Annual Report
1 April 2021 - 31 March 2022
Registered Charity number 1182315
Information:
Trustees
Mrs A Kilworth (Chair) Mr G Kent (Treasurer) Mr C Baines Mr C Collett Mr G Gilgrass Mr P Jones Mr S Luck Mr M Moore
Independent Financial Examiner
Mr K Templeton
Hall and Correspondence Address:
Stewart Village Hall West End Brightwell-cum-Sotwell Oxfordshire OX10 0RY
Background information
The Stewart Village Hall is embedded in the history of our Village. It started life in 1870 as the Village School and village publications tell the story of those halcyon days when classes were held in what is now the main hall and of legendary teachers that are still remembered fondly today. An old abacus on the wall of the main hall bears the legend, "Manners makyth man" and is a lovely reminder of the hall's original role.
There have been many changes since the Hall opened in 1976, it is maintained and run as a charitable trust to support and maintain this historic building on behalf of Brightwell-cum-Sotwell villagers, community groups, local businesses and all hall users, and to remain at the heart of our Village.
2
Report of the Trustees:
There have been two changes to the Board of Trustees this year with Alison Bloomfield resigning and Micky Moore joining us. We continue to be ably supported by Gris Davis as minute secretary and Shena Luck as Hall Manager.
Although the incorporation process was completed on 1st November 2019 we are still awaiting completion of the transfer of assets from the ‘old' charity to the new entity. As trustees we are responsible for both the Hall and the Swan Allotments – the allotments are constituted as a separate charity (reg charity no 1182315-1).
Background: There are two parcels of land:
-
The Village Hall land and building, HM Land Registry title number BK124947 (“the Village Hall Land”); and
-
The Swan Allotments land – this is unregistered land.
With regard to the Village Hall Land, we submitted a Vesting Declaration dated 31 October 2019 which transferred the legal title from the unincorporated charity to the CIO.
So far as the Swan Allotments land is concerned, the title deeds to this could not be located and we submitted a Statement of Truth which was also filed with the Land Registry.
Legal titles to both the allotments and the Hall are vested in the Official Custodian for Charities. The request to transfer the Hall and the The Hall has a registered title, so it is less of a problem, but unfortunately we only have a copy of a 1923 conveyance of the allotments – to our predecessors almost a hundred years ago. The Charity Commission are now making a decision on behalf of the Official Custodian to vest the Hall and the allotments in the CIO. This process is still ongoing.
The hall continued to operate successfully during the year, our annual income remains steady at around £24,000. We appreciate the support of all the local groups who use the hall regularly and the people who book it for meetings, parties and celebrations. Whether for fun or fundraising, the Hall remains at the heart of the village. We must also acknowledge the support we received from the Community Association and the Parish Council.
Because ongoing support from our community is key to the success and future of the Hall we try to maintain and improve the hall and our facilities for all users and have continued to carry out regular maintenance tasks.
We have continued to consider the long-term future of the hall; we had previously appointed an architect to work with us on this redevelopment project however due to the delay in this progressing (due to Covid and other issues) we restarted the project and looked again for an architect who would work with us. The project is now refocusing and will continue with renewed energy into 2022-23 year.
3
As with all Halls and businesses we were affected by the Covid 19 pandemic, and the hall had to close for periods and groups and classes we less comfortable meeting indoors when restrictions were lifted. However, we successfully applied for the Government support grants which meant the financial security of the hall was maintained. This was a lifesaver for the hall meaning we did not have to eat into our reserves to cover utility bills etc.
4
Review of Financial Activities
First, we must acknowledge and thank Shena Luck for her continued help and support, as always this is key to how smoothly the accounts process works, she has mastered the use of Hallmaster, an online booking and invoicing system and it is now firmly embedded into our ways of working and has benefits for both Hall users and for Hall management.
Stewart Village Hall accounts are produced based on receipts and payments. Although we are not required to have these audited under The Charity Commission reporting guidelines, we believe it is good practice to have our accounts reviewed independently annually.
Our accounts:
Our income remains steady at £23,902 (2020-21 £24,382) and expenditure* of £13,509 (2020-21) £17,424). Giving a balance of £13,509.
*Covid restrictions meant the Hall was closed/less used and therefore our outgoings were reduced while income benefitted from the Covid grants
Our Balance Sheet shows our total account balances at 31/3/22 was £48,840.
Looking forward, we will continue to work to maintain the hall for all our users. Any maintenance expenditure will be weighed against future proofing of the work (ie will it exist after refurbishment) or if it is essential maintenance that must be carried out to allow hall hirers to safely and comfortably use the hall thus securing our income.
Annual report Balance Sheet and Income/Expenditure reports are copied below.
