KENNET VALLEY VILLAGE HALL ANNUAL REPORT AND ACCOUNTS YEAR ENDED 31 JULY 2021
Li_i_l ill Kennel Valley Hall Annual ReFlOrt 2020 - 2021
KENNET VALLEY VILLAGE HALL REGISTERED CHARITY No 305558
YEAR ENDED 31 JULY 2021
Trustees' Annual Report
The names of the Charity Trustees who manage the charity are:
Brian Rayment Chair Rob Duckett Deputy Chair David Throup Treasurer Alison Ingham Minutes Secretary
The Trustees are appointed by the Hall Management Committee following the Annual General Meeting.
Structure, governance and management
The governing body that appoints the trustees of the Charity is the Kennet Valley Hall Management Committee. The Hall Management Committee is appointed at each Annual General Meeting. A list of the Hall Management Committee members is available from the Secretary. The Hall Management Committee appoint or re-appoint four officers of the Hall Management Committee to be the Trustees of the Charity at the Hall Management Committee Meeting following the Annual General Meeting. All the adult residents of Lockeridge, West Overton, East Kennett and Fyfield who attend the AGM have a right at vote at the AGM.
The operational and management procedures of the Hall Management Committee were established in 1976 at the time land was conveyed to the charity to build a village hall. These procedures have been changed and updated as the needs of the charity have required.
As well as owning the land and the Hall building on it the charity also leases two adjacent parcels of land which together form the sports field. The two leases originate from 1976 with one being updated to allow extended field uses in 1990. One lease expires in 2086 and the other requires the lessor to give 12 months notice of termination of the licence to occupy.
The Kennet Valley Hall is run by volunteers who are either representatives of Community organisations using the Hall or community volunteers.
Objectives and activities
The Kennet Valley Hall is a village hall for use by the communities in the Upper Kennet Valley and by private individuals and groups for social, educational and sporting events. The Hall provides a meeting place to host local groups and events with modern facilities and in a well maintained rural environment. The Hall Management Committee support and initiate activities that encourage community involvement, activity and well-being.
Kennet Valley Hall Annual Report 2020 - 2021
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Chairman`s Report
Although a significant part of the year was dominated by Covid restrictions, surprisingly there has been some quite positive progress to report .
The year started well when two Committee members refurbished the floor after some minor damage. This was a DIY experiment which worked well and saved the expense of calling in a contractor.
Outside, new bollards and a security gate were installed which now protect the recreation field from unwanted intruders. Also in
August was the installation of the Defibrilator at the Hall entrance provided by the Parish Council but monitored by the Committee.
We were able to hold the 2020 AGM , the hall was closed soon after and therefore traditional activities were cancelled such as Christmas Bingo, the Sunday films and the Panto. For the same reasons Easter Bingo couldn`t take place in the Spring
Although the hall was closed throughout the early part of 2021 we were able to take advantage of various Government grants schemes that resulted in a welcome, but unexpected income – details in the Treasurer`s Report.
The result of this was that various new initiatives could be considered and in some cases have already been implemented.
New chairs were purchased to replace those damaged over the years, new tables were ordered for the entrance foyer and the whole car park was re-lined, including the netball court - a gesture to the school.
The most significant action was to research, and subsequently plan, a new ventilation system to make the hall a more healthier environment for Hirers. The view of the Trustees was that Covid concerns would continue for some time. The Proposal was presented to the July Committee Meeting and the plan and expenditure of circa £22K was unanimously approved for the next financial year. An application was made to the National Lottery and we were delighted when we received a grant of £10K towards the project.
In the mean time a reduction in Covid restrictions allowed the Hall to reopen on May 17[th] and gradually our regular hirers have been returning. But more significant has been the arrival of a number of new regular hirers, namely Hakuba Karate Club, Balance Health Pilates Classes and the Swindon Super Strikers Cricket Club. Because of other Halls/Sports Centres being closed during Covid lockdowns we were able to offer alternative accommodation to the Marlborough Taekwondo Club.
After the cancellations of our January and April meetings we were able to have our July Quarterly meeting and welcomed two new members:- Christopher Rogers replacing Jane Drew as PC Rep and Chris Didhams taking over as Cricket Club Rep from Jon Hancock.
During the year Covid restrictions forced the Hall to adopt strict hygiene measures to comply with Government regulations. I would like to acknowledge and thank Carolyn Stimpson for volunteering to manage all the procedures that were necessary, whilst carrying out her role as Booking Secretary. A great deal of commitment and involvement was necessary and the whole procedure and outcome has been most successful .
