## **Westbury-on-Trym Village Hall** ## **Annual Report - 2021/2022** ## **Registered Charity Number** 202781 Report and Accounts 30 June 2022 The report of the Trustees for the year ended 30 June 2022 ## **Introduction** The Trustees present their annual report and accounts for the year ended 30 June 2022 The Board of Trustees are satisfied with the performance of the charity during the year and the position at 30 June 2022 and consider that the charity is in a strong position to continue its activities during the coming year, and that the charity's assets are adequate to fulfill its obligations. ## **Review of progress and achievements** This financial year is the first full year that the hall has been opened since the Coronavirus pandemic and I’m pleased to report that the revenue of the hall has returned back to normal with bookings continuing as before. The hall’s funds are in a financially good position going forward and we have also received a legacy of nearly £15 thousand pounds from Walter Finley who was our regular booking secretary of nearly 30 years standing. The village hall management committee are looking at ways to operate more effectively due to the increase in energy costs and a shortage of volunteers. We are trying to reduce the number of weekend bookings at busy periods by blocking off the occasional Friday or Saturday and also at reducing large events that require bars, as this involves a great deal of volunteer time before, during and after the event. We also now close the hall for two weeks at Christmas together with two weeks in August and bank holidays in order to give the volunteers a break and get essential maintenance done. Due to the fact that our hire charges have stayed the same since Jan 21 and because of the cost of living and large energy prices we have also agreed to increase our hire charges from the 1[st] Oct 22 by the RPI. I would like to thank the committee for their support together with all the many volunteers that have given up so much of their own time over the last year. ## **Detailed reports on various areas of running the Village Hall are in Appendices 1 and 2** ## **Name, registered office and constitution of the charity** The full name of the charity is Westbury-on-Trym Village Hall. The legal registration details are: Date of formation 16 February 1962 The Principal Office is Eastfield Road, Westbury-on-Trym, BS9 4AG Charity Registration Number 202781 The telephone number is 0117 962 3399 1 of 6 ## _**A summary of the objectives of the charity as set out in its governing document.**_ The objective of the Charity is to provide and maintain a village hall for the use of the inhabitants of Westbury-on-Trym and surrounds for recreational and leisure purposes. ## _**Public benefit that is provided by the charity**_ The Management Committee aims to provide first class Hall facilities at an affordable cost to the local community and the charity depends largely on the continuing help of local volunteers. The Hall is available for hire by any individual or organization in accordance with the standard hiring agreement and scale of charges adopted for the year. It is intended that the scale of charges be sufficient together with the associated bar profit to generate enough income to meet all expenditure incurred in providing and improving the Hall and maintain a reserve of accumulated funds which will enable them to properly maintain and operate the Hall. This reserve will also provide resources to meet exceptional costs and/or running expenses should unforeseen circumstances arise to interrupt normal fund raising activities. The Trustees intend that the reserve will be at least £30,000 and will not in normal circumstances exceed £150,000. Improvements are also funded by events arranged by supporters of the Hall, and from income, donations, dividends and interest. ## **Structure, Governance and Management** ## _**Nature of the Governing Document and constitution of the charity**_ The Charity's governing document was signed and sealed on 8th October 1981. It covers the administration of the charity, outlines its charitable objectives, deals with the appointment, procedures and obligations of the committee of management and the conduct of meetings. ## **Financial Review** ## _**Availability and adequacy of assets of each of the funds**_ The Board of Trustees is satisfied that the charity's assets in each fund are available and adequate to fulfill its obligations in respect of each fund. ## _**Transactions and Financial position - this is attached to this report**_ The members of the Board of Trustees of the Charity during the year ended 30 June 2021 were: Jean Calway Henry Deval Hilary Long Graham Plummer Jane Plummer Patrick Thorpe Plus co-opted trustee Christian Strat The Trustees are all members of the charity. 