## **Monk Sherborne Village Hall** ## **TRUSTEES REPORT** ## **For the period ended 28[th ] February 2022** ## Administrative details of the charity This report is prepared for the Charitable Incorporated Organisation ('CIO') named Monk Sherborne Village Hall. The charity is registered with the Charity Commissioners under number 1175663. The principal location from which the charity operates is the Village Hall, Salters Heath Road, Monk Sherborne RG26 5HR. The Trustees serving at the end of the period were as follows. There have been no changes to the date of this report: Paul Cave — Chairman Cheryl McSoley Rob Perkins Dominic Joseph All trustees have served throughout the period. ## Structure and governance The constitution of the CIO was last amended on 27[th ] October 201.7 and approved by the Charity Commission on 9[th ] November 2017. The document can be accessed at: https://www.monksherbornevillagehall.org.uk/documents The Trustees meet as often as required to conduct the business of the charity. In the twelve months to the date of this report, there were small number committee meetings held, along with various ad-hoc meetings for specific events. The key constitutional provisions relating to the appointment and number of Trustees are: Paragraph 9(3)(a) — sets the minimum number of Trustees at three. Paragraphs 10(2)/(3) -- define the process for Trustees to retire at Annual General Meetings Paragraph 10(5) - allows for the co-option of new Trustees at any time. Paragraph 15(2) — ability of Trustees to elect one of their number as Chair. ## Financial Review The income of the charity rose to unprecedented levels in the year to February 2022. As explained in the Treasurer's report and accounts, this relates to the fundraising activity for the new hall. However, during the period we only had 6 weeks of rental income due to an overrun in the build program, due to the Pandemic and supply issues. The Trustee’s started the year with 5 bank accounts and £134,419 total cash in the bank. The year ended with £30, 916 in the bank and a new village hall built. That is a net cash outflow of £103,503, comprising receipts of £420,757 and payments of £524,440. A summary of those movements is presented in the Treasurers Report. Going forwards the hall now has only 2 bank accounts, both with Lloyds Bank, and is fully operable online with no need for cash transactions. ## Achievements and Chairman’s Report The build phase went well with relatively few hitches along the way considering the circumstances. That said Covid and Brexit did cause numerous delays, with a lack of trades people and materials being two key factors. The final handover did not take place until early December when it had been promised originally for September and then October. We then had the final Opening Ceremony on December 16th, 2021, and it was very pleasing to see a large turn out from the Village. The decision was taken by the Trustees not to open for bookings until early in the new year as we felt with the uncertainty of the final handover date, we did not want to commit to a Christmas event and any Christmas parties that had been planned by clubs and societies would have already been booked up months previously. Therefore, the first booking took place for a Pilates class on the 13[th] of January 2022. Since that time the Hall has almost been in daily use for various classes and events, proving very popular for Children’s parties. ## Teething Problems 1. Not everything has gone a smoothly as we had hoped. The very first evening booking was a bit of a disaster with damage done to the hall, requiring the Trustees to spend a Sunday morning cleaning the hall and repairing some damage. 2. The next problem we encountered was the acoustics of the hall, it is a big empty box effectively It became evident the acoustics were not ideal when we received comments from a band that had hired the hall for a rehearsal. 3. Finally, the light on a sunny day means the projector and screen is severely impacted, as the light floods in from the large doors and the Velux windows it covers the screen. ## Lessons Learnt 1. We have changed our terms and conditions and restrict evening adult parties; imposing a 9pm cut-off, we also carry out much more vetting and charge a sizeable deposit. Since then, we have not really had a repeat of the problem. 