2021-12-31-accounts

The New Victory Hall Neatishead Norfolk NR12 8AD

email: [e-mail]

NEW VICTORY HALL ANNUAL REPORT FOR 2021

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Registered Charity No. 225178

The New Victory Hall Neatishead Norfolk NR12 8AD

email: [e-mail]

CONTENTS

SECTION Reference and Administrative Details Trustees Who Served in 2021 Constitution Appointment of Trustees Management Structure Charity Objectives Activities and Public Benefit Covid 19 Pandemic Financial Summary Financial Policies and Controls Financial Summary for 2021 Sources of Hire income Fundraising Premises Management Energy Usage Visitor Numbers Overview of 2021 Appendix 1 Achievements in 2021 Plans for 2022

PAGE 3 3 3 4 4 4 5 6 7 8 10 10 11 12 13 13 14 15

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Registered Charity No. 225178

The New Victory Hall Neatishead Norfolk NR12 8AD

email: [e-mail]

Reference and Administrative Details

Charity Name New Victory Hall Charity Registration Number 225178 Charity Address Street Hill, Neatishead, Norfolk, NR12 8AD Correspondence address Chairman, c/o Willow Green, Hall Road, Barton Turf, NR12 8AR.

Trustees who served in 2021

Bazire, Jill (Neatishead Community Gym representative) resigned July 2021. Clayton, Mark (Elected Trustee) Clayton, Simon (Neatishead & Barton Society representative) Costello Clare (Neatishead Community Gym representative) from July 2021). Dean, Doreen (Chair) (Bookings Secretary) (WI representative) Fletcher, Jim (Barton Turf & Irstead Parish Council Representative) Godfrey, Michael (Neatishead Parish Council Representative) McFadyen, Ian (Elected Trustee, Treasurer) McGill, Hugh (Elected Trustee), (Web Master) Newcombe, Dolly (Friends and Neighbours representative) Pell, Cheryl (W.I.S.E. representative) (Events Co-ordinator) Simpson Pauline (Elected Trustee July 2021) (Farmers’ Market Co-ordinator) Christopher, Walls (Elected Trustee) (Chair Premises Committee) Resigned October 2021.

The Trustees are grateful to Monica Riley and Susan Clayton who, although not Trustees, have provided very able support as the Minute Secretaries.

Constitution

The governing document for the New Victory Hall can be found on the website at: http://www.victoryhall.info/downloads/Constitution3.pdf. The name of the charity has been formally changed by the Trustees to ‘New Victory Hall’.

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Registered Charity No. 225178

The New Victory Hall Neatishead Norfolk NR12 8AD

email: [e-mail]

Appointment of Trustees

The number of Trustees is capped at 15 with up to five being elected annually by the community at the Annual General Meeting. Up to eight Trustees may be appointed by the main user groups and parish councils to act as their representatives and a further two trustees may be co-opted. The Trustees elect from their number a Chairman and appoint a Treasurer and Minute Secretary. Decisions are taken by majority vote.

The following groups provided Trustees during 2021:

Barton Turf and Irstead Parish Council

Friends & Neighbours

Neatishead & Barton Society (Amateur Dramatics)

Neatishead Community Gym

Neatishead Parish Council

WI

WISE

Management Structure

Events, Village Screen and Premises Management are run by committees which operate to a written remit approved by the Trustees. Other key roles (Chair, Vice Chair, Treasurer, Bookings, IT) are filled by individual Trustees, who operate according to their specific Roles and Responsibility statements. The hall is managed in accordance with a number of policy documents (including Health and Safety, Child Protection, Computer Use, Environmental Policy). All policy documents are available on the website. Roles, Responsibilities and Policies are reviewed and updated annually by Trustees.

Charity Objectives

The New Victory Hall is used for social, recreational, educational and leisure purposes. It is managed by Trustees who are responsible for maintaining and operating the building in a manner that benefits and improves the quality of life for all the local community without distinction of political, religious or other opinions, including use for:

• (a) meetings, lectures and classes, and

• (b) other forms of recreation and leisure-time occupation.

