The Bayston Hill Memorial Hall Registered Charity No: 518280
Treasurer’s Report for YE 31 Mar 2022 and presented at the AGM
This year has seen the 2[nd] lockdown play itself out and mixed fortunes for the hall. We were closed in March and April of 2021 with just the Margaret Oliver room opening in May, June, and July. The Hall was fully open during Aug and September, with low usage, and then fully engaged and busy in the last 6 months of the year. The increase in usage since Christmas has been considerable.
Charges: I am conscious that the expectation is for charges to rise currently in line with our own costs including cleaning, maintenance and of course energy. However, we have a distinct advantage over most in that we have a fixed rate for another 2 years on our energy bills. Also, we may be one of the few organisations to have come out of the pandemic relatively well off. Given the pressure on all our customers and in turn all their customers, to pay bills and keep the wolf from the door, I feel it would be appropriate for us to resist the temptation to follow the trend and consider maintaining our fees for the time being. Maybe reviewing again in January next year with a view to a proposal for committee’s consideration at an appropriate committee meeting thereafter.
We have no pressing need for additional funds, and I believe that it would also serve our purpose to ensure that our customers are aware of this, should we decide so to do. I have been approached by several customers eager to secure bookings in the long-term at today’s prices. Others have asked for latitude in paying their hire fees due to their customers having problems. We can afford to be the exception that stands out as a constant for the community. I would also be better able to gauge our financial performance over a 12 month period without the complication of a pandemic and enforced closures. This may then give us a more confident place from which to commit to larger projects to further enhance the facility of the hall.
There are several ideas on the plate for a re-balancing of charges to reduce admin time and make the system fairer and more equitable, but I don’t see these small changes making much difference to the whole and they are still being discussed prior to being put before the committee.
The balance: Despite the hall having been closed to business, or running a reduced service for the whole year, the balance going forward has increased by a little short of £5K. This is due mostly to the efforts of the Chairman. Without the grants he has secured for the hall over the year we would not be so well prepared for the restart of normal business.
The Parish Loan: The Committee agreed to repay the balance last year when it stood at £1992. However, it was agreed with the Parish Clerk to delay this whilst the office was so busy. The balance now stands at £954 and is reducing with Parish use of the hall at a rate which will see it paid off in about 18 months. I am content for this to be the case should the committee agree.
The Green Agenda: Shropshire Council has set a target for Carbon Neutrality of 2030 and Bayston Hill Parish Council has recently matched that. The Parish is now running a Carbon Neutral Working Group which will inform the full council on matters relating to meeting that target. We will have a part to play in examining our operation for savings in energy use and minimising carbon production. Our solar panels are already in place and now paying us a dividend again, the MCS certificate having been amended. Fitment of a self-closing sliding door (see below) will help along with undertaking a more detailed building audit in due course (Anthony to advise please).
WIFI internet access is now established and extended to serve both ends of the hall. Customer feedback is very positive. Without WIFI the Parish Clerk would not have been able to work in the Burgs room for most of January. Having the WIFI has already attracted new customers for whom the WIFI was a pre-requisite. £35 per month for the phone line and the broadband contract is well worth it. Our contract with Zen has secured a lifetime guarantee of performance and cost, an offer no longer on the table for new customers.
Improving the front door for wheelchair access and to make it more secure is being considered, along with either a keyless or coded access. An electrically operated sliding door has been researched in detail. The advantage will be that the door cannot be left open – considerable savings in fuel (See March gas bill £1700).
Insurance validity. A change of front door will also help to address the problem of key control and keys being duplicated without permission. This is a serious problem when validity of insurance cover is considered. We have extended our insurance to cover use of privately operated bouncy castles (£49). Whilst looking at the policy it was decided that a review was appropriate, so the Chairman kindly agreed to conduct an audit of the hall, its fixtures, fittings, and contents to ensure our cover is appropriate and adequate - ongoing.
Roof, barge, soffits etc. To repair, better insulate and seal the roof the whole will be brought up to the same standard and at a competitive price. Economies in fuel use will result, reducing maintenance costs and carbon products. We have 2 quotes (Anthony leads on this).
Designated Funds Register : This does not restrict the committee’s use of these funds as the designation may be changed by the committee as they see fit.
| 1 | Costs in the event of the hall being closed to business. Set at 4 years previously. 4 x £3250. | 13000 |
|---|---|---|
| 2 | Goods/services purchased and not covered for replacement through fair wear and tear by hall insurance. | 3000 |
| 3 | Security Costs – Expenditure in advance of insurance claims to maintain the security of the hall premises. | 1000 |
| 4 | Roof, Barge, Soffits, Facias. Authorised. | 8100 |
| 5 | Front Door improvement. Authorised. | 7008 |
| Current Total of Designated Funds: | 29108 |
Fund management going forward : Sarah is looking into an online booking system which will reduce time dedicated to the task considerably, it may also prove to be popular with customers, giving them an informed and more immediate selection of options to choose from without tedious and complicated emails back and forth.
