**West Horsley Village Hall** ## **Trustees’ Annual Report for the year ended 31[st] March 2021** This has been another unusual year and one which we hope will not be repeated. Coronavirus has continued to disrupt the normal operations of the village hall but limited opening has been viable at various times in the year. In the playground, more soft “wet pour” material has been replaced around items due to shrinkage of the original areas over the years. However the major work was the replacement of the train by a similar piece of equipment which has proved popular and was readily accepted by the younger users. Our thanks to David Ebdon for keeping an eye on the equipment and doing excellent work replacing some worn-out nuts and bolts which has extended the life of the units affected. For the second time in as many years our excellent cleaner left, but our cleaning contract company, Glencross Cleaning, has found a reliable replacement and cleanliness of the halls at this time is to a good standard. Throughout the year financial support has continued to be received from the Government support scheme which Guildford BC has efficiently managed on their behalf. Our end of year accounts showed our finances to be in a stable situation and enables the committee to move forward with confidence. Julia has monitored and reported to the committee on a regular basis the status of the hall bookings using a traffic light table which has been easy to understand. It is always disappointing when we lose clients, but that was inevitable over the extended lockdown. Some hirers are back and the layout of hexagons on the floors of the Main Hall and Cedar Room has given several groups confidence to return and exercise whilst maintaining social distancing. It has meant a considerable investment in Julia's time to maintain the hexagons and it is appreciated. A significant grant of £2,500 from The Joseph Strong Frazer Trust was again received in the Spring, a particularly generous and thoughtful gift. The grounds continue to be well looked after, hedges and grass tended to regularly and weeding a constant battle. Volunteer Diana Brighton has done sterling work keeping the brambles, hedges and nettles under control in the playground. Judith and Chris Scarlett have kept the planters in the front of the hall in good condition and their voluntary contribution is particularly appreciated. We thank Roger for organising the replacement of the planters wooden sides with a more durable wood structure. The new planters are more substantial and should last many years. Lastly I thank everyone who gives their time up to be on this committee; this is my last report as Chairman of the Trustees and I sincerely thank you all for your support and positive contributions throughout the past eight years. R. A. Spackman _Chairman 29th June 2021_ WEST HORSLEY VILLAGE HALL MANAGEMENT COmMf￿EE Receipts and payments for the year to 31st March 2021 Last year 201912020 This year 202012021 At the beginniry of the year funds aThJ)unt￿ to: on currenl ac(x)unt on deposit 8crDunls rnaking a total of 1.500.00 29,047.95 1.0(K).00 26.937.19 30,547.95 27.937.19 Inco￿￿ for the year C￿￿￿from. Letting fees.. The Main Hall The Cedar Room The Rubin Rtyjm Stoiage etc 20.451.24 16.505.86 1,874.05 720.30 4.415.W2 2.979.63 317.78 154.00 39,$51.45 7,867.33 Donth"onslGrants: Parish CounLxI." Buildings Playground Horsleys Cornmunty Fund COVID-19 Govemrrent Granis SectK)n 106 conthbutions 2.750.00 3.450.00 1.000.00 0.00 0.00 2,624.00 2,81M).IM) 3,520.tK> 20,193.1)0 5.852.1)0 3.￿8.44 9,824.00 110.05 49,485.50 80,033.45 36,273.44 25.85 Bank interest totallir¥J 44.166.62 72.103.81 Expenses ￿￿.. 13.954.28 382.56 72.00 8,133.21 1,196.77 2,884.44 0.00 2,370.04 1,817.71 Manager Empk)yer pens￿ conbibui¥)n PayToII services Contract Cleaners Telephone. intemet & websrte EI￿￿7￿Jty. Gas & Wai Business rates Insuran Equipn*nt purchase5 Repairs & Maintenan( Buildings Roof RefUrb*hM￿I Out(kKJr pla￿roUnd EquiprTWt Perfomiing Rights kncer Household & deaniThJ Printing, statK)nw & KM)slage Sundry 12.326.46 120.00 2.775.15 1.183.63 2,181.65 2.378.74 1.370.42 10 1.320.19 12,307.07 1,987.05 2,478.68 827.30 813.82 1,247.11 69.01 235.02 1.752.50 8.028.93 1,330.53 785.11 613.13 917.06 301.17 1%.80 11 12 13 52.096.26 tcrtalliThJ 36.596.74 27.937.19 which left funds atthe end of the on current acxxjunt on dewsit acujunts rnthrvJ a total of 35.507.07 1,000.00 26,937.19 500C 35.130.07 27,937.19 35.630.07 -2.610.76 IDefi(itySurplus forthe year 7.569.88 S￿ned.. SKJn&1: R A Spwkman Chairrnan of the WHVH ManaJement ComrrYtle¢ Date.. J E M Reardon Srnrth Managerof West Horsley Village Hall Date". /4L 71 WEST HORSLEY VILLAGE HALL MANAGEMENT COMMIThEE Statement of assets and liabilities as at 31st March 2021 Notes Totals 2021 2020 Monetary assets Bank current account Bank deposlt account COIF deposit accounl 500.00 15,458.02 