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Registered Charity No. 225178

The New Victory Hall Neatishead Norfolk NR12 8AD

email: [e-mail]

Activities and Public Benefit

The Trustees are satisfied that the New Victory Hall complies with the Charity Commission’s guidance on providing ‘public benefit’ in accordance with our Charity Objectives. In 2021 the hall was used by a wide cross-section of local and outside user-groups and individuals for a range of different activities, including:

Art Group Community Heritage Group Elections Parish Council meetings Farmers’ Market Friends & Neighbours Club Bowls Club Bridge Club Broad Beat Choir Gardening Club Knit and Stitch group Neatishead Community Gym NABS (Drama Group) Broadland School of Dance Pilates Ukulele Group Village Screen Wherry Band Womens’ Institute Yoga Children’s Parties Weddings and Private functions Corporate / NGO hirers Church hire

Trustees try to ensure that the hall is available and suitable for use by as wide a cross-section of the community as possible and that hire charges remain affordable for local users. This is achieved partly by trying to maximise the use of the hall and partly by marketing the hall at more ‘commercial’ rates to outside organisations. The hire bookings for the hall together with fundraising and regular events such as Farmers’ Market and Village Screen provide a wide ranging mix of activities for the community.

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Registered Charity No. 225178

The New Victory Hall Neatishead Norfolk NR12 8AD email: [e-mail]

Covid 19 Pandemic

It is important to record that at the start of 2021, the whole country was in lockdown due to the Covid 19 pandemic as had also been the case for much of 2020. The mandatory closure of all community activities in the country continued until mid-April when the New Victory Hall was able to reopen but only the Community Gym, some exercise groups and children’s educational groups were permitted along with retail activities which allowed the Farmers’ Market to operate. There was little change until July when most restraints were lifted but groups and individuals were understandably cautious about gathering and such measures as face coverings and social distancing were difficult to cope with too. This meant the use of the hall was very limited throughout the summer but by October, all the regular groups had returned to use the hall. However, in December a new variant of the virus again brought concerns and although able to be open, the hall again had to put certain measures in place to mitigate the spread of the virus.

In summary, the hall was actually fully closed for 15 weeks of the year, open under severe limitations for 14 weeks and under less severe limitations for the remaining 23 weeks.

The resolute and stoical approach by trustees was always to comply with government and public health advice but to make the hall available for use whenever government rules allowed. It had to be understood that groups and individuals clearly had to decide what was right for their members and returns were on a very staggered basis. The pandemic understandably also brought an end to nearly all private hire bookings during the year.

This situation has undoubtably impacted day to day use and enjoyment of the hall throughout 2021 but the hall has survived remarkably well as the financial report indicates and the community spirit appears also to be returning after this very difficult time.

The Trustees are grateful for the co-operation of all those who so ably run groups and activities and have managed all the circumstances brought about by the pandemic.

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Registered Charity No. 225178

The New Victory Hall Neatishead Norfolk NR12 8AD

email: [e-mail]

Financial Controls / Policies

Treasurer Roles and Responsibilities

The Treasurer has a defined set of Roles and Responsibilities that is reviewed each year by the Trustees. The Treasurer receives no allowances or increment for performance of the duties.

Cheque signatories

All cheques and mandates require two signatories for payments. The signatories are chosen by the Trustees and include the Chairman, Treasurer, Premises Co-ordinator and Events Co-ordinator.

On –line Banking

Trustees have authorised two of the authorised cheque signatories to make regular and preauthorised payments using on line banking.

Depreciation Policy

The Charity takes account in its budget of the need to cover the future cost of equipment replacement and building repairs.

Reserves

The Trustees have agreed that the Charity should maintain a level of reserves of at least £3,000 in its operational (current) account that covers at least one month’s average operating costs and would deal with fluctuations in income such as the loss of a regular user-group. Sums above this level are available to further the Charity objectives during 2021 and onwards.

Deposits

The Charity’s reserves and funds awaiting disbursement are held on an instant access business deposit account at Barclays Bank and long term reserves are on deposit at COIF Charity Funds.

Cash handling

All payments are made by cheque, on-line banking or direct debit. Cash is received from donations, hire income and fund raising and is banked immediately. The Charity does not operate a petty cash system.

