St Leonard & St Ives Village Hall
Annual Report and Accounts 2021/2022
## 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 April 2022. 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 putting more effort into advertising the hall in local press, Facebook etc.
## A busy year culminating in running our own fundraising events once more
Management Committee Annual Report and Accounts 2021/2022
Charity Number 270967
Page 8
Page
St Leonard & St Ives Village Hall
Annual Report and Accounts 2021/2022
## Table of Contents
|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:
Margaret Goringe (Chairman) Richard Marshall Barry Goringe (Vice Chairman) Karen Stidston Vivienne Frecknall** (Treasurer) Dot Tuck Jane Holmes (appointed 15 July 2021) Angela Simpson (retired March 22) Ann Warman (retired October 2021)
** Vivienne Frecknall is also the Home Watch representative. Additionally, the following Trustees represented regular user groups: Myra Barter, Jill Rix and Mike Tuck.
## 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
Page 2
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St Leonard & St Ives Village Hall
Annual Report and Accounts 2021/2022
## Statement of Financial Activities
|INCOME
Donatons received
Cupboard hire
Equipment hire
Fundraising Income
ICafe
Miscellaneous Income
Regular Hirers
Private Hirers
Interest Received
Total Income
EXPENSES
Administraton costs
Advertsing
Insurance
Membership fees
Postage
Statonery
Sundry expenses
Telephone
Website
Bank Charges
Depreciaton
Proft or Loss on Disposal
Charity Management
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
NetResource Movement
Transfers Between Funds
Total Funds Brought Forward
Total Funds Carried Forward|2021/22
2021/22
2021/22
Unrestricted
Restricted
Total
2020/21
Diference
% Change
13654.62
4087.80
17742.42
53639.47
-35894.94
-66%
1184.34
0.00
1184.34
1095.25
89.09
8%
86.50
0.00
86.50
0.00
86.50
1150.00
0.00
1150.00
0.00
1150.00
1485.00
0.00
1485.00
809.81
675.19
83%
10469.00
0.00
10469.00
8861.76
1607.24
18%
25618.00
0.00
25618.00
4393.75
21224.25
483%
3112.00
0.00
3112.00
59.75
3052.25
5108%
15.65
0.00
15.65
39.69
-24.04
-61%|
|---|---|
||56775.11
4087.50
60862.91
68899.48
-8036.57
-12%
693.94
0.00
693.94
494.96
198.98
40%
252.00
0.00
252.00
84.00
168.00
200%
1936.09
0.00
1936.09
1541.99
394.10
26%
60.00
0.00
60.00
35.00
25.00
32%
3.96
0.00
3.96
3.36
0.60
18%
236.13
0.00
236.13
411.85
-175.72
-43%
485.40
0.00
485.40
289.49
195.91
68%
628.13
0.00
628.13
473.88
154.25
33%
387.81
0.00
387.81
141.16
246.65
175%
96.00
0.00
96.00
69.00
27.00
39%
3521.09
64.87
3585.96
3035.39
550.57
18%
3103.85
0.00
3103.85
0
3103.85
20.00
0.00
20.00
69.00
27.00
39%
27171.66
0.00
27171.66
24396.31
2775.35
11%
387.14
0.00
387.14
390.51
-3.37
-1%
536.99
36.27
573.26
39.99
533.27
1334%
508.45
0.00
508.45
1838.31
-1329.86
-72%
1286.66
0.00
1288.66
404.22
884.44
219%
2944.98
0.00
2944.98
3225.43
-280.45
-9%
3109.14
0.00
3109.14
2824.53
284.61
10%
222.80
0.00
222.80
0
222.80
3406.00
0.00
3406.00
1512.74
1893.26
125%
1518.36
0.00
1518.36
4226.80
-2708.44
-64%
100.00
0.00
100.00
100.00
0.00
13132.06
4012.80
17144.86
14986.00
2158.86
15%
750.89
0.00
750.89
-50.19
801.08|
||66501.53
4113.94
70615.47
60474.73
10140.74
16%
-9726.42
-26.14
-9752.56
8424.75
-18177.31
-112%
107571.52
77.72
107649.24
103535.68
8001.59
4%|
||97845.10
51.58
97896.68
111960.43
10175.72
9%|
There were no expense payments made to Trustees during the year. The accounts were independently examined by Mr Keith Lewis FCA and signed on 17 May 2022. His signed statement is on page 8.
