OpenCharities

This text was generated using OCR and may contain errors. Check the original PDF to see the document submitted to the regulator.

2021-08-31-accounts

web: www.north-holmwood-village-hall.org.uk

Trustees' Annual Report for the period

Period Start Date: Period End Date:
01/09/2020 31/08/2021

Reference and administration details

Charity name North Holmwood Village Hall Other names charity is known by NHVH Registered Charity No. 305157 Charity's principal address North Holmwood Village Hall Spook Hill North Holmwood Dorking Surrey RH5 4JP

Names of the charity trustees who manage the charity

----- Start of picture text -----
Trustee Name Office Dates acted
(if not for whole year)
1 John Foskett Chairman
2 Jacqueline Johnston Deputy Chairman
3 Thomas Nimmo
4 Deborah Steenhuis Treasurer
5 Jane Vicens Secretary
6 Christopher Leach
7 Samantha Edwards
8 Josephine Bulloch
9 Jennie Lambert
10 Nika Vlasenko
11 Rebecca Kershaw
12 Suzanne Somerville
----- End of picture text -----

Staff and advisors

Name Address Capacity
Mrs Linda Foskett Silvaplana, Spook Hill, North Holmwood, Dorking,
Surrey,RH5 4EG		 Halls Manager
Barclays 99 High St.,Dorking,Surrey,RH4 1AN Bank
Ideal Touch
Cleaning		 4 The Smithers, Brockham, Betchworth, Surrey,
RH3 7LF		 Cleaners

North Holmwood Village Hall Trustees' Report 2020/2021

Page 1

Patrick Monczak 4 Felland Way, Reigate, Surrey, RH2 7QB Window cleaner

Structure, governance and management

Type of governing document Constitution How the charity is Association constituted Trustee selection methods Trustees are appointed at the meeting immediately following the AGM held every November or at one of the other two meetings usually held in February and May approximately mid-academic term time. Additional governance issues Trustee remuneration All trustees give their time voluntarily and receive no remuneration or other benefits Hire policies North Holmwood Village Hall will endeavour to protect the business interests of companies and individuals who have a regular hire of the charity's premises in accordance with the published Business Ethics document

Objectives & Activities

Charity's main
activities for
public benefit
Charity's main
source of
income
Charity's main
offerings		 North Holmwood Village Hall provides the local community of North Holmwood
and the surrounding area with facilities for their personal use, and the widest
possible range of recreational and educational opportunities through the letting
of the facilities to appropriate enterprises whoprovide them.
Hire fees
North Holmwood Village Hall has the following facilities:

The Sculptor’s Hall (and kitchen) – used mainly for sports, fitness and
dance

The Old School Hall (including Committee Room, Kitchen & WC) – used
as a pre-School weekday daytime and for general activities evenings
and weekends

The Studio (including kitchenette and WC) – used for meetings, and
small group sessions including fitness

Staging

Crockery, cutlery etc.

Tables & chairs

Private carparking

Year aims

Year 2020/2021 period Aims The charity's aims for 2020/2021 were:  Ensure that the village hall offers o facilities required by hall users and the local community,

North Holmwood Village Hall Trustees' Report 2020/2021

Page 2

o which are well maintained, clean and tidy
o up to date and
o at an affordable and locally competitive price

Make the village hall an asset to the community which
o complements and where possible enhances the ‘look’ of the village, and
o is not a nuisance to any of its neighbours, specifically local residents and
the Emergency Services
o offers a wide range of sporting, recreational and learning opportunities
through services provided by hall hirers

That the village hall officers, trustees and employees
o satisfy the requirements of the Charity Commissioners,
o meet all legal obligations and
o that the village hall operates within local by-laws

Ensure that the village hall is run on a sound financial footing which
o covers day to day operating costs with contingency for future planned and
unplanned maintenance
o enables on-going development and enhancement of the facilities on offer
though aprogramme of buildingworks

Achievements and performance

Year
Key
Objectives
Achievements		 2020/2021 period
The aim for 2020/2021 was to have a strong focus on the same 4 key elements as
last year:

Works to get The Studio up and running (if possible)

Business process simplification and restructure through integration with
Sage Accounting

