Shipham Village Hall Trust Charity number 270556 Report of the Trustees for the year ended 30[th] June 2021
Trust’s Chairman
Jeff Brewster continues as the chairman of the Trust.
The Trust and its charitable objective
The Trust was established by deed and registered with the Charity Commission in 1975 - Registered N [o][. ] 270556. Modifications to the rules in the Deed were registered in 2003, 2005, and 2007. The Trust’s charitable objective is “to provide community hall facilities for the use and benefit of the inhabitants of and organisations within the parish of Shipham”.
Governance and day to day management
A council of trustees administers the Trust. Trustees are elected annually either by parishioners at the trust’s AGM or by village organisations with the right to representation on the trust council. A management committee is elected from these trustees to oversee daily operation of the hall.
The trust deed lays down the powers governing the trust council and requires the premises to be kept in good repair and insured against fire, theft, public liability and other insurable risks.
Those village organisations empowered to appoint trustees to represent them on the trust council have changed since the trust’s inception. Although 7 out of the original 14 organisations are no longer active, and have lost their right to representation, 10 new village organisations and a co-opted member have been added under the deed’s provisions (as annotated with an *in the list below).
We are proud to announce that this summer the hall once again retained the top 3 star Hall Mark rating held since the scheme was introduced and it was recognised as ’Best Village hall in Sedgemoor'
The 24 current trustees are:
| current trustees are: | current trustees are: |
|---|---|
| Independent trustees- elected annually by parishioners at the AGM of the trust | |
| Ken Chalk Tony Davies Peter Downing Paul Edwards | |
| Ian Firth John Moorhouse Keith Scanlon Helen Ingleby | |
| Representative trustees -elected at the AGMs of the respective village organisations | |
| Molly Hitchcock | Friends of Shipham School* |
| Amanda Firth | Save the Children Lunches* |
| Elizabeth Palmer | Shipham Active Living Group* |
| Jeff Brewster | Shipham Photography Group* |
| Katherine Leach | Shipham Community Allotment* |
| Jane Sanders | Shipham Community Cinema* |
| Steve Dodd | Shipham Football Club |
| Reg Bryant | Shipham Gardening Club |
| Sally Hansford | Shipham Guides & Brownies |
| Ray Burgess | Shipham History Society* |
| Louise Holley | Shipham Parent and Toddler Group* |
| Debbie Andrews | Shipham Players* |
| Appointee awaited | Rowberrow PCC |
| Margaret Howell | Shipham PCC |
| Helen Stickland | Shipham, Rowberrow & Star Women’s Institute |
| Sarah Norwood | Shipham Scouts and Cubs |
| Appointee awaited | Shipham Wine Information Group* |
| Co-opted trustee | |
| Kate Hillis | Shipham Parish Council* |
The management committee at the date of this report were:
Trustees : Jeff Brewster Ray Burgess Ken Chalk Tony Davies Steve Dodd Paul Edwards Sally Hansford Helen Ingleby John Moorhouse Co-opted : Stephen Foster Pete Ovenden Tony Packer (Hall Manager)
Contact information
For enquiries for availability and booking of any rooms contact our bookings clerk, Katie Ovenden, either by e-mailing Shiphamhall.bookings@gmail.com or by phone on the dedicated number 07821720152, and if necessary leave a message requesting a call back.
All other communications should be sent to the Hon. Secretary. (See contact details on the website)
Page 1 of 4 pages of the report of the Trustees for y.e. 30’06’21
Shipham Village Hall Trust Charity number 270556 Report of the Trustees for the year ended 30[th] June 2021
The principal officers and their respective contact information are: Chairman: Hon. Secretary:
Hon. Secretary:
Mr J Brewster, 22 Beech Rd. Mr N A Davies, Callow Cottage Shipham, BS25 1SB Cuck Hill, Shipham, BS25 1RD Tel: 01934 844166 Tel: 01934 843951
Hon. Treasurer:
Mr S Dodd, 1 The Square Shipham, BS25 1RB Tel: 01934 843660
Public Benefit
Interest in the hall is stimulated by word of mouth, listings in local free periodicals and on the web at www.shiphamhall.co.uk, the community site www.somersetrcc.org.uk, and www.hallshire.com.
