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WESTBURY-ON-TRYM VILLAGE HALL

Annual Report for the year to 30th June 2008

The Westbury-on-Trym Village Hall, Eastfield Road, Westbury-on-Trym,


Bristol is constituted by Deed of Trust and is registered with the
Charity Commissioners (Reg Charity No. 202781).

The Charity is administered by a Management Committee and the


following served as members during the year ended 30th June 2008.

Mrs Gill Wilmott (Chair)


Mrs Diana Hawley (Minutes Secretary)
Mr Kenneth Bartlett (resigned Oct 2007)Treasurer
Mrs Sarah Waldron (appointed Oct 2007)Treasurer)
Mrs Lizzy Betts
Mr Bob Cornish
Mr Walter Finley
Mrs Lucy Penn
Mrs Kate Minto
Mrs Barbara Venn
Mrs Cate Withers (co-opted June 2007)
Mr Henry Deval (co-opted October 2007)
The Committee when complete consists of 21 members. Members serve for
three years but may be re-elected at the AGM which is held in
October. The Committee normally meets at the Hall on the last Tuesday
evening of each month except August and December.

Objects, Organisation and Activities

The object of the Charity is to provide and maintain a village hall


for the use of the inhabitants of Westbury-on-Trym and surrounds for
recreational and leisure purposes. The Management Committee aims to
provide first class hall facilities at an affordable cost to the
local community. The charity has no employees and depends on the
continuing help of local volunteers.

The hall is available for hire by any individual or organisation in


accordance with the standard hiring agreement and scale of charges
adopted for the year. It is intended that the scale of charges be
sufficient together with the associated bar profit to generate enough
income to meet all expenditure incurred in providing and improving
the Hall and maintain a reserve of accumulated funds which will
enable them to properly maintain and operate the Hall. This reserve
will also provide resources to meet exceptional costs and/or running
expenses should unforeseen circumstances arise to interrupt normal
fund raising activities. The trustees intend that the reserve will be
at least £30,000 and will not in normal circumstances exceed £50,000.
Improvements are also funded by events arranged by supporters of the
hall, and from income from donations, dividends and interest.
WESTBURY-ON-TRYM VILLAGE HALL

Annual Report for the year to 30th June 2008

The risk of having insufficient trustees to manage the Hall reported


last year has been reduced by a significant effort to recruit new
ones. Four were co-opted during the year and are standing for
election at the AGM in October.

Review of progress and achievements

Income overall was more than last year. Income from the hire of the
Hall by regular users increased again to a record level. There was
also an increase in income from the hire of the Hall by the public.
The programme of events organised on behalf of the Hall has
maintained the usual high standard of entertainment for the community
but there were fewer of them and funds raised for the Hall decreased.
Of particular note is the record raised by Dance Nights. Thanks to
all of the team, who are now retiring.

The cost of running the hall ie excluding renovations, was more or


less the same as last year. Expenditure on renovations and
maintenance was significantly higher because of the significant works
undertaken on the kitchen although the costs of this have been met
from the Reserves.

Finances

The attached statements show the financial position of the hall at


30th June 2008 which the Committee considers to be sound. All of the
income was spent on operating and improving the hall compared to 70%
last year. Net current assets increased by £1,147 (£8,815 in 2007).
The value of our investments in the COIF Charities Income fund
decreased by £2,530 (£3,198 increase in 2007) in line with the fall
in stock markets generally.

Mrs Gill Wilmott, Chairman

for and on behalf of the Management Committee


WESTBURY-ON-TRYM VILLAGE HALL

Independent Examiner’s report to the Management Committee of the


Westbury-on-Trym Village Hall (Reg Charity No 202781)

I report on the accounts of the charity for the year ended 30 June
2008 which are set out on pages 1 to 7.

Respective responsibilities of trustees and examiner

The charity’s trustees are responsible for the preparation of the


accounts. The charity’s trustees consider that an audit is not
required for this year (under section 43(2) of the Charities Act 1993
(the 1993 Act) and that an independent examination is needed.

