– Pitton Village Hall Trustees report for the year 2021
Chairman’s report
“My report for 2021 will, as for 2020, be fairly brief for reasons which don’t need repeating as the Covid 19 pandemic continued to affect both our individual and community lives. However, despite the restrictions imposed to a greater or lesser extent on the day-to-day operations of the Village Hall, a fair number of activities took place and certainly some of the much-loved events were able to go ahead. Furthermore, some of those organisations, that had ceased hiring the Hall, returned whilst the Pre-school managed to continue throughout the year almost without a break albeit with the necessary tight controls.
The management of the Hall by Trustees was maintained almost normally following the delayed AGM in March 2021 held via Zoom. The four scheduled meetings were all held in the Village Hall, and Trustees have enthusiastically addressed the business in hand. The Hall Manager, Chris Emden, is, again, worthy of special mention in ensuring the strict measures laid down by the government to prevent any spread of the virus were met and the Hall was always ready, particularly when one occupant was quickly followed by another. We are extremely well served by Chris in this respect in addition to carrying out his regular duties.
The elected officers on the Committee have provided a first-class service in discharging their respective roles thus enabling the issues arising from time to time to be dealt with in a professional manner. The finances are particularly robust as Brian Cudby will report and, with proposals for improving the Hall beginning to take shape, after an enforced delay, this will be very important in looking ahead.
Meanwhile, Jill Gore will have completed two terms of three years as Bookings Secretary at this Annual General Meeting for which my personal, and, no doubt, all Trustees, thanks are well deserved. She is planning to stand down this year and someone to carry on this very valuable work is being sought.
Lorna Taylor, as Secretary, completes her first three-year term this year and has indicated a willingness to continue in this extremely important position. Again, my thanks go to her for keeping the paperwork and Dropbox in good order.
I mentioned briefly above the proposed improvements to the Village Hall and it is with great optimism and enthusiasm that Trustees are now looking at injecting some real momentum into translating the aspirations of many residents of Pitton into reality. It has been well over three years since, what has been, an extensive consultation with a whole range of interested parties began to consider how the Hall could be improved to give villagers more opportunity to make use of its facilities. It is hoped to develop proposals over the course of the next few months before, again, engaging residents in the presentation of plans, identifying grant and other funding opportunities and establishing a realistic time frame of tasks. Meanwhile, some minor areas of expenditure have taken place to address shortcomings raised by the various groups that use the Hall which it is hoped will benefit those hiring the premises in future.
I concluded my report last year by hoping, very much, to see a return to some form of “normality” during 2021. Those same sentiments apply once more to the year ahead and I’m sure we all look forward to many, if not all, of the events, for which Pitton has become well known in the past, taking place unimpeded in 2022. “
Treasurer’s Report and approval of the annual accounts – The statement of Financial Activities and Balance Sheet and Brian’s Treasurer’s report for the year to 31 December 2021 had been made available and had been approved by the Independent Examiner. Brian’s complete report follows:
Treasurer’s report
“The Village Hall is registered with the Charity Commission (no. 305560) and is constituted by Deed of Covenant. The Charity is administered by a Management Committee comprising: Chairman, Mr Tim Hawkes; Secretary, Ms Lorna Taylor; Treasurer, Mr Brian Cudby; Bookings Secretary, Mrs Jill Gore and Elected Member, Mrs D McIsaac; plus Representative members from a range of Village organisations and groups.
The object of the Charity is to provide and maintain the hall and playing field for the communal benefit of the inhabitants of Pitton and its surrounds. The Management Committee aims to fulfil this objective by providing facilities for use by voluntary organisations serving the community as well as hiring out the hall to non-village people and organisations for meetings, parties or other social functions. The Charity contracts a part-time Hall Manager and it depends on the continuing help of local volunteers to raise funds.
While the pre-school operated continuously throughout the year other bookings only started to come through from the middle of April. Hall hire income was £8,590 (£6,231 in 2020). The pre-school continued to be the biggest hirer.
There was an exceptional item of income of £18,532 (£10,000 in 2020) being a COVID-19 grant and we received donations of £496.
The Carnival was, again, cancelled - but we ran an on-line Auction of Promises and a Picnic on the village hall field which raised £1,694. The PVH 100 Club raised £3,592 (£3,757 from the Lottery and the PVH 100 Club in 2020). There was also a fundraising event which raised £473.
This brought the total income for the year to £35,964 (£22,822 in 2020)
Expenditure for the year amounted to £19,432 (£11,293 in 2020). This includes capitalised costs for a gazebo, stage maintenance, hedge works and a new warming oven - which totalled £8,864.
Overall, we achieved a surplus of £16,532 (£11,529 in 2020). However, if we exclude the exceptional items (£18,532 grant and £8,864 capital items) that leaves us with an underlying surplus of £6,863.
There is £40,205 in the general reserve account (£21,598 in 2020).
