2020-12-31-accounts - Winterslow Village Hall

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Winterslow Village Hall

1[st] Annual General Meeting of the new CIO Charity No: 1183009 - being held: Thursday 22[nd] July 2021

Trustee's Report:

Introduction:

It feels so good to write this Report knowing we can hold the 1[st] Annual General Meeting of our new Charitable Incorporated Organisation (CIO) in open forum in the main hall, and that our Village Hall has survived the worst rigours of Covid-19 both financially and as an Organisation.

It is fitting, therefore, to begin by thanking the Executive Committee for keeping the Hall in good fettle during such challenging times and ensuring the fabric; systems; and safety; matters have remained robust and effective. Whilst our initial Covid measures were implemented in 2019, it is particularly appropriate to thank Trish Campbell, Janet Fitzpatrick, and Mike Morgan-Jones, for persistently wading through reems of official guidance, interpreting it into clear notices and instructions for all Users, keeping it constantly updated, and ensuring the Hall has remained compliant with legislation, and safe for use at all times. This was an extraordinary piece of work for which we are all grateful. It should be mentioned that we have been very well supported by the Wiltshire Village Halls Association and by ACRE (Action with Communities in Rural England) in terms of guidance and Government regulations.

It is equally fitting to thank those Users who have battled on and who may have returned to activities only to have been thwarted by reimplementation of Government lock downs. Preschool bravely kept going through most of Covid, maintaining high standards of safety and keeping the provision of this most essential community service available to the children and their families. This is an exceptional achievement given the severity of Covid conditions, and the impact on all aspects of our lives.

Contradictions:

By ‘contradictions’ I mean that on one hand the Hall has been eerily quite and mostly devoid of its usual hustle & bustle, sounds of voices, laughter, song, and fun. On the other hand, there has been much going on in terms of administration; Covid regulations, updating of Hiring Conditions, continuing maintenance and repairs, caretaking and cleaning, and intermittent returns of activity. Whilst the income for hirings has been severely hit, we have benefitted from generous Government grants. This said, the need for refurbishing the main hall and toilets will be expensive and will soon erode our funds.

Key events during the year – roughly chronological:

The new CIO came into effect.
Chris Hardwick gave Notice after 10 years of amazing service to the Hall. Chris was much liked by all. The Notice period effectively ended early at the end of March due to closure of all Hall activities in April. We have yet to arrange a ‘thank you’ party.
The Recreation Room (TT room) walls and ceiling were refurbished, and new heaters installed, now so much more pleasant and snug.
The Meeting room was excellently re-decorated by Richard Henderson, new quality vinyl flooring laid, new heaters installed.
An agreement was reached with the Parish Council supporting their extension of the Barry’s Field licence – providing there is no detriment to the viability of the Village Hall.
The Phil Beer (of Show of Hands) concert took place – just before Covid struck.
The VE celebration was sadly cancelled but was marked by bunting and flag flying and a super character display by Marisa Hardy in the VH car park.
Adrian Geary was appointed as our new Caretaker, though due to Covid it was a rather adhoc commencement. Adrian was well received and welcomed by all.
Unicorn Cleaning were brought in to Deep Clean the Hall ahead of opening and this relationship continues.
Main Hall heaters were fully replaced as the last stage of the heating upgrade, and the dreaded meters have gone at last! All heating is now Wi-Fi controlled and circa 40% more efficient.
New curtain material has been purchased for the replacement of all existing curtains once Covid restrictions finally end.
The Solar Panels loan of £10,000 was paid off at the end of December.

In summary it was a very strange year. Activities ceased at the end of March, with a few very sporadic hirings under strict control. Activities began to return following relaxations in September. Preschool moved into the Recreation room as a Covid protection measure. Line Dancing, Badminton, Truffles, Yoga, Pilates, all were able to re-engage, and we were hired by Three Chequers surgery for their flu-jab program. However, many other activities did not return, cancelled hirings were not replaced, and severe restrictions were reintroduced at the end of the year.

Finances:

These will be covered in the Treasurer’s Report, and you will have received the final accounts together with this Report. The Accounts for 2020 are unusual in that there are no Prior Year comparisons due to the change in in our form of Charitable status. Although the Charity name of Winterslow Village Hall remains, and the old Charity transferred into the CIO, the new CIO is a separate legal entity. Following consultation with the Charity Commission we were instructed that all figures belonging to the old Charity cannot be shown in 2020 accounts, other than the transferred fund balances. The 2019 accounts were presented at the former Charity AGM held by Video call and paper submission on the 30[th] December 2019.

Finally:

Thank you to so many for taking on and defeating the effects of Covid and not allowing it to dampen the spirit of the Village Hall community. The VH is a special pulse within the community of Winterslow, Firsdown, and Lopcombe, and that pulse goes far wider attracting bookings, activities, and interest far beyond our borders where it has a fine reputation as a great venue.

