**web: www.north-holmwood-village-hall.org.uk** ## **Trustees' Annual Report for the period** |**Period Start Date:**|**Period End Date:**| |---|---| |01/09/2021|31/08/2022| ## **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 2021/2022 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 ## **Additional governance issues** ## **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 2021/2022 period Aims The charity's aims for 2021/2022 were:  Ensure that the village hall offers `o` facilities required by hall users and the local community, North Holmwood Village Hall Trustees' Report 2021/2022 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|2021/2022 period| |---|---| ||The aim for 2021/2022 was to have a strong focus on the following elements:

Promoting the new venue ‘The Studio’

Operating with the new business processes

Pushing ahead with the 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 and the anticipated resulting economic downturn.
This resulted in overriding aims to:

Continue to keep operating costs to a minimum

Providing venues which were as Covid-19 safe as possible

Assisting existing and new regular hirers to promote their offerings and
helptheir return topre-Covid levels of attendance.| ||**Premises Management**
Key achievements and changes in this area since August 2021:

The Studio is now in use with weekly and twice-monthly regular hires and
an increasing number of one-of hires.

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

SAGE became fully active from 1stSeptember 2021.
**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 worksprogrammes**| North Holmwood Village Hall Trustees' Report 2021/2022 Page 3 The amount of capital available has slowly increased during the year which will mean that some essential external works on the premises were able to be considered. A grant application with Mole Valley District Council was applied for to the value of £5,000 to supplement existing funds for the external works. The result of this application won’t be known until the end of 2022 with money not made available if successful until late April 2023. ## **Hall Venues’ Utilisation** Venues’ utilisation improved with most regular hirers reinstating some or all of their pre-Covid hires. We also had some new hirers make a successful start-up. The hire situation was: - Pre-School – Ran a full schedule adding Monday afternoons from January 2022 - Surrey Hills Dance Centre – Ran a full schedule - Yoga – Ran a full schedule - Sam’s Fitness – Ran a revised full schedule - Montessori Toddlers & Parents – ran Tuesday mornings until the summer, then ceased to run. They are considering re-starting at the end of 2022 - Dorking Bridge Club – Running only on a Tuesday but with very low numbers. Long term viability is questionable. - Craft workshops – Restarted and increased frequency to twice monthly using The Studio, but numbers attending are low. - Beavers / Cubs / Scouts – Restarted but on a reduced schedule due to lack of helpers. - Scouts shooting sessions – This has been running successfully. - Move It or Lose It – new fitness and rehabilitation exercise class started on a Monday. Numbers were initially low but are picking up. - Sound Bath - mindfulness sessions and workshops – new and successful. - One -off hires (including children’s parties) – We had a healthy schedule of parties, cycling and other events at a weekend. ## **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. Despite full lifting of restrictions by the government, the Council of Management decided to continue to operate North Holmwood Village Hall with the following procedures, rules and restrictions remaining 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: `o` Cleaning requirements - Timing requirements North Holmwood Village Hall Trustees' Report 2021/2022 Page 4 ## **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. Future plans 2022/2023 posed to be a further difficult year economically with the high level of inflation and huge