2. Whilst we had considered this prior to opening we thought of it as a ‘nice to have ‘if we had money over at the end of the build phase. We have now installed special flame-retardant acoustic curtains to run along front of the large glass doors. Plus, two smaller ones in front of the smaller windows on the opposite wall. 3. We also installed two blinds that were be fitted to the fire doors onto the patio, they are specially made to run inside the push bar, whilst not strictly acoustic because they are fabric, they will deaden sound reflections from the glass of the doors 4. The light is still an issue but one the trustees are looking at and quotations have been requested for the installation of remote-control openers and blind system I would like to mention and thank all the Trustees for their effort, we are a small group yet we have worked tirelessly to provide this valuable asset to the community, one volunteer outside of the Trustees deserves very special, that being Natasha Chappell, who has continued to provide essential support in running the enquiries and booking system for the Village Hall. Finally, I would like to make special mention of the previous Chairman and her husband. Kim Fleming for her dedication and efforts, with all the ‘small things’ that meant we were able to open, purchasing tables and chairs, new crockery, choosing the colour schemes etc. without which we would never have open. Martin Fleming who took on the role as Project Manager without charge and faced weekly challenges with the build, but he got us over the line. He must have the patience of a saint. Monk Sherbome Willage Hall CIO11175663) 01.03.20 to 28.02.21 2020121 2019120 NOTES INCOME Hall Rental Fund Raising- Events Net Lottery Income in Year Lottery Advan￿ Payments General Donations Received Donations Received New MSVH Grants Received Electrtcty Income Gfft Aid Mis￿lIaneOUS In￿rne Bank Interest R￿1Ved 314.50 0.00 3,285.00 270.00 8,540.00 43.290.08 48.612.00 130.32 5C¥J.l)O 6.226.50 2.713.54 2.675.00 80.00 16.493.48 0.00 1.194.29 348.00 2,672_10 72.27 4.21 TOTAL INCOME 104.994.43 32,483.84 EXPENDITURE Electricity Water Buikling Maintenan Insuran Cleaning Licences Donations lo others pps Website Bank Charges Village Hall Project Expendtiure Events 318.41 47.56 952.84 679.55 48.00 90.00 0.00 0.00 0.00 47.60 16.3￿.00 564.97 204.03 2,678.16 679.05 256.13 336.62 28.00 13.08 399.84 0.00 o_oo 821.28 TOTAL EXPENDrruRE 18,579.S 5,981.16 INCOME OVER EXPENDITURE 86,414.47 26,502.68 OPENING BALANCE 48,005.44 21.502.76 CLOSING BALANCE 134,419.91 48,005.44 AVAILABLE FUNDS DEPOSIT AJC CURRENT ACCOUNT LorrERY ACCOUNT NEW VILLAGE HALL PROJECT AIC CASH 8.117.08 5.654.63 270.lyj 120,058.76 319.44 43.112.87 3,939.07 704.06 0.00 249.44 TOTAL AVAILABLE FUNDS 134.419.91 48,005.44 Notes.. Balance of tottery fijnds as a result of 1 prepayment by participants Donations towards new Village Ha 2 from local residents CHARITY COMMISSION FOR ENGLAND AND WALES Indopendent examinerfs report on the accounts Report to the trLSSteesl members ol Monk Sherbjrne ￿lIage Hall On accounts for the y•ar •nded 28 February 2022 Charity no Irf any) 1175663 I report to the Iru8tse8 on my examinab.on ofthe actwnts ofthe abovè tharity cthe TNSVI lor the yearend8d 28 February 2022. R•spon5ibiliti85 and l>asls of r•port Ihè chanty's trustees. you are resrA)nsiblè lor Ihè prèpar3t1c￿ of the accounts in atwdance th the iequirernents of the Charibes Act 2011 (Yhe I rewrt in re8ped of my examination ofthe Trusys acwunts out under section 145 01 the 2011 Ac* and in earryirvJ out my examination, I have followe(l all the appli(2blè Dir8th"on$ given by thè Chanty Commission under section 14515llbl ofthe Ind•p•nd•n •xamin•r's stst•M•n I have coM￿eted my examination. l eonfim) that Th) material matters have come to my attention in wnnection wth th• exaMinatiC￿ gives me cavse lo believe that in. any material respect • the accounting rao)rils M*rè not kèpt in 8(£ord8nce ¥￿th ￿tion 130 of the Charibes A(* or • Ihe account5 did not ar£ord wth the a(rjJunb"￿j rethrds" or • the &counls fjid rK)t wth Ihe aptAi¢akAe requirements ¢X￿CemIng the fomi and content ofactounts set out in Charibes (Accounts and R8portsl Regulations 2CK)6 other than any requirement that the aoxsunts givè a Iruè and fair, view is not a matter congdered as part of an independent examination. I have no concerns aThJ have come acmss no other rnatters in connection th Ihe examination to vthich attentbjn should be drawn in thss report in der to enable a proK*r undwslandiNJ ofthe acxxjunts to be reached. Slgned- Dat•: 2311012022 Namè: Mrs Tanya Uoyd FCA Relevant professional qual11leA￿on1s} or body Irf anyl- Member ofthe Instttule of Chartere(l Actountants England and Wales Address: Farfeld House mC￿k Shertmyne, Tadley, RG26 SHJ Only complete if the exarniner needs lo highlight material rnatters ol con￿rn (see CC32. lThJependent examinatscffl ol charty accowts". direL*"ons and guidance for examinersl. Glve hero brl•f detslls of any items that the examln•r wlsh•s to