2021-12-31-accounts

Woodbridge Community Hall Management Committee

Registered Charity Number 1153286

Financial Statements for the year ended 31[st] December 2021

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CONTENTS

	Page
Reference and Administrative details	3 - 4
Report of the Trustees	5 - 6
Report of the Independent Examiner	7
Statement of Financial Activities	8
Balance Sheet	9
Explanatory Notes to Financial Statements	10

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REFERENCE AND ADMINISTRATIVE DETAILS

Registered Charity No: 1153286 Trustees: Mr Nigel Pryke Chair Mr Philip Seurre Honorary Treasurer Ms Anne Keen Honorary Secretary Ms Gill Wright Hall Inspector Ms Sue Sharpe Minutes Secretary

Associate Trustees: Mr Ben Osborne Mr Steve Lemon Mr John Leming Woodbridge Town Council Representatives. Clr. Patrick Gillard Clr. Eamonn O’Nolan

Booking Secretary: Ms Ann Rolph Bankers: National Westminster Bank Plc 2 Tavern Street Ipswich Suffolk IP1 3BO

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REFERENCE AND ADMINISTRATIVE DETAILS cont…

Investment: Ipswich Building Society The Thoroughfare Woodbridge Suffolk

Address: Station Road Woodbridge Suffolk IP12 4AU

Website: woodbridgecommunityhall.co.uk Email: [e-mail] Telephone: [phone] Independent Examiner: Vanessa Shorten FMAAT

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REPORT OF THE TRUSTEES

Governance

Woodbridge Community Hall Management Committee (WCHMC) is a Charitable Incorporated Organisation registered as a charity with the Charity Commission on the 7[th] . Of August 2013 and amended on the 2[nd] . Of November 2016. The Trustees have an agreement with Woodbridge Town Council (WTC) to manage Woodbridge Community Hall (WCH) until 2029. On the 1[st] . Of December 2020 the Trustees were served by solicitors for WTC a notice terminating the management agreement. Solicitors for the trustees responded with legal argument that the Trustees have a legally binding management agreement with no provision for early termination. As a result of these legal discussions the notice requiring the WCHMC to quit the premises was never enforced. Throughout the year discussions have continued between WTC and WCHMC with the ambition on both sides to agree the wording of a new lease which would supersede the current management agreement. The objective of the Trustees is and has always been to provide the Community Hall and its annexes for the benefit of the inhabitants of Woodbridge for meetings, lectures and other forms of recreation and leisure at a reasonable cost. In this respect the Trustees are all volunteers and receive no monetary return from the charity. I would like to take this opportunity to thank them for their hard work during a very difficult year.

Review

Whilst the year began in difficult circumstances due to restrictions on social activities caused by the Covid 19 pandemic the Hall was kept fully functioning and open for business in respect of socially distanced activities. In spite of the intention of WTC to “mothball” the Hall until a new tender for its management could be found offering “best consideration” the Trustees were able to negotiate a contract with Suffolk G.P.Federation CIC for the provision of a Covid 19 vaccination hub for Woodbridge and the surrounding district. This project lasted for 33 weeks from the 4th. of January until the 30th. of August. Clearly this usage of the hall for most of the year provided a guaranteed income at a time when most other activities would have been restricted. During the year we received donations of £150 from National Westminster Bank PLC and Woodbridge 41 Club and a restricted start up grant of £1280 from East Suffolk Council.

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REPORT OF THE TRUSTEES cont..

The management Committee met five times during the year in February, April, July, September and November. The AGM for 2020 took place on the 3[rd] February, 2021.

The Trustees are grateful to the staff for all their help during a difficult year.

Maintenance

During 2021 the flat roof and the Perspex roof domes at the front of the building above the entrance hall and the toilets were replaced due to a prolonged period of leaks during wet weather. The drainage channels and gutters associated with all of the lower flat roofed areas were cleaned and cleared of moss. As a result of previous leaks, the ceilings were repaired and painted in the entrance lobby and the public toilets. Some of the lighting in these areas had to be dried out and reconnected. The retaining wall around the bin storage area was rebuilt due to its hazardous condition.

The Community Hall website has been completely modernised and updated and now has a calendar of bookings available to all.

The Town Council commissioned a survey of the building at the beginning of the year and the Trustees have sought an estimate for repairs to the main flat roof.

We are once again very grateful to Steve Lemon our volunteer maintenance officer who has carried out routine maintenance work throughout the year and in particular was on call to NHS managers during the period of the vaccination hub.

Reserves Policy

The Trustees have reserved £25,000 to meet the costs of operation in the event of unplanned closure for any reason.

Nigel Pryke FNI

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REPORT OF THE INDEPENDENT EXAMINER

The trust is a charitable incorporated organisation having a turnover less than £250,000.

Responsibilities and basis of my report.