fuel bills. Key plans include:  Marketing and getting good usage of all 3 venues  Continuing to support regular hirers and occasional hirers  Continued financial expediency - Continuation of the rolling programme of maintenance of the fabric of the premises. ## **Financial Review** Year 2021/2022 period Summary **Financial Overview** The table below shows a financial comparison with previous years. IT shows a good start at returning to normal income following Covid. Some key points from this are: - Anticipated return to pre-Covid income during 2022/2023. - External works as previously stated in 2022/2023 subject to successful - grant application - Keeping costs back to a minimum but allowing for a 25% increase in fuel - bills - Planned work on the Sculptor’s Hall floor in 2024/2025 (needed to repair - the warping from previous water damage which is getting worse slowly)  Retention of a minimum of £12,000 in budgeting for emergency works (up from the previous stable value of £10,000 in anticipation of inflation)  A steady rebuilding of the capital over the next 2 years to enable the Sculptor’s Hall floor works in 2024/2025 (for which we may be once again eligible for help from a capital grant). North Holmwood Village Hall Trustees' Report 2021/2022 Page 5 |**North Holmwood Village Hall Finances**|**North Holmwood Village Hall Finances**|**North Holmwood Village Hall Finances**|||| |---|---|---|---|---|---| ||||||| |**Income**|||||| |**Category**|**2019/2020**|**2020/2021**|**2021/2022**|**Comment**|| |**Regular Hires**|||||| |PreSchool|£3,310.00|£5,544.00|£6,743.25|Open +extrahours|| |SHDC|£5,882.50|£6,991.00|£9,502.39|Open +extrahours|| |Scouts|£1,072.00|£80.00|£550.00|Cutback|| |Fitness|£2,257.00|£1,093.50|£2,977.00|Open(less hires)|| |Bridge|£3,178.50|£0.00|£1,172.50|Open 1/4 of usual|| |Yoga|£502.50|£492.50|£900.00|Open|| |Montessori|£0.00|£338.00|£567.50|Open|| |Other|£3,307.84|£320.00|£1,272.64|Limited return|| ||||||| |**One-Off Hires**|£1,481.00|£870.50|£3,579.00|Catchup parties|| ||||||| |**Storage**|£116.00|£174.50|£260.00||| ||||||| |**Grants**|||||| |MVDC Works|£4,790.00|£0.00|£0.00||| |Covid|£10,000.00|£18,289.00|£0.00||| ||||||| |**Other**|||||| |BG refund|£0.00|£4,584.50|||| |Other inclottery|£0.00|£37.50|£58.50||| ||||||| |**OVERALL TOTALS**|£35,897.34|£38,815.00|£27,582.78||| |**OPERATING INCOME**|£21,107.34|£15,904.00|£27,524.28||| ||||||| |**Expenditure**|||||| |**Category**|**2019/2020**|**2020/2021**|**2021/2022**|**Comment**|| |**Utlities**|||||| |Fuel(Gas)|£2,018.27|£4,274.35|£2,545.05||| |Fuel(Electricity)|£3,262.28|£1,139.26|£1,584.32|Correct bills|| |Telecomms & IT|£992.72|£1,136.00|£1,060.45||| |Water & Sewage|£448.48|£258.04|£275.14||| |Security|£808.34|£865.20|£1,709.17|New CCTV installed|| |WasteDisposal|£414.41|£375.16|£397.52||| ||||||| |**Legal & Licences**|||||| |Insurance|£2,510.74|£4,208.52|£2,505.49||| |PPL/PRS Lic|£417.84|£261.70|£203.47||| |National Trust Lic|£90.00|£90.00|£90.00||| |Accountancy|£316.80|£316.80|£340.80||| |MVDC Rates|£0.00|£0.00|£174.21||| ||||||| |**Maintenance**|||||| |Caretaking|£2,260.00|£0.00|£0.00||| |Materials &Labour|£2,529.68|£2,572.73|£2,853.68||| |Cleaning|£3,625.00|£3,418.00|£4,108.00||| ||||||| |**Major Works**|||||| |The Studio|£7,284.00|£12,652.00|£18,187.80|Dev'pt completed|| |External works|||||| |Floor works (SH)|||||| ||||||| |**Management**|||||| |HallsManager|£2,700.00|£2,100.00|£3,600.00||| ||||||| |**OVERALL TOTALS**|£29,678.56|£33,667.76|£39,635.10||| |**OPERATING EXPENSES**|£22,394.56|£21,015.76|£21,447.30||| ||||||| |**OPERATING P/L**|**-1,287.22**|**-5,111.76**|**6,076.98**||| |Total P/L inc works|£6,218.78|£5,147.24|-£12,052.32||| ||||||| |**Venues Available for Use(Covid + The Studio Build)**|||||| |**Category**|**2019/2020**|**2020/2021**|**2021/2022**|**Comment**|| |Sculptors Hall|50%|60%|90%|Most users back|| |Old School Hall|75%|80%|90%||| |The Studio|NO|NO|70%|New venue|| |Financial Year is1st Septemberto 31stAugust|||||| North Holmwood Village Hall Trustees' Report 2021/2022 Page 6 |Charity's
policy on
