## **Hartngton Village Hall AGM 12th October 2021: Chair’s Report**
I trust that this report usefully summarises key points over the past year to members of the community while flagging up the very considerable challenges that faced the Village Hall in the past year and indeed continues to affect our operation.
## **1. Review of developments undertaken during 2020/21:**
- **Covid 19 secure:** a working team of LB, KQ, RT and JG originally drafted guidance and processes that were compliant with early government guidance and these were endorsed by the Management Group. Subsequent revisions in our processes have been informed by guidance issued from both Support Staffordshire and ACRE/Rural Action Derbyshire. We are therefore **open to user groups** but urge hirers and hall users to familiarise themselves with our revised processes, available both in the Hall and on our website htps://hartngtonvillagehall.co.uk/
- **Roof replacement:** completed on 21/08/2020 at a final cost of £44.8K and was paid for in September 2021. Feedback including images has been provided to all award bodies and those able to attend on 21/08/2021 were briefed on site on the initiative. SW Peak Landscape Partnership paid the promised grant of £10,000 in Nov 2020 allowing the reimbursement of both KQ and LB who had each made a temporary interest free loan to the Village Hall of £3,434.
- **Refurbishment of the Lower Bakehouse:** three volunteers (FP, KW and KQ) redecorated the area which had become primarily used as a storage area. With a grant for £1490 from the National Lottery Local Connections Fund the space has been transformed into a community hub. Further volunteers set up a community book, CD and jigsaw free loan scheme, benefitting from resources donated by numerous members of the community. The catalogue of books etc has been completed by JB. This resource continues to be available every Tuesday morning. In addition we have two Chromebooks available for community use plus a new projector and screen. We are grateful to the very many individuals who have been involved in setting up this ‘hub’ and hope the community will continue to use the resources available.
- **Upper Bakehouse:** LB has continued to significantly reorganise the space. She and LG have worked tirelessly on organising and cataloguing a rich range of local historical resources and we hope that shortly we can see the fresh establishment of a ‘Local History’ group to further explore the past of Hartington and make it available for current and future generations. When the boiler is eventually replaced we will redecorate.
- **Trustees and Management Group Membership:** following the departure from the village of long serving trustee and lottery promoter, Garry Booth, we are delighted that Rob Tenty has become a Trustee and David Graham joins the Management Group with responsibility as lottery promoter.
- **Floor:** AW has volunteered to buff prior to Dance Club restarting in September.
- **Cleaning:** thanks go to AC, GD, JG, SF, KT, AQ, and LB for undertaking a thorough clean of the premises in late August prior to a range of local user groups starting up in September. LB and KO tackled the outside areas, as well as PN and SN on the area at the back of the hall.
- **2019/20 external audit:** During 2019/20 the audit revealed:
2019/20 2018/19 2017/18 Income from hire £4,489 £8,315 £7,167 Donations £145 £193 £2,845 Fundraising £25,393 £13,307 £1,325 **TOTAL INCOME £30,130 £21,816 £11,338 TOTAL EXPENDITURE £7,994 £8,710 £6,242**
**NB: Total Income 2019/20 includes £102 interest. It does not show a grant payment from SWPLP that was secured in 2019/20 but only paid in Nov 2020. Spend in both 2018/9 and 2019/20 included much needed repairs and maintenance. No issues of concern were identified by the external audit. Our thanks go to KC as Treasurer.**
The issues that arose from the roof replacement are a timely warning. The contractor indicated that if the roof tiles had been replaced two decades earlier the damage to the underlying timbers would have probably been avoided. While finances and available time and skill levels among our core volunteers are limiting factors we do need to develop a property management plan for the Hall that charts both work undertaken and what our maintenance priorities are. We have established a small working group of KW, JG and KQ to develop a plan to identify and address maintenance issues (first get together at end of September). Not in priority order we will probably need to consider:
- Replacing the heating system/oil storage tank/asbestos removal (in hand)
- Kitchen/bar area (next major priority)
- Ensuring the electrical system is efficient, functional and compliant.
- Masonry of both the Bakehouse and Main Hall - pointing/reducing damp
- Insulation of roof voids over Bakehouse and toilets
- Painting and decorating on a regular cycle
- Replacing rear doors or at least ensuring no water runs in.
- Maintenance of outside areas- front and back
- Maintenance of Staffs Blue roof tiles.
- Clearing of valley plus gutters.
