SHERBORNE ST JOHN VILLAGE HALL REGISTERED CHARITY NUMBER 301945 ANNUAL REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENOED 31" DECEMBER 2022 SHERBORNE STJOHN VILLAGE HALL FINANCIAL STATEMENTS FOR THE YEAR ENDED 31" OECEMBER 2022 CONTENTS Page Trustees and professlonal advisers Trustees, annual report Independent Examinerfs report to the trustees Statement of financial activities Balance sheet Notes to the financial statements 10-12 Page I SHERBORNE STJOHN VILLAGE HALL TRUSTEES AND PROFESSIONAL ADVISERS Offlcers of Sherborne St John Vlllage Hall Management Commlttee at 31" December 2022 Trustees Chairperson Secretary Treasure Committee Members Mr Paul Temple Mrs Shawna Campbell Mr Brian 'Mitch' Mitchison Mrs Tracey Jeram Mrs Debra Morgan Mr Richard Morgan Parish Council Representative User Group Representatlves None Bankers Lloyds Bank plc Independent Examiner Mr Jakub Paulicelli 124 City Road London ECIV 2NX Solleitors Phillips Solicltors Limited Town Gate 38 London Street Basingstoke Hampshire RG217NY Page 2 SHERBORNE STJOHN VILLAGE HALL ANNUAL REPORT FOR THE YEAR TO 31" DECEMBER 2022 The Committee of Management present their Report for the year ended 31" December 2022. The Charity Was established by Trust Deed dated 24 February 1967, and is reglstered with the Charity Commission Number 301945. Objects, Organisation and Activities The object of the Charity is to provide a village hall for the use of the inhabitants of Sherborne St John and the neighbourhood, in particular for meetings, lectures and classe5 ar)d for other forms of recreation and leisure time occupation with the object of improving the conditions of life for the said inhabitants. The Charity 15 organised as a Trust with a Commlttee of Management comprising elected and nominated members. The member5 of the Committee of Management at the year end and their appointing body where appropriate were: Mr PaulTemple Elected member Mr Brian Mitchison Elected member Mrs Shawna Campbell Elected member Mrs Debra Morgan Co-opted member Mrs Tracey Jeram Co-opted member Mr Richard Morgan Ichair of the Parish Council) attended as an invited obseNer Chairman Treasurer Secretary During 2022, Mrs Hilary Andrews left the Committee. We thank Hilary for all her hard work especially in the management of the Annual Fayre and many other fund-raising events. Three rnembers of the committee are elected on an annual basis at the Annual General Meeting,. co-opted members are invited to join the committee by the elected members. New committee members are provided with information on the work of the charity and the role and responsibilities of a trustee and the responsibilities under the premises license. It is the duty of the Charity's Trustees to approve the Trustees, Annual Report prepared by the committee. The committee met formally 51X times during the year ended 31" December 2022, some face to face and the remainder via Zoom. Page 3 Prlncipal Office The location of the principal office of the Charity is.. Sherborne St John Village Hall Kiln Road Sherborne St John Basingstoke Hampshire RG24 9HP Page 4 SHERBORNE STJOHN VILLAGE HALL ANNUAL REPORT FOR THE YEAR TO 31. DECEMBER 2022 Icontinuedl Princlple Activities This is my third Village Hall annual report as Chair of Trustees. As I similarly reported last year, I had not foreseen the challenging conditions that we would face over this period. We came out of a period of multiple lockdowns with a different Set of challenges as a population, particularly having to deal with post Covid mental adjustments. We then had to add in the uncertainties surrounding energy costs, many of which have been quite dramatic and are still ongoing. As in Pfevlous years we would like to think that we have used our time and resources to good effect. We have looked at all areas of our operation to Improve and streamline the services we offer In some detall and I will expand on the outcomes in more detail below. Finance It is the key responsibility of the trustees is to ensure that the Trust remains solvent In the long term and maintains a reserve to manage necessary capital expenditure whether for repairs and maintenance or for development of the facilities. As ever we are indebted to our Honorary Treasurer Mitch Mitchison for keeping us up to date with all our financial reporting. Detai15 of our financial position are recorded in the annual accounts which Mitch will go through in more detail following my report. We returned to the normal Bood practice this year of setting out a formal budget which over the Covid period had been an impossible task. Just when we thought things were returning to normal the energy costs that I previously highlighted, have again turned any accurate forecasting totally on Its head. A significant milestone wa5 achieved this year with paying the final instalment of the loan generously made by the Parish Council to cover a shortfall in funding when the hall was