2 of 6 At the Annual General Meeting Jean Calway and Hilary Long retire and are eligible for reappointment. Any new nominations for Trustees - Names to be given at the AGM meeting. The members of the Board of Trustees of the Charity at the date the report and accounts were approved were: Henry Deval Hilary Long Graham Plummer Jane Plummer Patrick Thorpe Plus co-opted trustee Christian Strat Independent Examiner - to be appointed by the Trustees. ## **Statement of Trustees' Responsibilities** Charities registered in England and Wales that are not companies are allowed under section 42(3) of the Charities Act 1993 to prepare receipts and payments accounts provided the charity’s gross income is not over £250,000 for financial years ending on or after 1 April 2009. For financial years ending prior to 1 April 2009, this gross income threshold for receipts and payments accounting was lower at £100,000. Receipts and payments accounts are not expected to show a ‘true and fair view’ of the charity's financial activities and state of affairs as is required with accounts prepared on the accruals basis. Accounting standards, which are primarily concerned with the presentation of a true and fair view, do not apply to receipts and payments accounts. However: • receipts and payments accounts should be prepared in a consistent way from year to year; and • if valuations are provided in the statement of assets and liabilities, they should be relevant, reliable and understandable. The Trustees are responsible for maintaining adequate accounting records which disclose with reasonable accuracy at any time the financial position of the charity and which are sufficient to show and explain the charity's transactions and enable them to ensure that the financial statements comply with regulations made under the Charities Act. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities. The Trustees are also responsible for the contents of the Trustees' report and the responsibility of the independent examiner in relation to the Trustees' report is limited to examining the report and ensuring that, on the face of the report, there are no inconsistencies with the figures disclosed in the financial statements. This report was approved by the Board of Trustees on 5[th] October 2022. _G. F. Plummer_ Chairman 3 of 6 ## **Appendix 1 - Accounts Report -** See separate document ## **Appendix 2 - Committee Reports** ## **1 Booking Secretaries: General/Regular – Henry Deval** Regular bookings resumed in April 2021 following lockdown. New regular hirers include a School-age tutor group and the Bristol Show choir. Two long-standing bookings have been lost – Henleaze Swimming Club and Friday Bridge. Regular bookings include Badminton (4), Bridge, Brownies, Embroidery, Karate, Pilates, SUSWOT, Tai Chi, WOTSOC, Yoga and Zumba. We continue to receive many enquiries from different clubs and associations, requesting regular weekly bookings, which we are unable to accommodate, as we are fully booked in the evenings. Parties 35 Concerts 2 Christening/Naming ceremony 1 Wakes 3 Misc 5 ## **2 Booking Secretary: Weddings – Graham Plummer** I have to say that all the weddings held here at the hall have been very successful and we continue to receive very good feedback and compliments to the Hall from our hired guests. Weddings are not only very popular but provide a substantial source of revenue for the Hall. The maximum number of weddings agreed by the committee are about 12 per calendar year not financial year. This is to ensure that the hall is also made available to hire for other events including community ones and there were 11 weddings held in 2021/22. I also try to keep to only two per month and two in consecutive weeks as they do require a lot of volunteer work which we are struggling for. We only have 6 confirmed bookings so far for 2023. The Hall continues to enjoy a good working relationship with local businesses who regularly provide catering, decorating and music services for the hirers. I am very grateful for the support of all of our bar volunteers, especially those who have covered wedding bars in the daytime in addition to their normal evening bar duties. ## **3 Bar Manager - Graham Plummer** Bar takings and profits remain a good source of income for the hall and this year's actual total bar income was £16,059 (including corkage); this was £15,950 more than last year’s exceptionally low income of £109 due to Covid and the hall being closed. There were a total of 28 bars during the financial year, 11 of which were weddings. I am trying to increase bar volunteers as we currently only have about 10 regular volunteers, hopefully though, I can improve this number over the next year. ## **4 Garden - Mike Chant** As all gardeners will know this has been a particularly difficult year in the garden due to the extremely