2020-12-31-accounts - Barton Le Clay Village Hall

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Barton Village Hall Management Committee Minutes of Annual General Meeting 14th October 2021

Present

This was the AGM for 2021 which had unfortunately been delayed due to Covid restrictions. It was chaired by Tom Chinnery. The main purpose of the AGM was to present the annual accounts for 2020 which had now been audited and required formal approval before submission to the Charity Commission.

Minutes

The Minutes of the previous AGM had been circulated and were taken as read. Keith Whitwell reported that the Minutes had incorrectly referred to presentation of the annual accounts for 2020 whereas they were the annual accounts for 2019.

Matters Arising

None.

Correspondence

None.

Finance Report

Keith circulated copies of the annual accounts for 2020 which had again been audited by Helen Rose. He commented on several particular items.

It was noted that the figure for hirings was substantially down on 2019 but this was of course directly related to the Covid pandemic and the fact that the hall had been closed for several months.

However the committee had received two grants from Central Bedfordshire Council during 2020 to cover loss of income during the shutdown. The first was paid in June amounting to £25,000 and the second in December for £2,000. There had also been a small grant of £259 from the parish council to cover the cost of new hand driers. Other income for 2020 included a small sum from fund raising for the table top sales and the rental income from the surgery for use of the car park.

It was noted that the committee had received a total sum of £4,125 from the Co-Op Community Fund for the purchase of an electric roller by the Carpet Bowls Club. This money was being held in a reserve account pending completion of the purchase.

With regard to general expenditure this was greatly reduced as salary payments were not made during the shutdown period and utility bills were also much lower than in previous years. However there had been a large payment for maintenance following the decision to go ahead with re-roofing the main section of the building.

Other expenditure had also been reduced e.g there was no charge by the Performing Arts Society and the parish council had waived our annual contribution for the maintenance of the access road.

Keith advised that it was largely because of the Council grants that the annual accounts showed a small surplus for the year of £2,090.

The accounts were formally adopted by the meeting (proposed by Jenny Archer and seconded by Gill George) and signed by the officers as a true record.

Booking Officer’s Report

In the absence of the Booking Officer no formal report was given but it was noted that the hall had been closed for much of 2020 due to the Covid pandemic. Fortunately it had been able to reopen during the current year and many of the regular bookings had returned.

Chairman’s Report

Tom presented his annual report – see attached.

Following this report there was much discussion on the future expansion of the village and the need for additional leisure and sports facilities. It was agreed that the committee should proceed with obtaining a feasibility study by SWA Architects. Keith confirmed that the village hall funds would be able to cope with this cost at the present time.

Any Other Business

There was a brief discussion on the problems currently being caused by the Covid pandemic. It was noted that many regular bookings were now coming back and it was hoped that other groups would restart shortly. Weekend bookings were also improving now that many of the official government restrictions had been lifted.

It was suggested that the village hall might invest in providing Wi-fi. Keith had looked into this and confirmed that it could be obtained for a small fee of £30 per month. It was agreed that this should be set up.

Election of new committee

The committee was re-elected with the exception of José Currant who had resigned as representative for the Camera Club. In the absence of nominations for the executive committee the current officers agreed to continue for a further year.

The new committee was as follows:

Tom Chinnery - Chairman Keith Whitwell - Treasurer Rita Winters - Secretary Maureen Turner – Booking officer Fred Turner - Gardener Tony Maltby – Wednesday Club

Carol Still – Carpet Bowls Julia Leafe - W.I. Gill George – Barton Players John Roberts – Parish Council Keith Badham – Upstage Group Jenny Archer - Elected Brian Stoten – Elected

Date of first meeting

The AGM closed at 8.35 pm and was followed by the normal monthly committee meeting.

Chairman’s report for AGM on 14[th] October 2021

It is over a year ago since we last met and a lot has happened. I could list all the trials and tribulations but we would be here all night; so I have listed maybe the important issues that have affected the Hall. This is not in date or order of importance.

The pandemic

Obviously this put us into a huge dilemma. The hall was closed for much of 2020 with no income. Fortunately we were able to survive on our reserves and grants. The grants were distributed through Central Beds Council but originated from Central Government.

We were also able to retain the services of Alan. Although we helped as much as possible, he was able to survive financially with the help of the Government furlough scheme. This did not maintain his income completely but the shortfall thankfully was manageable.

I am glad to say our bookings and finances are looking a lot healthier now for 2021. Most of you will know that the grants we received enabled us to draw on our reserves and re-roof the main hall during 2020.

General

Unfortunately the large waste bin situated outside the main entrance was vandalised earlier this year and had to be replaced. Keith will have details of the cost in his update of the current financial position of the village hall.

We have recently explored the possibility of installing 3-phase electricity into the hall. We have made extensive enquiries with the appropriate agencies. We knew that the Barton Players would welcome this as it would assist with their productions. However the cost would exceed £8,000 and it was felt that this cost could not be justified at the present time, particularly as the possibility of future lockdowns could not be ruled out.

