OWERMOIGNE VILLAGE HALL
Pollards Lane Owermoigne Dorchester DT2 8XD
Trustees’ Annual Report for the period from 1st September 2020 to 31st August 2021
for
Owermoigne Village Hall
Charity registration number: 301160
owermoignevh@gmail.com
Registered Charity No: 301160
Trustees’ Annual Report for the period
From 1 September 2020 to 31 August 2021
Charity name: Owermoigne Village Hall
Charity registration number: 301160
1. Objectives and Activities
Purpose of Charity
The original Trust Document and Governing Document identify the objectives of the Charity as:
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To manage and use Owermoigne Village Hall premises and the derived income from Hall lettings and events.
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To maintain and develop the premises to meet the evolving needs of residents and Hall users.
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To promote physical and mental well-being of the residents of Owermoigne.
Summary of Main Activities
Owermoigne Village Hall supports and promotes a wide and evolving range of local groups and activities. These include Craft Club, Flower Club, Horticultural Society, Exercise and Pilates classes, indoor bowls and table tennis groups, dog training classes, art and watercolour painting.
The Management Committee also runs regular Coffee Mornings, monthly Luncheon Club and Village Markets.
The Hall is used for Parish Council meetings and monthly lecture meetings (the Monday Club) as well a variety of other events including concerts, dances, skittles, quiz nights etc. and availability for ad-hoc hire by local residents.
Public Benefit
The Owermoigne Village Hall Trustees and Management Committee members operate and facilitate the use of the premises solely for the benefit of the residents in and around the village of Owermoigne. By promoting social interaction, intellectual and physical development the Charity makes a significant contribution to the wellbeing of the community.
2. Achievements and Performance
Context
Following a consultation exercise beginning at the 2017 AGM the Management Committee developed a five-year plan to improve the structure and facilities of the Village Hall. The plan included replacement of the kitchen to enable a regular Lunch Club and the complete replacement of the Hall’s exterior wooden cladding with upgraded insulation. The creation of two rear rooms behind the stage was also included together with a storage room for Village Hall user groups and a stand-alone meeting room with separate access. Work on planning and developing estimates and quotations began in 2018. Potential grants were sought and applications made. The new kitchen was completed in the last financial year (June 2020). Work on the remaining actions began in summer 2020.
Main Achievements
Derek Woodward presented the Chair’s Report at the AGM detailing the considerable tasks undertaken this year, the recovery from Covid restrictions and plans for the future. He thanked all the Committee and those assisting with Open Day for all their efforts and enthusiasm.
Main achievements have included:
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Hall Fabric Improvement Plan Following some roof and flooring repair work the Hall cladding replacement and insulation was completed in October 2020. The two new rooms behind the stage were completed in July 2021 and are already in regular use.
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Re-opening after Covid lockdown
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Once restrictions from Covid lockdown eased, the Lunch Club was successfully launched with capacity for 24 attendees monthly. Since then the Lunch Club has been oversubscribed and has proved to be very popular. Weekly coffee mornings were launched, initially with table service and social distancing, and over a period of time the majority of the Hall regular activities restarted.
Achievements Against Objectives
The explicit improvement objectives defined in the five-year plan were essentially completed in this financial year (year 4 of the plan). A new plan is currently being developed for the improvement of front and side access to the Hall, improvement to the stage capability and development of the car park to make better use of the space available.
Fundraising Activities
The plan for Fundraising to finance the improvement programme was originally based around holding a series of specific fundraising events together with seeking grant funding from a range of local and national sources. The Covid shutdowns resulting from the Covid19 pandemic put paid to most of the fund raising activities however we ran a very successful “Buy- Plank-Appeal” for the re-cladding work. Donations in this year were more than £1,400 and we were able to gain substantial grant funding courtesy of DCC DCA and the Parish Community Benefit Fund.
3. Financial Review
Treasurer’s Report
The last financial year began with the Village Hall in lockdown and unable to open for many of our regular activities. The Committee made good use of this enforced closure progressing on the Village Hall Improvement Plan with the removal of the old cladding timbers and the deployment of new insulation and cladding. Work also commenced on the refurbishment of the rear of the stage resulting in new storage facilities and a meeting room with separate entrance door.
Although many activities began to restart again from Spring 2021 the overall rental income from the Hall was about half the level in the previous year. With a combination of reserves and grants we were able to support the normal running costs while also continuing the improvement works. This placed us at the end of August 2021 in the enviable position of having completed most of the improvements while still maintaining a reserve for future projects and contingencies.
Overall our expenditure for the year exceeded our income by £6,397 (Income £31,2 53 , Expenditure £37,651). This deficit was expected resulting from planned payments to the cladding contractors in the early part of the Financial Year.
The Village Market once restarted has continued to contribute well towards our income together with the successful weekly coffee mornings and the popular lunch club. Many of the other regular Village Hall activities and bookings are now back to normal.
Support for the Village Hall improvements and for maintaining overheads during the lockdown came in the shape of several external grants as well as many generous donations through our “Buy- A -Plank” appeal. (Overall income from grants and donations exceeded £27,000.) The Committee would like to express sincere thanks for all donations and to the various grantors including the Community Benefit Fund held by the Parish Council and the support of Dorset County Council.