The Hall is now returning to some form of normality but the future is still very much an unknown because of the long term effect of Covid. However the investments made over the last 20 years in raising the standard of the hall and plans for the future will ensure that we remain prosperous by continuing to be an attractive venue for use by both the local community and beyond.
B G Rayment 16/09/21
Kennet Valley Hall Annual Report 2020 - 2021
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Treasurer’s statement
This has been a challenging year for many organisations and we at the Kennet Valley Hall are not protected from the effects. Normal patterns of village and community life have been severely disturbed and are recovering slowly but it is going to take a long time. The Hall in lockdown during the autumn and winter periods saw its income reduce dramatically as can be seen in the graph below. Thankfully, the government schemes to support the economy have allowed us to ride this disturbance and plan for a ’build back better’ future.
Compared to the last non-Covid year 2018/19 income from bookings fell by 50% but thankfully this was mirrored by a fall in energy and water by a similar amount. The fixed costs remained throughout this year but we have been able to plan and initiate projects to keep the Hall as a leader of its type in the area.
We have been very grateful for the £17,600 of government support which has allowed us to plan for improvements to the Hall’s ventilation and energy efficiency. We believe that this investment is important if we are to allow large indoor events over the winter period in a Covid safe manner.
As the Chairman’s report mentions the balance of the Hall’s users has shifted to a younger age group due largely to Covid. However we are please to encourage these groups to stay with the Hall as we offer such a good space and environment for their activities. We continue to support the local primary school by providing a large indoor and outdoor sports venue.
Fundraising has dropped to zero and is likely to remain so as the staples of Christmas and Easter Bingo and Harvest Supper attracted an older audience that will take time to get confident in returning to larger events. Again, we hope the ventilation scheme will assist and we are hearing from groups that could move to the Hall in light of this investment.
The Hall continues to be strongly supported and appreciated by its users. The continuing investment plan and maintenance of a high quality offering put the Hall on a secure footing for the future despite the turbulence around us.
Kennet Valley Hall Annual Report 2020 - 2021
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Financial review from August 2020 - July 2021
In the year ended 31 July 2021 net receipts were £14,760 (2020: £8,130 net payments). The Statement of Receipts and Payments is shown on page 8 and the Statement of Assets & Liabilities is shown on page 10. The reserves balance carried forward into next year and available for the unrestricted general purposes of the Charity are £30,803 of which £22,000 has been committed to improving the ventilation system.
The funds to support and maintain the Kennet Valley Hall are raised by: Letting charges on the Hall and its facilities.
Fundraising events.
Capital grants from various bodies to support larger maintenance and improvement projects. (Post this financial year, £10,000 has been awarded by the Lottery Community fund towards the ventilation project and application for support has been to Marlborough Area Board)
Letting charges for calendar year 2021
Local Community Concessionary Hirers
Regular groups – fundraising and social events Local residents (excluding wedding receptions)
£6-00 per hour £16-00 per hour
General Hirers
Security Deposit (Refundable) General Hire of Main Hall & Facilities Wedding Receptions Charity / Not For Profit Groups – Meetings & Events Children’s Birthday Parties – (Up to Age 14)
£100-00 £22-00 per hour £25-00 per hour £10-00 per hour £17-00 per hour
Use of Changing Rooms & Sports Field
(1st April – 31st October)
£6-00 per hour
David Throup 4th Oct 2021
Reserves Policy
The Kennet Valley Management Committee has a policy of keeping sufficient funds available to cover emergency repairs in periods of time when Hall rentals may temporarily fall off in a four month period. This is calculated as 1/3[rd] of normal running costs of the previous year. On current averages the minimum reserve to carry forward works out to be approximately £4,500.
The unrestricted and uncommitted reserves actually carried forward at 31 July 2021 of £30,803 are well in excess of the minimum £4,500 and have arisen due to the continued good stewardship by the Hall Management Committee.
The excess funds are available to be used to improve the facilities at the Hall.
Declaration
The Trustees declare that they have approved the Trustees’ Report above.
