Brookthorpe Willage Hall Chaimian's Report 202112022 Comprehensive reports from Both Nigel and other committee members will cover numerous events and other matters Con￿rning this past 12 months. Again It was hoped that we would be back to an active period from June onwards but that was not to be, with many of our regulars not retuming to the Hall and new bookings few and far between. When V￿ looked around this appeared to be the norm and still is at this point in 2022. There is clearly still a reluctsnce to venture out and attend group gatherings in particular. You will not have missed Ihe appearance in the car park of the Sales Office for Cotswold Homes who are building 19 homes along Wynstones Drrve here in Brookthorpe. We have negotiated a rental agreement for use of a small part of our Car parft for a period of 6 to 9 months, bringing in some regular income which is welcome during this quiet period for us. As Always my slncere thanks to all the Trustees who have regularly attended both Zoom and fa￿ to face meetings over the past year and waited patiently for our RETURNI We did however manage to put on several events in and around the Hall for the enjoyment of parishioners and passers by. Again the Grounds of the Hall continue to be rreticulously maintained by Paul Gaze, who takes great pride in our visual appearan￿, he is aSso involved in the maintenance of the Hall. Although not a Trustee, Paul attends all of the Village Hall meetings and does so as the representative for the Parish Council. So thank you as always Paul. We are as you are no doubt aware Trustees of the Hall's Charttable Trust, there are currently seven of us but there is afrNays room for one or t4VO more. Sadly, but not unexpectedly. Nigel Bone (our secretary) is stepping down from the committee as previously mentioned in last years report and in his own report for this meeting. A new secretary will be appointed should the Current committee, less Nigel of course, be appointed to run the Hall for the next 12 months i.e. 202212023. That woukl mean we have only 6 members so rf anyone is interested in joining us please let us know. Nigel has been a reSoUr￿ful and proactive member the Trust for many years, in fact since 2009 and has played a Crucial role in our well-being, providing the booking contact, liaising with numerous organisations and authorities and promoting evening events as well as taking and producing the minutes. His wife, Margaret, has also been proactive over the years as a helper whenever called upon. They will both be missed but I know they will continue still to take an interest in our future. Thank you Nigel and Margaret, fmm all the Trusteas. its been a pleasure w0￿1ng wlth you. The Newsletter continues to be produced. 6 times a year and the latest one is due out in the next week or so. Contributions are aKYays welcome. Lu Our New Website was launched In 2021 as promisad so keep an eye out for all the latest infomiation from us including the past and latest Newslettersl There is a direct link from there to the official Parish Council Website so both Village Hall and Parish Council infomiation is available to alll No excuses therefore. for not being up to date with whafs happening in the Parish. The Parish Council is of Gourse a separate entity to the Village Hall Commrttee but it continues to sponsor events held at the hall as well as help fund occasional improvements to the hall, which is always very much appreaated. Although we have at our discretion pemiission to extend the hall, the effects of covid on peoples habits over the past two years has led us to consider re-thinking whether or not we proceed with that plan or altematively revise our ambitions. The purpose of extending was to generate facilities for larger attendances for indoor events. As has already been stated use of the hall has diminished and the number of attendees reduced dramatically. However there is a less expensive option available to increase the intemal capacity of the hall, so we are currently investigating this altemative option which would entail a much lower cost. We will keep you infonned! So Finally I'd like to thank everyone who has supported the Hall and events in the past and plead with those who have not supported in the past to make an effort to support us in the future. We are a Charitable Trust totally reliant nomially on hirings and event support to remain a viable entity. Our profrts are small but we exist to provide a seNice to the community around us. The twstees give of their time and expertise for free and go to great lengths to make things happen in and around this Village owned historical asset, li rou ial Thank you everyonel Eric Hibbert- chainnan of the tmstees (2015- 2022) 2P April 2022 BrooktlK*rpe Vlllage Hall Committee Annual Meeting 2022 Secretar￿$ Report As stated in my report last year. this ￿111 be my last one as l am retiring from my role as secretsry and stepping do￿￿ from the commtttee. Looking back over the 12 or so years I have been involv&J it has been interesting to participate in the many thanges and developments during that time. I have worked V￿th 2 Chaim)en- Don (to 2015), a very long-seNing committee member and Eric Hibbert (2015 to the present) There have been a number of major V•Y)rks carried out to the buikjing incjuding the followng:" Installation of roof insulation both in the roof and below the main hall floor Replacement of overhead heaters and installation of additional lighting Sanding & Polishing of the main hall floor Repair to the Kitchen Area R&decoration of the interior and exteri(Y Also a number of new items have been purchased to enhance the facilities including.'