## **Cropwell Butler & Tithby Village Hall . Chairmans Report 2021/22**
## **Highlights of the year**
2021/22 was once again severely impacted by the covid pandemic which meant no fund raising events were held and the committee did not meet in person between Sept 2020 and August 2021. The later being the first opportunity to hold the Annual General Meeting for financial year 2020/21.
Despite this disruption the revenue from bookings almost recovered back to pre pandemic levels and the grant from the government along with proceeds from the 50:50 club meant that we were able to maintain the hall and make some modest improvements whilst still finishing the year in a healthy financial position .
On the administrative front considerable effort was put into developing and implementing a comprehensive Data Protection policy something previously not considered by the committee.
## **Meetings**
It was only possible to hold 7 physical meetings with monthly updates being produced to keep the committee informed in the interim.
## **Treasurers Report**
We closed the year with a bank balance of £43,650 largely due to a surprisingly large insurance claim settlement of £32,182.08 . The bulk of which was received at the back end of the year . A more detailed description of the accounts can be found in Keith’s notes which accompany the Profit and Loss Statement distributed separately.
It is anticipated that our expenditure on energy will rise significantly next year which could jeopardise our objective of covering all our day to day running costs with the revenue from bookings . However given the healthy state of the bank account it was decided to hold prices at their current level for the next 12 months . This has been well received by our hirers whilst leaving the door open to adjust prices in 12 months time if costs have not returned to something more sustainable . Given the uncertainty surrounding running costs it is intended to hold a higher financial reserve than normal for the year ahead .
## **Social Activities**
It was touch and go whether we would be able to hold our “carols around the Xmas tree” event,but in the end we decided to go ahead and were pleasantly surprised at the turnout . The singing was led by members of the Nottingham male voice choir and everyone enjoyed the occasion along with the mulled wine and mince pies provided .
It wasn’t possible to organise the village quiz night in its usual slot of March as restrictions were only lifted in February . However despite some misgivings as to how many might attend we decided to go ahead in April . Although some villagers were not ready to meet up indoors in large numbers , 67 villagers did attend . Everyone had a great time and I am sure were delighted to get back to something approaching “normal” .
## **Maintenance and Improvement Projects**
Despite the hall only being in use for part of the year all routine maintenance and servicing activities were carried out as normal . In addition the back room was redecorated along with the front porch and outside railings. In addition all interior walls were touched up as needed . As a result the hall remained in a very good state of repair . Lastly the long anticipated project to install remote management of the heating system was completed and has transformed the weekly effort required to set the heating and greatly enhanced our ability to micromanage the settings through the week . I am confident this will reduce our energy consumption and enable a more responsive service to the hirers .
## **Future Activities and investments** .
As a result of the unexpected size of the insurance settlement and the impending energy crisis , the committee decided to prioritise replacement of the single glazed windows with double glazed equivalents . The project entails replacing 9 of the windows, including the 3 large ones in the main hall, along with the emergency exit door which has a badly warped frame . The new windows and door will be made of hardwood to a design sympathetic to the building and in line with the advice of the Conservation Officer from Rushcliffe BC. Work will be completed in the summer school holidays and well before the colder months . It is to expected that this project will greatly improve heat retention throughout the hall and assist in keeping our energy costs under control
Also planned for the summer holidays is the complete refurbishment of the wooded floors last done c.7 years ago.This will involve the repair of any loose tiles ,the sanding ,varnishing and polishing of the original wooden floors
We did briefly consider a project to remove the stage and extend the main hall but felt that there were too many unknowns to embark on such a large project at this time and the need for measures to help with heat retention were more pressing .This project along with potential upgrades to the kitchen , meeting room and the heating system itself, remain under consideration.
## **Acknowledgements**
I would like to thank every member of the committee for their continued support through what was another difficult year . However there are a number of members I would like to give a special mention . In particular... Keith for helping secure the Govt grant and significant insurance settlement , which has put the committee in such a strong financial position. Isabel for maintaining the 50: 50 revenues despite not much activity at the hall and Anne for leading the work on Data Protection . Lastly I would like to thank John forgone thing in particular but his advice and guidance to me personally over a number of years and his willingness to help in whatever capacity is needed whether that be producing promotional material and tickets for events such as the carol singing and village quiz ,producing documentation and signage for data protection and covid , and of late producing a comprehensive tender document for the new replacement windows and managing the procurement process through to the selection of the successful contractor.
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Charity Name No (if any)
Cropwell Butler and Tythby Village Hall 522207
Receipts and payments accounts CC16a
For the period from Period start date1-Apr-21 To Period end date31-Mar-22
Section A Receipts and payments
Unrestricted funds Restricted funds Endowment funds Total funds Last year
to the nearest £ to the nearest £ to the nearest £ to the nearest £ to the nearest £
A1 Receipts
Insurance Claim 32,182 - - 32,182 10,765
Donations 1,258 - - 1,258 2,795
Fundraising Events 732 - - 732 1,438
Hire of Hall 6,318 - - 6,318 230
Newsletter Advertising 151 - - 151 3
Interest on Reserve Account 2 - 2 -
- - -
- - - - -
Sub total (Gross income for AR) 40,643 - - 40,643 15,231
A2 Asset and investment sales,
(see table).
- - - -
- - - - -
Sub total - - - - -
Total receipts 40,643 - - 40,643 15,231
A3 Payments
Cost of fundraising 990 - - 990 -
Cost of Cleaning 535 - - 535 557
Lighting and Heating 1,600 - - 1,600 1,855
Water and Rates 653 - - 653 643
Insurance 940 - - 940 921
Repairs and Maintenance 2,748 - - 2,748 1,969
Newsletter Printing & Expenses 1,245 - - 1,245 1,437
other 277 - - 277 49
- - - - -
Sub total [ 8,988 ] - - 8,988 7,431
A4 Asset and investment
purchases, (see table)
- - - -
- - - -
Sub total - - - - -
Total payments 8,988 - - 8,988 7,431
Net of receipts/(payments) 31,655 - - 31,655 7,800
A5 Transfers between funds - - -
A6 Cash funds last year end 11,995 - 11,995 4,195
Cash funds this year end [ 43,650 ] - - 43,650 11,995
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Section B Statement of assets and liabilities at the end of the period
Unrestricted Restricted Endowment
Categories Details funds funds funds
to nearest £ to nearest £ to nearest £
B1 Cash funds cash at bank 2,249 -
savings account 41,401 - -
- - -
Total cash funds 43,650 - -
(agree balances with receipts and payments
account(s)) OK OK OK
Unrestricted Restricted Endowment
funds funds funds
Details to nearest £ to nearest £ to nearest £
B2 Other monetary assets - -
- -
- - -
- - -
- - -
- - -
Details Fund to which asset belongs Cost (optional) Current value (optional)
B3 Investment assets - -
- -
- -
- -
- -
Details Fund to which asset belongs Cost (optional) Current value (optional)
B4 Assets retained for the - -
charity’s own use - -
- -
- -
- -
- -
- -
- -
- -
Details liability relatesFund to which Amount due (optional) When due (optional)
B5 Liabilities -
-
-
-
-
Signed by one or two trustees on behalf of all the trustees Signature Print Name approvalDate of
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**From:** reevesk@aol.com **Subject:** Annual Return **Date:** 4 August 2022 at 10:30 **To:** mikejones0811@gmail.com
## Hi Mike
I am trying to do the annual return for the Charities Commission but they now insist on downloading documents.
I can do your annual report and the accounts but I can only get the audit report in JPEG which is not acceptable.
Can you change this into PDF or Word for me as it is outside my technical abilities.
Thanks - Keith