hot dry summer. This was shown very clearly by the state of the lawns during July and August, but I'm 4 of 6 pleased to say they are now recovering following the recent rain we've had. The year started well and our spring display of daffodils and tulips in the front borders was excellent and was the subject of many appreciative comments. When the daffodils and tulips died down they were dug up and replaced with the usual selection of summer bedding plants. They rooted well and provided an initial colourful display. However, as the summer progressed and the ground became drier and drier they began to struggle and very soon began to die back significantly. We attempted to keep them going with regular watering, and I would like to express my thanks to Jane who I know watered them whenever she came to the Hall and had time to get the watering can out. As a result, we managed to maintain a reasonably colourful display in those front borders throughout the summer, although possibly not up to our usual standard. The borders along the side of the Hall and along the side lawn are planted with well-established small trees, shrubs and perennial plants and even through the long hot dry spell they provided a selection of interesting colours and forms. We continue to maintain the larger trees and hedges in and around the Hall gardens too by employing the use of a tree surgeon to ensure that they do not grow out of control. Many of you will have noticed a significant change to one of the Hall boundaries. The hedge that ran down the side of the Hall between ourselves and the adjoining neighbour has gone and has been replaced with a wooden fence, which was paid for by our adjoining neighbour. We had to employ someone to dig out and remove the remaining roots and employ an asphalt contractor to resurface and make good the strip of land between the original path and the fence as this was in a dangerous condition. I would like to finish by saying that the Hall gardens are looked after and maintained for the benefit of the community of Westbury-on-Trym. ## **5 Buildings and Maintenance – Patrick Thorpe** In the last year we have carried out general maintenance such as replacing damaged and broken hand dryers in the toilets and replacing damaged toilet seats. We have installed a grease trap on the kitchen drainage to prevent the reoccurring fat blockages. We have also installed a vent pipe to high level in the courtyard behind the kitchen with an access to allow for the drains to be cleaned. All the inside notice boards have either been refurbished or replaced with new to be in more keeping with the building. Life Safety Systems, fire detection and extinguisher provision has been maintained in line with all legal requirements. Several of the fire extinguishers have been replaced due to age and we have increased the number of extinguishers on the first floor. Over the past year we, as everyone else, have been subject to large increases in energy costs. The Trustees are monitoring the situation closely and are in the early stages of a review of current and future energy needs. As an environmentally aware committee we are looking at all aspects of energy use at the hall. The review will look into green energy provision, insulation to reduce energy loss and new energy efficient lighting and heating equipment. As you will have seen, we have a scaffold access to the chimney with the buddleia growing out the top. As we are a grade 2 listed building we have had to apply for a Certificate of Lawfulness from the Conservation Officer at Bristol City Council to give approval for the works. We are currently awaiting a response/approval which could take some weeks to obtain. Without this approval the hall Trustees would be liable in law, which is something we are not prepared to be. 5 of 6 ## **6 Events – Graham Plummer** We held a successful Latino evening event in December last year and our annual January quiz event was cancelled due to covid. ## **7 Village Show – Carole Thorpe** ## Oral report to be given by Carole, as Chairman of the Village Show. We are very grateful for the continued generous support of the Village Show and would like to thank Carole and all the village show committee together with all the volunteers involved in making this such a great event year after year. 6 of 6 Westbury-on-Trym Village Hall Audited Accounts 30 June 2022 Charity Number: 202781 ## **Westbury-on-Trym Village Hall Contents** ||**Page**| |---|---| |Income and expenditure account|1| |Balance sheet|2| |Notes to the accounts|3 - 5| |Independent examiners report|6| ## **Westbury-on-Trym Village Hall Income and Expenditure Account for the year ended 30 June 2022** |**Income**
Cost of income
**Gross income**
**Other business income**
**Expenses**
Premises expenses
Repairs and renewals of property and equipment
