Annual Report and Accounts 2020/21
St Leonard & St Ives Village Hall
Independent Examiner’s Statement
Reserves Policy
The reserves policy takes into account the need to cover fluctuations in income, current liabilities and unplanned expenditure. The minimum operating reserve of 13 weeks operational costs is normally held as cash (unrestricted funds) in the CAF Gold account. Apart from the possible ongoing effects of the pandemic there are no major concerns regarding our financial viability for the next 12 months.
Risks Policy
Our annual risks assessment was carried out in January 2021. The minor risks have been addressed, the main concern is the low number of Trustees and an almost 100% reluctance amongst hirers to join the Trustee board. This year we will be heavily targeting local residents and individual hall users. Ongoing risks assessments have constantly been carried out as circumstances surrounding Covid have evolved.
St Leonards & St Ives Village Hall
Management Committee
Annual Report and Accounts 2020/21 Charity Number 270967
Thank you so much for all your help, “ we had a fantastic party. Tony was lovely and very helpful, the hall was great and had everything we needed.
www.stleonardshall.org.uk
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Annual Report and Accounts 2020/21
St Leonard & St Ives Village Hall
Table of Contents
Trustees Annual Review Pages 2 to 4 Financial Report Page 5 Statement of Financial Activities Page 6 Balance Sheet Page 7 Examiner’s Statement Page 8 Reserves and Risks Policies Page 8
Trustees annual review
Reference and administrative details
St Leonards & St Ives Village Hall Management Committee (VHMC) was created on 1st October 1975 (registration number 270967). The charity's address is St Leonards & St Ives Village Hall, Braeside Road, St Leonards, RINGWOOD BH24 2PH. The Village Hall is owned by the Parish Council and administered by the charity under a 99 year lease agreement signed in November 1975 which forms part of the Constitution document.
Charity Trustees during the year were: Barry Goringe (Chairman) Richard Marshall
Margaret Goringe (Vice Chairman) Karen Stidston Vivienne Frecknall (Treasurer) Dot Tuck** (appointed 5 October 2020)
Ann Warman
_** V Frecknall is also the Home Watch representative._ Additionally, the following Trustees represented regular user groups: Myra Barter (appointed 15 October 2020) Jill Rix and Mike Tuck (appointed 15 October 2020) .**
Objectives and activities
The VHMC is committed to providing an outstanding village hall for the use of residents of St Leonards and St Ives parish without distinction of political, religious or other opinions and with the object of improving their lives including use for meetings, lectures and classes, and other forms of recreation and leisure time occupation. Later in this report are details of our achievements this year and the financial results.
Balance Sheet
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Annual Report and Accounts 2020/21
St Leonard & St Ives Village Hall
Statement of Financial Activities
| INCOME Donatons received Cupboard hire Equipment hire Fundraising Income ICafe Miscellaneous Income Ofce Rental Regular Hirers Private Hirers Interest Received Government Covid grants Total Income EXPENSES Insurance Membership fees Postage Statonery Sundry expenses Telephone Website Administraton costs Bank Charges Depreciaton Proft or Loss on Disposal Charity Management Employer NIC NIC Recovered Payroll Costs Pensions Fundraising costs Agency cleaning Cleaning materials Electricity Gas General rates Inspectons Premises expenses Rent to PC Repairs and maintenance Water rates Total Expenses Net Resource Movement Transfers Between Funds Total Funds Brought Forward Total Funds Carried Forward |