reserves
Details of any
funds
materially in
deficit
Funding
sources|**Financial Reserve**
As at 14thOctober 2021 North Holmwood had £16,954.33 across the 3 accounts.
Overall North Holmwood Village Hall finances are in good shape.| |---|---| ||The charity usually aims to retain around £5,000 in the Current Account to cover
everyday bills and expenditure, plus a reserve of £7,000 held in order to meet
any unforeseen expenditure which may occur.
This is an increase of £2,000 reflecting the increasing costs of operation and
works due to inflation.| ||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'sparties.| ## **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 5[th] December 2022 North Holmwood Village Hall Trustees' Report 2021/2022 Page 7 ## **North Holmwood Village Hall** ## **Profit and Loss Report** _01 September, 2021 - 31 August, 2022_ |Analysis Type: All, Analysis Category: All||| |---|---|---| |**Sales**
||| |4000 - Sales - Premises Hire Regular|24,077.39|| |4001 - Sales - Premises Hire Irregular|3,866.50|| |4002 - Sales - Equipment Hire|120.00|| |4003 - Sales - Storage|56.50|| |4900 - Other income|58.50|| ||**Total Sales**|**£28,178.89**| |**Direct Expenses**||| |6002 - Contracted Booking|3,600.00|| ||**Total Direct Expenses**|**£3,600.00**| ||**GROSS PROFIT / LOSS**|**£24,578.89**| |**Overheads**||| |7102 - Water Rates|275.14|| |7103 - General Rates|174.21|| |7104 - Premises Insurance|2,505.49|| |7105 - Licence fixtures|40.00|| |7106 - Security|1,164.78|| |7107 - Fire Prevention|523.69|| |7108 - Licence Music|203.47|| |7200 - Electricity|1,676.70|| |7201 - Gas & Oil|2,545.05|| |7520 - Office Stationery|6.99|| |7530 - Telephone|1,110.73|| |7540 - Internet Charges|355.40|| |7560 - Mobile Charges|77.98|| |||| 29 Oct 2022 00:29 Page 1 of 2 |7610 - Accountancy Fees
340.80|| |---|---| |7800 - Repairs and Renewals
1,768.24|| |7801 - Cleaning
3,870.35|| |7803 - Premises Expenses
72.97|| |7804 - Waste Disposal
631.62|| |7806 - Cleaning - Windows
255.00|| |8200 - General Expenses
14.49|| |8210 - Subscriptions
162.59|| |**Total Overheads**|**£17,775.69**| |**NET PROFIT / LOSS**|**£6,803.20**| 29 Oct 2022 00:29 Page 2 of 2 North Holmwood Village Hall Spook Hill. North Holmwood, Dorking, Surrey. RH5 4JP Registered Charity No. 305157 web: www.north-holmwood-village-hall.org.uk Independent Examiner's Report on the Accounts Report to the trustees for the period Period Start Date: 01/0912021 Period End Date: 3110812022 Respective responsibilities of trustees and examiner The charity's trustees consider that an audit 15 not required for this year (under sertion 43121 of the Charities Act 1993 (the Actll and that an independent examination is needed. It is my responsibility to Examine the accounts (under settion 43 of the Actl To follow the procedures laid down in the General Dirertions given by the Charity Commission lunder section 43{7llbl 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 Charities 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 prO￿dureS undertaken do not provide all the evidence that would be ￿qUired in an audit, and consequently no opinion is given a5 to whether the account5 present a 'true and fair, 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 respect, the requirements to keep accounting records in accordance with section 4.1 of the Act- and Basis of independent examiner's report Independent examiner's statement North Holmwood Village Hall Independent Exatniner's Report 2021/2022 Page I to prepare accounts which accord with the accounting records and compty with the accounting requirements of the 1993 Act; have not been rnet: or 2. to which, in my opinion, attention should be drawn in order to enable a proper understandin8 of the accounts to be reached. Signature Full name Relevant professional qualificationlsl or body lif any) FC&A Address TiAIISTeO SPO￿& HILL Date 6 OeLEM8cA Jo&)1 North Holmwood Village Hall Independent Exatniner's Report 2021/2022 Page 2