This is due to the commitment of all our Clubs, Users, Organisations, and village families. Also, of course to the Executive and Management committees – time and commitment freely given year on year. It is unfair to single out any Exec members but there does need to be a special thank you to Alan Eadle for all his hard work completing repairs and maintenance in such an exceptional way. Also, there is a need for a second special ‘thank you’ to Trish and Janet for conquering the Covid

legislation, managing the booking administration (the hardest of jobs) and secretarial functions whilst dealing with a plethora of other things, and to Mike for keeping us on the straight and narrow and his continuing work around the legalities of the CIO and Charity Commission (amongst many other matters), and finally, to Steve Durrans for keeping our Accounts in good order and dealing with the complexity of the 2019 accounting year.

You may recall we had to fell the Silver Birch tree on the bank adjacent to the road – due to rot. This was replaced in December due to a generous gift from David & Felicity Rickard, Caprice Cottage, both marvelous supporters of the Hall. David sadly died a few days after the tree was planted, so it will be a lovely memory which will grace our grounds for many years to come.

The indomitable spirit of the Hall community remains strong, and we have every reason to look forward to good times and activities returning once again.

We are very conscious that many other Groups and Organisations depend on freely given time by volunteers and equally have endured a challenging year. Thank you for the wonderful support during this difficult period, and for helping us to remain compliant and safe.

Clive Broadley

Chairman

			Winterslow Village Hall CIO Charity No 1183009	Winterslow Village Hall CIO Charity No 1183009	Winterslow Village Hall CIO Charity No 1183009	Winterslow Village Hall CIO Charity No 1183009	Winterslow Village Hall CIO Charity No 1183009	Winterslow Village Hall CIO Charity No 1183009	Winterslow Village Hall CIO Charity No 1183009
			Accounts	for the 12 months ended 31st Dec 2020
					Income and expenditure

			INCOME	1	J				EXPENDITURE	1 Jan to 31 Dec 2020
						£	£ 9,718 7,670 17,388 21,014			£	£
			Hire of Village Hall and Facilities
			Village organisations
			Art			95
			Badminton			596			Caretaker & Cleaning		5,195
			Bowls			355			Insurance & Licenses		3,553
			Brownies			230
			Church			20			Maintenance & Repairs
			Craft			24			Fire Maintenance/Alarms		1,716
			Drama Groups			145
			Friendship			8
			Horticultural Society			96
			JuJitsu			114
			Line Dancing			457
			PCC/councils			82			Repairs/Replacements
			Pre-school/P&T			5,458			Gardening		1,605
			Reading			15			Consumables		213
			School			0
			Social Club – W&D			0			Utilities
			Table Tennis			50			Water	315
			Truffles coffee shop			1,070			Sewerage	643
			Whist Club			129			Electricity	4,490
			Winterslow Singers			0			Telephone/Broadband Costs	966
			Women’s Institute			334					6,415
			Other village organisations			441


			Other Organisations:						Other Expenditure
									Moviola	464
			Blood Donation Unit						Website	700
			Pilates			302			Misc Expenditure	627
			Yoga			74			Refunds on Hires(Due to COVID19)	1,239
			Other Hires			743			Events	936	3,966
			Tennis sub-committee			1,500			Total Running Costs		22,664
			Moviola			1,250
			Parties/Fundraisers			3,222
			Weddings			580			Equipmentpurchased/improvements
									Heatingupgrade/insulation	14,868
									Table tennis insulation	3,700
									Table tennis flooring	2,100
									VH General Repairs /maintenenance	1,491
									Solar loan Repayment	2,066
											24,224

			Total Hire Income						Total Expenditure		46,888

			Other Income
			Donations & Gift Aid			16,848
			Meter income			586
			Solar Panels Income			1,538			Excess of Income over Expenditure		-8,485
			Interest Earned			5
			Other			2,038


			Total Income				38,402				38,402

						Balance Sheet as at 31st Dec 2020
			Current Assets and Liabilities						Bank Accounts
	31 Dec 2019
CharityNo 1007607			Funds held by Village Hall								£
£		£		£
15,014			Bank Savings Account	15,019				Opening Balance as at 1st January 2020			45,037
30,023			Bank Account	21,532					- Transferred from Winterslow Village
0			Cash in hand	0					Hall Trust Deed Charity No 1007607

		45,037

		0	Less Liabilities						Excess of Income over Expenditure		-8,485

		45,037					36,551		Closing Balance as at 31st Dec 2020		36,551

I certifythat the Income and Expenditure Account and Balance sheet				above are tru			e and correct an	d accord with all records relatingthereto.
		Signed………………………………………………...………(Independent Examiner)

			Mrs Amy Baker (Management Accountant)	Date……14Jul 21…

Independent examiner’s report to the Trustees of Winterslow Village Hall

I report to the trustees on my examination of the accounts of Winterslow Village Hall CIO Charity number 1183009 for the year ended 31st December 2020.

Responsibilities and basis of report

As the charity trustees of the Trust you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘The Act’).

I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.

Independent examiner’s statement

I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:

accounting records were not kept in respect of the Trust as required by section 130 of the Act; or
the accounts do not accord with those records; or
the accounts do not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair view which is not a matter considered as part of an independent examination.

I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.

Signed:

Mrs Amy Baker (Management Accountant) 14th July 2021