2020/21 2020/21 2020/21 Unrestricted Restricted Total 2019/20 Diference % Change 1422.23 13236.00 14658.23 853.50 13804.73 94% 1095.25 0.00 1095.25 1100.90 -5.65 -1% 0.00 0.00 0.00 48.00 -48.00 -100% 0.00 0.00 0.00 5.00 -5.00 -100% 809.81 0.00 809.81 1300.00 -490.19 -38% 8700.00 0.00 8700.00 8541.40 158.60 2% 0.00 0.00 0.00 2018.60 -2018.60 -100% 4393.75 0.00 4393.75 40823.25 -36429.50 -89% 59.75 0.00 59.75 2796.34 -2736.59 -98% 39.69 0.00 39.69 126.14 -86.45 -218% 39143.00 0.00 39143.00 0.00 39143.00 100% |
|---|---|
| 55663.48 13236.00 68899.48 57613.13 11286.35 20% -1541.99 0.00 -1541.99 -1705.03 163.04 -10% -35.00 0.00 -35.00 -45.00 10.00 -22% -3.36 0.00 -3.36 0.00 -3.36 100% -411.85 0.00 -411.85 -73.44 -338.41 461% -105.46 -184.03 -289.49 -169.40 -120.09 71% -473.88 0.00 -473.88 -518.21 44.33 -9% -141.16 0.00 -141.16 -892.66 751.50 -84% -494.96 0.00 -494.96 -476.12 -18.84 4% -69.00 0.00 -69.00 -65.00 -4.00 6% -3393.68 -64.87 -3458.55 -6848.68 3390.13 -50% 0.00 0.00 0.00 -27.23 27.23 -100% 0.00 0.00 0.00 40.00 -40.00 -100% -216.12 0.00 -216.12 -83.97 -132.15 157% 216.12 0.00 216.12 83.97 132.15 157% -24396.31 0.00 -24396.31 -27282.81 2886.50 -11% -390.51 0.00 -390.51 0.00 -390.51 100% 0.00 -123.99 -123.99 0.00 -123.99 100% -1838.31 0.00 -1838.31 -5155.03 3316.72 -64% -404.22 0.00 -404.22 -1937.84 1533.62 -79% -3225.43 0.00 -3225.43 -3199.25 -26.18 1% -2824.53 0.00 -2824.53 -2189.73 -634.80 29% 0.00 0.00 0.00 -655.39 655.39 -100% -1512.74 0.00 -1512.74 -223.20 -1289.54 578% -5130.80 -13236.00 -18366.80 -5716.87 -12649.93 221% -100.00 0.00 -100.00 -75.00 -25.00 33% -846.00 0.00 -846.00 -1560.80 714.80 -46% 50.19 0.00 50.19 -957.49 1007.68 -105% |
|
| -47289.00 -13608.89 -60897.89 -59734.18 -1163.71 2% 8374.48 -372.89 8001.59 -2121.05 10122.64 99197.01 450.61 99647.62 101768.70 -2121.05 -2% |
|
| 107571.49 77.72 107649.21 99647.65 8001.59 8% |
There were no expense payments made to Trustees during the year. The accounts were independently examined by Mr Keith Lewis FCA and signed on 25 May 2021. His signed statement is on page 8.
Trustees annual review continued
Public Benefit
When planning actions and activities the Trustees pursue the stated objectives and have complied with their duty to have due regard to the commission’s public benefit guidance when reviewing the charity’s aims, objectives and in planning future activities.
Structure, governance and management
The charity is an unincorporated association operating under a Lease and Trust Deed with the Parish Council and a Constitution, known as the First Schedule, which governs day to day management of the charity. It operates with a small staff of part time paid employees and a Committee of volunteers who manage the charity. All members of the Committee are drawn from regular users and local residents, they retire together at each Annual General Meeting and can be re-elected or reappointed. All regular user groups are encouraged to join the Committee as either a Trustee or Co-optee, the latter do not hold Trustee and voting status. None of the Trustees have received benefits from the charity in this financial year.
The unpaid Independent Examiner for this year is Keith Lewis FCA.
Achievements and performance
The key points from this year are:
Hirers and other income
Hiring rates were increased by 2% across the board, giving a forecast income of £42816 for regular hirers, £1095 for cupboard hire and £3000 for private hirers, however, as Covid meant the closure of the hall from 23 March 2020 the actual hire income for the year was £5549 in total. The computer café generated £810, the parish council in the form of cashflow (non restricted) grant was £6000. Finally we received £2700 insurance claim, £1421 in various hirer’s donations and £40 in interest. Total income was £55663 including government grants totalling £39143.
