Report of the Executive Committee for 2020 to be presented to the Hythe & Dibden Community Association at its Annual General Meeting once the Covid-19 Pandemic is over and members can meet again
The advent of Covid-19 and the national lockdown of March 26th 2020 have seriously affected the work of the Community Association and the opening of the Community Centre. The easing of instructions about returning to the work place on 4th July 2020 and our ability to re-open for medical related hirings allowed us to ease forward once we had our Covid-19 risk assessment in place. Hand cleansing facilities were provided and the building divided into route-ways which ensured that a 2-metre spacing between individuals was possible. The lift, while available for use was limited to one individual at a time or a couple from the same household. The wearing of face covering was enforced for everyone except those who were exempted on medical grounds. Regular cleaning of the toilet facilities and all surfaces in the building which could be handled was undertaken. Only users of those hirings for medical reasons were allowed in the building with access to the general public prohibited. The building was provided with full advisory signing.
With the easing of the regulations we were able to offer the pre-school the opportunity to return. However, it was felt that the normal practice of allowing the parents of the children into the building and waiting in the corridors and café area was too great a risk. It was therefore decided that the parents could deliver their children to the secondary door into Hall 2 and hand them over into the care of the staff without they themselves entering the building. The hall has toilet facilities for the children so they had no requirement to enter the remaining parts of the building and the linking door remained locked as was normal practice. The leaders were allowed access to the main toilets as long as they maintained the necessary protocols. Due to concerns within the pre-school leadership and amongst the parents the children did not return until the commencement of the autumn term.
Financial Report Year 2020
The Covid-19 Pandemic has had a major effect on our finances. Rents from hirings have reduced from £31,697 down to £14,117 whilst membership revenue dropped from £1124 to £952. Kitchen income after expenditure dropped from £3044 to £912. Our book sales dropped from £201 to zero. However, the Government Business Support Grant tied to the Business Rateable Value for the building brought in a very welcome £25,000.
Whilst expenditure on services continued, the cost through less usage did provide a drop from £12,873 to £9,244. It was decided early in 2020 that with the advent of the Government Job Retention Scheme that we would place our part time staff on furlough. In addition part of the Business Support Grant could be used to maintain their wages at the normal level in order to prevent any hardship during the Pandemic.
Overall Income, including Support and Job Retention grants, amounted to £50,509 compared with £36,066 last year whilst Expenditure amounted to £34,924 compared with £39,554. The year-end differential was a surplus of £15,585 compared with a deficit last year of £3,488.
Whilst the quoted figures imply that we are carrying forward a large sum it has to be born in mind that the Pandemic is not yet over and this sum will continue to support us well into 2021.
A copy of the accounts is available to all members in the Association Office.
Hythe & Dibden Community Association Page 1
The Future
At the time of this report the future is somewhat uncertain. Our commercial bookings are looking to recommence but the social groups are slow to consider returning. We can only reiterate what we said at this time last year:
We still need to market the Centre more, in order to increase our hirings and revenues, but in addition we need to explore new ventures and identify other uses which would still be in keeping with the ethos of the building and not be in conflict with our planning category. Our WiFi connection is available to hirers in the Centre and is made available to users of the café area.
Our web site continues to make prospective hirers aware of what we have to offer and if groups wish to make use of that or our facebook page they merely have to provide us with the “copy” and we will do the rest.
One insurmountable problem is that there is a surplus of venues in the area which has arisen since we erected the new building. Most of the new venues have been created within the local authority and ecclesiastical environment and are not necessarily provided at a realistic cost as they are within buildings whose basic costs are already covered within their overheads.
Personnel
Members are aware that we employ 3 members of staff on a part-time basis. We have always been realistic and increased the wages paid to members of staff by the relevant national index in order to maintain the “value” of that wage and we have absorbed that cost when assessing our annual hiring rates. Currently the Government is progressively increasing Minimum and Living Wage levels considerably above the index. Whilst we fully support the need to increase wages for the lower paid it does place additional strain on our finances and viability. Currently our staff are on furlough but we look forward to their return in the not too distant future.
The Community Centre Building
The basic maintenance on the building has been at a significantly lower level this year and most of our costs have been incurred through our need to ensure our emergency services such as the fire and burglar systems and our lift are regularly tested and maintained.
Direct Services
With the closing of the Hythe & Dibden Community Association Minibuses we no longer run any direct services.
Indirect Services
The Community Cars Service; a voluntary group, continue to use our office as their headquarters between 9 and 11am each day and provide an invaluable facility for members of the community; primarily for visits to health related venues but also for the more mundane such as shopping and the hairdressers etc.
The Age Concern Chiropody Service continues to provide within the Community Centre a very well patronised and needed service within the community.
