**BOXFORD VILLAGE HALL & RECREATION GROUND COUNCIL OF MANAGEMENT** **ANNUAL GENERAL MEETING 28 APRIL 2022** **CHAIRMAN’S REPORT** ## **1. Introduction** Welcome to the AGM for the year ended 30 September 2021. This report has been prepared at the end of my first term as Chairman. Linda Lewis will be presenting the financial report for the past year shortly. ## **2. The Council of Management (Committee)** I would like to formally thank Charlie Liverston, who took over as a representative for the parish church at the last AGM. ## **3. Comments on 2021** This section of the report would, prior to Covid, have been written in terms of “General Highlights”. My report for the last AGM was modified to discuss “Comments on 2020”, as there weren’t many (or any) highlights. This format is retained in my report today, as the activities of the hall are still emerging from the impact of the virus. The accounts for the year ended 30 September 2020 were significantly affected by the closure of the hall because of Covid restrictions. Whilst the hall was able to re-open during the year ended 30 September 2021, naturally, it has taken time for hirers to have the confidence and desire to start hosting events. This is demonstrated by the fact that hall hire income increased by only £3,250, from £8,200 to £11,450. In the current financial year (that ending 30 September 2022), hire income (on a cash received basis) as at 24 April stands at £11,704 and there are a large number of bookings in the remainder of the year. To put these figures into context, hall hire in the year ended 30 September 2019 was £18,092 (£13,071 excluding Teddy Bears) and in the prior 12 months it was £16,359 (£10,947 excluding Teddy Bears). The first use of the hall during the year was for Cheek-to-Cheek dancing lessons, and, gradually over the course of the year, the hall was hired for the following activities: Teddy Bears Pre-School, Boxford Masques rehearsals, Watermill Youth Theatre rehearsals, pilates and HiiT. In addition to this, the hall hosted a retreat, a food festival and several parties. The field was used for football training and a cycle event. In the current financial year, the hall has been hired for additional activities, including: art classes, yoga, regular AHDB meetings, parent and toddler classes and lots of parties for young and old. Cricket matches were restarted **BOXFORD VILLAGE HALL & RECREATION GROUND COUNCIL OF MANAGEMENT** also. Some of these were running pre-lockdown, but others (AHDB and parent and toddler classes) are new – which is a positive sign. Very sadly, Teddy Bears Pre-School closed their doors during the year, which means that we can no longer rely on what was a regular income. 3.1 Hall hire income In the last AGM, I discussed a proposed increase to hall hire rates and it is proposed to implement a 10% rise in hourly rates. This has taken effect as planned. 3.2 Resources to support the provision of the hall’s services The activities of Buildings Manager and Bookings Manager have very much returned to normal. Since the hall re-opened, we have seen varying standards of behaviours by those hiring the all. The demands on our volunteer managers have at times been time-consuming and frustrating. Time-consuming because of dealing with viewings, making sure the movable partition is open when required and opening/closing the hall (plus a host of other things!). Frustrating because of hirers not taking their rubbish home with them, not clearing up after themselves and on one occasion, forcing the partition open even though they had not booked the other side of the hall (plus a host of other things!). I would like to personally thank Carolyn for dealing with the increasing burden of bookings, and all of the people who take time out of their busy schedules to