It is my responsibility to examine the accounts (under section


43(3)(a) of the 1993 Act); to follow the procedures laid down in the
General Directions given by the Charity Commissioners (under section
43(7)(b) of the 1993 Act); and to state whether particular matters
have come to my attention.

Basis of independent examiner’s report

My examination was carried out in accordance with the General


Directions given by the Charity Commissioners. An examination
includes a review of the accounting records kept by the charity and a
comparison of the accounts presented with those records. It also
includes consideration of any unusual items or disclosures in the
accounts, and seeking explanations from you as trustees concerning
any such matters. The procedures undertaken do not provide all the
evidence that would be required in an audit, and consequently I do
not express an audit opinion on the view given by the accounts.

Independent examiner’s statement

I have examined the charity’s accounts together with all records and
vouchers and, in my opinion, the accounts are drawn up correctly in
accordance therewith. Any explanations required have been answered to
my satisfaction.

NIGEL D SARA
12 Paulton Drive
Bishopston
Bristol BS7 8JJ
WESTBURY-ON-TRYM VILLAGE HALL

Statement of Financial Activities for the Year to 30th June 2008

Unrestricted Endowment Total 2007


Notes Funds £ Fund £ £ £
Income:
Hire charges 21,580 - 21,580 16,648
Bar profit 5 6,647 - 6,647 8,855
Fund raising & events 7 4,190 - 4,190 4,012
Donations 6 294 - 294 591
Dividends 974 - 974 906
Deposit interest 2,538 - 2,538 1,999
------ ------ ------ ------
Total income 36,223 - 36,223 33,011
------ ------ ------ ------
Direct Charitable Expenditure:
Provision of Village Hall
Gas 2,449 - 2,449 1,432
Electricity 1,622 - 1,622 1,319
Payphone 369 - 369 196
Refuse Collection 1,039 - 1,039 856
Water & Drainage Rates 821 - 821 2,025
less: refund - - - (1,245)
General Rates 629 - 629 615
Maintenance & Garden 9 9,443 - 9,443 2,332
Renovations 8 - - - 6,343
Cleaning 7,601 - 7,601 6,004
Insurance premiums 2,639 - 2,639 2,679
Depreciation 3 4,299 - 4,299 693
------ ------ ------ ------

30,911- 30,911 23,249


------ ------ ----- ------
Other Expenditure:
Gratuities etc 327 - 327 73
Stationery, postage, telephone 479 - 479 451
Newsletters & Programme Cards 177 - 177 171
Publicity - - - 866
Sundries 652 - 652 -
------ ------ ------ ------
1,635 - 1,635 1,561
------ ------ ------ ------
Total Expenditure 32,546 - 32,546 24,810
------ ------ ------ ------

Net Income for the year 3,677 - 3,677 8,201

Unrealised (loss)/gain in value


of COIF Income Funds (note 4) (1,669) (861) (2,530)
3,198

Balances brought forward 53,912 20,088 74,000 62,601


------ ------ ------- ------
Balances carried forward £55,920 £19,227 £75,147 £74,000
------ ------ ------- ------
1
WESTBURY-ON-TRYM VILLAGE HALL

Balance Sheet as at 30th June 2008

Notes 2008 2007


£ £ £
Fixed Assets 2
Tangible Fixed assets 3 12,897 2,079
Investments: 4
Endowment Fund 18,419 20,088
Contingency Fund 9,505 10,366
------- -------
40,821 32,533
-------
Current Assets
Debtors & prepayments 10 4,570 3,734
Stocks 2,284 1,797
Cash at bank & in hand 3,001 3,341
COIF deposit accounts 38,576 46,038
------ ------

48,431 54,910
Current Liabilities
Creditors & accruals 11 (6,105) (4,443)
St Stephens loan (8,000) (9,000)
------ ------

Net current assets 34,326 41,467


------- ------
Net assets £75,147 £74,000
------- ------
represented by

FUNDS

Capital Funds:
Endowment fund 19,227 20,088

Income Funds:

Unrestricted
Accumulated surplus 55,920 53,912
------- --------
£75,147 £74,000
------- -------

Notes 1 to 12 form part of these accounts

Approved by the Management Committee on ……………………….