## Trustees annual review continued
## Public Beneft
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
## Hirers and other income
As the year opened on 1 April 2021 village halls were still under lockdown, but were able to reopen in May with certain restrictions. With a high percentage of retirees using the hall there was some initial reluctance for hirer groups to return. On this basis we did not increase hire rates.
The 2021/22 budget took a worst case scenario view that business would increase slowly and could reach 50% of normal hire income. What wasn’t known at that time was the scale of the Government support grants which really helped. The computer café increased its hourly rate and generated £1485, plus £1150 at a Quiz night accounts for the fundraising income,the parish council cashflow (non restricted) grant was £10000. Finally we received £14199 in various hirer’s donations and government funding, a £4013 grant for annexe refurbishment and £16 in interest. Total income was £60863 including private hirers (£3112, budgeted £1875) and regular hirers income was £26896 versus the budget of £26775.
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St Leonard & St Ives Village Hall
Annual Report and Accounts 2021/2022
## Fundraising activities
To celebrate the removal of all lockdown restrictions we organised a Quiz night which was very well received and generated a profit of £597 thanks to sponsorship from a local care home. An impromptu outdoor Christmas singalong earned another £16 and the Computer Café income was £1485.
## Grants
We received £10000 core-funding (cashflow) grant from our Parish Council plus T H Russell’s grant of £4012.80 towards acoustic panels and new lighting in the annexe.
## Staf f
There were no changes to the staff during this year. In line with the latest minimum wage level the daily caretaker and cleaner wages will be increased accordingly from 6 April 2022.
## Maintenance
Thanks to the T H Russell grant we have improved the lighting and added acoustic panels to the ceiling which have greatly improved the sound quality. We hope to continue this work throughout the other rooms. We also started the process of obtaining a 50/50 grant from Low Carbon Dorset for the installation of solar panels and this work was finally completed in April 2022. Our Legionella checks were failing in some areas and as a result we had to decommission a tank in the loft and obtain a new cylinder.
## Other issues
Once of the investigations required for the annexe work was an asbestos survey, which was carried out and some areas are now marked showing asbestos presence.
The Fire Risks Assessment was carried out with a long list of remedial work to be undertaken. Key areas included re-fire retarding the main hall curtains and stage curtains, installation of more fire doors with automatic releases to be fitted to all fire doors, more smoke detectors to be installed. All trustees and staff successfully undertook an online fire extinguisher training course.
## Financial Report
|INCOME|2021/2022|2020/2021|
|---|---|---|
|Regular|26888.84|5489.00|
|Private|3112.00|59.75|
|Fundraising|2635.00|809.81|
|Other income|24139.27|0.00|
|Restricted grants|4087.80|23397.92|
|Covid grants|0.00|39143.00|
||60862.91|68899.48|
|Total expenses exceeded total||income|
|by £5826.03 this year.|||
Income was better than expected and concerns about losing income due to Covid and the average age of hirer groups was somewhat alleviated by new hirers coming in.
**----- Start of picture text -----**
EXPENSES 2021/2022 2020/2021
Wages/Pensions 27558.80 24786.82
Premises 13849.28 29763.83
Fundraising 573.26 123.99
Repairs 16381.66 846.00
Admin 8325.94 5377.25
66688.94 60897.89
**----- End of picture text -----**
Expenditure is £5791 more this year, wages in the 2020/21 year were lower than this year as we did not recruit a
replacement caretaker until August 2021, whilst premises costs are higher due to the improvements in lighting and acoustics in the Annexe. Admin costs were lower in 2020/21 as the lockdowns meant lower cleaning costs.
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:
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 25 August 2022_
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