2. **Heating system replacement:** After a process requiring three quotes it was decided to proceed with Dave Butterworth (Monyash) to replace the current system at a cost of £19,876 incl VAT ( **htps:dbuterworthplumbingandheatng.co.uk/** ) .The oil fired system will be split into 3 zones. Fan coil units are recommended as he believes conventional radiators would take up all the available wall space. Each space would be controlled by a Nest thermostat. Controlling the heating would be done remotely rather than an individual coming in an hour before to fire up the system and then switch off later. Removal of asbestos panels and flue will cost £3924 and will be undertaken by Ashbrook Roofing Ltd as licenced operators. So total cost will be c£24K plus a small sum to create a new storage tank base. De-carbonise, an EU funded initiative based at Derby University (htps://www.derby.ac.uk/businessservices/funding-services-and-support/de-carbonise-project/ ), have advised us. Options such as air source and ground source heating, as well as solar panels, have been dismissed as options based on locational factors and/or operational cost. Warslow Village Hall have kindly donated a Tuffa bunded and fire resistant storage tank to replace ours. We have the necessary funding as a result of £2,500 secured through the Rob Tenty Boiler Bash plus £3000 from The Bingham Trust plus £17,273 from a series of successful applications for Business Interruption grants. In addition we have £2850 earmarked from our 2020/21 lottery initiative.
3. **Lottery update:** the 2020/21 small society lottery provided £1800 in prize monies and raised **£2850** in income towards the replacement heating costs. As of 19/09/21 the 2021/22 lottery has sold 72 subscriptions, with a prize fund of £1800 and a current profit margin of **£1800** . Subscriptions can continue until our first draw on 13[th] October. htps://hartngtonvillagehall.co.uk/lotery/ The 2021/22 lottery income is designated to go to the refurbishment of the kitchen. The continued support for the Hall from our community has been most heartening.
4. As of 31[st] August (end of financial year) our **finances** stood at:
- Nat West bank account **£18,001** (including an estimated £2250 of 2021/22 lottery income)
- Nationwide Business Savings Account **£12,696**
- **£24,000** is in our accounts and targeted at the replacement heating system and £2250 ring fenced within our lottery to refurbish the kitchen. So we have a small contingency fund available should the heating system costs rise (c£2000 or 8%) while maintaining an operational sum of £2447 (equivalent to just 4 months of ‘normal’ operations).
- In summary our hire income in ‘normal’ times can just about cover costs but property improvements and routine maintenance will continue to be reliant on our lottery and grants.
## 5. **Impact of Covid 19:**
The following is offered as a provisional analysis. We have not been operating as ‘normal’ since mid March 2020 and although September 2021 is seeing the return of some of the long standing groups to the Hall certain groups have yet to book their regular sessions. By August 2020 we estimated an **operational loss of £4900** set against 2018/19. By August 2021 a further provisional operational **loss is £7000.** However successful applications for business interruption grants have more than offset these estimated losses.
While the financial impact has been negated by the success of grant applications it has been understandable yet so frustrating to see the cessation of social activities since March 2020. Credit must be given to LB who has been steadfast in communicating with groups, keeping
them updated on our progress and liaising on their return. We can only hope that as time passes we can safely and warmly welcome a diverse range of activities back to the Village Hall.
Keith Quine Chair of Trustees Hartington Village Hall
21/09/2021
Charity Number 525048
**Hartington Village Hall**
**Financial Statements**
**31st August 2021**
Charity Number 525048
## **Hartington Village Hall Contents**
|Trustees approval page|1|
|---|---|
|Receipts and Payments account|2|
|Statement of Assets and Liabilities|3|
|Notes to the financial statements|4|
Charity Number 525048
## **Hartington Village Hall Trustees approval page For the year ending 31st August 2021**
We approve these accounts which comprise the Receipts and Payments account, a Statement of Assets and Liabilities and Notes to the financial statements.
We consider that an audit is not required for this year under section 144(2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is not needed.
We acknowledge our responsibilities for the accounts, including the appropriateness of the accounting basis set out in note 1 and for providing all of the information and explanations necessary for their completion.
