Luddington Village Hall report for Luddington Parish Council meeting
30 April 2021
Kerry Radden and Karen Haines-Lee, Co-Chairs
Update on the year’s activity
Luddington Village Hall is a registered independent charity which exists to support and bring together the community as well as to offer a service to those seeking facilities to run activities; the income from these hires is then reinvested in the Hall and the events.
The last 12 months have naturally been very challenging for our Parish and for the Hall. We have been unable to organise any events or activities and the only hires have been organised groups when allowed by the government guidelines. These have included long-term regular hires from Stratford Studio Art Club, Osborne School of Dance, the Women’s Institute and the Stratford Beekeepers Association, alongside some slightly more recent hires such as Kickboxing, Tai Chi, Yoga and Sing and Sign. All of the hires, old and new, provide a service to the local Luddington and Stratford communities, with many activities open to those directly on the doorstep. In non-covid times, we also had a steady flow of private hires for parties, christenings and similar events. Before the covid crisis hit, we had been receiving more enquiries than ever before, which was testament to the quality of the Hall, the success of the introduction of email booking options and the hard work and commitment of Penny Garbutt as our Bookings Manager.
The decrease in private hires and event income has however been significant. For our own financial year, January to December 2020, we achieved only £5,000 earned income; previous years have usually been around £13,000. Since January this year to end of April, our earned income is less than £250. We rarely make a significant surplus after cleaning and maintenance costs, but were on track to make some progress against this before the pandemic took hold.
Very few other opportunities came our way this year. We did investigate becoming a covid testing centre for the community, but sadly did not have the facilities required, including WiFi (more on this later).
We have continued to need to pay costs such as pest control, cleaning, water rates, electrical safety checks and insurance (and more) during this period. We cut back wherever we could, with duties generously taken on by members of the committee. As we begin to reopen, these costs will of course increase again, and covid-related additional cleaning expenses will place an extra burden on expenditure, as well as reducing available hire time due to cleaning time buffers between activities.
We are therefore extremely grateful to have been offered two Covid support grants from Stratford District Council which have buoyed our reserves and will give us the opportunity to manage these higher costs and also invest in the Hall’s facilities as we begin to reopen.
We are also very grateful for the ongoing support of our regular hirers; the support of our nearest neighbours; the regular use (in normal times) of the Hall by the Parish Council and the Church; and the regular use as a polling station, all of which help to make the Hall visible to the community and increase its use. We would also like to thank the Rotary Club, who very kindly gave us a donation as recognition of our usual role helping with the marathon, which was cancelled in 2020.
The current committee
There have been some changes to the committee this year due to retirement and relocation. We are grateful to those who served for so long. We are now a small but eager committee: two Co-Chairs (Karen Haines-Lea and Kerry Radden), Treasurer and Bookings Manager (Penny Garbutt), Acting Secretary (Andy Haines), Maintenance and Ludflicks Coordinator (Dave
Heyworth) and incredibly supportive General Members Brian Walis and Neville Evans. Although she has been unable to attend this year, Judy Williams from the WI remains a member. We appreciate the additional support of members of our community such as Penny Heyworth and Andy Clingon – and many more not named here.
Our plans
As the world emerges from a global health crisis where communities have been isolated, we want our Hall – more than ever – to be at the centre of our community. The pandemic has affected how people work, where they go and what they do, and we want to respond to that.
In ad hoc conversations with some of those living in the Parish, we have heard a real desire to make the Hall a Community Hub: somewhere that people can meet up for a coffee and cake, or to hold a knitting group, or to work from home. We have found some potential sources of funding to support this and we are keen to start soon.
Our plan now is to consult with as many people from the community as possible and develop more concrete ideas of what the Parish would like from the Hall. We know Quiz Nights are very popular and plan to continue with these a few times a year. We can’t wait for Ludflicks to return with monthly film nights – but would like to see more people use the facility to make it worthwhile. We hope the Church will continue their pub nights, too.
We plan to install WiFi in the next couple of months to make the Hall a more practical work and hire space. We would like to invest some of the recovery grant into making it a more welcoming space, upgrading kitchen equipment and furniture and updating the decoration – from hanging baskets at the front to making the small “committee room” at the back of the hall a more usable space. We want to hear everyone’s views so that we can plan the best possible space that the community will use. We will be sending out questionnaires, talking to as many people as possible, and asking for donations of items – plant pots, furniture, perhaps an unwanted coffee machine – and skills – decorators, designers, fundraisers, handypeople – to help us begin a transformation of the space. We would love to reflect the history of the Hall and the Parish somehow, making it a more attractive, more special place to be part of.
From late June – if the government roadmap does not alter – we plan to open on a Wednesday morning with a rota of volunteer support and welcome anyone who would like to use the space or who can give up an hour or two to help sell drinks and cakes from behind the counter. I’m personally planning to spend Wednesday mornings there working as a break from my home office; I’ve spoken to someone else keen to hold their crochet group. We aim to serve tea and coffee and homemade cake.