At the beginning of the 2021/22 Financial Year the Village Hall is in a healthy financial position with a ring-fenced reserve of £10,000 together with a substantial current account balance.
Financial Position
The Village Hall ends the year with £13,488 in the current account and £10,000 in the Reserve Account.
Reserves Policy
We intend to maintain a reserve of £10,000 to cover unexpected costs such as the need for major unplanned repair work.
Sources of Funding
The main sources of funding are from the hire of the Village Hall and revenue raised from fundraising events held therein. Over the last year we have also been successful in obtaining grants for the specific improvement projects from local organisations and the Parish Community Benefit Fund. We have also benefitted from grants from Dorset County Council to alleviate the loss of revenue associated with the Covid lockdown and to assist reopening.
Principal Risks
The principal financial risk is that the Hall fabric, although much improved through recent renovations, is > 80 years old and therefore in need of careful maintenance. The Hall is fully insured.
Examination of Accounts
Accounts to 31[st] August 2021 were examined and verified by Sue Shuttlewood on 21/10/2021 (copy of verified accounts attached.) To fulfil the requirements of the Charity Commission 2008 Regulations and SORP, for a charity with a gross income of greater than £25,000, these accounts are also presented using the Charity Commission pro-forma.
4. Structure, Governance and Management
Owermoigne Village Hall’s Governing Document is based on the original Trust deed , dated 17th September 1937 and as amended on 21st January 2014. It is constituted as an unincorporated association. Trustees are selected by election at the AGM, held each October.
5. Reference and Administrative details
The name of the charity is “Owermoigne Village Hall”. The registered charity number is 301160. The charity’s premises and principal address is : Owermoigne Village Hall Pollards Lane Owermoigne
For correspondence purposes please use : 10 Church Lane Owermoigne Dorchester DT2 8HS
Names of the charity trustees who manage the charity
| Trustee name | Office (if any) | Dates acted if not for **whole year ** |
|
|---|---|---|---|
| 1 | Margo Kane | Secretary | From 16/3/2021 |
| 2 | Derek Harold Woodward |
Chairman | |
| 3 | Robin Burgess | From 16/3/2021 | |
| 4 | Dee Weight | From 16/3/2021 | |
| 5 | PhilipScull | Vice-Chair | |
| 6 | Julia Scull | ||
| 7 | Ian Kane | ||
| 8 | Nigel Baker | Treasurer | |
| 9 |
Declarations The trust89s d9Glarg that thgy havg approvod th• trust•e6' rnport abovo. Signgd on behalf of the charlWs trust•88 &gnatUTels} 12. Full nam8(s) Pogltlon (eg Sgcretary, Chalr. etc) Derek Woodwaftj Margo l<ane ChaiTman Se(xetary Date 1 June 2022
Owermoigne Village Hall Income & Expenditure Account- 1st September 2020 to 31st August 2021 2020-2021 2019-2020 INCOME Hire of Hall Dog Training Fitness Classes Monday Club Flower Club Owermoigne Parish Council BowlslTable Tennis/Skittles Other Bookings Other Willage Hall ACtItieS Bingo Market Gardens Open Day Village Quiz Coffee Moming Other fundraising Lunch club Miscellaneous OtFw Ire £241.50 £0.00 £0.00 £0.00 110.00 618.50 £436.50 635.25 924.00 108.00 168.00 114.00 608.52 953.00 1,406.50 3510.77 £0.00 £450.00 781.25 950.00 £1,042.50 £513.90 £227.00 £150.00 447.00 2,383.40 26,525.66 28,703.91 Donations Grants £1,415.53 £26,031.00 1,100.02 27,446.53 31,236.43 1,100.02 33,314.70 Total Income EXPENDITURE Utilities Insurance & Licences Maintenance & Repairs Cleaning Stationery Bank Charges Bingo Catering Other fundraising Miscellaneous Total Expenditure Adjust Excess of Income over Expenditure £1,243.74 £743.03 £34,164.39 £539.83 £0.00 £25.00 £20.00 £281.53 £435.62 £197.92 1,509.48 927.95 20,465.36 641.12 100.00 £25.00 £20.00 £152.23 456.48 37,651.06 16.72 (6,397.91) 24,349.16 8,965.54 BALANCE SHEET as at 31 August 2021 Accumulated Fund at 31 August 2020 Excess of Income over Expenditure Balance at 31 August 2021 £29,524.51 (£6,397.91) £23,126.60 CURRENT ASSETS Current Account Reserve Account Petty Cash Cash to bank Less Unpresented Cheque TOTAL £13,448.76 £10,000.65 £0.00 £290.31 £23,739.72 CURRENT CREDITORS Street Fayre Monies £613.12 NET ASSETS £23,126.60 AGcounts Prepared by: Accounts Examined & Verified by: Signature: N Baker (Treasurer) Signature: Date: 2110912021 1.1g.ai gJ-Iy1 1 Date:
| Charity Name | No (if any) | |||
