SHIPLAKE MEMORIAL HALL
Annual Report for the Year to 31st December 2020
This is the first report from the trustees of Shiplake Memorial Hall Charitable Incorporated Organisation (CIO), No 1182572 which replaced the previous charity, Shiplake Memorial Hall and Institute (No 304360) on 1[st] January 2020. The latter charity is now closed.
The charitable objectives of the new CIO remain essentially the same as those of the original charity, namely:
The provision and maintenance of a village hall and playing field for the use of the inhabitants of the Parishes of Shiplake and Binfield Heath and the surrounding area without distinction of political, religious or other opinions, including use for:
(a) meetings, lectures, classes, and
(b) other forms of recreation and leisure-time occupation, with the object of improving the conditions of life for the inhabitants.
The four elected trustees of the CIO during the year have been:
Mrs Caroline Fairbrother, Mr Mark Manson, Mr Robert Partridge and Mr Nigel Smith. The two Parish Council nominated trustees have been Ms Ann Manning for Shiplake Parish Council and Mr Hugh Lacey for Binfield Heath Parish Council.
The year started well with the annual village pantomime, a range of regular users and one-off events. However, as a result of the pandemic, the hall closed from mid-March until the 1[st] of September when it reopened for a limited number of exercise and child related activities. The hall was again closed during the second lockdown in November. Prior to reopening in September extensive work was done to ensure all Covid related measures were in place to protect users and staff. These included marking out 2m spaces, separate entrance and exit routes, fitting hand gel dispensers throughout and ensuring hirers kept a detailed record of their attendees. In addition, a set of Supplementary Conditions of Hire relating to Covid were produced and a checklist developed for wiping down before and after each hire. A thorough daily toilet and hall clean irrespective of the amount of use was also introduced.
Our bookings team spent a massive amount of time first cancelling or deferring many bookings and then re-establishing regular hirer groups that could operate within the Covid rules. Some of our regular exercise and children’s dance hirers decided to retire, but have been replaced by new regular users. In September and October, this resulted in more regular weekday users than previously. The closed periods, plus the inability to accept function and party bookings, had a serious impact on hire income for the year. Hall hire income for the year was £13,342 compared to £ 40,671 in 2019, a reduction of 67%. Other key income streams were also impacted, the field was not used by the schools during the lockdowns, the nursery was not in during the first months of the initial lockdown and rent from the flat tenant was also reduced. However, SODC grants totalling £11,300 were awarded under the government scheme to off-set loss of income during the forced closures which were very much appreciated and compensated to some extent for the loss of income.
A number of maintenance projects were undertaken during the year including replacement of some guttering and replacement of the four old gas boilers in the building complex with three new modern boilers, all with 10 year guarantees. Unfortunately, during July, the hall site suffered a traveller incursion, the legal costs of eviction amounting to £4,974. A public appeal to help off-set this unforeseen expenditure and contribute toward the £8,644 costs of fitting opening height barrier gates at the site entrance and exit raised a very welcome £5,995, resulting in a net cost to the hall of this incident and subsequent preventative actions of £7,623.
As the appended accounts show, the resultant cash deficit for the year was £9,383 compared to a surplus of £3,490 in 2019. After depreciation, the deficit was £17,843 compared to a deficit of £4,970 in 2019. Reserves to cover major repair projects such as replacing all the old kitchen and rear lobby flat roofs and windows remain reasonably healthy at £97,552.
During the November closure, the trustees undertook an assessment of the suitability of the proprietary Hallmaster booking and invoicing software package. It was decided that as booking activity was very low, it was an ideal opportunity to change to this system from 1[st] January 2021 and to close the exiting bespoke BCS booking system which was dependent on one person for ongoing support and enhancements. At the same time, the over 100 tariffs in the BCS pricing schedule were reviewed and rationalised. The result is a much more simple and straightforward pricing schedule for 2021 and beyond. The use of Hallmaster includes on-line provisional booking which should reduce the future workload on our booking team. Our Hallmaster template has been set up, bookings loaded and was ready for operation by the end of the year.
Throughout the year our bookings and cleaning teams and our caretaker have been faced with a number of unforeseen and demanding issues. They have dealt with all these challenges calmly and effectively and as ever, we are extremely grateful for their whole hearted commitment and support.
There remains an on-going problem of the need to recruit new trustees to replace the current trustees when they can no longer continue. An analysis of the voluntary time spent by these unpaid trustees has identified that two trustees are doing what might be considered excessive hours. One way in which to reduce this burden would be to employ permanent staff. Again an investigation of the additional costs involved has been undertaken. This suggests that significant extra income would need to be generated. Some of this may be raised by increasing charges for hiring the Hall. The trustees are conscious that this may make the Hall less competitive when compared with other nearby Halls. Further strategies are being investigated including raising money by seeking donations from parties who are interested and may be affected by any such changes. In the short term, however, the cash reserves are sufficient to ensure the continued smooth running of the Hall.