support bookings and building-related activities. ## **4. The Future** Bookings for the hall continue to increase, and the year ending 30 September 2022 is expected to show an improvement in the financials, as bookings return to (or go beyond) “normal”. Whilst income from Teddy Bears has halted, other sources of income have re-emerged, including Boxford Masques and The Watermill Youth Theatre plus the new hirers I mentioned earlier. Whilst the Boxford Masques and Watermill bookings will not arise every year, the general trend in other bookings is “up” and it is hoped that the finances of the hall will remain sound. ## **5. Thanks and Goodbyes** After many years of being a COM member and then supporting the COM by being a co-opted member of the team, Gay Smith has reluctantly decided to step back. I would like to thank her very much for her support – she will be sorely missed. **BOXFORD VILLAGE HALL & RECREATION GROUND COUNCIL OF MANAGEMENT** ## **Chris Bodine Chairman 28 April 2022** ## **BOXFORD VILLAGE HALL & RECREATION GROUND COUNCIL OF MANAGEMENT TREASURER’S REPORT YEAR ENDED 30 SEPTEMBER 2021** ## 1. Summary As usual, the accounts are prepared in two parts, to separate the general income and expenditure for the Village Hall from transactions on the bank account connected with the Hall’s construction. Construction costs passed through the hall’s “Project” bank account and there were no costs in the year. Hence only transactions in the General account will be discussed in this meeting. For the purposes of this report, “2021” should be interpreted as “the year ended 30 September 2021” and “2020” as “the year ended 30 September 2020”. The accounts are prepared on a cash basis. ## 2. General Account ## 2.1 Income The hire income of the village hall in 2021 was higher than the previous year (which was adversely affected by Covid closure). Collectively, the Community Hall, Pre-School Hall and “Whole Hall” hire totalled £6,180, being £1,731 higher than the 2020 figure of £4,449. Teddy Bears were able to open for more days in 2021, which meant the hire income attributable to them rose to £5,270, £1,518 higher than 2020. Total hall hire in 2021 was therefore £3,249 higher in 2021 than 2020 (hall hire in 2019 was £18,092 in 2019). This to expected, because the village hall was able to re-open its doors during 2021. It took some time for bookings to flow in, but they have continued to increase throughout the months after 30 September 2021. Other income in 2021 was £13,040 (a grant of £5,000 plus a catch-up payment of £8,040 in relation to RHI). In 2020 other income was £10,000, being grant income from WBDC. The grants and the RHI catch-up are essentially once-off items (unless the COM can identify other ways in which grant income can be obtained going forwards). ## 2.2 Expenses **BOXFORD VILLAGE HALL & RECREATION GROUND COUNCIL OF MANAGEMENT** Total expenses in 2021 were £24,998 compared to £14,326 the previous year. Comparable expenses in 2019 were £19,198. This is an increase of £10,672. Analysing this by each category of expense: 2.2.1 Administration expenses overall were £3,404 in 2021 compared to £5,037 in 2020. The main reason for the decrease is the lack of bookings manager/building manager payments in 2021 - payments of £1,189 were in the 2020 accounts (covering the part of that year that the hall was open). 2.2.2 Maintenance and improvements in 2021 totalled £17,197 compared to £5,485 in 2020 (and £9,565 in 2019). The 2021 cost was inflated by three items which did not arise in 2020: play area maintenance of £8,796, building maintenance of £3,721 and borehole repair of £1,980. These generate an increase of £14,497 year on year. Offsetting this were lower costs in relation to grounds maintenance (£1,166 lower) and bins (£626 lower, due to the COM decision to no longer provide bins). 