## **SOUTHWATER VILLAGE HALL**
## **Trustees’ Annual Report**
for the period 01.01.21 to 31.12.21
## **Section A Reference and administration**
1. Charity Name: Southwater Village Hall 2. Registered charity no: 256520 3. Address: Church Lane Southwater Horsham RH13 9BT
4. Names of the charity trustees who manage the charity: -
|No|Trustee Name|Office [if any]|Dates acted if
not for whole
year|Name of body entitled to
appoint trustee [if any]|
|---|---|---|---|---|
|1|Deborah Bailey|||Southwater Welcome Club|
|2|Christopher Bearman||Until 08.09.21|Elsden School of Dance|
|3|Nancy Brock|||Southwater Horticultural
Society|
|4|Susan Broomfield|Vice-Chair||Elected|
|5|Heather Clarke|||Southwater Village Hall Pre-
School|
|6|Karen James||From 14.04.21|Southwater WI|
|7|Steven Lewis||Until 20.01.21|Southwater Parish Council|
|8|Nicolas Longdon|Secretary||Elected|
|9|Teresa Longdon|Treasurer||Elected|
|10|Geoffrey Scoon||From 13.12.21|Southwater Parish Council|
|11|Ilanit Slowly||From 10.02.21|Southwater Parish Council|
|12|David Taylor|||Elim Church|
|13|James Tillier|Chair||Elected|
|14|Barbara Varley||Until 14.04.21
From 14.04.21|Parochial Church Council
Elected|
|15|Graham Watkins||Until 13.12.21|Southwater Parish Council|
|16|Alexander Woolf||From 08.09.21|Elsden Dance Company|
5. Custodian Trustee of Charity: Southwater Parish Council
## **Section B Structure, governance, and management**
1. Type of governing document: Trust Deed
2. How the charity is constituted: Trust
1
3. Trustee selection method:
The Constitution of the Charity allows for up to five Elected Members [Trustees], and for up to 12 Representative Members [Trustees] appointed by organisations listed in the Trust Deed, and additional organisations agreed by the Management Committee. Elected Members are elected at the Annual General Meeting.
4. Meetings:
The Trustees meet as a Management Committee on a monthly basis, apart from August. Apart from one meeting, all meetings were held on Zoom.
## **Section C Objective of the Charity**
The Trust Deed states: -
_**‘The object of charity shall be the provision and maintenance of a village hall for the use of the inhabitants of Southwater and the neighbourhood [hereinafter called ‘the area of benefit’] without distinction of political, religious, or other opinions, including use for meetings, lectures and classes, and other forms of recreation and leisure-time occupation, with the object of improving the conditions of life for the said inhabitants.’**_
## **Section D Summary of the Main Achievements of the Charity during the year**
1. The Management Committee took all the necessary steps to ensure that the Village Hall was Covid-19 secure to ensure the safety of hall users. The PreSchool, as an essential service, operated throughout this period and other groups used the Village Hall when this was permitted.
2. The Management Committee has continued to strive to provide a well-maintained village hall for the benefit of the local community and a number of major improvements have been made.
The main improvement has been the replacement of the old heating system with air source heat pumps. Planning permission was required and this was successfully obtained from Horsham District Council. The work was undertaken by Sussex Solar during the February half term. The new system is working well. A few regular hall users have commented that the removal of the old gas convectors heaters has made the main hall feel far more spacious and modern. Most importantly, the Village Hall’s carbon emissions have been significantly reduced.
The fire alarm system was upgraded, and this work was undertaken by Fire Risk UK who inspect and maintain the Village Hall’s fire systems and equipment.
Over the Christmas holiday, the main hall was re-decorated by Mark Fox. This included the ceiling beams which had not been decorated for many years. The main hall now looks bright and clean.
3. The additional car parking for up to 24 cars to be provided as part of the Section 106 Agreement has been further delayed because of the continued slowdown in house building caused by the pandemic. This work is now scheduled to be undertaken in April 2022. The contractor will also be resurfacing the existing car park. Car parking has always been an issue, and this will be a significant improvement.
