CHAIRMANS ANNUAL REPORT TO HAUGHLEY VHMC – 1[ST] May 2021 30[th] April 2022
2021-2022 - Return to normality
The beginning of the new financial year started with committee meetings via Zoom, Covid restrictions still in place and only Pre-school using the hall. But due to the success of the vaccine rollout and the committee working hard to provide a Covid secure environment, almost all regular hirers had returned by Summer 2021.
Incomes from regular bookings although still not back to pre-Covid levels (£15,291.00 2019-2020) have risen to £10,818.50. Although this was helped by receiving a MSDC Omicron grant of £2667.00 for loss of income hire.
The bank balance still remains healthy due to the judicious financial management of previous years and by securing grants for projects such as the replacement of the Main Hall flooring.
HALL HIRE
Although the majority of regular hirers returned to us we did lose 2. Serenity Yoga due to increased class sizes and unavailability of MH and Country Dancing who decided to move to Wetherden. The only group who has not yet returned is HATS who decided it was too much of a risk to put on a performance in Feb 2022. They plan to return rejuvenated and with new members in Sept 2022.
Private hire bookings increased as the year went on with a total of 12 bookings taken. These include MSDC Polling, Mid Suffolk Branch Labour Party, 3 children’s parties, 60[th] birthday party and hire for band music practice.
The vacant slots in the GR and MH have been advertised in the Parish News and on the VH webpage but although we have had a number of enquiries so far we only have 1 new regular hirer. This is an Arts & Crafts group who are hiring the MH on a 6 month trial basis.
FUNDRAISING/COMMUNITY EVENTS
It was good to be able to hold and take part in events again and 2021-2022 ended up being a busy year for the VH committee.
Film Nights returned in June 2021 but have taken time to return to pre-Covid numbers, however it was decided that it was worth continuing for at least another year and to find additional means of advertising.
Community Café – August saw the successful start of the VH Community Café, which is held on the 1[st] Saturday of each month like Film Nights. The café is run by the VHMC but also guest hosted by other village groups including Haughley WI and St Mary’s Church. This is a symbiotic arrangement, which means the VHMC doesn’t have to host every month but also allows guest host groups to fundraise as they keep the profits they make on the day. The café also has a number of stalls for local crafters, artists, and hobbyists to sell what they make. The Community Café has been welcomed by the village and is proving popular.
Neither Film Nights nor the Community Café were started with the intention of raising huge sums of money but as events to bring the Community together. However it is hoped that both will eventually raise enough to cover set up/running costs and make a small profit.
The village hall joined in the Christmas Light Switch event with a Chocolate Tombola stall, which proved very popular, and we were protected from the elements this year with our lovely new Gazebo.
Our final fundraiser of the year was our Spring Quiz and Ploughman’s Supper in April 2022. This was a very successful and enjoyable evening and raised a total of £404.00
CLEANING/CARETAKING
This is still contracted out to Lauren Currie (Cosy Cottage Cleaning) although there have been a few issues since the start of 2022, partly due to her moving away from Haughley. The situation has been discussed with Lauren and the committee will be closely monitoring standards over the next 3 months.
THE BUDGET/GRANTS
The village hall finished the financial year with a still healthy bank balance of £37,911.42. This was despite a deficit of £5814.76 between income and expenditure, due to loss of hire income because of Covid lockdowns/restrictions. This healthy balance was down to careful management over several years, which has given us a cushion throughout the pandemic. It was also due to obtaining grants such as the Capital Grant of £10.876.00 towards the cost of replacing the MH flooring. Without this we would not have been able to continue with this large and expensive project. We are extremely grateful to MSDC for providing this and the Omicron grant, also to Haughley PC for the grant of £3000 towards general upkeep and to Rachel Eburne for the grant of £2000 from her MSDC Locality Budget. Total grant monies received for this year £18.543.00.
RENOVATIONS/REPAIRS
Projects this year include the complete replacement of the main hall wood flooring, insulating the floor from below (a requirement for Building regulations) and providing matting to the entrance hall. Roger Hyde Flooring of Hadleigh did this work, which cost a total inc VAT of £27,168.00, during Summer 2021. Obtaining the grant of £10,876.00 from MSDC towards this cost meant the net cost to the VH was £18,112.00 but we now have a beautiful new and much admired floor which will last for many years as well as improving the facility we offer to the community.