The Hall is normally well used by both villagers and those from outside the village, enhancing the social wellbeing of the village and its neighbours. The hall accepts bookings from any applicant provided specified rooms requested are not already booked when required and subject to its latest terms and conditions of hire. No exclusions are applied based on residence, persuasion, or opinion.
Regular activities are published on our web site and notice boards. These include many village organisations and a wide variety of activities. These activities provide for a wide spread of interests for all age groups, particularly those arranged for art, dance, fitness, and childrens’ activities. The Hall is a popular venue for weddings, anniversary celebrations, parties, and charity fund raisers.
The Impact of the Covid-19
As a result of government stipulations the hall remained closed for much of the financial year. Just as bookings were recovering the hall was required to close again in November 2019 and did not reopen until May elections. The limitations on numbers were then relaxed but there were very few hires until after the financial year end on 30th June. Before each reopening the committee had taken all the action required to mitigate the risks of Covid in line with government advice and continues to do so.
Fortunately the loss of rental income since the start of the pandemic has been more than offset by the grants that the trust has received from the government, with a further £18,734 received this financial year adding to the £10,176 in the previous year. These were sufficient to meet the shortfall in income in both years and also meet some of the ongoing shortfall while bookings fully recover.
The Premises
The building was completed to a high standard in 2005 and in order to maintain those standards there is an extensive annual refurbishment program. As funds became available the trust has extended and upgraded the building, its equipment, and external areas as considered appropriate.
The Facilities
Hirers may either hire the whole building, or one or a combination of the following:
-
A large spacious main hall with a well-equipped stage, cinema standard projection and sound
-
A large kitchen, built and fitted out to a professional commercial standard
-
A convivial meeting room with its own kitchenette that is ideal for smaller group meetings
-
A small club/committee room, with toilets, that converts into a bar area for larger events
True-Speed’s high speed internet is freely available throughout the building and each meeting rooms has in individual hearing loop systems, projection facilities and audio systems. There is parking for approximately 60 cars.
Reserves Policy
The policy requires that the management committee ensures that funds are always available to meet any regular payments due. Periodic assessments determine the level of funds that may be needed when equipment replacements are necessary and or other cost of work that may be needed to maintain the high standards of the premises. These regular assessments address:
-
the life all fixed assets to determine those requiring replacement within 5 years
-
the impact of inflation and technology on the potential cost of their replacements
-
the costs of replacing or renovating equipment not treated as a depreciating asset
-
expenditure that may be required to renovate the building’s fabric or grounds
For this purpose the funds may include those available at the time of review, plus those reasonably expected to be set aside from operations, other regular income, and depreciation before any forecast expenditure becomes due. Any surplus funds may be applied to improve either equipment or premises.
This ensures timely program of replacements and implementation of desirable improvements.
Page 2 of 4 pages of the report of the Trustees for y.e. 30’06’21
Shipham Village Hall Trust Charity number 270556 Report of the Trustees for the year ended 30[th] June 2021
Commentary on the accounts to 30 June 2020
A brief summary of the accounts ias attached on page 4.
There was an overall surplus for the year of all income, including grants, after expenses, depreciation, and exceptional charges of £7,288. This compared to £8,786 in the previous year.
During the brief periods that the hall was allowed to open hire income generated was only £8,034, compared to the historic norm of circa £30K p.a. before Covid struck. Obviously no fund-raising could take place in the year.
Although the weather was not quite as advantageous as the previous year solar panel income was only a little less at £3,434.
Interest earned continues to be negligible due the paucity of available interest rates.
The general operational loss before grants for the year was £13,791 compared to £4,059 for 2019/20, with all non-essential and avoidable expenses strictly limited, but still totalling £16,950. Payments to both the bookings clerk and the cleaner were maintained. Annual service charges for electricity, gas, water, maintenance, and licences were also required and the hall was kept heated during the colder months.