We have set the budget for 2022 to achieve an increase in hall hire income of £2,700 over 2021, which is back to the pre COVID level of over £12,000.”
Pitton Village Hall
Financial Activities Comparison
January - December 2021
| TOTAL | |||
|---|---|---|---|
| JAN - DEC 2021 | JAN - DEC 2020 (PY) | ||
| Income | |||
| 100 Hall hire | 0.00 | 0.00 | |
| Hall hire | 8,590.25 | 6,230.90 | |
| Heating Tokens | 1,152.00 | 892.50 | |
| Pittonque | 0.00 | 110.00 | |
| Tennis Court | 0.00 | 95.00 | |
| Total 100 Hall hire | 9,742.25 | 7,328.40 | |
| 200 Fundraising | 0.00 | 0.00 | |
| Carnival profit | 1,694.10 | 363.66 | |
| Film Night | 0.00 | 385.50 | |
| Fundraising event | 473.00 | 0.00 | |
| Lottery | 0.00 | 1,757.27 | |
| PVH100 Club | 3,592.00 | 2,000.00 | |
| Total 200 Fundraising | 5,759.10 | 4,506.43 | |
| 300 Other income | 0.00 | 0.00 | |
| Council grant | 18,532.00 | 10,000.00 | |
| Donation | 496.00 | 855.00 | |
| Marquee Hire | 1,435.00 | 0.00 | |
| Sundry Income | 0.00 | 132.00 | |
| Total 300 Other income | 20,463.00 | 10,987.00 | |
| Total Income | £35,964.35 | £22,821.83 | |
| TOTAL | £35,964.35 | £22,821.83 | |
| Expenditures | |||
| 500 Utilities | 0.00 | 0.00 | |
| Calor Gas | 0.00 | 54.00 | |
| Electricity | 1,321.66 | 1,174.67 | |
| Heating oil | 599.03 | 657.56 | |
| Telephone/Broadband | 242.95 | 522.71 | |
| Water rates | 376.70 | 299.55 | |
| Total 500 Utilities | 2,540.34 | 2,708.49 | |
| 600 Cleaning and maintenance | 0.00 | 0.00 | |
| Boiler service | 204.00 | 0.00 | |
| Cleaning | 2,860.00 | 2,145.00 | |
| Cleaning materials | 540.29 | 269.28 | |
| Domestic waste disposal | 51.36 | -26.35 | |
| Electrical work | 327.45 | 0.00 | |
| Fire ext serv | 66.00 | 120.00 | |
| Hall manager fees | 1,200.00 | 900.00 | |
| Repairs | 376.09 | 1,175.40 | |
| Small equipment | 0.00 | 159.66 | |
| Total 600 Cleaning and maintenance | 5,625.19 | 4,742.99 |
Cash Basis Wednesday, 12 January 2022 09:43 am GMT+00:00
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Pitton Village Hall
Financial Activities Comparison
January - December 2021
| TOTAL | |||
|---|---|---|---|
| JAN - DEC 2021 | JAN - DEC 2020 (PY) | ||
| 700 Field and garden costs | 0.00 | 0.00 | |
| Fencing | 0.00 | 637.12 | |
| Gardening | 0.00 | 36.28 | |
| Grass Cutting | 1,011.12 | 1,547.05 | |
| Total 700 Field and garden costs | 1,011.12 | 2,220.45 | |
| 800 General costs | 0.00 | 0.00 | |
| Computer software | 86.40 | 0.00 | |
| Insurance | 789.17 | 722.70 | |
| Licences | 366.24 | 399.12 | |
| Stationery | 0.00 | 43.80 | |
| Sundry expenses | 100.00 | 236.52 | |
| Wilts Village Hall Assoc | 50.00 | 50.00 | |
| Total 800 General costs | 1,391.81 | 1,452.14 | |
| 900 Capital works & improvement | 0.00 | 0.00 | |
| Appliances | 1,762.33 | 169.00 | |
| Car Park Improvements | 262.00 | 0.00 | |
| Gazebos | 1,075.95 | 0.00 | |
| Hedge | 550.00 | 0.00 | |
| Repair and maintenance | 3,343.20 | 0.00 | |
| Theatre lights | 1,870.73 | 0.00 | |
| Total 900 Capital works & improvement | 8,864.21 | 169.00 | |
| Total Expenditures | £19,432.67 | £11,293.07 | |
| NET OPERATING INCOME | £16,531.68 | £11,528.76 | |
| NET INCOME/(EXPENDITURE) | £16,531.68 | £11,528.76 |
Cash Basis Wednesday, 12 January 2022 09:43 am GMT+00:00
