## This document contains the Chairman’s and Treasurer’s Report as well as the Refurbishment Programme ## Chairman’s Report This report covers the operating year 01.04.2020 – 31.03.2021 The composition of the Village Hall Committee during the year, has been as follows Ian Knights Chair Malcolm Ayres Vice Chair Graham Bennett Treasurer Chris Balchin, Iain Coleman, Steve Renvoize, Sally Yalden Kate Knight Bookings Secretary This has been a very disjointed year regarding the use of the Hall, with a number of partial/full lockdown closures. Malcolm Ayres and Kate Knight ensured the hall was Covid compliant during the periods it was in use. As a result of the Covid restrictions, some user groups disbanded but we have seen use of the hall return to pre-pandemic levels, albeit with some changes in user groups. In order to fulfil our legal obligations, meetings were held via Zoom, with decisions relating to minor administrative matters being made through on-line discussion. During the year, a major refurbishment project was undertaken. This was overseen by Malcolm and Chris, who also undertook many smaller elements of the works. The Village Hall’ refurbishment has been a major focus since 2014 and we’re vey fortunate to have these two colleagues, who have borne the brunt of these works. Details of works are included in the Appendix and will be covered at the end of this Report. The Braishfield Pantry, a limited company, of which the Village Hall is the sole shareholder, has proved to be an enormous community resource during the pandemic. I wish to thank all those involved in ensuring that The Pantry functioned so impressively during the lockdown periods. In addition, I’d like to thank Ruth and Alex Macleod, who with Christine Scrivener, continue to maintain and develop the welcoming garden area outside the Village Hall and Pantry. To all those who contributed to the provision of both the Pantry canopy and café tables/ seating, used by so many visitors to the village, I’d also give my thanks on behalf of the Committee. Finally, I’d like to express my gratitude to all members of the committee, who give up their time to facilitate the smooth running of the Hall, linking with our user groups and other members of the Braishfield community. ## **Braishfield Village Hall Refurbishment Programme** The refurbishment of the Braishfield Village Hall is being completed in phases. The table shows the works carried out from 2014 to date. We hope that you will agree that they have resulted in a much more welcoming environment for hirers to enjoy. |a much more|welcoming environment for hirers to enjoy.|| |---|---|---| |**Phase 1**|
Install air sourced heatng to replace the electric panels
in Main Hall and provide heatng to Foyer.|Completed late 2014| |**Phase 2**|
Build an extension to the Hall to house the Shop/Pantry.|Completed early 2016| |**Phase 3**|
Refurbishment of the toilets and install a shower cubicle

Upgradepower distributon box in Foyer cupboard|Completed mid 2017| |**Phase 4**|
Renew felt and batens on west side of roof
**Refurbish Foyer and Community Rooms:**

Raise the ceiling in Community Room

Install sky lights in Community and Foyer ceilings

Replace all lightng with LED units, some dimmable

Install air source heatngin CommunityRoom|Completed 2019| |**Phase 5**|
Create new kitchens for Hall and Shop and install new
kitchen units and appliances

Build a Store Room to north of Main Hall

Replace plastc entrance canopy with oak structure

Install cabling for sound system and hearing loop

Renew felt and batens on east side of roof and replace
fascia/softs with uPVC
**Main Hall**:

Replace windows with uPVC with electric openers

Remove lightng trunking and install dimmable LED
downlights and ceiling panels

Replace Emergency Exit doors

Sand and reseal Floor|Completed 2020| |**Phase 5a**|
Replace Emergency Exit doors at back of stage

Repair steps and replace railings.|Completed 2021| |**Remaining**
**Work**|
Install loop amplifer for the hearing impaired (£1500)

Install sound system (speakers and PA system) (£1500)

Install projector In Community Room (£1500)

Install spotlight frames on each side of hall(£500)

Refurbish Stage - Remove side fats and install black
curtains to side and rear, replace ceiling tles, install
basic stage lightng for non BMADs use (£3500)

