## **Winterslow Village Hall**
## **CIO Charity No: 1183009**
## **Trustee's Annual Report**
for the period 1st January 2021 to 31st December 2021
## **Introduction and summary:**
Our 2021 year began with a continuation of the Covid impact on both activities and income with only Preschool being able to operate along with some outside Tennis court activity. However, by mid-May restrictions were substantially lifted and life began to return to many of the Hall’s activities – such a joy after the quiet eeriness surrounding our usually vibrant Hall.
This is an appropriate time to mention the stalwart work undertaken by Trish Campbell and Janet Fitzpatrick, supported by Mike Morgan-Jones, in their meticulously studying and interpretation of the guidance received via Community First from ACRE (Action with Charities in Rural England), which kept our Hall both safe and compliant. We need, too, to thank all our users, clubs, and organisations for their patience and support during such challenging times.
Since mid-May, the return of so many activities and events has proved a communal anti-dote to the misery of Covid, only one or two activities were unable to return.
You will see from the finance comments below, that we received substantial support from the Government’s Covid Hospitality and Leisure grant scheme, and this made a considerable difference to our financial stability given the loss of hire income due to the Covid lockdown.
At the last AGM we were able to attract Andy Banks to the Executive Committee and he has enhanced our skills bringing his experience both as an ex-Bank Manager and later his time in Health and Safety. Andy has taken over H&S for the Hall, ably supported by Alan Eadle and Mike Morgan-Jones.
## **Key events during the year:**
- Our cleaners Unicorn undertook a Deep Clean of the Hall in May, as restrictions were eased. Cleaning is regularly undertaken by Unicorn twice a week and maintained in between by our Caretaker Adrian Geary.
- Mike organized with BT an improvement to our Wi-Fi connections, aiding signal coverage in all parts of the building and more effective control of our new Wi-Fi heaters.
- Our torn Village Hall flag was replaced by a more durable version.
- We opened a Zettle (PayPal) account enabling us to use Card readers for payments for tickets and for bar and refreshment purchases.
- The Birch tree mentioned at our last AGM was planted in December and is flourishing. Thank you again to David & Felicity Rickard for their generosity.
## **Finances:**
Our finances, shown in our Year-end accounts, are in a healthy state but are somewhat inflated in three respects: -
- i) by the receipt of very generous Government Covid grants (administered by Wiltshire Council), totaling £17,279. However, this only equates (roughly) to our loss of income due to cancelled bookings in 2020/21.
- ii) the accounts include a substantial grant of £5500 from Winterslow Parish Council and a further £5,000 from the Wiltshire Council Southern Area Board towards the full refurbishment of our Tennis Court. Due to a timing difference with the commencement of the work, only £1900 of this was spent on the deposit to the Contractor. The rest of the expenditure will show in the 2022 accounts.
iii) the notes to the accounts contain reference to our Reserves Policy, to guard against any future disruption of our income, together with funds earmarked for planned projects for the further refurbishments of our facilities.
To summarise, we remain in a good place and now activity has returned to normal our finances are stable.
## **Projects, Maintenance, and compliance:**
**Projects:** Our work on Projects was suspended in 2021 due to the uncertainties of Covid restrictions and impact on income, despite the Government Covid Grants we have received. However, planning for refurbishment of the Main Hall and Toilets remains on the agenda for 2022.
The Preschool building project was placed on hold due to the impact of Covid, and pressure on Preschool numbers. Given the size and expense of the project, it was deemed unwise to pursue until the situation improved. Consequently, Preschool continued to utilise the Recreation room, and this is made possible by the Table Tennis club, which has Hiring Rights to the room, having not played in recent years and look unlikely to resume in the foreseeable future. However, this arrangement is neither ideal for Preschool nor the Hall, therefore, the potential project has not been abandoned.
A decision was made in the year to undertake a full refurbishment of the Tennis Court, prompted by the deterioration of the playing surface and resulting safety risks to players. The cost of this totals circa £13,000 and we were fortunate to receive funding from Winterslow Parish Council of £5,500 and from the Wiltshire Council Southern Area Board, of a further £5,000 pounds - the rest being provided from Hall funds. Due to weather conditions, work was delayed until early in 2022 and the final stage of painting and sealing the surface will take place in May 2022.
## **Maintenance:**
Apart from one incident of (unreported) damage to the fencing around Margaret’s Garden, the premises and exterior grounds are in good condition. Thanks to Alan, Andy, Mike, and Richard, our Electrics inspections, PAT testing, Fire systems, Health & Safety, and repairs, were all kept up to date during the year. Thanks to Adrian the grounds are well maintained.