|---|---|---|---|---|
| OWERMOIGNE VILLAGE HALL | 301160 | |||
| Receipts andpayments accounts | CC16a | |||
| Period start date For the period from 1st September 2020 |
To | Period end date 31st August 2021 |
Section A Receipts and payments
| A1 Receipts | Unrestricted funds to the nearest £ 1,407 514 450 1,270 1,416 26,181 1 - 31,237 - - - 31,237 |
Unrestricted funds to the nearest £ 1,407 514 450 1,270 1,416 26,181 1 - 31,237 - - - 31,237 |
Restricted funds to the nearest £ |
Restricted funds to the nearest £ |
Endowment funds to the nearest £ |
Endowment funds to the nearest £ |
Total funds to the nearest £ |
Total funds to the nearest £ |
Last year to the nearest £ |
|---|---|---|---|---|---|---|---|---|---|
HALL HIRE |
1,407 | - | - | 1,407 | 3,511 | ||||
| FUNDRAISING EVENTS | 514 | - | - | 514 | 781 | ||||
| MARKET | 450 | - | - | 450 | 950 | ||||
| LUNCH CLUB AND COFFEE MONRNINGS | 1,270 | - | - | 1,270 | 447 | ||||
| DONATIONS | 1,416 | - | - | 1,416 | 1,100 | ||||
| GRANTS AND MISC INPUTS(COVID) | 26,181 | - | - | 26,181 | 26,526 | ||||
| INTEREST ON DEPOSIT ACCT | 1 | - | - | 1 | - | ||||
| - | - | - | - | - | |||||
| Sub total(Gross income for AR) | 31,237 | - | - | 31,237 | 33,315 | ||||
| A2 Asset and investment sales, (see table). |
|||||||||
| - | |||||||||
| - | - | ||||||||
| Sub total | - | - | |||||||
| Total receipts A3 Payments |
|||||||||
| 33,315 | |||||||||
UTILITIES |
1,244 | - | - | 1,244 | 1,509 | ||||
| INSURANCE AND LKICENSES | 763 | - | - | 763 | 928 | ||||
| MAINTENANCE AND REPAIRS | 34,164 | - | - | 34,164 | 20,465 | ||||
| CATERING | 282 | - | - | 282 | 152 | ||||
| EVENTS COSTS | 436 | - | - | 436 | 70 | ||||
| MISC COSTS AND CLEANING | 738 | - | - | 738 | 1,098 | ||||
| STATIONERY AND BANK CHARGES | - | - | - | - | 125 | ||||
| - | - | - | - | - | |||||
| - | - | - | - | - | |||||
| **Sub total ** | 37,626 | - | - | 37,626 | 24,348 | ||||
| A4 Asset and investment purchases, (see table) |
|||||||||
| - | |||||||||
| - | |||||||||
| **Sub total ** | - | - | |||||||
| Total payments Net of receipts/(payments) A5 Transfers between funds A6 Cash funds last year end Cash funds this year end |
|||||||||
| 24,348 | |||||||||
| - 6,389 | 8,967 | ||||||||
| - | - | ||||||||
| - | - | ||||||||
| - 6,389 | 8,967 |
Section B Statement of assets and liabilities at the end of the period
| CCXX R1 accounts (SS) Categories B1 Cash funds |
1 Details Total cash funds CURRENT ACCOUNT RESERVE ACCOUNT |
Unrestricted funds to nearest £ 13,449 10,001 - 23,449 |
Restricted funds to nearest £ - - - - |
Endowment funds to nearest £ |
|---|---|---|---|---|
| 13,449 | - | - | ||
| 10,001 | - | - | ||
| - | - | - | ||
| 23,449 | - | 16/06/2022 - |
CCXX R1 accounts (SS)
unrestrf8d funds to nMr•Jt £ R•trktèd fvnd Endowmant fvnds Detsi15 to rrort£ L)etails 114 Oetails B4 Assets r•tsln•d forth? charlty use Details 8TFEgf FA KlEs 85 Uablll8S torical wAc88# 2016 st 613 SbJned byone Or1 tsu8t688of beh8lT of 8bth& trJBteDs Prknt Nam8 Dats dapproval /G£L EA¥ rt 8(itine'22 CCXX R2 art•untr (ssi 30105r2022
CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A Independent Examiner's Report Report to the trnsteesl members of OWERMOIGNE VILLAGE HALL On accounts for the year ended 31st August 2021 Charity no 301160 Set out on pages 1&2 I report to the trustees on my examination of the accounts of the atM)ve charity {"the Trusf,) for the year ended 3110812021 Responsibilltles and basis of report As the charity's trustees. you are responsible for the preparation of the a(xounts in accordance with the requirements of the Charities Act 2011 {Ihe Acf). 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 dl the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. Independent examiner's statement I have completed my examination. l ¢onfimi that no material matters have come to my attention in connection with the examination (other than thal disdosed below ') 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 not accord with the accounting records., or the accounts did not comply with the applicable requirements conceming the fomi 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 onsidered as part of an independent examination. I have no GonGems 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: Name: Address: LV Mo8Gf(A RDA¥ boLS-= bTJ EH IER May 2021
Section B Disclosure
Only complete if the examiner needs to highlight material 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 .
2
May 2021
IER