We have also recently applied for a grant from an organisation call Thrive for a sum of £4,000 to replace our current lighting with LED. We became aware that grants were available through Simon Patterson of Beds RCC. If allowed this update could save some £1,000 per year on our electricity bill.

Future Plans

The main area of work over the past 18 months has centred around the future of the Hall itself. You will all be aware of the proposal to build 500 new houses on the

Higham Gobion Road. That proposal is now almost a reality. Along with the development goes the availability of a considerable amount of “Section 106 grant money”. This is money that is paid by the developer to Central Beds Council to help with the additional needs of the village (and surrounding area) to cope with the development. I would stress that this money is allocated by Central Beds Council and it may be that they deem it should be directed elsewhere in their area.

However we have worked on the assumption that the money will come to Barton. Our parish council, I believe, are working on a similar assumption. They have hired a company to explore the needs of the village in regard to leisure activities. We have met with both the parish council and a representative of the company they have hired (Tim Wall - who incidentally lives in the village). We expect a copy of his report shortly.

This Section 106 money is only available for new projects and not for existing ongoing matters such as maintenance or redecoration. The money is supposed to help the village cope with the expanded population that 500 houses would bring. One problem for us is that the village hall is full in terms of regular bookings and it is reasonable to assume that an expanded village population would put extra demands on the hall, which we could not fulfil.

Hopefully the parish council’s leisure report will help to demonstrate the shortfall of facilities in this area as they are meeting with many of the village groups. However we have assumed that the services provided by our present village hall will be inadequate.

It may be that we could extend the village hall on the existing site, or alternatively it maybe that a new hall could be the solution. To give us some idea of what is possible, we have met with a firm of architects who specialise in this area (SWA Architects) and they have given us some initial thoughts on what other villages have done. To give us a more detailed and comprehensive view, they would need to undertake a feasibility study. This would cost in excess of £5,000. If we decide to proceed with this route, we would need to look at how to meet this cost.

Tom Chinnery Chairman

CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Sectlon A Independent Examlner's Report Report to the trustsasl members of 8ALTo*J Lt CLAY VILLAGE On accounts for the year ended Charfty no {If any) 12-22> 3ogi87 Sel out on pages I report lo the INstees on my examination of the accounts of the above charity {'Ihe Trust.) for the year ended Responslbllltles and As the charrty trustees of thè Trust. you are responsible for the preparation b451s of report of the accounts in accordance with the requiremenls of Ihe Charities Act 20111.lhe ACVI. I report in respect of my examination of the Trusl's accounts carried out under section 145 of the 2011 Acl and in carying out my examination, I have followed the applicable Direciions given by the Charity Commisslon under section 145(5)Ibl of the Act. I have completed my examlnatlon. I confimi that no materlal matters have come to my attention (other than that disclosed below") in connection with the examination lch gives me cause lo believe that in, any materi81 respect.. accounting reccffds were not kept in accordance wlth section 130 of the Act or the arLounts do not 8ccord with the accounting records I have no ¢oncems and have come acro88 no other matters In connection whh the examination to lch attention should be drawn in order lo enable proper understanding of the accounts to be reached, R8ase delete the words in the brack8ts if they do not apply. Independent exarnlner's Statement Slgned.. Date: 20..- Name: Relevant prolesslonal quallflGatlonls) or body {If any): Address: ++l<V IER October 2018

Barton Village Hall registered charity no:308187 Income and expenditure account for the year ending 31st December 2020 Note 2020 2019 In¢ome Hall Hire Car Park Rental Income Fund Raising Grants Interest Donations Transfer from reserves 10,709 3,921 539 27,259 31,990 3,812 1,152 246 12 804 Totsl Income Expenses Staff salaries Maintenace Repairs Insurance Water Gas Electricity Refuse Collection Committee Expenses Staff Telephone Postage Electrical, Gas & Fire Testing PRS Licences Miscellaneous Auditor5 fees Depreciation 11,631 22,742 1,613 343 1,746 1,209 428 -10 18,968 6,710 1,539 426 1,922 2,634 906 27 14 77 656 180 807 108 250 955 180 70 250 Total Expenses Surplus/Deficit for year 2,090 1,973

Barton Village Hall registered charity no:308187 Staement of Assets and Liabilities as at 31st December 2020 Note 2020 2019 Fixed Assets Land and Buildings Equipment 136385 136,385 13.371 149 756 13121 149506 Current Assets Debtors Treasurer5 Bank Account Fund Raising Bank Account I Fund Raising Bank Account 2 Special Projects Account Cash in Hand 1819 14919 3805 2922 3,970 7,878 3,801 2,922 195 23660 167 Liabilitles Deposits received In advance Creditors -501 -238 -739 Reserve$ Co-op Reserve I Co-op Reserve 2 (Bowls Club) Roof Reserve 821 -821 4125 -804 4946 Net assets 168220 166 130 Represented by: Revaluatlon reserve Accumulated fund 12000 12,000 154,129 156219 Approval of accounts We approve the above financial statement5 and confirm that we have made available all relevant records and information for their preparation. Mr. K Whitwell Mrs. R Winters Mr. Thomas Chinnery Treasurer Secretary Chairman