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2021-03-31-accounts

Wood reen Villa e Hall Chari number 1189784 Minutesof theAGM heldon Au 4" 2021 Attendees- committee Chair Catherine Haworth Secretary Mhairi Bene5t Bookingsecretary Jane Perry Treasurer Josie Pollard Maintenance Wayne Eagles Committee Claudia Carroll Eunice Anton Attendees hall users Angelasummer, Woodgreenwl Antta Ambrose-Hunt,WoodgreenWI Sue Harris, Woodgreenwl & HWHS Jenny Hart, Woodgreen Village Trust John Clarke, Woodgreen Parish Council Lance Benest, Woodgreen Parish council Christina Folliard, Yoga Sarah Waters, Craft David Naish, Woodgreen Cricketclub

Welcome b the Chair Thank you all for coming to this much-delayed meeti ng, set up by the Woodgreen Vi Ilage Hall Management Committee, to descri be and discuss our care for our Grade 21 isted building and its use by local people, various regular groups and many others, subject to anv current restrictions. ree revious AGM minutes The minutes of the previous AGM had been circulated and agreed as correct. Proposed- John Clarke Seconded.. Jenny Hart Chair's Re ort During the past 18 months we have been, with expert advice, caref ully fol lowing the constantly changing restrictions and recommendations whi le keeping the Hall available as much as possible. As a CIO under our updated constitution, we have complied with these conditions. The Committee members have unfortunately had to cancel many bookings but a re delighted that many have been re-arranged and we look forward to re-establishing the usua I pattern of weddi ng receptions and parties, some with campi ng i n the field behind the Hall, as well as a wide variety of weekly events. Wayne Eagles hastaken over the maintenance responsibi lities from Ti m Ca nt, for whose work we are very grateful. Secretar 'sre ort As reported atthe AGM in 2019 the Hall committee was workingwith Bill Templeton on the new constitution and this was agreed at the Village Hall AGM in 2019. This documentformed the basis of a new Woodgreen Village Hall charity and the Hall finalty became a Charitable Incorporated Organisation ICIOI in Ju ne 2020 Icharities number 11897841. The committee had a thange of personnel in Augustlseptember 2019 afterjulia & Bob Wilkie resigned at that yearfs AGM, Margaret Windell stood down at bookings secretary in September2019 and Tim Cant as maintenance managerin summer 2020. The current committee would like to extend avote of thanks to all the previous committee membersfortheirdedication and hard work overthe years. As Woodgreen Village Hall is now a CIO we should have trustees f rom our main usergrou ps. We have invited each of those groups to appoint a representative to serve as a trustee alongside the elerted trustees (the hall committee who deal with the day to day runningof the halll and ensure that the hall meets its Stated purpose. We hope that some of these groups are able to provide trLJStee representation now and in the future. 2020 was a challenging yearfor the Hall las with all leisure facilities) and I think we spent longer refunding depositsthan takingtheml There were no wedding receptions orother large events and only a few months of regular activities. We were howeverable to take advantage of the government support scheme administered by NFDC and received several grants overthe various lockdowns. Classes were finally able to restart in May 2021, albeit with restrictions, and our wedding bookings are nowthankfully able to go ahead.

