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2021-05-31-accounts

Overton Village Hall Trustees Annual Report & Accounts 1[ st ] June 2020 – 31[ st ] May 2021

Trustees:

Mr William (Bill) Grindley * - Co - opted Chairman Mr James Eastop - Co-opted Treasurer Ms Catherine Sheridan * - Co-opted Administrator The Reverend Peter Macriell - Ex Officio Trustee – Rector of St Mary’s Church, Overton Mr Euan Stevenson - Ex Officio Trustee and Church Warden Mr Peter Rosselli - Ex Officio Trustee and owner of the Bryn-y-Pys Estate Mr James Glover - Co-opted Trustee Mr Robin Wason - Co-opted Trustee

Management Commi�ee:

Mr William (Bill) Grindley * - Chairman Ms Catherine Sheridan * - Administrator Ms Emma Clarke * - Officer Ms Emma Long * - Officer Ms Rebecca Lloyd * - Officer

Administrator of the Trustees and Management Commi�ee:

Ms Catherine Sheridan, Gwernheylod Hall, Argoed Lane, Overton on Dee, Wrexham.

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Governance:

Overton Village Hall was opened on the 26[ th ] October 1926 by Mrs Gladstone, wife of the Lord Lieutenant of Flintshire.

The Cocoa Rooms and Hall operated under a Charitable Trust (Registered Charity Number 810182) from its registra�on on the 25[ th ] March 1963 un�l it was replaced, on the 3[ rd ] December 1999, by the Charitable Trust (Registered Charity Number 214788) under which it now operates.

The Trust document governs the appointment of the trustees and the management of the charity.

The Overton Village Hall Trustees and Management Commi�ee are responsible for keeping the building in good repair.

Appointment of Trustees

The Trust document governs the appointment of trustees and the management of the charity. Trustees are elected at the Annual General Mee�ng (AGM).

Func�on of the Trustees:

Commi�ee (OVHMC). The Commi�ee has the power to co-opt up to 8 further trustees on an annual basis.

The Trust Document indicates, as well as Trustees, it would be desirable to have a Management Commi�ee, composed of officers and volunteers. This year the Chairman sought volunteers and was gra�fied to be in a posi�on to appoint four commi�ee members with himself ac�ng as Chairman.

Func�on of the Management Commi�ee:

The Trust Document states:

Going forward, it is hoped further suitable candidates, nominated by some of the regular user groups, as well as others, will put themselves forward for elec�on to the Commi�ee.

Policies and Procedures:

employees, and users of the hall - the following policy statements have been produced:

Copies of these documents are included in the Trustees’ Welcome pack and can be found on the Overton Village Hall No�ceboard.

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Licences:

The village hall has a Premises Licence, and the hall is licenced for the sale of alcohol. It is also licensed by the Performing Right Society for live and recorded music.

Hiring Condi�ons:

Use of the village hall is subject to the Hiring Condi�ons (which can be found on the back of the Booking Form) which must be signed by the hirer when booking. The hiring agreement sets out the condi�ons of hire and iden�fies the respec�ve responsibili�es of each party to the agreement.

Risk Management:

The village hall – including the Cocoa Rooms, the Recrea�onal Club building and the Co�age is insured with respect to property damage (buildings insurance) by NFU Insurance (£2,826,924 cover). It is insured with the same company with respect to contents (up to £31,002) , employers' liability (£10,000,000 any one incident) and legal assistance.

The Management Commi�ee recognises that it is under legal obliga�on to protect the building, its users, and employees through adequate and appropriate insurance.

Building Issues:

Funding Strategy:

the tenants and users of the hall are set to achieve this.

Object of the Charitable Trust:

The object of the charity is the provision and maintenance of a village hall for use by the inhabitants of the area of benefit without dis�nc�on of poli�cal, religious, or other opinions, including use for:

The Trustees consider these objec�ves to be consistent with the Charity Commission guidance on providing for the public benefit as shown in the list of typical ac�vi�es pursued each year.

Principal Ac�vi�es in pursuit of the Object of the Charity:

Considering the reduced number of opening hours available to us, due to the COVID19 Lockdowns, the Village Hall has s�ll been used for a variety of ac�vi�es that meet the object of the Charity, including hos�ng mee�ngs and AGM’s for the following organisa�ons:

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Registered Charity Number 214788

COVID19 lockdowns:

The first two cases of COVID-19 in the UK were confirmed on January 31[ st ] , 2020, a growing number of coronavirus cases quickly followed and on March 23[ rd ] , 2020, Prime Minister Boris Johnson announced a lockdown of all non-essen�al businesses.

