OpenCharities

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

2022-09-30-accounts

Registered Charity No 305527

TRUSTEES’ ANNUAL REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 30[TH ] SEPTEMBER 2022 Holt Village Hall The Street, Holt, Trowbridge, Wilts, BA14 6RW

This document is the annual report for the accounting year ending 30[th ] September 2022 by the chair of the of management committee of Holt Village Hall under the Charity Commission scheme 305527 dated 28[th] July 1995 as amended by an order dated 26[th] January 2005 and as amended on 2[nd] December 2019. This report covers activities since the last AGM report for the year ended 30[th] September 2021 and is to be presented to the Annual General Meeting of the trust to be held at Holt Village Hall on Monday 12[th] December 2022.

List of trustees

The Volunteer Management Committee is responsible for the day-to-day running of the Village Hall, for its continued maintenance, and for planning for its improvement and future use. Those who have served as trustees are:

Mrs S Bolden Mrs S Ennis Mr A Fox Mrs J Haggett Mr G Hill Mrs J Hopkins Mr T Hopkins

The objectves of Holt Village Hall are: • to provide a meeting place for local community groups • to maintain clean, safe & functional premises Mrs D Hughes Mr P Lucas (deceased 18th Oct 2021) Mrs J Mason Mr T Mason Mr D McDonald Mr S Morris (from 6[th ] December 2021) Mr R Page

Strategies for Achieving Objectves

The strategies employed to achieve these objectives during the year reported were:

With the reduction in numbers of trustees over the last few years our subcommittee structure (Admin, Finance and Planning, Maintenance, Decor & Aesthetics and events) has been disbanded.

Holt Village Hall Annual Report and Financial Statements for the year ended 30 September 2021 Page 1 of 11

Public Benefit

The trustees have met eleven times during the year and have kept in mind the Charity Commission’s guidance on public benefit at our trustee meetings. The object of the charity remains valid, and we are confident that our activities fully reinforce the object.

Achievements and Performance

a) To stabilise the committee:

Membership of the trustees remained constant. Unfortunately, Phil Lucas died in October 2021 after a short illness, but we were pleased to welcome Mr Stephen Morris as a new trustee in December 2021. The committee failed to recruit a new treasurer following the retirement of Jo Hopkins after 30 years in that role. Sue Ennis has agreed to take on the role of Acting Treasurer in addition to Chairperson until a suitable candidate comes forward.

After a slow start whilst we gauged the take up of bookings following the easing of Covid related restrictions we were able to:

Income and Expenditure on Activities of Public Benefit Income from lettings was £21,743 compared with £6,656 in 2021, £14,512 in 2020 and £20,800 in

  1. The difference was obviously due to the impact of COVID-19 restrictions; however, Holt Village Hall received Covid related grants which more than made up for the reduction in lettings as summarised below and also enabled us to pay our cleaner a proper wage through Covid which she greatly appreciated .

It is reassuring that our income from bookings has returned to pre Covid levels and we are indebted to our booking secretaries for the time and effort that they put in and unfortunately are not always fully appreciated by our clients.

----- Start of picture text -----
2022 2021 2020 2019
Total lettings £21,743 £6,656 £14,512 £20,800
Covid related grants £2,667 £20,863 £11,428 N/A
Grand Total £24,410 £27,519 £25,940 £20,800
----- End of picture text -----

Our standing annual costs (excluding repairs and maintenance) of £16,479 compared with £13,571 last year and £16,542 in 2020. Again, the grants mentioned above subsidised our standing cost through Covid.

Holt Village Hall Annual Report and Financial Statements for the year ended 30 September 2022 Page 2 of 10

Car park

The committee continues to allow Holt Minibus to park in the car park in return for a donation to hall funds. We also came to an arrangement with a neighbouring business for limited parking in recognition of the free servicing of the Village Minibus.

Our arrangement with the National Trust was reviewed in February 2022 and increased by 5% to reflect general inflation. This arrangement is due for review again in February 2023 in addition, the NT staff and volunteers at The Courts continue to maintain the hedge around the car park at their own cost. We are ever grateful for this support which keeps up the appearance of the car park and its surrounds.

Cleaning

Our only employee (part time), as hall cleaner, Michelle Rafferty was appointed during October 2018 and is continuing to maintain a high level of cleaning. Michelle monitors and cleans the hall at strategic times and reports any issues.

Michelle salary was reviewed December 21 and increased by 5% to keep in-line with the recommended living wage.

Licensing

We continue to operate a premises licence which allows for the sale of alcohol during normal licensing hours. This system works to our satisfaction.

Risk, Health & Safety

Health and Safety remains a standing agenda item and there were no reported incidents during the year.

COVID-19

Following the government removal of Covid restrictions in England, Holt Village Hall has encouraged users to adopt any appropriate precautions as may be appropriate their activities and participants.

Holt Village Hall will continue to take cognisance of Covid related guidelines as and when issued.