We also had to comply with an ever-changing raft of COVID rules & regulations, some of which you will still see in place today. We had to install hand sanitisers at the entrance, in the kitchen, at entrances to the toilets lincluding disabled toilet), in the committee room & at the exitto the external patio. Many of these changes will remain in pla￿ for the foreseeable f uture. As noted atthe AGM in 2019 since the pre-school had f inished the Horticultural Society agreed to take overmaintenance of the small garden. The committee expresses its thanks to the Society as the garden 15 looking beautiful, it's a lovely peaceful place to sit and many hal l users have also admired The hall now has a smart newwebsite Ithanks to Steve Morris &Jane Perryl with links to the new CIO constitution, the Parish council & shop websites amongstotherthings. Sadly, we have concluded thatthe play equipment is past its usefulnessforthe hall & village. It was repaired in 2019 at a c05t of £IOOO and is now needing more attention. It must be ROSPA-inspected annually and insured which is not a trivial cost - as the village no longer has a play group nor any small children, we feel it is time to replace it with something more appropriate. We are looking for suggestions forsomething in its place. Petanque was one suggestion, thiswould be low maintenance, otherssuggestions welcome. U pcomingevents- the committee has organised a coffee morning/book swap on Wed Il" Augand a Bingo evening on Fri IO, September- each chair should have a f lyer. Posters will be displayed on the notice board and posted on Nextdoor. Bookin Secretar sRe ort Took oversept 30, 2019, familiarised self with process, made it more electronic with use of email/increased use of online calendar and mail box including records management and creation of standardised documentation. With help of Steve Morris recreated new and better improved website. Thank you. Created INFO pack with photos and details of hall faciltties. useful contacts, photographs and 360 Arranged forf loor to be rejuvenated, jet washed patio and front path, painted on windows ISORRYI and sanded table outside, managed cleaning duties especially around COVID measures so BIG thank you to Kevin Perry Iresignedl and now Heidi. Daily Artivities. Lots of viewings and enquiries (via home telephone usually lor 2 per week oremail typically 2(>30 emails perweek but many due to COVI D cancellations), hall and field checks after events. Numbers Highest regular hall userin monetaryvalue has been Ch ristina, YOGA Each 2021 wedding Fri noon to Sun noon bringing in £8C(J each. Private parties and weddings 2019 12020 9 actual but COVID cancellations galore !

2021 27 2022 25 2023 2sofar Regular/weeklyclasses; Monday Craft Group / YOGA12 classes) Tuesday YOGA/ Puppy training12 classes) Wednesday Womens Institute Imonthtyl Thursdav Pilates and Aerobics Friday / Saturday/Sundaytendsto be private parties and weddings 2021 Ad hoc / annual Royal British Legion, Charity Train exhibition over2 days lannual event Sarah Water Textiles Horticultural Society Cricket Club Fete (bank holiday back upl Woodgreen Communityshop NEWin 2021 Wayne's Bingo Bookswap and Coffee Morning Art Expo October 2021 An exhibition where someone may make some pots, maybe a quilt, maybe a video on a tv monitor and have a bookwe are workingon display too. Contemporary artists contrasting contemporary works with the murals for effect. Salisbury Baroque Orchestra- A small orchestra Ic12-15 players) looking at potential rehearsal and concertvenuesforpost COVI D. British Deersociety IBurgatel Training course5 Working on Zumba and Clubbercise class if we can find suitable regular dates and times Treasurer's Re ort New Forest Distrirt Council Covid Grants Since the grants of £20,636 were paid to us during 2020-21, we have received a f urthergrant of £8,(KK) thi5 April. Atotal of £28,636. This has meant that we have not had to dig into our reserves to cover ongoing and regular expenses which still had to be paid even though the hall has been shut on and off for several months. Hall Rentals and Other Payments Recelved Without the G rants, our income from all Sour￿5, Was only £3,402, compared to £15,165 the previous years.

