Trustee’s Report – South Zeal Victory Hall – November 2021
Charity Name: South Zeal Victory Hall Registration Number: 300974
Address: South Zeal Victory Hall, South Zeal, Okehampton, EX20 2JR
The Hall’s Administration
South Zeal Victory Hall is a Foundation under Section 18 of the Charities Act 1960, of which members of South Tawton Parish Council are the Custodian Trustees.
Meeting bi-monthly, with the Annual General Meeting held every November, the hall is managed by a Committee made up of Management Trustees; comprising the main user groups as well as representatives of South Tawton Parish Council plus elected and co-opted members.
The premises are licensed by West Devon Borough Council and we hold the required PRS/PPL licence for the use of music.
The South Zeal Victory Hall Management Committee exists to ensure that the Victory Hall is maintained for and is therefore available for use by the community in perpetuity. For this to happen, hirers understand that this means that the hall must be used in a legal, safe and responsible manner at all times. Risk assessment and Hire agreement documentation is published on the website.
Members of the South Zeal Victory Management Committee
The elected members, voted in at the AGM November 2020 were re-confirmed as:
Jake Powell
Annie Clarke Melinda Powell Fiona Reddaway
The South Tawton Parish Council representatives on the Management Committee for
2020/21 are confirmed as:
Cllr David Counter Cllr Jenny Shaddick Cllr Jane White
Co-opted members (up to 3 members)
Teresa Guscott Ewa Farwell
Members representing main user groups
Beville Hilton Morris Elsworth Kellie Budworth
AGM November 2021 Chairman Statement
I’d like to welcome all of you to our AGM. Coronavirus has continued to affect us all and many of us throughout this community and beyond continue to lose loved ones to this dreadful virus. The positives of this year? A vaccination programme which has reduced the number of patients being admitted to hospital – so I would like to take this opportunity to thank all those people in this community who have worked tirelessly to ensure that we can all now believe that ‘normality’ or at least a world where we can cope with Covid being amongst us is possible. Thank you to all of you.
I would also like to say a few words about the people in the Committee. I would like to thank Melinda for all her hard work this year as Treasurer in the Committee. She has done an excellent job of looking after our accounts and ensuring that we continue to be in a strong financial position during the Covid19 crisis. I would also like to thank our Booking Clerk, Ewa Farwell, who has been excellent and efficient in her role. Thanks also go to Jane White, who continues to be a great help and particularly for working closely with the School. Thanks too to Dawn Watkins, our caretaker and Chief Cleaner; I would like to thank her for all her hard work and for being proactive and making sure that we are able to conform with the necessary changes to comply with HM government guidelines.
This summer, Martin White (plumber and heating engineer) and others came to the Hall and they have updated/installed the heating throughout the Hall. This would not have been possible without the kindness of our community and in particular the grant provided by Denbrook Community Fund. Thank you all of you. Next on the list is the painting and this is planned for the end of December and the Spring Half Term.
Pre-school have announced that they will be leaving the Village Hall and moving down to the main site at school. We await the details of this move. Good luck to all.
Next year is an important year – the centenary celebration of SZVH. Let’s make it a party to remember everyone because the last two years haven’t been any fun at all.
I hope that I am able to continue in my role as Chairman of the South Zeal Victory Hall Committee and given a further opportunity to continue my work for this community and will do what I can do to ensure that South Zeal Victory Hall continues to thrive and serve this community.
These are some of our achievements this year.
Activities for October 2020 – September 2021
From our Action Plan 2019, the activities completed this year are set out below:
Stage 2 of the Renovation Project Action Plan
a) Completion of Application to Denbrook Community Fund
We have already completed an application to Denbrook Community Fund to support the Renovation of the Victory and Stage 2 of our Action Plan which involves replacing the Heating System (including new boiler, radiators and piping) and to do a complete internal painting of the Hall.
b) Completion of Locality and West Devon Community Project Fund
Completed application for the Locality and West Devon Community Project Fund this to enable us to gain access to further funding to support our Renovation Project.
- c) Research into Solar Energy and Green Grants to support the development/renovation of the Hall for the future.
We are actively researching ways of working towards the future and looking at alternative/creative ways to make energy and to reduce the carbon footprint of the Victory Hall in the future. We are currently looking for Green Energy grants which might be available to us to request funding for us to do the work, to generate sustainable energy, and to reduce the carbon footprint of the Hall.
Intended Community Benefit of Action Plan 2019 included in Denbrook Application
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The Hall is an integral part of community life and the project will ensure it remains so for the next 100 years.
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Removal of the heating system will reduce the environmental impact of the Hall.
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This is a focal meeting point in an otherwise isolated community and provides a place for groups supporting both physical and mental health including dance.
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The Hall is provision for a number of groups who value its role in giving a local safe and secure meeting place allowing inclusion of vulnerable members of the community.
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The Hall provides a community building for voluntary groups to use and therefore provides local provision of social and cultural activities.
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We plan to use local tradesmen to complete the project.
With the success of the application to the Den Brook fund the renovation to the heating system has been ongoing over the summer holidays to reduce the impact to the preschool and other hall hirers. This will improve conditions within the hall and hopefully reduce overall fuel costs with a more modern and efficient heating system combined with the insulation of the hall that was completed previously. We plan to complete the current renovations with painting of the interior of the hall prior to the centenary celebrations next year.
Treasurer report AGM November 2021
Financially, we have weathered the storm induced by COVID reasonably well given the reduction in hires inevitable with having to close the hall for periods of time, school closures and larger events having to be postponed and cancelled.