This year has seen the advent of a new service. From 15[th] September 2020 Inhealth Intelligence, an NHS service provider, have been using the Centre for an Eye Screening Service for people with Diabetes.
Hythe & Dibden Community Association Page 2
It has always been the hope of the Executive Committee, since we had our rebuilding, that in spite of not being able to maximise our revenues through the provision of a new all-purpose hall we would be in a position to move into a surplus financial state year on year. For a variety of reasons we have not achieved our hopes and we are unhappy with the state of affairs. This is in spite of every endeavour to increase our footfall and revenues. However, competition with the increased accommodation being supplied by churches and the local authority in the area has precluded that from happening. Covid-19 has made us consider the future use of the building in the fullest sense and we are currently looking at all aspects of using the building in other ways whilst still remaining true to our basic aims and objectives.
We continue to believe in the future and hold that the Community Association and the Community Centre will continue to meet the needs of the community howbeit perhaps in a changed perspective.
We would like to commend this report to you for your adoption.
Graham Parkes, Chairman
Hythe & Dibden Community Association Page 3
HHE AND DIBDEN COMMUNITY ASSOCIATION Accounts 31 December 2020
HYTHE AMD DIBDEN COMMUNITY ASSOCIATION Independent examlnor's Yeport k) th8 trustogs on the unaudlled a¢¢ount$ of the HYTHE AND DIBDEN COMMUNITY ASSOCIATION lor thg ended 31 Dectmb&r 2020 ReSpe¢ll responslbllltle8 oftwstsay and examSner Th8 Gharlty'8 trust99s oonsld9r that an audlt Is Ml requiredlor thls year Itlg my responsbllltyto.. Exarnine th8 awounls under sgcllon 145 ollhe Chari1I69 Act, CharSty Commisslun (under section 145151(bll ol Ihg Charfiles Act, and To stal8 whether particular matters have como lo my attention. Basls ol Independent oxgmlnevs slatgmonl My examlnatlon was carrled out In accoi(lano8 wllh ggnerJ Diractlons glven by Ihe Charfty Commlsslon. An examinatlon includes a review of Ihe a¢(x)unllng record$ kopt bythe chlty and a comparlson ol the accoullts pres9ntsd th those records. It alBO In¢lud8s conslderallon ol any nUsUal Items or dls¢losurè$ In Ihg accounts, and seekino èxplanations from the trustees concerning any such matters. The procedures undertakgn do not provlde all thè evldencè that would ie requlred In an audll, and consequently no oplnlon is glven as to whgtherthe aceounls pr8sonl a'lrue and f81r' view and the roport Is Ilmii•d to those mattors out In the slatemgnt bdow. Indepondent gxamlnw'9 Statement In conne¢llon wlth my 6x8mlnation, no mattor has corne lo my attentK)n whlch glves mè reasollab cause to b8llèv8 thal in, any materlal respect, the requirern8llts: to k8ep aoUntIng records In awordaftca section 130 of Ihe Charllles Act; gnd to prepar8 awuTrl$ whlch accord wtm the accountlng rerS aThl comply the accounting Tequiremgnts ol the Charlllgs Act have not bean met or to whKh, In my oplnlon. attentlon should b8drawn In order lo gn4bb a proper ullderslandln ol Ihe accounts to bg reached. John F.M. Coombes Ac¢ounlant & Tax AlSer Thg Old Manor Manor Road Dlbdgn Southampton S045 5TJ 28 Septembèr 2021
HYTHE AND DIBDEN COMMUNITY ASSOCIATION Income and expendllure account for the year ended 31 Docemb8r 2020 2020 2019 Income 50,508 38,066 Expendlture Wages, salar188 and other staff ¢08ts Travelllng expenses Rent, rates, power and Insurance costs Malnlenance and renewats ol propety arKI equlpmgnt Telephone, stationery and other ofllce costs AcntanCy. legal and other prof9881onai fees Depreciation and lossllprollt} on asset disposal Other expenses 20,652 20,525 42 12,873 2,153 2,863 554 133 412 9,244 2,552 2,068 300 108 34,924 39,555 Income exces$ll8xpendltur• ox¢e$8) 15,584 3,489}