|**_Signature_**
**_Print Name_**
**_Date of approval_**|**_Signature_**
**_Print Name_**
**_Date of approval_**|**_Signature_**
**_Print Name_**
**_Date of approval_**|
|---|---|---|
|J K Quine (Apr 8, 2022 15:33 GMT+1)
J K Quine|J K Quine|Apr 8, 2022|
|**Chairman**|||
|K J Craven (Apr 21, 2022 13:27 GMT+1)
K J Craven|K J Craven|Apr 21, 2022|
## **Treasurer**
Hartington Village Hall Hyde Lane Hartington SK17 0AW
Page 1
Charity Number 525048
## **Hartington Village Hall Receipts and Payments Account For the period 1st September 2020 to 31st August 2021**
|**A1**
**Receipts**
Hire of hall income
Donations
Fund raising
Interest received
**A2**
**Assets and investment sales, etc**
**_Total receipts_**
**A3**
**Payments**
Wages
Repairs & maintenance
Heat and light
Insurance
Cleaning
Small Lottery licence
Music licence
Telephone & Broadband
Stationery & postage
Accountancy fees
Other
**A4**
**Asset and investment purchases, etc**
**_Total payments_**
**_Net of receipts/(payments)_**
**A5**
Transfers between funds|**Unrestricted**
**Restricted**
**Endowment**
**Funds**
**Funds**
**Funds**
**£**
**£**
**£**
2,341
‐
‐
445
‐
‐
19,419
17,327
‐
31
‐
‐|**2021**
**Total**
**Funds**
**£**
2,341
445
36,746
31|**2020**
**Last**
**Years**
**Funds**
**£**
4,489
3,145
22,393
102|
|---|---|---|---|
||22,235
17,327
‐|39,562|30,130|
||‐
‐
‐|‐|‐|
||**_22,235_**
**_17,327_**
**_‐_**|**_39,562_**|**_30,130_**|
||‐
‐
‐
7,563
38,431
‐
704
‐
‐
896
‐
‐
57
‐
‐
20
‐
‐
‐
‐
‐
411
‐
‐
40
‐
‐
150
‐
‐
30
1,800
‐|‐
45,994
704
896
57
20
‐
411
40
150
1,830|‐
2,444
1,549
896
490
20
169
601
8
150
1,667|
||9,871
40,231
‐|50,102|7,994|
||91
1,467
‐|1,558|350|
||**_9,962_**
**_41,698_**
**_‐_**|**_51,660_**|**_8,344_**|
|||||
||**_12,273_**
**_24,371_**
**_‐_**
**_‐_**|**_12,098_**
**_‐_**|**_21,786_**|
|||||
||‐
‐
‐|‐|‐|
|||||
|**A6**
Cash funds last year end
_Cash movement_
Cash funds this year end||42,968
_12,098_
_‐_||
|||30,870||
|||||
Page 2
Charity Number 525048
## **Hartington Village Hall Statement of Assets and Liabilities As at 31st August 2021**
|**Unrestricted**
**Restricted**
**Endowment**
**Funds**
**Funds**
**Funds**
**£**
**£**
**£**
**B1 Cash funds**
Bank current account
12,696
‐
Savings account
15,312
2,690
‐
Petty cash
173
‐
‐
28,181
2,690
‐
**B2 Other monetary assets**
Trade debtors
‐
‐
‐
‐
‐
‐
**B3 Investment assets**
‐
‐
‐
**B4 Assets retained for the charity's own use (note 2)**
Equipment
441
2,227
441
2,227
‐
**B5 Liabilities**
‐
‐
‐|**Unrestricted**
**Restricted**
**Endowment**
**Funds**
**Funds**
**Funds**
**£**
**£**
**£**
12,696
‐
15,312
2,690
‐
173
‐
‐|**2021**
**Total**
**Funds**
**£**
12,696
18,001
173|**2020**
**Last**
**Years**
**Funds**
**£**
12,790
29,965
213|
|---|---|---|---|
||28,181
2,690
‐|30,870|42,968|
||‐
‐
‐|‐|‐|
||‐
‐
‐|‐|‐|
|||‐
2,668|‐
1,110|
||441
2,227
‐|2,668|1,110|
|||||
||‐
‐
‐|‐|‐|
|||||
Page 3
Charity Number 525048
## **Hartington Village Hall Notes to the accounts As at 31st August 2021**
## **1** _**Basis of preparation**_
The accounts have been prepared under section 133 of the Charities Act 2011 ('the Charities Act') using the receipts and payments accounts method.
## **2 Assets retained for the charity's own use**
Assets are held at cost. Depreciation is not recognised under the Receipts and Payments accounts method.
