2021-12-31-accounts - West Hallam Village Hall

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West Hallam Village Hall Charity Committee

Annual Report for the year ending 31[st] December 2021

Terms of reference and management

West Hallam Village Hall is registered with the Charity Commissioners (No 503723) and constituted under a Deed of Trust dated 11 November 1974. The charity’s purpose is to administer the hall as a community facility and to preserve the Grade II listed building for the future.

The management committee of Trustees includes members of the community elected at the Annual General Meeting, representatives of user groups and a representative of the West Hallam Parish Council. Meetings are normally held on the first Wednesday of each month in January, March, May, July, September and November. Despite the ongoing pandemic situation Trustees have continued to meet as necessary and 3 of those meetings and the Annual General Meeting have taken place online to ensure the safety of participants.

Trustees

The Trustees encourage and facilitate use of the hall as a much valued community space at the heart of West Hallam, manage the charity in line with best practice and work to secure the building for the future. During the past year the following have served as Trustees:

Representatives of user groups

Ann Ainsworth (Four Seasons Luncheon Club)
Ann Toplis (Girl Guiding UK and West Hallam Wells)
Roy Jackman (Wine Appreciation Group)
Caroline McFarlane (Portrait Group)
George Futers (Parochial Church Council)
Carol Jackman (Women’s Institute)
Joyce Mold (Erewash Ramblers)

Community representatives

Mary Butler
Paul Butler
Bruce Broughton  Karen Brown

West Hallam Parish Council Representative

Robert Mee

Coopted

Jude Hare

West Hallam Village Hall Charity Committee

Officers

Chair - Ann Ainsworth
Vice Chair – Carol Jackman
Secretary – Roy Jackman
Treasurer – Jude Hare
Bookings Secretary – Ann Ainsworth

Finances

The Annual Financial Statement for the business year 2021 accompanies this report and provides a detailed breakdown of the year’s activities. In line with good practice the charity keeps money aside as a reserve to protect against drops in income or allow it to carry out major repairs. The Annual Financial Statement details how much money is currently held in reserve. Our Reserves Policy which outlines the approach to ensuring business continuity is attached as Appendix A to this Annual Report.

Rental income, supplemented by fundraising, is generally sufficient to cover expenditure on services, utilities, maintenance and refurbishment. As in the previous year income has been reduced by the pandemic restrictions. In the early part of the year Derbyshire remained on Very High Alert status in Tier 3. Towards the end of the year public concerns about the spread of the Omicron variant led to further cancellations. On a more positive note we have been fortunate to receive a Local Restriction Support Grant. This grant was awarded as part of the government’s plan to support small businesses during the pandemic. The charity has also benefitted from a reduction in Business Rates.

Some limited fundraising has also been possible with plant sales and we thank the community for their continued support.

The Trustees acknowledge the financial support of the Parish Council with running costs.

Health and safety

Once again our efforts this year have been directed towards maintaining procedures and systems to ensure that the hall is a Covid secure environment and a safe community venue.

Premises and equipment

The West Hallam Village Hall Charity has a full repairing twenty year lease for the hall which is part of the built heritage of the village. The building is owned by the Scargill’s Educational Foundation. We remain

West Hallam Village Hall Charity Committee

indebted to the volunteers who carry out essential unpaid work in and around the building

The special architectural interest of the building and its Grade II listing requires that any work carried out does not affect its character. A notable original feature of the hall is the cast iron diamond paned windows. These were made by A. Handyside and Company of Derby. The company was renowned worldwide for their high quality decorative castings. During the year we have been able to carry out extensive external refurbishment of these casements.

Financial support from Erewash Borough Council through the Erewash Small Grants Fund enabled further improvements to drainage. Work also continues to prevent water ingress and damp with replacement roof flashing and tiles. Further repairs have also been carried out to the external brickwork with lime mortar.

Other major maintenance projects have included the re-varnishing of the timber constructed extension.

Summary of activities and achievements

Whilst there has been further disruption after the onset of the Omicron variant, regular users had begun to return during the latter part of the year as did private hirers. Community events including the Christmas Light Switch were able to take place once more at the hall. We were also pleased to welcome a number of new users including Zumba Gold, West Hallam Coffee Club and While I Breathe Yoga. We were also able to support local companies during the continuing uncertainty. Blondie Brownie Bakes made use of the outdoor space for a popup shop on a number of occasions.

Future developments

The Trustees will continue to encourage and facilitate use of the hall after the extensive restricted opening. We are also looking forward to resuming further community events including the West Hallam Open gardens and Village Show.

Maintenance and repairs to ensure the survival of the building will remain a priority.

West Hallam Village Hall Charity Committee

APPENDIX A

Reserves Policy

The reserves held by West Hallam Village Hall Charity form part of the unrestricted funds that are freely available to spend on any of our stated aims. These reserves are currently specifically set aside for the following purposes:

To manage uncertainty and loss of income due to unplanned closures, loss of a major income stream and unexpected large repair bills.

A Business Continuity Fund of £5000 is maintained.

To take advantage of new opportunities This reserve is currently £20851

This policy will be reviewed annually.

W•st Hallammllate Mall Annual Statement for 2021 Unresirkw R¢strktsd Rwer6• l Res•r¥es 2 Totsl Pre¥iou5 BALANCEOFFUND5 8rou8ht F¢)nvard frorn 2020 586 3.149 20,851 5,(UJ 29.586 24465 INCOME Fund Raislng Grants Donations Rental Inu)me Tot•1 IrK¢nln8 ft•s•u IA23 3223 17085 16335 130 2S21 12815 1725 4570 21.631 750 50 24.365 65ThJ 26988 750 1.873 Ex1¥Din1nE NewBuilding Prole¢t Emergency Repair Buet Bud8ett¢d Works CleaniTr8 Council Tax Flxtures and Fittirgs InsvrnKe Mèlntenar*e Mlxell•neou5 Rent Utsllri•s 370 1057 IS89 1145 370 3562 370 3076 2019 1375 1181 579 22 1211 1295 556 5ChJ 6214 1375 1181 579 4026 4026 Tot•1 Out¢otry R•swY 12612 2019 14631 16510 B•l•n¢• of Funds Funds erougth Forward Traft5tsr In Trnnsfer Oirt 3.149 20.851 29.586 24465 Tot•$ ol Fur•ls 3149 20,851 24586 19465 12.339 22,724 41943 29586 Profft i Loss tr Peyk 11753 -1269 I73 12357 5121 l eertfy that the Receipts and Paymènts Account is in accordance wlth the rectxds ofthe West Hallam Vllla8e Hall Charity Trustees Committee Mr M Needham, 4 Scar8ill . West Hallarn. Derbyshlre Si8ned Date ..l..S.- 6.1.-..2.Azz The at#)ve account was appro¥ed trythe Trustees on . And signed on behalf by Chatr ate. .Ql-G.3._2 VHAcccwnt2021111