G.Wilmott, Chairman. S Waldron, Treasurer


2
WESTBURY-ON-TRYM VILLAGE HALL

Notes to the Accounts for the Year to 30th June 2008

1. Accounting policies

General
These accounts have been prepared under the historic cost
convention and in accordance with applicable accounting
standards and the Statement of Recommended Practice on
Accounting by Charities.

Depreciation
Depreciation is provided on the hall equipment and furniture at
25% per annum (reducing balance basis) based on the estimated
useful life and anticipated residual value.

2. Fixed Assets
(a) The Land and Buildings of the Westbury-on-Trym Village Hall
were vested in the Official Custodian for Charities by an order
dated 1st August 1902. At 30th June 2005 the Buildings were
insured for a sum of £876,165. The sum insured is index linked
and excludes VAT.

(b) The Trustees of St Stephens and St James Trust have advanced


the sum of £10,000 to the Hall Trustees secured by a legal
charge on the property. The loan is interest free and is
repayable in ten equal annual payments commencing 1st June 2007.

(c) The original endowment of the hall is now held in the form
of COIF Income shares and has been taken into the accounts at
market value (see note 4).

(d) £10,000 was invested in COIF Income shares in 2000 to create


a contingency fund which has also been taken into the accounts
at market value (see note 4).

3. Tangible Fixed Assets


Equipment
Original Cost at
1st July 2007 33,573
Additions in Year 15,117
(see note (b) below) ------
Original Cost at 48,690
30th June 2008 ======
Aggregate Depreciation
to 1st July 2007 31,494
Charges for the Year 4,299
Aggregate Depreciation ------
at 30th June 2008 35,793
======
Net Book Value at ======
30th June 2008 12,897
======

WESTBURY-ON-TRYM VILLAGE HALL

Notes to the Accounts for the Year to 30th June 2008


Note 3 (contd)

(a) Following the principle that improvements to the Hall


buildings and fixtures have no separate value apart from the
Land and Buildings vested in the Official Custodian for
Charities, expenditure on the refurbishments and renewals listed
in note 8 has been written off against current income.

(b) Expenditure on new equipment during the year comprised work


done to improve the kitchen.

4. Fixed Asset Investments

Contingency Endowment
Fund Fund
COIF Income shares:
Market value at 1st July 2007 10,366 20,088
Additions/disposals during year - -
Net unrealised gains (losses) (861) (1,669)

Market value at ------ ------


30th June 2008 £9,505 £18,419
====== ======
Historic cost at
30th June 2008 £10,000 £1,854
====== ======

5. Bar Account

2008 2007
£ £
Sales:
Direct 16,315 18,383
Corkage 912 1,306
------ ------
17,227 19,689

Costs of Sales:
Stock at 1.7.07 1,797 1,639
Purchases 10,672 10,667
------ ------
12,469 12,306
Stock at 30.6.08 (2,284) (1,797)
------ ------
10,185 10,509
----- -----
Gross Profit: 7,042 9,180
% profit on direct sales 40.88% 42.83%

WESTBURY-ON-TRYM VILLAGE HALL

Notes to the Accounts for the Year to 30th June 2008

Bar Account (contd) 2008 2007


£ £
Gross Profit bfwd 7,079 9,180
Bar Expenses:
Bar Extensions (50) (56)
Licences (201) (180)
Sundries (144) (89)
(395) (325)
------ ------
Bar Profit for £6,684 £8,855
the year ====== ======

6. Donations
2008 2007
£ £
Mrs Pennington (appeal flyer) - 200
WOT Townswomens Guild 100 100
Alice Jewell bequest - 100
R Mills 100 -
Eastfield Caterers - 58
W & H S Long 5 5
Bar Gratuities Bottle 37 42
Anon 12 86
Other 40 -