In terms of Insurance and regulatory compliance, all Licences, Covid rules, and systems inspections, remained in good order.
## **Compliance:**
Compliance and Regulation requirements are reviewed at each monthly Executive Committee meeting.
## **In conclusion:**
The Hall could not operate successfully, let alone defeat Covid, without the amazing volunteers who make up our Executive committee, all of whom play key roles in maintaining the required administration and maintenance, and who freely provide the energy necessary to run this busy place. A huge thank you to Trish Campbell, Janet Fitzpatrick, Marisa Hardy, Michelle Scarrett, Mike Morgan-Jones, Richard Henderson, Alan Eadle, Jim McGillivray, Andy Banks, Ian McDonald, and our Treasurer, Steve Durrans.
We must not forget our sub-committee activities: -
- **The Tennis sub-committee,** Lynne Blackwell, Sandra Cassells, Myra Newton, who organise the Tennis activities, maintain the accounts, the administration, the Rota, and the rules. Their determination to restart Tennis as soon as Covid restrictions allowed, brought a welcome relief to those trapped in doors, and it was lovely to hear sounds of Racquet & ball again, not to mention energetic figures ‘sprinting’ around the court once more. Their hard work also ensures a healthy membership and the income it brings to our accounts which covers the regular court upkeep costs.
- **The Winterslow Cinema team,** Chris & Bob Loach, John & Fiona Forbes, Dave & Lyn Evans, Alan Eadle, and perhaps more, who boldly restarted cinema evenings as restrictions lifted, and at a time when some audiences were still reluctant to return to mingling. The team’s rigid compliance with
Covid distancing rules and hygiene controls were greatly appreciated by the Trustees and clearly contributed to the successful return of film-going. We are so grateful for all the hard work which goes into selecting films, setting up, managing the bar and refreshments, and for the important contribution to Hall funds.
- **Village Hall events sub-committee,** Trish Campbell, Lyn Evans, Michelle Scarrett, Marisa Hardy, who organise our ad-hoc events bringing both income to the Hall and enjoyment for the community. These were obviously limited in 2021 but did revive towards the end of the year with a successful joint VH/Preschool Charity Race night in December, and the setting up of some exciting events for 2022.
Whilst expressing our thanks, we must add Len Curtis and David Tullis for continuing to prune and maintain the Queen’s 90[th] birthday Rose Garden. This is such a delight in full season bringing much pleasure to many.
Thank you, too, to Adrian Geary for all his caretaking activities which are both numerous and diverse.
Finally, of course, where would the Hall be without the devotion of those of you who organise the Clubs, activities, events? You also had to endure the challenges of Covid, and you, too, give your time, energy, and inspiration, freely and seemingly tirelessly. It continues to counter the miserable and depressing output from the Media and demonstrates with certainty that most people are good, kind, and generous. Thank you to you and all Hall users for making our community all the richer.
## **Clive Broadley - Chairman**
||||**Winterslow Village Hall**|**Winterslow Village Hall**|**Winterslow Village Hall**|**Winterslow Village Hall**|**Winterslow Village Hall**||||
|---|---|---|---|---|---|---|---|---|---|---|
|||**Accounts for theyear ended 31st Dec 2021**|||||||||
|||||**Income and expenditure**|||||||
||||||||||||
|**2020**||**INCOME**||**2021**|||**2020**|**EXPENDITURE**|**2021**||
|**£**|**£**|||**£**|**£**
12,282
5,557
17,839||**£**||**£**|**£**|
|||**Hire of Village Hall and Facilities**|||||||||
|||**Village organisations**|||||||||
|95||Art||10|||5,195|**Caretaker & Cleaning**||6,786|
|596||Badminton||326|||||||
|355||Bowls||1,001|||3,553|**Insurance & Licenses**||1,942|
|230||Brownies||156|||||||
|20||Church||44||||**Maintenance & Repairs**|||
|24||Craft||51|||||||
|145||Drama Groups||832|||1,716|Fire Maintenance/Alarms||522|
|8||Friendship||20|||||||
|0||Glorious cycling||59|||||||
|96||Horticultural Society||255|||||||
|114||JuJitsu||224|||||||
|457||Line Dancing||745|||||||
|0||Para Bellum Fitness||136|||||||
|82||PCC/councils||129||||**Repairs/Replacements**|||
|302||Pilates||269|||||||
