## **Hartpury 100 Plus Club Report 2019-2020** The 100+ Club had a successful year, with a significant increase in membership numbers from 119 to 132, yielding a total income of £1,320. We distributed 25 prizes amounting to £505 in total and we were able to donate £715 to the village hall’s account. The increased income has enabled us to offer more prizes and we now plan to extend the big September draw by offering 4 additional 3[rd] place prizes of £25 each (making 5 such prizes in total), in addition to the first and second prizes of £100 and £50 respectively. The monthly prizes will remain unaltered. During the COVID lockdowns we weren’t able to carry out all the draws in public, but we hope to be able to resume the use of the big screen at the hall for the regular draws as soon as possible, and certainly in time for the September draw. Thanks to Beverley, Caroline, Lynda, Sheila and Trish for helping to make this such a successful year for the 100+ club. We will be out and about again in the early autumn collecting subscriptions and hopefully recruiting more new members. We are also now able to accept payment of subscriptions by bank transfer and details can be provided on request. Sandra Jollans **----- Start of picture text -----**
100 Plus Club Summary Financial Statement
Last Year Current Year
£400.00 Balance B/F 1 April 2020 £425.00
£1190.00 Total Receipts £1320.00
£480.00 Prizes £505.00
£685.00 Transfer to Main Account £715.00
£1165.00 Total Payments £1220.00
£425.00 Balance C/F on 1 April 2021 £525.00
£710.00 Surplus for year £715.00
**----- End of picture text -----**
## **Youth Club Report 2019-20** With the restrictions due to the Covid epidemic it was not possible to run the youth club over the last year. There have therefore been no financial transactions during the year and the financial position at 31/03/21 is the same as at 31/03/30. That is £1,523.44 is held in main VH account and £22.76 is held as a cash float. Having led the club for some years, Terry & Dave Flemons have decided to stand down from the role. We hope that someone will come forward in due course to take on the role but in the event that the club is not able to restart in the short term the assets will be retained by the Village Hall on behalf of the Youth Club pending its re-establishment. ## Registered Charity 271975 ANNUAL REPORT AND ACCOUNTS 2021 ## **Report from the Chair** The year ending 31 March 2021 has been dominated by the direct and indirect consequences of the COVID pandemic. We had to close Hartpury Village Hall during three separate periods of lockdown, and our activities were very constrained during the brief periods of respite in between the lockdowns. The initial lockdown period from March until early July 2020 was particularly challenging insofar as the closure extended to the play area, and visits of any sort to the site were severely constrained. During the subsequent lockdowns, in November 2020 and again from January 2021 onwards, the play area remained open and the pop-up Post Office was able to continue operating, which at least meant that we were able to provide a semblance of support to the local community, albeit without any regular income. During the intervening periods we were able to host a limited range of activities subject to a number of restrictions. The line dancing group was able to resume temporarily and we were pleased to be able to host some new yoga, exercise and therapy classes which relocated following the closure of the _Hits the Spot_ centre in Corse. Most of our other regular activities including the youth club, the W.I., badminton and short mat bowls were unable to operate at all, and the restrictions on social gatherings prevented the usual private parties or weddings from taking place. In order to be able to open at all during the periods when the lockdown rules were eased, and indeed to be able to host the post office at other times, it was necessary for us to achieve “COVID Secure” status. We introduced new conditions of hire and liaised closely with hall users to ensure that safe systems of operation were agreed and maintained. In this context the support and advice provided by the national village halls network, ACRE, and the Gloucestershire Rural Communities Council was very helpful. Financially the year was like no other, as will be evident from the Treasurer’s Report and the accounts overleaf. Not only was hire income minimal but most of our normal sources of fundraising also more or less dried up, including the marquee hire operation, the bar