Whilst the MH flooring work was taking place, and the old flooring had been removed it was noticed during a particularly heavy rain shower that water was getting under the flooring through the rear walls. Having obtained advice it was decided to replace all the guttering to the rear of the hall and also install French drains at ground level. This work was carried out by Steve Potkins during Summer 2021 at a cost of £2,880.00 but was necessary to protect the new sub-floor insulation and wood flooring.
As well as the main hall flooring the old and very grimy kitchen flooring was replaced in February 2022 with lovely new wood effect vinyl flooring. Taylors Flooring did the work at a cost of £1,213.19.
In the interests of making the hall more efficient and environmentally friendly the old fluorescent lighting throughout the hall was replaced in December 2022 with LED lighting at a cost of £2,970.00. The emergency lighting also needed to be improved in some areas this work cost £672.00 for 6 replacement lights. Excel Electrical did both of these.
So a total of almost £35,000.00 has been spent this year on necessary repairs/renovations at the village hall, all of which will help maintain and improve the facilities provided to the Community for the present and into the future.
Projects in the pipeline for 2022-2023: -
*Renovation of the garden plus supplying new sustainable picnic tables and planters. Work on this is due to start in July 2022 the work will be done by Brian Davison Landscape Gardener. Estimated project costs £30,690.00 with grants already obtained from Haughley Parish PIIP fund for £15,190.00, £2000.00 from Rachel Eburnes MSDC locality fund, plus a donation of £1401.00 from the Open Gardens. The cost to the village hall will be approx. £12099.00.
-
Redecoration of the interior of the hall.
-
Renovation of the toilets in the MH – CIL funding to be applied for through MSDC
COMMITTEE
Unfortunately and despite our best attempts to encourage, cajole, bribe we have not yet been able to recruit any new members to our committee, which currently stands at 6 members. This means
that an increased workload has fallen on all committee members especially since lockdown ended and all the fundraising and community events have started up again. On top of this we started the Community Café, which though extremely worthwhile does demand a huge commitment from us all. I am also aware that several members would probably like to step down from the committee but feel obligated to continue because the committee is so small.
Re-reading what I have written in my report has made me realise just how much we have achieved this year and how much I value your continued support and commitment to keeping Haughley Village Hall a facility which the village can be proud of at the heart of the community. Thank you for all your hard work and for being such a great team.
Lynne Mahon Chair Haughley Village Hall Management Committee
10[th] July 2022
HAUGHLEY VILLAGE HALL MANAGEMENT COMMITTEE ACCOUNTS FOR THE PERIOD 1ST MAY 2021 - 30TH APRIL 2022 RECEIPT AND PAYMENT ACCOUNT
| 2022 | 2021 | ||
|---|---|---|---|
| INCOME RECEIPTS | £ | £ | |
| HALL BOOKINGS (INCL HEATING) | 11,367.50 | 5,667.00 | |
| BOOKING DEPOSITS | 190.00 | - | |
| GRANTS/DONATIONS/LOANS | 18,543.00 | 36,526.40 | |
| REPAIRS/MAINTENANCE/EQUIPMENT | 1,103.48 | 130.18 | |
| FUND RAISING (general) | 414.00 | 229.27 | |
| FILM NIGHTS |
277.03 | ||
| COMMUNITY CAFÉ | 548.83 | ||
| MISCELLANEOUS | 100.00 | ||
| TOTAL RECEIPTS | 32,543.84 | 42,552.85 | |
| EXPENDITURE | |||
