Registered Charity Number 281945
Annual Report and Accounts for Mereside Village Hall (MVA) **Registered Charity No. 281945**
**Trustees’ Annual Report**
## **1 January 2022 – 31 December 2022**
## **Names of Trustees**
John Mitchell (Chairman) Steve Davis (Vice Chairman) Gill Mitchell (Secretary) Michael Stitson (Treasurer) Caroline Aebvtivs Kathy Addy John Chrisp (Hall Bookings/ President) Barbara Davis Corinne Campbell Wendy Ansell (Newsletter Editor) Bruce Carter Carole Gudgion Amy Edwards Emily Stevens Kathy Stitson Susan Walker
## **2021**
The hard work of the volunteers and the grants that we have received enabled the hall to weather the pandemic and return to normal; events are taking place and villagers are using the hall again. The Hallmark process was begun and level 1 achieved.
## **2022 Achievements**
Continuing the work on Hallmark; not only did we achieve level 2 (policies and processes) but level 3 (community interaction) as well. Mereside is only the third village hall in Cambridgeshire to achieve level 3 and to do so in a calendar year is quite an achievement. Cambridgeshire ACRE (the organisation that runs the scheme throughout the County) said they “ _are pleased to announce the trustees at Ramsey Mereside Village Hall have achieved the highest level possible to gain Hallmark 3 accreditation. The Trustees were praised for the excellent management of their facility. The visitors who carried out the accreditation inspections were very impressed with the dedication of the trustees and the considerable amount of work they have completed over recent years to ensure the facility continues to be at the heart of the community._ ”
The small band of handymen have continued their good work throughout the year:
- The potential trip hazards on the walkways round the hall have been ground down.
- • The “library” has been refurbished and space made for jigsaws.
- Mood lighting added to the back of the hall.
**1 |** P a g e
M e r e s i d e V i l l a g e A s s o c i a t i o n A n n u a l R e p o r t a n d A c c o u n t s 2 0 2 2
- A large flat screen tv was donated to the hall and has been mounted on the wall and connections provided for the youth club to use their electronic games devices.
- The picnic benches were cleaned and refurbished.
- The swags and wreaths that are our Christmas decorations were refurbished with new LED lighting.
- Concrete supports were constructed for the new container.
Where high quality certified work was required the MVA has employed external contractors:
- A local firm expertly replaced the facias on the gable ends of the hall.
- An external contractor doubled the insulation in the roof space and added a loft ladder.
## **Conversion to a CIO**
As part of the Hallmark 1 process the visitors noted that there were issues to be resolved with the “governing document”, times had moved on and the MVA had stood still as it were. We decided to change the association to become a CIO (Charitable Incorporated Organisation). This involved a lot of meetings, including a village meeting to confirm the change and a significant amount of work to draft and agree a suitable, new governing document. This whole process was overseen by Cambridgeshire ACRE and the application to the Charity Commission was made on 8[th] February 2023.
## **The Jubilee**
Although the weather was poor resulting in the abandonment of the outdoor portion of the day and which affected many other events in the area, the celebration in the hall was probably one of the most well attended indoor events in the history of the MVA. The King & I caught the mood of the event and people came from miles around to joyfully celebrate the Queen’s Platinum Jubilee.
As a more permanent reminder, the committee planted 7 oak trees all descended from the “Royal Oak” as part of the Queen’s Green Canopy. His Honour Neil McKittrick DL, Deputy Lord Lieutenant of Cambridgeshire ceremonially buried the time capsule under the centre tree and the MVA received a virtual plaque to signify that the trees were registered as part of the green canopy. This can be seen on the hall website.
## **…and finally**
Most importantly a new draught beer, Miletree “Rolling Mile”, has been added to the range of fine ales and beers available at the bar.
## **Reserves Policy**
The MVA has sufficient resources in the bank as unrestricted reserves at the year end. These reserves are available for unforeseen expenditure in relation to building maintenance or urgent furniture or equipment replacement. It is the Trustees’ policy to maintain unrestricted reserves[1] of between 150% and 200% of annual revenue budget expenditure.
There are currently no restricted funds for maintenance in hand although a number of important maintenance and safety activities are planned for the next year.
> 1 The committee are responsible for the maintenance of the village hall and from time to time this involves major works far in excess of cash reserves held. On identifying such major works, fundraising is undertaken with the object of meeting the costs in full (i.e. without needing a loan). Such funds would be restricted.
**2 |** P a g e
M e r e s i d e V i l l a g e A s s o c i a t i o n A n n u a l R e p o r t a n d A c c o u n t s 2 0 2 2
## **Future Plans**
The committee wishes to build on the existing success of the hall and use Hallmark process to ensure the continued development of the hall, the health and safety of its users, security and licenses.
The committee has identified the following maintenance and safety related projects:
- Providing a large, decked area on the field side of the hall at the same height as the hall interior floor for safe access for all users. (Work began on 6[th] March)
- Providing a “teen shelter” on the grounds.
- Repainting the soffits and facias where necessary on the side walls of the hall. (Completed this year)
- Provide additional solar lighting to the car park and paths.
- Providing timed solar lighting on the MUGA.
- Providing lighting for football training in the winter.
I wish to thank all the committee and the other volunteers for their cheerful contributions to the running of the hall and for their support for the various events and activities that are run at the hall.
John Mitchell, Chair 10[th] March 2023.