Rolling programme of maintenance and refurbishment

Building up of funds to support our works programmes.
It was again expected to be a challenging year, especially with the unknowns
which may have spun off from the continuation of the global pandemic of Corona
Virus Covid-19.
This resulted in overriding aims to:

Keeping operating costs to a minimum

Providing venues which were as Covid-19 safe as possible, compliant with
all government regulations

Working with regular hirers to help them recommence and operate their
activities in as safe a wayaspossible when allowed
Premises Management
Key achievements and changes in this area since August 2020:

The role of Hall Administrators (John Foskett for the Sculptor’s Hall and
Jennie Lambert for the Old School Hall) continued, and John Foskett took
on, in addition, the role of Hall Administrator for The Studio.

The use of the Hall Logs continued to be suspended during Covid-19 for
reasons of hygiene.

Minor maintenance took place and there was minimal use of external
contractors.

SAGE was integrated into the financial processes ready to become fully
active from the start of the new financialyear 1stSeptember 2021.

North Holmwood Village Hall Trustees' Report 2020/2021

Page 3

Setting up of The Studio

Unexpectedly, the government provided unprecedented financial support for community halls which resulted in North Holmwood Village Hall being awarded ‘operational’ grants totalling £26,193.

Through a series of measures which made significant operating cost reductions, North Holmwood Village Hall was able to operate with a minimal loss during periods of lockdown and operation of only the permitted essential services such as Pre-School. Measures included:

As a result, the full amount granted was able to be directed towards the works to create The Studio. In addition, a December 2020 refund from British Gas of £5,993.68 in respect of erroneous payments for electricity supplied to Mrs & Mrs Fisher of the Old School House was also able to be directed towards the works on The Studio. The total from both sources was therefore: £32,186.68. This effectively became the maximum available spend for The Studio.

A design and project plan was created by the charman in March 2021 and various local contractors were asked to quote for parts or all of the work. The eventual choice was Scott Naylor (M. J. Naylor Construction) to act as primary contractor with McTigues Ltd (Plumbing) subcontractor to M. J. Naylor Contruction and Simon Nynan (Affordable Surrey Electrics) for the electrical work.

The original plan was to create The Studio and Disabled WC in two phases with phase 1 creating a usable space without kitchenette and WC, phase 2 to put these into place as funds allowed. Not only were we lucky that, due to shortages of concrete over the summer 2021, Scott Naylor was able to progress the work almost immediately, but also that both phases 1 and 2 were able to be accomplished in the period at an overall cost of £30,200.69.

The Studio is now actively being marketed and bookings are now in progress.

Maintenance and Refurbishment

Fortunately, no major structural issues, or big-spend items occurred during this year, so spend in this area was limited to replacement of worn and broken items.

Building up of funds to support works programmes

As 2020/2021 was mainly about survival during covid-19 and construction of The Studio as a third venue, little action was taken to either market the premises or build up additional funds.

Alternative insurers were found resulting in about 25% reduction in costs.

North Holmwood Village Hall Trustees' Report 2020/2021

Page 4

Hall Venues’ Utilisation

Venues’ utilisation was intermittent and limited due to Covid-19. There were periods of imposed lockdown by the UK government during which only PreSchool was able to operate, periods of limited return which enabled some fitness and private lesson dance activities to return and an eventual lifting of restrictions.

Despite lifting of restrictions, a number of hirers were unable to regain the numbers of pre-Covid attendees and have consequently either not returned or are ran a reduced schedule.

The hire situation was:

Less Regular Hires

We lost one more regular hirer this year:

As stated last year, we need to continue to widen the appeal and market our premises and will need to return to this strategy as soon as sensible to do so.