Accounts Examiner

The Annual Accounts are examined by an independent and qualified person in accordance with the Charities Act 2011 and the Charities Regulations 2008. A report is prepared which is attached to the accounts.

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Registered Charity No. 225178

The New Victory Hall Neatishead Norfolk NR12 8AD

email: [e-mail]

Financial Summary for 2021.

The accounts show a positive financial position with a surplus of £11,140 at the end of year despite the challenges of the Covid 19 Pandemic. Hire income and fundraising were, of course, reduced as the hall was closed for much of the year but government support grants of £18,753 together with relief in rate payment to April and being able to use the job retention scheme for our staff during lockdown, have meant the shortfall in income has been adequately covered. The hall is still in a sound position to move forward. Both staff on the job retention scheme had their full salary throughout as Trustees again paid 20% to make up the 80% paid by the government.

The Trustees give a high priority to good standards throughout the premises and continued their programme of maintenance works with the painting of external woodwork at a cost of £4,380. The completion of render works did not progress due to the impact on the general building market from covid related supply issues and this accounts for the year end surplus between income and expenditure. It is hoped to carry out the works in 2022. The hall continues to have adequate contingency reserves as shown in the Annual Financial Return.

Although every opportunity was taken to trim back costs whilst the hall was closed, many of the operational costs are on-going such as insurance, fees and licences. The Trustees continue to pursue best value for money options for all expenditure especially the lead costs of insurance and energy but the global increase in energy costs has hit electricity costs substantially and from a new contract set up in November, the hall faces an increase in energy costs of about 33%.

Hire revenues, the main income source, suffered circa a 50% reduction but as all groups resumed bookings in the Autumn, confidence returned. Results from fundraising events were impacted too but proceeds were good from those events that did take place towards the end of the year and in particular, the Christmas Fair with Santa was an outstanding success. The Farmers’ Market and Village Screen were held whenever possible and the proceeds from these activities contribute to fundraising income.

A review of hire rates was carried out during the year but no changes were made to the rates or terms of hire for 2022. Trustees also gave a third discount on hire fees to all groups in the summer of 2021 to help groups who were dealing with lower numbers and the onus of following covid prevention measures. Trustees will review hire rates for 2023 in the summer of 2022.

The 200 Club ran throughout the year adding £1683 net to hall funds and no doubt the prize winners had a brief bright moment when their prizes were received.

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Registered Charity No. 225178

The New Victory Hall Neatishead Norfolk NR12 8AD email: [e-mail]

Many thanks to our Treasurer for managing the hall’s finances and keeping us so well informed. Detailed information relating to the 2021 accounts is available separately in the Annual Financial Return but the main numbers are:-

SUMMARY	2021	2020
Income	38,696	31,873
Expenditure	27,286	32,357
Operating surplus	11,410	(484)

	2021	2020
Hire Income	12,449	8,717
Fund Raising	2,582	2,923
Regular events (F. Mkt and V.S.)	1,423	1,599
Community Breakfast	-	1,856
Gift Aid Recovery	50	-
Feed In Tariff Payment	575	591
Donations	200	168
Bank Interest	6	110
200 Club	2,313	2,448
Miscellaneous sales	45	15
Grants from P Councils	300	600
Grants (COVID support)	18,753	12,845
Total Income	38,696	31,873
EXPENDITURE	2021	2020
Cleaning and waste disp.	6,910	5,206
Electricity, phone & internet	5,455	4,905
Insurance	3,162	2,753
Licences	268	800
Printing, Stationery, Signs	199	401
Minor Repairs & Maintenance	771	1,914
Servicing	1,623	683
Grounds maintenance	320	418
MAD Plan items	5,439	7,582
Council & Water rates	400	338
Accountancy fees	627	708
Legal fees	-	420
Payroll fees	298	269
Bank Charges	43	47
200 Club Prizes	630	800
Regular Event expenses (cinema and F. Market)	950	1,027
Fund Raising Expenses	94	1,472
Community Breakfast	-	1,871
Donations	-	80
Miscellaneous sundries.	98	155
Caretaker costs	-	508
Total Expenses	27,286	32,357

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Registered Charity No. 225178

The New Victory Hall Neatishead Norfolk NR12 8AD

email: [e-mail]

Sources of Hire Income

Fund Raising Income

The Sheringham Shantymen performed in October and gave a happy, humorous and entertaining evening which for many signalled that life was getting back to normal and we could start to socialise again. Likewise, a socially distanced quiz was enjoyed by 60 people and the Christmas Fair with Santa was an outstanding success. The Farmers’ Market and Village Screen adapted to the Covid

circumstances and were held whenever the rules allowed. The Village Screen was unfortunately unable to reach audience levels where income covered the costs of licences and other overheads due to covid but in the short-term small losses were accepted as it was important to provide the social opportunity. Many thanks to all who organise these events and to those who come along and support them.