19,672.05 35.630.07 1.000.00 7,288.49 19,648.70 27,937.19 Debtors & prepayments Lettings unpaid al 31 st March Insurance paid in advance 2,205.90 2,324.46 4,530.36 14 2,332.99 2,332.99 Liabilities Letting fees received for bookings after 31 st March Electricity, Gas & Water Telephone & Internet Gardener HMRC Contract Cleaners & Chambers Waste Management Surrey Community Action Total liabilities 0.00 80.00 92.30 41.00 0.00 568.90 81.19 46.00 205.68 515.38 48.00 1.465.15 261.30 Non-monetary assets Furnishings and playground equipment Note rggarding the ownership of West Horsley Willage Hall The land and buildings at West Horsley Village Hall are 0￿ed by West Horsley Parish Council bul are administered on a day-to4ay basis by West Horsley Village Hall Management Committee under a Declaration of Trust dated 12th March 1962 in which West Horsley Parish Council is referred to as "Custodian Trustee" As a result of these arrangements, the Trustees of West Horsley W￿lage Hall have legal responsibilty for the management of the charity. The land and buildings at West Horsley Village Hall are induded in West Horsley Parish Council's financial accounts and are listed on West Holsley Parish Council's asset register. Wesl Horsley Parish Council make an annual grant to West Horsley Willage Hall towards the upkeep of the Hall 2nd the upkeep, safety inspections. repair and renevral of the pbaygrouThJ. WEST HORSLEY VILLAGE HALL MANAGEMENT COMMirrEE Notes to the accounts for the year ended 31st March 2021 West Horsley Partsh Council made a grant of £2,800 towards the upkeep of the Hall and £3,520 to assist with the upkeep, safety inspections. repair and renewal of the playground. 2 Various COVID-19 grants received from the Govemment between July 2020-March 2021 but P8id by Guildford Borough Council. 3 Payable under section 106 of the Town and Country Planning Act 1990. Guildford Borough Counryl's contribLrtion towards the cost (£6,748) of the refurbishment of the planters outside West Horsley Village Hall. 4 Includes a donation of £2.500 from The Joseph Strong Frazer Trust, £885.05 from PPL PRS Ltd in respect of a refund of music licence fees overpaid since 2018 (following a change in the rates applicable to community buildings). other donations totalling £265. a Gift Aid payment from HMRC of £50 following a donation of £200, payments from TheGivingMachine of £197.33 and a payment from Amazonsmile of £11.06. 5 Includes Employee Tax and National Insuran￿ Contributions. paid quarterly to HMRC. 6 The contract deaning service was suspended vthile West Horsley Village Hall was closed due to COVID-19. 7 The cosl of utilities VRS lower because of reduced usage when Wesl Horsley Village Hall was losed due to COVID-19. In addition, followng a re-rating of the Gas account, a refund of £315.74 was made in February 2021 but the amount was retained on the account to cover future gas charges. 8 GBC granted discretionary relief from Business Rates payable by West Horsley Village Hall during the year under review. 9 COVID-19 signage. hand sanitiser dispensers and supplies to ensure West Horsley Willage Hall was "COVID-19 Secure" £1,338.80 and sundry smaller items £31.92. 10 Repairs & Mainlenance Buildin s.. Refurbishment of the Cedar Room floor £1.176. lothsmith services £266, replacement perspex cover for the outside clock £150.96 and sundry smaller items £159.54. Outdoor: Refurbishment of the planters £6.748. grass cutknng £660. cost of Guildford Borough Council garden recycling bins for 2019-2020 £123, cost of Guildford Borough Council garden recycling bins for 2020-2021 £123. hedge work £120 and sundry smaller items £131.93. Pla round: Daily lockinglunlocking £715.32, safety inspections £386.45, equipment repairs £182. equipment spare parts £26.79 and sundry smaller items £19.97. ment: Boiler service contract £290, annual fire safety inspection £194.31, annual gas safety certificates £144, annual CCTV maintenance contract £114 and £42.80 on sundry smaller items. 11 The cost of the annual music licen￿ for the year under review was £465.97. In addition. PPL PRS Music Ltd required the dates of the licen￿ to be adjusted to align more closely in future with the date of the financial year end, resulting in an additTronal cost of £147.16. 12 Includes the purchase of cleaning products and ￿nSUMableS not provided by the contract cleaners for use by hirers £731.18, exterior window cleaning £120 and the provision of a commercial waste bin and collection therefrom £65.88. 13 Annual fee payable to The Information Commissioner £35 (required due to having CCTV), Chrisltnas gift from the Trustees to the Manager £53.94 and gifts for voluntary help with the WHVH accounts and tending the outside planters and playground hedges £107.86. 14 The renewal date of the insurance is 25th March, as a result of which 98.07690A of the total cosl of £2.378.74 is included.