St Leonard & St Ives Village Hall
Annual Report and Accounts 2022/2023
## 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
## This is the 3 June 2022 Funday
Management Committee Annual Report and Accounts 2022/2023 Charity Number 270967
Page 8
Page
St Leonard & St Ives Village Hall
Annual Report and Accounts 2022/2023
## 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 retired 19 July 22 Barry Goringe (Vice Chairman) Karen Stidston Vivienne Frecknall** (Treasurer) Dot Tuck Jane Holmes retired October 22 Marie Drake appointed 16 June 22
** Vivienne Frecknall is also the Home Watch representative. Additionally, the following Trustees represented regular user groups: Myra Barter and Jill Rix, Mike Tuck retired 19 July 22 .
## 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
NOTE: Due to a prior period error in the financial statements the opening balances have been restated in our new 2022/23 accounts in place of the previously published balances.
Page 2
Page 7
St Leonard & St Ives Village Hall
Annual Report and Accounts 2022/2023
## Statement of Financial Activities
|INCOME
Donatons received
Cupboard hire
Grants - Non recurring
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
NetMovement
Transfers Between Funds
NetMovement in Funds
Total Funds B/forward
Total Funds C/forward|2022/3
Unrestricted
2022/23
Restricted
2022/23
Total
2021/22 Diference % Change
10067.67
9973.18
20040.85
17742.42
2298.43
13%
791.20
0.00
791.20
1184.34
-393.14
-33%
0.00
2100.00
2100.00
0.00
2100.00
15.00
0.00
15.00
86.50
-71.50
-81%
6424.38
0.00
6424.38
1150.00
5274.38
459%
1550.00
0.00
1550.00
1485.00
65.00
4%
9762.50
0.00
9762.50
10469.00
-706.50
-7%
34481.50
0.00
34481.50
25618.00
8863.50
35%
2771.75
0.00
2771.75
3112.00
-340.25
-7%
446.21
0.00
446.21
15.65
430.56
2751%|
|---|---|
||66310.21
12073.18
78383.39
60862.91
17520.48
-12%
502.44
0.00
502.44
693.94
-191.50
-28%
114.00
0.00
114.00
252.00
-138.00
-55%
1822.98
0.00
1822.98
1936.09
-113.11
-6%
75.00
0.00
75.00
60.00
15.00
25%
0.00
0.00
0.00
3.96
-3.96
-100%
227.26
0.00
227.26
236.13
-8.87
-4%
242.26
406.53
648.79
485.40
163.39
34%
512.94
0.00
512.94
628.13
-115.19
-18%
327.50
0.00
327.50
387.81
-60.31
-16%
72.00
0.00
72.00
96.00
-24.00
-29%
4206.94
54.21
4261.15
3546.48
714.67
18%
0.00
0.00
0.00
0.00
0.00
-100%
0.00
0.00
0.00
0.00
0.00
-100%
32202.21
0.00
32202.21
27295.02
4907.19
16%
0.00
0.00
0.00
0.00
0.00
0%
3865.63
20.98
3886.61
573.26
3313.35
578%
0.00
0.00
0.00
508.45
-508.45
-100%
1347.67
0.00
1347.67
1288.66
59.01
4%
3778.23
0.00
3778.23
2944.98
833.25
28%
3028.41
0.00
3028.41
3109.14
-80.73
-18%
0.00
0.00
0.00
222.80
-222.80
-100%
515.37
0.00
515.37
3406.00
-2890.63
-81%
384.93
9973.18
10358.11
1518.36
8839.75
587%
100.00
0.00
100.00
100.00
0.00
0%
18446.90
0.00
18446.90
16381.66
2065.24
13%
30.17
0.00
30.17
750.89
-720.72
-96%|
||71802.84
10454.90
82257.74
66425.16
15832.58
24%|
||-5492.63
1618.28
-3874.35
-5562.25
1687.90
394.13
-394.13
0.00
0.00
0.00|
||-5098.50
1224.15
-3874.35
-5562.25
1687.90
106613.75
51.58 106665.33 112227.58
-5562.25
-5%|
||101515.25
1275.73 102790.98 106665.33
-3874.35
-4%|
There were no expense payments made to Trustees during the year. The accounts were independently examined by Mr Keith Lewis FCA and signed on 8 June 2023. 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 2022 our budget which had been drawn up in October 2021 took a pessimistic view of income, so it was good to see that by the beginning of the financial year we were already exceeding sales targets meaning more groups had returned than anticipated. Overall our income exceeded budget by £18093.
The fundraising income is basically the computer café that generated £1550 and events that generated a further £6424. The parish council cashflow (non restricted) grant was £10000. Finally we received a £9973 grant for part funding the installation of solar panels on the roof and an insurance claim of £9650 for floor damage. Total income was £78383 including private hirers (£2772, budgeted £3000) and regular hirers income, which had still not reached pre-Covid levels, was £34482 versus the budget of £42000. However we only increased private hirer rates. We received £446 interest on the bank accounts for the year, due to the interest rates being so high.
Page 6
Page 3
St Leonard & St Ives Village Hall
Annual Report and Accounts 2022/2023
## Fundraising activities
To celebrate the Queen’s Platinum Jubilee the committee organised a community family funday for 3 June. With support from the parish council and local businesses we managed to provide a wonderful day enjoyed by many families with free entry and entertainments ranging from live artists to children’s games. We also provided stalls for sellers and low cost café food and bar drinks. The total profit was £1317 and we have decided to continue the event annually. We also ran a magic night in September and a quiz in February (profit £750).
## Grants
We received £10000 core-funding (cashflow) grant from our Parish Council plus £2100 in grants from the Parish Council to manage a Warm Hub from October. This was not very well patronised and at the end of the trial in March we returned £1136 of the grant to the Parish Council..
## Staf f
We had three retirements this year, all in March 22. Richard and Tracy retired from caretaking and cleaning duties, replaced by Clayton and Theo. Whilst Gio who had worked for us for over 20 years passed his duties onto Pete. All the new staff have settled in well.
## Maintenance
We obtained a 50/50 grant from Low Carbon Dorset for the installation of solar panels and this work was finally completed in April 2022. In December leaks were found under the Annexe floor, initially several weeks were spent trying to dry out the floor but ultimately we had to remove the existing laminate boards and the parquet flooring beneath before replacing with vinyl flooring. We claimed £9650 for this through our insurance policy. Various other repairs have been required including replacing both water boilers.
## Other issues
New furniture was bought for the renovated Russell Room making it much tidier. In the main hall we improved the bar area with a wine cooler and under counter fridge.
_Signed on behalf of the Trustees_ ………………………………………………...………………...….(Chairman)
## Financial Report
Income overall was slightly less than 2021/2022 as £9650 was an insurance claim for the annexe floor damage and replacement. Also we only increased private hire rates and elected not to increase the regular hirers as we had not quite reach pre-Covid sales.
Total expenses exceeded total income by £5492 this year.
Expenditure Wages are back to normal levels after Covid and the increase in fundraising events comes with higher costs. Repairs includes our 50% contribution to the solar panel purchase and installation.
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 £2500 as many of the items such as flooring, fire doors, electrical installations etc have little or no resale value.
_Prepared by V Frecknall 18 July 2023_
Page 4
Page 5