Covid-19

The chairman continued to keep in close touch with all Government, Insurers and leisure sectors rules and guidelines for operating community halls in as safe a way as possible the following procedures, rules and restrictions remained in place:

North Holmwood Village Hall Trustees' Report 2020/2021

Page 5

Future plans o Cleaning requirements
o Timing requirements
o Other Covid-19 related safety requirements.
People
My thanks went to the continued support of the members of the Council of
Management; our cleaners Ideal Touch Cleaning and Patrick Monczak, Halls
Manager Linda Foskett and the contractors who turned out to do necessary work
around the premises in these unprecedented times.
In particular, my thanks went to Scott Naylor for his help in improving the design
of The Studio and in the process reduce the cost of its creation and, of course, the
excellent work which has transformed the near derelict space into a desirable
ready to use third venue. My thanks also went to him for coming in on budget for
all major aspects of the works. A minor over-spend of approx. 6% occurred but
this was mainly around phase 2 which had not originally been fully costed as it
was not expected to be accomplished bythis time.
2021/2022 will hopefully be a year of opportunity as pandemic restrictions ease.
Key plans include:

Marketing and getting good usage of The Studio

Supporting the return of the remaining regular hirers and occasional
hirers

Continued financial expediency

Continuation of the rolling programme of maintenance of the fabric of
thepremises.

Financial Review

----- Start of picture text -----
Year 2020/2021 period
----- End of picture text -----

l Review
2020/2021 period
Summary Financial Implications of Covid-1
At the end of the financial year we were 17 months into the Covid-19 crisis. The table
below compares 2018/2019, 2019/2020 and 2020/2021 figures extracted from the
accounts to the end of August each year.
Some key points from this are:

Loss of nearly 1/2 of regular hirers income due to the continuing Covid-19
situation, although Autumn 2021 is seeing the start of a return of hirers
unable to operate during the peak of the pandemic

Loss of almost all the occasional hirers income, although now that parties and
events are able to restart their has been a resurgence in bookings and
prospects for 2021 / 2022 look much better

The MVDC Covid-19 grants are now over, so we now need to stand on our
own feet for the future.

Caretaking and maintenance costs are much lower and should be able to stay
like this whilst members of the council of management undertake this at just
cost of materials

Business rates were zeroised by MVDC due to Covid-19 but they have now
been reinstated.

We will need to seek out opportunities for additional grants in support of
repairs which are becoming more urgent in 2022 when we are able to reapply
to MVDC.

North Holmwood Village Hall Trustees' Report 2020/2021

Page 6

Category 2018 /
2019		 2019/ 2020 2020/2021 Comment
Income
Regular Hires £28,251.00 £18,521.00 £15,803.00
Occasional Hires £4,543.00 £2,479.00 £693.00
Donation £20.00 £100.00
MVDC Grant £4,790.00 Asbestos removal
MVDC Grant £10,000.00 £18,739.00 Covid Support
BG refund elec. £5,993.68
Total Income £32,794.00 £35,810.00 £41,328.68
Expenditure
Halls Manager £3,600.00 £2,400.00 £2,100.00 Notpaid in lockdown
Utlities £6,702.00 £6,210.00 £6,822.79 NB. BG refund above
Licences £558.00 £508.00 £351.70 Reduced music licence
Business Rates £227.00 £0.00 £0.00 Bus Rates cancelled
Insurance £2,423.00 £2,510.00 £4,208.52 Note – refund due
from Ecclesiastical
rec’d in September
Security& Fire £827.00 £880.00 £865.20
Telephone/Wifi £910.00 £993.00 £1040.12
IT Systems £441.00 £317.00 £412.68 SAGE & other
Cleaning £4,393.00 £3,625.00 £3,453.00 NB. Lockdown closures
Caretaking +
Maint		 £6,417.00 £7,038.00 £1,468.23 JF doing work during
20/21 -cost of
materials only
Asbestos
Removal		 £4,790.00 Asbestos Removal
Waste Disposal £1,116.00 £414.00 £340.16
Sundries £676.00 £910.00 £256.65
The Studio £1,582.00 The Studio
Total
Expenditure		 £28,290.00 £30,595.00 £22,901.05
Net funds change £4,504.00 £5,215.00 £18,427.63

North Holmwood Village Hall Trustees' Report 2020/2021

Page 7

Charity's
policy on
reserves
Details of
any funds
materiall
y in
deficit
Funding
sources		 The charity usually aims to retain around £4,000 in the Current Account to cover
everyday bills and expenditure, plus a reserve of £6,000 held in order to meet any
unforeseen expenditure which mayoccur.
Not applicable
The main funding sources are a regular weekly hire of the premises for recreational
activities such as dancing, bridge, martial arts, beavers/cubs/scouts, keep-fit; North
Holmwood Pre-School is based in one of the halls weekday mornings; sales and other
one-off events and hire by local residents for children's parties.
Over the year the following grants and refunds were also received:

Donations - £100.00

Covid-19 grants (MVDC) - £18,739.00

Refund from British Gas - £ 4,584.50

Declaration

The trustees declare that they have approved the trustees' report above.

