2022-06-30-accounts

Shipham Village Hall Trust Charity number 270556 Report of the Trustees for the year ended 30[th] June 2022

The Trust and its charitable objective

The charitable trust was first registered with the Charity Commission in 1975 to “provide community hall facilities for the use and benefit of the inhabitants of and organisations within the parish of Shipham”. Modifications to the deed have been registered allowing modern means of communication.

Officers of the Trust

Jeff Brewster and Steve Dodd continue as Chairman and Treasurer of the Trust. At the AGM Tony Davies retired from the role of Secretary although he continues as a trustee. Joules Offord has been welcomed as the new Secretary.

Governance and day to day management

The trust deed lays down the powers governing the trust and its management, particularly keeping the premises in good repair and insured against fire, theft, public liability, and other insurable risks.

The trust is administered by a council of 8 independent trustees elected at the trust’s AGM, and representative trustees elected annually by active village organisations empowered under the trust to appoint trustees. Over the years 8 of these have become inactive, 10 new organisations have been added, and the parish council is invited to nominate a representative.

There are currently 23 trustees:

Independently elected trustees

There are currently 23 trustees: Independently elected trustees	There are currently 23 trustees: Independently elected trustees
Ken Chalk Tony Davies Peter Downing Paul Edwards
Ian Firth John Moorhouse Keith Scanlon Helen Ingleby
Hon. Secretary	Jules Offord
Representative trusteesfor	active village organisations (* organisations added)
Molly Hitchcock	Friends of Shipham School*
Amanda Firth	Save the Children Lunches*
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*
Laura Turner	Shipham Parent and Toddler Group*
Debbie Andrews	Shipham Players*
Margaret Howell	Rowberrow PCC and Shipham PCC
Anita Townsend	Shipham, Rowberrow & Star Women’s Institute
New appointee awaited	Shipham Scouts and Cubs
Co-opted trustee
Gemma Gaut	Shipham Parish Council*

Management Committee

A management committee is appointed by the trustees to oversee the operation of the hall and at the date of this report the members are:

Council : Jeff Brewster Ray Burgess Ken Chalk Tony Davies Steve Dodd

Paul Edwards Sally Hansford Helen Ingleby John Moorhouse Jules Offord Co-opted members: Pete Ovenden Tony Packer (Hall Manager) Rachel Healey

Contact information

For availability or booking any room: contact our bookings clerk , Katie Ovenden either by e-mail: [e-mail] , or on the dedicated phone [phone] leaving a request for a call back if this is not answered personally at the time.

Availability of any room may be checked at www.bookingsmanager.biz/ShiphamVillageHall but there is no facility to arrange a booking on the site

All other communications should be addressed to the Hon. Secretary.

Page 1 of 4 pages of the report of the trustees for y.e. 30’06’22

Shipham Village Hall Trust Charity number 270556 Report of the Trustees for the year ended 30[th] June 2022

The principal officers , and their contact information, are:

Chairman: Hon. Secretary: Hon. Treasurer: Mr J Brewster, 22 Beech Rd. Mr Jules Offord, Seagrove, North Mr S Dodd, 1 The Square Shipham, BS25 1SB Down Lane, Shipham BS25 1SN Shipham, BS25 1RB Tel: [phone] Tel: [phone] Tel: [phone]

Public Benefit

Interest in the hall is stimulated by word of mouth, listings in free local periodicals and on the web at www.shiphamhall.co.uk, the community site www.somersetrcc.org.uk, and www.hallshire.com.

The Hall is well used by both villagers and those from adjacent villages, enhancing the social wellbeing of the village and its neighbours. The hall accepts bookings from any applicant provided the 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, hall information screen, and notice boards. These include those of village organisations and others covering 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

The committee continues to maintain facilities to mitigate the potential risks of Covid. Fortunately the loss of rental income was again offset for the financial year ended 30.03.22 by a further grant of £2,667 received from the government.

The Premises

Since the opening of the hall the building has been extended. An annual refurbishment program of equipment and external areas maintains the high standards set at the opening of the hall.