|5,458||Pre-school/P&T||5,119|||1,605|Gardening|407||
|15||Reading||0|||213|Consumables|216||
|0||SlinkyPizza||180||||||623|
|50||Table Tennis||85||||**Utilities**|||
|1,070||Truffles coffee shop||1,480|||315|Water|225||
|129||Whist Club||90|||643|Sewerage/Bins|650||
|334||Women’s Institute||423|||4,490|Electricity|3,293||
|74||Yoga||0|||966|Telephone/Broadband Costs|1,213||
|441||Other village organisations||651||||||5,381|
||10,093||||||||||
|||**Other Organisations:**||||||**Other Expenditure**|||
||||||||464|Moviola|719||
|743||Other Hires|||||0|Postage & Stationery|0||
|1,500||Tennis sub-committee||1,500|||700|Website|512||
|1,250||Moviola||0|||627|Misc Expenditure|284||
|3,222||Parties/Fundraisers||2,806|||0|Architects|0||
|580||Weddings||1,251|||1,239|Refunds on Hires(Due to COVID19)|763||
||7,295||||||936|Events|0||
|||||||||||2,279|
||17,388|**Total Hire Income**|||||22,664|**Total Running Costs**||17,533|
||||||||||||
|||**Other Income**||||||**Equipmentpurchased/improvements**|||
|---|---|---|---|---|---|---|---|---|---|---|
||||||||||||
|16,848||Donations & Gift Aid|||||14,868|Heatingupgrade/insulation|0||
|||ElectricityRecalculation credit|1,360||||3,700|Table tennis insulation|0||
|||Firsdown PC|0||||2,100|Table tennis flooring|0||
|||Winterslow PC|5,500||||1,491|VH General Repairs /maintenenance|6,005||
|||Wilts Council|17,360||||2,066|Solar loan|0||
|586||Meter income|0|||||||6,005|
|1,538||Solar Panels Income|1,142||||||||
|5||Interest Earned||2|||||||
|2,038||Other||8|||||||
||21,014||||25,371||46,888|**Total Expenditure**||23,538|
||||||||||||
||||||||-8,485|Excess of Income over Expenditure||19,672|
||||||||||||
||38,402|**Total Income**|||43,210||38,402|||43,210|
||||||||||||
||||||||||||
|||||**Balance Sheet as at 31st Dec 2021**|||||||
|||**Current Assets and Liabilities**||||||**Bank Accounts**|||
||**2020**|||**2021**|||**2020**|||**2021**|
|£|**£**|**Funds held by Village Hall**|**£**||£||**£**|||**£**|
||||||||||||
|15,019||Bank Savings Account|15,021
41,202||||45,037|**Opening Balance as at 1st January 2021**||36,551|
|21,532||Bank Account|||||||||
|||Unpresented cheques/Tennis Donation|||||||||
|||Cash in hand|||||-8,485|Excess of Income over Expenditure||19,672|
||||||||||||
||36,551||||56,223||36,551|**Closing Balance as at 31st Dec 2021**||56,223|
||||||||||||
|I certifythat the Income and Expenditure Account and Balance sheet above a|||re true and correct and accord with all records relatingthereto.||||||||
||||||||||||
||Signed………………………………………………...………(Independent Examiner)|||||||Date…13 Apr 2022………………………..|||
|||Mrs AmyBaker(Management Accountant)|||||||||
||||||||||||
|**Notes to the Accounts**|||||||||||
|**1**|**Subsequent to thepreperation of these accounts, the Trustees have decided to make the following provisions toprotect the Hall Finances.**||||||||||
|i)|Within the above reported accounts is a Grant received towards reserfacing the Tennis Court. Due to adverse weather the contacted work was not completed until the following
February 2022. The amount of this liability is £10,611 which is not reflected in these accounts as they are prepared on a Cash Basis.||||||||||
|ii)|In the light of the Village Hall's experience during the Covid lockdowns, a contingency reserve fund of £15,000 is to be set aside to cover unexpected events such as a forced closure of
the Hall or cancelation of activities due to uninsured events.||||||||||
|iii)|A refurbishment fund of £25,000 is to be set aside in preparation for necessary refurbishments and improvements to the now 30 year old Hall. These include insulating walls and roof
and installing eco lighting. Further work includes replacing the worn Main Hall sports floor and extending the toilet and disabled facilites, for which significant fund raising and Grant
assistance would be needed.||||||||||
|**2**|**The effect of these threeprovisions would be to reduce the available Closing Balance shown above from £56,223 to £5,612.**||||||||||
**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 2021.
## **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:
1. accounting records were not kept in respect of the Trust as required by section 130 of the Act; or
2. the accounts do not accord with those records; or
3. 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)
Date ..25 Apr 2022