The hall balance continues to grow, despite the pandemic and lockdowns. My recommendation for the medium and long term is to find ways of benefiting the community through investment in the hall facilities. Our savings are earning very little, and I continue to look for safe opportunities for investment. However, there is no safer place than in the fabric and facility offered by the Hall for the well-earned community funds on account.
Memorial Hall Usage Density - Sept 21 to Mar 22
| Margaret O | Margaret O | Margaret O | All Day |
Lythwood | Lythwood | Lythwood | All Day |
Burgs | All Day |
Hall by Month |
|||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| am | pm | eve | am | pm | eve | am | pm | eve | |||||
| Sep-21 | 24 | 16 | 17 | 57 | 4 | 1 | 12 | 17 | 2 | 1 | 7 | 10 | |
| 30 | 80% | 53% | 57% | 63% | 13% | 3% | 40% | 19% | 7% | 3% | 23% | 11% | 31% |
| Oct-21 | 23 | 18 | 21 | 62 | 10 | 4 | 13 | 27 | 1 | 0 | 6 | 7 | |
| 31 | 74% | 58% | 68% | 67% | 32% | 13% | 42% | 29% | 3% | 0% | 19% | 8% | 34% |
| Nov-21 | 24 | 23 | 25 | 72 | 13 | 5 | 12 | 30 | 5 | 4 | 7 | 16 | |
| 30 | 80% | 77% | 83% | 80% | 43% | 17% | 40% | 33% | 17% | 13% | 23% | 18% | 44% |
| Dec-21 | 18 | 17 | 13 | 48 | 7 | 4 | 5 | 16 | 2 | 3 | 4 | 9 | |
| 31 | 58% | 55% | 42% | 52% | 23% | 13% | 16% | 17% | 6% | 10% | 13% | 10% | 26% |
| Jan-22 | 22 | 20 | 21 | 63 | 20 | 23 | 24 | 67 | 9 | 10 | 27 | 46 | |
| 31 | 71% | 65% | 68% | 68% | 65% | 74% | 77% | 72% | 29% | 32% | 87% | 49% | 63% |
| Feb-22 | 22 | 17 | 14 | 53 | 9 | 11 | 8 | 28 | 2 | 1 | 5 | 8 | |
| 28 | 79% | 61% | 50% | 57% | 32% | 39% | 29% | 30% | 7% | 4% | 18% | 9% | 32% |
| Mar-22 | 26 | 25 | 24 | 75 | 16 | 14 | 17 | 47 | 3 | 6 | 4 | 13 | |
| 31 | 84% | 81% | 77% | 81% | 52% | 45% | 55% | 51% | 10% | 19% | 13% | 14% | 48% |
| Apr-21 | Apr-21 | May-21 | May-21 | Jun-21 | Jun-21 | Jul-21 | Jul-21 | Aug-21 | Aug-21 | Sep-21 | Sep-21 | Oct-21 | Oct-21 | Nov-21 | Nov-21 | Dec-21 | Dec-21 | Jan-22 | Jan-22 | Feb-22 | Feb-22 | Mar-22 | Mar-22 | Totals | |||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Regular Hirers Other hirings Parking Donations/Grants Feedin Tariff Other Income Events Income Flicks Income Bank Interest |
203.00 | 503.00 | 389.00 | 183.00 | 926.00 | 298.00 | 1668.00 | 2133.00 | 1710.00 | 1792.00 | 3438.00 | 13243.00 4227.00 936.02 10730.16 661.37 38.76 0.00 438.00 217.73 |
|||||||||||||||
| 513.00 | 534.00 | 235.00 | 444.00 | 315.00 | 546.00 | 334.00 | 449.00 | 603.00 | 254.00 | ||||||||||||||||||
| 52.60 | 33.42 | 850.00 | |||||||||||||||||||||||||
| 8000.00 | 63.16 | 2667.00 | |||||||||||||||||||||||||
| 661.37 | |||||||||||||||||||||||||||
| 11.76 | 27.00 | ||||||||||||||||||||||||||
| 80.00 | 258.00 | 100.00 | |||||||||||||||||||||||||
| 0.43 | 0.88 | 0.43 | 214.37 | 1.62 | |||||||||||||||||||||||
| Monthly Receipts: | 8000.43 | 727.76 | 566.16 | 923.00 | 418.00 | 1450.00 | 898.88 | 2367.03 | 2500.42 | 4826.00 | 3459.37 | 4354.99 | 30492.04 | ||||||||||||||
| Cleaning and materials Ext Services Minor Repairs Ground Maintenance Admin/Expenses Electricity Gas Water Event/Purchases/Refunds IT Flicks Costs Bank Charges |