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

• An adjacent 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 room has an individual hearing loop system, projection facility and audio system. 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.

Commentary on the accounts for the year to 30 June 2022

The trust was left a gift of £5,000 in the will of former chairman David Worker and this has been set aside as a protected fund as a means of stimulating the use of the hall for special causes or to aid groups that are struggling to cover the costs of hiring until they can re-establish themselves.

Page 2 of 4 pages of the report of the trustees for y.e. 30’06’22

Shipham Village Hall Trust Charity number 270556 Report of the Trustees for the year ended 30[th] June 2022

A brief analysis is set on page 4 summarising income and costs for general operation and then those that are non-operational.

There was an overall surplus of £10,309 for the year of all income, including grants, after expenses, depreciation, and exceptional charges. This compared to £7,288 in the previous year.

The hall was allowed to open just before July 2021 without strict Covid restrictions, and hire income for the year of £28,725 almost recovered to pre-pandemic levels. No fund-raising could take place.

Solar income was circa 10% down at £3,054 despite a prolonged period when one of the three systems was not fully operational.

Interest earned remains negligible due the paucity of available interest rates.

The net operational profit before grants for the year of £717 compared to £13,791 loss in for 2020/21. During the shutdown in 2020/21 payments to both the bookings clerk and the cleaner had been maintained and annual service charges for electricity, gas, water, maintenance, and licences had been required, and the hall had been 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 more assets became fully depreciated at the end of last year the annual depreciation charge fell by £634.

£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. £2,348 has been charged to the fund, including an upgrade of the main hall overhead projector £1,691, radiator repairs £280, and security camera replacements £310, leaving the fund at £23,158 at the year-end

At 30 June 2022 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 with a valuation of £1.1 million. This valuation was uplifted in the insurance renewal in December 2021 by a free additional cover of 25% for completing the revaluation survey.

Net current assets of the trust increased to £83,917 by the year end and cash available is definitely considered adequate to meet the hall’s commitments and any renovation or replacement of equipment as required in the next few years.

At the end of June 2022 the total reserves were £642,564

The Current Year 2022/23

Bookings have recovered close to the levels just before the impact of Covid. Cash reserves of the hall are healthy and at present there appears no immediate need for fund raising. Hire charges were last increased in July 2019 and no increases are currently under consideration.

Professional Support

Lloyds Bank plc is used to bank rental income and CAF Bank Ltd is used for all other transactions. Mr Dennis Carroll is the Trust’s independent examiner.

Signature and Declaration

I declare, in my capacity as Chairman, that the Trustees have approved the report above and have authorised me to sign it on their behalf.

J. Brewster Chairman 29 January 2023

Page 3 of 4 pages of the report of the trustees for y.e. 30’06’22

Shipham Village Hall Trust Statement of finances for year ended 30 June 2022 Summary presentation of accounts

Income & Expenses Summary	y.e.30/06/22	y.e.30/06/21
General hall operation	£	£
Hire charges	28,725	8,034
General hallexpenses	23,767	-16,950
Net (loss)/Income before depreciation	4,958	-8,916
Depreciation of equipment	-4,241	-4,875
Gainonsale of redundant equipment	0	0
Operational profit/loss	717	-13,791
Non-operational income Net fund raising proceeds Grants and donations	0	0
	7,687	18,784
Solar energy contribution
FIT export income Solar equipment depreciation	3,054	3,434
	-1,370	-1,370
Netgain from solar	1,684	2,064
Interest on deposits	222	231
Non-operational total surpluses	9,592	21,079
Overall surpluses available Transfer to Premises contingency fund Transfer to Legacy Fund	10,309 -5,000 -5,000	7,288 -5,000 -
Transfer to General Reserves	309	2,288
Premises Contingency Fund movements
Transfer for the year	5,000	5,000
Expenditure in theyear	-2,348	-1,375
Increase in the fund in theyear	2,652	3,625
Balance Sheet	Summary
Fixed Assets Land and premises	530,154	530,154
Equipment cost	140,205	140,205
Equipment depreciation	-111,711	-105,432
Net book value of fixed assets	558,648	564,259
Net Current Assets Cash and deposits	86,405	68,124
Debtors	3,225	4,118
Current liabilities	-5,713	-1,898
Net current assets	83,917	70,344
Total Assets	642,564	634,603
Premises Contingency Fund General Reserves Fund Legacy Fund	23,158 614,406 5,000	20,505 614,098 0
Total Reserves	642,564	634,603