- New fencing erected to the rear of the buikling A workshop vthich acts as a storage area Installation of Broadband The Committee has also carried out work on behalf of and funded by the Parish Council such as the refvrbishment of Ihe phone tjox to house the defibrillator {a lengthy tssk for Eric Hibbert and Paul Gaze), the p18nning of the Christmas Tree and the publication of a monthty newsletter. Since 2017 the hall and grounds have been "looked afterf by Paul Gaze which has meant the lawns and other amenf(ies have a￿vaYS been kept dean and tidy. Our cleaner Alison Phillips has also been v￿r￿.ng since that b'me ensuring the hall is spic and span. Events Wrthin the last few years a number of events have become estsblished as regular occasions Summer Fayres, Halloween Parties and Christmas Celebrations (including the Draw vknich remains the major fundraising activty) - all enabling peopk from the parish to come together. A number of evenings have been afranged through the Air in G Rural Touring Scheme vknich have attracted locals as well as frtends and those from neighlx)uring villages. Some of Ihe acts featured have been Cate Cody, Movies & Musicals, the Carrivick Sisters plus latterly Tears of Laughter and not forgeth'ng B Flats- the ukulele group induding our own Bill Ellis. Hlre of the Hall Over time the hall has been hired by a variety of groups and individuals. Many have used it regularly such as Jazz Friday, Gloucester Brass and Crazy K9s together with others on one-off basis for family parties. For many years Eileen Browne ran a Yoga Class before she sadly died a year or so ago. We are pleased to welcome Annet Richards-Binns who is now holding a weekty Yoga group on Tuesdays. There is currenlly a Tai-chi class on Thursdays and also periodic hiring from NTT Solutions. We had a first earlier this year when our MP Siobhan Baillie held one of her surgeTies in the hall. The advent of Covid has meant that times are challenging for all Village Halls and it has become more difficult to attract hirers. Many like those referred to earlier have either been looking for b￿ger venues, been a Irtme hesitant over continuing or been forced to modify their activities. The Parish Council continues to hold monthty meekn'ngs in the hall and are indeed grateful for all its financial support. The Hall Extenslon Planning permission was obtained during 2020 to build an extension to the hall which would increase the capacity and allow the building to be adapted to make better use of the existing space. At the present lime the project is somewhat on hold but Eric Hibbert may wsh to expand on this during the meeting. Committee During the year Amanda Hendry stepped down - she had been a member since 2017- so we thank her for her contrrbution ovef that period. Carrie Cooke. who had been elected at the last Annual Meeting, was una￿e to join us because of changed circumstances. Can l ihank the present committee of Lauren Amon, Lynda King, Vicki Smart and Gill Richards {cfropted during the yearl and also Paul Gaze (attending as Parish Council representative) for all their efforts.. Annie Gaze who has become a very competent Treasurer and finalty Eric Hibbert who continues to lead the commrttee with great enthusiasm. l am grateful to him particulaty for laking over some of my dub.es during my enforced absence in the past six months. Nigel Bone Secretary April 2022 ## **Brookthorpe Village Hall** ## **Profit and Loss Report** _01 January, 2021 - 31 December, 2021_ |**Sales**|**Sales**|| |---|---|---| |4001 - Voluntary Organisations - Sales - Hall Bookings
112.50||| |4002 - Residents - Sales - Hall Bookings
350.00||| |4003 - Businesses - Sales - Hall Bookings
200.00||| |4004 - Private - Sales - Hall Bookings
417.50||| |4005 - Sales - Raffle & Goods
186.62||| |4006 - Sales - Event Tickets
345.50||| |4007 - Council - Hall Bookings
300.00||| |4011 - Hall Bookings - Refundable Deposits
400.00||| |4900 - Other income
2,571.49||| |4901 - Other Income - Donations
2,401.94||| |7103 - Refund of Ticket Sales
-50.00||| |7104 - Grants Received
19,170.21||| |**Total Sales**||**£26,405.76**| |**Direct Expenses**||| |5000 - Cost of Sales - Goods
61.64||| |7102 - Refunds of Deposits & Cancellations - Hall Bookings
400.00||| |7622 - Fundraising - Transfer to BIA|2,441.49|| ||**Total Direct Expenses**|**£2,903.13**| ||**GROSS PROFIT / LOSS**|**£23,502.63**| |**Overheads**||| |6000 - Marketing|146.65|| |7050 - Other Deductions|1,220.00|| |7110 - Water Rates|204.73|| |7130 - Premises Insurance|775.43|| |7200 - Electricity|150.23|| |||| 07 Jul 2022 09:56 Page 1 of 2 |7430 - Entertainment - Event Purchases
