## SUTTON-AT-HONE VILLAGE HALL Charity Report for 2021 The Chairman outlined the outstanding contribution made to the Village Hall by Doreen Coleman as a fund raiser for the re-building and as a committee member for so many years. She also met with ACRK to draft the new charity scheme for the Hall. The arrangements for Covid 19 measures were discussed briefly including those which are now are continuing to be observed in line with risk assessments of the Hall. The return of casual lettings for children's parties was discussed. It was considered that there were difficulties in ensuring maximum numbers and in obtaining full contact details for these events. Trustees decided not to accept bookings for these events for the present. Table Tennis club has now returned on Wednesday and Thursday evenings for inter-club fixtures. These are in addition to Friday practice sessions. The Monday dance class is using the Hall on Saturday mornings at present. Badminton has now returned on Monday evenings. Columbine China club has returned to use the Hall two Thursday afternoons each month. The Annual balance sheet was distributed before the meeting. Treasurer explained the expenditure for the year 2020 and drew attention to the fall in income. A very helpful grant from Kent CC via the combined members scheme for completion of the kitchen works was explained. Bundles of monthly balance sheets for 2021 were circulated. The accounts showed a payment for a new floor cleaning machine via Crystal Cleaning. Income was much improved by HM Government business support grants administered through Dartford BC. The accounts show payments for the kitchen units and new oven and hob. There were also payments to the kitchen fitter, painting and tiling and for electrical works. Improvements to the kitchen are all finished. These include new units and some additional to those originally fitted, new oven and hob and new wall tiling and re-painting above the tiling. The kitchen required a new electric consumer unit and some re-wiring. This was all tested on completion and an appropriate certificate was issued. All portable electrical appliances were PAT tested. During the school Summer holidays the strip lighting in the Hall was replaced with new LED lights. These are shorter lighting tubes and have been spaced to give a suitable level of illumination as these are brighter than the previous fluorescent tubes. The entrance lobby ceiling and upper walls and the end walls of the Hall were thoroughly cleaned and repainted also during the school holiday. Although the Awards for All grant covered the cost of the kitchen units it did not meet the installation costs. An application was made to Kent County Council through our county councillor Jeremy Kite. The application included replacement of the Hall lighting and was successful. A further grant scheme is available as part of the Covid recovery scheme. An application has been made for improvements to the toilet areas. This was successful and will meet the cost of re-painting and re-tiling but not replacement fittings. A problem with water supply pipework has been repaired twice by Doug Beckley. He reports that the copper tubing used when the Hall was built was a thinner grade than usual. He also has attended to rectify a boiler fault recently and has said that the boiler is not working to its full capacity. He has suggested that the boiler and associated pipework (but not the wall heaters) ought to be replaced. The boiler is 10 years old and Chairman suggested that perhaps a second boiler might be installed to serve heaters only. A totally new heating scheme for a Scout Hall cost £12,000. Trustees discussed the matter generally and in particular the high cost. The Chairman has asked for three estimates to assist trustees. 1. Replacing water supply pipes 2. Replacing boiler and associated pipes 3. Replacement central heating system Trustees agreed three contractors should be asked for estimates. GM offered to obtain some advice from a family contact. Chairman has approached our county councillor for support in a grant application to replace the boiler. He has agreed to do up to a maximum of £2,000. Chairman suggested a further meeting when better information is available. If it is inevitable that a complete new system is required it may require a further Heritage Lottery fund application. ## **AOB** RM: Thursday Badminton has not returned yet. Monday Badminton has started and has age range 18 to 77. Table tennis has an age range of 13 to 87. It was mentioned that Emma Raducanu and her mother has played table tennis for a club in same league as Sutton. SdeW asked how relations were with Busy Bees. Chairman said that at present things were fine and that our Caretaker has been helpful in bridging matters. Likely that with increasing energy costs that hire fees will need to rise next year. The Chairman asked clubs to seek new trustees to serve on committee. He said further it was now time for a change of chairman and that this should take place at next year's AGM. ## **Date of next meeting: TBA** ## SUTTON-AT-HONE VILLAGE HALL COMMITTEE ## ACCOUNTS - ANNUAL 2021 ## **INCOME** ## **EXPENDITURE** |**Name**|**Amount**|**Name**|**Amount**| |---|---|---|---| |||Caretaker|£2,120.00| |Busybees Pre-school|£5,283.00|British Gas electricity|£1,557.26| |Table tennis club|£1,395.29|British Gas (gas)|£1,047.04| |Columbine China Club|£220.00|Window cleaner|| |Casual lettings|£0.00|Chubb Fire and Safety|£294.79| |Badminton Club|£448.00|Castle Water|£609.18| |Monday Dance Club|£648.00|Crystal Cleaning Materials|£189.60| |Bank interest|£15.87|Lighting Tubes|£79.96| |Covid support grant|£9,431.00|D. Beckley Heating Services|£2,160.00| |RE-opening grant|£8,000.00|Mark Beckley (new boiler)|£940.00| |Dartford BC boiler grant|£2,000.00|Luke Gibbon (new hall lighting)|£1,450.00| |||Numatic foor cleaner|£1,800.00| |||Action with Communities in Rural Kent|£52.00| |||Kitchen ftting|£3,322.00| |||Came & Co. Insurance|£1,674.60| |Income and grants total|£27,441.16|Kitchen electrics & testing|£1,785.00| |||new electric hob|£238.00| |HISCOX INSURANCE CLAIM||Kitchen tiling and painting|£451.31| |BUSINESS INTERRUPTION|£8,231.00|Wickes kitchen units|£3,695.15| |TOTAL|£35,672.16|L. Evans (painter & decorator)|£850.00| |Less expenditure|£24,315.89|Total expenditure|£24,315.89| |**Balance for year**|**£11,356.27**||| ## **Independent Examiners Report to the Trustees of Sutton-at-Hone Village Hall** I report to the trustees on my examination of the accounts of the Sutton-at-Hone Village Hall trust for the year to 31 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 2022 Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under sections 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 respect accounting records were not kept in respect of the Trust as required by section 130 of the Act. I have no concerns and have come across no 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. Strachan & Co Chartered Accountant Institute of Chartered Accountants in England & Wales 9 Summerhill Road Dartford Kent DA1 2LP 31 May 2023