Under the depreciation policy the costs of equipment are conservatively written down over either 5 or 10 years, based on minimum anticipated life, to provide funds for eventual replacements as and when needed. The solar panels are an exception with an advised 20 year life considered appropriate.
There were no additions to equipment, and no disposals, during the year. However as some assets became fully depreciated at the end of last year the annual depreciation charge fell by £1,114.
£5,000 of the overall surplus for the year has been transferred to the premises contingency fund set up to maintain or improve the long term performance of the building and meet the replacement cost of integral fixtures and fittings of the building which are not being depreciated annually. Expenses met by the fund in the year were £1,375. As a result the contingency fund at the year-end stood at £20,505.
At 30 June 2021 the historic costs of equipment were £140,205 and land and buildings were £530,154. The cost of the premises is not depreciated even though these include some “landlord’s fixtures and fittings”. The Trust accepted the insurance agency’s offer of a free online professional revaluation of the property for insurance purposes and this was finalised in November 2021. This estimated a total rebuilding cost of c. £1.1million with the insured cover in the event of a claim increased by 25% free of charge in return for completing the valuation survey.
Net current assets had increased to £70,345 and the cash available is definitely considered adequate to meet our commitments and possible renovation or replacement of equipment as required in the next few years. At the end of June 2021 the total reserves were £634,604
The Current Year 2021/22
Grants have again mitigated the continuing impact of Covid and regular hires are now back close to normal. However it is difficult to make forecasts with the risks of Covid 19 uncertain. Fortunately cash reserves of the hall are healthy, although further loss of income may eventually mean some future fund raising may be desirable. Hire charges were last increased from July 2019 and may possibly need to be reviewed once the use of the hall has recovered or established a new norm.
Professional Support
Lloyds Bank plc is used to bank rental income and CAF Bank Ltd is used for all other regular transactions. There is also a 90 day notice deposit account with Julian Hodge Bank Limited. Mr Dennis Carroll was appointed as the independent examiner last year.
Signature and Declaration
I declare, in my capacity as Secretary, that the Trustees have approved the report above and have authorised me to sign it on their behalf.
N.A. Davies
Hon Secretary 24[th ] January 2021
Page 3 of 4 pages of the report of the Trustees for y.e. 30’06’21
Shipham Village Hall Trust Charity number 270556 Report of the Trustees for the year ended 30[th] June 2021 Summary presentation of accounts
| Income & Expenses Summary | y.e.30/06/21 | y.e.30/06/20 |
|---|---|---|
| General hall operation | £ | £ |
| Hire charges | 8,034 | 25,461 |
| General hallexpenses | -16,950 | -25,381 |
| Net (loss)/Income before depreciation | -8,916 | 80 |
Depreciation of equipment |
-4,875 | --5,989 |
| Gainonsale of redundant equipment | 0 | 1,850 |
| Operationalloss | -13,791 | -4,059 |
| Non-operational income Net fund raising proceeds Grants and donations |
0 | 0 |
| 18,784 | 10,176 | |
| Solar energy contribution | ||
FIT export income Solar equipment depreciation |
3,434 | 3,748 |
| -1,370 | -1,370 | |
| Netgain from solar | 2,064 | 2,378 |
| Interest on deposits | 231 | 291 |
| Non-operational total surpluses | 21,079 | 12,845 |
| Overall surpluses available Transfer to Premises contingency fund |
7,288 -5,000 |
8,786 -7,000 |
| Transfer to General Reserves | 2,288 | 1,786 |
| Premises Contingency Fund movements | ||
| Transfer for the year | 5,000 | 7,000 |
| Expenditure in theyear | -1,375 | -2,762 |
| Increase in the fund in theyear | 3,625 | 4,238 |
| Balance Sheet Summary | ||
| Fixed Assets Land and premises |
530,154 | 530,154 |
| Equipment cost | 140,205 | 140,205 |
| Equipment depreciation | -105,432 | -99,855 |
| Net book value of fixed assets | 564,259 | 570,504 |
| Net Current Assets Cash and deposits |
68,124 | 58,899 |
| Debtors | 4,118 | 3,054 |
| Current liabilities | -1,898 | -4,664 |
| Net current assets | 70,344 | 61,945 |
| Total Assets | 634,603 | 622,666 |
| Premises Contingency Fund General Reserves Fund |
20,505 614,098 |
16,880 611,809 |
| Total Reserves | 634,603 | 628,690 |
The full accounts for the year ended 30 June 2021 and the independent examiner’s report are available as a separate document
Page 4 of 4 pages of the report of the Trustees for y.e. 30’06’21
Shipham Village Hall Trust
Statement of Finances for the year ended 30 June 2021
1
Charity Number 270556
Shipham Village Hall Trust
Statement of finances for year ended 30 June 2021
Independent Examiner's Report To the Trustees of Shipham Village Hall Trust
I report to the trustees on my examination of the accounts of Shipham Village Hall Trust (“the Trust”) for the year ended 30 June 2021, which are set out on pages 3 to 6.
