Williams Hall AGM. Chairman’s Report for 2021
Following the unprecedented curtailment of bookings for the Hall in 2019 and 2020, the year of 2021 became a year of restore and recover as the effects of the pandemic were eroded by the gradual return to businesses usual. Initially use of the Hall was subject to strict restrictions around hygiene and safe distancing backed up with a hazard analysis. However, as controls relaxed, we were able to gradually extend the use of the Hall back to its former state. At year end many if not all the regular users of the Hall had returned. There is strong calendar of bookings both local and external going forward. Of particular note was the Selection of the Williams Hall by SCC for the first of their road shows on the subject of the Unitary Authority
One area of contention during the year has been the requirement for hall users to remove their waste at the end of their booking especially with the reduced frequency of refuse collection. Emphasis on the terms and conditions of hire and more rigorous treatment of booking deposits appears to have redressed this situation.
While it is true to say that the Covid ‘storm’ has been weathered, the same could not be said of Storm Arwen in November when a large section of the ridge along with surrounding tiles blew off. An initial repair was similarly afflicted by storm damage before a full and final repair was completed. The cost of this repair was largely covered by a claim on our insurance. Further damage was also incurred to the soffit and brickwork on the west side of the building apparently due to over enthusiastic use of that wall as a football goal. This damage is currently scheduled for repair. Both events have highlighted the importance of maintaining adequate financial resources to cover the increasingly likely possibility of significant investment to maintain a facility which is now nearing fifteen years of use.
Both EV charging points and in particular the solar panels continue to make an important revenue contribution as well as supporting the reduction of the carbon footprint. The hall has also welcomed the contribution of the Stoke Environment Group who have planted a hedgerow corridor from Dark Lane around the perimeter of the Hall to the allotment gate. Improved management of the Spinney next to Church Close with a view to creating a more diverse ecology is another positive contribution.
The roll call of trustees remained unchanged during the year. I would like to thank all who have contributed to the ongoing success of the Hall as an asset of which the village can be proud. I would like to offer my particular thanks to Judith Roche for her assiduous effort as Treasurer and Sandra Gleed for her diligence as Secretary, Both Judith and Sandra have expressed a wish to Stand down as soon as replacements can be identified, so my thanks are nor just for this past year but also for the many years they have contributed. Mention is also appropriate for Louise Grinter and indeed the whole ‘Grinter Gang’, for their tireless efforts in bringing events to the Hall, as well as Paul Fielding for his contribution as Bookings Secretary and administrator of the Hallmaster system.
Having overcome the challenges thrown up by Covid we can again look forward with optimism in the knowledge that we have a well-used facility which is once
again meeting the needs of a broad spectrum of users both near and far. However, one trend that has emerged in the past year is increasing emphasis on maintenance to keep the facility at a level consistent with the expectations of these users. This will become an increasingly important consideration going forward.
th May 2022
Treasurer’s Report – Williams Hall – 16
Please see copy of Receipts & Payments, and Balance Sheet for 2021.
Just to confirm, all figures have been checked by an independent examiner, and have been approved.
Receipts & Payments for 2021
Total Receipts in were £25189 similar to the previous year. Hire income of £6642 is also similar to 2020, but with the income being received mainly in the later 6 months of the year. The hall was largely shut for business the first 6 months of the year due to Covid restrictions & lockdowns. To help we again received Covid grants. The amount we got this year was £9753, making the total the hall received over the 2 years of the pandemic £21654. Without this government assistance, our reserves would have been seriously depleted.
We also received grants of £2440 last year, towards the purchase & installation of 2 Pod Point electric chargers at the hall. £1500 was from SWT, & £940 from the Parish Council. The gross cost of the chargers was £3381, but after receipt of the grants, the net cost to us was £941.32.
FITS Receipts this year were £4358, slightly less than the previous year but still a very good amount. This makes the approximate total of receipts since installation £49000.
£1144 was received in fund raising, which didn’t start till the Autumn. Coffee & Books were back & the Village Breakfast, and a George Michael Tribute act took place in November, which brought in substantial income through the bar!
Credit interest earned this year was a lot lower, due to the reduction in interest rates.
