## **Cliddesden Millennium Village Hall** ## **Chairman’s Report 2022 – Annual General Meeting** Welcome to the 2022 Annual General Meeting of the Cliddesden Millennium Village Hall, the second AGM since the start of the COVID-19 global pandemic, and hopefully the last time I will need to reference it in an AGM report. As previously reported, the pandemic has had an ongoing impact on the Hall. This time last year we were looking forward to reopening, and indeed we did, only to close again and then reopen again. And here we are now with the Hall fully open and very pleased to welcome back all of our regular hirers. We are also pleased to also welcome a new regular hirer delivering bi-monthly seated exercise classes. A detailed financial position is reported on separately, but it is pleasing to note that our income is slowly climbing back to pre-pandemic levels and our many years of good financial governance and control, assisted by financial assistance from Basingstoke and Deane Borough Council for which we are again very grateful, sees us going into 2022 in a good shape. With this gradual return to normality, we managed to host a Village Picnic at the end of July, an event enjoyed by all. We used this opportunity to say thank you to our village postman, Mick, and to present him with a gift from the village to wish him the very best in retirement. My thanks to Darren and Jo Capehorn and Carina Barker for arranging what everyone agreed was a very enjoyable event. At the end of the year we welcomed the Cliddesden Players back when they performed the 2021 Christmas Pantomime entitled ‘A Knight on the Tiles.. Recycled’, an update of a panto first written and performed in 2004. It was great to see the Players back on stage, this being the first panto since 2019 with no summer plays being staged in 2020 or 2021, and as always my heartfelt thanks goes to the Players for their continued support for the Hall. In the background we have spent a huge amount of time continuing to maintain and update the various COVID related documentation that we put in place in 2020, with hardly a month going by when we didn’t have to review yet more Government guidance and regulations. And for this, my thanks again goes to Julie James, Angie Fewster and Jo Capehorn who continued through 2021 picking apart all the guidance in order to see how it affected the Hall. As I note every year, the successful running of the Hall is dependent on a good team, and on that thought thanks are due to a number of people. Firstly to Pat and Ken Rampton for their continued engagement throughout the year: Pat for managing the regular and one-off lets when we were allowed to open and Ken along with James Piper and Annie Houstoun for opening and closing the Hall and keeping it clean and tidy. And more thanks to James and Annie for the extra cleaning required by our COVID regimes. My thanks also go to a number of other people not on the Committee but who nonetheless provide valuable assistance to the Hall: - To Andy Fewster, Rob James, John Lurcock and Kevin Mountstephens who give up their spare time doing repairs and odd jobs such replacing broken hooks, mouse proofing air bricks, repairing fridges, replacing bulbs, and so the list goes on; - To the organisers and helpers of the Film Club and Coffee Mornings; Chairman’s Report – 2022 Page 1 of 2 Cliddesden Millennium Village Hall - To Neil Carmichael for continuing to maintain the Halls grounds to a high standard; - And again to Darren Capehorn for the hard work he put into designing and producing the village map that raised money for the Hall in 2020 as Christmas Cards and in 2021 as Tea Towels and Jigsaws. Turning to the Trustees for their continued hard work behind the scenes: thanks as always go to Vice-Chair Angie Fewster, Treasurer Julie James, Secretary Jo Capehorn and 100 Club Organiser Rose Beevers. And finally, my thanks yet again to all the other members of the Village Hall Management Committee for their help and involvement in 2020. They are nominated by various village organisations and as well as being Committee Members they become Trustees of the Charity known as “The Village Hall at Cliddesden”. So, in no specific order, my thanks to Sian Banks, Pat Doel, Marilyn Smith and Hazel Metz. Greg Mendelsohn, 22[nd] March 2022 Village Hall Management Committee W: www.cliddesdenhall.org.uk FB: facebook.com/CliddesdenVillageHall Chairman’s Report – 2022 Page 2 of 2 Cliddesden Millennium Village Hall ## **CLIDDESDEN MILLENNIUM VILLAGE HALL** ## **REPORT OF THE TRUSTEES FOR THE YEAR TO 31 DECEMBER 2021** 1. The Charities Act 1993 requires the Trustees to prepare an annual report. This report covers the year to 31 December 2021. 