67.20 | 169.40 | 134.00 | 302.40 | 411.06 | 403.20 | 355.11 | 326.37 | 302.40 | 396.80 | 2867.94 1865.33 2265.08 3154.00 518.18 865.67 1229.08 335.91 7909.16 603.86 466.92 96.50 |
||||||||||||||||
| 200.00 | 271.60 | 1344.73 | 49.00 | ||||||||||||||||||||||||
| 426.00 | 89.70 | 43.68 | 512.50 | 334.20 | 499.00 | 244.00 | 116.00 | ||||||||||||||||||||
| 2834.00 | 320.00 | ||||||||||||||||||||||||||
| 39.32 | 21.94 | 61.62 | 39.51 | 161.85 | 129.25 | 64.69 | |||||||||||||||||||||
| 34.54 | 39.39 | 24.71 | 54.19 | 71.13 | 99.24 | 97.97 | 157.01 | 175.07 | 112.42 | ||||||||||||||||||
| 39.61 | 304.77 | 115.39 | 659.50 | 109.81 | |||||||||||||||||||||||
| 41.22 | 93.03 | 85.40 | 116.26 | ||||||||||||||||||||||||
| 42.00 | 4546.00 | 1322.17 | 590.00 | 77.00 | 500.00 | 195.00 | 313.00 | 323.99 | |||||||||||||||||||
| 115.98 | 230.44 | 85.66 | 34.99 | 34.99 | 34.99 | 31.82 | 34.99 | ||||||||||||||||||||
| 134.96 | 125.96 | 103.00 | 103.00 | ||||||||||||||||||||||||
| 8.00 | 8.00 | 8.00 | 8.00 | 8.00 | 8.00 | 8.00 | 8.50 | 8.00 | 8.00 | 8.00 | 8.00 | ||||||||||||||||
| Monthly Payments: | 515.61 | 7659.98 | 1604.58 | 337.48 | 1179.32 | 1336.93 | 1500.63 | 1781.90 | 2140.86 | 479.17 | 2535.28 | 1105.89 | 22177.63 | ||||||||||||||
| Balance b/fwd | 92850.97 100335.79 93403.57 92365.15 |
92950.67 | 92189.35 92302.42 |
91700.67 | 92285.8 92645.36 |
96992.19 | 97916.28 | 92850.97 | |||||||||||||||||||
| Receipts | 8000.43 | 727.76 | 566.16 | 923.00 | 418.00 | 1450.00 | 898.88 | 2367.03 | 2500.42 | 4826.00 | 3459.37 | 4354.99 | 30492.04 | ||||||||||||||
| Payments | -515.61 | -7659.98 | -1604.58 | -337.48 | -1179.32 | -1336.93 | -1500.63 | -1781.90 | -2140.86 | -479.17 | -2535.28 | -1105.89 | -22177.63 | ||||||||||||||
| Balance c/fwd | 100335.79 93403.57 92365.15 92950.67 |
92189.35 | 92302.42 91700.67 |
92285.8 | 92645.36 96992.19 |
97916.28 101,165.38 |
101165.38 |
5foN HIiL MEMORIAL HALL RE(p1S PAVMEPITS 20121 20W2Z ioiol 202V22 4.457.00 Regular HireTS 251.th) Other Hlr•rs 7C¥).(KJ ParknnB 19.931.(Kl tionationslGTrnts 637.49 Feed-ln Tar 30.00 Other Income Events Income 57.20 Flicks In¢om• 335.15 Bank Interest 13.243.lYJ 4.227.(M) 936.02 10730.16 661.37 38.76 1,145.88 canIng/materials 2.864.44 External Services 2.587.W Minor Repairs 374.24 Ground Maintenance 320.14 IAtminlExptn5es 671.76 Elert 2,302.80 Gas 218.S7 Water 10.84187 E¥ents1PurchIRefuftd 2.867.94 1.865.33 2.265.08 3.154.IXI 518.18 865.67 L229.08 335.91 7..16 603.86 466.92 438.tXI 217.73 S&OQ Fltks Costs 69.cil 8•nk Charges 2I.453.50 tot•1 96.50 177.63 16,3XU Tot•1 30,491.04 87,5.63 81(e brought forrd 114.304.47 92850.97 123J43.01 92850.97 &lance carried fon¥ard 114.30447 101.165.38 123.343.01 Balance represented by.. Shawbroo& 8ank CAF C#5h Accwnt CAF Gold Account 41,506.21 42,271.74 17387.43 101,165.38 I have txamlned the books of the Bayston Hill Mernorlal H•ll io4etherwrih support1#8 vouthers and bank staternent$. To the beM ol my Inowled6e and beliel Is • true tement of rec*pts and p•yThent5 for the year ended 31 March 2022. Signed Capacity Independent Examln¢r D•ie 7.5>7