Only one Wedding, out of all the ones that were booked, was actually allowed to go ahead. That brought in a revenue of £875. This compares to £5,848 for weddings and otherspecial events durir 201920. Over £9(M) was ref unded in returned Deposits held, and cancelled eventsthat had been pre-paid. Our regular hall rentals were only £944 this year compared to £5,722 the previousyear. Early in 2020, the Committee unanimously agreed that all hall rental rates should be increased to ref lectthe increase in our running costs. This was to become effectivefrom 6th April 2020. We also agreed to review and increase the rates on an annual basis, taking account of inflation rates. However, earlierthis year, 2021, we also agreed notto increase the rates for our regular hirers for this currenttax year12021-20221 because of the disruption to their own income due tothe prolonged closure of the hall. Expenses Our normal regular expenses did reduce slightly, mainw due to our Cleaner, Kevin Perry, doingonly what was necessary and Keith Ponting, our regular gardener, not charging us fora couple of the grass cuts he did. Our biggest expenditure wasforthe re-sanding and renovation of the hall floors in August at a cost of £3,580. We made the decision to do this using part of the G rant monies we had received. Newcharitable Status and Bank Account Since becoming Incorporated lastjune 2020, it has been a requirement to close our existing Lloyds current account and to open a new one. This has been verychallengingand, as yet not finalised, but progress is being made. NewDepositAccount We currently now have over£34,¢))) sitting in our current account not earning interest. The intention is to open a Deposit Account, probably with Lloyds, to sit alongside the current account, with a balance sweepingfacility between the two. We agreed that it needs to be instant ac￿$5, or very short notice period, as we are researching the cost of replacement windows andlor upgrading and modernisingthe heating system. Nationwide Buildingsociety There has not been any artivity in this account since December2019. The account has not been made up to show how much interest was earned as at the end of March 2020 or 2021. There are also some small charitable donations to be transferred in, E128 to date f rom Petty Cash, whi ch I plan to do in the near future. We have had some f urther donations since March this year. There is £174 in Petty Cash at the moment, August2021. Questions from the floor AO8 Pa rking wa5 discussed as we are all aware the vi Ilage ha5 ongoi ng parki ng chal lenges due to the success of the pub & the hall. We propose to trial using part of the f ield at the back of the hall, mainly for event parking, thus freeing up the frontlside of the hall for general village parking. The parish counci I will need to di scuss this with Jack & the hall committee will need to contact our hirers before we can begi n a trial. We a re able to trial this for 28 days to see if it works, thereafter change of use will need to be applied for.

Election of trustees committee members Al l of the current com mittee members/trustees stood for re-election and were duly re- elected. Proposed= Sue Harris Seconded.. Anita Ambrose-Hunt. Sue Harris has agreed to be a trustee representing HWHS & Woodgreen Wl. Chair closin remarks Thank you for coming to and contributing to this meeting. We have already organised some new events and are a Iways grateful for suggestions. CH also thanked the committee for their hard work over the past year. As there was no more business the meeting closed at 8..10pm. Psot-AGM note from December 2021 We have lost two trustees since the AGM- Jane Perry resigned in September with immediate effect and sadly Catherine Haworth passed away in late September. We are attempti ng to recruit new trustees but have failed so far.

WOODGREEN VILLAGE HAACCOUNTS 5 JUNE 2020 MARCH 2021 Charity No. 1189784

06/20 07/20 08/20 09/20 10/20 11/20 12/20
PAYMENTS IN- Lloyds Bank Account
New Forest DC Business Grants (Covid) 1334.00
Regular Hall Rentals
Woodgreen Community Shop
Yoga Gwen Taylor 24.00 70.00
Pilates - Helen Jackson
Steam Engine Rally Charlie Warne
NFDC Council Elections
Fordingbridge WI
Sarah Waters Textiles
Parish Council
Pilates - Sophie Sharpe 48.00 36.00
Woodgreen WI
Hale & Woodgreen Horticultural
Woodgreen Cricket Club
Yoga Christina Folliard
Crafts
Woodgreen Village Trust 50.00
Royal British Legion
Sub-Total 0.00 0.00 72.00 0.00 36.00 0.00 120.00
Special Event Hall Rentals
Weddings
Alice Winney(Wilson)(25/06/2022) 875.00
Sub-Total 0.00 0.00 0.00 0.00 0.00 875.00 0.00
Other Special Events
Alicia Pawson(Charity)
Zines/Pitcher -175.00
Ingram British Deer Society (23/3/21)
Sub-total Other Special Events 0.00 0.00 0.00 0.00 -175.00 0.00 0.00
Deposits (Booking & Damage)
AJ & Mrs Lewis
John&Linda Clarke (27/6/20)
Sylvie Halsey(4/7/20)
Alicia Pawson(27/3/20)
Rebecca Warrillow & Perryman (14/7/22) 100.00
Ashley Ramsden /Browne -100.00
Morgan&Holland/Macedo(26/9/21) 100.00
Jane Perry(12/20) 100.00 -35.00
K. Grifths(9/22) 100.00
Zines/Pitcher -100.00
Anastasia DelaHaye(21/5/22) 100.00
Bolt -100.00
Emma Bennett Henley(28/8/21) 100.00
Emily Lewis (30/07/22)
Roxanne Johns (03/09/22)
Burgess-Kennard (18/12/2021)
Pugh (29/05/21)
Katie Hammonds & P Scott (30/4/22)
K J Jarvis
Sub-total NET Deposits 0.00 100.00 -100.00 200.00 100.00 0.00 -35.00