Then, to celebrate the reawakening and emergence from restrictions, we plan to hold an Open Afternoon outside the Hall on Saturday 17 July. We are inviting our regular hirers to have stalls to chat to people, hope to bring along the ice cream van and sell coffee, cakes and something a little stronger and have a few games for the children to play. We hope that as many people as possible drop by so we can talk to them about what would get them using the Hall more, to ferret out any hidden talents, and to meet anyone keen to get a bit more involved – whether in helping at a film night or organising an event. We very much look forward to talking to as many people as possible and creating a Hall we are all proud of.
LUDDINGTON VILLAGE HALL ACCOUNTS FOR SIX MONTHS TO 30 JUNE
| PROFIT & LOSS | |||
|---|---|---|---|
| 6 MONTHS | 6 MONTHS | ||
| 2021 | 2020 | ||
| INCOME | £ | £ | |
| Hire Charges | |||
| Osborne School of Dance | 144.00 | 608.00 | |
| Studio Art Club | 0.00 | 856.00 | |
| Women's Institute | 0.00 | 69.00 | |
| Parish Council | 0.00 | 161.00 | |
| County & District Councils | 100.00 | 100.00 | |
| R. Thompson (ballet teacher) | 57.00 | ||
| Bee Keepers | 0.00 | 330.00 | |
| Luddington Village Fund | 0.00 | ||
| Tai Chi | 0.00 | 270.00 | |
| Meetings, Parties etc. | 0.00 | 552.00 | |
| Sing 'n Sign | 24.00 | ||
| Village Hall Functions | 0.00 | ||
| Hall Events | 0.00 | ||
| Ludficks Membership | 0.00 | ||
| KickBoxing | 81.00 | ||
| Allure School of Dance | 330.00 | ||
| C B Yoga | 168.00 | 904.00 | |
| Donations | 200.00 | ||
| SDC Covid Grant | 17,669.21 | ||
| Deposit Interest | 0.83 | ||
| Gross Interest | 0.19 | ||
| MEB Wayleave | |||
| TOTAL INCOME | 18,774.23 | ||
| EXPENDITURE | |||
| Non Domestic Rate | |||
| S/A District Council | 0.00 | 110.00 | |
| Water Services | 20.03 | 71.18 | |
| Insurance | 754.41 | 509.08 | |
| PHS | 121.68 | 121.68 | |
| Performing Rights Society | 0.00 | ||
| Electrician | 521.00 | ||
| Electricity - Consumption | 1,853.91 | 1,449.75 | |
| Advanced Fire & Protection | 150.00 | 60.00 | |
| Film Bank | 0.00 | ||
| Cleaning & Sundry Expenses | 732.80 | 1,159.45 | |
| Bank charges | 15.00 | ||
| Repairs and Renewals |
| WRCC Membership | 60.00 |
|---|---|
| Refund | 51.00 |
| TOTAL EXPENDITURE | 4,279.83 |
| PROFIT/(LOSS) FOR 6 MONTHS | ### |
E 2021
BALANCE SHEET
S
INCOME
Hire Charges Village Hall Functions Donations Deposit Interest MEB Wayleave SDC Covid Grants Gross Interest TOTAL INCOME 2,946.00 EXPENDITURE Hall Expenses Electricity, 0.00 Repairs & Renewals 0.00 TOTAL EXPENDITURE 30.68 PROFIT/(LOSS) for six months 2,976.68
SUMMARY COIF Bmm Acc Community Account Debtors Less Creditors
3,481.14
254.45
3,735.59 -£758.91
LUDDINGTON VILLAGE HALL ACCOUNTS FOR SIX MONTHS TO 30 JUNE 2021
----- Start of picture text -----
6 MONTHS 6 MONTHS
2021 2020
£ £
904 2946
0 0
200 0
0.83 31
0 0
17,669.21
0.19
18,774.23 2,977.00
2,425.92 2,031.00
1,853.91 1,450.00
0.00 254.00
4,279.83 3,736.00
14,494.40 -£759.00
14,000.00
9,297.99
9,600.73
0.00
0.00 32,898.72
----- End of picture text -----
LUDDINGTON VILLAGE HALL (Registered Charity Number 522963)
LUDDINGTON VILLAGE HALL (Registered Charity Number 522963)
ACCOUNTS FOR THE YEAR ENDING 31 DECEMBER 2021
PROFIT & LOSS
| INCOME | |||||
|---|---|---|---|---|---|
| 2021 | 2020 | ||||
| Hire Charges | £ | £ | |||
| Osborne School of Dance | 1576.00 | 1328.00 | |||
| Studio Art Club | 1440.00 | 856.00 | |||
| Women's Institute | 81.00 | 69.00 | |||
| Parish Council | 220.00 | 161.00 | |||
| County & District Councils | 215.00 | 125.00 | |||
| Meetings, Parties etc | 565.00 | 552.00 | |||
| Tai Chi | 486.00 | 506.00 | |||
| Yoga | 420.00 | 188.00 | |||
