## **TRUSTEES’ ANNUAL REPORT 2020/21** ## **REFERENCE and ADMINISTRATION DETAILS** Charity Name: HARKSTEAD VILLAGE HALL (CIO) Charity Number: 1157106 Address: Church Lane, Harkstead, Ipswich, Suffolk. IP 9 1DG Names of Trustees: Appointed Trustees: Cathy Crouch Tony Hayhurst Sarah Donnison Nominated Trustees: John Abbott Millennium Green Trustees. David Looser Harkstead Church Heritage. John Zalucki Harkstead Carpet Bowls Club. Sally Wilden Harkstead Parochial Church Council. William Wrinch Harkstead Parish Council. Co-opted Trustees: Kim Britton Michael Fry Other Appointments: Hon. Secretary Cathy Crouch Hon. Bookings Secretary Diane Lay Hon. Treasurer Michael Fry ## **STRUCTURE, GOVERNANCE AND MANAGEMENT** Type of Governing Document: Approved Constitution by Charity Commission 19[th] May 2014 amended and approved 17 February 2021. Charitable Incorporated Organisation, based upon Charity Commission Foundation Model Constitution. Charity Trustee Selection Process: Appointed Trustees: A minimum of two and a maximum of four are appointed or re-appointed at each Annual General Meeting. Nominated Trustees: There may be a minimum of two and a maximum of six Nominated Trustees. The maximum number of Nominated Trustees has been reduced from eight to six during this year). Each of the following organizations may appoint one Nominated Trustee: - Harkstead Parish Council - Harkstead Parochial Church Council - Harkstead Bowls Club - Harkstead Church Heritage - Harkstead Millennium Green Trust - Art Group (currently disbanded) Co-opted Trustees: Four Co-opted Trustees are permitted. The maximum number of Co-opted Trustees has been increased from two to four this year. The two existing Co-opted Trustees have continued in post for the year. No further Co-opted Trustees have yet been appointed. Additional Governance Issues: An Honorary Treasurer, Mike Fry, Secretary, Cathy Crouch and Booking Secretary Diane Lay were appointed /reappointed for the year 2020/21. Harkstead Village Hall is a member of Community Action Suffolk which provides helpful guides, advice, services and information about running Village Halls. All trustees give their time to the management of the hall voluntarily and receive no remuneration or other benefits. One Co-opted Trustee, Kim Britton, is employed as the cleaner. Objects of the Charity as set out in the Constitution: “ _The Provision and maintenance of a village hall for the use by the inhabitants of the area of benefit (Parish of Harkstead) without distinction of political, religious or other opinions, including use for:_ _a) Meetings, lectures and classes and_ - b) _Other forms of recreation and leisure time activities, with the object of improving the conditions of the life of the inhabitants._ ” Main Activities undertaken for public benefit: - a) Encouraging the use of the hall by hiring the hall to local various organisations and private events. - b) Organising Auctions, Farmers Markets and other functions to raise money to maintain and improve the hall. Our general hire charges philosophy is that we plan for the hire fees to cover the running of the hall, whilst our other fund raising events go towards improvements and our reserves for contingencies. Main Activities of the charity during the past year: The Covid-19 pandemic stopped nearly all activity during the 2020-21 year. The trustees used this time to undertake some works to improve the appearance of the grounds surrounding the village hall and installed a carpark barrier to enable control of parking. We continue to be very grateful to the Millennium Green Trustees for allowing parking on the field for the more popular events. A financial report from the Treasurer follows: ## **Harkstead Village Hall Financial Year-end Report – 31[st] March 2021** Summary: The usual sources of activity-related income to the hall - hall hire, the Farmers’ Market and the biannual auctions - were greatly curtailed this year due to the Government’s Covid-19 “lockdowns”. However, Harkstead Village Hall is in an improved financial position over a year ago due to the Government’s Covid-19 “Business Support” grants, which included village halls and sports clubs etc. Grant payments totalling £19,907 were received. The village hall further benefited from an exemption from rates charges in recognition of the financial impact of the Covid-19 lockdown. £10,000 of the “Business Support” grant money has been used to buy additional units in the Village Hall’s COIF Ethical Investment fund. This fund plays a key role in the Hall’s long-term financial security. Electricity consumption continued to be the greatest single cost, though this was 20% lower this year at £1,490 due to reduced heating during the Covid “lockdowns”. Maintenance cost was down on last year because no major works were performed. Other significant routine expenditures this year were insurance (£800), a five-yearly electrical safety inspection and associated minor repairs (£400) and the hall cleaner’s wages (£258). Extraordinary expenses of note