CHURT VILLAGE HALL Annual Report 2022
Charity Name: Churt Village Hall
Charity number: 305006
Report for financial year: 1 November 2021 – 31 October 2022 Principal address: Crossways, Churt, Farnham, Surrey GU10 2JA
Trustees at the date of this report:
Geoffrey John Langton Brain Chair of Trustees Rev Richard Bodle Trustee Terence Arthur Cole Trustee Christopher James Deacon Trustee * Julia Deacon Trustee * Simon Bruce Lovat Fraser Chair of Management Committee * Adrian John Martin Trustee * Vivienne Frances Raeside Trustee * Andrew John Smith Trustee * Michael James Tutill Trustee
- Management Committee member
Governance
The charity was established in 1928 with charitable objectives to operate a Village Hall for use as reading and recreation rooms. The governing document is the Deed of Conveyance dated 18 May 1928. The Charity is constituted as an unincorporated association.
The routine operation of the Hall is delegated to a Management Committee consisting of six of the trustees.
Trustees are formally elected by the Annual General Meeting, which is held every year in November and is open to all Churt residents. New trustees may be co-opted during the year, subject to confirmation at the AGM.
Charitable activities
Churt Village Hall is run and maintained to provide a focus for the local community to meet its social and recreational needs. A variety of activities are undertaken, principally by and for the benefit of members of the village, however the Hall is open to and embraces wider usage from the surrounding populace and elsewhere.
The trustees have had regard to the Charity Commission’s guidance on public benefit when managing the hall and determining how best to utilise funds raised.
Annual review 2022
2022 has overall been a successful year for the hall, albeit in a slightly different way than we had anticipated. The big disappointment being the closure of the Preschool at the end of the summer term. They had been our largest income source for many years, and we will miss them not only for the loss of funding but also what they offered to the village. On the positive side, there has been a very substantial increase in private functions, in particular children’s parties at weekends. We would like to think that this is partially due the improvements that have been made to the hall and its facilities over the last couple of years.
We put on an evening with a Simon & Garfunkel tribute band. This was sold out with attendance at the maximum number the hall can hold. We will be looking at other events which attract such wide village interest. Our main fundraiser the Village Quiz took place in May was well attended.
Without covid restrictions we have benefited from having our community hirers, CADS, WI, CHAPS and Churt Heritage being able to run their normal events. The Monday martial arts class has continued with an increased number of participants. The Wednesday Yoga class has been sporadic and may not continue.
Hire charges were increased for all users from 1 September in anticipation of higher operating costs during 2023.
A number of improvements have been carried out during the past year. We had a fire alarm installed; we replaced an unsatisfactory arrangement with Biffa on our large refuse bin with a new contract with Chambers which has worked extremely well. Our old food heating cabinet broke down and has been replaced with a new one. Wi -fi has been installed in the hall and is available to all hirers with the code being given on the instructions in the kitchen.
One of the larger maintenance tasks mentioned last year, the straightening of the shed, was completed successfully by George Woods who also replaced several broken or rotten timbers and re-stained the outside of the shed. The result is that we do not expect to replace the shed as early as previously thought. In August we had the woodwork beneath the hall windows re-decorated. Feedback on the choice of colour has been favourable. Looking ahead we plan to re-paint or stain all the inside doors of the hall and in due course the outside of the doors.
At the end of October, we installed Hive which is a facility enabling us to set remotely from our phones the heating and water timings and temperature. This became necessary as without the Preschool, no two days bookings are the same. Over time there will be an energy cost saving and a convenience for the committee.
Following the closure of the Preschool we have not promoted the availability of the hall for morning and afternoon hire as there was a move by a group to explore the possibility of re-starting in January a Preschool, possibly in conjunction with the Primary school. We have recently learnt this will not happen until September 2023 at the earliest, if at all. We will therefore begin advertising the hall’s availability weekday mornings and afternoons.
We have very recently learnt that the martial arts group would like to book an extra evening a week for the calendar year 2023 specifically for people with disabilities. This is welcome as they have been a reliable and good hirer.
Financial review 2022
Overview:
The overall financial position at the end of the financial year 1 November 2021 to 31 October 2022 is satisfactory, with net assets of £34,265. Net profit for the financial year was £5,526.
We received one final covid-related grant from Waverley Borough Council under the Omicron Hospitality and Leisure Grant scheme this year, amounting to £2,667. This sum is included in the above figures.
Operating profit (excluding fundraising, donations, grants, and hall improvement costs) for the year was £975.
Income:
Total income in the financial year 2021/22 was £25,497.
Operating income (excluding fundraising, donations, and grants) was £15,323 for the year, representing an increase of 32% over 2020/21. This is still, however, 7.5% below 2018/19 levels.
The permanent closure of Churt Community Preschool at the end of the summer term has already begun to show in the figures, with ‘Nursery School’ income for the full year £1,682 lower than the 2020/21 figure.
