Charity Number 1157858
— Harwell Village Hall 2021 2022
Chair's report
April 2021 to 2022 has been another challenging year for the Hall due to the Covid 19 Pandemic and associated loss of earnings with much of the year still spent with some sort of restrictions in place. However, once again thanks to further grants and funding made available from central funds, the financial impact has been kept to a manageable level.
The Trustees numbers were diminished with the loss of Janice Markey who left for personal reasons, but we did manage to recruit one Trustee, Giles Barwell, whose connections with the Sustainable Harwell organisation and associated knowledge will be of great benefit to the hall in trying to drive the carbon net zero agenda. The remaining trustees still need to make a determined effort to recruit so as to remain quorate and to be able to spread the load.
We still have the heat management issue within the new hall and several trustees continue to work on cost effective solutions to the issue. During very warm weather, Orchard Hall and the foyer can become uncomfortably hot, especially because of the issues with noise and the need to keep the patio doors closed. Trustees have decided to fit skylights that can be opened in the Foyer and Ladies toilet so as to improve ventilation.
During the late summer of 2021 the signs designed and crafted by local artist Julie Grose were put up at each end of the hall grounds, the culmination of some 5 years effort to get this completed.
The year finished with most Covid 19 restrictions being lifted, which means that the Hall usage is returning to pre Covid levels. However, customers are still requested to be mindful of Covid and that some social distancing may be required and precautions such as hand sanitisation and the wearing of face coverings be encouraged on a voluntary basis.
Treasurer's Report
The halls were able to reopen in mid April 2021, and by the September term bookings had almost returned to normal, with several new regular users replacing those unable to resume. Weekend party bookings were slower to resume, but were close to their pre-covid levels for the second half of the financial year. Trustees have been able to repay a significant part of the remaining Charity Bank loan
Basis of accounting and special items
The accounts are maintained and prepared on a Receipts and Payments basis. Unrestricted funds
These can be regarded as the "operational account", covering all transactions appropriate to the hire and running of the village hall. f30,673 was transferred to restricted funds to assist with a partial repayment of the Charity Bank loan
Restricted funds
Deposits for the hire of the hall are classed as restricted funds, as are monies held by the trustees on behalf of the organisers of a Safari Supper.
At the start of the year E2,600 represented credits owing to our regular users for bookings cancelled in 2020 due to covid-19. These credits have all been applied, and none are carried forward into 2022/23.
We held S106 money specifically for the signage, which is now in place at each entrance to the halls. Only a small retention remains at the end of the year.
We received additional S106 money specifically to complete the rebuild project by repaying part of the loan. Using funds from the unrestricted account, some E60,OOO was repaid.
There are no additional special items.
Looking ahead
Receipts should exceed payments to enable trustees to retain a contingency fund and build up a reserve for dilapidations and improvements.
Fuel costs are now a major concern. Electricity rises by 250% from May 2022, adding nearly f5,OOO to our utility costs. This represents some 10% of our annual receipts. Fortunately, we are locked into a favourable rate for gas, so are protected from steep rises in the next financial year, but when the contract finishes in March 2024 trustees must be ready for a severe cost increase. During the next year, trustees anticipate receiving further S106 monies which will enable the Charity Bank loan to be repaid in full.
Contingency
On 31 March 2022, trustees had total reserves of E67,505, and a mortgage loan amount outstanding of E49,505.
The Charity Bank recommend that a balance of approximately six months income is retained as a general contingency fund.
Assets and liabilities
The Charity Bank loan is secured against the value of the hall and the underlying land.
The hall was valued in July 2016 by Lambert Smith Hampton as follows:
Market Value E700,ooo Gross Development Value E950,ooo
The hall buildings are insured for El,591,350 and the contents for E106,090.
For the purpose of this financial report, the value of the assets retained for Village Hall use are:
Fixed assets (building) E700,OOO
The value of the outstanding loan from the Charity Bank, as of 31 March 2022, was E49,505
CIO conformance
No guarantees have been provided by the Village Hall trustees
Outstanding debt, the Charity Bank loan, is secured against a charge on the Village Hall assets, which are valued at €700,000.