and the jumble sales, although the 100+ Club did have a successful year. However the various government grants for which we were eligible went a long way to compensating for these shortfalls. The main item of expenditure, accounting for over 75% of total outgoings, was the major reconstruction of the banking between the hall and the school next door. We were very grateful to a number of donors including Hartpury Parish Council, Hartpury United Charity and the Hartpury Parochial Church Council, who supported this project financially. We also had to build a new website at speed when our previous hosting provider ceased operating, although in fairness a new website was probably overdue anyway. It is nowadays very apparent that the challenges and costs of maintaining a village hall extend much further than just maintaining a building! ## **VH Bar Report 2019/20** The ongoing Covid 19 situation has meant that we have been unable to hold any events for the bar this year. The decision was taken to sell off existing stock whilst in date to avoid any further financial losses. We hope for better times with bookings for the future appearing already. Thank you to everyone for their continued support. Alastair McGhee (Bar Manager) **----- Start of picture text -----**
Hartpury Village Hall Bar
Summary Financial Statement for Year Ending 31/03/21
Last Year Current Year
RECEIPTS
£401.70 Balance B/F 1 [st] April £403.16
£7,568.65 Total Receipts £872.02
£7,970.35 £1275.18
PAYMENTS
£3,964.69 Purchase of stock and other goods £0.00
£3,602.50 Transfers to Main Account £792.02
£403.16 Balance C/F on 31 [st] March £483.16
£7,970.35 Total Payments £1276.18
STOCK VALUATION
£1,830.92 At 1 April 2020 £1465.27
£1,465.27 At 31 March 2021 £522.56
TRANSFERS TO MAIN ACCOUNT
(£2,232.62) Cash and stock at 1 April 2020 (£1,868.43)
£3,602.50 Transfers during year £792.02
£1,868.43 Cash and stock at 31 March 2021 £1005.72
£3,238.65 Net profit or loss transfer (£70.69)
NOTIONAL PROFIT BREAKDOWN (estimated)
£2884.00 Hirer event bars £0.00
£355.00 Hall event bars £0.00
**----- End of picture text -----**
_(Continued on page 3)_ ## **Honorary Treasurer's Report** As allowed by Charity Commission rules our accounts are prepared on a simple receipts and expenditure basis _._ They have been independently examined by Mr Graham Siddle in accordance with Charity Commission guidance and he has found no reason to object to the accounts as included in this report. The figures are presented on the same basis as previously with those for last year included for comparison. As in the past, the Bar stock & cash and 100 Club working funds have been held separately to the main accounts but “brought in” to the main accounts at the end of each financial year to allow a total picture of the hall finances. The figures are largely self explanatory but it is worth highlighting some items. With the closure of the hall for much of the year and restrictions on use when we have been able to open the income from hiring the hall has been, at just over £600, a small fraction of what we have come to expect. Our routine running costs have, on the other hand, only reduced from just over £10.5k last year to about £8.2k this year. Very fortunately we have received Government grants, paid by FoDDC, of just over £16.3k which has also helped cover the loss of income from the bar, marquee hire and fund raising events such as jumble sales and concerts. One continuing source of funds has been the 100 Club and, in addition, we have received generous grants and donations from the Parish Council and the Hartpury Charity specifically towards the cost of essential major repairs to the bank on the school side at the rear of the hall These major repairs, costing over £25.5K are the main reason why, in spite of the grants and donations, this year our accounts show, for the first year since we moved to the new hall, a deficit and, indeed, a major one of nearly £9.0k. This deficit, taken with the figure of over £10,500 we have calculated for depreciation of our assets means that our total funds are now less than the £59.4k which under our depreciation policy would be earmarked to replace time expired equipment. Hopefully, use of the hall will soon return to something approaching the past pattern; we already have bookings in the coming months for the May elections and a number of summer and autumn weddings. Meanwhile, with the capital now below the nominal sum need for replacements, we will need to be cautious about purchases of additional “nice to have” items for the hall