With the exception of the preschool, hall occupancy has now returned more or less to normal, and in fact is showing a slight increase. Specifically, income from Clubs & Activities and Private Functions has increased this year, to levels roughly 20% above 2018/19.
In recognition of increasing costs, and in the light of the impending loss of the preschool income, the Management Committee decided to introduce an increase in general and ‘community’ hire charges from 1st September 2022. Note that this was the first increase in charges for community organisations in more than seven years.
Expenditure:
Total expenditure in the financial year 2021/22 was £19,971.
Underlying operating expenses (excluding fundraising costs and hall improvement costs) were £14,348 – an increase of 20% on 2020/21. This reflects an increase in general costs but is also an indication of the return to more normal occupancy of the hall, following pandemic restrictions.
We are fortunate to be protected, for the time being, from the recent increases in gas and electricity prices by our fixed price contract with SSE, which doesn’t expire until the end of September 2024. This contract was signed under a collective buying agreement established by Utility Aid, an energy broker which specialises in sourcing energy for the UK voluntary sector.
Note that electricity costs, at £728, are lower than in a normal year because of the receipt of a credit note for £387 in 2022 relating to the financial year 2020/21. True electricity costs in the years 20/21 and 21/22 were roughly equal, at around £1000.
In April we changed our supplier for refuse collection from Biffa to Chambers. In the long run this will give us a better service at a lower cost, but initially there were contractual penalties which mean that the total cost this year is almost unchanged from 2020/21, at £1,741.
Maintenance costs were higher this year, at £3,904. This is a significant increase on 2020/21 (which was £1,618) and represents a return to more normal levels; but it also includes a certain amount of ‘catch-up’ on maintenance tasks.
Hall improvement projects:
A total of £2,701 has been spent this year improving the hall for the benefit of the local community.
The tongue and groove panelling in main hall and the committee room was redecorated at a cost of £1,551.
A ‘Hive’ system has been installed to allow remote control of the hall heating and hot water, with the objective of only running them when required. The
project was completed at a cost of £444 for the initial investigation plus £706 for the installation. In the long run this will save us money, as well as reducing our environmental impact.
Fundraising and donations:
The 90 Club lottery has continued to operate every month, with a small increase in the number of members (currently 33). Net income from the lottery itself came to £910 but, as in previous years, we are grateful that a significant number of prize winners declined their prizes. This brings the total contribution from running the 90 Club to £1,280.
We were delighted to be able to run our main fundraising events again this year for the first time since the start of the pandemic. The Village Quiz generated a profit of £1,526 and our Grand Raffle at the Churt Fete brought in £435, both satisfactory outcomes.
In addition, in September we ran a musical event. Although this was not initially intended as a fundraising event as such, it proved to be very popular and generated additional income of £851.
We would also like to express our gratitude for generous individual donations from local people.
Note that we do not work with professional fundraisers or commercial participators.
Reserves policy and reserves:
Our agreed reserve policy is to maintain a balance equating to 12 months’ operating costs, which amount to about £16,000 in a normal year.
As previously stated, total funds stood at £34,265 at the end of the financial year, leaving us with ‘free reserves’ of £18,265.
All funds are unrestricted. There are no funds held by the charity that are materially in deficit. There are no uncertainties about the charity continuing as a going concern.
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees:
Signature
Full name
Christopher James Deacon
Position
Treasurer
Date
29 August 2023
Profit and Loss Churt Village Hall 1 November 2021 to 31 October 2022
31 Oct 22 31 Oct 21 31 Oct 20 31 Oct 19
| Income | ||||
|---|---|---|---|---|
| Interest Income | £0 | £0 | £2 | £12 |
| Other Revenue - 90 Club Subscriptions | £1,815 | £1,780 | £1,695 | £2,255 |
| Other Revenue - Donations | £863 | £718 | £1,027 | £1,658 |
| Other Revenue - Fundraising Activities | £4,829 | £0 | £0 | £2,660 |
| Other Revenue - Grants | £2,667 | £18,708 | £10,000 | £0 |