The full accounts for the year ended 30 June 2022 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. 30’06’22 Charity Number 270556

Shipham Village Hall Trust

Statement of Finances for the year ended 30 June 2022

1

Charity Number 270556

Shipham Village Hall Trust

Statement of finances for year ended 30 June 2022

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 2022, 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 24 January 2023

2

Charity Number 270556

Shipham Village Hall Trust

Statement of finances for year ended 30 June 2022

Income & Expenditure Account Year Ended 30 June 2022

	INCOME Income from charitable activities Hire charges Fundraising Donations & grants Other	INCOME Income from charitable activities Hire charges Fundraising Donations & grants Other		Note 1 2 3		Year ended 30 June 2022 £ 28,725 0 2,667 5,020			Year ended 30 June 2021 £ 8,034 0 18,734 50
				4 5		36,412 3,054 222			26,818 3,434 231
	TOTAL INCOME					39,687			30,483
	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 (2,974) (4,290) (1,631) (1,062) (3,238) (94) (1,365) (2,570) (3,830) (1,091) (10) (41) (1,146) (99) (325)			0 (2,964) (3,960) (1,595) (924) (1,826) 45 (2,741) (1,361) (68) (328) (92) 0 (1,057) (0) (79)
	TOTAL EXPENDITURE			12		(23,767)			(16,950)
	TOTAL NET INCOME Depreciation Premises contingency fund David Worker LegacyFund			14 17		15,920 (5,611) (5,000) (5,000)			13,533 (6,245) (5,000) 0
	NET SURPLUS					309			2,288

3

Charity Number 270556

Shipham Village Hall Trust

Statement of finances for year ended 30 June 2022

Balance Sheet Year Ended 30 June 2022

					Year ended			Year ended
					30 June			30 June
			Note		2022			2021
					£			£
FIXED ASSETS
Land at cost					28,281			28,281
Premises at cost			13		501,873			501,873
Equipment			14
	Net Book Value b/f				34,105			40,350
	Additions				0			0
	Disposals at Net Book Value				0			0
	Depreciation				(5,611)			(6,245)
	Net Book Value c/f				28,494			34,105
TOTAL FIXED ASSETS					558,648			564,259
CURRENT ASSETS
Cash at bank
	Lloyds Bank plc - instant access		15		668			601
	CAF Bank Limited - Cash Account Trust 1		16		7,208			2,215
	CAF Bank Limited - Gold Account Trust 2		16		46,162			33,134
	Julian Hodge Bank Limited - 90 day notice		16		32,367			32,174
Debtors
	Hire charges				1,251			1,467
	Solar FIT				1,169			1,531
	Otherprepayments and accrued income				805			1,120
TOTAL CURRENT ASSETS					89,630			72,242
CURRENT LIABILITIES
Accruals and provisions
	General accruals and provisions				(1,690)			(898)
	Hirers' deposits held andprepaid rents				(4,023)			(1,000)
TOTAL CURRENT LIABILITIES					(5,713)			(1,898)
NET CURRENT ASSETS					83,917			70,344
TOTAL NET ASSETS					642,564			634,603
REPRESENTED BY
Premises contingency fund			17
	Brought forward				20,506			16,881
	Additions				5,000			5,000
	Withdrawals				(2,348)			(1,376)
	Carried forward				23,158			20,505
General reserves fund
	Brought forward				614,097			611,810
	David Worker Legacy Fund		4		5,000			0
	Surplus for theyear				309			2,288
	Carried forward				619,406			614,098
TOTAL FUND BALANCES CARRIED FORWARD			18		642,564			634,603

4

Charity Number 270556

Shipham Village Hall Trust

Statement of finances for year ended 30 June 2022

Notes to the statement of finances

1. 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.