Telephone, stationery and other office costs
Accountancy, legal and other professional fees
Depreciation and loss/(profit) on sale
Other business expenses
**Surplus**|**2022**
**£**
57,308
8,638
48,670
1,690
14,116
6,497
1,566
3,192
5,462
896
31,729
18,631|**2021**
**£**
22,873
442
22,431
2,140
5,708
18,051
1,606
2,704
(5,663)
1,424
23,830
741| |---|---|---| 1 ## **Westbury-on-Trym Village Hall Balance Sheet as at 30 June 2022** |**Notes**
**Fixed assets**
Equipment and machinery
3
Other fixed assets
4
**Current assets**
Bar stock
COIF balance
Bank balances
Cash in hand
Other current assets and prepayments
**Current liabilities**
Other liabilities and accruals
**Net current assets**
**Net assets**
**Funds of the charity**
Balance at start of period
Net surplus|1,761
78,914
20,654
470
2,898
104,697
10,403|**2022**
**£**
5,383
70,066
75,449
94,294
169,743
151,112
18,631
169,743|1,548
78,769
19,555
470
-
100,342
-|**2021**
**£**
1,809
48,961
50,770
100,342
151,112
150,371
741
151,112| |---|---|---|---|---| Graham Plummer ( Chairman ) ## Dated 2 **Westbury-on-Trym Village Hall Notes to the Accounts for the year ended 30 June 2022** ## **1 Accounting basis** The trustees present the annual report together with the financial statements of the charity for the year ended 30 June 2022. ## **2 Income and expenditure account analysis** |**Income**
Public hire of hall
Bar income
Corkage
Village show
Event income
Grants (Covid -19)
Miscellaneous
Donations
**Cost of income**
Bar supplies
Event expenses
**Other business income**
Interest receivable
COIF dividends
**Premises expenses**
Rates and water
Gas and electric
Waste
Cleaning
Security
**Repairs and renewals of property and equipment**
Repairs and maintenance
**Telephone, stationery and other office costs**
Telephone and internet
Printing, postage and stationery
Equipment expensed
**Accountancy, legal and other professional fees**
Accountants fees
Insurance|**2022**
**£**
25,059
12,869
2,450
700
1,060
-
441
14,729
57,308
7,781
857
8,638
147
1,543
1,690
598
5,704
1,397
5,512
905
14,116
6,497
485
174
907
1,566
600
2,592
3,192|**2021**
**£**
3,535
410
161
-
-
18,717
-
50
22,873
442
-
442
6
2,134
2,140
(137)
1,640
700
2,425
1,080
5,708
18,051
129
64
1,413
1,606
-
2,704
2,704| |---|---|---| 3 ## **Westbury-on-Trym Village Hall Notes to the Accounts for the year ended 30 June 2022** |**Depreciation and loss/(profit) on sale**
Depreciation
(Surplus)/deficit on COIF values
Surplus/deficit on disposal of fixed assets
**Other business expenses**
Flower fund
Licence fees
Sundry expenses|1,528
3,895
39
5,462
300
180
416
896|607
(6,270)
-
(5,663)
-
180
1,244
1,424| |---|---|---| 4 ## **Westbury-on-Trym Village Hall Notes to the Accounts for the year ended 30 June 2022** ## **3 Equipment and machinery** |**Cost**
At 1 July 2021
Additions
Disposals
At 30 June 2022
**Depreciation**
At 1 July 2021
Charge for the year
On disposals
At 30 June 2022
**Net book value**
At 30 June 2022
At 30 June 2021
**4**
**Other fixed assets**
Investments|**2022**
**£**
70,066|**Equipment**
**£**
69,653
5,141
(2,213)
72,581
67,844
1,528
(2,174)
67,198
5,383
1,809
**2021**
**£**
48,961| |---|---|---| 5 CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trustegsl memb&rs of Ch*rji. J-.-.- JLSI 6(JlLI_od -TQ7rf VI LQAOL 14AL On accounts for the year endod 30 l¢JaL lolL Charity no (if any) 2oll81 Set out on pages I report to the trustees on my examination of the accounts of the above charity (Yhe Trust.) for the year ended Rgsponslbilitios and As the charity trustees of the Trust, you are responsible for the preparation basls of report of the accounts in accordance with the requirements of the Charities Act 2011 (°the Acl.). I report in respect of my examination of th8 Trust's accounts carried out under section 145 of the 2011 Act and in carying out my examination, I hav8 followed the applicable Directions given by the Charity Commission under section 14515)(bl of the Act. I have completed my examination. I confimi that no material matters have come to my attention (other than that disclosed below ') in connection with the examination which gives me cause to believe that in, any material respect: accounting records were not kept in accordance with section 130 of the Act or the accounts do not accord with the accounting records Independent examln•r's statement I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached. Please delete thé words in the brackets if thay do not apply. Signed: Dale: l? 2>lL Name: PAU￿ 4 Relevant professional qualrficatlon(s) or body (if any): PM4&r Address: asq IER October 2018 Westbury-on-Trym Village Hall Audited Accounts 30 June 2022 Charity Number: 202781 ## **Westbury-on-Trym Village Hall Contents** ||**Page**| |---|---| |Income and expenditure account|1| |Balance sheet|2| |Notes to the accounts|3 - 5| |Independent examiners report|6| ## **Westbury-on-Trym Village Hall Income and Expenditure Account for the year ended 30 June 2022** |**Income**