Parish Council Grazing

Transfers

Sub-total Transfers In

Sale of Cards/Postcards

MONEY OUT - Lloyds Bank Account

Cleaner/Maintenance - Kevin Perry 30.00 100.00 100.00 100.00 80.00 60.00 80.00
Sub-total Cleaner 30.00 100.00 100.00 100.00 80.00 60.00 80.00
Covid Compliance(Sanitizers) 419.70
Maintenance, Materials - Kevin Perry
Maintenance, Materials - Tim Cant
Maintenance- Extra chairs- Jane Perry 170.00
Weightwash 70.20
Premier Disposables
NFDC Trade Waste Sacks
Proton Southern-Dishwasher repair
Website LCN (Perry) 17.94 21.54
Salisbury Wood Flooring 1789.00 1791.00
High Spec Window Cleaning 20.00 28.00
Plumber - Nick Chandler
Harrison Electricals
Whites - Electrician
Gardening - Keith Ponting 90.00
Gardening - Colin Fryer
Hedge Cutting David
Sub-total Maintenace 0.00 2228.70 90.00 28.00 2031.20 17.94 21.54
ROSPA Climbing Frame 82.20
Sub-total Climbing Frame 82.20
Advertising/Promotions
Insurance - Allied Westminster B&C 1127.01
Sub-total Insurance

Pennon Water Services 8.00 8.00 8.00 8.00 8.00 8.00 8.00 SSE Electric 224.00 224.00 224.00 224.00 224.00 224.00 2888.95 Chubb Fire & Security

01/21 02/21 03/21
Lloyds Opening Bala
7206.57 2096.00 Total NFDC Grants £10,636.57
108.00 Total WCSA 108
36.00 Total Gwen Taylor 130
240.00 Total Helen Jackson 240
Total Steam Rally 0
Total NFDC 0
Total F'bridge WI 0
54.00 Total Sarah Waters 54
Total Parish Council 0
Total Sophie Sharpe 84
Total W'green WI 0
Total Horticultural 0
Total Cricket Club 0
140.00 Total C Folliard 140
Total Crafts 0
50
Total British Legion 0
0.00 36.00 542.00 Total Regular Hall Rentals £806.00
0.00 0.00 0.00 Total Wedding Rentals £875.00

0.00

310.00 0.00 310.00 Total Other Special Events £135.00 TOTAL HALL RENTALS

£1,816.00

100.00 100.00 100.00 100.00 100.00 -100.00 200.00 200.00 0.00 Total NET Deposits £665.00 160.00 Total Grazing £160.00 Total Transfers In £0.00

