## **Pirton Village Hall Registered Charity No. 302444**
## **Trustees’ Annual Report 1st January 2022 – 31st December 2022**
## **Names of Trustees**
Miss Toni Thomas – Chair Mr Peter Johnson – Deputy Chair Mr Matthew Robbins - Treasurer Mrs Tracy Hunter - Secretary Katie Woodhouse – Bookings Secretary Michael Goddard Rodney Marshall Janet Simmons Pam Waters
## **Governance**
Pirton Village Hall was built in 1933 on land donated by a village. It was built for the enjoyment of all residents of the village.
In 1970 management of the hall and ownership of the hall was vested in the Charity Commissioners. The Charity Commissioners documentation lays down the management structure for the running of the hall.
## **Appointment of Trustees and Committee**
The trust deed governs the appointment of trustees and the management of the charity
The Management Committee consist of four elected members, a booking secretary and representatives of groups who use the hall on a regular basis
The committee meet regularly to discuss the running of the hall, review funding and address any maintenance issues
## **Hiring Agreement**
Use of the village hall is subject to a Hiring Agreement which must be signed by the hirer when booking. The hiring agreement sets out the conditions of hire and identifies the respective responsibilities of each party to the agreement.
## **Licences**
The hall has a licence to serve alcohol and is licensed by the Performing Right Society for live and recorded music.
## **Risk Management**
## _Insurance_
The village hall is insured with respect to £1.2mn property damage (buildings insurance) by Ansvar Insurance,. It is insured with the same company with respect to contents (up to £27891, public liability (£5mn) employers’ liability (£10mn) and legal assistance (£250,000)
The Management Committee recognises that it is under a legal obligation to protect the building, its users and employees through adequate and appropriate insurance.
## _Building Issues_
Portable electrical appliances are tested by qualified personnel annually.
Fire-fighting appliances are inspected annually.
A Fire Safety Risk Assessment is updated annually by the Committee’s own Fire Safety Officer as required by law.
Volunteers from the Committee carry out other regular maintenance checks.
## **Objectives of the Charity**
The provision and maintenance of a village hall for the use for the inhabitants of Pirton and the neighbourhood without distinction of political, religious or other opinions, including use for meetings, lectures and classes and for other forms of recreation and leisure-time occupation with the object of improving the conditions of life of the said inhabitants
The Trustees consider these objectives to be consistent with Charity Commission guidance on providing for the public benefit as shown in the list of activities pursued this year.
## **Principal Activities in pursuit of Objectives**
The hall is in use most days of the week for a variety of activities including pre-school play group, Cub Scouts, Table Tennis Club, Toddler Group, Pilates, Yoga, Amateur Dramatics, Qikwondo, Film Club
The hall is available for hire for private functions including children’s parties, wedding receptions, funeral teas, village social functions and occasional fundraising events
## **Funding Strategy**
It is the strategy of the Trustees to manage the revenue budget on a self-financing basis. The contributions made by users of the hall are set to achieve this.
## **2022 Achievements**
Bookings for the hall in 2022 recovered well from the periods of lockdown due to the Covid pandemic, with the funds used to maintain and improve the hall.
The trustees and committee have achieved the following:
- New website to support with advertising the hall
- HIVE heating system installed for remote control
- Floor in the main hall sanded and varnished
- Carpet in the hallway/foyer replaced
- Black out blinds installed in the main hall
- Replaced fire alarm
- Repair of expansion tank leak
Future Plans
Discussions are being held about the condition of the entrance to the carpark. Consideration is being given to raising funds for area to be tarmacked
The kitchen and appliances are showing signs of wear and tear, and elements of the kitchen are not fit for purpose. Consideration is being given to raising money to replace some/all of these
Pirton Players have requested a door way into the bar so they can access the toilet. Once the build sign off has been achieved, this work will commence.
## **Reserves Policy**
The charity has £10,060 in the bank at year-end. The trustees aim to keep £4000 in reserve to cover unforeseen expenditure. Should the balance fall below this amount then the committee completes fundraising activity to replenish the account.