Total Payments out were £16303, a lot lower than the previous year.
Electricity was £1907, due to the closure of the hall for the 1[st] half of the year. Water Rates are also down, I think due to hall closure. The Telephone bill of £571 & Hall Insurance of £1683 are roughly the same as the previous year. The licence fee figure £448 is less as the Music licence cost was reduced because of less events held.
Cleaning etc is £4413 this time. Broken down, £3870 covers the monthly cleaning bill. £120 for the windows for the year, £240 in cleaning products & £180 in specialist cleaning. Grass cutting & grounds maintenance £1350, most is grass cutting costs for the year. Building maintenance & repairs, this figure is mainly our Fire extinguisher & Alarm Maintenance contracts for the year. There were no significant building works done this year.
Fund raising expenses for the year were £514. Bank charges have increased from £5 per month fee to £8 per month. One off costs in the year, were a replacement dishwasher £1150, & the purchase of the Pod Point chargers, mentioned earlier.
So with receipts in of £25189 & payments out of £16303, we find ourselves in a net credit position at the end of the year by £8886.
Balance Sheet as at 31.12.2021
CAF Bank current a/c
This year started with a healthy balance of £13601.54 and ended with a balance of £14317.99. Due to lockdowns, and the poor rate of return of savings, currently, I have kept a healthy balance in the account to cover any costs which may arise.
Virgin Money deposit a/c
The starting balance for the year was £22350.70, and we see interest earned of £15.82 & £12.96. Interest rates are still very low, indeed the rate reduced part way through the year from .15% to .10% on this account. At the end of the year I transferred £8000 from the current account into this account, to make the balance a round £30k. The end of year balance was £30379.48.
CAF Bank 1 year fxed rate saver
The CAF Bank fixed rate saver started the year with £31352.08 and earned interest at 0.45% giving us interest of £140.78 for the year. When the account matured in December, the capital & interest was reinvested in a new Fixed rate account for the total of £31492.86 at an interest rate of 0.70%.
So the total balances as at 31.12.2021 were £76190.33 more than the previous year by £8886.01.
Also showing on the balance sheet is the £5000 in shares in HOTV.
Total value of assets on the Balance Sheet as at 31.12.2021 is £81190.33
Summary
This report shows, that the Williams Hall is in a sound financial position, covering its running costs, and building up reserves to cover one off costs and any potential substantial repairs.
Judith Roche
16.5.2022
CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A Independent Examiner's Report Reportto the trusteesl mombors of W ILi-IhMS kneMoRIVL On accounts for the year ended Charlty no (rf any) 26ts41 & Set out on pages I ret to the trustees on my examirotion of the accounts of th8 above Charity ('the Tn) for the y&3r ended 31 11 2 021. Responsibllitles and basls of rnport As the charty'stru#ees. y¢)u are resrx)wL4e forthe pryation of the accounts in aCC{danceW11h thè r8quiréments of tha Charilies Act 2011 ('the Acr). I report n respect of my examination of the Trust's a¢¢cnts Carrled ¢xrt under section 145 of the 2011 Act a1 in carying out my examination, I have followed all the applicable Directions given by the Charity Commisslon und8r tion 145(5)(b) of the Act. Independent trhe charity's gross income exceeded£250,IJX) arKJ l am quallfled to •xamln•rfs ststement undertake th8 examination by being a qualffied member of linsert name of applicabl8 listed boty]]. Dekn [ ] rf rk)t aWK8ble. I