Signed on behalf of the charity's trustees

Signature Full name John Steven Foskett Position Chairman Date 30[th] January 2022

North Holmwood Village Hall Trustees' Report 2020/2021

Page 8

North Holmwood Village Hall

Profit and Loss Report

01 September, 2020 - 31 August, 2021

Sales
4000 - Sales - Premises Hire Regular 15,803.00
4001 - Sales - Premises Hire Irregular 510.00
4002 - Sales - Equipment Hire 28.00
4003 - Sales - Storage 155.00
4901 - Donation 100.00
4970 - External Grant Income 18,739.00
Total Sales £35,335.00
Direct Expenses
5000 - Cost of Sales - Goods 50.17
5050 - Sub-Contractors 110.00
6002 - Contracted Booking 2,100.00
Total Direct Expenses £2,260.17
GROSS PROFIT / LOSS £33,074.83
Overheads
6003 - IT Services 95.88
7102 - Water Rates 258.04
7104 - Premises Insurance 4,208.52
7105 - Licence fixtures 90.00
7106 - Security 865.20
7108 - Licence Music 261.70
7200 - Electricity -4,584.50
7201 - Gas & Oil 5,413.61
7530 - Telephone 1,040.12

28 Oct 2021 12:33

Page 1 of 2

7610 - Accountancy Fees
316.80
7801 - Cleaning
3,208.00
7803 - Premises Expenses
1,582.00
7804 - Waste Disposal
340.16
7805 - Caretaking
450.00
7806 - Cleaning - Windows
245.00
7900 - Bank Charges and Interest
-1.39
8200 - General Expenses
858.06
Total Overheads £14,647.20
NET PROFIT / LOSS £18,427.63

28 Oct 2021 12:33

Page 2 of 2

North Holmwood Village Hall Spook Hill, North Holmwood, Dorking, Surrey, RH5 4JP RegiSte￿d Charity No. 305157 web: www.n0rth-h0lmv￿￿-VllIage-hal1.0ry.Uk Independent Examiner's Report on the Accounts Report to the trustees for the period Period Start Date: 0110912020 Peri¢xl End Date: 31/0812021 Respective responsibilities of trustees and examiner The charity's trustees consider that an audit is not required for this year (under section 43121 of the Charities Act 1993 Ithe Actll and that an independent examination is needed. It is my responsibility to Examine the accounts (under section 43 of the Act) To follow the procedures laid down in the General Directions gwen by the Charity Commission lunder section 4317llbl of the Act). and To state whether particular matters have come to my attention. My examination was carried out in accordance with General Directions given by the Chartties Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts. and seeking explanations from you as trustees concerning such matters. The procedure5 undertaken do not provide all the evidence that would be required in an audit, and consequentty no opinion is 8iven as to whether the accounts present a 'tme and fairf view and the report is limited to hose matters set out in the statement below. In the course of my examination. no matter has come to my attention l. Which gives me reasonable cause to believe that in. any material respert. the requirements to keep accounting records in accordance with section 4.1 of the A¢ and Basis of independent examiner's report Independent examinerf5 statement North Holmwood Village Hall Independent Examiner's Report 2020/2021 Page I

to prepare accounts which accord with the accounting records and comply wtth the accounting requirement5 of the 1993 Act; have not been met; or 2. to which, in my opinion, attention Should be drawn in order to enable a proper understanding of the accounts to be reached. Signature Full name Relevant professional qualificationls) or body lif any) FGGA Address .SPDC* kl ILL hJoLTH LUOCJL), O oLk-Ih4 ¢-, LA5 C Date 30 a OJ I North Holmwood Village Hall Independent Examiner's Report 202012021 Page 2