2022-03-31-accounts - Newbiggin Village Hall

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NEWBIGGIN VILLAGE HALL

Registered Charity 1180409

Trustees Annual Report

1[st] April 2021 – 31st March 2022

Newbiggin, Penrith, Cumbria, CA11 0HT. Newbigginvh.co.uk

Trustees

Dr AJ Rich Chairman Mrs D Cameron Treasurer Mrs H May Secretary Mr G Dugmore Bookings Secretary Mrs J Backshall Mr D Bell Mr J Cameron Mrs A Dugmore Mrs B Hope Mrs H Nixon Mrs J Rich Mr S Veitch Mrs K Whitehead

BANKERS

Barclays Bank

Cumberland Building Society

Introduction

The original village hall was built in 1951 on land donated by Harrison’s Limeworks. In 2010 the Hall was completely rebuilt with the assistance of national and local grants. At this time a quarter acre land behind the Hall was donated to the charity.

The charity is the registered owner of the building and the land which are both freehold. It is vested with the Official Custodian.

The Hall has its heating and domestic hot water supplied by a ground-source heat pump. Photoelectrical panels on the roof provide energy for the Hall and export surplus to the national grid.

Appointment of Trustees

The Constitution governs the appointment of trustees and the management of the charity.

Policies and Procedures

To assist the management committee in exercising its duty of care to users of the Hall the following policy statements have been adopted:

Health and safety
Safeguarding
Equal Opportunities
Environmental

Copies of the policies are provided in the Hall Information for Users folder.

Hiring Agreements

Use of the Hall is subject to a hiring agreement which must be signed by the hirer when booking. The hiring agreement sets out the conditions for hire and identifies the respective responsibilities of each party to the agreement. Included in the hiring package are the standard conditions of use and information about the safe use of the Hall and its equipment and facilities.

These documents are available to download from the Village Hall website, so that users can determine in advance if the agreement meets their needs.

In the unique circumstances of a Covid-19 activity during this period of reporting the hiring documentation was temporarily amended to reflect relevant government legislation and guidance, as appropriate.

Licenses

The Hall has a Premises License.

Risk Management

The Hall has a procedure for the assessment and management of risk. This is reviewed and updated annually.

The Hall is insured with Ansvar Insurance for buildings and contents, employers liability, public and products liability, and legal assistance and expenses. The policy also covers private users.

Asset Management

The ground-source heat pump and the photo-voltaic panels are serviced annually.
The fixed electrical installation is inspected by a qualified electrical engineer at five-yearly intervals.
Portable electrical appliances are subject to PAT testing every three years by a competent person.
The LPG pipe-work and the gas cooker are serviced every ten years by a registered CORGI engineer.
The fire alarm and fire-fighting equipment are inspected every six months by Beacon Fire.
Volunteers from the Committee carry out day-to-day repairs, replacements and maintenance.
A register of portable assets is maintained.

Objectives of the Charity

To manage a village hall for the use of the inhabitants of Newbiggin and the neighborhood for meetings, lectures and classes and for other forms of recreation and leisure time occupation with the object of improving their conditions of life.

Principle activities in pursuit of objectives

Most regular activities resumed in the early part of the year after the Covid pandemic. and bookings for social events and meetings increased to the pre-Covid level. The weekly luncheon club for the elderly was the only significant activity which was lost.

Funding strategy

It is intended that the revenue budget is managed on a self-financing basis. The contributions made by users of the Hall, fund-raising events and revenue from electricity generation are set to achieve this.

The trustees recognise that the Hall needs to be available for ad-hoc use by local residents for significant family events, and accordingly do not aim to achieve maximum occupancy of the facilities at the Hall.

Cost containment

Management costs are kept to a minimum by the use of volunteers for day-to-day administration, for the support of the weekly community activities and for the maintenance of the Hall. Volunteers also give their time in organising and running the annual events, maintaining the website and organising marketing and publicity. Where this is not possible, commercial operators are used to ensure that the Hall is maintained as a safe, clean, pleasant environment.

Reserves

The Hall trustees believe it is prudent to maintain a sum of approximately £10,000 as an unrestricted reserve against the possibility of urgent building maintenance or equipment failure out-with the scope of the insurance policy.

2021 – 2022 Achievements

The new extension was completed, incorporating a function room, an entrance foyer and a weather-proof exterior porch. The Trustees were fortunate to receive a number of grants intended to encourage the community to return to communal activities and public buildings. This enabled the purchase of a suitable items to enhance both the interior and exterior experience of the Hall. The Queen's Jubilee afforded an opportunity to introduce the Hall as a welcoming and safe environment, and the event was very successful.

During the year maintenance work on the building revealed the original roofing material was showing signs of failure, and that at some points water ingress was occurring. The Trustees agreed that in order to preserve the value of the building to the community it should not be allowed to deteriorate further, and that quotations for re-roofing should be obtained, specifying the same robust long-lasting material that was used on the extension.

Future Plans

The Trustees have been encouraged by Action for Communities in Cumbria to seek grants towards the re-roofing work and are confident that a contribution to the total cost can be met from the reserves.

The Trustees are also considering the installation of electric vehicle charging points in the car park if a survey of users shows sufficient demand.

The new Function Room has proved very successful and the Trustees consider that its use could be expanded if the bar area was fitted with security shutters. Further investigation of practicalities and possible costs will be made.