New chairs for CommunityRoom(£2000)|To be completed during
2022
Total estmate £10500| ## **Treasurer’s Report for year ended 31 March 2021** As a result of Covid 19 the hall was open for letting for only a few months of the year resulting in letting income received of £2,641. However, because the hall is liable to business rates it received Business Support Grants of £19,907 from Central Government (paid through TVBC) to help us financially through the pandemic. Other income received consisted of rental income from The Pantry of £1,696, (which included arrears from the previous year), Gift Aid £305 and a completely unexpected refund of solicitor’s fees of £40. We were also delighted to receive a donation from The Pantry of £6,880 together with other smaller donations totalling £31. Closure of the hall enabled us to proceed with Phase 5 of our refurbishment programme without the need to juggle building work with hirers. This phase resulted in expenditure of £112,787 together with £5,928 for fixtures and fittings, a total of £118,715. We were very pleased to receive grant funding of £109,753 to help us carry out this work and our appreciation goes to Test Valley Borough Council, ACRE, Braishfield Parish Council and Hants County Council for their financial support with our ongoing project. The shortfall of £9,862 was met from Village Hall funds. Day to day expenditure of the hall, excluding refurbishment, totalled £14,148 and was £4,027 less than the previous year. Although electricity costs were much less due to the closure of the hall, water charges increased as a result of a major leak. Repairs and renewals were significantly less than the previous year and during the Pandemic we didn’t need to renew our Performing Rights etc. licence. Overall income for the year exceeded expenditure by £7,494. Our assets at 31 March 2021 included; - a freehold property with an insured value of £1,093,446; - Share Capital and an Investment Loan to the Braishfield Pantry Ltd of £100 and £8,382 respectively; - other loans to the Pantry of £1,443; - bank balances of £16,628 held in four different accounts; and - cash in hand of £379. There were no liabilities. Finally, my thanks go to Richard Groves for acting as Independent Examiner of these accounts. Braishfield Willage Hall Incorne & Expenditure Account Year ended 31 March 2021 Letting Fees Rental Income Fundraising Meters Interest 2641 1696 17428 296 14 Donations - Pantry - Other 31 305 50 Gift Aid Refund - Solicitors Fees Grants- Rural Payments Agency - TVBC ICIL} - TVBC (Covid 191 -ACRE 11310 5585 93853 19907 Braishfield Parish Council -HCC Totsl Income 35LIJ 3500 140357 Wages Sub-contract cleaning Utilities Refuse Postage & Stationery Repairs & Renewals Cleaning supplies Annual Inspections {Fire / Electricall Insurance, Licence & other PRSIPPL Professional servi￿5 Sundries Wreath Refunds-PY bookings Advertising Fundraising expenditure Depreciation Refurbishment Build Fixtures & Fittings Excess: Income over expenditure 2442 3672 3709 1702 32CKJ 2281 30 97 120 154 457 2570 234 549 1299 1343 192 2(M) 122 145 21 229 20 io 1381 1534 112787 5928 22615 132863 40790 -2141 Balance Sheet Year ended 31 March 2020 Balance at 31103120 Excess Income over expenditure Balance at 31103121 Add.. Increase to value of freehold property Prior years adjustment 1083419 10451JJ7 -2141 1042866 7494 lo￿1913 41892 30628 9925 40553 1083419 Fixed Assets Freehold property (insured value) Hall Shop ILM)5253 88193 963449 88105 Plant & Equipment b/f Additions 2338 15342 1534 Less: Depreciation 1381 12427 Share capital - Braishfield Pantry Investment loan- Braishfield Pantry Icrf) 8382 8382 Current Assets Loan to shop- earlier