Trustees report for 2020/21
Charity name: Finmere Village Hall and Playing Fields (CIO)
Charity registration number: 1168895
Address: Finmere Village Hall, Water Stratford Road, Finmere MK18 4AT
Contact address : Finmere Village Hall c/o 2 Chinalls Close, Finmere, Bucks., MK18 4BQ
Website : www.myfinmere.com
Trustees:
Illa Moss – Chair Phillip Rushforth - Finance and Bookings secretary Paul Nash – Secretary Pat White Steve Trice
Management committee:
Above trustees Emily Ackland Bernadette Ballantyne Alan Jones Trevor Jones
Type of governing document: Constitution (2016)
Objectives:
The objects of the CIO are to run a village hall and playing field and to promote for the benefit of the inhabitants of the Parish of Finmere (“area of benefit”) without distinction of sex, sexual orientation, age, disability, nationality, race or political, religious or other opinions the provision of facilities for recreation, sport and play or other leisure time occupation of individuals who have need of such facilities by reason of their youth, age, infirmity or disablement, financial hardship or social and economic circumstances or for the public at large in the interests of social welfare and with the object of improving the conditions of life of the said inhabitants.
Trustee / Management committee selection :
Annual General Meeting is normally scheduled for January / February each year, however due to COVID restrictions, the annual general meeting for 2021 was postponed, with Trustees and the Management committee appointed through email communication.
Organisation structure :
The management committee operates on behalf of the Finmere Parish Council, who are the owners of a majority part of the lands upon which the village hall and playing fields are located. All committee members give their services to the committee on a voluntary basis and received no remuneration or other benefits.
Activities report for 2018:
Principle activities in pursuit of objectives
The hall has continued to be partially available for hire by clubs, organisations and local and district residents, although within national COVID restrictions.
Many regular users of the hall during 2020/21 period were restricted to activities that complied with COVID regulations, with the result that usage of the hall has been somewhat depressed. The hall was also closed during national lockdown periods though out the year.
The maintenance of the hall has necessarily attracted additional costs related to the prevention of the spread of COVID.
The Playing fields have continued to require maintenance and the trustees’ thanks go to Alan & Trevor Jones who spend many hours throughout the year looking after the playing field.
Funding strategy and reserves policy
The hall management strategy is to maintain the revenue budget on a self-financing basis i.e., lettings and hires. The trustees thank the Finance and Bookings secretary for diligence in applying for COVID relief grants from local authorities, with the result that, despite the COVID related fall in bookings, the hall continues to have sufficient funds and reserves for day-to-day expenses.
The hall management and Parish Council continue to seek binding agreements with the regular playing field users, for the recovery of a portion of costs related to the maintenance of the Playing field areas.
Volunteer contributions, grants and fundraising
The trustees thank the hall management committee for their work during the year.
During the year, a grant was secured from HS2 funds and the work was subsequently commenced on the addition of an enlarged storage area, with integrated garage, coupled with a number of other interior and exterior enhancements. The trustees would like to thank Emily Ackland and Steve Trice for their work in securing the grant and project managing the extension and enhancement project.
The Village Hall Management Committee continues to operate under an informal authority from the Parish Council. The committee continues to believe that this arrangement represents an issue that should be resolved by the Parish Council as soon as possible.
Future plans
The core activity of the hall and playing fields management is the delivery of a sustainable, safe and high quality community building for the use and benefit of the village. This is in line with our charitable objectives. We have been in a steady, sound and well established state throughout the past year and will continue to manage and run the hall, ensuring that we can meet the following priorities:
-
The hall is properly and fully maintained.
-
Running costs continue to be met.
-
Build up reserves to cover future repairs and capital projects.
-
Continue to have a strong and dedicated management committee that continuously reviews, updates and improves our management process.
-
Monitor and react to the needs of users and the wider community.
-
Promoting the hall for use by the local community.
FINMERE VILLAGE HALL
| Expenditure Electricity Gas Water Cleaning & janitorial supplies Insurance Misc items Fire service Maintainance & repairs Mower costs split with FPC Operating expenditure Loss on normal activities Capital projects Total expenditure Surplus for the year Maint and misc items include - Wiring & consumer unit renewal Paint & sundries Annual gas heater service Balance brought forwards Surplus |
Income £302.55 Receipts from hiring £66.35 Fundraising (joint Carol Service) £47.63 Sports Club contribution (via FPC) £649.32 Donations £478.88 Other income £163.89 Mower costs split with FPC £151.40 Sports Club water £984.09 Poors Plot water £118.00 Misc - sale of window £2,962.11 Normal operational income £1,556.91 £2,800.00 Extraordinary income Cherwell DC covid-19 grants £5,762.11 £17,017.92 Operation Playground £518.18 OP Funds c/f £129.91 Payments made on behalf of OP £336.00 O/P income - Tuck shop £984.09 OP balance Balance sheet as at 30th September 2021 Current liquid assets £18,233.43 £17,017.92 Lloyds CIO Acct Cash in hand Sundry debtors Sundry creditors Less playground balance £35,251.35 |
£1,131.00 £119.06 £0.00 £25.00 £0.00 £40.00 £44.20 £28.80 £17.14 |
|---|---|---|
| £1,405.20 £21,374.83 |
||
| £22,780.03 £1,365.14 £0.00 £200.00 |
||
| £1,565.14 £36,727.35 £111.93 £0.00 -£22.79 -£1,565.14 |
||
| £35,251.35 |
29/11/2021
Notes to accompany the 2020-2021 Balance Sheet
Sundry creditors
Wave (Anglia Water Business) did not collect £22.79 by Direct Debit in February 2021
Sundry debtors
Expected income from Finmere Sports Club via Finmere Parish Council should have been 50% of £600 for the year 2020 & 2021
The hall opened in early September 2020 for about 6 weeks before another lockdown Bookings were then largley suspended until late April 2021 with some normality retruning in June. We closed the hall at the start of July for 8 weeks whilst the extension was under construction. Bookings opened on 7th September 2021
Grants from all district councils to businesses paying business rates were paid in March, May & July The grants were paid even for businesses that receive a £0 business rates invoice.
Castle Water (Thames Water Business) paid a refund of £21.84 in August. This, Wave's DD failure and periods of hall closure resulted in lower than expected water and gas bills. Electricity was used for power tools during the construction hence near normal electricity bills.