Garthorpe Sports and Community Centre: Annual Report 2020-2021
1. Introduction
This is the annual report of the Garthorpe Sports and Community Centre for the financial year 1[st] May 2020 – 30[th] April 2021 (referred to hereafter as the “report year”).
2. Reference and Administrative Details
The Garthorpe Sports and Community Centre is commonly known as “Garthorpe Village Hall”. It is a charitable organisation registered with the Charity Commissioners (number 518417).
The charity is based at, and conducts the majority of its activities from:
Garthorpe Village Hall Shore Road Garthorpe Scunthorpe Lincolnshire DN17 4AD
The postal address is:
Secretary/Treasurer, Garthorpe Village Hall c/o Island Farm Garthorpe Scunthorpe Lincolnshire DN17 4AB
The trustees of the charity are:
Terence Simms
Cecilia (Jiggy) Lloyd Garthorpe & Fockerby Parish Council (custodian trustees)
3. Structure, governance and management
The charity’s governing document is a conveyance dated 17[th] August 1939, plus amending resolution dated 27[th] March 2017.
The charity is run by a Management Committee whose members can include but are not restricted to the trustees. The custodian trustees have the right to
appoint one member to the Committee. Other members of the Committee are appointed each year at the AGM following a period of advertising and receipt of nominations. In the event that nominations exceed the number of places available, members are selected by vote by all those present. There were no such elections at the AGM for the year in question and during the report year the members of the Committee were:
Joanne Smith Terence (“Sam”) Simms Jiggy Lloyd Jonny Martinson Samantha Peel
The objects of the charity are
“For the purposes of physical and mental training and recreation and social moral and intellectual development through the medium of reading and recreational rooms, library, lectures, classes, recreations and entertainments or otherwise as may be found expedient for the benefit of inhabitants of the area of benefit without distinction of sex or of political religious or other opinions subject to the provisions of these presents ”
4. Objectives and activities
It is the objective of the Committee to run the village hall so as to provide:
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a pleasant, accessible and affordable venue available for hire and use by local inhabitants, businesses and public service organisations for purposes compatible with the aim of a viable, sustainable and cohesive community of Garthorpe and Fockerby;
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entertainment, social gatherings, educational events, informative events and other activities that contribute to the economic, environmental, physical and mental well-being of the local community.
In pursuit of the first objective, the Committee levies a scheme of hiring charges which are regularly reviewed to ensure they are compatible with the objectives. The hiring charges are disclosed publicly. Events and activities (the subject of the second objective) may be run by the Committee or by other parties by arrangement with the Committee.
5. Achievements and performance
Activities and achievements during the report year were substantially affected by the Covid pandemic, and the legal restrictions and guidelines that were introduced in response to it. (These factors started to affect achievements and performance in March 2020 and continued to do so during the report year). As a consequence:
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Events that would in other circumstances have been organised by the Committee did not take place. The normal Christmas celebrations were replaced by the provision of celebratory Christmas gifts delivered to every house in the village.
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Hire of the hall by other organisations for their activities was substantially curtailed with a consequential effect on hire income.
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The renewal of “Lucky Numbers” was delayed from its usual time of January 2021 to April 2021, which affected the timing (but not the amount) of income that the hall generates from this activity.
In response to the pandemic the Committee:
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Continued to follow legal restrictions and advice (first issued in March 2020) emanating from the UK Government, ACRE[1] and the Village Hall Advisory Network operated by Humber and Wolds Rural Action.
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Continued to review and update its risk assessment and to provide hirers with copies thereof plus relevant guidance on the conduct of their activities.
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Installed and maintained the cleaning and sanitising facilities, “track and trace” notices and other facilities for hall users recommended in the guidance.
Despite the pandemic, the Committee was able to pursue two major projects to improve the hall, with the generous support of the SSE Wind Farm Community Fund. These were:
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“Energy and security”: installation of low maintenance, double-glazed doors and windows and additional roof insulation.
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“Floor and Heating”: installation of underfloor heating and hard-wearing “PolyFlor” tiles in the main hall, in place of the existing radiators and wood flooring.
For both projects, as required by the SSE Wind Farm Community Fund, the village hall contributed at least 10% of the total costs from its own funds.
6. Financial Review and Reserves policy
Details of the financial performance of the charity are provided in the annual accounts.
During the report year the village hall received Covid-related financial support as follows:
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Local Rates Support Grant
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SSE Covid support
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Closed Businesses Lockdown Payment
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Covid Business Grant
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Restart Grant
1 Action with Communities in Rural England
All these sources of support were administered by North Lincolnshire Council.
This support enabled the village hall to withstand the loss of income and additional costs caused by the pandemic during the report year and will provide further support for the following year(s) when loss of income and additional costs are expected to continue. Any surplus will be handled in accordance with the reserves policy. During the report year, this policy was as follows:
It is the policy of the Village Hall Committee to seek to establish and maintain a financial reserve sufficient to cover the following three elements:
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i) contingency costs : sufficient funds to meet the running costs of the Hall for a one year period, in circumstances in which income is nil. Such costs are to be defined with reference to costs over the previous three-year period (and are at the present time estimated to be £1500).