R A Partridge Chair of Trustees March 2021
| lncome andExpendituie Account | lncome andExpendituie Account | lncome andExpendituie Account | lncome andExpendituie Account | |
|---|---|---|---|---|
| for theyearended | 31st December | |||
| 2A20 | 2019 | |||
| lncome | Notes | f | t | |
| Hireofhall | 13,342 | 40,671 | ||
| Nursery | 1,858 | 1,858 | ||
| HireofSportsField | 4,933 | 6,433 | ||
| lnvestment income | 1,079 | 1,058 | ||
| lnterestondeposit accounts | 197 | 472 | ||
| Flat Rent | 1 | 6,750 | 9,000 | |
| SODC Covid Grants | 2 | 11,334 | ||
| Donations | 3 | 7,245 | 300 | |
| Phillimore CharitableTrust | 2,000 | 2,000 | ||
| Total lncome | 48,738 | 61,792 | ||
| Expenditure | ||||
| Wages | 4 | 15,372 | 24,682 | |
| Water | 588 | 593 | ||
| lnsurance | 2,144 | 1,954 | ||
| Electrici$ | 1,383 | 1,399 | ||
| Electricityrebate | (2,132) | (2,004) | ||
| Gas | 5,560 | 5,514 | ||
| Repairs and Maintenance | 5 | 23,635 | 12,383 | |
| Gadening | 570 | 629 | ||
| Telephone | 609 | 620 | ||
| Cleaning | 2,121 | 4,533 | ||
| Sundry | 96 | 2,065 | ||
| Performing rights & Licences | 1,1',t2 | 656 | ||
| Computer support | 2,033 | 1,282 | ||
| Eviction costs | o | 4,974 | ||
| Incorporationcosts | 3,996 | |||
| Totalexpenditure | 58,121 | 58,302 | ||
| Cash (usedygeneratedfronoperations | (e,383) | 3,490 | ||
| Depreciation of Building improvements | 8,460 | 8,460 | ||
| Deficit for the year | {17,843} | {4,970} |
| Shi@keMemorialHall CIO | Shi@keMemorialHall CIO | ||||
|---|---|---|---|---|---|
| Charity number1182572 | |||||
| Balance | Shee{ | ||||
| 3lstllecember | |||||
| Nobs | 2024 | 2A2A | 2019 | 2015 | |
| FixedAssets | € | EE | e | ||
| lmprovementstofreeholdBuildings | |||||
| Costat 1stJanuary and31stDecember | 7 | 667.652 | 66V.652 | ||
| Depreciation1stJanuary | 244381 | 231.921 | |||
| Charge forthe year | 8.460 | 8,460 | |||
| Depreciation 31st December | 248,841 | 240,381 | |||
| NetBook Value | 418,811 | 427.271 | |||
| FiXures andFittings | |||||
| CostatlstJanuary and3lstDecember | 58,2S5 | 58,295 | |||
| Depreciation at1stJanuaryand31st December | 58,295 | 58,2S5 | |||
| Netbookvalue | |||||
| Total FixedAssets | 418.811 | 427.271 | |||
| lnvestmefltsatcost | I | 5,088 | 5,088 | ||
| CurrentAssets | |||||
| Debtorsand prepayments | I | 1,488 | 1,644 | ||
| DepositAccountCOIF | ,+9,260 | 49,131 | |||
| DepositAccount Mrginmoney | 10,798 | 10,798 | |||
| DepositAccountBarclays | 35,020 | 50,110 | |||
| CunentAccount | 8,046 | 8,727 | |||
| 10d..612 | 120,41A | ||||
| CurrcntLiabilities | |||||
| Creditors | 10 | 2,819 | 8,685 | ||
| Depositsreceived | 4,241 | 4,790 | |||
| 7,060 | 13.475 | ||||
| ItletCurrer*Assets | 97.552 | 106,935 | |||
| TotalAssets | 521.451 | 539.254 | |||
| Funded by | |||||
| ModernbationFund | 498,565 | 498,565 | |||
| MaintenanceReserve | 10,000 | ,0,000 | |||
| GeneralReserve-1stJanuary | 30,729 | 35,699 | |||
| Lossforthe year | {17,843) | 12.886 | (4,e70) | 30,729 | |
| 521,451 | 539,294 |
| Nol€ | 1 | Becauseofthepan*micttle tenant of Mardon Cottage was unabletopayher rent fur some months, The trusl€es consid prudentnottsincJudeunpaidrefttft2.25Ointhese accounts. |
Becauseofthepan*micttle tenant of Mardon Cottage was unabletopayher rent fur some months, The trusl€es consid prudentnottsincJudeunpaidrefttft2.25Ointhese accounts. |
|---|---|---|---|
| Note | 2 | Tftis repres€ntgranlstocompensaleforthe closureofthe Hall. Thisgrantis nol repayable. | |
| Note | 3 | Donalions€presentmoney | donated byparishionersardothers follolving an invasion of the playingfeldbytravellers, |
| Nol€ | 4 | Representspaymentsmade to booking stafi, cleaners and caretakers. | |
| Note | 5 | Maintenance and repairs | |
| Replacementboilers | 10,260 | ||
| NewBanier | 8,644 | ||
| Electricalrepairs | 417 | ||
| Guttering | 1,040 | ||
| Firealarm | 715 | ||
| Benchrepairs | 483 | ||
| Pointing | 264 | ||
| Glasses | 103 | ||
| Undert1oo | 1,709 | ||
| 23,695 | |||
| Note | 6 | During the year theplayingfieldwas invadedbytravellers- This represents the costs of enforcement agentstoevict them. | |
| Note | 7 | FixedAssets |
| been setat50 years and the costisbeing am | ortisedo\rerlhatperiod- | |||
|---|---|---|---|---|
| Note | 8 | lnvestrnents | 2020 | 20t9 |
| COIF Incorne shares | 2.088 | 2,088 | ||
| NationalSaviqgisBonds | 3,000 | 3,000 | ||
| At cost | 5,088 | 5,088 | ||
| Market\ralue | ||||
| GOIF lncorne shares | 37.456 | 3s,2fi) | ||
| NationalSavirq6Bonds | 3,000 | 3,ffto | ||
| 40,456 | 38,280 | |||
| Note | I | Represenls prepaid insurance | ||
| Note | 10 | Creditors | ||
| Wages | 495 | 1,426 | ||
| Gas & electricity | 1,544 | 2,392 | ||
| Maintenance | 780 | 1,769 | ||
| lncorporation | 2,906 | |||
| Sundries | 't92 | |||
| 2,819 | 8,685 |