SWAY VILLAGE HALL
Charity Registration Number 1184234
MIDDLE ROAD, SWAY, LYMINGTON, HAMPSHIRE, SO41 6BB
Chair of Trustees Annual Report for the year ending 31 December 2021
Summary
The pandemic made 2021 a difficult year for the Hall with both regular users and one off bookings well down in the first half of the year. Slowly there has been a steady recovery as confidence returned to the country as a whole but some organizations are reluctant to return to normality and some never will.
The Hall is indebted to support from central and local government in the form of grants provided to cover shortfalls arising from the pandemic.
2021 saw the transfer of charitable status from the old charity to a new CIO and the completion of a new long term lease for the hall. The new charity took over the assets and liabilities of the old one in August 2021 but for reporting purposes the return will treat the new charity as having been in place since the start of the year.
Trustees
Sadly we must report the death of Graham Turner at the end of December 2021.
Graham had been a trustee and former Chairman for some years and his support will be sadly missed.
The Trustees were:-
Barry Gough Pat Rendell Graham Turner Ian Gale
Barry and Pat have expressed their intention to retire at the March AGM and we thank them for their support and hard work over many years. Subsequent to the year end Clarissa Evans and Roger Owen have agreed to become Trustees.
Objectives
The aims and objectives of the hall remain that of providing a sustainable facility for the residents of Sway to be used across a wide variety of activities.
The Trustees will act to ensure the long term viability of the hall consistent with the new long term lease.
Key Issues
From the start of 2021 until July 19[th] there were severe restrictions on allowing gatherings of people across the UK and this impacted on the hall. We decided that the most sensible option was to allow Little Flyers pre school nursery to continue throughout at the expense of other users. This saved cleaning costs and protected the long term future of Little Flyers but impacted on user groups.
Once restrictions were lifted we were able to return to some normality but with mandatory and sensible restrictions and this continued to impact on revenues.
I am pleased to report that since the start of 2022 bookings and usage have returned to levels close to pre-pandemic.
As well as the Trustee changes we have a new Treasurer and Booking Secretary and have also sought to improve the bookings and accountancy software.
Planning permission has been sought for a major expansion of the hall to accommodate the local Scout group and to extend Little Flyers capacity. No decision has been reached and discussions continue with other Sway resources to decide the most sensible solution for the village as a whole.
General charges were increased for the first time in five years.
There were no major repairs required in the year but some ongoing projects continue.
The new charity status is based around the CIO format and is ideal for our operation and has allowed the establishment of a new 99 year lease from Sway WI.
A streaming facility was purchased in the year but requires further development before it can become a useful adjunct to the hall media systems.
Financial Report
The Hall made a loss in 2021 of £5256 from a turnover of £40304 but this simple statement masks some major underlying issues.
The pandemic dramatically impacted hall lettings and other income with virtually complete closure of the hall until July 19[th] .
We were supported by grants of £19969 from central and local government and for this we are most grateful.
To make things more complicated we also experienced some one off costs around the new lease and planning issues which were already in process and will not repeat.
Expenditure of £3731 on streaming equipment as part of the hall upgrading also represented a one off cost unrelated to the trading in the year.
Since July income has recovered steadily and we are pleased to report that the first quarter of 2022 has provided a net profit of £630.