have completed my examination. I confirm that no material matters have come to my attention in connection with the examinalion (other than that dIscld below ") whi¢h gives me cause to believe that in. any matsrial resp8Ct: the accounting records were not kept in accordance with sect50n 130 of the Charthes Act the accounts did not accord wfth the accounting recc(ds' cf accounts did rM)t conply wilh the awicatle requirements conceming the fom and content of accounts set out in the Charities (AGGountsand Rewrts) Regulalions 2008 other than any rg]uirement that the a¢G¢Junts give a and fairf view which is not a matter ¢ons[dw as part of an irKlepeTKlent examination. I have no concerr6 aFvJ have come across no (ther matters in connectw)n wth the examinatK)n to vthich attention should be drdwn in this reF)Ort in crder to en&)le a prw undwstsndir¥J of the accounts to be reached. . Pleas8 delete th8 wtyrjs in the Ix8ckets rflhey do not apy. Signed." ICl$/2 Relevant professlonal quallfication{s) or body IER Oct 2018
(if any): Address: a& LMVJ LP sr &rKEÉ¢s< Section B Disclosure . Only COM18 rf Ihe examinw ne8ts to '9hIlght material matters of coreM (see CC32, Independent examinatK)n d charity accwnts.. dir6ctlons and guidance for èxamrws). Givo hero brlef details of any Items that the examingr wishe5 to dlsclose. IER Oct 2018
WILLIAMS HALL sfoKE ST GREGORY RECEIPTS & PAYMENTS ACCOUNT YIE 31.112021 RECEIPTS HALL HIRE FUND RAISING 2021 6642 1144 2020 6856 710 332 40 416 4745 11901 65 571 25636 REGUL4R DONATIONS SINGLE DONATIONS SUPPORTERS CLUB FITS RECEIPTS GRANTS VIRGIN MONEY DEPOSIT A/C INTEREST CAF BANK 12MTH FIX A/C INTEREST TOTAL 332 351 43S8 12193 29 140 25189 PAYMENTS ELECTRICITY WATER RATES TELEPHONE/INTERNEr INSURANCE LICENCES CLEANING/FLOOR MAINTENANCE GRASS CUThINGIGROUNDS MAINTENANCE BUILDING MAINTENANCEIREPAIR FUND RAISING EXPENSES BANK CHARGES OTHER Investment Shares £50C(I HOTV Auditor 1907 163 571 1683 3050 336 569 1594 734 2410 1666 3330 271 4413 1350 615 514 96 5000 - | ! 12 18 Sund nses 2021 Replacement Dlshwasher Installation & purchase of 2 Pod Points ex 1150 3381 Sund Ex nses 2020 Radiator Covers Water Boiler Toilet Seat Door blind Alarm system change5 Refund Wedding deposit 1347 726 66 170 TOTAL 21471
WILUAMS HALL sfoKE ST GREGORY BALANCE SHEET AS AT 31.12.2021 CAF BANK CURRENT AIC balan blfvid 1.1.2021 Uncleared items at end of 2020 Receipts Payments Uncleared Items at end of 2021 Uncleared cheques/BACS 13601.54 25020.03 24303.58 Balance as at 31.12.2021 14317.99 VIRGIN MONEY DEPOSIT AIC Balance bld 1.1.2021 Recelpts Interest added 31.05.21 interest added 30.11.21 Transfers in Payments Transfer out 22350.7 15.82 12.96 8(NJO.C Balance as at 31.12.2021 30379.48 CAF Bank l yr flxed rate saver Iye 4 Balance bld 1.1.2021 Receipts Interest added 7.12.21 Payments Alc closed & remainin8 balance transferred to l yr fixed rate saver155ue 5 7.12.21 Balance a5 at 31.12.2021 31352.08 140.78 31492.86 CAF Bank Iyr flxed rate saver Issue 5 Account opened 7.12.2021 Receipts transfer In from Issue 4 7.12.21 31492.86 Payments Balance as at 31.12.2021 0.00 31492.86 Totsl of balances held at banks as at 31.12.2021 76190.33
Overall 31.12.2021 CAF CIA 13601.54 22350.70 31352.08 CAF FIX CAF FIX Combined O.(X> 6731M.32 Balances blfwd 1.1.21 uncleared items at end of 2020 Receipts Payments/Withdrawals uncleared items at end of 2020 Unsubmitted chequesluncleared BACS 25020.03 24303.58 8028.78 140.78 31492.86 64682.45 0. 31492.86 0.00 55796.44 Total of Balances held as at end 2021 14317.99 30379.48 0.(10 31492.86 76190.33 2C £25 Shares purchased costing £50LXI. in Heart Of The Village IHOTVI Total value of awts on Balarfe Sheet as at 31.12.2021 £81190.33