2022-03-31-accounts - Hardingstone Village Hall Association

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HARDINGSTONE VILLAGE HALLASSOCIATION Reports to the AGM for the year April 2021 to March 2022

CHAIRMAN’S REPORT

The pandemic has taken its toll on our bookings. Some of the regulars have not returned or have cut back on their bookings and now we have the double whammy of ever-increasing costs and peoples’ lack of disposable income. You will see from the treasures report we will be increasing the fees from September. Unfortunately, I can’t guarantee this will be our only increase this year, we will however do our best to stick with the one increase. Can I please ask all of you to do your best to help keep our costs down, only turn lights on when needed and try and limit the number your turn on also, when it comes to the heating season, please do your best to keep the heat in the building by not opening windows or propping open doors.

We will not be undertaking any major developments for the foreseeable future, we have already taken money from our reserve account to repair the wall on the west side of the building and need to be mindful that we must keep some funds to hand for any unforeseen emergencies.

Our facilities manager and treasure do sterling work in keeping the facility up to the high standard you have come to expect and I would like to take this opportunity to thank them.

Please remember the management of the hall is carried out by volunteers who give their time freely It would be desirable if more of you came forward to help, not necessarily to sit on the committee, we always have jobs that require doing like weeding the patio sweeping the car park etc if you feel you can help please speak to me or Gaynor.

On a positive note, the new door system is working well and the new car park barrier makes the building look much more professional. Paul Weatherley Chairman

TREASURER’S REPORT

From the End of Year Summary of Accounts:

Total Income: £53,552.41 which includes £32,108.50 from Letting the premises

£17,381.18 Covid Business Recovery Grants, Community Donations towards the De-fibrillator and other Donations

Total Expenditure: £ 52,628.54 which includes £1,623.80 Provision of a de-fibrillator on the outside of the Hall Building for community use.

Trading balance for the year April 2021 to March 2022 was £923.57

Total Assets at 31 March: £48,543.47 which includes £14,762.09 residue of Grants During the year we received grants from: HMRC Wages Grant Council Covid Recovery Grant Parish Council

During the year we received donations from: Parish Council towards the maintenance of trees on our joint boundary Donations from the local community towards the De-fibrillator Waitrose Charity

Treasurer’s Summary

This was another year affected by the Covid -19 Pandemic so this is an unexpectedly good result. The Manager is to be commended for her stewardship through the pandemic. The income from Lettings is a fall from pre-pandemic levels but has recovered considerably. A long-time major hirer left at the beginning of 2021. We are pleased to welcome a new regular hirer from September 2021.

There are major expenses, including the wall and the garden steps repairs, due in the new year which will deplete the current account funds. It is likely that £10,000 will need to be transferred from the deposit account to bolster the current account. Our policy is to hold £20,000 on deposit for emergencies and contingencies; the deposit account will fall below this level. We do have the grants for Covid recovery. Without these our total assets would be below £30,000.

Now the Hall is fully open both the running costs and the maintenance costs are rising. Many of our previous regulars are back in business though some are not at their previous levels of usage and there is a considerable reduction in one-off lettings. Business recovery grants have now ceased.

The main priority in the coming year will be to continue trading and regain the position where our income covers the outgoings. We hope it will be possible to continue with the development of the basement to give a kitchenette and toilet for the garden so it is a completely separate hirable venue.

Hire Rates

The rates were frozen for 2021-22. The considerable rise in the cost of energy and general supplies mean that there must be an increase in September 2022. The committee recommend that the rate for regular hirers be increased by 50p per hour. It is hoped this will be a modest increase for most hirers; the Hall will still compare favourably with other local venues’ rates. The rate for one-off hiring is still economic at it current level.

Val Brambley, HVHA Treasurer

Resolution One: The hire rate for regular users be increased by 50p per hour. Resolution Two: That Andrew Mackay be the Independent Financial Assessor for 2022-23

FACILITIES MANAGER REPORT

This year of April 2021 – March 2022 post Covid has been challenging trying to get to a new normal.

We lost quite a few regular bookings due to Covid, we have manged to fill some of the slots, and have an afterschool club using the Friends room weekdays.

Last year the garden proved very popular for outdoor bookings

We have managed to do many improvements the biggest being the new door entry system working from people’s mobile phones, another big job was repairing the side wall which had been an issue for some years, a new car park barrier is a fantastic improvement and fencing in the garden to keep improving the outdoor space.

Our ongoing tests and maintenance contracts have been completed; -

Fire Alarm and Extinguishers, Rodent Control, Garden upkeep, Building electric, Pat testing, Boiler Service. Plus, our 5-year Tree inspection which led to considerable work needed on the boundary trees.

Cleaning has been an important issue since Covid, we purchased a Fogging Machine and a Floor cleaning machine, and a new cleaner does a full building clean on a Sunday evening. I check the building daily and clean where necessary the rest of the week.

We have the windows cleaned approx. every four months and we ask everyone to leave the building how they would like to find it, which works well most of the time.

General maintenance of the building takes a lot of time and money for general upkeep and small

New window locks in the main hall have proved an issue

The kitchen light and fan have been put on to censors as they were constantly being left on

It is a constant job keeping up with damages and replacements in a building of multiple occupancy

– Projects/Maintenance/Equipment required for the future in order of priority and subject to funding.

New CCTV to include the garden and back entrance which are not covered by the current set up (our present one only has two working cameras)
The office laptop needs replacing
3.New Flooring in the small half of the main hall (the laminate is coming up where the floor is uneven)
Foyer needs re-decorating.
Improvements to basement with proposed new doors, a kitchenette and toilet

My thanks go to the committee for their support in helping me do the best I can for the building and to all our users, we need you as much as you need us.

Gaynor Weatherley - Manager

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