Approved by the Trustees and signed on their behalf by
Chair of Trustees
Date
5
STEWART VILLAGE HALL
Balance Sheet to 31st March 2022
| 31/03/2022 | 31/03/2021 | ||||
|---|---|---|---|---|---|
| £ | £ | ||||
| Property | Old School House | 34,266 | 34,266 | ||
| Bank | Current Account | £ 30,508 | £ 17,001 | ||
| COIF Account | £ 18,332 | £ 18330 | |||
| £ | £ | ||||
| 83,106 | 69,597 | ||||
| Balance at start of | £ | £ | |||
| General Fund | year | 69,597 | 62,639 | ||
| Surplus (defcit) for | £ | £ | |||
| the year | 13,509 | 6,958 | |||
| Balance at the end | £ | £ | |||
| of Year | 83,106 | 69,597 |
6
STEWART VILLAGE HALL
| Receipts and Payment Account for the Year Ending 31st March 2022 | Receipts and Payment Account for the Year Ending 31st March 2022 | Receipts and Payment Account for the Year Ending 31st March 2022 |
|---|---|---|
| 31/03/2022 | 31/03/2021 | |
| Receipts Hall Letng and Furniture Hire |
£ 10,138 | £ 2,459 |
| Current and Deposit Account Interest |
£ 8 | £ 22 |
| Allotments/Wayleave | £ 17 | £ 238 |
| Grants and Donatons | £ 10,837 | £ 20,632 |
| Fundraising | £ 2,902 | £ 519 |
| Sundry | £ | £ 512 |
| £ 23,902 | £ 24,382 | |
| Payments Repairs and Maintenance |
£ 311 | £ 780 |
| Utlites (water, gas, electric) |
£ 1,704 | £ 2,061 |
| Insurance | £ 1,181 | £ 1,140 |
| Caretakers and Cleaners | £ 4,580 | £ 3,881 |
| Cleaning Materials | £ 145 | £ 567 |
| New Equipment / Improvements |
£ 227 | £ 76 |
| Performing Rights Society | £ 132 | £ 408 |
| Subscriptons | £ 931 | £ 183 |
| Statonery/Post/ Telephone | £ 11 | £ 15 |
| Advertsing | £ 165 | £ 55 |
| Sundry Expenses | £ 860 | £ 8,036 |
| Fundraising Costs | £ 146 | £ 222 |
| £ 10,393 | £ 17,454 | |
| Surplus (Defcit) For the Year | £ 13,509 | £ 6,958 |
7
STEWART VILLAGE HALL
Balance Sheet 31st March 2022
| 3/31/2022 | 3/31/2021 | ||||
|---|---|---|---|---|---|
| Property | Old School House | £ 34,266 | £ 34,266 | ||
| Bank | Current Account | £ 30,508 | £ 17,001 | ||
| COIF Account | £ 18,332 | £ 18,330 | |||
| £ 48,840 | £ 35,331 | ||||
| £ 83,106 | £ 69,597 | ||||
| General Fund | Balance at start of year | £ 69,597 | £ 62,639 | ||
| Surplus for the year | £ 13,509 | £ 6,958 | |||
| Balance at the end of Year | £ 83,106 | £ 69,597 | |||
| Signed | A Kilworth, Chair | G Kent Hon Treasurer |
Auditors Report
The Accounts as set out on Pages 1 and 2 are in accordance with the books and records presented to me and to the best
of my knowldedge and belief are a true representation based upon my examination of those said books and records.
Hon Auditor
Page 1
STEWART VILLAGE HALL
Receipts and Payment Account for the Year Ending 31st March 2022
| Receipts Hall Letng and Furniture Hire Current and Deposit Account Interest Allotments/Wayleave Grants and Donatons Fundraising Sundry Payments Utlites (water, gas, electric) Insurance Caretakers and Cleaners Cleaning Materials New Equipment/Improvements Repairs and Maintenance Performing Rights Society Subscriptons & Licences Statonery/Post/Telephone Advertsing Sundry Expenses Fundraising Costs Surplus (Defcit) For the Year |
3/31/2022 £ 10,138 £ 8 £ 17 £ 10,837 £ 2,902 £ 23,902 £ 1,704 £ 1,181 £ 4,580 £ 145 £ 227 £ 311 £ 132 £ 931 £ 11 £ 165 £ 860 £ - £ 146 £ 10,393 £ 13,509 |
3/31/2021 £ 2,459 £ 22 £ 238 £ 20,632 £ 519 £ 512 £ 24,382 £ 2,061 £ 1,140 £ 3,881 £ 567 £ 76 £ 780 £ 408 £ 183 £ 15 £ 55 £ 8,036 £ 222 £ 17,424 |
|---|---|---|
| £ 6,958 |
Notes to the accounts and balance sheet as at 31st March 2019
-
1 Stewart Village Hall Registered Charity number 1182315 with effect 4 March 2019, previously registered under 2016148
-
2 In addition to the assets shown in the Balance Sheet, land known as Swan Allotments is vested in the Official Custionian for Charities under a scheme registered on the 7th December 1967, Registered Chartity number 1182315-1
-
3 The Receipts and Payments Account has been prepared in accordance with the Charity Commission requirements
page 2
----- Start of picture text -----
Sundry expenses
£23.00 DBS Check
£192.69 Various Gifts
£265.00 VH website Update
£363.67 VH Hall Survey Costs
£15.99 Misc Costs
£860.35
Sundry income
£0.00
----- End of picture text -----
Fundraising costs £60.00 Strictly Dancing Tickets £85.93 Rocketman Tickets 145.93