Barby Village Hall
Annual Report and Accounts
Charity Commission Reference Number 304159
Barby Village Hall 1[st] January to 31[st] December 2022
Aims and Organisation
Barby Village Hall was registered under the Charities Act 1960 (Number 304159) and the governing instrument is a conveyance dated 11 January 1952. The main aim is to hold in trust and to manage the Barby Village Hall for the benefit of the inhabitants of the Parish of Barby.
Officers
The following officers served throughout the year:
| Chairperson | Keith Ingram |
|---|---|
| Treasurer | Mike Grange |
| Secretary | Gill Leppard |
| Minutes Secretary | Sue Hives |
Other Trustees
During the year, Trustees were appointed from various Barby organisations (as users of the hall) as well as four trustees appointed at the Annual General Meeting.
Bankers
CAF Bank. The COIF Charity Funds.
Trustees responsibility for the accounts
Charity Law requires the Trustees to prepare statement of accounts for each financial year, which accounts shall give a true and fair view of the state of affairs of the Charity and of its incoming resources and application of resources for that period. In preparing those financial statements, the Trustees are required to:
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Select suitable accounting policies and apply them consistently.
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Make judgements and estimates that are reasonable and prudent.
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Prepare the financial statements on the going concern basis unless it inappropriate to presume that the Charity will continue in operation
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To value assets and liabilities in accordance with the Statement of Recommended Practise Accounting by Charities.
The Trustees are responsible for keeping proper accounting records which are sufficient to show and explain the Charity’s transactions and to disclose with reasonable accuracy at any time the financial position of the Charity; and to enable them to ensure that any statements of account comply with the requirements of the Charity (Account and Reports) Regulations 1995. They are also responsible for safeguarding the assets of the Charity and hence taking reasonable steps for the prevention and detection of fraud and other irregularities.
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Barby Village Hall 1[st] January to 31[st] December 2022
Treasurer's Report
It has been another turbulent year in financial terms as COVID was still affecting hiring revenue at the start of 2022 and rapid inflation, including the increase in energy costs, began to have its effect in the Autumn. We fortunately negotiated a 3-year, fixed rate, deal for electricity starting in May which will protect us, to a large extent, from the full impact of the increases until May 2025. Things started to settle towards the end of the year although it is still difficult to predict our future income and expenditure with any certainty.
Our main sources of income were from hire charges (£18,300), fund raising (£3,952) and grants and donations (£8,362).
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Hire charges income was still £4,253 below the 2019 pre COVID level but the number of bookings, especially “party” bookings does seem to be on the increase.
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The fund-raising events were the Camel Racing (£720), Jazz Lunch (£1,045), Quiz Night (£711), Book Swap Café (£1,350) and Garage Sale (£126).
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The bequest of £5,000 from Bernard Scott, following his terrible accident was a very kind gesture.
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We are again very grateful to the Parish Council for the provision of the broadband connection at a cost of £403. The supplier was changed from BT to Gigaclear resulting in vastly improved performance and at a lower cost. The Breakfast Club Cafe included the Village Hall as one of its charities with a donation of £292. We also received the final COVID grant of £2,667 at the beginning of the year.
The main expenses can be divided into two broad categories, refurbishment /capital costs and general running costs.
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The refurbishment/capital costs included the roof repairs (£10,126), car park line marking (£794), new flooring (£9,509), stage improvements (£597) and sound system (£446).
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The general running costs including caretaker and cleaner contracts, general maintenance/repairs and energy costs were much the same as in 2019.
Overall, we ran at a loss of £7,199 in 2022 but considering the level of expenditure on major projects this is less than I was expecting. With general running costs for 2022 much the same as 2019 but, with revenue from hire charges almost 20% lower and inflation running so high, increases to hire charges for 2023 were inevitable. We have been able to keep hire charges fixed for four years at a time during recent years of low inflation, but substantial changes may need to be made at each annual review, in coming years, if inflation remains high.
The predicted increased revenue from hire charges in 2023 should help us to cover the expected significant increases in running expenses for the year. The Village Hall overall remains in a very sound financial position with good reserves to deal with any significant unplanned expenses.
Again, I would like to thank Ian Webb for auditing and preparing the Annual Report and Accounts for submission to the Charities Commission and Village Hall AGM.
M J Grange Treasurer
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Barby Village Hall 1[st] January to 31[st] December 2022
Chairman's Report
The Covid restrictions were eased in the early part of the year and we looked forward to "A Back to Normal" situation as the year progressed. Bookings became more stable as the months evolved and people became confident to venture out, however we remained vigilant in outgoings due to cost of living and service increases during the year.
Several changes to the Committee took place during the year. Brian O'Reilly replaced Steve Foster (History Group) and Meriel Stringer (Art Group) has yet to be replaced. Sue Richardson will be replacing Elizabeth Bryan (W.I.).
We had several very successful fund raising events during the year, Camel Racing in April, Jazz Lunch in October and a Quiz Night in November. The Book & Jigsaw Cafe continues to be popular and well supported and contributed £1,350 to the Village Hall funds.
We had several major expenses during the year in order to maintain and improve the facility for the future:
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Major roof repairs
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New flooring in the Doctors Room, Old Schoolroom, Entrance Hall and Corridor to Main Hall
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The front car park had general parking bays and disabled parking bays professionally marked out.