| Sales - Clubs & Activities | £4,123 | £1,210 | £1,699 | £3,375 |
| Sales - Commercial | £730 | £575 | £450 | £675 |
| Sales - Nursery School | £7,558 | £9,240 | £7,582 | £9,719 |
| Sales - Private Functions | £2,022 | £100 | £100 | £1,690 |
| Sales - Storage Space | £890 | £488 | £750 | £1,125 |
| Total Income | £25,497 | £32,819 | £23,305 | £23,169 |
| Gross Profit | £25,497 | £32,819 | £23,305 | £23,169 |
| Less Operating Expenses | ||||
| 90 Club Costs | £905 | £913 | £868 | £1,147 |
| Advertising & Website | £234 | £258 | £175 | £142 |
| AGM & Christmas Tree | £139 | £120 | £115 | £84 |
| Bad Debt Expense | £0 | £0 | £0 | £155 |
| Cleaning | £1,965 | £1,990 | £1,503 | £2,114 |
| COVID-19 Additional Costs | £0 | £0 | £338 | £0 |
| Electricity | £728 | £1,253 | £1,123 | £1,336 |
| Fundraising Costs | £2,017 | £0 | £0 | £501 |
| Gas | £2,172 | £1,929 | £1,442 | £2,564 |
| General Expenses | £25 | £60 | £0 | £50 |
| Hall Improvement - Lighting & Decorating Project | £0 | £31,318 | £0 | £0 |
| Hall Improvement Costs | £2,701 | £816 | £1,782 | £0 |
| Hallmaster Subscription | £236 | £217 | £192 | £74 |
| Hygiene Services | £324 | £0 | £0 | £0 |
| Insurance | £1,320 | £1,292 | £1,260 | £1,189 |
| Performing Rights | £279 | £254 | £439 | £323 |
| Premises licence | £70 | £70 | £70 | £70 |
| Rates | £143 | £73 | £0 | £282 |
| Refuse Collection | £1,741 | £1,861 | £1,786 | £1,666 |
| Repairs & Maintenance | £3,904 | £1,618 | £2,950 | £3,547 |
| Staff Training | £0 | £162 | £238 | £0 |
| Telephone & Internet | £294 | £154 | £149 | £156 |
| Water | £491 | £407 | £185 | -£125 |
| Xero Subscription | £283 | £261 | £259 | £243 |
| Total Operating Expenses | £19,971 | £45,025 | £14,874 | £15,520 |
| Net Profit | £5,526 | -£12,207 | £8,431 | £7,649 |
Balance Sheet Churt Village Hall As at 31 October 2022
31 Oct 2022 31 Oct 2021 31 Oct 2020 31 Oct 2019
Assets
| Bank | ||||
|---|---|---|---|---|
| Churt Village Hall | £31,410 | £24,608 | £37,635 | £30,458 |
| Churt Village Hall 90 Club | £1,090 | £1,095 | £1,170 | £835 |
| Ttees for Churt Village Hall | £3,371 | £3,371 | £3,371 | £3,371 |
| Total Bank | £35,871 | £29,074 | £42,176 | £34,664 |
| Current Assets | ||||
| Accounts Receivable | £810 | £1,332 | £0 | £323 |
| Prepayments | £314 | £293 | £340 | £252 |
| Total Current Assets | £1,124 | £1,625 | £340 | £575 |
| Total Assets | £36,994 | £30,699 | £42,516 | £35,239 |
| Liabilities | ||||
| Current Liabilities | ||||
| 90 Club Income in Advance | £925 | £665 | £1,025 | £835 |
| Accounts Payable | £705 | £340 | -£238 | £930 |
| Accruals | £335 | £775 | £603 | £869 |
| Income in Advance | £764 | £180 | £180 | £90 |
| Total Current Liabilities | £2,729 | £1,960 | £1,570 | £2,724 |
| Total Liabilities | £2,729 | £1,960 | £1,570 | £2,724 |
| Net Assets | £34,265 | £28,739 | £40,946 | £32,515 |
| Equity | ||||
| Current Year Earnings | £5,526 | -£12,207 | £8,431 | £7,649 |
| Retained Earnings | £28,739 | £40,946 | £32,515 | £24,866 |
| Total Equity | £34,265 | £28,739 | £40,946 | £32,515 |
Mr Chris Deacon Treasurer. Churt Village Hall Spring Valley Churt Road Churt GUIO 2QU Inde ndent exarnlnerf5 re rt to the trnstees of Churt Vllla Hall I reF)Ort to the trustees on my examination of the accounts of Churt Village Hall for the year ended 315tOctober2022. Res onsibllltles and basls of re As the charity trustees of Churt Village Hall you a responsible forthe preparatlon of the accounts in accordance with ihe requirements of the Charities Act 20111.the Act'}. I report in respert of my examination of Churt Village Hairs accounts carried out under section 145 of the 2011 Art and in carrying Oilt my examination I have followed all the applicable Directions given by the Charlty Commission under section 145{5)Ibl of the Act. endent examinerfs 5tstement In I have completed my examination. I confim that no material matters have come to my attention in connection with the examination glving me cause to believe that in any material respect: l. accountlng records were not kept in respect of the charity as required by seCtn 130 of the Act,. or 2. the accounts do not accord with those records; or 3. the accounts do not compW with the applicable requirements concerning the forni and content of accounts set out in the Charit$ (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a 't and fair view which is not a matter considered as part of an independent examination. I have no concerns and have come acro55 no other matters in COnnectn with the examination to which attention should be drawn in this port in order to enable a proper understandlng of the accounts to be reached. Signed.. Name: Varfessa Evans Address: 8 Genhanger, Churt. Surrey GUIO ZPE Date: 19, August 2023