I D Gale Trustee
LOTTERY FUNDED
SWAY VILLAGE Charity Registration Num Accounts for the year 1st January
| INCOME | 2020 | 2021 |
|---|---|---|
| Letting & Hire Income | £11,135.16 | £13,290.93 |
| Donations | £635.00 | £636.37 |
| Cinema Income | £1,223.01 | £1,153.19 |
| Cinema Advertising Income | £230.00 | £0.00 |
| Grants Received | £14,692.00 | £19,968.70 |
| Phone/Broadband | £110.40 | |
| Bank Interest | £3.61 | 1.02 |
Income Totals £28,029.18 £35,050.21
Bank Balances 1st Jan 2021 31st December 2021 Current Account £9,778.86 £4,521.87 Deposit Account £10,012.10 £10,013.12 £19,790.96 £14,534.99
31st December 2021
Net Difference Over Year
HALL
mber 1184234 y - 31st December 2021
| EXPENDITURE | 2020 | 2021 |
|---|---|---|
| Gas & Elecricity | £4,976.41 | £3,621.63 |
| Water | £934.62 | £836.82 |
| Telephone & Broadband | £378.79 | £364.85 |
| Cleaning Services | £5,088.23 | £7,449.39 |
| Administrative Duties | £4,741.46 | £4,810.32 |
| Repairs & Maintenance | £4,947.51 | £4,725.73 |
| Equipment Service | £100.97 | |
| Insurance | £1,420.78 | £1,340.17 |
| Advertising | £0.00 | £325.00 |
| Purchases | £5,815.94 | |
| IT | £628.80 | £1,340.84 |
| Stationery & Printing | £91.84 | £117.90 |
| Professional Fees | £7,157.60 | £10,013.86 |
| Audit Accountancy Fee | £180.00 | |
| Licences | £437.69 | |
| Fundraising Costs | £110.97 | |
| Miscellaenous Expenses | £920.87 | |
| Cinema Capital Costs | £513.44 | 3,731.49 |
| Cinema Running Costs | £102.90 | £384.09 |
| Cinema Film Hire | £941.63 | £626.40 |
| Cinema Advertising Expenses | £130.00 | |
| Expenditure Totals | £39,002.76 | £40,306.18 |
| Net Surplus/Defcit | -£10,973.58 | -£5,255.97 |
-£5,255.97
Independent examiner's report on the accounts
| Section A Independent Examiner’s Report |
Section A Independent Examiner’s Report |
|---|---|
| Report to the trustees/ members of On accounts for the year ended Set out on pages Responsibilities and basis of report |
Charity Name Sway Village Hall 31 December 2021 Charity no (if any) 301965 Pages 1 and 2 (remember to include the page numbers of additional sheets) I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 31/12/2021. As the charity's trustees, 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 I have completed my examination. I confirm that no material matters have examiner's statement come to my attention in connection with the examination (other than that disclosed below *) which gives me cause to believe that in, any material respect:
-
the accounting records were not kept in accordance with section 130 of the Charities Act; or
-
the accounts did not accord with the accounting records; or
-
the accounts did 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.
- Please delete the words in the brackets if they do not apply.
| Signed: Name: Relevant professional qualification(s) or body (if any): Address: |
Darren Warren Date: |
09/06/2022 |
|---|---|---|
| Darren Warren – Paxton Independent Examiners | ||
| FMAAT | ||
| 61a High Street South | ||
| Rushden | ||
| Northants, NN10 ORA |
Section B Disclosure
Only complete if the examiner needs to highlight material matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners).
Give here brief details of any items that the examiner wishes to disclose .
Charity Commission SOFA Details Report
Page 1 of 2
Paxton
Charity no. 301965 Sway Village Hall
| December 2021 | |||||
|---|---|---|---|---|---|
| S01 Donations and legacies Donations received Grants received Sway PC grants Cinema Advertising Income Cinema Capital Costs Cinema Running Costs Cinema Income Cinema Advertising Expense Cinema Film Hire S02 Charitable activities (inc.) S03 Other trading activities Letting/hire income Talk Talk S04 Investments Interest received S05 Separate material item of income S06 Other (inc.) S08 Raising funds Fundraising costs S09 Charitable activities Salaries and wages Administrative Duties Gas Electricity Water Telephone |
Unrestricted 5 18,303 1,666 0 3,731 468 1,153 0 542 25,868 0 13,927 84 14,011 1 1 0 0 0 0 2,806 2,004 1,422 2,200 837 302 |
Restricted 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 |
Endowment 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 |
Year Total 5 18,303 1,666 0 3,731 468 1,153 0 542 25,868 0 13,927 84 14,011 1 1 0 0 0 0 2,806 2,004 1,422 2,200 837 302 |
Last Year |
| 635 14,692 0 230 513 103 1,223 130 941 18,467 0 11,135 110 11,245 4 4 0 0 111 111 0 4,741 1,488 3,489 935 379 |
Paxton Charity Commission SOFA Details Report Page 2 of 2
Charity no. 301965 Sway Village Hall
| December 2021 | |||||
|---|---|---|---|---|---|
| Insurances Janitorial costs Repairs & maintenance Equipment Service Broadband Stationery Printing/photocopying Website IT costs Equipment purchases Sundries Audit & accountancy costs Professional fees S10 Separate material item of expense S11 Other (exp.) S14 Net gains/(losses) on investments S16 Extraordinary items S17 Transfers between funds S18 Gains and losses on revaluation of fixe S19 Other gains/(losses) |
Unrestricted 1,340 7,068 4,930 71 62 38 23 1,041 300 0 57 180 10,014 34,695 0 0 0 0 0 0 0 |
Restricted 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 |
Endowment 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 |
Year Total 1,340 7,068 4,930 71 62 38 23 1,041 300 0 57 180 10,014 34,695 0 0 0 0 0 0 0 |
Last Year |
| 1,421 5,088 4,948 101 0 34 57 0 629 5,816 0 0 7,158 36,284 0 0 0 0 0 0 0 |