EGVH Annual Trustee’s Report 2021
2021 was another very challenging year for the hall, users and the committee.
Lockdowns and multiple restriction changes kept us on our toes. The committee once again did not miss a meeting and the running of the hall continued along with repairs and maintenance and a host of new developments already highlighted.
Some user groups ploughed through the pandemic virtually as normal, others were very badly affected with falling numbers of members, much reduced income and business models in difficult places. Some groups have only just returned to us and indeed others will not be returning. The management committee and trustees recognised the difficulties of our user community and for the first time ever actively promoted all of our user groups and the Village Hall by designing, producing and delivering A5 glossy leaflets to 4.5k households in the area. This was done through the Look Local Magazine. Several users have reported that they benefitted from this campaign and enquiries for use of the hall have increased. The committee and trustees recognise that the future growth and prosperity of the hall is inextricably linked to the community and the user groups, so supporting them at this time seemed to be a sensible project.
The winter period of 2020 – 2021 saw the hall open only for the Preschool. It was a cold winter and it was a challenge to try to keep the hall comfortable. Kay constructed various barriers against the cold. The committee acted quickly and purchased and fitted thermal curtains to 3 doorways to help the situation. We know that this 1950’s uninsulated building is not really suitable for some uses in the winter cold months, despite the significant investment in the heating system, which is now in good working order, when the temperature drops below 6 degrees outside the system seems to hit a brick wall and the temperature only rises as the temperature outside rises. Users often request that the heating be ‘turned up’, the heating can only be turned on it can’t be made to heat up the hall any faster in freezing conditions and the radiators can’t be made to burn any hotter. The thermostat can be set to 30 degrees but the heating system will only achieve what it is able to in winter conditions. The situation is made more tricky due to the nature of the use of the building, as
each user comes in, the front doors are opened whilst equipment and members are coming in, the store doors are opened letting in all the cold air from behind and then windows are opened to meet covid requirements. It is a good little heating system now and we maintain it carefully, but it is not a miracle system.
We will continue to do our best by maintaining the system, advising users on how best to operate in the building to keep it warm and hopefully the weather will assist us.
The hall continues to see many requests for use. Lots of groups want to use the hall both in the daytime, in the evenings and at the weekend. We have been fortunate this year to get Sunday use off the ground again. Baby Spa used the hall for most of this year. Childcare commitments led to this finishing last month. Fortunately Sam and I were able to facilitate the start-up of a Church Group which started the very next Sunday. The timing of this group is better allowing for party bookings to take place in the afternoon. Party bookings are a very good source of income for less hours used. However Sam has to put a lot of effort into this to make it happen. Thank you Sam.
Much work has been done on the Outside Project. The committee has secured detailed plans and quotation for a built extension to the rear of the hall to include kitchen, toilet and meeting area. A fabulous idea but the £150k basic price tag not including planning, architect etc is prohibitive. We continued on to investigate container provision along with the necessary planning and access issues. We have also researched prefabricated buildings made from containers and also wooden exterior awnings and outside buildings. Much work has been done, meetings have been had with the local councillors and considerable communication with the local planning department, along with communications with building companies and building suppliers. Possible funding partners have been researched in some detail also. The committee has a good idea of what might be available.
Engagement with this project from our users has been low despite many approaches through our emails to users and also personal contact. We have only received written communication from Orme Dance and Holiday Club. Some replies have been received to the survey sent to all users, with mixed
responses. Some positive feedback for installing a disabled toilet was evident but it is unclear whether there is actually support for multiple use to take place on site.
No replies to the survey were received from the wider community. A further more detailed survey will be sent out soon and we will collate what response there has been. Without total engagement from both the community and the users, most particularly the users that will benefit the most from this project it is unlikely to proceed. The committee does feel that a disabled toilet probably in the gents toilet area is something that we must make plans for when we have time, effort and money available.
One project that will need to be dealt with sooner than expected is the replacement of the floor. The water damage is rapidly escalating and there are a number of areas that are becoming a safety issue. This is going to be costly, time consuming for the committee and irritating for the users as there will need to be a 2/3 week closure. I will start to pursue quotations as soon as time allows.
I would like to thank Nina for her continued support, the secretary’s job is not necessarily easy but Nina has a great way of getting to the point and nailing the subject. These days paperwork to comply with regulations is huge and Nina helps us to keep all of this in order. Communication with the community is very important and Jen Asbridge looks after this and fields the messages from the community to the correct committee member. Thank you Jen. All of our committee members give generously and freely of their time. No reward is expected and none is received however I think we all are pleased to see the hall thrive and our community given the opportunity to make use of it.
– Finance Report for Eastern Green Village Hall Oct 2020 Sep 2021
We are reporting on the immediate previous financial year ending September 30[th] 2021. This has been another turbulent year driven mainly by the pandemic and its associated restrictions. Many lost months of activity were interspersed with short periods of pick up and then more closures.
Financially we were supported by the Government Business Grants for affected businesses. As we allowed the Village Hall to be open for the Preschool alone
during the second closure period we received a Grant for closed businesses by mistake. This was immediately notified to the local Business Rates department and we have earmarked a sum which may be clawed back. This inflates the income figures.
There are some anomalies to take into account. Business Rates were low due to the covid rebate, cleaning includes supplies of £440.00 and also increased hours by 30mins each week during covid restrictions this covered extra cleaning responsibilities and fogging.