Fundraising Activities and Public Benefit

The committee organised the following events during the year:

∙ Skittles Tournament £484 Profit ∙ Plant sale £821 Profit ∙ Barbecue in conjunction with the Holt; scarecrow weekend. £207 Profit ∙ Flower and

produce show. Break even ∙ 200+ Club with 241 members £1,424

Our fundraising total profit from these events was £2,959 compared with a total of £2,293 in 2021 and £2,886 in 2020.

We offer continued thanks to all trustees and friends of the village hall for their help in making these events successful, but to Jo Hopkins who has again been the champion of the Plant Sale and the Flower and Produce show.

Holt Village Hall Annual Report and Financial Statements for the year ended 30 September 2022 Page 3 of 10

Village Hall web site

Doug Mc Donald has continued to maintain htps://www.holtvillagehall.com/ to suit changing needs and expectations and Mike Jordan updates the contents incorporating his own artistic embellishments. Mike also adds to Holt Village Holt Facebook presence.

Hirers

The resumption of bookings following the lifting of the Covid restrictions was gradual whilst hires establish demand. The discounts provided to regular hirers were well received and enabled them to minimise their financial risk whilst re-establishing post Covid demand.

Holt Village Hall is very aware of the need for safe place for vulnerable/less fortunate people to meet, to this end:

∙ The Village Hall worked with other organisations including the parish council and St Katharine’s

Church to provide a Warm Hub at a subsidised rate through the winter months. ∙ The Village Hall kept an open dialogue with the Youth Club to ensure suitable availability if/when they were able to resume. The Youth club resumed in September on a trial basis and have now confirmed that they will resume permanently in the new year.

As of 1[st ] November 2022, the Hall has secured the following regular bookings:

WEEKLY

Art Group Children's Ballet (term-time) Emmaus School (term-time) Martial arts Mindfulness Classes Pilates - five classes a week Youth Group Yoga Zumba

MONTHLY

Community Lunch Holt Dramatic Society (ad-Hoc bookings) Flower club Meeting and Separate practice sessions Monthly County Councillor Surgery National Childbirth Trust ante natal classes. Parish Council meetings Yoga for pregnancy W.I. OTHER RECURRING BOOKINGS Typically, Village Hall fundraisers, Furniture Sales and reoccurring meetings

In terms of public benefit, it is noted that the beneficiaries of events, meetings and classes held in the hall still caters for people of all ages.

Holt Village Hall Annual Report and Financial Statements for the year ended 30 September 2022 Page 4 of 10

Financial Review

Finances

Thankfully, during 2022 no significant incidents requiring emergency repairs occurred

As previously stated, we took a cautious approach to starting improvements to the hall but

The end of year accounts shows a surplus of £9,622 for the year. This figure is higher than normal due to the slow start in committing to spending, the committee has now committed to new toilet flooring and electrical work recommended in the 5 year inspection and those cost will be fully accounted for in the 2022-23 year.

The healthy position of the accounts will also stand the hall in good stead to withstand a period of great uncertainty particularly with regard to inflation, energy cost and labour rates.

MHA Monahans Chartered Accountants have completed an independent examination of our accounts that are prepared on a receipts and payments basis. The trustees have agreed a policy to retain £24,000 in reserve for unforeseen emergencies and to keep that sum separately identified in a fixed term interest bearing account/bond; however, the interest has been minimal particularly as Banks consider the Hall to be a small business.

Future Plans and Object i ves

Our general aim is to use income from car park revenue, interest and fund raising for major improvements and repairs rather than covering day to day costs.

It is anticipated that the village hall will need to utilise moneys that it has prudently built up over many years to pay for the running of the hall, at the same time the trustees will endeavour to seek financial grants etc. where possible.

A provisional budget proposed and to be ratified by the new trustees following the AGM.

----- Start of picture text -----
Action Budget/Estimate
Completion of outstanding Electrical work £1,000
New flooring in downstairs toilets (already committed) £2,800
Other work in downstairs toilets £1,200
Replacement rear door to Boiler room £1,000
Refurbishment of upstairs Kitchen £5,000
Decoration £2,000
Repair and Maintenance £5,000
Estmate £19,000
----- End of picture text -----

Holt Village Hall Annual Report and Financial Statements for the year ended 30 September 2022 Page 5 of 10

Structure, Governance and Management

The charity is regulated by a scheme lodged with the charity commission. Following the 2019 AGM an update was submitted and accepted by the Charity Commission to amend scheme 305527 (our charity governing document) dated 28[th ] July 1995 as amended by order dater 26[th ] January 2005 to do away with the distinction between nominated and elected member as Trustees.

Trustees are appointed or reappointed annually at the Annual General Meeting held in December. No trustee receives any remuneration.

Our banking arrangements are regularly reviewed in order to get best value without excessive risk

from our substantial cash assets. We note that, as a charity, our options to get good rates of interest are limited, whilst adopting a low-risk investment strategy.

During the year, we have retained the same number of trustees enabling a small but effective management committee. Phil Lucas a longstanding trustee died in October 2021. We welcomed Mr Stephen Morris as a new trustee in December 2021.