Total Sales

£0.00

TOTAL MONEY-IN LLO

40.00 50.00
40.00 50.00 Total Cleaner £640.00
Total Covid
£ 419.70
Total Kevin £0.00
Total Tim £0.00
Total Margaret £170.00
70.20 Total Weightwash £140.40
Total Premier £0.00
Total Trade Sacks £0.00
Total Proton £0.00
20.34
Total High Spec £48.00
Total Nick £0.00
Total Electricians £0.00
Total Gardening £90.00
70.20 20.34 0.00 Total Maintenance £4,507.92
less garden 90.00
Total Climbing Frame £82.20
Total Advertising/Pro £0.00 sundries
Total Insurance £1,127.01

8.00 8.00 8.00 Total Water £80.00 -3102.92 200.00 200.00 Total SSE Electric £1,530.03 Total Chubb £0.00 (Maaintenance)

TOTAL MONEY OUT LLOYDS

LLOYDS CLOSING BA

(Closing Balance Shown

YD £1 277.

£7,967.16

LANCE

£24,180.23

n on Statement £24,180.23)

WOODGREEN VILLAGE ACCOUNTS JUNE 5 2020 MARCH 2021

06/20 07/20 08/20 09/20 10/20 11/20 12/20 MONEY IN - PETTY CASH Regular Hall Rentals Aerobics Debbie Green £48.00 £48.00 £12.00 Craft Club Special Event Rentals Child Party Webber Cream Tea Rental Macmillan Rental - Margaret & Julia Loan of Tables Hire of Field - Jason Sale of Mural Cards WCSA Mural Notelets Packs x 10 WCSA Mural Postcards Packs x 10 Card Sales Cream Teas) Charity Events & Donationa Heritage Weekend Cakes Heritage Weekend Donations Wayne Salsa Charity Donation Charity - Donation Box £3.20 Charity Donation £20.00 Charity Donation - Jason Charity Donation - 3rd Age/Viewing

Electric - Supplementary

Meter Boxes Cooker & Electric
Meter Box Cooker
Meter Box Heat £3.00 £11.00
MONEY OUT - PETTY CASH
Grass Cutting Keith Ponting
High Spec Window Cleaning
Maintenance Materials £16.24 £26.00
Sandbags £33.48
Sundries & Admin Costs
Stationery
Mobile Phone Bill Margaret
Sundries £15.98
Filing Cabinet Keys
Postage
Woodgreen Shop Account Sundries £67.73 £13.67
LCN Websites
Thank you Gifts £51.50
Transfers Out
Transfer to Lloyds
Transfer to Nationwide

01/21 02/21 03/21

Starting Balance £197.41 Totals for 2020/2021 Aerobics £108.00 Crafts £0.00 Special Eve £0.00

Sale of Car £0.00 Charity Events/Donations £23.20

Electricity £14.00

Money In

£145.20

Maintenan £42.24 Sandbags £33.48 Sundries/Admin £192.58

£15.70

£28.00

Transfers Out

Money Out £268.30

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Carry Fwd
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£74.31

NATIONWIDE BUILDING SOCIETY June 2020 - March 2021

Money In 06/20 07/20 08/20 09/20 10/20 11/20 12/20 01/21

Charity Donations

Interest Earned

Transfers In from Petty Cash Money Out Transfers Out to Lloyds

By Cheque

Monthly Totals £0.00 £0.00 £0.00 Accounting Note : Passbook was not made-up during March/April 2019 nor to 2020 due to COVID. Therefore, Interest ear

Opening Balance £8,756.36 02/21 03/21

Total In 0 Total Out 0 Total £0.00 rned is not up-to-date Closing Balance £8,756.36 Balance Shown £8,756.36

CCLA COIF CHARITIES FIXED INTEREST FUND - INCOME UNITS

At 31/3/20
Total Number of Units Held:**
### Value ### Bid Value
COIF CHARITIES DEPOSIT FUND
06/20 07/20 08/20 09/20 10/20 11/20
Interest Retained £0.23 £0.21 £0.13 £0.05 £0.02 £0.02
Income Paid from Units Held £185.00 £185.00
Income Sub-totals £0.23 £0.21 £185.13 £0.05 £0.02 £185.02
Transfers out to Lloyds
Transfers Out Sub-totals £0.00
At 31/3/21
Total Number of Units Held:
### Value ### Bid Value
NB Units are shown as at 31/3/20 as units at 5/6/20 not readily available