2
4. The new play area has been well used by the Pre-School and the children have clearly benefitted from having this. The Management Committee, in partnership with the Pre-School Committee, has been looking at the possibility of providing a shelter come outdoor classroom for the play area to enable the children to spend more time outside. It was hoped that this would be funded from further Section 106 funding related to the Berkeley development, but this has not materialised. Applications to grant making organisations and other methods of fund raising are to be explored.
## **Section E Financial Review**
1. Income from hall bookings was reduced because hall use at times was restricted because of the Government’s Covid-19 Regulations.
2. The Management Committee was able to claim the various Government Covid-19 Business Support Grants which in 2021 totaled £19,716. These grants were used to provide the Pre-School with a rent-free period from 01.01.21 to 31.08.21, at a cost of £5,302. It was also used to cover the cost of additional cleaning and hygiene supplies, to offset the loss of income from hire charges and, also the additional cost of heating caused by the need to ensure the hall was always well ventilated to reduce the risk of Covid-19 infection.
3. Application was made to Horsham District Council’s Climate Fund and a grant of £5,000 was awarded towards the cost of installing the air source heat pumps.
4. Application was also made for funding from the Government’s Renewable Heat Incentive Scheme [RHI], again in relation to the air source heat pumps. This was awarded which means that the Village Hall will receive income for the next 20 years. £799.32 was received in total for the year from when the heat pumps were installed in late February. Combined with the income received for solar panels [FIT] the Village Hall received £2,290.06 for using renewable sources of energy.
5. A Reserves Policy is in place and the amounts put aside are regularly reviewed by the Management Committee.
6. The accounts have been independently examined and were found to be satisfactory.
7. Despite some loss of income from reduced hall bookings and some large expenditure the Village Hall’s financial position remains healthy and secure.
## **Section F Declaration**
The trustees declare that they have approved the trustees’ report above
Signed on behalf of the charity’s trustees
|Signature||
|---|---|
|Full name|Nicolas Edward Longdon|
|Position|Secretary|
|Date|14.03.22.|
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CHARITY COMMISSION
FOR ENGL4ND AND WALES
Independent examinerfs report on the
accounts
Section A
Independent Examiner's Report
Report to the trusteesl
Members of
SXSxJT&LJAiɢ Vi
On accounts for the year
ended
Charity rK)
(rfany)
2SÉSZo
Set out on pages
ITrber to the page nbe15 of ar1dOnal thetsl
I report to the trustees on my examinatton of the accounts of the above
charity Trusf) for the year ended 3r i.Q 2Ql.
Responsibilities and
basis of roport
As the charivs trustees. you are reswnsible for the prepafalion of Ihe
accounts in accordance with the requirements of the Charities Act 2011
(-the Act.).
I report in respect of my examination of the Trusys accounts carried out
under section 145 of the 2011 Act and in caryng OLrt my examination. I
have followed all the applicable Directions given by the Charity Commission
under seclion 1495Xb) of the Act.
Independent tThe charity's gross income exceeded £250,000 and l am qualified to
examinerfs statement undertake the examinats'on by being a qualrfied member of linsert name of
applicable listed body]]. Delete [ ] rfnot applicable.
I have completed my examinath)n. I confinn that no material matters have
come to my attention in connection Vth the examination (other than that
disclosed below ") v4hich gives me cause to believe that in, any material
respect..
the accounting records were not kept in accordan with section 130
of the Charities Act.. or
the accounts did not accord with the accounting records" or
the accounts did nol comply with the applicable requirements
concemirKJ the form and content of accounts set out in the Charilies
(Accounts and Reports) Regulations 2008 other than any requirement
that the accounts give a 'true and fairf view which is not a matter
considered as part of an independent examination.
I have no COnmS and have come across no other matters in connects'on
with the examination to which attention should be drawn in this report in
order to enable a proper undetstanding of the acojunts to be reached.
' Please delete the words in the Lyackets rf they do not apply.
Signed:
Name:
Rèlevant professlonal
qualifi&qtion(8) or body
FCCA
IER
Oct 2018
(if any):
Address:
22
96(r
Section B
Disclosure
Only complete if the examiner needs to highlight material matters of concern
(see CC32, Independent examination of charity accounts: directions and
guidan for examiners).
Givo here brief details of
any items that the
examiner wishes to
disclose.
IER
Oct 2018