2.2.3 Utilities costs increased by £592 year on year, mainly due to electricity costs, which were £3,397 compared to £2,891 – an increase of £506. Higher electricity costs in 2021 are to be expected because of the hall being used more often during that year. ## 3. Net income Net income in 2021 was £2,175 compared to £5,482 - a variance of £3,307 (negative). The decrease is the result of the variances discussed earlier (at a high level, income up by £7,365, admin costs down by £1,633, maintenance and improvements up by £11,712 and utilities up by £593. ## 4. Cash reserves **----- Start of picture text -----**
The cash balances as at 30 September 2021 were:
General Account
£18,584
NS&I
£847
Cash box
£192
Total (excl. Project Account)
£19,623
Project Account
£13,902
TOTAL
£33,525
Boars funds
£1,644
Defibrillator fund-raising (to be paid for by WBC)
£2,308
TOTAL excluding Boars funds and defibrillator fund-
£29,573 raising
**----- End of picture text -----**
**BOXFORD VILLAGE HALL & RECREATION GROUND COUNCIL OF MANAGEMENT** LINDA LEWIS Treasurer 28 April 2022 ## **BOXFORD VILLAGE HALL GENERAL EXPENDITUR Income and Costs Comparison Year on Year** **----- Start of picture text -----**
Year to 30/09/2021
INCOME
FUND RAISING
Artificial Cricket Pitch 0.00
Other 2,308.38
TOTAL FUND RAISING 2,308.38
FIELD HIRE
Tennis Club 0.00
Private hire 375.00
TOTAL FIELD HIRE 375.00
HALL HIRE
Community Hall 2,829.40
Pre-School Hall 20.00
Whole Hall 3,330.90
Masques 0.00
Teddybears Pre-School and Panda club 5,269.50
Other
TOTAL HALL HIRE 11,449.80
OTHER INCOME
Insurance claim 0.00
Grant 5,000.00
Feed-In Tariffs 0.00
Renewable Heat Incentive 8,039.58
Interest Income 0.00
Transfer from Project Account re repairs 0.00
TOTAL OTHER INCOME 13,039.58
TOTAL INCOME 27,172.76
EXPENSES incl. VAT
ADMINISTRATION
Insurance 1,407.76
Website design 0.00
Bookings Manager 0.00
Maintenance Manager 0.00
Cleaners 1,617.00
Registration Fees/Licenses 249.40
Rates 130.00
TOTAL ADMINISTRATION 3,404.16
**----- End of picture text -----**
|**MAINTENANCE & IMPROVEMENTS**
Maintenance: Grounds
Maintenance: Play Area
Maintenance: Building
Maintenance: Allowance for redecoration
Maintenance: Equipment
Artifcial cricket pitch
Inspections: Safety (Fire Ext. & Play Area)
Inspections: Fire Safety
Servicing: Alarm System (inc. monitoring)
Servicing: Borehole (inc. Water Testing)
Servicing: GSHP
Servicing: Sewage Treatment Plant
Bins
New Equipment Budget (In Hall)
Consumables: General
Consumables: Water purifcation supplies
Small Items
**TOTAL MAINTENANCE & IMPROVEMENTS**
**UTILITIES**
Electricity
Telephone
Thames Water Connection
**TOTAL UTILITIES**
**TOTAL EXPENSES**
**NET INCOME/(EXPENSE)**|633.67
8,795.82
3,720.85
0.00
0.00
0.00
0.00
0.00
690.84
1,980.00
0.00
0.00
115.37
0.00
760.27
0.00
500.01
**17,196.83**
3,397.12
925.28
74.56
**4,396.96**
**24,997.95**
**2,174.81**| |---|---| ## **RE** **----- Start of picture text -----**
Year to 30/09/2020 Variance
0.00 0.00
1,607.54 700.84
1,607.54 700.84
0.00 0.00
0.00 375.00
0.00 375.00
4,185.93 -1,356.53
0.00 20.00
263.00 3,067.90
0.00 0.00
3,751.50 1,518.00
0.00
8,200.43 3,249.37
0.00 0.00
10,000.00 -5,000.00
0.00 0.00
0.00 8,039.58
0.00 0.00
0.00 0.00
10,000.00 3,039.58
19,807.97 7,364.79
1,367.94 39.82
0.00 0.00
438.75 -438.75
750.00 -750.00
1,518.00 99.00
584.42 -335.02
378.00 -248.00
5,037.11 -1,632.95
**----- End of picture text -----**
|1,799.84
0.00
0.00
0.00
0.00
0.00
0.00
0.00
1,042.59
25.00
215.00
0.00
741.40
0.00
859.14
0.00
801.91
**5,484.88 **
2,891.17
801.44
111.48
**3,804.09**
**14,326.08 **
**5,481.89 **|-1,166.17
8,795.82
3,720.85
0.00
0.00
0.00
0.00
0.00
-351.75
1,955.00
-215.00
0.00
-626.03
0.00
-98.87
0.00
-301.90
**11,711.95**
505.95
123.84
-36.92