The 200 Club contributed an amazing sum to hall funds despite not having many opportunities to enrol new members.

The net results were:-

Events Committee – proceeds £2,488 Farmers’ Market – proceeds £1,093. Village Screen - loss £48. 200 Club – proceeds £1,683.

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Registered Charity No. 225178

The New Victory Hall Neatishead Norfolk NR12 8AD

email: [e-mail]

Premises Management

The Premises Team has been active throughout the year ensuring the hall was kept well maintained, clean and well organised including the time when the hall being closed for many weeks.

A major plan was to complete the final section of render repairs at the rear of the hall in 2021 but the pandemic brought supply problems for building materials and availability of contractors hence arrangements for the works were put on hold until 2022. Investigations indicate the works needed are more extensive than originally thought and costs will be greater although fortunately the hall has adequate provision in its contingency reserves to manage the situation.

Essential repairs and maintenance have been on-going but apart from the painting of the external woodwork in summer of 2021 at a cost of £4,380, all have been of a minor routine nature. The wear patterns on the main hall floor are being monitored following the sand and seal carried out in 2020 so that the impact from those groups which have to move heavy equipment, is better understood ahead of any complete floor replacement as the existing floor cannot be sanded again. Expenditure on equipment included a repair to the audio system £646, an upgrade to the WiFi system £413 and smoke sensors were replaced at a cost of £350.

There have not been any Heath and Safety issues apart from dealing with the impact of Covid 19 which has continued throughout the year in various ways. At all times government and public health measures both mandatory and advisory were followed. It has been challenging but our hirers and visitors to the hall have been marvellous in complying with all that has been necessary and their resourcefulness in adapting their procedures and systems has been exemplary.

A contractor provides an excellent service looking after grass and hedge cutting and is working very hard to keep the grounds in good order. A local group interested in making the village more wildlife friendly put together a management plan for the grounds and has begun making some improvements to hedges and creating a wild flower meadow area to rear of the premises. It is hoped to develop a strong partnership with this group and the Trustees are very grateful for the help and advice given.

The solar panels on the roof generated an income of £575 and 1,034 kWh units were fed into the national grid which is similar to previous years.

The Trustees continue to use the Maintenance and Development Plan (MaD Plan) as a planning tool which links building needs into the budget planning process on a detailed 5-year basis and in outline for up to 50 years. This gives advance warning of forthcoming maintenance needs and equipment replacements which underpins the Trustees’ commitment to keep the premises well maintained into the future.

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Registered Charity No. 225178

The New Victory Hall Neatishead Norfolk NR12 8AD

email: [e-mail]

The Trustees employ two cleaners on a part time contract and both do a fantastic job in keeping the hall to a high standard of cleanliness which has been particularly important during the Covid 19 pandemic.

I am very grateful to the Trustees in the Premises Team and the Health and Safety Representative who have all given so generously of their time and professional expertise throughout the entire year including all the periods the hall was closed to ensure the hall premises were looked after no matter what difficulties presented.

Energy usage

Energy consumption as shown in the graph is broadly consistent across the years and any savings that might have been made by the hall being closed are offset by the costs when the hall reopened of still needing to have heat for people to be comfortable but at same time needing to increase ventilation to mitigate any concentrations of covid in the air.

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Registered Charity No. 225178

The New Victory Hall Neatishead Norfolk NR12 8AD

email: [e-mail]

Bookings and Visitor Numbers

Visitor numbers were greatly impacted by the pandemic but were recovering in the last quarter of the year.