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ii) repairs and maintenance : sufficient funds to meet at approximately five-yearly intervals the costs of comprehensive internal and external decoration of the Hall and its immediate surroundings. Such costs are to be defined with reference to typical market rates (and are at the present time estimated to be in the order of £3000).
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iii) development opportunities : funds which are intended to be used for the purpose of substantial improvement and/or development of the facilities offered by the Hall, which will be of benefit to the residents of Garthorpe and Fockerby, and of the local community in general. The amount of money to be targeted is to be reviewed regularly in the light of circumstances; at the present time a target figure in the order of £4000 is considered appropriate.
The reserves policy is reviewed at least annually by the Committee and the next review will take place in April 2022, to take account of the experience of the pandemic and other factors.
The charity trustees have complied with their duty to have due regard to the guidance on public benefit published by the Commission in exercising their powers or duties.
An AGM to approve the accounts and this report was held on March 21[st] 2022 and the Committee authorised the Secretary/Treasurer to submit the accounts and this report on their behalf.
Secretary/Treasurer
22[nd] March 2022
Annual Accounts
2020-21
Garthorpe Sport & Community Ce
Income & Expenditure Account
For the Period 1st May 2020 to 30th April 2021
| Balance @1st May 2020 Business Reserve- Deposit Account Business Current Account Cash in Hand Total Income Total Expenditure Balance @30th April 2021 Business Reserve- Deposit Account Business Current Account Cash in Hand |
£6,504.47 £2,882.99 £308.86 |
|---|---|
| £9,696.32 | |
| £66,897.60 £44,946.62 £27,406.85 £3,915.75 £324.70 |
|
| £31,647.30 |
I have obtained all the information and explanations which in my opinion were n the purpose of the examination. In my opinion, proper books have been kept an statement of account is in agreement with the books of account, and presents a
Signed…......................................................... Nichola Shaw Date…............................................................
entre
£76,593.92
£76,593.92
necessary for nd the above a fair view.
Garthorpe Sport & Community Centre
Income & Expenditure Account
For the Period 1st May 2020 to 30th April 2021
Income
| Grant SSE Energy and Security Grant SSE Flooring and Heating SSE Covid Support Grant NLC Covid Support Grants Hall Hire Lucky Numbers Christmas Eve collection Sale of Drink Stock Donations Bank Interest |
11764.34 25000.00 300.00 28565.00 165.00 822.50 36.13 81.00 161.25 2.38 |
|---|---|
| 66897.60 |
Expenditure
| Expenses SSE Energy and Security Expenses SSE Flooring and Heating Expenses SSE Garden Project Electricity Water Heating Oil BT Insurance Cleaning Supplies Stationery and Misc HWRCC Membership Equipment Repairs and Servicing Lucky Number Prizes Christmas Gifts Christmas Lights and Other |
11738.28 28594.23 722.39 268.11 68.95 407.09 263.31 559.50 599.48 166.90 100.00 115.75 435.00 768.20 139.43 |
|---|---|
| 44946.62 |
Garthorpe Sport & Community Centre Annual Accounts 2020-21
Garthorpe Sport & Community Centre Ihc(ne & Expenlkturt A¢¢ount Forthe Period 1st May 2020 to 30th April 2021 Balance @1st May 2020 Bu51ness ReseNe- Deposft Account BusSness Current Account Cash in Hand £6.504.47 £2.882.99 £308.86 £9,696.32 Totsl Income £66,897.60 £76.593.92 Total Expendlture £44,946.62 Balance @30th Aprll 2021 Buslness Reserve- Deposit Account Buslness Current Account Cash in Hand £27.406.85 £3.915.75 £324.70 £31,647.30 £76.593.92 I have obtained all the information and explanations which in my opinion were necessary for the purpose of the examlnatSon. In my opinion, proper book5 have been kept and the above gtstement of ae¢ount is in agreement wlth the books of accounL and presents a falr wew. Signed............................................................ Nichda shaw Date... l. b. 1022
Garthorpe Sport & Community Centre In¢ome & Expenditure Account For the Period 1st May 2020 to 30th April 2021 Incoffl• Grant SSE Energy and Securfty Grant SSE Flooring and Heating SSE Covid Support Grant NLC Covid Support Grants H811 Hire Lucky Numbers Christm8$ Eve collection Salo of Drfnk Stock Donations Bank Intsrest 11764.34 25000.00 28565.00 165.00 822.50 36.13 81.LM) 161.25 88897.60 Expendltur• Expenses SSE Energy and Security Expensas SSE Flooring and Heating Expenses SSE Garden Propct El8¢tncAty Water Heats'ng Oil BT Insurance Cleaning Supplies ststionery and Misc HWRCC Membership Equipment Repairs and Servicing Lucky Number Prizes Christmas Gifts Christmas Lights and Other 11738.28 28594.23 722.39 268.11 407.09 263.31 559.50 599.48 166.9) 100.00 115.75 435.00 768.20 139.43 44946.62