Responsibilities and basis of report
As the charity trustees of the Trust, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”).
I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
Independent Examiner's statement
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination which gives me cause to believe that in any material respect:
-
Accounting records were not kept in accordance with section 130 of the Act, or
-
The accounts do not accord with the accounting records.
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached.
Denis Carroll ACMA 25 Beech Road Shipham Somerset BS25 1SA 18 January 2022
2
Charity Number 270556
Shipham Village Hall Trust
Statement of finances for year ended 30 June 2021
Income & Expenditure Account Year Ended 30 June 2021
| INCOME Income from charitable activities Hire charges Fundraising Donations & grants Other |
Note 1 2 3 |
Year ended 30 June 2021 £ 8,034 0 18,734 50 |
Year ended 30 June 2020 £ 25,461 0 10,176 1,850 |
||||||
|---|---|---|---|---|---|---|---|---|---|
| Solar energy income Interest on deposits |
4 5 |
26,818 3,434 231 |
37,487 3,748 291 |
||||||
| TOTAL INCOME | 30,483 | 41,526 | |||||||
| EXPENDITURE Direct charitable expenditure Fundraising costs Wages Honoraria to bookings clerk Insurance Electricity Gas Water and sewerage Annual maintenance contracts Repairs and maintenance Exterior premises renovation works Cleaning Broadband, WIFI and alarm phone line Officers' postage and stationery Annual licences Independent examiner Other |
1 6 7 7 8 9 10 11 |
0 (2,964) (3,960) (1,595) (924) (1,826) 45 (2,741) (1,361) (68) (328) (92) 0 (1,057) (0) (79) |
0 (2,912) (3,960) (1,516) (1,497) (2,227) (330) (3,067) (4,880) (500) (1,430) (223) 0 (1,121) (69) (1,649) |
||||||
| TOTAL EXPENDITURE | 12 | (16,950) | (25,381) | ||||||
| TOTAL NET INCOME Depreciation Premises contingencyfund |
14 17 |
13,533 (6,245) (5,000) |
16,145 (7,359) (7,000) |
||||||
| NET SURPLUS | 2,288 | 1,786 |
3
Charity Number 270556
Shipham Village Hall Trust
Statement of finances for year ended 30 June 2021
Balance Sheet Year Ended 30 June 2021
| Year ended | Year ended | ||||||||
|---|---|---|---|---|---|---|---|---|---|
| 30 June | 30 June | ||||||||
| Note | 2021 | 2020 | |||||||
| £ | £ | ||||||||
| FIXED ASSETS | |||||||||
| Land at cost | 28,281 | 28,281 | |||||||
| Premises at cost | 13 | 501,873 | 501,873 | ||||||
| Equipment | 14 | ||||||||
| Net Book Value b/f | 40.350 | 30,567 | |||||||
| Additions | 0 | 17,141 | |||||||
| Disposals at Net Book Value | 0 | 0 | |||||||
| Depreciation | (6,245) | (7,359) | |||||||
| Net Book Value c/f | 34,105 | 40,350 | |||||||
| TOTAL FIXED ASSETS | 564,259 | 570,503 | |||||||
| CURRENT ASSETS | |||||||||
| Cash at bank | |||||||||
| Lloyds Bank plc - instant access | 15 | 601 | 544 | ||||||
| CAF Bank Limited - Cash Account Trust 1 | 16 | 2,215 | 1,277 | ||||||
| CAF Bank Limited - Gold Account Trust 2 | 16 | 33,134 | 25,132 | ||||||
| Julian Hodge Bank Limited - 90 day notice | 16 | 32,174 | 31,946 | ||||||
| Debtors | |||||||||
| Hire charges | 1,467 | 106 | |||||||
| Solar FIT | 1,531 | 1,600 | |||||||
| Otherprepayments and accrued income | 1,120 | 1,348 | |||||||
| TOTAL CURRENT ASSETS | 72,242 | 61,953 | |||||||
| CURRENT LIABILITIES | |||||||||
| Accruals and provisions | |||||||||
| General accruals and provisions | (898) | (1,333) | |||||||