Fundraising activities
Only the Computer Café due to the ongoing lack of an events organiser.
Grants
We received £6000 core-funding (cashflow) grant from our Council plus the Covid grants of £39143.
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Annual Report and Accounts 2020/21
St Leonard & St Ives Village Hall
Staff
This has been a difficult year but throughout our cleaners and caretakers remained available when required so were not furloughed. Gio, due to his age, took a pay reduction. Clementine continued to work whilst home schooling her three children, for which the board were truly grateful. Richard, our new caretaker ultimately joined us in August 2020.
Maintenance
One benefit of Covid was that it enabled us to proceed with updating the committee room and old parish office into an new space now called the Russell Room, complete with a new disabled toilet. This was thanks to a grant of £13236 from the T H Russell fund. One major issue was the failure of the 20 year old boiler in the Annexe which was replaced in September 2020 at a cost of £3199.
Other issues
Due to Covid most meetings were held by email or Zoom, but we did manage to hold our AGM in October in the main hall, at which we welcomed 3 new trustees to the board. We will also be appointing another new trustee at our next meeting in 2021.
Having closed on 23 March 2020, we reopened on 4 July but sadly due to the ‘rule of 6’ and tier 1 status from September we were unable to welcome many of our hirers back at that time. We also lost a few groups who decided to close down permanently. After the subsequent lockdown in December, we remained closed until the May elections (we are a polling station) and reopened on 15 May 2020for a church event and other hirers from 17 May 2020.
In January a car hit the building whilst manoeuvring, fortunately the damage was not too severe and we were able to reclaim the cost on insurance.
We’ve also had lots of time to consider further refurbishments to the Annexe (acoustic panels, new lighting and décor) and the main hall, along with potentially adding solar panels to the roof. All of these are at the planning and grant seeking stage. The first planned update will be to the Annexe as we are quite confident of receiving a grant in the summer.
Financial Report
Total expenses exceeded total income by £8001.89.
| INCOME Regular Private Fundraising Ofce Rent Other Covid grants |
2020/2021 2019/2020 5489.00 41972.15 59.75 2796.34 809.81 1305.00 0.00 2018.60 23397.92 9521.04 39143.00 0.00 |
|---|---|
| 68899.48 57613.13 |
Income was greatly depressed by Covid and we have lost some long term hirers
as their groups have reduced or curtailed their hall hire due to falling membership. The grants from the Government have ensured that we have not had any short term finance problems. We no longer receive office rent as the room has been refurbished to be an entrance lobby to the Russell room and has provided the space for a new disabled toilet. Expenditure is £1164 more this year, wages are lower as we did not recruit a replacement caretaker until August, whilst premises costs are
higher due to the conversion of the parish office and committee rooms. Admin costs are lower due to lockdown periods meaning less cleaning costs.
| EXPENSES Wages/Pensions Premises Fundraising Repairs Admin |
2020/2021 2019/2020 24786.82 27282.81 29763.83 21814.83 123.99 0.00 846.00 1560.80 5377.25 9075.74 |
|---|---|
| 60897.89 59734.18 |
Tangible Fixed Assets depreciation of fixed assets held for use by the charity is made at annual rates calculated to spread the cost (less residual disposal value) of each asset over its expected useful life. However, Plant (the main boiler) has been depreciated at 15% per annum, reducing balance method, giving the resulting net book values:
Fixtures & Fittings Computer & Office Equipment Plant £9096.59 £501.44 £4700.06 £8280.68
The residual disposable value of these assets however is only around £1000 as many of the items such as flooring, fire doors, electrical installations etc have little or no resale value.
Signed on behalf of the Trustees ……………………………………………………………...….(Chairman)
Prepared by V Frecknall 8 June 2021
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