**3 |** P a g e
M e r e s i d e V i l l a g e A s s o c i a t i o n A n n u a l R e p o r t a n d A c c o u n t s 2 0 2 2
Registered Charity Number 281945
## **MERESIDE VILLAGE ASSOCIATION FINANCIAL STATEMENT - YEAR ENDING 31ST DECEMBER 2022**
|**OPENING FUND 1ST JANUARY 2022**||
|---|---|
|INVESTMENTS|£ 15,863.86|
|BANK TSB|£ 48,263.95|
|CASH IN HAND|£ 1,260.59|
||**£ 65,388.40**|
|**CLOSING FUNDS 31ST DECEMBER 2022**||
|INVESTMENTS|£ 16,261.08|
|BANK TSB|£ 17,713.25|
|CASH IN HAND|£ 1,820.72|
||**£ 35,795.05**|
|**NETT MOVEMENT IN YEAR**|**-£ 29,593.35**|
|**INCOME**|£ 32,524.58|
|As per attached sheet||
|**EXPENDITURE**|£ 62,117.93|
|As per attached sheet||
|**INCOME OVER EXPENDITURE**|**-£ 29,593.35**|
## **COIF ACCOUNTS YEAR ENDING 31ST DECEMBER 2022**
## **COIF DEPOIST ACCOUNT - 977640001C**
|Balance b/f as at 1/1/22|£ 12,312.02||
|---|---|---|
|Dividend from Investment Fund|£ 686.12||
|Interest|£ 124.02||
|Closing Balance as at 31/12/22|£ 13,122.16||
|**COIF INVESTMENT FUND - 977640001T**|||
|Balance b/f as at 1/1/22|£ 3,551.84|172.95 units @2053.68 per unit|
|Revaluation of COIF units|-£ 412.92||
|Closing Balance as at 31/12/22|£ 3,138.92|172.95 units @1814.93 per unit|
|TOTAL COIF BALANCES AS AT 31/12/22|£ 16,261.08||
**2 |** P a g e
M i n u t e s M a r c h 2 0 2 3
## **Mereside Village Association**
## **Receipts and Payments Year Ending 31st December 2022**
||**Receipts**|**COIF**
**Cash**|**Bank**
**Total**|
|---|---|---|---|
||Adverts
Bingo
Donations To Gift A/C
Entertainment
Grants
Hall Hire
Loan Drovers Rest
Misc
Rent Drovers Rest
Cash To Bank
Bank Interest
Dividend Investment Fund
Revaluation of COIF Units
**Payments**|£ -
£ 509.50
£ 733.28
£ 4,265.50
£ -
£ 1,075.80
£ -
£ 420.00
£ -
£ -
£ 124.02
£ -
£ 686.12
£ -
-£412.92
£ -|£ 326.00
£ 326.00
£ -
£ 509.50
£ 9,076.68
£ 9,809.96
£ 112.00
£ 4,377.50
£ 2,667.00
£ 2,667.00
£ 4,762.00
£ 5,837.80
£ -
£ -
£ 283.60
£ 703.60
£ 3,600.00
£ 3,600.00
£ 4,296.00
£ 4,296.00
£ -
£ 124.02
£ -
£ 686.12
£ -
-£ 412.92|
|||**£ 397.22**
**£ 7,004.08**|**£ 25,123.28**
**£ 32,524.58**|
|||||
||Bingo
Cleaning
Drainage Board
Electricity
Fire Equipment
Handyman
HMRC
Licences
Maintenance
Meresider Printing
Miscellaneous
Phone & Broadband
Purchases For Hall
Rates
Rubbish Collection
TV Licence
Wages
Water
Window Cleaning
Hall Hire
To Bank
**TOTAL**
**Receipt over Payments**|£ 480.00
£ 1.00
£ -
£ -
£ -
£ 178.75
£ -
£ -
£ -
£ -
£ 690.00
£ -
£ 694.20
£ -
£ -
£ -
£ -
£ -
£ 104.00
£ -
£ 4,296.00|£ -
£ 480.00
£ -
£ 1.00
£ 124.90
£ 124.90
£ 356.00
£ 356.00
£ 74.91
£ 74.91
£ 590.00
£ 768.75
£ 63.80
£ 63.80
£ 893.08
£ 893.08
£ 9,215.76
£ 9,215.76
£ 1,280.50
£ 1,280.50
£ 888.00
£ 1,578.00
£ 433.32
£ 433.32
£ 38,134.56
£ 38,828.76
£ 444.06
£ 444.06
£ 398.07
£ 398.07
£ 158.82
£ 158.82
£ 2,618.20
£ 2,618.20
£ -
£ -
£ -
£ 104.00
£ -
£ -
£ -
£ 4,296.00|
|||**£ -**
**£ 6,443.95**|**£ 55,673.98**
**£ 62,117.93**|
|||||
|||**£ 397.22**
**£ 560.13**|**-£ 30,550.70**
**-£ 29,593.35**|
**3 |** P a g e
M i n u t e s M a r c h 2 0 2 3
## **AUDIT CERTIFICATE**
I certify that I have carried out an audit of the records of Ramsey Mereside Village Association. I am satisfied that these have been accurately produced and maintained and form an accurate basis for the accounts for the year ended 31[st] December 2022.
I have also verified that the income and expenditure, assets and liabilities of the said Ramsey Mereside Village Association are correctly stated in the said accounts, which portray a correct and fair statement of the said Association’s finances.
## **Yvonne Goodman Independent Auditor**
**1[st] March 2023**