------ ----
£294 £591
------ ----

7. Fundraising and Events organised on behalf of the Management


Committee

2008 2007
£ £
Race Night 319 -
Toast the Tree (58) (54)
Dance Nights 831 1,151
Flower Show 880 795
Victorian Evening 90 87
Big Band Night -593
Tea Dance 130 178
St George’s /Patrick’s party 556 242
Xmas Entertainment 715 600
Quiz Evening 428 452
In Trustful Hope 4 4
Jazz Nite 295 -
------ ------
£4,190 £4,012
------ ------

WESTBURY-ON-TRYM VILLAGE HALL

Notes to the Accounts for the Year to 30th June 2008

8. Renovations and Renewals


2008 2007
£ £
Jubilee Accessibility Project:
- Toilets for Disabled - 1,245
- Boiler House path - 206
- Ladies Toilet - 88
Main Hall Blinds - 1,892
Tree & Shrub pruning - 1,105
Hall Roof & Ceiling - 1,224
New Piano - 563
Stage extension - 20
Kitchen improvements - capitalised 15,117 -
------ ------
£15,117 £6,
------ ------

9. Maintenance, Housekeeping & Garden


2008 2007
£ £
Piano Tuning & Repairs 35 35
Fire Precautions & Safety 476
61
Security 524 230
Health and Safety 38 -
Kitchen Supplies & Replacements 261 261
Electrical Repairs & Maintenance 303 612
Gas Repairs & Maintenance 295
166
Garden 269 244
General Maintenance 496 723
Other maintenance & Refurbishment 6,746 -
------ ------
£9,443 £2,332
------ ------

10. Debtors and Prepayments falling due within one year

` 2008 2007
£ £
Debtors (hire, bar) 3,615 2,562
Other Debtors 0 239
Prepayments and accrued income 955 933
------ ------
£4,570 £3,734
------ ------

WESTBURY-ON-TRYM VILLAGE HALL

Notes to the Accounts for the Year to 30th June 2008

11. Creditors and Accruals falling due within one year

2008 2007
£ £
Creditors (hire, bar) 3,670
2,640
Other creditors 1,650 1,670
Accruals and deferred income 785 133
------ ------
£6,105 £4,443
------ ------

12. Trustees' expenses etc

A total of £499 (£451 in 2007) was reimbursed to members of the


Management Committee in the year for costs incurred for copying,
postage, stationery, telephone etc and also expenses incurred in
managing the bar. No members of the Management Committee nor any
person connected with them has received or is due to receive any
remuneration for the year directly or indirectly from the funds of
the charity.

7
WESTBURY-ON-TRYM VILLAGE HALL

Statement of Financial Activities for the Year to 30th June 2008

Unrestricted Endowment Total 2007


Funds £ Fund £ £ £
Income:
Hire charges 21,580 - 21,580 16,648
Bar profit 6,647 - 6,647 8,885
Fund raising & events 4,190 - 4,190 4,012
Donations 294 - 294 591
Dividends 974 - 974 906
Deposit interest 2,538 - 2,538 1,999
------ ------ ------ ------
Total income 36,223 - 36,223 33,011
------ ------ ------ ------
Direct Charitable Expenditure:
Provision of Village Hall
Gas 2,449 - 2,449 1,432
Electricity 1,622 - 1,622 1,319
Payphone 369 - 369 196
Refuse Collection 1,039 - 1,039 856
Water & Drainage Rates 821 - 821
780
General Rates 629 - 629 615
Maintenance & Garden 9,443 - 9,443 2,332
Renovations - - - 6,343
Cleaning 7,601 - 7,601 6,004
Insurance premiums 2,639 - 2,639 2,679
Depreciation 4,299 - 4,299 693
------ ------ ------ ------

30,911 - 30,911 23,249


------ ------ ----- ------
Other Expenditure:
Gratuities etc 327 - 327 73
Stationery, postage, telephone 479 - 479 451
Newsletters & Programme Cards 177 - 177 171
Publicity - - - 866
Sundries 652 - 652 -
------ ------ ------ ------
1,635 - 1,635 1,561
------ ------ ------ ------
Total Expenditure 32,546 - 32,546 24,810
------ ------ ------ ------