years donations Bank: Current11) Current12) Deposit Investment 1443 11876 1443 3496 2507 49 2196 379 49 2194 904 1083419 Cash in Hand The trustees are extremely grateful to TVBC. HCC. ACRE (Action With Communities in Rural England) and Brai5hfield P uncil for graTts made by them to help with the Braishfield Village Hall refurbis rea5urer R Groves Ind. Examiner I certify that this statement of account is a true reflection of the accounting records made available to me. ## **Braishfield Village Hall Income & Expenditure Account** |**Year ended 31 March**
Letting Fees
Rental Income
Fundraising
Meters
Interest
Donations - Pantry
- Other
Gift Aid
Refund - Solicitors Fees
Grants - Rural Payments Agency
- TVBC (CIL)
- TVBC (Covid 19)
- ACRE
- Braishfield Parish Council
- HCC
**Total Income**
Wages
2806
Sub-contract cleaning
3200
Utilities
2281
Refuse
1804
Postage & Stationery
30
Repairs & Renewals
120
Cleaning supplies
154
Annual Inspections (Fire / Electrical)
457
Insurance, Licence & other
1343
PRS/PPL
Professional services
200
Sundries
122
Wreath
21
Refunds-PY bookings
229
Advertising
Fundraising expenditure
Depreciation
1381
Refurbishment
Build
112787
Fixtures & Fittings
5928
**Excess: Income over expenditure**|**2021**
2641
1696
1
3
6880
31
305
40
93853
19907
10000
3500
1500
**140357**
2442
3672
3709
1702
97
2570
234
549
1299
192
145
20
10
1534
22615
132863
**7494**|**2020**
17428
296
82
14
384
50
11310
5585
3500
**38649**
40790
**-2141**| |---|---|---| ## **Balance Sheet** |**Balance Sheet**|**Balance Sheet**|||| |---|---|---|---|---| |**Year ended 31 March**||**2021**||**2020**| |Balance at 31/03/20||1083419||1045007| |Excess Income over expenditure||7494||-2141| |Balance at 31/03/21||1090913||1042866| |Add: Increase to value of freehold||||| |property||41892|30628|| |Prior years adjustment|||9925|40553| |||**1132805**||**1083419**| |Fixed Assets||||| |Freehold property (insured value)|Hall|1005253||963449| ||Shop|88193||88105| |Plant & Equipment b/f|13808||13004|| |Additions|||2338|| ||13808||15342|| |Less: Depreciation|1381|12427|1534|13808| |Share capital - Braishfield Pantry||100||100| |Investment loan - Braishfield Pantry||8382||8382| |Current Assets||||| |Loan to shop - earlier years donations||1443||1443| |Bank:
Current (1)||11876||3496| |Current (2)||2507||1489| |Deposit||49||49| |Investment||2196||2194| |Cash in Hand||379||904| |||**1132805**||**1083419**| The trustees are extremely grateful to TVBC, HCC, ACRE (Action With Communities in Rural England) and Braishfield Parish Council for grants made by them to help with the Braishfield Village Hall refurbishment programme. Balance Sheet Year ended 31 March 2021 2020 Balance at 31103120 Excess Income over expenditure Balance at 31103121 Add.. Increase to value of freehold property Prior years adjustment 1083419 7494 10909 I(M5￿7 -2141 1042866 41892 30628 9925 40553 1083419 1132805 Fixed Assets Freehold property {insured wdlue} Hall Shop ICK15253 88193 963449 88105 Plant & Equipment blf Additions 2338 15342 1534 Less: Depreciation 1381 12427 13808 Share capitsl - Braishfield Pantry Investment loan- Braishfield Pantry ICK) 8382 8382 Current Assets Loan to shop- eadier years donations Bank.. Current111 Current {21 Deposit Investment 1443 11876 2507 49 1443 3496 1489 49 2194 904 2196 379 1132805 Cash in Hand 1083419 The trustee5 are extremely gratefvl to TVBC. HCC. ACRE {Action With Communities in Rural England) and Braishfield Parish Council for grants made by them to help with the Braishfield Village Hall refurbishment pr Ben on. Trea er R Groves Ind. Examiner I certify that this statement of account 15 a true reflection of the accounting records made available to me.