Cost of income
**Gross income**
**Other business income**
**Expenses**
Premises expenses
Repairs and renewals of property and equipment
Telephone, stationery and other office costs
Accountancy, legal and other professional fees
Depreciation and loss/(profit) on sale
Other business expenses
**Surplus**|**2022**
**£**
57,308
8,638
48,670
1,690
14,116
6,497
1,566
3,192
5,462
896
31,729
18,631|**2021**
**£**
22,873
442
22,431
2,140
5,708
18,051
1,606
2,704
(5,663)
1,424
23,830
741| |---|---|---| 1 ## **Westbury-on-Trym Village Hall Balance Sheet as at 30 June 2022** |**Notes**
**Fixed assets**
Equipment and machinery
3
Other fixed assets
4
**Current assets**
Bar stock
COIF balance
Bank balances
Cash in hand
Other current assets and prepayments
**Current liabilities**
Other liabilities and accruals
**Net current assets**
**Net assets**
**Funds of the charity**
Balance at start of period
Net surplus|1,761
78,914
20,654
470
2,898
104,697
10,403|**2022**
**£**
5,383
70,066
75,449
94,294
169,743
151,112
18,631
169,743|1,548
78,769
19,555
470
-
100,342
-|**2021**
**£**
1,809
48,961
50,770
100,342
151,112
150,371
741
151,112| |---|---|---|---|---| Graham Plummer ( Chairman ) ## Dated 2 **Westbury-on-Trym Village Hall Notes to the Accounts for the year ended 30 June 2022** ## **1 Accounting basis** The trustees present the annual report together with the financial statements of the charity for the year ended 30 June 2022. ## **2 Income and expenditure account analysis** |**Income**
Public hire of hall
Bar income
Corkage
Village show
Event income
Grants (Covid -19)
Miscellaneous
Donations
**Cost of income**
Bar supplies
Event expenses
**Other business income**
Interest receivable
COIF dividends
**Premises expenses**
Rates and water
Gas and electric
Waste
Cleaning
Security
**Repairs and renewals of property and equipment**
Repairs and maintenance
**Telephone, stationery and other office costs**
Telephone and internet
Printing, postage and stationery
Equipment expensed
**Accountancy, legal and other professional fees**
Accountants fees
Insurance|**2022**
**£**
25,059
12,869
2,450
700
1,060
-
441
14,729
57,308
7,781
857
8,638
147
1,543
1,690
598
5,704
1,397
5,512
905
14,116
6,497
485
174
907
1,566
600
2,592
3,192|**2021**
**£**
3,535
410
161
-
-
18,717
-
50
22,873
442
-
442
6
2,134
2,140
(137)
1,640
700
2,425
1,080
5,708
18,051
129
64
1,413
1,606
-
2,704
2,704| |---|---|---| 3 ## **Westbury-on-Trym Village Hall Notes to the Accounts for the year ended 30 June 2022** |**Depreciation and loss/(profit) on sale**
Depreciation
(Surplus)/deficit on COIF values
Surplus/deficit on disposal of fixed assets
**Other business expenses**
Flower fund
Licence fees
Sundry expenses|1,528
3,895
39
5,462
300
180
416
896|607
(6,270)
-
(5,663)
-
180
1,244
1,424| |---|---|---| 4 ## **Westbury-on-Trym Village Hall Notes to the Accounts for the year ended 30 June 2022** ## **3 Equipment and machinery** |**Cost**
At 1 July 2021
Additions
Disposals
At 30 June 2022
**Depreciation**
At 1 July 2021
Charge for the year
On disposals
At 30 June 2022
**Net book value**
At 30 June 2022
At 30 June 2021
**4**
**Other fixed assets**
Investments|**2022**
**£**
70,066|**Equipment**
**£**
69,653
5,141
(2,213)
72,581
67,844
1,528
(2,174)
67,198
5,383
1,809
**2021**
**£**
48,961| |---|---|---| 5 CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trustegsl memb&rs of Ch*rji. J-.-.- JLSI 6(JlLI_od -TQ7rf VI LQAOL 14AL On accounts for the year endod 30 l¢JaL lolL Charity no (if any) 2oll81 Set out on pages I report to the trustees on my examination of the accounts of the above charity (Yhe Trust.) for the year ended Rgsponslbilitios and As the charity trustees of the Trust, you are responsible for the preparation basls of report of the accounts in accordance with the requirements of the Charities Act 2011 (°the Acl.). I report in respect of my examination of th8 Trust's accounts carried out under section 145 of the 2011 Act and in carying out my examination, I hav8 followed the applicable Directions given by the Charity Commission under section 14515)(bl of the Act. I have completed my examination. I confimi that no material matters have come to my attention (other than that disclosed below ') in connection with the examination which gives me cause to believe that in, any material respect: accounting records were not kept in accordance with section 130 of the Act or the accounts do not accord with the accounting records Independent examln•r's statement I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached. Please delete thé words in the brackets if thay do not apply. Signed: Dale: l? 2>lL Name: PAU￿ 4 Relevant professional qualrficatlon(s) or body (if any): PM4&r Address: asq IER October 2018