Accountancy included the late payment of last year’s fees of £460.00 and the extra payment of £165.00 for the auditor.
Water rates are higher including repayment of an error from the previous year.
User receipts have included this year a whole year of revenue from the Holiday Club and a part year of Baby Spa. Also a portion of the much increased Orme hours as restrictions allowed. We won’t be able to properly compare and contrast until we have had a year or two of uninterrupted use. Suffice it to say we have kept our head above water with grants and increased hours in comparison to last year and increased user rental fees.
Over the year £3995.00 of premises repairs and maintenance have accrued. A full spreadsheet of detail is available.
Comparisons are also available for the year on year utilities and income. Care should be taken in interpreting the figures Gas and Electricity were for the winter period that only the Preschool were in the hall. As can be seen this was more than the year before with everyone in during the winter. It was a bad winter and we had to work very hard to try and make the hall comfortable, at times it wasn’t.
This leads to a very serious dilemma for this year in respect of gas and electricity. Everyone knows about the increases this winter, we were originally warned of a couple of thousand pounds increase for the new contract which is due January 15[th] . We all agreed to stay with British Gas and indeed best advice now is not to move so we were right. The increase however is shocking. The projection for this year is a cost of £10, 800.00 as opposed to £1350.00. Noone could have predicted this, thanks goodness we have some contingency
built into our finances. We will be able to cover this as a one off year but going forward this cost can only be covered from increased rent from users. We must ensure that heating and lighting can be comfortably covered by those who use it.
Capital projects requiring planned financing include replacement of the 3 doors, replacement of the floor which is now causing concern and deteriorating fast, provision of a disabled toilet, building up the rear door and rendering the rear hall wall. Some provision is currently built into the accounts but not sufficient at present and the utilities crisis will put pressure on this.
Estimated budget for the hall for next year is available. Exercise caution with this as who knows what the next year will have in store for us.
Finally, many thanks go to Lynn Renwick our book keeper who has once again done a splendid job of keeping the books for us.
Sandy Faulkner - Treasurer
BALANCE SHEET FOR THE YEAR ENDED 30TH SEPTEMBER'2021
| 2020/2021 Fixed Assets Furniture & Fixtures Depreciation @ 20% CURRENT ASSETS Bank Deposit Account: Floor Replacement 15,000 Disabled Toilet 10,000 Replacement Doors 10,000 Clawback of Grant Monies 5,001 Bank Current Account 12,554 Cash in Hand 132 Less unpaid cheques ______ 52,687 CURRENT LIABILITIES Accruals 0 NET CURRENT ASSETS REPRESENTED BY: ACCUMULATED FUND Balance B/Fwd Excess of Expenditure over Income INCOME & EXPENDITURE FOR THE YEAR ENDED 30TH SEPTEMBER'2021 2020/2021 INCOME Hire of Hall 19,125 Ground Rent 300 Bank Interest 2 Donations - Just Giving Roof Fund - Loss of Hall Rental Council Business Grant 12,355 FCC Community Foundation Grant re: Kitchen Refurb. 329 EXPENDITURE Gas, Electric & Water 2,275 Rates 52 Premises Expense 1,273 Repairs & Renewals 3,802 Insurance 838 Accountancy 1,115 Cleaner & Cleaning Supplies 1,995 Roof Repairs FCC Community Foundation Grant re: Kitchen Refurb Stationery 110 Advertising 289 Depreciation 713 NETT PROFIT |
2019/2020 3,563 -713 _ 2,850 19,684 12,582 60 -176 -460 ______ 31,690 0 55,537 55,537 35,253 20,284 ____ 55,537 2019/2020 15,519 400 18 309 265 10,000 10,804 32,111 1,861 236 687 1,201 805 460 903 9,156 13,085 11,114 891 11,827 20,284 |
4,454 -891 _____ 3,563 35,253 |
4,454 -891 _____ 3,563 35,253 |
|---|---|---|---|
| 35,253 | |||
| 27,223 8,030 ______ 35,253 37,315 |
|||
| 28,394 | |||
| 29,285 | |||
8,030 |
Independent examinerfs report to the trustees of Eastem Green Ifillage Hall. whith is a Charitable Incorporated Organisation I report to thetrustees on my examination of the accounts of Eastern Green Village Hall for the year ended 30 September 2021. Respop.sibilities and basls of the report As the charity trustees of the Trust you are responsible forthe preparation of the accounts in accordance with the requirements of the Charities Act 20111'tb.e Act,). I report in respert of my examination of the Trusvs accounts carried out under section 145 of the 2011 Act and in carrying out my examinatton I have followed all the applicable Directions given by the Chartty Commission under section 145{Sllb) of the ACL Independent examinerfs statement I have completed my examination. I can 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 2. the accounts do not accord wtth these records: or 3. the accounts do not comply wilh the applicable requirements concerningthe fomi and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 otherthan any requirement thatthe accounts give a 'true and fair view which is i lot a matter considered as part of an independen"L exaiiiiri I have no concerns and have come across no other matters in connettion with the examination to which attention should be drawn in this report in orderto enable a proper understanding of the accounts to be reached. Sigiied: Name: Emma Adcock Relevant professional qualification or mernbership of professional bodies:_ ICB Level IV Bookkeeper, regulated by the ICB Address: 7 Massey Close, Coveii try, CV4 9GQ Date: