KENNET VALLEY VILLAGE HALL
ANNUAL REPORT AND ACCOUNTS YEAR ENDED 31 JULY 2022
Kennet Valley Hall Annual ReFX)rt 2021 2022
KENNET VALLEY VILLAGE HALL REGISTERED CHARITY No 305558
YEAR ENDED 31 JULY 2022
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 2021 - 2022
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Chairman`s Report
Despite the continuing negative effect of the Covid Pandemic I am pleased to report another very postive and proactive year for the Hall. Two major projects have been concluded, each, in its own way, adding significant value to the Halls facilities – and reputation.
The Ventilation Project, although researched and planned in the previous year, was installed during the Autumn of 2021. The results have been quite amazing in providing a healthier environment for hall users, but equally has enhanced our reputation as a top class and “safe to visit” venue. A bonus has been the small positive effect on the hall`s energy consumption, a factor that is now becoming a major issue in the developing Cost of Energy crisis. Concluding the project and resulting from the major construction work involved, the ceiling needed a complete refurbishment which took place over the Christmas break.
There has been much debate about the deteriorating condition of the outside Shelter and Trim Trail. After considerable debate the Committee took ownership of the project and, for public safety reasons, adopted a plan to demolish and remove both the existing Shelter and Trim Trail. While planning this, further funding was obtained to provide a new Gazebo type Shelter complete with hard standing and seating. In conjunction with the Shelter a complete range of Outside Gym equipment was purchased and installed. The decision behind the Gym was a recognition that more local people are now interested in their Health & Wellbeing following the effects of Covid. The whole project cost amounted to circa £20K. Partly because of the benefits relative to Community Health & Welfare, two grants were obtained : £10K from The Postcode Lottery and circa £4K from the Marlborough Area Board. We are grateful to both organisations for their support. The balance of costs came from Hall reserves.
Partly due to the impact of Covid there has been a gradual change in the Halls user profile. Sadly the Over 60s and the Kennet Valley National Trust have now closed down due to lack of committee. Various KVH Social events like the movie nights have not taken place as they are no longer economic. However despite the Panto being cancelled for 2022 it is heartening to see that rehearsals are now taking place for 2023. On the positive side, because of the quality factors now associated with the hall, we continue to attract premium value hirers, ensuring that we can maintain our basic constitutional remit to provide a subsidised venue and meeting place for the local community.
My thanks to all the Committee for their commitment to supporting our village hall but a special thank you to the core team who make it all happen. We should all be very proud of the results of our efforts
Brian Rayment
Treasurer’s statement
I am pleased to report another positive year for the Hall. Now that we are back to a more ‘normal’ way of life I am pleased to see that bookings have returned to their pre-Covid levels in terms of number and that on average our hirers are staying longer. It is too early to say that this is down to all the health measures we have implemented but certainly the investments made have improved the Hall’s environmental credentials as well as the wellbeing of our hirers. We are grateful to our external funders who have helped with our work to make the Kennet Valley Hall such a special place.
The committee have agreed that we should raise letting charges to pre-empt the increased energy (electricity) costs. On studying the component of hiring charges that pay for the energy it has been agreed to raise charges by approximately 10% across all hirings effective September 2022. These increased charges will be actively reviewed during the coming year.
We now encourage a minimum of paperwork for hirers and nearly all financial transactions are electronic. As mentioned in the Chairman’s Report, the hirer profiles have changed over the years and accelerated post Covid. Local involvement by not-for-profit groups has reduced and been replaced by hirers looking to provide wellbeing style services like yoga and pilates. We are pleased to continue to provide subsidised hiring for the table tennis and the amateur dramatics societies both of which are currently resurgent under new leadership. The local primary school continue to use the Hall, netball court and sports field and we are pleased to be able to support them through the infrastructure investments we have made.
David Throup
Kennet Valley Hall Annual Report 2021 - 2022
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Kennet Valley Hall Annual ReFX)rt 2021 2022
Financial review from August 2021 - July 2022
In the year ended 31 July 2022 net payments were £10,654 (2021: £14,760 net receipts). The Statement of Receipts and Payments is shown on page 8 and the Statement of Assets & Liabilities is shown on page 11. The reserves balance carried forward into next year and available for the unrestricted general purposes of the Charity are £20,149 .
The funds to support and maintain the Kennet Valley Hall are raised by:
Letting charges on the Hall and its facilities.
Capital grants from various bodies to support larger maintenance and improvement projects. Fundraising events.
Letting charges for calendar year to the end of August 2022
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 31st Oct 2022
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 £4,000.
The unrestricted and uncommitted reserves actually carried forward at 31 July 2022 of £20,149 are well in excess of the minimum £4,000 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:
31st October 2022
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 2021 - 2022
INDEPENDENT EXAMINER’S REPORT TO THE TRUSTEES OF KENNET VALLEY VILLAGE HALL
REGISTERED CHARITY No 305558
YEAR ENDED 31 JULY 2022
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 11.
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
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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:
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accounting records were not kept in accordance with section 130 of the Charities Act or
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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 2021 - 2022
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Kennet Valley Village Hall
Registered Charity No 305558
Receipts & Payments Account Year ended 31 July 2022
| Unrestricted Restricted Total Funds Funds 2022 RECEIPTS £ £ £ Lettings Local organisations, residents, groups 10,226 10,226 General hire, weddings 2,987 2,987 Charitable/fundraising organisations 1,531 1,531 _ Total lettings 14,744 14,744 Donations and grants Ventilation scheme - N Lottery Community Fund 10,000 10,000 - WiltsC MAB 2,500 2,500 Sunshine Gym & Shelter - P's Postcode Lottery 10,000 10,000 - WiltsC MAB 3,972 3,972 Other 35 35 Wilts Council, Covid Support Grants - - Utility income -Telephone, electric meters, insurance contribu- tions - 68 68 Hall rental deposits received 3,600 3,600 _ TOTAL RECEIPTS 18,379 26,540 44,919 _ PAYMENTS Administration - Details on page 9 1,430 - 1,430 Building mainte- nance - Details on page 9 3,574 - 3,574 Utilities & services - Details on page 9 4,765 68 4,833 Improvements, Other- Details on page 9 14,717 26,472 41,189 Sports field & grounds - Maintenance 1,581 1,581 Hall rental deposits returned 2,966 2,966 _ TOTAL PAYMENTS 29,033 26,540 55,573 _ NET RECEIPTS (10,654) - (10,654) TRANSFERS BETWEEN FUNDS - - - TOTAL FUNDS LAST YEAR END 30,803 - 30,803 __ TOTAL FUNDS THIS YEAR END 20,149 - 20,149 |
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 |
|---|---|
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Kennet Valley Hall Annual Report 2021 - 2022
Kennet Valley Village Hall
Registered Charity No 305558
Receipts & Payments - Support Detail Year ended 31 July 2022
| Total | Total | |||
|---|---|---|---|---|
| Unrestricted | Restricted | Funds | Funds | |
| PAYMENTS | Funds | Funds | 2022 | 2021 |
| £ | £ | £ | £ | |
| Administration | ||||
| - Office supplies, services, expenses | 368 | 368 | 142 | |
| - Internet services, website, booking system | 629 | 629 | 389 | |
| - Licences, PRS, Hall Assn. etc | 433 | 433 | 120 | |