834.32|| |---|---| |7520 - Office Stationery
20.78|| |7530 - Telephone & Internet
298.00|| |7550 - Computer & Software
144.00|| |7641 - Equipment
59.00|| |7810 - Cleaning
600.00|| |7900 - Bank Charges and Interest
-2.38|| |8200 - General Expenses
157.96|| |8201 - Hall & Grounds Maintenance
620.07|| |**Total Overheads**|**£5,228.79**| |**NET PROFIT / LOSS**|**£18,273.84**| 07 Jul 2022 09:56 Page 2 of 2 ## **Review of Brookthorpe Village Hall Treasurer’s Report** ## **Review performed 04/07/22 by Chris Smart.** The below are notes made from the review of the Brookthorpe Village Hall Treasurer’s Report and associated supporting paperwork. As an unconnected third-party, these are my personal notes from my review and should not be taken as a substitute for a full audit from an external 3[rd] party qualified auditor. These notes are not intended to criticise, nor question the processes regarding the management of the financial activities of Brookthorpe Village Hall. They are purely the factual findings from a review of the documents provided at the time. I have however, included some items at the end of this report that the Committee may wish to consider. ## **Review of report dated 16/11/2021.** This review was limited to the information provided at the time, which was up to, and including 16[th] November 2021. Treasurer’s report declared the overall cash balance of Brookthorpe Village Hall to be £42,966.09 at 16/11/21, made-up of 4 separate holdings. |16/11/21, made-up of 4 separate holdings.|| |---|---| |**Balance Held In**|**Balance**| |Lloyds bank a/c 00078149|£17,437.82| |Lloyds bank a/c 05088088|£25,280.42| |Float held byEric|£200.00| |Float held byVicki|£47.85| |**Total**|**£42,966.09**| ## **General Findings** The movement in the cash balance from the previous report on 15/09/21 of £42,921.05 to £42,966.09 is a net increase of £45.05. The transactions that make-up this net movement all tie-back to the bank statement. The paper files appear to be comprehensive, well organised and contain copies of supporting documents that tie-back to the majority of these transactions. I have noted that there was no backup in the file to the £25.50 monthly payment to Talk Talk Limited. ## **Detailed Findings** - **Lloyds bank a/c 00078149** - The balance per the bank statement on 16/11/21 was actually £17,179.60. - The treasurer’s report showed £17,437.82, therefore the treasurer’s report was over-stating the balance by £258.22. - I did however, note the comment on the covering e-mail that transactions that went through the bank on 16/11/21 were not included in the treasurer’s report, and the sum of these transactions were £258.22, but the balance of these transactions were not highlighted in the report or covering e-mail. - I did not have any subsequent treasurer’s reports to check that these transactions were picked-up in the following month, but from review of older reports, as long as process was followed as in these prior periods, I would envisage no reason for there to these transactions to have been missed. - **Lloyds bank a/c 05088088** - Unfortunately, the hard-copy, original bank statement appears to be provided annually and as such, I could only confirm that the statement date of 10/05/21 showed a balance of £22,837.71. - The treasurer’s report showed a balance at 16/11/21 of £25,280.42. - Therefore I can not check the accuracy or completeness on the increase in the balance of £2,442.71 from 10/05/21 to 16/11/21. - **Eric Float & Vicki Float** - I can not check the accuracy or completeness of the combined £247.85 in cash held as float on 16/11/21. ## **Suggestions** ## **General Payment Process:** Review of the documents in the folders that I had access to, there did not appear to be any additional payment authorisation / confirmation steps in the process. It appeared that all requests were sent to the Treasurer who then actioned them. The Committee may wish to consider if they feel the need to strengthen the controls around the payment process, perhaps by adding a requirement for a second Committee member to authorise any spend over an agreed level. ## **Bank Statements:** There appears to be regular bank statements for account 00078149 in the folder, but not for account 05088088. If the Treasurer has access to on-line banking, perhaps a print-out of the current balance to support the Treasurer’s report might be something the Committee may wish to consider being included. ## **Cash Floats:** The Committee may also wish to consider if they require any additional checks and controls over the two cash floats that are reported. Perhaps a monthly process where the float-holders confirm in writing, what the current balance of the cash is, with a summary of what the cash movements from one month to the other were. The Committee may also wish to consider if a regular (quarterly / 6-monthly) double-check of these balances are necessary, perhaps a count performed by the Treasurer.