2. Legal and administrative information: Name: the formal name of the Charity is "The Village Hall at Cliddesden" and the working name is the Cliddesden Millennium Village Hall. ## Registered number: 257526 Address: Church Lane, Cliddesden, Basingstoke, Hampshire RG25 2JQ Governing Document: A Trust deed dated 17 September 1974, as amended by a scheme effective from 19 May 1998. Trustees: during the Year: Mr G Mendelsohn, Chairman Mrs A Fewster, Vice-Chair Mrs J Capehorn, Secretary Mrs J James, Treasurer Mrs S Banks, Mrs M Smith, Mrs P Doel, Mrs H Metz, Mrs R Beevers Cliddesden Parish Council is the Custodian Trustee for the Land and Buildings of the Charity. Other Information: The Charity is for the benefit of the inhabitants of Cliddesden and the surrounding area (up to three miles). The Land and Buildings constitute its Permanent Endowment which is subject to certain conditions and restrictions in an agreement with the Millennium Commission. These are in addition to normal restrictions applicable to the Permanent Endowment of Charities. 3. The Accounts are prepared on a Receipts and Payments basis to comply with the requirements of the Charities Act 1993 in a format which is appropriate to the circumstances of the Hall. The format is: An account of the income and expenses of running the Hall, showing the surplus of income over expenditure for the year. An account of all receipts and payments for all funds showing the opening cash balance, incoming cash, outgoing cash and year-end balance. A Statement of Assets & Liabilities at 31 December 2021. 4. The main points in the Accounts are: ## **SUMMARY OF HALL OPERATIONS 2021** ## Lettings - Due to rising Covid concerns, Basingstoke entered Tier 3 restrictions on 26[th] December 2020 and the Hall closed to the public. The restrictions were escalated to a full National Lockdown on 6[th] January 2021. - The Hall was legally allowed to re-open on 12[th] April and operated with only those activities that were permitted under the legislation and in strict accordance with Covid-19 Secure Guidelines. - There were further lifting of restrictions on 17[th] May and again on 14[th] June, which allowed more activities to take place at the Hall. - All legal restrictions on social contact were removed on 19[th] July. The Hall retained many of it’s Covid Secure protocols but were able to take bookings for private parties. - Regular groups were able to settle back into a normal pattern of hire and those groups, who had more vulnerable members, had mostly returned by September. Page 1 of 4 Finance Report - 2022 Cliddesden Millennium Village Hall Charity No. 257526 ## Staffing - Throughout 2021, until it’s end on 30[th] September, the Hall was able to claim via the Flexible Furlough Scheme in order to maintain the salary of the Caretaker, Assistant Caretaker and Cleaner to 80% of their usual working hours. ## **RECEIPTS AND PAYMENTS** - Letting and village event income of £18,802 showed an increase of 80.3% on the £10,429 taken in 2020. - Letting income, without Hall fundraising of £5,446 was insufficient to cover the expenses of running the Hall of £16,844.. - Total income (excluding grant receipts) was £26,037 (up 69.5% on the £15,362 of 2020). Excluding capital expenditure, the payments and other expenses incurred for running the Hall increased by 9.7% on 2020. - Grant income: During 2021, The Hall received the Government grant for the Retail & Hospitality sector and Local Restrictions Support Grants totalling £17,374. As at 31 December, the Hall was in receipt of £1,907 in Furlough payments from HMRC. - Fundraising: The Hall received £2,143 as Give as You Live donations in respect of a Christmas 2020 online performance by The Cliddesden Players. The Players were also able to put on a pantomime in December 2021 raising an additional £2,300. Other miscellaneous fundraising income