Approved by all the trustees, and signed on their behalf
Duncan Chappell Chair
Date
Independent Examiner's Report
To the Trustees of Harwell Village Hall On Accounts for Year Ended 31st March 2022
Responsibilities and basis of Report
As the charity's trustees you are responsible for the preparation of the accounts in accordance with the Charities Act 2011.
I report in respect of my examination of the charity's accounts carried out under section 145 of the 2011 Charities 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 which gives me reasonable cause to believe that in, any material respect:
-
e accounting records were not kept in accordance with section 130 of the Charities Act or
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the accounts do not accord with the accounting records.
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached.
(Independent Examiner) Mr Nicholas Clarke CPFA
Date: db 12022
1 Lockton Barns
Church Lane
Harwell oxli OEZ
Harwell Village Hall. Charity no. 1157858 Accounts - 1st April 2021 to 31 March 2022
| GBPE | Unrestricted, | Unrestricted, | Unrestricted, | Restricted |
Restricted |
Total | Total | Total | Total | |||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Funds | Funds | 2021/22 | 2020/21 | 2019/20 | ||||||||||||
| Receipts | ||||||||||||||||
| Grants | 12,763 | 34,131 | 46,894 | 31,045 | 3,635 | |||||||||||
| Donations (Safari |
Supper) |
1,058 | 3,344 | 4,402 | 305 | 1,745 | ||||||||||
| Hire Fees |
44,719 | 29 | 44,748 | 7,852 | 47,649 | |||||||||||
| Bank interest |
6 | 6 | 14 | 15 | ||||||||||||
| Total Receipts |
58,546 | 37,504 | 96,050 | 39,216 | 53ß44 | |||||||||||
| Payments | .4 | |||||||||||||||
| Utilities | 6,991 | 6,991 | 6,655 | 10,157 | ||||||||||||
| Maintenance | and |
repairs |
2,433 | 2,433 | 864 | 2,639 | ||||||||||
| Serice contracts |
4,235 | 4,235 | 3,125 | 4,191 | ||||||||||||
| Cleaning | 3,362 | 3,362 | 2,417 | 2,629 | ||||||||||||
| Administration | 4,734 | 4,734 | 1,043 | 800 | ||||||||||||
| Insurance | 2,232 | 2,232 | 2,496 | 2,433 | ||||||||||||
| Licences | 246 | 246 | 580 | 786 | ||||||||||||
| Purchases | 3,314 | 3,314 | 8,970 | 2,338 | ||||||||||||
| Donations (Safari |
Supper) |
1,933 | 1,933 | 588 | 3,746 | |||||||||||
| Loan Costs |
6,064 | 60,000 | 66,064 | 8,044 | 8,537 | |||||||||||
| Total Payments |
30,297 | 65,247 | 95,544 | 34,783 | 38,254 | |||||||||||
| Excess of Receipts |
over |
Payment | 28,249 | -27,743 | 506 | 4,433 | 14,790 | |||||||||
| Transfers between Funds |
-30,673 | 30,673 | ||||||||||||||
| Opening balances |
58,767 | 8,232 | 66,999 | 62,566 | 47,776 | |||||||||||
| Closing balances |
56,343 | 11,162 | 67,505 | 66,999 | 62,566 | |||||||||||
| Statement of |
Assets and |
Liabilities |
||||||||||||||
| GBPE | Unrestricted | Restricted |
Total | Total | Total | |||||||||||
| Funds | Funds | 2021/22 | 2020/21 | 2019/20 | ||||||||||||
| Cash Funds |
||||||||||||||||
| Cash | 23 | |||||||||||||||
| Current Account |
17,462 | o | 17,462 | 6,962 | 12,520 | |||||||||||
| Deposit Account |
38,881 | 11,162 | 50,043 | 60,038 | 50,024 | |||||||||||
| Total Cash Funds |
56,343 | 11,162 | 67,505 | |||||||||||||
| Debtors | ||||||||||||||||
| Liabilities Loan |
49,405 | -1 | 49,405 111,674, |
115,330 | ||||||||||||
| Accounts prepared |
by | Accounts approved on behalf |
of the |
|||||||||||||
| Daüd Marsh (Treasurer) |
Duncan Chappell |
(Chair) |