Net Income for the year 3,677 - 3,677 8,201

Unrealised(loss)/ gain in value


of COIF Income Fund (861) (1,669) (2,530)
3,198

Balances brought forward 53,912 20,018 74,000 62,601


------ ------ ------- ------
Balances carried forward £56,130 £18,419 £74,549 £74,000
------ ------ ------- ------
WESTBURY-ON-TRYM VILLAGE HALL

Balance Sheet as at 30th June 2008

2008 2007
£ £ £
Fixed Assets
Tangible Fixed assets 12,897 2,079
Investments:
Endowment Fund 18,419 20,088
Contingency Fund 9,505 10,366
------- -------
40,821 32,533
-------
Current Assets
Debtors & prepayments 4,570 3,734
Stocks 2,284 1,797
Cash at bank & in hand 3,001 3,341
COIF deposit accounts 38,576 46,038
------ ------

48,431 54,467
Current Liabilities
Creditors & accruals (5,805) (4,443)
St Stephens loan (8,000) (9,000)
------ ------

Net current assets 34,326 41,467


------- ------
Net assets £75,147 £74,000
------- ------
represented by

FUNDS

Capital Funds:
Endowment fund 19,227 20,088

Income Funds:

Unrestricted
Accumulated surplus 55,920 53,912
------- --------
£75,147 £74,000
------- -------

Approved by the Management Committee on…………………….


G. Wilmott, Chairman. S Waldron, Treasurer
Treasurer’s Report for AGM October 2008

The Statement of Financial Activities for the Year to 30th June 2008
shows the state of the Hall finances which the Committee consider to
be sound.

- income was £3,200 more than last year. Total income from hirers
increased by 30%. Income from the hire of the hall by the public
increased and this trend is set to continue. Income from regular
users increased for the third time to its highest level in recent
years. Income from events including Dance Nights increased once again
– this source of income is vital to our ability to continue to run
the Hall, and also enables very many members of our community to
appreciate the beauty of the Hall. As usual we take this opportunity
to express our sincere gratitude to all who give their time so freely
to run these events.

- expenditure on running the hall was virtually the same as last


year, except we felt the pinch of escalating fuel costs. During the
year the hall floor was varnished, the ladies toilets received a
makeover, we have undertaken a Fire Safety review and major work was
undertaken to ensure that the kitchen is fully compliant with new
Health & Safety Laws. It is only as a direct result of the marvellous
stewardship undertaken by Trustees in the past that we have been able
to afford to undertake this work. We have also purchased a noise
limiter as part of our work to ensure that noise from functions stays
below levels set by the Environmentl Health Department.

- there was a surplus for the year of £3,700 which was used to top up
our savings which were drawn on for the kitchen works. The value of
our investments fell by £2,000 which was in line with the poor
performance in the stockmarket generally.

The Balance Sheet shows the value of our investments and our current
assets and liabilities. The second instalment was paid of the
repayment of the interest free loan of £10,000 repayable over 10
years given by the St Stephens and St James Charity to help with the
cost of the toilet refurbishment. We are currently making changes to
the fire safety system of the Hall to ensure that it is fully
compliant with current legislation. The costs of this are likely to
be met out of the monies in our Deposit Account.Once again, we are
only able to do this because of the prudence shown by previous
Trustees.

There are 5 pages of notes to the accounts and they will be available
after the meeting if anyone would like to see them.

SJW/24.09.08
Bar Report for AGM October 2008

There were 65 bars in the year and the bar takings were £16,315. This
compares with £18,383 from 63 bars last year and £14,065 from 60 bars
the year before. The net income to the hall was £6,647.

These bare facts and figures do not adequately reflect the time and
effort given by our team of volunteers in organising and running the
bar. There are several weeks when there are two or more bars. The bar
rota is organised by Patrick Carroll and there are...54 volunteers.
We are extremely grateful to them all. We are also extremely grateful
to Mike Potter for taking on the task of managing the bar for a
second year. We also thank Ann for her patience and forbearance.

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