The trustees declare that they have approved the trustee’s report above.
Signed on behalf of the charity’s trustees
Signature:
Full name: Matthew Robbins Position: Treasurer Date: 30 October 2023
## Pirton Village Hall
## **Statement of Financial Activities:**
## **Income & Expenditure Account for the Year ended 31st December 2022**
|**Income**
Hire of Hall
Storage
Bar Income
Craft Fair
Grants Received
Gifts & Donations
Fund Raising Events
Interest income
Total Income
**Expenditure**
Rates
Water
Electricity
Gas
Insurance
Telephone & Broadband
Refuse collection
Cleaning
Cleaning Materials
Repairs & Maintenance
Equipment inspections
Bar license
Performing Rights License
Bar Services & Expenses
Miscellaneous
Kitchen & Bar Equipment
Depreciation
Bank Charges
Professional Fees
Total Expenditure
Net Surplus|**2021**
**2022**
9305
18931
148
315
1267
3742
1080
1617
5000
0
0
20
1010
2684
0
2|
|---|---|
||17810
27311
395
851
1684
2652
1727
1932
1654
2431
2203
2277
301
503
886
940
964
2533
311
1001
1516
9875
510
256
180
180
376
295
1255
3344
1633
559
901
0
1685
1685
0
75
0
0
18181
31389|
||-371
-4078|
## **Pirton Village Hall**
## **Balance Sheet at 31 December 2022**
|**Assets**
Furniture & Fittings
Buildings
Accumulated Depreciation
Fixed Assets
Accounts Receivable
Undeposited Funds
Current Account
Savings Account
Total cash at bank & in hand
Total Current Assets
Total Assets
Accounts Payable
Prepayments
Current Liabilities
Net Current Assets
Net Assets
Accumulated Surplus
**Pirton Village Hall**
**Cash Flow Statement for the year ended 31 December 2022**
Net income for year
Depreciation
Accounts receivable
Accounts payable
Prepayments|**2021**
**2022**
14533
14533
66388
66388
-18511
-20196|
|---|---|
||62410
60725
1338
1024
0
0
12308
8050
8
2009|
||12315
10060|
||6054
6055|
||68464
66780
958
874
659
567|
||1617
1441
4437
4614
66847
65339
66847
65339
-371
-4078
1685
1685
-867
314
360
-84
378
-92|
|Net cash from Operating Activities
Capital Expenditure (bar extension)
Change in cash for the period
Cash at beginning of period
Cash at end of period|1186
-2255
0
0
1186
-2255
11130
12315
12315
10060|
## **Notes to the Accounts**
## **1. Basis of accounting**
These accounts have been prepared under the historical cost convention with items recognised at cost or transaction value unless otherwise stated in the relevant note(s) to these accounts. The accounts have been prepared in accordance with the Statement of Recommended Practice: Accounting and Reporting by Charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) issued on 16 July 2014 and with the Charities Act 2011.
Income Recognition: Income is included in the Statement of Financial Activities (SoFA) when, the charity becomes entitled to the resources; it is more likely than not that the trustees will receive the resources; and the monetary value can be measured with sufficient reliability
## **2. Fixed Assets & Depreciation**
The original Village Hall building and any fittings therein have been completely depreciated over time.
Fixed assets therefore comprise the new Bar Extension (built 2018-19) only, which will be depreciated over a 40yr period, commencing with its opening in January 2019
## 3. **Remuneration of employees and/or trustees**
The charity has no paid employees. No trustees received remuneration in relation to their activities for the charity.
## **4. Village Hall Bar Reserve Account**
In recent years, the Trustees established a specific Fund to fund the construction of a bar area within the Village Hall. North Herts District Council awarded £51,000 grant to part-fund the project. Various donations were made to fund the project, whilst the Trustees conducted fund raising activities to supplement these grants and donations. The funds were used in their entirety during 2018 to fund the construction, which was completed in early 2019.
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