Signed on behalf of the Charity’s Trustees
Brian Rayment Chair Date approved: 4th October 2021
David Throup Treasurer
Charity Address: Correspondent for the Charity Commission Kennet Valley Hall David Throup Overton Road Longmynd Lockeridge Lockeridge SN8 4EL SN8 4ED
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Kennet Valley Hall Annual Report 2020 - 2021
INDEPENDENT EXAMINER’S REPORT TO THE TRUSTEES OF KENNET VALLEY VILLAGE HALL
REGISTERED CHARITY No 305558
YEAR ENDED 31 JULY 2021
Respective responsibilities of trustees and examiner
The charity's trustees are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”). The Accounts are set out on the Accounts Pages 8 to 10.
The charity’s trustees consider that an audit is not required for this year under section 144 of the Act and that an independent examination is needed.
It is my responsibility to:
examine the accounts under section 145 of the Charities Act,
to follow the applicable Directions given by the Charity Commission (under section 145(5)(b) of the Act, and to state whether particular matters have come to my attention.
Basis of independent examiner’s statement
My examination was carried out in accordance with general Directions given by the Charity 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 the trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently no opinion is given as to whether the accounts present a ‘true and fair’ view and the report is limited to those matters set out in the statement below.
Independent examiner's statement
In connection with my examination, no material matters have come to my attention which gives me cause to believe that in any material respect:
accounting records were not kept in accordance with section 130 of the Charities Act or
the accounts do not accord with the accounting records
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached.
Signed:
Roger Wheeler BSc Econ Dated: Accountant Roger John & Co 1 Farrar Drive Marlborough SN8 1TP
Kennet Valley Hall Annual Report 2020 - 2021
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Kennet Valley Village Hall
Registered Charity No 305558
Receipts & Payments Account Year ended 31 July 2021
| Unrestricted Restricted Funds Funds RECEIPTS £ £ Lettings Local organisations, residents, groups 4,741 General hire, weddings 1,841 Charitable/fundraising organisations 183 _ Total lettings 6,765 Fundraising income - Details on page 9 - Donations and grants- Roof replacement - Lottery funding - - Wilts Council, Covid Support Grants 17,598 Utility income -Telephone, electric meters, insurance contributions - 42 Hall rental deposits received 1,700 _ TOTAL RECEIPTS 26,063 42 PAYMENTS Fundraising expenses- Details on page 9 - Administration - Details on page 9 651 - Building maintenance- Details on page 9 2,525 - Utilities & services - Details on page 9 3,366 42 Improvements, Other - Details on page 9 3,080 - Sports field & grounds- Maintenance 666 Hall rental deposits returned 1,015 Roof replacement - - _ TOTAL PAYMENTS 11,303 42 _ NET RECEIPTS 14,760 - TRANSFERS BETWEEN FUNDS - - TOTAL FUNDS LAST YEAR END 16,043 - _ TOTAL FUNDS THIS YEAR END 30,803 - |
Total 2021 £ 4,741 1,841 183 _ 6,765 - - 17,598 42 1,700 26,105 - 651 2,525 3,408 3,080 666 1,015 - _ 11,345 14,760 - 16,043 30,803 |
Total 2020 £ 5,525 1,414 1,806 _ 8,745 5,768 32,536 10,000 83 1,900 59,032 3,603 1,525 3,975 5,517 2,277 447 2,485 47,333 _ 67,162 (8,130) - 24,173 16,043 |
|---|---|---|
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Kennet Valley Hall Annual Report 2020 - 2021
Kennet Valley Village Hall
Registered Charity No 305558
Receipts & Payments - Support Detail