The Welsh Government imposed several strict lockdowns over the period covered by this report (1st June 2020 to 31st May 2021). In all the hall has been closed for over 65% of the year (a total of 34 weeks out of 52 weeks).

CLOSED TO HIRERS - 9 weeks (from 24th March to 2nd August 2020)
OPEN TO HIRERS - 12 weeks (from 3rd August to 22nd October 2020)
CLOSED TO HIRERS - 4 weeks (from 23rd October to 22nd November 2020)
OPEN TO HIRERS - 2 weeks (from 23rd November to 6th December 2020)
CLOSED TO HIRERS - 21 weeks (from 7th December to 2nd May 2021)
OPEN TO HIRERS - 4 weeks (from the 3rd May 2021)

COVID19 Restric�ons Grants and COVID19 Non Domes�c Rate Grants

As a result, the Chairman applied for and successfully received a total of £13,000 in COVID19 assistance grants from Wrexham County Borough Council, as follows:

COVID19 Risk Assessments:

In accordance with the requirements of the Welsh Government, a COVID19 Risk Assessment was undertaken to ensure the correct procedures were put in place to protect all users of the Village Hall. The assessments were carried out by Bill Grindley IEng. MICE, MCIHT, IOSH Managing Safely . The ini�al assessment on 29 Nov 2020 was updated on 15 April 2021, to comply with Welsh Government's revised requirements.

Copies of the current version of the COVID19 Risk Assessment document can be found on the Overton Village Hall No�ceboard.

Reserves Policy:

Historically the village hall has always been run by volunteers and supported by Trustees of the Charitable Trust responsible for it.

Hall hire has always been subsidised by the commercial income from our Tenants and, thanks to the dedica�on of the Trustees, in recent years has been financially sound.

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Registered Charity Number 214788

lockdowns, and sought a reduc�on in the rent from £500/month to £250/month. The Trustees (being mindful of the fact that the Club rent was a major contributor to the running costs of the village hall) recognised that the fates of both the Village Hall and the Recrea�onal club are inextricably �ed together. Consequently, the Trustees agreed to the request to reduce the rent to give some financial relief to the Club during such a difficult �me.

raise money for both organisa�ons. They each clocked up daily miles un�l the total of 717 miles was completed. They did it in just 9 days despite the heat, a knee injury, and the fact that two of them returned to work full �me having been taken off furlough. T hey raised a total of £1985.05 of which they deposited £1,000.00 into the Village Hall Bank Account. This gesture was greatly appreciated by the Trustees.

Chairperson’s Review:

The Pandemic

The COVID19 Pandemic has been the most serious global event that has happened in most people’s life�me. Indeed, in the United Kingdom the number of reported cases currently amounts to 7,871,014 and the number of deaths a�ributable to COVID amounts to 136,910

We all recognise the huge debt of thanks we owe the world’s specialists who contributed to the vaccine tes�ng, approval, produc�on, distribu�on, and vaccina�on process. To date, in the UK 44,935,470 people have received both doses of the vaccine (82.5% of adults). It is only by having these vaccines, that we have been able to come out of lockdowns, and people are now able to mix. Otherwise, we would most likely s�ll be in some form of lockdown.

O pera�ng of the Village Hall during the Pandemic

for the foreseeable future, and also the felt the necessity to hold mee�ngs were reduced (as there were no classes, mee�ngs, weddings, par�es or planned events for the village hall during forced closures), and so agreed to receive monthly financial reports from the Treasurer and keep in touch by email un�l things become clearer. When circumstances allowed, mee�ngs would be held in the main hall with full social distancing.

The Village Hall was obligated to remain open, in a limited capacity, since it houses the Public Library, Community Council Offices and Wrexham CBC had asked to use the hall for the distribu�on of free school meals for a period. As a result, the caretaker was an ‘ essen�al worker’ – in that he was required to maintain a safe and sani�sed environment for the following reasons:

Forma�on of a Management Commi�ee

The Village Hall Cons�tu�on from the Charity Commissioners for England and Wales, indicates there should be several trustees, assisted by a commi�ee of management.

For the past few years there hasn’t been a management commi�ee, so (in accordance with the Charity Scheme - Sec�on 12 (2) - Func�on of the Trustees “if and when there is no commi�ee, the trustees shall exercise the powers of the commi�ee” ) the trustees have been managing the Charity. But their long term plan has always been to find suitable officers and the reinstatement of Overton Village Hall Management Commi�ee.