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Sound system for Main Hall
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The stage lighting and electrics have been updated and curtains installed on the stage to tidy the whole area.
The Cleaner and Caretaker contracts are being reviewed currently in line with the current financial situation. We will be carefully monitoring the financial situation as the year evolves before embarking on any further updates/improvements on the fabric of the building or facilities.
Finally, may I thank the committee and officials for their time, help and support through 2022.
Keith N Ingram Chairman
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Barby Village Hall 1[st] January to 31[st] December 2022
Report of the Trustees
The Trustees herewith present their report and accounts for the year ending 31[st] December 2022.
Summary of the Financial Year 2022
| At the end of the year the following | are the balances of the Hall’s funds. |
|---|---|
| COIF Deposit Accounts | £28,521 |
| CAF Current Account | £24,750 |
| Cash in hand | £572 |
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Barby Village Hall 1[st] January to 31[st] December 2022
Financial Statement for the year ending 31[st] December 2022
| Income | 2022 | 2021 | |||
|---|---|---|---|---|---|
| Hall Lettings | 18,300 | 9,534 | |||
| Fund Raising | 3,952 | 1,074 | |||
| Donations & Grants Received (Note 3) | 8,362 | 16,747 | |||
| Interest Received | 298 | 3 | |||
| Sundry Income | - | - | |||
| Total Income | 30,912 | 27,358 | |||
| Expenditure | 2022 | 2021 | |||
Cleaning & Caretaking |
7,875 | 4,019 | |||
| Heating & Lighting | 3,485 | 1,476 | |||
| Insurance | 1,363 | 1,253 | |||
| Water Rates | 410 | 270 | |||
| Maintenance, Repairs & Sundry Expenses | 24,575 | 3,957 | |||
| Expenditure paid by the Parish Council | 403 | 651 | |||
| Depreciation | - | - | |||
| Total Expenditure | 38,111 | 11,626 | |||
| 2022 | 2021 | ||||
| Income less Expenditure | (7,199) | 15,732 | |||
| General Fund brought forward | 110,976 | 86,936 | |||
| General Fund carried forward | 103,777 | 110,976 |
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Barby Village Hall 1[st] January to 31[st] December 2022
Balance Sheet as at 31[st] December 2022
| Balance Sheet as at 31st December 2022 | ||||
|---|---|---|---|---|
| 2022 | 2021 | |||
| Fixed Assets | ||||
| Tangible Assets (Note 1) | 68,348 | 68,348 | ||
| Current Assets | ||||
| Stocks (Oil estimated) | 978 | 692 | ||
| Debtors (Note 4) | 1,591 | 1,453 | ||
| COIF short term deposits | 28,521 | 28,245 | ||
| Cash at Bank and in hand | 25,322 | 33,098 | ||
| Creditors and Accruals | (306) | (183) | ||
| TOTAL ASSETS LESS LIABILITIES | 124,454 | 131,653 |
| 2022 | 2021 | |||
|---|---|---|---|---|
| Capital Reserve (Note 5) | ||||
| Opening Balance | 20,677 | 20,677 | ||
| Closing Balance | 20,677 | 20,677 | ||
| General Fund | ||||
| Opening Balance | 110,976 | 95,244 | ||
| Movement | (7,199) | 15,732 | ||
| Closing Balance | 103,777 | 110,976 | ||
| TOTAL ASSETS EMPLOYED | 124,454 | 131,653 |
Notes:
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1) Fixed assets. The balance comprises assets at cost £207,679 (2021, £207,679) less grants received £131,019 (2021, £131,019) and accumulated depreciation of £8,312 (2021, £8,312). The depreciation charge for the year was £Nil (2021, £Nil).
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2) During the year Barby Parish Council provided the WIFI facilities at the hall with a grant of £403 (2021, £651). The Trustees would like to thank Barby Parish Council for continuing to support Barby Village Hall. During the year the WIFI contract was changed from BT to Gigaclear.
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3) Donations and Grants received include £2,667 (2021, £16,747) of grants from Daventry District Council in respect of the National and Local Restrictions Support Grants relating to the Covid-19 pandemic. We are also grateful for a bequest of £5,000 which was received during the year.
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4) Debtors comprise outstanding lettings £825 (2021, £788), and prepayments of £766 (2021, £665).
5) The Capital Reserve represents the value of the Village Hall land and buildings at the time of transfer to the Trustees.
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Barby Village Hall 1[st] January to 31[st] December 2022
Accounting Policies
Basis of Accounting
The statement of accounts have been prepared in accordance with the provisions of the Charity (Accounts and Reports) Regulations 1995 and Statement of Recommended Practice Accounting by Charities subject to the guidance contained in the statement Accrual Accounting for the smaller Charity
Income
Donations and legacies are accounted for when received by Barby Village Hall Other income is accounted for on an accruals basis as far as it is prudent to do so.
Gifts in kind
The Village Hall receives the benefit of work carried out by volunteers, and no value is placed on this.
Grants
Revenue grants are credited to the income and expenditure account when the grants are received. Grants received in connection with capital projects are deducted from the value of fixed assets and credited to the income and expenditure account over the useful life of the asset concerned where the asset is depreciated.
Depreciation
Depreciation is provided at the following rates to write each asset off over its estimated useful life.
Freehold Property (inc. Major Refurbishment Costs) not depreciated Fixtures & Fittings 20% straight line
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