| £ £ £ £ FUND RAISING - NET INCOME 31.7.21 Income Expense Net Income - Moviola & cinema - - - 2,133 - Bingo, Christmas & Easter - - - 1,482 - Harvest Supper - - - 495 - KVADS Panto - profit share - - - 532 - Talks - profit on bar - - - 1,126 - Other & Bar stock adj - - ______ ______ ______ ______ - - - 5,768 __ _ ___ Easter Bingo 2020 cancelled due to Covid 19 pandemic Unrestricted Restricted Endowment PAYMENTS Funds Funds Funds £ £ £ Administration - Office supplies, services, expenses 142 - Internet services, website, booking system 389 - Licences, PRS, Hall Assn. etc 120 __ 651 - - __ Building maintenance - General, inc fire extinguishers, floor 927 - Janitor's monthly fee - - Janitorial additional cleaning 378 - Janitorial materials & other costs 24 - Cleaning after school use 772 - Lights, heating, inspect portable equipment 424 __ 2,525 - - __ Utilities & services - Electricity 1,438 - Insurance 1,019 42 - Telephone & broadband 374 - Waste collection 118 - Water charges 417 __ 3,366 42 - __ Improvements & other - Protect access to field 1,487 - New chairs & tables 693 - Car park lines & netball lines for KV School 900 - Create cupboards from unusable showers - __ 3,080 - - __ |
£ 31.7.20 Expense 1,851 70 276 349 1,013 44 ______ 3,603 __ Total Funds 2021 £ 142 389 120 651 927 - 378 24 772 424 _ 2,525 1,438 1,061 374 118 417 3,408 _ 1,487 693 900 - 3,080 __ |
£ Net 282 1,412 219 183 113 (44) __ 2,165 _ Total Funds 2020 £ 471 520 534 1,525 _ 540 300 188 1,017 630 1,300 3,975 2,814 1,028 324 639 712 _ 5,517 2,202 - - 75 __ 2,277 _____ |
|---|---|---|
Kennet Valley Hall Annual Report 2020 - 2021
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Kennet Valley Village Hall
Registered Charity No 305558
STATEMENT OF ASSETS AND LIABILITIES 31 July 2021
| Unrestricted | Restricted | Restricted | Endowment Total FundsTotal Funds | Endowment Total FundsTotal Funds | Endowment Total FundsTotal Funds | Endowment Total FundsTotal Funds | |
|---|---|---|---|---|---|---|---|
| Funds | Funds | Funds | 2021 | 2020 | |||
| £ | £ | £ |
£ | £ | |||
| CASH FUNDS & FUNDRAISING STOCK | |||||||
| Balance per Bank Statement - Lloyds Bank | 30,659 | - | - | 30,659 | 15,937 | ||
| Add: Receipts not yet on bank statement | - | - | - | - | - | ||
| Less: Cheque payments not yet presented | - | - | - | - | (85) | ||
| ______ | ______ | ______ |
______ | ______ | |||
| Bank balance in accounts | 30,659 | - | - | 30,659 | 15,852 | ||
| Cash & amounts due | 126 | 126 | 86 | ||||
| Fundraising stock | 18 | 18 | 105 | ||||
| ______ | ______ | ______ |
______ | ______ | |||
| Totals as per R&P Summary- page 1 | 30,803 | - | - | 30,803 | 16,043 | ||
| ______ | ______ | ______ | ______ | ______ | |||
| OTHER MONETARY ASSETS | |||||||
| Debtors - None | - | - | - | - | - | ||
| ______ | ______ | ______ | ______ | ______ | |||
| INVESTMENT ASSETS | |||||||
| None. | - | - | - | - | - | ||
| ______ | ______ | ______ | ______ | ______ | |||
| ASSETS RETAINED FOR THE CHARITY'S OWN | USE | ||||||
| Endowment: | Land, Buildings & Equipment |
Land was donated to Charity in 1976 on which to build new Village Hall. The sale proceeds of previous hall & ground (from conveyance dated 1931) used in 1976 to build new Village Hall. Improvements have been made to ground and buildings since 1976 such that: Insured value - Buildings & Outbuildings 664,141 664,141 650,481 Insured value - Contents, Equipment, Fixtures, Fittings 31,053 31,053 30,683
Sports field Part A: The larger part - Lease & trust dated 23 February 1976, as amended on 16 July 1990. 90 year lease commencing 1 February 1976. Part B: The smaller part - Licence to occupy dated 1 February 1976.
No expiry date other than 12 months' notice by the licensor.
Note re sports field maintenance: The sports field is maintained by the cricket club at their expense in exchange for the free use of the grounds.
| LIABILITIES None.(2020: Field access protection ) Expenditure commitment: Hall ventilation system approved, not yet contracted |
______ - __ - ______ - ____ 22,000 |
______ - __ - ______ - ____ |
______ 695,194 __ - ______ - ____ - |
______ 695,194 __ - ______ - ____ 22,000 |
__ 681,164 _ 1,405 1,405 ___ - |
|---|---|---|---|---|---|
The Accounts pages 1 to 3 were approved by the Trustees on 4th October 2021 and signed on their behalf by
David Throup
Treasurer
Brian Rayment
Chairman
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Kennet Valley Hall Annual Report 2020 - 2021
Kennet Valley Hall Annual ReFX)rt 2020 2021 11
KENNET VALLEY VILLAGE HALL REGISTERED CHARITY No 305558