2. A grant of £2,667 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.

3. Other income includes a generous legacy gift of £5k from the former Chairman’s estate that has been set aside to help fund village organisations in need of financial support, as approved by the Hall Committee..

4. Receipts from Feed in Tariff and exported energy generated by the solar panels have dropped by 12% (2021: - 8%). This figure is before deducting £1,070 for depreciation of the solar systems equipment.

5. Interest income remained relatively steady and available interest rates remained very low during the year.

6. 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.

7. Utility charges are likely to continue to increase over time but the full impact of the increases to date was subdued last year by the closure of the hall during the Covid 19 lockdown. Charges for the current year reflect a return to near average usage rates.

reflect a return to near average usage rates.
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	2022 £ 0 0 408 193 563 0 119 82	2021 £
		178 800 372 283 472 300 254 82
	1,365	2,741

1. Annual contracted maintenance costs:

Most annual contracted maintenance activity took place in 2021 despite the lockdown to maintain the high standard of the hall’s facilities and to comply with relevant regulations. Costs have remained relatively predictable. The main hall floor resurfacing was not performed in August 2021.

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 Sundry small repairs or replacements	2022 £ 250 228 1,632 24 277 159	2021 £
		0 300 820 0 220 21
	2,570	1,361

Repair and maintenance costs have risen in line with increased hall usage and with extensive work to tidy the area surrounding the hall and to refresh the planters.

Expenditure on upgrading of the overhead projectors, repairs to the radiators, the replacement of security cameras and replacement of extractor fans have been charged to the premises contingency fund (£2,348).

External renovation works: Exterior paths, trees and hedges Boules court refurbishment Ash tree clearance	2022 £ 2,017 526 1,287	2021 £
		68 0 0
	3,830	68

Extensive clearance and tree felling work was carried out during the year to maintain and enhance the look of the area surrounding the hall.

5

Charity Number 270556

Shipham Village Hall Trust

Statement of finances for year ended 30 June 2022

1. Other expenditure relates to standard monthly bank charges and gifts.

2. Trustees, the Hall Manager and other Management Committee Members were reimbursed a total of £2,272 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: Tony Packer £1,266, John Moorhouse £365, Jeff Brewster £333, Stephen Dodd £138, Ken Chalk £72, Sally Hansford £70, Tony Davies £27.

3. Premises insured value The hall is insured with Allied Westminster (Insurance Services) Limited and the sum insured under the current insurance contract is £1.1m. This value compares with a total cost of £558,648 in the accounts, being £530,154 for premises, and £28,494 included in equipment that is the net book value of landlord’s fixtures and fittings and solar panels.

4. Equipment and depreciation There were no additions or disposals of fixed assets in the year.

5. 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 2022 for each category shown below in brackets:

6. 5 yr. life: Kitchenware, computers, general sanitary ware, and sundries (Cost £9,100; NBV £201)

7. 5 yr. life: Audio/video equipment, curtains, and floor coverings (Cost £25,628; NBV £0)

8. 10 yr. life: All other equipment and furniture (Cost £84,075; NBV £20,242) 20 yr. life: Solar panels (Cost £21,403; NBV £8,051) Total: All equipment (Cost £140,206; NBV £28,494)

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.

• In the year, 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. Since the year end, Julian Hodge Bank Limited have closed their charity savings accounts and we are in process of identifying a suitable alternative banking solution for long term funds.

• 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 £2,348 were incurred that have been charged against the premises contingency fund, including:

• Overhead projector upgrade £1,691

• Radiator repairs £280

• Security camera replacements £310

• Extractor fan replacement £67

• 1. There are no restricted or endowment funds.

The Income and Expenditure Account, Balance Sheet and notes relating to the period ended 30 June 2022 are as approved by the Trustees of Shipham Village Hall Trust.

Stephen Dodd Honorary Treasurer 24 January 2023

6

Charity Number 270556

Shipham Village Hall Trust

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 2022, 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.

25 Beech Road Shipham Somerset BS25 1SA