was achieved with the sale of tea towels, Christmas Cards and jigsaw puzzles. - The Hall gratefully received a donation of £100 from the Cliddesden WI, £306.50 from the holding of a Christmas Fayre, £170 from a raffle held at the pantomime and personal donations of £236.30. - Including grant income and fundraising, the Hall shows a surplus of income over expenditure of £21,535 compared to a deficit of £1,783 reported in 2020. - Capital expenditure for 2021 of £356.75 included a payment for string lighting and a replacement cigarette bin. - An allocation of £6,000 was made to the “Reserved Fund for Long Term Maintenance” in 2021 with the fund remaining at £21,183 at the close of 2021. Future allocations will be aimed at maintaining this fund beyond £20,000 in the expectation of significant capital expenditure within the next 5 to 10 years, such as a replacement hall floor, replacement of some washroom facilities and a new boiler. - The funds provided by the 100 Club are specifically allocated to this fund and contributed £744.80. ## **STATEMENT OF ASSETS AND LIABILITIES** - The total of all funds held increased from £51,272 at 1 January 2021 to £72,807 at 31 December 2021. Unallocated funds (free reserves), as at 31 December 2021 were £40,772 (£24,793 in 2020). In accordance with the Reserves Policy, it is expected that we shall maintain an operational (free reserve) balance in the region of £15,000-£20,000 which equates to approximately 9 - 12 months running costs. Any surplus balance is available for use in order to maintain the Long-Term Maintenance Fund to an agreed level or for allocation to Designated Project expenditure. - The total allocated or committed funds at 31st December 2021 stands at £32,035 5. The Trustees will continue to review Hall charges and monitor operational costs regularly in order to maintain a balanced budget. Greg Mendelsohn, Chairman of the Cliddesden Millennium Hall Management Committee Julie James, Treasurer of the Cliddesden Millennium Hall Management Committee Page 2 of 4 Finance Report - 2022 Cliddesden Millennium Village Hall Charity No. 257526 Page 3 of 4 Cliddesden Millennium Village Hall Charity No. 257526 Finance Report - 2022 Finance Report - 2022 Page 4 of 4 Cliddesden Millennium Village Hall Charity No. 257526 INDEPENT EXAMINER'S REPORTON THE ACCOUNTS RepDrtto thetws1ee￿MeMbErS of CliddesdenVillaBe Hall On accounts forthe yearerwjed 31.12.2021 Resperti¥e reswnsibilitiesof tru5tee5 ch•ritVs and examiner The charivstrwtees are reSponsi￿ef0rt￿ preparatKn ofthe accwnt5. The trustee5 considerthat an audll Is required forthisyear under section 144121 of the Charitie5 Act2011 (the 2011 Artl and that and Independeniexarnination is r￿ded is my responsibllityto.. examine the 3cmunts under section 145ofthe 2011 ArL' totollowthe procedureslald down In thegeneral Dlrethfts 8i¥en by Charity Commi55vJn under section 14515llbl of the 2011 Art.. and to state whether partKular matters have corneto my attention Baslsof Independent examinerfs rew)rt My examlnatk)n was carrled out In accordance with tfrtgener31 DIrect￿nS given by the(harityComtnission. An etsmInat￿ry indudes è re￿ewQf the accounting records kept bythE charity and a wmparison ofthe accounts presented ￿ththtsse record5. Ita150 indudes con5Kleration of thE unusual Items or dlsclosures In the accounts, and seeking explanationslrofftyou as trustees Con￿mIng any such matters. The procedures undertaken do not provide all the evidentethatwould ￿ reoulred in an audli and Consequently no oimnion is a5whether the acwunts pre*nt a.true and faifvie&¢ and the report 15 limited to those matter5 setout in tt* statemetht below. Independentexamlnerfsststement In connection with fbyeM3minatlon. no matter has cometo my attention.. 111 WhIchg￿e5 me TeasonatrAe cou5eto belie¥ethatin any material respert the requlremenis.. to keep accotsntln8 records accordance with ￿￿10n 130ofthe 2011 A¢. and to prepareaccounts whKh accord with the actovntin8 records and complywith the accountiry requirement50fthe 2011 Art have Th)t been met", or 121 to whKh. ir5 myopinion. attenfjon should ￿ drawn In order to enablea proper under5tarHliTh8 of thea¢¢ounts to be reached. Name- Mrs M Cummirys gn3t*Jre'. Addregs.. 29 Kestrel Road. Kempshott, BasinÉstoke, Hants. RG22 5PW tlate..