were the purchase of new hedging plants (£199) and a capital expenditure of £1,374 for the purchase of a carpark entrance barrier. (The Trustees performed the barrier installation, which avoided additional costs.) In conclusion, the village hall’s financial health has significantly improved over the last year due to Covid-19 grants. The hall now faces the challenge of restarting activities and events once the Covid-19 restrictions are lifted. The trustees have considered using some of the Covid-19 grant monies to subsidise activities at the hall to assist the re-establishment of previously held activities and events and to encourage new activities and events. ## Annual Income Breakdown: There are normally three key sources of income. The first is from hire of the hall to users. The second is from events staged by the village hall and the third is the solar panel feed-in-tariff (the solar panels were installed 2015-16). Refreshments sales during events make a smaller but significant contribution with small amount of interest and donations making up the balance. During the 2020/21 financial year the above sources of income were severely diminished but were more than made up by Government grants. Net Annual Income:- **----- Start of picture text -----**
Income Typical of last 3 years 2020-21*
Hall hire £2,500 £857
Events (Farmers’ Markets & £2,100 £342
Auctions)
Solar Panels £1,500 £1,704
Refreshments Sales £420 £17
Other (interest, donations) £75 £99
Covid-19 Grants 0 19,907
TOTAL £6,595 £22,926
**----- End of picture text -----**
Annual Expenditure Breakdown: **----- Start of picture text -----**
Expense Typical of last 3 years 2020-21*
Light & Heating £1,700 £1,490
Repairs & Maintenance £1,600 £1,285
Wages (Cleaner) £600 £258
Insurance £770 £800
Water & Sewage £340 £460
Donations & Gifts £250 £35
Rates £170 £0
Licences £130 £23
Capital Expenditure £0 £1,374
**----- End of picture text -----**
|Other|£250|£50| |---|---|---| |TOTAL|£5,810|£5,775| * _These are annualised figures that do not necessarily match exactly to the published accounts. The intention is to show costs associated with the period whether or not they were actually incurred in the period._ Current Account: At 31st March 2021 our current account held £11,441. Cash: At 31st March 2021 we held £222 in cash. Reserves: At 31st March 2021 we held approximately £46,000 in reserve, which is considered by the trustees to be adequate given the age and condition of the hall. This is around 53% up on the previous year-end due to the addition of £10,000 of our COVID 19-related Government grants into our COIF Ethical Investment Fund and due to good performance of our investments. The reserve is split into around £7,000 on deposit earning a low rate of interest and around £39,000 in the ethical investment unit trust fund. This is a fund designed for use by small charities. Mike Fry, Treasurer 15[th] June 2021 Cèianty fri. Harkstead Village Hall ICIO} iyo lsf Any) Receipts and payments accounts CC16a For the period from To 01 31thlar-21 Section A Receipts and payments Unrestricted Restricted funds funds to ts ￿arest t to the nearest £ Endowmènt funts to the near¥st£ Total fund5 Lastyear to the £ to tl* near85t £ A1 Recelpts HITe of Hall and Equi￿ent 857 1572 1,318 478 500 Farrrers, Markd+ Farrrets, Ma*dRaffie Events Income from so￿[ Panr4* Retreshfflents OIF Charibes DewsitFund DDnabOn$ GowerDnEnt Gr8nt 1.704 17 17 438 19.907 19.907 Sub total(Gross income for AR) 8.957 22.926 22,926 A2 Asset and inveslment sale5. Isee tsble). Sub totsl 22.926 22.926 6.96T '"AS Payments"-" ght arKJ Heating Repaits and mainten￿lIn¢. deaninu & rdeningl W8ges Insur8n waI￿artd Rates l￿an Events Community Action Suftdk Sundry Exrenses rkn*tions Capiial ExpetKJitura IA90 10n 1.025 258 1,026 258 2.210 571 777 366 161 272 550 278 288 35 74 <715 1J74 4.715 Sub total A4 Asset and Imiestment pur¢hases. l$eo table) TaNeG COIF Charibes EtiNtAI In¥e5trnallt FLThI 10,WO 10.C#JO Solar Pannds Sub total 0,000 10 000.00 4,71S 14715 Net of recwpts/(payments) A5 Trnnsfers betsv8an fvnd$ A6 Cash funds last year &nd Cash funds thi5 year end 211 8,211 10,764 18,975 10.764 .18.975 11.1S3 10.764 Section B Statement of assets and liabilities at the end of the period Unrestricted funds to rEare5t£ RestriclBd funds to r￿areSt £ Endowment fund to nea￿$1 £ Categorhfys Detalls 1 Cash fvnds Cash 222 Bardays CU￿￿nIAccoUnt COIF 11A41 7.311 Total cash funds 18.975 t￿*)} tsk. Unrostricted funds to near&sl£ Restrktsd funds to ￿areSt£ Endowment funds to nearest£ Detsils B2 Other monetary assets Fund to whKh ass*t belon Currentvalue tlonal 38,675 Detsils COIF Charities Eth￿al Invesbnent Cost loptk¥M B3 Investment a$sots -FuAtrtr¥ Twhich ' ass•t bvlon Cuwrent"value onal Detai 08t{optitinall B4 Assets retained for the charity's own use Fund to which AThK•unt duo onal When due lonal tletaits B5 Liabilities z£aa Signed by Dne or hvo trustees on behalf of all the bijstees Signalure Print N￿e Dale of roval Hon. Treaswer (& Cwted Trusiee Mthael J. Fry 17106r2021 Appointe