unless these can be covered by continued fundraising. However, I believe our financial position, although much less sound than last year, remains generally satisfactory. Greg Jones, April 2021 We weren’t able to hold our Annual General Meeting in 2020 but we took the necessary steps to ensure that we complied with the Charity Commission’s various requirements. The AGM’s for 2019-20 and 2020-21 are to be combined into a single meeting, to be held online on 26 April 2021. I am very grateful to the committee members who have continued to do a tremendous collective job overseeing the charity’s activities on behalf of the local community, as well as to the many volunteers who have continued to support us during this strange year. Lockdowns came and went but the hedges and the grass kept growing, the play equipment needed to be inspected and the bar stock needed to be managed. Thanks are also again due to Margaret Evans, who proved as reliable as ever in helping to maintain not only the cleanliness but also the COVID-secure status of the premises. Ken Jollans, Chair ## **Hartpury Village Hall Committee 2020/21** **Officers** Ken Jollans Chair (Elected) Terry Flemons Secretary (Youth Club) Greg Jones Treasurer (Elected) Esme Jones Bookings Secretary (Methodist Church) **Other Elected Members** Susan Gregory Victor Smith Sheila Trail **Other Representative Members** Pauline Drury (Parochial Church Council) Sylvia Gibbs (Line Dancing) Sue Knox (Drama Group) Alastair McGhee (Parish Council) Lynda Page (Women’s Institute) **Other Co-opted Members** Angela Adey Dave Zeal 88-8ggg8 I￿1P￿ o* rlov) % 2888888888S888888 1 P-O a￿0 o* r￿￿ 8% I aLLtz Iiiil-l.Él, I ij!Ill!I ## **Hartpury 100 Plus Club Report 2019-2020** The 100+ Club had a successful year, with a significant increase in membership numbers from 119 to 132, yielding a total income of £1,320. We distributed 25 prizes amounting to £505 in total and we were able to donate £715 to the village hall’s account. The increased income has enabled us to offer more prizes and we now plan to extend the big September draw by offering 4 additional 3[rd] place prizes of £25 each (making 5 such prizes in total), in addition to the first and second prizes of £100 and £50 respectively. The monthly prizes will remain unaltered. During the COVID lockdowns we weren’t able to carry out all the draws in public, but we hope to be able to resume the use of the big screen at the hall for the regular draws as soon as possible, and certainly in time for the September draw. Thanks to Beverley, Caroline, Lynda, Sheila and Trish for helping to make this such a successful year for the 100+ club. We will be out and about again in the early autumn collecting subscriptions and hopefully recruiting more new members. We are also now able to accept payment of subscriptions by bank transfer and details can be provided on request. Sandra Jollans **----- Start of picture text -----**
100 Plus Club Summary Financial Statement
Last Year Current Year
£400.00 Balance B/F 1 April 2020 £425.00
£1190.00 Total Receipts £1320.00
£480.00 Prizes £505.00
£685.00 Transfer to Main Account £715.00
£1165.00 Total Payments £1220.00
£425.00 Balance C/F on 1 April 2021 £525.00
£710.00 Surplus for year £715.00
**----- End of picture text -----**
## **Youth Club Report 2019-20** With the restrictions due to the Covid epidemic it was not possible to run the youth club over the last year. There have therefore been no financial transactions during the year and the financial position at 31/03/21 is the same as at 31/03/30. That is £1,523.44 is held in main VH account and £22.76 is held as a cash float. Having led the club for some years, Terry & Dave Flemons have decided to stand down from the role. We hope that someone will come forward in due course to take on the role but in the event that the club is not able to restart in the short term the assets will be retained by the Village Hall on behalf of the Youth Club pending its re-establishment. ## Registered Charity 271975 ANNUAL REPORT AND ACCOUNTS 2021 ## **Report from the Chair** The year ending 31 March 2021 has been dominated by the direct and indirect consequences of the COVID pandemic. We had to close Hartpury Village Hall during three separate periods of lockdown, and our activities were very constrained during the brief periods of respite in between the lockdowns. The initial lockdown period from March until early July 2020 was particularly challenging insofar as the closure extended to the play area, and visits of any sort to the site were