## **HAMBLEDEN VILLAGE HALL**
## **TRUSTEES’ REPORT AND ACCOUNTS**
**FOR THE YEAR ENDED 31 DECEMBER 2020**
**Registered Charity Number: 300275 Inland Revenue Ref: XN 40129**
**HAMBLEDEN VILLAGE HALL**
## **TRUSTEES’ REPORT FOR THE YEAR ENDED 31ST DECEMBER 2020**
## **Trustees**
Lynnie Bradford (resigned 11[th] August 2020) Fiona Brooks Charlie Lumley Dawn Murton Evelyn Robinson Steven Skelton Helen Turner Rory Webb
The freehold of the Village Hall is vested in the Rector and Churchwardens of St Mary the Virgin, Hambleden.
The day to day running of the Hall is in the hands of the Trustees
## **The main objectives of the Hall**
- Provision of a hall for the use of the inhabitants of the Parish of Hambleden and the neighbourhood
- For use by the Church when required
- For any other purpose the committee may allow as long as it does not interfere with the above
## **Specific investment powers**
The Trustees’ investment powers are conferred by the Trustees' Act 2000.
## **Chairman’s Report**
2020 has, for the hall, been a very challenging year. Beset by sewage problems caused by Thames Water which necessitated closure of the hall for part of the first 2 months, the hall was subsequently forced to close in late March when the country was placed into lockdown because of the coronavirus pandemic.
During the lockdown, stringent measures were taken to ensure that the hall would be compliant with government guidance to enable the hall to open as and when restrictions were eased. To ensure compliance, a risk assessment was formalised along with special conditions of hire, a one way system with 2 metre social distancing markers was implemented, safety and directional signage put up, hand sanitising facilities put in place and an isolation room provided. The kitchen was closed for users and toilet facilities limited to the use of one toilet.
Upon the easing of lockdown restrictions, the hall reopened for hire on 20[th] July. Unfortunately, the majority of our regular hirers were unable to return for reasons of vulnerability and/or the restricted number of persons allowed in the hall at any one time. For the remainder of the year the hall was open for hire as and when subsequent government lockdown restrictions were eased,
Page 1
## **HAMBLEDEN VILLAGE HALL**
but, with the exception of a film crew hiring the hall in September, in general the limitations proved too restrictive for hirers.
As a result of the closure of the hall for most of the year, income from fund raising (Open Gardens and the Christmas Tree Festival did not take place) was nil and hire charges were over £10,000 below 2019. Our inaugural Cinema night took place in January and, after all costs including initial setup , it broke even. Unfortunately, further screenings had to be postponed due to the coronavirus pandemic but we hope that this new project will do well in the future. Regular income was generated from the rental of the cottage and office and council grants were received for lack of hire due to coronavirus. With regard to expenditure, a water leak incurred the largest outlay. Other expenditure of note was re-polishing the floor and general painting and refurbishment. Extra costs were incurred with the provision of Covid-related items. Because of low hire use, lighting and heating was reduced and a rebate for rates was received.
On-going maintenance is constant. Structural damage to the wall in the ladies’ toilet area is being closely monitored for further deterioration, but it is likely to incur significant costs in 2021. In addition, damage caused by Thames Water to the drive is to be carried out, and the rear outside wall requires remedial work and possibly re-pointing. We are fortunate that the hall has adequate reserves to fund such maintenance. The kitchen (under the guidance of Charlie Lumley) undergoes improvements and repairs to equipment as and when appropriate. The adjoining cottage, which we let, needs regular maintenance but following significant repairs to its fabric it is now in a very much-improved condition. Grateful thanks are given to Rory Webb, our maintenance officer, for his invaluable advice and help with the on-going maintenance of the hall, cottage and grounds. Special thanks are given to our caretaker, Jamie Baker, for his continuing diligent maintenance of the garden, the extremely high standard of daily upkeep of the hall, his efficient administration and tireless efforts in ensuring the hall remains compliant for use during ruling coronavirus restrictions.
Projects for 2021 are currently under discussion. They include a replacement hall sign and a low level light set on a timer to illuminate the driveway. As mentioned previously, on-going maintenance is always required and maintaining the hall to its current high standard requires funding, but it also requires time and effort and I would like to thank the hall management committee (trustees) for this and for their continued support. Trustees not mentioned elsewhere in this report are in alphabetic order: Lynnie Bradford (resigned in August 2020), Fiona Brooks, Dawn Murton (Secretary), Evelyn Robinson and Steven Skelton (Treasurer). We would, of course, welcome additional trustees who are interested in serving on the committee in an active role to further the hall’s continuing success.
## **Review of major risks**
The Trustees review the major risks facing the Hall at least once a year. Health and safety issues are also kept under regular review.
Page 2
**HAMBLEDEN VILLAGE HALL**
## **Reserves policy**
The Trustees’ objective is to maintain a sufficient balance to meet committed expenditure and to hold as a minimum capital of approximately 6 months running costs.
At 31 December 2020, reserves totalled £54,989 (2019 £43,864), which was appropriated as:
|Capital
General reserve|**2020**
**£**
5,000
49,989
**54,989**|**2019**
**£**
5,000
38,864|
|---|---|---|
|||**43,864**|
## **Declaration**
I declare, in my capacity as Chairman, that the trustees have approved the report above and have authorised me to sign it on their behalf.