| ______ | _____ | _____ | _____ | |
| 1,430 | - | 1,430 | 651 | |
| ______ | _____ | _____ | _____ | |
| Building maintenance | ||||
| - General, inc fire extinguishers, floor | 843 | 843 | 927 | |
| - Janitorial cleaning | 452 | 452 | 378 | |
| - Janitorial materials & other costs | 497 | 497 | 24 | |
| - Cleaning contract | 1,230 | 1,230 | 772 | |
| - Lights, heating, inspect portable equipment | 552 | 552 | 424 | |
| ______ | _____ | _____ | _____ | |
| 3,574 | - | 3,574 | 2,525 | |
| ______ | _____ | _____ | _____ | |
| Utilities & services | ||||
| - Electricity | 2,019 | 2,019 | 1,438 | |
| - Insurance | 1,052 | 68 | 1,120 | 1,061 |
| - Telephone & broadband | 387 | 387 | 374 | |
| - Waste collection | 1,211 | 1,211 | 118 | |
| - Water charges | 96 | 96 | 417 | |
| ______ | _____ | _____ | _____ | |
| 4,765 | 68 | 4,833 | 3,408 | |
| ______ | _____ | _____ | _____ | |
| Improvements & other | ||||
| - Hall ventilation system | 9,627 | 12,500 | 22,127 | - |
| - Field shelter & sunshine gym | 5,090 | 13,972 | 19,062 | - |
| - Protect access to field | - | 1,487 | ||
| - New chairs & tables | - | 693 | ||
| - Car park lines & netball lines for KV School | - | 900 | ||
| ______ | _____ | _____ | _____ | |
| 14,717 | 26,472 | 41,189 | 3,080 | |
| ______ | _____ | _____ | _____ |
Kennet Valley Hall Annual Report 2021 - 2022
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Kennet Valley Village Hall
Registered Charity No 305558
STATEMENT OF ASSETS AND LIABILITIES
31 July 2022
| Unrestricted | Restricted | Restricted | Endowment | Endowment | Total Funds | Total Funds | |
|---|---|---|---|---|---|---|---|
| Funds | Funds | Funds | 2022 | 2021 | |||
| £ | £ | £ |
£ | £ | |||
| CASH FUNDS & FUNDRAISING STOCK | |||||||
| Balance per Bank Statement - Lloyds Bank | 19,985 | - | - | 19,985 |
30,659 |
||
| Add: Receipts not yet on bank statement | - | - | - | - |
- |
||
| Less: Cheque payments not yet presented | - | - | - | - |
- |
||
| ______ | ______ | ______ |
______ | ______ | |||
| Bank balance in accounts | 19,985 | - | - | 19,985 |
30,659 |
||
| Cash & amounts due | 164 | 164 | 126 |
||||
| Fundraising stock | - | - | 18 |
||||
| ______ | ______ | ______ |
______ | ______ | |||
| Totals as per R&P Summary- page 1 | 20,149 | - | - | 20,149 |
30,803 |
||
| ______ | ______ | ______ | ______ | ______ | |||
| OTHER MONETARY | |||||||
| ASSETS | |||||||
| Debtors - Hall usage pre 31 July | 1,088 | - | - | 1,088 |
- |
||
| ______ | ______ | ______ | ______ | ______ | |||
| INVESTMENT ASSETS | |||||||
| None. | - | - | - | - |
- |
||
| ______ | ______ | ______ | ______ | ______ |
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Kennet Valley Hall Annual Report 2021 - 2022
Kennet Valley Village Hall Registered Charity No 305558
STATEMENT OF ASSETS AND LIABILITIES
31 July 2022
| 31 July 2022 | ||||
|---|---|---|---|---|
| Endowment Total FundsTotal Funds | ||||
| Funds | 2022 | 2021 | ||
| £ | £ | £ | ||
| 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 | 726,455 | 726,455 | 664,141 | |
| Insured value - Contents, Equipment, Fixtures, Fittings | 24,753 | 24,753 | 31,053 | |
| 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. Expenditure commitment: None. (2021: Hall ventilation system approved) |
______ - __ - ______ - ____ - |
______ - __ - ______ - ____ |
______ 751,208 __ - ______ - ____ - |
______ 751,208 __ - ______ - ____ - |
__ 695,194 _ - - ___ 22,000 |
|---|---|---|---|---|---|
The Accounts pages 8 to 11 were approved by the Trustees on 31st October 2022 and signed on their behalf by
David Throup …………………………………..
Treasurer
Brian Rayment …………………………………..
Chairman
Kennet Valley Hall Annual Report 2021 - 2022
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KENNET VALLEY VILLAGE HALL REGISTERED CHARITY No 305558