built. It was instrumental in keeping the quality of the built Hall to the hlgh standard that we Still enjoy today. Personnel There is little to report on the personnel front. As I reported last year the Trustees decided, because of uncertainty over funding, not to replace our caretaker on his retirement but to take on some of the duties themselves, This could not have continued without the on-going support of our immediate neighbour, Steve Kerslake, who provides us with the vital se￿iCe of key management. Our sinCe￿st thanks to Steve for his support. With the volume of activity at the Hall we do intend to appolnt a permanent caretaker to work alongside the Trustee5 & Steve in the current year Repairs & Maintenance As always, we have stayed very much on top of our statutory health & safety checks, all tarefully managed by our Trustee Debra Morgan. These are rolled out on a regular & routine programme. Following last year's statL¢tory 5-year electrical inspection which showed that apart from upgrade5 to suit new regulations, the system is in good health, we decided to have a full Fire Risk Assessment carried out. We take our responsibilitie5 to our hiring users very seriously & this audit of all the fire systems ensures that all new legislation is complied with & that existing systems are operating as they should. The assessment confirmed what we already suspected that although the fire alami system was working as it should, at 17 years of age it was due for upgrading. As there Is a degree of inter-connectivity we decided to replace both the fire & Page 5 intruder alarm systems. Users no longer have to remember an entry code to gain access to the building but simply swipe their fob to be reco8ni5ed. In response to the need for the more efficient use of resources we have made a whole range of upgrades this year. The heating system has had all the valves from the boiler replaced. This sound5 qulte trivial but cured the problem that we had discovered that heat was not always working where we wanted it I We upgraded the Hive heating controls so all hall temperatures are set off site & users have no ability to make adjustments locally. The cost of utilities obliged us latterly to imp05e what we hoped was a fair upper temperature limit of 19C which everyone largely ha5 learnt to live with. The toilet sink taps have all been replaced with push controls to control waste & the gents urinals, which flushed with water every 15 minutes, now operate only on a user sensor. A sensible sized replacement sink in the main disability toilet has a sensor activated tap. We are currently dealing with an underground waste pipe which has been damaged by the ingress of tree roots & results in blockages to the toilets. This involves discussions with National Trust & Hants County Council so progress is not fast & in the meantime we employ specialist contractors to carry out regular flushing. Almost all IiEhting in the building now operates with low energy bulbs or lights. Our dishwasher. which is of a high specification commercial quality, decided to stop working and has also been replaced. We added the promised small tables to the aluminium patio furniture & all have been well used. Bookings In my report last year, I highlighted the new and independent website that we had set up for the village hall. We were obviously uncertain how bookinES might progress after the lockdown, but the reality has been that these have increased month by month to the point where there is little or no space in the peak hours booking slots. My thanks to Ed Campbell, as a volunteer, for keeping the website up to date Our success as a village hall ultimately depend5 on having a good number of hirers who like the hall & want to keep re-booking. To make this work It is essential that we have a contact who can be available to help guide them and to sort their every need & problem. We are deeply indebted to our Trustee, Shawna Campbell, who does a fantastic job in managing this complex proce55. She also manages the online calendar & somehow keeps the Trustees in line! Noticeable at weekends are the increased number of birthday parties and wedding receptions. Sensible parents view the cost of hall hire for a children's party as Eood value against trying to fit large numbers in thelr home5. The new décor & an inclusive weekend wedding rate have boosted interest from those who need to take a more pragmatic view with their funds. The Hall hosted several events over the jubilee weekend. A quiz night on the Thursday evening, hosted by our quizmaster extraordinaire, Steve Howe, was a great success & raised £250 for St Michael's Hospice. An afternoon tea on the Friday afternoon, organised by Shawna Campbell, was attended by over 100 people. We had intended to run an early September 'welcome to the village, afternoon with teas & cakes as a repeat of last year's successful event. In addition to being a social gatherinE this