Jo Hopkins retired as treasurer after more than 30 years, we are pleased that she continues as a very active member of the committee. Sue Ennis has taken on the role of Acting Treasurer in addition to that of Chairperson. We would like to appoint another trustee to become Chairperson allowing Sue Ennis to concentrate on the Treasures role.

We remain a member of the WVHA and have access to website facilities via their site and useful advice through their offices, including beneficial insurance rates.

In conclusion

The Village Hall has come through Covid with a healthy balance sheet due to receipt of grants, prudent management and the very fortunate absence of major repair/maintenance cost.

Looking forward, the Village Hall faces:

find new fund raising events which can be arranged with the limited number of resources.

The trustees intend to:

The trustees will continue to improve the facilities and features of the hall.

Holt village hall is an integral part of the village and often taken for granted by the community at large but would be severely missed if it was no longer here.

Sue Ennis – Chairperson on behalf of Holt Village Hall Trustees Date: 12 December 2022

Holt Village Hall Annual Report and Financial Statements for the year ended 30 September 2022 Page 6 of 10

Independent examiner’s report to the Trustees of Holt Village Hall

I report to the charity trustees on my examination of the accounts of the charity for the year ended 30[th ] September 2022, which are set out in pages 9 to 11.

Responsibilites and basis of report

As the charity’s trustees you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’).

I report in respect of my examination of the charity’s accounts carried out under section 145 of the Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.

Independent examiner’s statement

I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:

  1. accounting records were not kept in respect of the charity as required by section 130 of the Act; or

  2. the accounts do not accord with those records.

I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.

Simon Cooper FCA Monahans Chartered Accountants 14a Forest Gate Pewsham Chippenham Wiltshire SN15 3RS

Holt Village Hall Annual Report and Financial Statements for the year ended 30 September 2022 Page 7 of 10

HOLT VILLAGE HALL

Receipts and Payments Account for the Year ended 30 September 2022

2022 General Fund

2022 2022 2021 Restricted Fund TOTAL FUNDS TOTAL FUNDS £ £ £ £

Receipts

Regular village lettings 2,909 - 2,909 874 Other regular lettings 15,620 - 15,620 3,807 Sundry lettings 3,214 - 3,214 1,975 Deposits - - - 145 Donations 4,860 - 4,860 5,081 Small business COVID Support Grant 2,667 - 2,667 18,532 Coronavirus Job Retention Scheme Grant - - - 2,331 Interest 57 - 57 532 Miscellaneous - - - 131 Fund raising events 5,821 - 5,821 4,703

- Total Receipts 35,148 35,148 38,111 Payments

Cleaning 6,846 - 6,846 6,604 Rates, water and insurance 2,923 - 2,923 1,562 Electricity 530 - 530 468 Gas 2,000 - 2,000 1,104 Accountancy and audit 813 - 813 778 Petty cash and stationery 134 - 134 20 Telephone 590 - 590 514 Deposit refunds 397 - 397 - Repairs and maintenance 6,185 - 6,185 2,568 Equipment 1,369 - 1,369 993 Miscellaneous 159 - 159 1,304 Performing rights 494 - 494 - Hallmaster 224 - 224 224 Fund raising events expenditure 2,862 - 2,862 2,410

- Total payments 25,526 25,526 18,549

- Net of receipts 9,622 9,622 19,562

Cash funds brought forward as at 1 October 2021 98,584 - 98,584 79,022

Cash funds carried forward as at 30 September 2022 108,206 - 108,206 98,584

Holt Village Hall Annual Report and Financial Statements for the year ended 30 September 2022 Page 8 of 10

HOLT VILLAGE HALL

Statement of Assets and Liabilites at 30 September 2022

2022 2022 2022 2021 General Fund Restricted Fund TOTAL FUNDS TOTAL FUNDS £ £ £ £ Cash funds

Lloyds TSB Current Account 13,148 - 13,148 13,583 Lloyds Treasurers Savings Account 45,018 - 45,018 35,011

Lloyds Fixed Term 1 Year 24,024 - 24,024 24,000 Lloyds TSB Savings Account 26,016 - 26,016 25,990

Total Cash funds 108,206 - 108,206 98,584 Other Assets

Fixed assets 1. 830,000 - 830,000 830,000 Total Other Assets 830,000 - 830,000 830,000

Liabilites - accruals 2. 942 - 942 834

These Accounts were approved by the Committee on and signed by:

Treasurer Secretary

Holt Village Hall Annual Report and Financial Statements for the year ended 30 September 2022 Page 9 of 10

HOLT VILLAGE HALL

Notes to the fnancial statements for the year ended 30 September 2022

1. Building Valuation

The premises were valued for insurance purposes in December 2002 by Brian Fitchett Commercial Chartered Surveyors. They valued the re-building costs, i.e. replacement cost for insurance purposes only, at £507,000.

A second valuation was carried out in August 2014 by Quartley Chartered Surveyors. They valued re-building costs, i.e. replacement cost for insurance purposes only, at £830,000, and £580,000 if natural stone is not used for rebuild.

2. Accruals

2022 2021 £ £

Accounts and independent examination fee

942 834

Holt Village Hall Annual Report and Financial Statements for the year ended 30 September 2022 Page 10 of 10