Our hire income looks static but this was also reduced in 2020 due to COVID and is actually reduced by about £1000 from what would normally be expected in a non-COVID year. Usual fundraising events have not been possible and therefore there has been no fundraising income in this year. There is a bit of financial and booking recovery none the less with figures slowly moving back towards a pre COVID level and there are now no further events that have been paid for but postponed so this figure may actually be falsely depressed with some of the income from events being held this year accounted for in the hire income in 2020 accounts due to events being booked in 2020 and paid for but then being postponed due to COVID and not actually occurring until 2021.
We have been fortunate to have benefitted from grants in the last two years. The West Devon Borough Council (WDBC) grant of £10,000 last year and the Denbrook Grant of £20,000 this year. This has made a huge difference in enabling us to complete the heating refurbishment to upgrade the heating system. Income without that grant would be approximately £4000 less than expected for a non-COVID year. This discrepancy being largely made up of reductions in hire and fundraising income. This has been offset this year by the WDBC grant from last year.
We have a water rebate this year as water usage has been affected by reduction in hall usage due to COVID. Money from the electricity meters is also reduced due to the reduced hires. The interest rates
have reduced affecting the interest paid on the reserve account – this is not a reflection of the amount of money in the account as this is relatively static.
Payments
Fuel usage has been reduced partially due to the reduced use of the hall so we will need to compare next year whether our costs for oil and electricity are positively affected by the heating modernisation. This will also be affected by changing and fluctuating oil costs due to external factors though.
Maintenance costs include the electrics for the boiler installation, so this is slightly increased from a usual year.
Insurance costs are inflated as this is representative of two years insurance due to when the renewal and remittance came through.
In summary, the Hall accounts are in a reasonable position and stable over the last 12 months. The year end total income and closing account figures documented are somewhat falsely inflated by the £20,000 Denbrook grant which remained in the account at that time but the Heating system has now been paid for so the current figures in the account are more reflective of last years’ closing accounts. There is approximately £6000 left in the heating pot (included in the overall account figures and not representative of a separate fund or account) for renovations currently. This includes the rest of the Denbrook grant and will most likely be need for painting and redecoration.
There are no outstanding debts although as mentioned previously the accounts reflect the payment not at that stage made for installation of the new heating system. This is no longer outstanding. There are no funds held by trustees.
Victory Hall , South Zeal - Year Ending 30th September 2021
Receipts
| Receipts | Receipts | Receipts |
|---|---|---|
| 2021 2020 Hire Income 5752.01 5353.51 Fundraising 0.00 340.00 Donations/Grants 20000.00 11482.69 Water or Electricity refund 332.19 299.09 Electricity Meters cash 7.00 45.50 Bank Interest 1.57 17.44 Total 26092.77 17538.23 Payments Caretaker 1860.00 1860.00 Cleaning 71.08 87.33 Electricity 708.00 965.00 Oil 774.64 978.35 Water 128.50 692.00 Maintenance 1502.53 3368.40 (inc. electrics for boiler £596.36 in 2021 and Replacement ceiling insulation £2533.20 in 2020) Sundries cash 30.00 0.00 Insurance 1499.44 850.96 (Inc. buildings and contents cover for 2021/2022) Advertising 48.34 48.34 Bank fees 0.00 0.00 Total 6622.53 8850.38 Net of receipts and payments 19470.24 8687.85 awaiting invoice for central heating work completed in August 2021 |
||
| Opening accounts Opening current account Opening reserve account Opening cashbook Total With receipts/payments Closing accounts Closing current account Closing reserve account Closing cashbook Total |
15541.61 15813.09 185.58 |
10016.70 12795.65 40.08 |
| 31540.28 | 22852.43 | |
| 51010.52 | 31540.28 | |
| 35033.28 15814.66 162.58 |
15541.61 15813.09 185.58 |
|
| 51010.52 | 31540.28 |
| Opening accounts | ||
|---|---|---|
| Opening current account | 15541.61 | 10016.70 |
| Opening reserve account | 15813.09 | 12795.65 |
| Opening cashbook | 185.58 | 40.08 |
| Total | 31540.28 | 22852.43 |
| With receipts/payments | 51010.52 | 31540.28 |
| Closing accounts | ||
| Closing current account | 35033.28 | 15541.61 |
| Closing reserve account | 15814.66 | 15813.09 |
| Closing cashbook | 162.58 | 185.58 |
| Total | 51010.52 | 31540.28 |
I have examined the documents, bank statements and receipts and payment ledgers and certify that the accounts give a true and fair view of the transactions of Victory Hall, South Zeal for the Year ending 30th September 2021.
Jenny Frangleton, Harwood, Ramsley, South Zeal, Okehampton
Inde end nt Examin Re Trus Accounts for South Zeal Victory Hall Year Ending 30th September 2021 Charity Number: 300974 I report to the trustees on my examination of the accounts of the above charity (South Zeal Victory Hall) for the year ended 30th September 2021. Re fRe As the charity's trustees, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 ("the Act"). I report in respect of my examination of South Zeal Victory Hall's accounts carried out under settion 145 of the 2011 Act and in carrying out my examination, I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. Inde endent Examiner's Statement I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination which gives me cause to believe that in, any material respect: the accounting records were not kept in accordance with section 130 of the Charities Act; or the accounts did not accord with the accounting records; or the accounts did not comply with the applicable requirements concerning the form and content of accounts set 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 concerns 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. Signed: Date: 25/7/2022 Name: Mrs Jennifer Frangleton BA ACA Relevant professional qualifications or body (if any): Institute of Chartered Accountants Address: Harwood, Ramsley, South Zeal, Okehampton