Following the appointment (at last year’s AGM) of Catherine Sheridan as Administrator to the Trustees. Catherine recommended three candidates to join her and the Chairman in founding a Village Hall Management Commi�ee.

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On the 16th June 2021, the candidates met Bill Grindley to gain an understanding of the role of the commi�ee. At the end of the mee�ng they agreed to formally put themselves forward to form a management commi�ee.

and the commi�ee members are as follows:

❖ Chairman Bill Grindley.
❖ Administrator Catherine Sheridan
❖ Ofcer Emma Clarke
❖ Ofcer Emma Long
❖ Ofcer Rebecca Lloyd

At the Trustees Mee�ng, on the 3rd August 2021, the Chairman apprised them of the forma�on of the new OVHMC and also proposed, going forward, trustee’s mee�ngs would take place every two months, with financial repor�ng being emailed to the trustees by the Treasurer monthly. The trustees welcomed and approved the mo�on.

Building maintenance issues

during his years in Consultancy) Bill Grindley, in collabora�on with local trusted tradesmen, has undertaken a comprehensive Buildings Condi�on Survey and produced a set of repair/refreshment specifica�ons, which have been cost appraised for considera�on by the trustees.

It has been evident for some �me that there are some building dilapida�ons which need to be improved before things deteriorate to the point where elements deteriorate beyond repair and full replacement is the only op�on. In par�cular, the flat roof needs some maintenance repairs and the condi�on of the windows, facia boards and a mock Tudor Gable, and external pain�ng need to be tackled before the winter.

It is hoped that the expenditure for the most urgent repairs will be approved by the trustees at their regular mee�ng a�er the AGM – so that external works can start as soon as possible before winter sets in.

Declara�on

I am very grateful for the trustees' backing and interest in what we do. I am also very encouraged to see the forma�on of our new management commi�ee and I am very apprecia�ve of their keenness to see the hall prosper with an increase in the diversity of events and the desire to serve the local needs of the village and surrounding areas.

Signature …… ……………………………… Full name William James Grindley Posi�on Chairperson Date October 2021

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Treasurer's Report prepared by James Eastop

Overton Village Hall

Treasurer’s monthly report

For the period 01/06/2020 un�l 31/05/2021 YEAR END

1 Bank reconcilia�on for May

Completed. Balanced.

2 Accounts

2.1 Balance Sheet

Total Current Assets at £49,210.77 are £13,820.63 higher than at end May 2020, (plus 39.05%).

The Quilter Investment Account fund at £23,123.22 is £1,726.97 higher than at end May 2020, (plus 8.07%). Latest valua�on is per 21/03/2021.

The high Current Bank Account

A cheque raised on 17/12/2019 for £128.66, payable to PRS, has not yet been presented to our bank account. Possibly this should be wri�en off.

2.2

Total Income at £29,995.27 is £2,176.83 (minus 6.77%) lower than at end May 2020. Club Rent of £250 per month is £1500 down on the same period 2019-20, with a payment of 2019-20 FY arrears having occurred in this financial year.

Co�age Rent is £56.00 higher than the same period 2019-20.

Dona�on income is £750.00 higher than the same period 2019-20. Grant income is £3,000 higher than the same period 2019-20. Hall Hire income is down by £5,166.51 (minus 82.15%), due to con�nued closure. Interest (Gross) at £1,726.97 is up by £683.68 (plus 65.53%).

Total Expenses at £16,174.64 are £26,588.29 (minus 62.18%) lower than at end May 2020. Caretaking costs have reduced by £1,836.90, (minus 27.27%), due to lockdown/hall closure. Hall supplies are down by £24.60.

Insurance costs are £83.56 higher than same period 2019-20.

Licences etc are £433.34 higher, due to the Deposit Protec�on Scheme and upgrade work on our website. Maintenance costs are down by £21,750.40 (minus 82.03%). By end May 2020, we had processed £24,136.35 in Fire Risk Assessment (FRA) costs.

U�li�es Gas and Electricity Electricity. Regular/Smart meter readings ensure we are now paying for usage.

U�li�es Water

The PROFIT for the Financial Year 2020-21 is £13,820.63 (for the same period in 2019-20 we had incurred a LOSS of £10,590.83 due to FRA).

Registered Charity Number 214788

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June 2020 through to May 2021

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