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Registered Charity No. 225178

The New Victory Hall Neatishead Norfolk NR12 8AD

email: [e-mail]

Overview of 2021

The pandemic seriously disrupted the use of the hall and has meant another difficult and unsettling time for everyone. The Trustees are optimistic that the hall will continue to be a good venue for the many activities that take place within its walls every week. It has been encouraging that every group has returned and two new groups have started in 2021 namely an additional yoga class and a Ukulele group. In some ways, the pandemic has made the hall even more important to the community as it provides social and recreational activities close to home with people you know.

Plans for 2021 that were not fulfilled due to the pandemic have been transferred to 2022 as shown in Appendix 1. In addition, Trustees feel it is a time to consolidate, to be ‘normal’ and the real priority is for us all to have time for each other in our community.

I hope this report has updated you and reassured you that despite the pandemic, which is thankfully at present easing although still prevalent, the New Victory Hall is in excellent order and in a good position for the future. The Trustees met virtually throughout the lockdown period but otherwise attended ‘live’ meetings and special thanks are due to both Minute Secretaries for coping so patiently and ably with the situation.

Most importantly, sincere thanks to all the hirers, donors, volunteers and staff for their understanding and support in another challenging year. Particular thanks to the unsung heroes who do all those little jobs behind the scenes that often go unnoticed.

Finally, my deepest gratitude to every trustee for giving their time, support and expertise so generously.

Doreen Dean

Chair, New Victory Hall Management Committee 28 March 2022

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Registered Charity No. 225178

The New Victory Hall Neatishead Norfolk NR12 8AD

email: [e-mail]

Appendix 1 Outcome of Trustees Plans for 2021.

Trustees set these aims for 2021 and consider that satisfactory outcomes have been achieved as indicated and where the pandemic impacted progress, these have been transferred to 2022.

• ü To reopen the hall for use in line with government and public health advice to control any ongoing risks from Covid 19.

• ü To support regular user groups to return to use the hall again. All returned 0ctober 2021.

• ü To continue to ensure the hall provides a high quality resource at affordable rates for the local community to use for social, educational and leisure time recreation.

• ü To maintain and deliver appropriate improvements to the premises and equipment to sustain good standards of environment and facilities for hirers. Covid did defer some works to 2022.

• ü To ensure the hall is financially viable. Achieved due to the covid support grants received.

• ü To support the needs of regular user groups fairly and equitably within the scope of NVH resource.

• Ø To recruit new volunteers and trustees to run and manage the hall for the future. Ongoing.

• Ø To carry out a feasibility study for increasing car parking at the hall with other community stakeholders. C/F to 2022

• Ø To investigate developing further the hall’s eco-friendly features e.g. more solar panels and perhaps an EV charging point. C/F to 2022.

• Ø To rationalise financial procedures between the booking and financial systems to ensure administrative workload is minimised. On going after one failed option another is in trial.

• Ø To continue to provide a range of social and fundraising events. Good outcomes when circumstances allowed events to run.

• Ø To investigate the use of an access control system. Ongoing.

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Registered Charity No. 225178

The New Victory Hall Neatishead Norfolk NR12 8AD

email: [e-mail]

Trustees plans for 2022

1. To continue to manage the hall in line with government and public health advice to control any ongoing risks from Covid 19.

2. To support regular user groups as they return to full activities after the pandemic.

3. To continue to ensure the hall provides a high quality resource at affordable rates for the local community to use for social, educational and leisure time recreation.

4. To maintain and deliver appropriate improvements to the premises and equipment to sustain good standards of environment and facilities for hirers.

5. To ensure the hall is financially viable .

6. To support the needs of regular user groups fairly and equitably within the scope of NVH resources.

7. To recruit new volunteers and trustees to run and manage the hall for the future.

8. To carry out a feasibility study for increasing car parking at the hall with other community stakeholders.

9. To work with the Village Wildlife Group to ensure the NVH grounds are wildlife friendly.

10. To investigate developing further the hall’s eco-friendly features e.g. more solar panels and perhaps an EV charging point.

11. To rationalise financial procedures between the booking and financial systems to ensure administrative workload is minimised .

12. To continue to provide a range of social and fundraising events.

13. To further investigate the use of an access control system.

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Registered Charity No. 225178

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