Signed: ……………………………………… 26 Jan… 2021 H Turner, Chairman Date
Page 3
**HAMBLEDEN VILLAGE HALL**
## **INCOME AND EXPENDITURE ACCOUNT THE YEAR ENDED 31ST DECEMBER 2020**
|**INCOME AND EXPENDITURE ACCOUNT**
**THE YEAR ENDED 31ST DECEMBER 2020**|||
|---|---|---|
|**INCOME**
**Operations**
Hire Charges
Fund Raising Events
**Schedule 1**
Donations
**Income from Operations**
**Other Income**
Cottage Rent
Office Rent
Council Grants Re Covid-19
**Total Income**
**EXPENDITURE**
**Operations**
Heating and Lighting
General Rates & Water Rates
Insurance
Wages
Advertising
Repairs and Refurbishment
**Schedule 2**
Cleaning and Sundries
Gardening
**Operations Expenses**
**Other expenses**
Cottage / Office expenses
**Total expenses**
**SURPLUS/(DEFICIT) FOR THE YEAR**
**SURPLUS brought forward**
**SURPLUS carried forward at 31st December 2020**|**2020**
4,048
0
25
**4,073**
16,200
3,180
11,334
**34,787**
2,220
825
1,395
9,538
260
4,567
1,980
1,550
**22,335**
1,327
**23,662**
**11,125**
38,864
**49,989**|**2019**
14,768
4,186
400|
|||**19,354**
16,200
3,180|
|||**38,734**|
|||2,815
1,060
1,370
9,131
250
2,584
3,220
1,550|
|||**21,980**
2,066|
|||**24,046**|
|||**14,688**
24,176|
|||**38,864**|
Page 4
## **HAMBLEDEN VILLAGE HALL**
## **Balance Sheet as at 31st December 2020**
|**Balance Sheet as at 31st December 2020**|||
|---|---|---|
|**Current Assets**
Cash & bank
Debtors
HMRC Gift Aid
**Total Current Assets**
**Current Liabilities**
Creditors and Accruals
**Net Assets**
**FINANCED BY**
Capital
General fund|**2020**
54,928
1,452
0
**56,380**
1,391
**1,391**
**54,989**
5,000
49,989
**54,989**|**2019**
42,547
2,736
75|
|||**45,358**|
|||1,494|
|||**1,494**|
||||
|||**43,864**|
|||5,000
38,864|
|||**43,864**|
Page 5
**HAMBLEDEN VILLAGE HALL**
## **Schedules to the Income & Expenditure Account for the year ended 31[st] December 2020**
|**Schedule 1 - Fundraising events**
Open Gardens
Quiz Night
Pop up Café
**Schedule 2 - Repairs & Maintenance**
Car Park Contribution
Floor Maintenance
Decorating
Electrics
Drive Repairs
Plumbing
Window Repairs
Wall Damage Investigation
New Drive Gate / Installation
Water Leak|**2020**
**£**
0
0
0
**0**
**£**
(80)
858
950
417
16
0
0
200
220
1,986
**4,567**|**2019**
**£**
2,926
820
440|
|---|---|---|
|||**4,186**|
|||**£**
0
0
99
0
220
189
1,812
264
0|
|||**2,584**|
## **Trust Property**
Hambleden Village Hall, office and adjoining cottage are currently insured for £1,238,750 (2019: £1,039,102).
These accounts were approved by the Trustees of the Village Hall at their meeting on 26 Jan 2021.
Signed: ……………………………….
………………………………..
_S Skelton Trustee & Treasurer_
_D Murton Trustee & Secretary_
Page 6
**HAMBLEDEN VILLAGE HALL**
## **Independent examiner’s report to the trustees of the Hambleden Village Hall Management Committee**
I report on the Accounts of the Trust for the year ended 31[st] December 2020, which are set out on pages 1 to 6.
## **Respective responsibilities of trustees and examiner**
The charity’s trustees are responsible for the preparation of the accounts. The charity’s trustees consider that an audit is not required for this year under section 43(2) of the Charities Act 1993 (the 1993 Act) and that an independent examination is needed.
## It is my responsibility to:
- examine the accounts under Section 43 of the 1993 Act;
- to follow the procedures laid down in the general Directions given by the Charity Commission under Section 43(7)(b) of the 1993 Act; and
- to state whether particular matters have come to my attention.
## **Basis of independent examiner’s report**
My examination was carried out in accordance with the general Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and the seeking of explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a ‘true and fair view’ and the report is limited to those matters set out in the statement below.
## **Independent examiner’s statement**
In connection with my examination, no matter has come to my attention:
- (1) which gives me reasonable cause to believe that in any material respect the requirements:
- to keep accounting records in accordance with Section 41 of the 1993 Act; and
- to prepare accounts which accord with the accounting records and comply with the accounting requirements of the 1993 Act have not been met;
or
- (2) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
Signed:
………………………………………………….
P I Coxon, FFA
Date: 12 March 2021
Page 7