| ADMINISTRATION SERVICES | 5,436.00 | 2,880.75 | |
| CLEANER/CARETAKER SERVICES | 2,328.00 | 2,095.50 | |
| CLEANING ITEMS | 141.10 | 529.43 | |
| GAS & ELECTRIC | 1,537.43 | 1,538.30 | |
| ANGLIAN WATER | 316.26 | 227.55 | |
| REPAIRS AND MAINTENANCE (& EQUIPMENT) |
7,483.11 | 1,257.90 | |
| FIRE PREVENTION (CHUBB) | 227.04 | 134.74 | |
| C.A.S. INSURANCE | 956.65 | 894.41 | |
| PERFORMING RIGHTS SOCIETY/PPL | 134.00 | 366.98 | |
| ADMIN | 323.75 | 402.17 | |
| LOTTERY FEE (lottery & amusements act M.S.D.C) |
20.00 | 20.00 | |
| BOOKING DEPOSITS | 65.00 | - | |
| PROJECTS | 18,253.19 | 28,453.20 | |
| FUND RAISING | 189.15 | 373.25 | |
| FILM NIGHTS |
288.93 | ||
| COMMUNITY CAFÉ | 214.01 | ||
| MISCELLANEOUS | - | 46.50 | |
| GRANTS & DONATIONS | 157.00 | - | |
| TALK TALK BROADBAND | 288.00 | ||
| TOTAL PAYMENTS | 38,358.62 | 39,220.68 | |
| NET RECEIPTS FOR THE YEAR | 5,814.78 - |
3,332.17 | |
| BALANCE B/FWD*** | 43,726.20 | 40,191.22 | |
| CHUBB-credit from year 2019/20 | - | 202.81 | |
| BALANCE AS AT 30TH APRIL 2022 | 37,911.42 | 43,726.20 | |
| BALANCE - current account CASH IN HAND Balance at start of financial year - current account cash in hand at start of financial year Total Balance at end of financial year - current account cash in hand Total Total Receipts Less Total Payments Deficit |
37,911.42 | 43,726.20 | |
| 30.00 | 30.00 | ||
| 43,726.20 | 40,191.22 | ||
| 30.00 | 30.00 | ||
| 43,756.20 | 40,221.22 | ||
| 37,911.42 | 43,726.20 | ||
| 30.00 | 30.00 | ||
| 37,941.42 | 43,756.20 | ||
| 32,543.84 | 42,552.85 | ||
| 38,358.62 | 39,220.68 | ||
| 5,814.78 - |
3,332.17 | ||
| Income from regular bookings (Annual) | 10,818.50 | 5,667.00 | |
| General expenditure(Annual - Incl.petty cash) | 19,191.34 | 10,347.73 | |
| Income from regular bookings lessgeneral expenses(Y.T.D) | 8,372.84 - |
4,680.73 - |
|
| CHAIRMAN/VICE CHAIRMAN SIGNATURE TREASURER SIGNATURE AUDITOR SIGNATURE |
HAUGHLEY VILLAGE HALL MANAGEMENT COMMIThEE ACCOUNTS FOR THE PERIOD 1ST MAY 2021 - TH APRIL 2022 RECEIPT AND PAYMENT ACCOUNT 2022 2021 INCOME RECEIPTS HALL BOOKINGS INCL HEATING BOOKING DEPOSITS GRANTSIOONATIONSILOANS REPAIRSIMAINTENANCEIEQUIPMENT FUND RAISING eneral FILM NIGHTS COMMUNITY CAF MISCELLANEOUS TOTAL RECEIPTS 11.367.50 5.667.00 18.543 1.10348 414 IX) 277 03 548.83 1W.C(I 31S43.84 36 526.40 130.18 229.27 42.552.85 EXPENDITURE ADMINISTRATION SERVICES CLEANERICARETAKER SERVICES CLEANING ITEMS GAS & ELECTRIC ANGLIAN WATER EPAI AN EQUIPMENT FIRE PREVENTION C.A S INSURANCE PERFORMING RIGHTS SOCIETYIPPL ADMIN 2.328. 141.10 1 537.43 316.26 529 43 227.55 NAN CHUBB 227.04 965 134.CKI 323.75 134.74 89441 41r2 17 amuseme M.SDC BOQKING DEPOSITS PROJECTS FUND RAISING FILM NIGHTS COMMUNITY CAF MISCELLANEOUS GRANTS & DONATIONS TALK TALK 8ROAD8AND TOTAL PAYMENTS 20.(N) 18 253.19 189 1S 28S 93 214.01 28 453.20 373 2S 157.cpj 288 (KS 38 358.62 NET RECEIPTS FOR THE YEAR BALANCE BIFWD - CHUBB- credtt Ir¢)m ?3r 2019r20 BALANCE AS AT 30TH APRIL 2022 BALANCE . curr8nt account CASH IN HAND S81478 43.726 20 333217 202.81 43 726.20 43.726 20 3791142 37911.42 B81ance at start offin•naal year- Current ¢ash in hand at stsrt olfinanci81 ypar Totsl 43 726.20 40,191.22 43 7.20 40,221.22 Balar al ertty of fin8noal year- offtnt &uyJnt Cash in hand Totsl 37911.42 30. 37.941.42 43.726.20 43.756.20 Tolal Ripts Less Total Payments Deficf( 32 543.84 38.358.62 5.814.78 42,552.85 39,220.68 3,332.17 Incom• from Genero1 ex Incom• fr lar bookl diturp ular IAMI IncL 10.818. 19191.34 S7. 10 347.73 4,680.73 TREASUAEA SIGNATURE ALIDITOP SIGNATL14E