**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:
- Suspension of the £300 per month payments to the Halls Manager
- Most maintenance being undertaken by John Foskett (Chairman) with only cost of materials
- Reprogramming the central heating systems to reduce the amount of time the heating was on
- Short term suspension of waste collection
- Changing insurance suppliers.
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:
- Pre-School – Ran a full schedule with the prospect of adding Monday afternoons from January 2022
- Surrey Hills Dance Centre – Ran a near full schedule
- Yoga – Ran a full schedule
- Sam’s Fitness – Ran a slightly reduced schedule
- Becky’s Fitness – Remained closed
- Montessori Toddlers & Parents – new this year operating Tuesday mornings only – planned Friday morning sessions were not sufficiently well attended to be viable
- Dorking Bridge Club – Tried to restart just on a Tuesday evening but numbers were very low and hires were suspended again
- Craft workshops – Didn’t restart during the period
- Beavers / Cubs / Scouts – Didn’t restart but are scheduled to do so from September 2021
- Scouts shooting sessions –Approval was given for this to start in the Old School Hall – whilst it’s being setup for 18[th] Dorking under Josie, it may be offered to other Scouts groups as well
- One -off hires (including children’s parties) – Took off again and we had a healthy schedule of parties, cycling and other events at a weekend.
## **Less Regular Hires**
We lost one more regular hirer this year:
- Dorking Freestyle Karate moved to a local secondary school where the hall space was larger allowing better social distancing.
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:
- Separation of the premises into discrete venues – Sculptor’s Hall; Old School Hall / Committee Room and The Studio by locking the corridor door between the Sculptor’s Hall and the front entrance and turning the North Entrance into the only entrance for the Studio
- Use of sanitisation stations in all venues
- Conditions of Hire for all regular hirers which included:
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
RegiSted 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