Page 4
Charity Number 525048
## **Hartington Village Hall Detailed income As at 31st August 2021**
_This page does not form part of the financial statements_
|**Hire of hall income**
Local hire
General hire
Badminton
Scouts
HYPAC
Dance clubs
Pilates
Total local hire
Non‐local hire
**Donations**
_Unrestricted_
Hope view holiday
Wishing bucket
Hartington Parochi re. Broadband
Well Dressing
Book swap, billiard table & books
Small donations
_Restricted_
Mr Pykett
Hartington Community Group
I H & Mrs J Moore|1,717
‐
45
‐
‐
140|**2021**
1,902
439
2,341
445
‐
445|1,163
470
480
540
1,223
‐|**2020**
3,876
614|
|---|---|---|---|---|
||‐
58
50
85
42
210||6
15
‐
‐
‐
124||
|||||4,489|
|||||145
3,000|
||‐
‐
‐||1,000
1,000
1,000||
||||||
|||||3,145|
Charity Number 525048
## **Hartington Village Hall Detailed income As at 31st August 2021**
_This page does not form part of the financial statements_
|**Fundraising & Grants**
_Unrestricted_
Plant sales
Sale of scrap
COVID‐19 Grant
_Restricted for water heater_
Derbyshire Dales
_Restricted for roof repairs_
Bingham Trust Grant
Grant ‐ Support Staffordshire
Grant ‐ Duke of Devonshire's Charitable Trust
Lottery
_Restricted for Lower Bakehouse Refurbishment_
Local connect fund
_Restricted for improving the general interior_
Hartington Community Group
_Restricted for a new boiler_
Boiler bash fundraiser|‐
50
19,369|**2021**
19,419
‐
15,860
1,467
‐
‐
36,746|212
‐
10,000|**2020**
10,212
700
8,675
‐
300
2,507|
|---|---|---|---|---|
||3,000
10,000
‐
2,860||5,000
‐
‐
3,675||
||||||
|||||22,393|
Charity Number 525048
## **Hartington Village Hall Detailed expenses As at 31st August 2021**
_This page does not form part of the financial statements_
|**Repairs and maintenance**
_Unrestricted_
Electrical inspection & repairs
To replace water boiler (balance)
Boiler service & repairs
Fire extinguisher maintenance
Cooker purchase
General repairs & maintenance
Roof Replacement (unrestricted funds used)
_Restricted_
Roof Replacement
Interior improvements
To replace water boiler
Bat survey
Peak park planning application for the roof
**Heat and light**
Electricity
Oil
**Insurance**
**Cleaning**
Refuse collection
Cleaning materials
**Small lottery licence**
**Music licence**|343
‐
318
179
50
119
6,554|**2021**
7,563
38,431
45,994
366
338
704
896
57
‐
57
20
‐|313
14
127
231
‐
431
‐|**2020**
1,115
1,329|
|---|---|---|---|---|
||38,314
117
‐
‐
‐||‐
‐
700
395
234||
||||||
|||||2,444|
|||||956
593|
|||||1,549|
||||||
|||||896|
|||||332
158|
|||||490|
||||||
|||||20|
||||||
|||||169|
Charity Number 525048
## **Hartington Village Hall Detailed expenses As at 31st August 2021**
_This page does not form part of the financial statements_
|**Telephone & Broadband**
**Stationery**
**Accountancy Fees**
**Other**
_Unrestricted_
Rural Group guest speaker
Rural Social club lunch payment
Donation to Air Ambulance
_Restricted_
Lottery prizes
**Asset and investment purchases during the year**
New sound system
Projector & projector screen
New laptop
Computer desks
Bookcase
Fan heater
Coffee table|**2021**
411
40
150
30
‐
‐
30
1,800
1,830
‐
579
598
145
58
95
83
1,558|‐
17
50|**2020**|
|---|---|---|---|
||||601|
|||||
||||8|
|||||
||||150|
||||67
1,600|
|||||
||||1,667|
||||350
‐
‐
‐
‐
‐|
||||350|
Charity Number 525048
## **Hartington Village Hall Asset Schedule As at 31st August 2021**
_This page does not form part of the financial statements_
|**Date**||**Purchased from funds:**|
|---|---|---|
|**Purchased**
**Asset Description**|**Cost**|**Unrestricted**
**Restricted**|
||||
|29/08/2018 New chairs[purchased from Calor Gas Grant]|760|760|
|14/04/2020 New sound system|350.00|350|
|01/02/2021 Projector|469.00|469|
|01/02/2021 Projector screen|109.99|110|
|01/02/2021 Coffee table|82.99|83|
|01/02/2021 2 x computer desks|144.97|145|
|01/02/2021 Bookcase|57.99|58|
|01/02/2021 Portable heater|94.99|95|
|01/02/2021 2 x ACER chromebooks|597.88|598|
|01/02/2021 Balance from unrestricted funds||91
91
‐|
||2,668|441
2,227|
2022-04-21
## Financial statements to 31.08.2021
Final Audit Report
Created: 2022-04-08 By: Sarah Lovatt (sarah@lovattaccountancy.co.uk) Status: Signed Transaction ID: CBJCHBCAABAAtptiH-_L7uQPuzCvQmrRtEdh4ZnkbY_X
## "Financial statements to 31.08.2021" History
## Document created by Sarah Lovatt (sarah@lovattaccountancy.co.uk)
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Agreement completed.
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Charity Number 525048
## **Hartington Village Hall Independent examiner's report on the accounts For the year ending 31st August 2021**
I report to the trustees on my examination of the accounts of the above charity ("the Trust") for the year ended 31st August 2021.
As the charity trustees of the Trust, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 ("the Act")
I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination which gives me cause to believe that in, an material respect:
accounting records were not kept in accordance with section 130 of the Act or
the accounts do not accord with the accounting records
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached.
**Sarah Lovatt BFP ACA MAAT 1a Sandringham Drive Spondon Derby DE21 7QL**
**21 April 2022**