| Kick Boxing | 0.00 | 371.00 | |||
| Sing and Sign | 24.00 | 140.00 | |||
| Allure Dance | 1328.25 | 185.00 | |||
| Complete Ballet | 57.00 | 0.00 | |||
| Bee Keepers | 117.00 | 330.00 | |||
| Luddington Village Fund | 0.00 | 0.00 | 4,811.00 | ||
| Trainmaster | 39.00 | 6,568.25 | |||
| Village Hall Functions | 763.00 | 0.00 | |||
| Hall Events (inc cofee am) | 333.95 | 0.00 | |||
| Ludficks Membership | 0.00 | 0.00 | 0.00 | ||
| Other | 20.75 | 1,117.70 | |||
| Donations | 17984.21 | 0.00 | |||
| Deposit Interest | 2.46 | 36.10 | |||
| MEB Wayleave | 11.92 | 17,998.59 | 11.92 | 48.02 | |
| TOTAL INCOME | 25,684.54 | 4,859.02 | |||
| EXPENDITURE | |||||
| Non Domestic Rate | 71.87 | 0.00 | |||
| S/A District Council | 150.00 | 110.00 | |||
| Water Services | 64.65 | 71.18 | |||
| Insurance | 754.41 | 509.08 | |||
| Performing Rights Society | 271.00 | 0.00 | |||
| Electricity - Consumption | 2,084.14 | 1,671.42 | |||
| PHS Group | 121.68 | 121.68 | |||
| Advanced Fire & Protection | 300.00 | 210.60 | |||
| Hall Cleaning | 1,728.41 | 849.95 | |||
| Film Bank | 0.00 | ||||
| Sundry Expenses | 1,268.10 | 1,481.76 | 5,025.67 | ||
| Bank Charges | 15.00 | 15.00 | |||
| Renewals | 60.00 | 946.95 | 961.95 | ||
| Repairs | 0.00 | ||||
| TOTAL EXPENDITURE | 6,889.26 | 5,987.62 | |||
| PROFIT/(LOSS) | 18,795.28 | (1,128.60) |
ACCOUNTS FOR THE YEAR ENDING 31 DECEMBER 2021
BALANCE SHEET
| 2021 | 2020 | |||
|---|---|---|---|---|
| INCOME | £ | £ | ||
| Hire Charges and Donations | 24,552 | 4,811 | ||
| Village Hall Functions | 1,118 | 0 | ||
| Deposit Interest | 2 | 36 | ||
| MEB Wayleave | 12 | 12 | ||
| TOTAL INCOME | 25,685 | 4,859 | ||
| EXPENDITURE | ||||
| Sundry | 1268 | |||
| Hall Expenses - Rates, Water, | 287 | |||
| Electricity, | 2,084 | |||
| Bank Charges | 15 | |||
| Cleaning, etc. | 1,850 | 5,026 | ||
| Repairs | 0 | 962 | ||
| Renewals | 1,085 | |||
| Advanced Fire and Pest | 300 | |||
| TOTAL EXPENDITURE | 6,889 | 5,988 | ||
| PROFIT/(LOSS) | 18,796 | (1,129) | ||
| STATEMENT OF FUNDS | ||||
| General Fund-Opening Balance | 17,913 | 19,042 | ||
| Proft/(Loss) for the year | 18,796 | 36,709 | (1,129) | 17,913 |
| Represented by: | ||||
| Short-term Deposit | 14,000 | 16,000 | ||
| Bank & Cash Balances | 22,570 | 2,404 | ||
| Debtors | 135 | 81 | 18,485 | |
| Less Creditors | 0 | 572 | 17,913 | |
| Cash in Hand | 4 | 36,709 |
Luddington Village Hall (Reglsterod Charity Nuinb8r 5229631 Inde endent examinefs re I report to the tiustees on my examination of the accounts of LLKldington Village Hall Ithe Trust) foi the year ended 31 Dember 2021. You are responsible, as the charity trustees. for the prep8r81ion of the aCntS in accordan with the requirements of the Charit*s Art 2011 Ilhe Act'l. Independent examinerfs statement. I have completed my exarnination. I confirm that no material matters hav& come to rny attention in connection with thè examination giving me cause to believe that in any material respect.. 1. accounts'ng rerdS were not k8pt in respect of the Trust as required by ssetion 130 01 the Act". or 2. the accounis do not accord with those records- or 3. the accounts do not comply with the applicable requirements concerning the fom and content of ac¢ounts set out in the Charities IAccounts and Reports) and Regulations 2008 othèr than any requirement that the awounts give a 'tiue ar fair view whi¢h is not a matter considered as part of an independent examination. I hawe no concern$ 8nd have ¢ome 8cr05s no other matters in connection with &xamination to whh attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. Signed.. Name. Teresa Krislun8s, CPFA Address. Crossways, Luddington, Stratlord upon Avon, Wal¢kshIr8, CV37 9SJ Date.. 27 October 2022