**592.87**
**10,671.87**
**-3,307.08**| |---|---| CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trusteesl members of BOXFORD PARISH HALL On accounts for the year ended 30 09 2021 Charity no {if any) 300121 Set out on pages I report to the trustees on my examination of the accounts of the above charity (Ihe Trust") for the year ended 3010912021. Responsibilities and basis of report As the charty's trustees, you are responsible for the preparation of the accounts in accordan￿ with the requirements of the Charrties Act 2011 {'the Act") I report in respect of my examination of the Trust's accounls carned out under section 145 of the 2011 Act and in carying out my examination, I have followed all the applicable Directions given by the Charity Commission under section 14515)Ibl of the Acl. Independent I have completed my examination. I confinn that no material matters have examiner's ststement come to my attention in connection with the examination lothef than that disclosed below "I which gives me cause to believe that in, any material respect: the accounting records were not kept in accordan￿ with section 130 of the Charities Act, or the accounts did nol accord with the accounting records.. or the accounts did not comply wilh the applicable requirements conceming the fomi and content of accounts sel out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a 'true and fair, view which is not a matter considered as part of an independent examination. I have no concems and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. Please delete the words in the brackets il they do not apply. Signed: Date: 22 July 2022 Name: LOUISE RICKE Relevant professional qualificationls) or body (if any): FCCA Address: 28 GREENACRES WOOLTON HILL IER Oct 2018 BOXFORD WLLAGE HALL GENEPJL EXPENDITURE Com ri￿￿ Y Ywrto 31￿)91202￿ Variwn¢o INCOME FUND RIJSING Arbfioal C1￿￿et ot￿r TOTAL FUND RNJS114G 2.￿ 38 IX4.38 1.607 54 1,107.$4 FIELD HIF¢E Tennis Club Priv*e hi TOTAL FIELD HIRE 3750J 375.INI 375.rxj J75 HALL HIRE Ccmmunity Hall Pts.Srtth Hall Whole Hall Masque5 Teddybeats P￿Schr￿ PBrd• rjub Other TOTAL HALL HIRE 2.829.•J 4.185 93 .1.356.53 3.330. 263. 3.(￿7. 5269.50 3.751.50 1,518.LXI 11,449AO I,￿.13 3.249.37 OTHER INCOME Insur8rte Gr￿$ Feed.In Tanffs Rene•Ab￿ He8t Incents Intwesi Inc¢xn8 Transfer frorn PropL% *£¢thni re Iyis TOTAL OTHER INCOME ioAyx(x) .5.IV). 8.039.58 om ojyj 8.039.58 13.039J8 I￿0￿.c*) 3.039.58 TOTAL INCOME 27.In76 1¥.W.97 7,JM79 EXPENSES in¢l. VAT ADMINI3ThATION In5ur8rf8 Web¥rte r**gn Booking5 ￿n89 MainterkW￿ M* ¢￿SnerS R￿ls1￿1￿ FewJLtWW5 Rates TOTAL ADIIINISTRATION L.407.76 1.367.94 om 438.75 750.oj 438.7S .750.(X) I￿17.rA) 24940 130. 1.518.Tr1 584.42 378.rN) S.037.11 -335.02 .248. .1,632.9S NTENANCE • IMPROVEIIENTS mainter￿rth f%￿ndS Maintenarte Maintenance euildi 633.67 1.799.84 -1.166.17 8.795.82 3,720.85 8.795.82 3.720.85 Maintenance EqUi￿￿t al crKkel Pbl In¥rttkTh Safety (Fity Ext & H3ykn} Fire Sal*y SefV¢lffj Sy5wrn li￿ mirtonr41 ServKiw knholD 1￿C W8ter Tesbr¥J} GSHP S8rw•ro S&Yag8 Tre8bThnt Flant BIDS 0£ 1.012.59 25.L¥J 215. -351.75 1.955.Tr1 -215.fy) 1.980.ty) 115.37 74140 -626.03 Equipwt Iih H8111 Con5umable$" Gwal ConsUma￿e5 Wattt PUnka￿ Small Iterns TOTAL MAIP4TENWKE & IMPROVEMEI4TS 7fl) 27 859.L4 .01 17,196.B3 801.91 .301.￿) 11.711.55 UTILITrES Eitttriuly TeWn2 Tham8s WaterConth# TOTAL imU￿Es 3.397.12 925.28 74.56 4,396.96 2Tr1.17 144 111.48 505.95 123.84 -36.92 $92.87 TOTAL EXPENSES 24,997.95 14326.08 10,671.87 NEf INCOMEUEXPEWSEI 2,174.81 5,481.89 307.08 NEWBURY BERKSHIRE RG20 9TA Section B Disclosure Only complete if the exarniner needs to highlight material matters of concern (see CC32, Independent examination of charty accounts.. directions and guidan￿ for examiners). Give here brief details of any items that the examiner wishes to disclose. NIA IER Oct 2018