was intended to promote the hall users. Regretfully the user uptake was not sufficient to make this work & we had to cantel the event. Our good friends from the art group put on thelr annual show, very successfully. Page 6 Tracey Jeram, took the brave decision to put on the annual Scarecrow Competltlon again this year. Whilst number5 were down on previous years it Still provided a welcome diversion for those who viewed & voted on the entries. l am slightly biased as winner of the people's choice prize. so l am taking good care of the trophy until the 2023 event. Finally, I would like to thank everyone who has and does support our work. I believe the hall is in Eood shape & the future looks bright. My thanks particularly go to my fellow Trustees already mentioned who have helped navigate us through a challenging year and without whom none of these things would happen. Like many voluntary organisations our long-term future does need more people to join us either as Trustees or slmplv event volunteers. Many hands make light workl Onbe alf of the Trustees IbL Pau Ch Temple Irman of Tru ees Page 7 INDEPENDENT EXAMINER'S RÉPORTTO THE COMMITTEE OF MANAGEMENT OF SHERBORNE ST JOHN VILLAGE HALL I report on the accounts of the Trust for the year ending 31" December 2022 which are set out on pages 7 to ii. Re5pectlve Respon5ibllitles of the Trustees and the Examlner The charity's trustees are responsible for the preparation of the accounts and approving their Annual Report. The charity's trustees consider that an audit Is not required for this year under Section 144121 of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed. It 15 my responsibility to- examine the account5 under Section 145 of the 2011 Act follow the procedures laid down in the General Directions given by the commission under Section 1451511bl of the 2011 Act state whether particular matter5 have come to my attention Basis of Independent Examiner'5 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 seeking 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 next statement. Independent Examlner's Statement In connection with my examination, no matter has come to my attention.. Which gives me reasonable cause to believe that in any material respect the requirements: to keep accounting records in accordance with Section 130, of the 2011 Act and to prepare accounts which accord wlth the accounting records and comply with the accounting requirements of the 2011 Act have not been met, or To which, in my opinion. attentlon should be drawn in order to enable a proper understanding of the accounts to be reached Mr Jakub Paulicelli Signature Date... Pag8 8 SHERBORNE STJOHN VILLAGE HALL STATEMENT OF FINANCIALA￿1VITIE5 FOR THE YEAR T Note5 Vnrestricied Restrlrted Funds Fund5 31" DECEMBER 2022 Endowment Funds Total 2021 INCOMING RESOURCES IncomiThg rÈsaurces from Generated lunds: Grants 17,374 Oonations Attlvltlesfor 8eneratln8 lund5- Fund raislng Investrnent incomt/Other 1,276 17 1,275 17 1.293 1.293 17.377 IncomlnB re50urtes from Charltable artlvitles.. Charges for hall hire Weddin¥ Hlre Income Othei 24,043 1,627 24,043 1,627 12,662 TOTAL INCOMING RESOURCES 26,963 26,963 30,039 RESOURCES EXPENDED Cost5 of generating lunds: Donattons to Othercharlties 250 250 Fund rèising expenses 859 859 GROSS PROFITILOSS 25.854 25,854 30,039 WatÈr Tates Ught and he 333 7,334 7.334 3,790 Maintenance and Tepalr5 12,673 12,673 5.288 Caretaking and cleanlng 7.093 7,093 4.670 Insurance Morketing Telephone and Inteinet tharges Llcences Painting and re decoratlng Waste Service5 GaTdening SundrSes ond Purthases Profe551onal fees DeprecSatlon 1.443 169 1,607 360 1,443 169 1,607 360 1,413 144 1,521 1,743 525 649 1.743 525 649 286 11,990 46,319 502 11,692 29,354 1,511 1,511 10,478 10,478 34,329 Governance costs Independent ex8mlnels fee TOTALRESOURCES fXPEhtDED 35,438 1.511 10,478 47,428 29.354 NET PROFITILOSS before transfer5 8,475 1,511 10,478 20,465 Loars Payments &Tran$fers 4,150 2,4LMJ 1,750 NET MOVEMENT IN FVNOS 12,625 888 8,728 20,465 685 BALANCES BIIOUGHT FORWARD I" JANIJARY 2022 BALANCE5 CARRIED FORWARO AT 31st DECEMBER 2022 40,965 3.652 £ 364,985 409,601 £ 408,916 28,340 4.540 £ 356.257 389,137 £ 409,601 Page g SHERBORNE STJOHN VILLAGE HALL STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR TO 31. DECEMBER 2022 BALANCE SHEET AS AT 31" DECEMBER 2022 Notes 20Z2 2021 Generated fvnd5'. Village Hall Furnlture and equipment 356,256 4,540 360.797 366,735 3.652 370,387 CURRÉNT ASSETS Oebtors Balances at bank: Deposit 3nd interest bearfng accouThts Current ac¢ounts Cash In Hand 920 180 27,029 1,891 3(M) 30,140 32,014 8,971 300 41,465 LIABILITIES . amounts falling due withln oneyear Credltors and accruals Loans 1,800 500 1,750 NET CURRENT ASSETSIILIABILITIE51 28,340 39.215 LIABILITIES - omount5 falllng due In more than one year Loans NET ASSÈTS 389,137 409,601 Represented by.. 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