HYfHE AND DIBDEN COMMUNITY ASSOCIATION Balanc8 Sheet as at 31 December 2020 Not•G 2020 2019 Flxod assets Buildings and equipment 15,396 15,505 Current assets Debtors Bank balance- HSBC Tlll floats Pety cash 2,682 31,566 100 1,329 17,329 100 111 18,869 34,437 Current Ilablllties Credltors 1,882 2,008 Net curront assats 32,555 16,861 Not assets 47.951 32,366 Goneral fund Balance at start of period Income excessl{{expendlture excess>l 32,366 15,584 35,855 (3,489) 47.950 The accounts were approved by the Truste8s of the Hythe and Dlbden Community Association on 17 September 2021 Graham Parkes, Chairman
HYTHE AND DIBDEN COMMUNITY ASSOCIATION Notes to the Accounts for the year ended 31 December 2020 I Income and Exponditure Account 2020 2019 Income Rents receivable Membership Books Business Support grant Job retention scheme 14,117 952 31,697 1,124 201 25,000 9,528 49,597 33,022 Klt¢hen Less.. Expenditure 1,011 1100) 4,171 {1,1271 911 3.044 Interest receivablo 50,508 36.066 Expenditure Wages, salarles and other staff ¢05ts Wages Office manager 7,845 7,842 7,845 12.807 7,842 12.659 24 20,525 Cleaners and hygené Walden's fees 20.652 Travel and $ub$lst¢n¢e Travel and subsistence 42 Rent, wateri power and Insurance costs Ground rents Water and sewerage Electricity Gas Insuran nl licence 2,220 724 1,729 1,411 3,005 155 2,220 1.180 3,591 2,778 2,953 151 12,873 Malntenan¢e and renewals of property and equlpment Building maintenance and Safety 2,160 Less.. charged PAT testing & Ins Glaim 112) 1.867 111) 2,148 1,856 Cleaning materials Less: charged to J & J 477 (73) 414 (117) 404 2.552 297 2,153
HYTHE AND DIBDEN COMMUNITY ASSOCIATION Notes to the Accounts for lh8 year ended 31 De¢8mbgr 2020 Telephone, slatlonery and other olfle? costs Telephon8 1.383 1.409 1,383 86 1,409 86 Inlernel Offlce con8umablos 129 338 129 338 Copier costs Less: income 1,636 {6061 1213 470 1,030 2,068 2,863 Accountanvi> legal and other profe88lonal fgos Accountants fees Oth&r legal arKI professional 300 254 554 300 08pr6¢latlon and lossllproflt) on as8Ot dlgPOg018 Depreciatson 133 Other expen8 Soclal and Chrlslmas decorallons Sundry expenses 347 412
HYfHE AND DIBDEN COMMUNITY ASSOCIATION Notes to the Accounts lor the year ended 31 December 2020 1 8ulldlng$ and offlco equlpmonl New bulldlng Bulldlng & offl¢e oqulpment Totsl Cost Al l January 2020 Less: Grant Disposals At 31 Decembèr 2020 533,279 {517,9231 33,440 566,719 1517,9231 15,356 33,440 48.796 Doproclallon Al 1 January2020 Charge for the year On dlsposals At 31 December 2020 33,292 33,292 108 33.4fKJ 33,400 Nel book valuo At 31 December 2020 At 310e¢embgr 2019 15,356 15.358 40 15,398 15,504
HHE AND DIBDEN COMMUNITY ASSOCIATION Accounts 31 December 2020
HYTHE AMD DIBDEN COMMUNITY ASSOCIATION Independent examlnor's Yeport k) th8 trustogs on the unaudlled a¢¢ount$ of the HYTHE AND DIBDEN COMMUNITY ASSOCIATION lor thg ended 31 Dectmb&r 2020 ReSpe¢ll responslbllltle8 oftwstsay and examSner Th8 Gharlty'8 trust99s oonsld9r that an audlt Is Ml requiredlor thls year Itlg my responsbllltyto.. Exarnine th8 awounls under sgcllon 145 ollhe Chari1I69 Act, CharSty Commisslun (under section 145151(bll ol Ihg Charfiles Act, and To stal8 whether particular matters have como lo my attention. Basls ol Independent oxgmlnevs slatgmonl My examlnatlon was carrled out In accoi(lano8 wllh ggnerJ Diractlons glven by Ihe Charfty Commlsslon. An examinatlon includes a review of Ihe a¢(x)unllng record$ kopt bythe chlty and a comparlson ol the accoullts pres9ntsd th those records. It alBO In¢lud8s conslderallon ol any nUsUal Items or dls¢losurè$ In Ihg accounts, and seekino èxplanations from the trustees concerning any such matters. The procedures undertakgn do not provlde all thè evldencè that would ie requlred In an audll, and consequently no oplnlon is glven as to whgtherthe aceounls pr8sonl a'lrue and f81r' view and the roport Is Ilmii•d to those mattors