| Hirers' deposits held andprepaid rents | (1,000) | (2,434) | |||||||
| TOTAL CURRENT LIABILITIES | (1,898) | (3,767) | |||||||
| NET CURRENT ASSETS | 70,344 | 58,186 | |||||||
| TOTAL NET ASSETS | 634,603 | 628,690 | |||||||
| REPRESENTED BY | |||||||||
| Premises contingency fund | 17 | ||||||||
| Brought forward | 16,881 | 12,643 | |||||||
| Additions | 5,000 | 7,000 | |||||||
| Withdrawals | (1,376) | (2,762) | |||||||
| Carried forward | 20,505 | 16,881 | |||||||
| General reserves fund | |||||||||
| Brought forward | 611,810 | 610,023 | |||||||
| Surplus for theyear ended 30 June 2019 | 2,288 | 1,786 | |||||||
| Carried forward | 614,098 | 611,809 | |||||||
| TOTAL FUND BALANCES CARRIED FORWARD | 18 | 634,603 | 628,690 | ||||||
4
Charity Number 270556
Shipham Village Hall Trust
Statement of finances for year ended 30 June 2021
Notes to the statement of finances
-
In accordance with custom, fund raising events on behalf of the trust have only generally been run every other year. However, no fundraising events have been held in the year as there are no current projects requiring funds.
-
A grant of £18,707 was received from Sedgemoor District Council to mitigate the loss of rental income and the increase in cleaning costs due to the impact of Covid 19.
-
Other income relates to a donation of £50 made in recognition of occasional informal use of the hall car park. 4. Receipts from Feed in Tariff and exported energy generated by the solar panels have dropped by 8% (2020: +11%). This figure is before deducting £1,070 for depreciation of the solar systems equipment.
-
Interest income remained relatively steady and available interest rates remain very low.
-
Insurance cover is provided by an Allied Westminster Village Guard policy. The broker reduced their policy rates in general in 2019 and a further saving was secured by agreeing to a 5-year term of insurance ending 12 December 2023.
-
Utility charges are likely to continue to increase over time but the full impact of the increases to date has been subdued by the closure of the hall during the Covid 19 lockdown.
| 8. Annual contracted maintenance costs: Kitchen bi-annual deep cleans Hall floor refurbishment Gas equipment and heating systems Septic tank clearance Security systems Doors and windows Fire-fighting and electrical equipment Children’s play area safety report |
2021 £ 2020 £ 178 800 372 283 472 300 254 82 188 800 515 276 570 300 336 82 |
|---|---|
| 2,741 3,067 |
Annual contracted maintenance activity has taken place despite the lockdown in order to maintain the high standard of the hall’s facilities and to comply with relevant regulations. Costs have remained relatively predictable.
| 9. Repair and maintenance costs: Internal redecorating of the building Certification of electrics Grounds maintenance and repair Solar system triennial service provision Internal and external lighting repairs Central heating repair Repair kitchen equipment Plumbing repairs Firefighting & electrical equipment Sundry small repairs or replacements |
2021 £ 2020 £ 0 300 820 0 220 0 0 0 0 21 984 435 1,408 150 243 234 866 175 0 385 |
|---|---|
| 1,361 4,880 |
Repair and maintenance costs are significantly lower this year due to the prolonged closure of the hall. Expenditure on repairs to the fire alarm system, smoke detectors, the main entrance door and the boiler have been charged to the premises contingency fund (£1,376).