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Independent Examinerfs report to the trustees of Pitton Village Hall I report on the accounts ol Pitton Villa9e Hall for the year encled 31 December 2021. which are set out in the attached 2 pages. R?5pective responsibilities of trustees and èxaminer The charity's trustees are responsible for the preparation ol the accounts. The ¢haiity's trustees consider that an audit Is not reouired for this year under 5144121 of the Charities Act 2011 Ithe 2011 Acll and that an Independent examination is needed. It is my resp¢)nsibility lo-. examine the accounts under section 145 of Ihe 2011 Act". lo follow the prOdureS laid down In the general Directions given by the Charity Commission under section 14515llbl of the 2011 Act." and lo slate whether particular matters have come to my attenbon. Basis of independent examiner's report My examination was carried out in accordanGe wth the general Directions given by the Charity Comrnission. An examination Includes a review ol the accounting records kept by the chaiity and a comparison ol the account5 presented with those records It a150 irTrclu(Jes consideration of any unusLJal Items or ¢isclosures In the accounts. and seeking explanations from you as Ifustees Conrning any such atters. The proTrcJures undertaken do not Provide all the evidence that would be required ill an audit and consequently no opiriion Is 91ven as to whether the account5 present a true and fair" view and Ihe report 15 limited lo those maters sei out In the statement below Indepenilent examine5 ¥tatem¢nt n connection with my examination, no matter has corne lo my attention. 111 wttich gives me reasonable cause to believe thai In any material respect the requiretnent5. lo keep accounting records in accord8n¢e with section 130 of the 2011 Act." and to piepare accounts which accord with the accounting recor#s and comply wrth the aceouniing requirernenls of the 2011 Act have not been met". or 121 lo which. n my opinion. attention should be drawn In order to enable a proper understanding of the accounls lo be reached Name. Mandy Kèdey Relevant professi¢nal qu81ification or body." Association of Chartered Certified Accountants Address. The Old Bakery. High Street, Pitton. Salisbury. SP5 1DQ Date.
Pitton Village Hall Financial Activities January- December 2021 Jan- 2021 J4n- Dec 2020 Inc¢)m 10Q Hall hlro H•ll hir• 8.614 6.231 H•4tinoTOk$ a93 r•nnls Court 95 Tot41100 Hall hlr 1,716 7.328 200 Fulldr•lslng C4mlv41 proth Filrn 14hl Fundrniiing •vènt 1.684 473 .757 PVH100 Cluil Totsl 200 Fundialsln9 300 (hh¢rln¢4m• 3.592 ?ODO 5,759 4.506 Countll grant IB.532 10.000 49fj 85S M4rquqe Hlre Sundry Incorn Totsi 300 Oth•rln¢om Total In¢orn• ExpOndItMI 800 UtllW 1.435 132 20.403 10,987 22.822 35,988 ¢iorGas oil 599 658 Tlpphon•lBroadbnd Wat•rrtte 243 523 377 300 lotsl SOO util•$ 000 C419 and malnt&ninc• olr$FI¥lc4 Clè•rting Cl¢&ning mgt•rk•l¥ ODmestlc waste dl$pos•l Elg¢trkAlwork 2.7Q8 204 2.860 540 269 .26 327 Fire Dxtlery Ifall rnan•ytrfv¥ Rgpalrs Small 8qulpmont To¢aI600 CloaTrlny ad mplni•nn 1.2DO 900 376 5,626 4.743 F4nclng 637 3S Gr Cuwng Totsi Itpj Flgld 4nd g•rdon eoity eoo G•Treraleoyts CornputerJofh¥4 Insurn¢• 2.220 789 723 Lkwnces Statlongry Sundry èxpqnA•i WlhvlipO H411 A58OC 7tst&l 800 Gunornl colts 900 CApit¥l wo 8 imprOv•meni Appllanct ai P4rk knprov¢mqnt6 Glb05 44 237 50 1.3¥2 1A62 7.762 169 282 1.076 550 Rep•lran4 rnlntsn•nc• Th*itro 11ghts Totsi 900 Clpttal workb & Improvornent Totsi EApenditurAs Ntrllnt•l(EAh0ttr0l 3.343 8.064 19.43J 70,556 11,S29
Pitton Village Hall Balance Sheet As at 31 December 2021 31 December 2021 31 December 2020 Cash at bank and in hand Bank 44.231 27.699 Totsl Cash at bank and in hand 44.231 27.699 Debtors Customer Invobtos 24 Total Debtor¥ 24 Nèt current assets 44,255 27,699 Creditors.. amounts falling withln one year Current Llabilitles Total Credltors.. amounts falllng due wlthln on8 year Net current aets Iliabilitiesl 44,255 27,699 charlty lund8 3900 G8n8ral r8setV88 23,674 10.070 3901 Restrlcted reserves- see note 4.025 6.100 SurplusllDeficitl 16.556 11.529 Total Charlty fund8 44.255 27.699 Note.. Thè ltrvtrl of r88trlctèd rn8ervès 18 strt at the beginnifig of each tingncial year as SO% of anticipated income.