severely constrained. During the subsequent lockdowns, in November 2020 and again from January 2021 onwards, the play area remained open and the pop-up Post Office was able to continue operating, which at least meant that we were able to provide a semblance of support to the local community, albeit without any regular income. During the intervening periods we were able to host a limited range of activities subject to a number of restrictions. The line dancing group was able to resume temporarily and we were pleased to be able to host some new yoga, exercise and therapy classes which relocated following the closure of the _Hits the Spot_ centre in Corse. Most of our other regular activities including the youth club, the W.I., badminton and short mat bowls were unable to operate at all, and the restrictions on social gatherings prevented the usual private parties or weddings from taking place. In order to be able to open at all during the periods when the lockdown rules were eased, and indeed to be able to host the post office at other times, it was necessary for us to achieve “COVID Secure” status. We introduced new conditions of hire and liaised closely with hall users to ensure that safe systems of operation were agreed and maintained. In this context the support and advice provided by the national village halls network, ACRE, and the Gloucestershire Rural Communities Council was very helpful. Financially the year was like no other, as will be evident from the Treasurer’s Report and the accounts overleaf. Not only was hire income minimal but most of our normal sources of fundraising also more or less dried up, including the marquee hire operation, the bar and the jumble sales, although the 100+ Club did have a successful year. However the various government grants for which we were eligible went a long way to compensating for these shortfalls. The main item of expenditure, accounting for over 75% of total outgoings, was the major reconstruction of the banking between the hall and the school next door. We were very grateful to a number of donors including Hartpury Parish Council, Hartpury United Charity and the Hartpury Parochial Church Council, who supported this project financially. We also had to build a new website at speed when our previous hosting provider ceased operating, although in fairness a new website was probably overdue anyway. It is nowadays very apparent that the challenges and costs of maintaining a village hall extend much further than just maintaining a building! ## **VH Bar Report 2019/20** The ongoing Covid 19 situation has meant that we have been unable to hold any events for the bar this year. The decision was taken to sell off existing stock whilst in date to avoid any further financial losses. We hope for better times with bookings for the future appearing already. Thank you to everyone for their continued support. Alastair McGhee (Bar Manager) **----- Start of picture text -----**
Hartpury Village Hall Bar
Summary Financial Statement for Year Ending 31/03/21
Last Year Current Year
RECEIPTS
£401.70 Balance B/F 1 [st] April £403.16
£7,568.65 Total Receipts £872.02
£7,970.35 £1275.18
PAYMENTS
£3,964.69 Purchase of stock and other goods £0.00
£3,602.50 Transfers to Main Account £792.02
£403.16 Balance C/F on 31 [st] March £483.16
£7,970.35 Total Payments £1276.18
STOCK VALUATION
£1,830.92 At 1 April 2020 £1465.27
£1,465.27 At 31 March 2021 £522.56
TRANSFERS TO MAIN ACCOUNT
(£2,232.62) Cash and stock at 1 April 2020 (£1,868.43)
£3,602.50 Transfers during year £792.02
£1,868.43 Cash and stock at 31 March 2021 £1005.72
£3,238.65 Net profit or loss transfer (£70.69)
NOTIONAL PROFIT BREAKDOWN (estimated)
£2884.00 Hirer event bars £0.00
£355.00 Hall event bars £0.00
**----- End of picture text -----**
_(Continued on page 3)_ ## **Honorary Treasurer's Report** As allowed by Charity Commission rules our accounts are prepared on a simple receipts and expenditure basis _._ They have been independently examined by Mr Graham Siddle in accordance with Charity Commission guidance and he has found no reason to object to the accounts as included in this report. The figures are presented on the same basis as previously with those for last year included for comparison. As in the past, the Bar stock & cash and 100 Club working funds have been held separately to the main accounts but “brought in” to the main accounts at the end of each financial year to allow a total picture of the hall finances. The figures are largely self explanatory but it is worth highlighting some items. With the