COLWICH AND LITTLE HAYWOOD VILLAGE HALL
CHAIRMAN’S REPORT 2021 AGM
4[th] November2021 2021
(Please note. This report is written as of original AGM date in July 2021 which was postponed because of Covid.)
Covid restrictions had a major impact on use of the hall throughout the year. The hall was closed for the first 3 months and the last 3 months of the year.
The reduced income and increased spending on PPE equipment was more than offset by the Local Government Grants given to all village halls. We received circa £20k in the 20/21 financial year. A further £8k has been received in the 21/22 financial year.
The serious water leak at the rear of the hall was repaired at a cost of £2.3k. Lengthy discussion with our insurance company yielded a payment of £6k to cover repairs and payments for excess water usage. Well done Aviva.
We took the opportunity to carry out the total refurbishment of the three sets of toilets during the enforced closure. The work was carried out to a high specification with the inclusion of hot water facilities in all toilets.
Originally the toilets were fed from a remote boiler in the kitchen which had to be switched on manually. The cost was met partially from a grant from the National lottery (£9k). total cost was circa £23k
The grant of £3000 received from the Parish Council in the previous financial year to the cost of the tarmac repairs at the gate included a contribution to work on the paving slabs at the front of the hall. The paving work has not yet been carried out.
As I hope the Treasurer will confirm, we are in a good financial position.
Outstanding payments for the refurbishment appear in the next financial year. Interest rates are very low but after some research the treasurer found a deposit account giving a slightly better interest rate and we transferred our savings. The inflation rate erosion of our savings prompted expenditure on projects, such as toilet refurbishment, that givelong term advantage to the hall users.
Looking ahead to the 21/22 financial year, bookings have returned to pre covid levels and additional regular bookings have been made. In fact, it has been difficult to find an available evening slot for this AGM. We are taking advantage of a holiday cancellation.
Work on upgrading the hall will continue in the next financial year. New chairs, with some padding, are needed to replace the ones donated by The Memorial Hall some time ago. The upgrade of the paving around the hall is now an urgent matter with broken slabs etc creating potential trip hazards.
On a matter of health and safety there was an incident at the hall during the refurbishing work on the toilets. The contractor had placed a door against the wall outside the hall entrance awaiting transfer to the skip and a gust of wind blew it over onto the leg of a woman who was doing exercises near the steps at the front of the hall. The incident was recorded in the accident book and subsequent action was handled by the contractor. Our CCTV cameras recorded the event and proved very useful in the discussions that followed.
This incident highlights how important it is that we review our procedures, and regularly check the hall and grounds for current and potential risks to people using the hall and surrounding areas.
Our funding position is helped by the fact that a lot of basic maintenance is carried out by our working party that meets twice per week to keep the Hall running
smoothly. My thanks to all involved including our cleaner Tracey. The grounds of the hall have never looked better. The colourful plants at the front of the hall are much admired. Thank you Keith and Bob.
The Colwich in Bloom garden area at the entrance to the hall is maturing nicely.
We have had trouble with our website over the last 12 months. It works well and the calendar is up to date, but I have been unable to update any other details. A new supplier has taken over the application and I should be able to maintain the site in the near future.
I express my thanks to all members of the committee for your help and support over the last year. Our treasurer Michael Simmonds has improved our accounting procedures and most invoices, receipts, and payments are now computerised.
Same annual comment regarding recruitment of committee members. Like all organisations such as ours we have a problem attracting new committee members. Perhaps this will only happen when the situation reaches a crisis point and the hall can no longer operate safely. However, this year we do have an application to join from Angela Hardwick. Angela set up and maintains the garden at the entrance to the hall and does much work around the villages.
Our hall is financially sound, high quality, well equipped, and well used. It is a credit to everyone involved.
Colin Birchenough Committee Chairman 04/11//2021
Colwich Little Haywood Vill38e Hall: Statement of Annual Accounts Year 2020.2021 ANNUAL ACCOUNT INCOME RECEIPTS Grants Net Transfer from De DonatlOn5 2020121 £20,770.00 £733.91 £120.75 £6,107.53 2019r20 £ 12,300.CN) sit account includin Insurance claim Tradin Activitie5 chiT e5 for Hall Investment Intome Sund Income £1,493.DO £ 18,860.11 65.31 3.45 £4.61 TOTAL RECEIPTS £29,229.80 £ 31 228.87 DIREU CHARITA8LE EXPENDITURE Malntenance and heatin É3,625.06 £921.41 £2,370.63 £ 3 931.50 1 771.75 1,588.73 £ 3,140.18 519,49 Wèter rnents to caretakers Insurance Cleanin Refurbishment £564.94 £2 55D.32 £11375.00 n5e5 Furnitureleoui ment £480.00 315.92 Other ex endlturo tele hone ststione Hire refund5 Sund Ex Fees Iran$fer from et TOTAL PAYMENTS osta E3.10 E672.00 £315.62 E471.56 £ 2,953,25 109.86 331.94 665.00 nses cash £23.349.64 £ 15 327.62 Net rece tLsrent ActOUAt Cash & bank balances ear £5,880.16 £ 15,901.25 enin £28 447.01 £11946.07 Cash & bank balances closin £34,327.17 £ 28,447.01 STATEMENT OF ASSETS AS AT 31 MARCH 2021 Redwood Bank DEPOSIT ACCOUNT LLOYDS CURRENT ACCOUNT CASH IN HAND Él0,0.00 E34,299.91 £27.26 È44 327.17 £ 10 721,28 £ 28,416.65 30.36 £39 168.29 Cornments and Signatures l. I have examlned the accounts lor Colwich and Little Haywood Villa8e Hall No matters have come to my attention which should be Teferred to in the accounts Slgned.. (Auditorl 2. Chairman.. Colin Blrchenough 3. Tre05urer.' Michael &mrnonds We agree these are a true roTtt of the financial position for 2020-2021
2020-2021 Treasurer’s Report
Despite a truly extraordinary year due to the challenges of the pandemic, a healthy financial balance has been maintained and the enforced closure of the hall provided the opportunity to undertake a major refurbishment of the toilet facilities. The latter entirely thanks to the drive and efforts of Chairman Colin who initiated and project managed the whole development.
Reserves were boosted by £20,770 in Government Covid support grants, which helped offset a 95% reduction in hire income compared to the previous year.
A marked improvement in the returns on investment of our deposit account has also been gained by transferring reserves to Redwood Bank.
Income
Closure of the hall for the majority of the year resulted in a net income of just £821. The Government Covid Support grants proved a very welcome lifeline, and were boosted by a further successful £6,107 insurance claim to cover the costs of a longstanding mains water leak that has since been repaired.
Expenditure
Overall expenditure was higher than the previous year due to a 50% part payment of the toilet refurbishment that has carried over into the current year and now completed. Water charges remained high because of the problematic leak adding to the overall costs. Despite this our total reserves increased for the year by £5,158, which has placed us in a strong financial position to deal with the depleted income of a likely slow return of users to the hall.
Attention now needs focus on encouraging the return of users to the hall, and it is pleasing to already see positive signs of recovery.
Again, thanks are expressed to Graham Williams who kindly agreed to audit the accounts for a further year.
Michael Simmonds
Treasurer