out In the slatemgnt bdow. Indepondent gxamlnw'9 Statement In conne¢llon wlth my 6x8mlnation, no mattor has corne lo my attentK)n whlch glves mè reasollab cause to b8llèv8 thal in, any materlal respect, the requirern8llts: to k8ep aoUntIng records In awordaftca section 130 of Ihe Charllles Act; gnd to prepar8 awuTrl$ whlch accord wtm the accountlng rerS aThl comply the accounting Tequiremgnts ol the Charlllgs Act have not bean met or to whKh, In my oplnlon. attentlon should b8drawn In order lo gn4bb a proper ullderslandln ol Ihe accounts to bg reached. John F.M. Coombes Ac¢ounlant & Tax AlSer Thg Old Manor Manor Road Dlbdgn Southampton S045 5TJ 28 Septembèr 2021
HYTHE AND DIBDEN COMMUNITY ASSOCIATION Income and expendllure account for the year ended 31 Docemb8r 2020 2020 2019 Income 50,508 38,066 Expendlture Wages, salar188 and other staff ¢08ts Travelllng expenses Rent, rates, power and Insurance costs Malnlenance and renewats ol propety arKI equlpmgnt Telephone, stationery and other ofllce costs AcntanCy. legal and other prof9881onai fees Depreciation and lossllprollt} on asset disposal Other expenses 20,652 20,525 42 12,873 2,153 2,863 554 133 412 9,244 2,552 2,068 300 108 34,924 39,555 Income exces$ll8xpendltur• ox¢e$8) 15,584 3,489}
HYfHE AND DIBDEN COMMUNITY ASSOCIATION Balanc8 Sheet as at 31 December 2020 Not•G 2020 2019 Flxod assets Buildings and equipment 15,396 15,505 Current assets Debtors Bank balance- HSBC Tlll floats Pety cash 2,682 31,566 100 1,329 17,329 100 111 18,869 34,437 Current Ilablllties Credltors 1,882 2,008 Net curront assats 32,555 16,861 Not assets 47.951 32,366 Goneral fund Balance at start of period Income excessl{{expendlture excess>l 32,366 15,584 35,855 (3,489) 47.950 The accounts were approved by the Truste8s of the Hythe and Dlbden Community Association on 17 September 2021 Graham Parkes, Chairman
HYTHE AND DIBDEN COMMUNITY ASSOCIATION Notes to the Accounts for the year ended 31 December 2020 I Income and Exponditure Account 2020 2019 Income Rents receivable Membership Books Business Support grant Job retention scheme 14,117 952 31,697 1,124 201 25,000 9,528 49,597 33,022 Klt¢hen Less.. Expenditure 1,011 1100) 4,171 {1,1271 911 3.044 Interest receivablo 50,508 36.066 Expenditure Wages, salarles and other staff ¢05ts Wages Office manager 7,845 7,842 7,845 12.807 7,842 12.659 24 20,525 Cleaners and hygené Walden's fees 20.652 Travel and $ub$lst¢n¢e Travel and subsistence 42 Rent, wateri power and Insurance costs Ground rents Water and sewerage Electricity Gas Insuran nl licence 2,220 724 1,729 1,411 3,005 155 2,220 1.180 3,591 2,778 2,953 151 12,873 Malntenan¢e and renewals of property and equlpment Building maintenance and Safety 2,160 Less.. charged PAT testing & Ins Glaim 112) 1.867 111) 2,148 1,856 Cleaning materials Less: charged to J & J 477 (73) 414 (117) 404 2.552 297 2,153
HYTHE AND DIBDEN COMMUNITY ASSOCIATION Notes to the Accounts for lh8 year ended 31 De¢8mbgr 2020 Telephone, slatlonery and other olfle? costs Telephon8 1.383 1.409 1,383 86 1,409 86 Inlernel Offlce con8umablos 129 338 129 338 Copier costs Less: income 1,636 {6061 1213 470 1,030 2,068 2,863 Accountanvi> legal and other profe88lonal fgos Accountants fees Oth&r legal arKI professional 300 254 554 300 08pr6¢latlon and lossllproflt) on as8Ot dlgPOg018 Depreciatson 133 Other expen8 Soclal and Chrlslmas decorallons Sundry expenses 347 412
HYfHE AND DIBDEN COMMUNITY ASSOCIATION Notes to the Accounts lor the year ended 31 December 2020 1 8ulldlng$ and offlco equlpmonl New bulldlng Bulldlng & offl¢e oqulpment Totsl Cost Al l January 2020 Less: Grant Disposals At 31 Decembèr 2020 533,279 {517,9231 33,440 566,719 1517,9231 15,356 33,440 48.796 Doproclallon Al 1 January2020 Charge for the year On dlsposals At 31 December 2020 33,292 33,292 108 33.4fKJ 33,400 Nel book valuo At 31 December 2020 At 310e¢embgr 2019 15,356 15.358 40 15,398 15,504