**_Total cash funds_**
(agree balances with receipts and payments
account(s))
**Details**||**Unrestricted**
**funds**
**Restricted funds**
**to nearest £**
**to nearest £**
**169**
**-**
**20,179**
**2,926**
**93**
**-**
**20,441**
**2,926**
OK
OK
**Unrestricted**
**funds**
**Restricted funds**
**to nearest £**
**to nearest £**
**-**
**-**
**Fund to which asset**
**belongs**
**Cost (optional)**
**-**
**Fund to which asset**
**belongs**
**Cost (optional)**
General
**-**
General
**-**
General
**-**
**Fund to which**
**liability relates**
**Amount due**
**(optional)**
**-**
Print Name
Brian Seddons||**Endowment**
**funds**
**to nearest £**
**-**
**-**
**-**| ||||||**-**| ||||||OK| ||||||**Endowment**
**funds**
**to nearest £**
**-**
**Current value**
**(optional)**
**-**
**Current value**
**(optional)**
**2,500**
**5,000**
**1,500**
**When due (optional)**
Date of approval
23/05/2021| ## **Section B Statement of assets and liabilities at the end of the period** **B1 Cash funds** **B2 Other monetary assets** ## **B3 Investment assets** **B4 Assets retained for the charity’s own use** ## **B5 Liabilities** Signed by one or two trustees on behalf of all the trustees 25 Portland Meadows Sutton cutn Lound Rettord DN22 8QD SLrtton cum Lound Village Hall Committ The Village Hall SLrtton cum Lound 1 August 2021 AUDIT OF VILLAGE HALL ACCOUNTS *M1121 Thig is to ￿nfirrn that the following checks have been made for the Village Hall Accounts: utilty invoices Payment of invoices Paying in book against bank statements and spreadtheet Bank statements against spreadsheet Payments were made for rent. Insuran￿ aTrJ br02dbarKI dIr￿t from the bank and no documentation has been seen. The spreadsheet as pr0dw￿d is accurate arKI well matntainaj. It is theref￿e cor￿luded that the a(￿Ount$ are in order. H8len Astbury