The solar system has been serviced since the year end and no further accrual was required in 2021.
| External renovation works: Exterior paths, trees and hedges |
2021 £ 2020 £ 68 500 |
|---|---|
5
Charity Number 270556
Shipham Village Hall Trust
Statement of finances for year ended 30 June 2021
-
Other expenditure relates to standard monthly bank charges totalling £78.
-
Three of the Trustees and the Hall Manager were reimbursed a total of £756 for purchases of equipment and/or materials for use in the hall made at the request of the management committee. Total repayments of this expenditure were: Jeff Brewster £236, Ray Burgess £21, John Moorehouse £351, Tony Packer £148.
-
Premises insured value We accepted the insurance agents’ offer of a free revaluation of the property in November 2021 by the firm “Rebuild Cost Assessment” for insurance purposes. This revalued the premise at £1,054,571 (inclusive of professional fees and demolition). The insured replacement value is uplifted free of charge by 25% to give a maximum claim value of £1.356m This value compares with a total cost of £564,259 in the accounts, being £530,154 for premises, and £34,105 included in equipment that is the net book value of landlord’s fixtures and fittings and solar panels.
-
Equipment and depreciation There were no additions or disposals of fixed assets in the year.
-
The depreciation policy writes down the cost of equipment over its minimum expected life to provide the money for their eventual replacement when needed.
-
The minimum expected life selected is set at either 5, 10 or 20 years, with the original cost and net book value at 30 June 2021 for each category shown below in brackets:
-
5 yr. life: Kitchenware, computers, general sanitary ware, and sundries (Cost £9,100; NBV £402)
-
5 yr. life: Audio/video equipment, curtains, and floor coverings (Cost £25,628; NBV £131)
-
10 yr. life: All other equipment and furniture (Cost £84,075; NBV £24,450)
-
20 yr. life: Solar panels (Cost £21,403; NBV £9,121) Total: All equipment (Cost £140,206; NBV £34,105) Within the total depreciation charge £1,070 related to solar panels and their inverters.
-
Land and premises are not depreciated but replacements of major equipment included originally in the building cost are now added to equipment and depreciated.
-
Lloyds Bank plc is used to bank rental income and CAF Bank Ltd is used for all other regular transactions.
-
Short-term funds are placed in a 90-day notice account with Julian Hodge Bank Limited and CAF Bank Gold account, earning interest during the year at 0.6% and 0.01% respectively.
-
A transfer to the premises contingency fund is made annually to contribute towards the cost of future major replacements or repairs of the premises, equipment and fittings integrated within the building that have not been designated as equipment in the accounts.
-
A further transfer of £5,000 was made at the end of the year.
-
During the year costs of £1,376 were incurred that have been charged against the premises contingency fund, including:
-
Repair and replacement of fire alarms and detection equipment £769
-
Boiler repairs £287
-
Repair to main entrance door £320.
-
- There are no restricted or endowment funds.
The Income and Expenditure Account, Balance Sheet and notes relating to the period ended 30 June 2021 are as approved by the Trustees of Shipham Village Hall Trust.
Stephen Dodd Honorary Treasurer 18 January 2022
6
Charity Number 270556
Independent Examiner's Report To the Trustees of Shipham Village Hall Trust
I report to the trustees on my examination of the accounts of Shipham Village Hall Trust (“the Trust”) for the year ended 30 June 2021, which are set out on pages 3 to 6.
Responsibilities and basis of report
As the charity trustees of the Trust, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”).
I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
Independent Examiner's statement
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination which gives me cause to believe that in any material respect:
-
Accounting records were not kept in accordance with section 130 of the Act, or
-
The accounts do not accord with the accounting records.
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached.
Denis Carroll ACMA 25 Beech Road Shipham Somerset BS25 1SA 18 January 2022