Newbiggin Village Hall Charitable Incorporated Organisation Charity Number: 1180409 Company Number: CE015438 Unaudited Account5 for the Year Ended 31 March 2022

Newbiggin Village Hall Contents of the Unaudited Accounts For The Year Ended 31 March 2022 CDntents Paye 8usiness DÈtalls Approval AccountanL'5 Report Prof1t and Loss Attount Botsnce Sheet Notes ta the Account5

Newbiggin Willage Hall Business Details For the Year to 31 March 2022 Newbiggin Village Hall became a Charitable Incorporated Organisation on 14 February 2020. The Charity Number is 1180409 The Trustees of the Charity are Dr Alan Rich Chairmarb loy Rich Gordon Dugmore - Booking Secretary Ann Dugmore David Bell Doreen Cameron- Treasurer John Cameron Helen May- Secretarv Simon Veitch Cathy Wh itehoad Helen Nixon Timothy Backshall Barbara Hope Accountants ASAP Accountancy Services Ltd 11 Devonshire Street Penrith Cumbria CAII 75R Page I

Newbiggin Village Hall Accounts Approval Statement For The Year Ended 31 March 2022 l approve these un-3udited accounts which comprise a Profit and Lo55 Account, Balance Sheet and related notÈs. I ackno'wledge my responsibility for the atcounts Including the provi5ioTr of all the information and explanatians neCÈary for thÈ compleiion. Mrs Dureen Catneron 1510812022 Page 2

Newbiggin Village Hall Accountant's Report For The Year Ended 31 March 2022 In accoidance with the engagernent lÈtter, we have prepared the account5, which comprise the Profit and Loss 3CCOUnt. the Balance Sheet and the related notes, from the accountiag records, information and explanations provided to ijs. This report Is made to yau In accordance wilh the terrn5 Of our engagement. Our work has been undert3ken tD enable u5 to prÈpare thÈ attounts tsn your behall and for no other purposé. To the fullest extent permitted by law, we do not accept or assume responsibility to anyonÈ othor than to you, the c5ient, fo.- our work or for this report. You have èpproved and acknowledged your re5ponsibilily for these accounts. We have not been instructed to complete an audit of the accounts. For this reason, we have not verified the accuracy or cornpletenes5 of the accounting records, inforniation or explanation5 you have provided. Therefore 'e do not express any opinion Dn the atcounts. Signed 1510812022 ASAP Accountancy Services Ltd I l Devonshire Streèt Penrith CuThbri CAII 75R Pago 3

Newbiggin Village Hall Proflt and Loss Account For The Year Ended 31 March 2022 2022 2021 Turnover Grants received 18,607 35.500 other OperatlM9 Income Electric - feed In tariff Donations Cafe & Bar Don3tions - Hall Hire EDC - Covid grants 3,159 2,211 11,009 8,000 4,548 loo 1,745 19,669 24,379 26.062 42,986 61,562 Other Income 8ank interest receivable 42,986 61,571 Expet)diture SÈcret3rial Services Light and heat Water rates 1,080 3,737 iii 523 2.000 120 2,7.J3 4,234 951 409 D2 Repairs, rene¥%'81s and mainrenance Insurance 3,595 936 PriDling, postage and stationery Broadband Telephone Accountancy fe Legal fees Exercise class fees Licence 240 257 48 48 204 204 ?,351 300 180 195 180 Jubilee gifts 14.392 11,176 28,594 50,395 Depreclatlon Depreciation of fiyrures and fittings 1,937 64 1,937 64 NET PIIOFIT 26,657 50,331 Page 4

Newbiggin Village Hall Balance Sheet As at 31 Mareh 2022 2022 2021 Notes FIXED ASSETS Tangible Assets CURRENT ASSET5 Trade debtor£ Cash ai bank and hand 572,345 544,090 878 33,726 31,576 31.576 34,604 CURRENT LIABILITIES Trade creditors Accruals and deferred incorne 439 204 1,869 204 643 2.073 NET CURRENT ASSETS 30,933 32,531 TOTAL ASSETS LESS CURRENT LIAEILITIES 603,278 576,621 NET ASSETS 603,278 576,621 CAPITAL ACCOUNT Balai)ce at l April 2021 576.621 526.290 Er-- Balance Carried Forward 603,278 576,621 Page 5

Newbiggin Village Hall Notes to the Accounts For The Year Ended 31 March 2022 Accountlng Policy These un3udited 3ccounts have L>een completed In accordante with UK GenÈrally Accepted ACCOUnting Prartice guideline5 and provide5 sufficieni and relev3ni Inforfflation to enable complerion of 3 tax return. 2. Tangible Assets Land & Property Freehold Fixtures & Fittings Computer Equipmewrt Total Cost As at l April 2021 Additions 990 9,359 438 545,19D 30,192 543,762 20,833 575,382 As at 31 March 2022 564,5g5 10,349 438 Depreriation As 8t l April 2021 Provided during the period 662 438 I,IDO 1,937 1,937 2,599 438 3,037 A5 at 31 March 2022 Net Book Value A5 at 31 March ?022 564,595 7,750 572,345 5I4.,307 4s at l April 2021 543,762 328 page 6

Newbiggin Village Hall Charitable Incorporated Organisation Charity Number: 1180409 Company Number: CE015438 Unaudited Account5 for the Year Ended 31 March 2022