closure of the hall for much of the year and restrictions on use when we have been able to open the income from hiring the hall has been, at just over £600, a small fraction of what we have come to expect. Our routine running costs have, on the other hand, only reduced from just over £10.5k last year to about £8.2k this year. Very fortunately we have received Government grants, paid by FoDDC, of just over £16.3k which has also helped cover the loss of income from the bar, marquee hire and fund raising events such as jumble sales and concerts. One continuing source of funds has been the 100 Club and, in addition, we have received generous grants and donations from the Parish Council and the Hartpury Charity specifically towards the cost of essential major repairs to the bank on the school side at the rear of the hall These major repairs, costing over £25.5K are the main reason why, in spite of the grants and donations, this year our accounts show, for the first year since we moved to the new hall, a deficit and, indeed, a major one of nearly £9.0k. This deficit, taken with the figure of over £10,500 we have calculated for depreciation of our assets means that our total funds are now less than the £59.4k which under our depreciation policy would be earmarked to replace time expired equipment. Hopefully, use of the hall will soon return to something approaching the past pattern; we already have bookings in the coming months for the May elections and a number of summer and autumn weddings. Meanwhile, with the capital now below the nominal sum need for replacements, we will need to be cautious about purchases of additional “nice to have” items for the hall unless these can be covered by continued fundraising. However, I believe our financial position, although much less sound than last year, remains generally satisfactory. Greg Jones, April 2021 We weren’t able to hold our Annual General Meeting in 2020 but we took the necessary steps to ensure that we complied with the Charity Commission’s various requirements. The AGM’s for 2019-20 and 2020-21 are to be combined into a single meeting, to be held online on 26 April 2021. I am very grateful to the committee members who have continued to do a tremendous collective job overseeing the charity’s activities on behalf of the local community, as well as to the many volunteers who have continued to support us during this strange year. Lockdowns came and went but the hedges and the grass kept growing, the play equipment needed to be inspected and the bar stock needed to be managed. Thanks are also again due to Margaret Evans, who proved as reliable as ever in helping to maintain not only the cleanliness but also the COVID-secure status of the premises. Ken Jollans, Chair ## **Hartpury Village Hall Committee 2020/21** **Officers** Ken Jollans Chair (Elected) Terry Flemons Secretary (Youth Club) Greg Jones Treasurer (Elected) Esme Jones Bookings Secretary (Methodist Church) **Other Elected Members** Susan Gregory Victor Smith Sheila Trail **Other Representative Members** Pauline Drury (Parochial Church Council) Sylvia Gibbs (Line Dancing) Sue Knox (Drama Group) Alastair McGhee (Parish Council) Lynda Page (Women’s Institute) **Other Co-opted Members** Angela Adey Dave Zeal 88-8ggg8 I￿1P￿ o* rlov) % 2888888888S888888 1 P-O a￿0 o* r￿￿ 8% I aLLtz Iiiil-l.Él, I ij!Ill!I **Independent examiner's report on the accounts** **Section A Independent Examiner’s Report** |**Report to the trustees/**
**members of**
**On accounts for the year**
**ended**
**Set out on pages**|HARTPURY VILLAGE HALL|HARTPURY VILLAGE HALL|HARTPURY VILLAGE HALL| |---|---|---|---| ||||| ||31STMARCH 2021|**Charity no**
**(if any)**|271975| ||||| ||(4-6 OF ANNUAL REPORT||| I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended **31/03/2021** . - **Responsibilities and** As the charity trustees of the Trust, you are responsible for the preparation **basis of report** 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** I have completed my examination. I confirm that no material matters have **examiner's statement** 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. **Date:** 16 June 2021 **Signed: Name:** GRAHAM SIDDLE **Relevant professional** CIPFA **qualification(s) or body (if any): Address:** SARUM LODGE BROAD STREET HARTPURY GL19 3BN 1 **IER** **Section B Disclosure** Only complete if the examiner needs to highlight matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners). **Give here brief details of any items that the examiner wishes to disclose** . NONE 2 **IER**