###

Opening Balance £1,149.01
12/20 01/21 02/21 03/21
£0.02 £0.02 £0.01 £0.02 Total Interest Retained £0.73
£185.00 Total Income Paid £555.00
£0.02 £0.02 £185.01 £0.02 Total In 555.73
Total Transfers Out £0.00
Closing Balance **Mar 31, 21 ** £1,704.74
Closing Balance Shown £1,890.46

###

WOODGREEN VILLAGE HALL

Statement of Assets and Liabilities as at 31st March 2021

____________
Liquid Funds
Current Account
COIF Charities Deposit Account
Building Society Deposit Account
Petty Cash
Other Monetary Assets
COIF Fixed Interest Funds
Liabilities
Deposits To Be Refunded
Net Reserves
_____
2021
£
£
24180
1890
8756
74
£ 34,900
22397
£ 22,397
-1,100
£ 56,197
_______
2020
£
9575
1149.01
8756
185
£19,665
22717
£22,717
-£2,115
£40,267
______
2019
£
6841
3055
9869
50
£19,815
22630
£22,630
-£1,350
£41,095
2018
£
5379
4243
10970
90
£20,682
22767
£22,767
-£700
£42,749
2017
3377
3493
11306
£18,176
23310
£23,310
-£300
£41,186

NB Statement of Assets for all previous years are for Woodgreen Village Hall under Charity Registration

2016

£

4215 2562 10001 £16,778

22513 £22,513 £0 £39,291 n No. 203980

WOODGREEN VILLAGE HALL

WOODGREEN VILLAGE HALL
Receipts and Payments Transactions for the Period 5/6/20
Receipts
NFDC Covid Grants
Hall Rentals & Licence Fee
Net Deposits
Deposits Received
Donations & Fund Raising
Donations & Fund Raising & Transfers
Sale of Postcards, Notelets
Investment Income
Interest Received
Electricity Meters
Sundries & Contributions to Electricity
Grazing
Damage Deposits Retained
Adjustment
Total Receipts
Payments
Electricity
Water
NFDC Rates
Insurance
Cleaner
Garden Maintenance
Wages & Grass Cutting
Repairs & Maintenance
Sundries
Renewals & Sundries
Postcard, Notelets Printing
Printing & Stationary
Other Expenditure & Transfers
Deposits Refunded
Total Payments
TOTAL RECEIPTS LESS PAYMENTS
to March 2021
2021
2020
10,637
0
1,924
12,370
665
765
-
-
23
689
0
0
263
555
740
1
15
14
134
-
-
160
249
0
0
0
-60
13,979
£15,165
1530
2,688
80
140
0
0
1127
1,299
640
2,660
90
595
-
-
4417
6,876
193
589
-
-
0
0
-
-
-
£ 8,077
£14,847
£ 5,902
£317
2019
0
10,305
1,550
404
258
740
38
118
0
50
£13,463
2,688
165
0
973
3,386
5,257
509
273
182
900
£14,333
-£870
2018
0
10,819
1,500
633
251
740
15
123
0
10
£14,091
2,688
179
0
844
3,167
3,335
134
0
137
1,100
£11,584
£2,507
2017
0
10,596
300
1,284
326
920
33
753
250
£14,462
2,688
120
0
799
3,214
5,775
383
0
82
0
0
£13,061
£1,401
2016
0
9,980
7,370
415
693
255
1,243
250
£20,206
2,688
148
0
821
3,066
7,853
399
486
0
0
£15,461

£
£4,745

NB 2021 is for a 10 month period June 20 to March 21. The previous years shown are for Woodgreen Village Hall under Charity No. 203980