As the charity Trustees of the Trust, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011.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 Act.

Independent examiner’s statement

I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:

1. accounting records were not kept in respect of the Trust as required by section 130 of the Act; or

2. the accounts do not accord with those records; or

3. the accounts do not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts are a “true and fair view” which is not a matter considered as part of an independent examination.

I have no concerns 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.

Vanessa Shorten FMAAT

Dated 24[th] January, 2022

Vine Cottage Woodbridge Road Debach IP13 6BY

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Statement of Financial Activities for the year ended 31[st] December 2021.

Incoming Resources Voluntary Income: Individual donations Grants: Covid-19 Hospitality & Leisure Grant. Restricted Grant: East Suffolk Start Up Grant. Generated Income: Hire of the Hall and facilities Interest Received Solar Panel “feed in Income” Return of Sink Fund Balance. Total Income Resources Expended: Salaries Honorarium Maintenance to premises Electricity & Water Telephone Refuse Collection Insurance Licences Consumables Postage, stationery, IT & Office Expenses Donations & Gifts Professional Fees. Depreciation Restricted Expenditure: Website Design costs. Total Resources expended Net increase / (decrease) in funds Total funds brought forward Total Funds carried forward	Note 6 7 2 8 4 6		2021 £ 150 0 1,280 49,228 253 3,675 0 54,586 12,631 5,050 5,726 11,719 250 558 1,491 437 819 1,193 381 2,932 348 700 44,235 10,351 53,089 63,440		2020 £ 530 10,000 0 17,569 309 3,978 7,183
					39,569 7,473 4,650 3,973 6,764 444 736 1,675 1,205 967 1,739 138 4,300 346 0 34,410
					5,159 47,930 53.089

The notes on page 10 form part of these statements.

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Balance Sheet as at 31[st] December 2021

Fixed Assets Net value of equipment. Current Assets Cash at Bank Cash on Deposit Cash at Building Society Debtors Prepayments HMCE – Job Retention Scheme Current Liabilities Account payable Accruals PAYE payable Hire deposits Net Current Assets Total Assets & Liabilities Fund value at 1stJanuary 2021 Net income / (expenditure) for the year Fund Value at 31st December 2018 Restricted Fund Reserve Fund Unrestricted Fund Total Fund Value	Note 4 6 5	3,675 15,001 43,231 1,150 1,693 0		2021 £ 675	6,586 50,148 780 274 405		2020 £ 1,023
		64,750			58,193
		35 1,169 18 763			0 5,324 7 796
		1,985			6,127
				62,765 63,440			52,066 53,089
				53,089 10,351			47,930 5,159
				63,440			53,089
				580 25,000 37,860			20,000 27,930
				63,440			47,930

The notes on pages 10 form part of these statements.

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Notes to the Financial Statements for the year ended 31[st] December 2021

1 .ACCOUNTING POLICIES

The financial statements have been prepared under the historic cost convention and in accordance with the Statement of Recommended Practice and Reporting FRS 102 by the charities Commission. All incoming resources are recognised once the charity has entitlement to the resources, it is certain that the resources will be received and the monetary value of incoming resources can be measured with sufficient reliability.

Liabilities are recognised as resources expended as soon as there is a legal or constructive obligation committing the charity to the expenditure. All expenditure is accounted for on an accruals basis.

2. SALARIES

The charity employs two part time staff. Cost is stated net of the Job Retention Grant amounting to £229 (2020 £3,648).

3. SINK FUND

Woodbridge Town Council stopped contributions to the sink fund and returned the charity’s share of the balance held at 31[st] December 2019.

4. FIXED ASSETS

£ Desktop Computer Two Electric Cookers Cleaning Equipment	Cost Addition Depr. To 31.12.20 Depr. 2021 £ £ £ £ 760 0 (342) (152) 660 257 0 0 (242) ( 70) (132) ( 64) 1,677 0 (654) (348)	Net Value @ 31,12.21 £ 266 286 123
		675

Other assets, catering equipment, furniture etc. were written off in the year of purchase.

5. RESERVE FUND

The trustees resolved to reserve £25,000 (2020 - £20,000) to cover continuing expenditure during the possible closure of the hall for major repairs or building works.

6. RESTRICTED FUND

The Trustees successfully applied for a start-up grant from East Suffolk Council value £1,280 to cover the cost of refreshing the website and advertising the facilities of the hall. £580 remains from the grant to be applied to local advertising in 2022.

7. HIRE INCOME

The complete building was hired to Suffolk GP Federation during lockdown from 4[th] January to 30[th] August 2021. Hire income for the current year was £8,428 (2020: £17,569).

8. Maintenance and Repairs to Premises.

The amount stated, £5,726 is net of a contribution from Woodbridge Town Council for £3,610 being 50% of roof repairs paid in accordance with the management agreement.

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