Trustees Annual Report for 2013FINAL - New Victory Hallvictoryhall.info › ... › 2017 › ...2013for-websiteFINAL-.pdf · TheNew$Victory$Hall$ Neatishead$ Norfolk$ NR12$8AD$ $$$email:[email protected]

The New Victory Hall Neatishead

Norfolk NR12 8AD

email: [email protected]

Page 1 of 15 Registered Charity No. 225178

NEW VICTORY HALL TRUSTEES’ ANNUAL REPORT FOR 2013


Norfolk NR12 8AD



CONTENTS

SECTION PAGE

Reference and Administrative Details 3

Trustees Who Served in 2013 3

Constitution 3

Appointment of Trustees 4

Management Structure 4

Charity Objectives 4

Activities and Public Benefit 5

Financial Summary 6

Financial Policies and Controls 6

Financial Summary for 2013 7

Sources of hire income 9

Fund raising income and donations 10

Premises Management 11

Bookings System and User Numbers 12

Energy Usage and Monitoring 13

Achievements in 2013 14

Plans for 2014 15


Norfolk NR12 8AD



Reference and Administrative Details

Charity Name New Victory Hall

Charity Registration Number 225178

Charity Address Street Hill, Neatishead, Norfolk, NR12 8AD

Correspondence address Chairman, c/o Willow Green, Hall Road, Barton Turf,

NR12 8 AR.

Trustees who served in 2013 Dean, Doreen (Chair) (Bookings Secretary and WI representative)

Hughes, Robert (Elected Trustee)

Kendrick, Vincent (Elected Trustee) (NABS representative)

Lamb, Susan (Barton Turf and Irstead Parish Council Representative)

McFadyen, Ian (Elected Trustee) (Vice Chair)

McGill, Hugh (Elected Trustee)

McGill, Jude (Co-‐opted Trustee)

Newcombe, Dolly (Friends and Neighbours Representative and Events co-‐ordinator)

Pell, Cheryl (W.I.S.E. Representative)

Pritchard, Gareth (Neatishead Parish Council Representative) (Treasurer)

Tipler, Malcolm Neatishead Community Gym Representative)

Chris, Walls (Gardening Club Representative)

The Trustees are grateful to Monica Riley who, although not a Trustee, has provided very able support throughout 2013 as the Minutes Secretary.

Constitution

The governing document for the New Victory Hall can be found on the website at: http://www.victoryhall.info/downloads/Constitution3.pdf. The name of the charity has been formally changed by the Trustees to ‘New Victory Hall’.


Norfolk NR12 8AD



Appointment of Trustees

The number of Trustees is capped at 15, up to five of whom are elected annually by the community at the Annual General Meeting. Up to eight Trustees may be appointed by the main user groups and parish councils to act as their representatives and a further two Trustees may be co-‐opted. The Trustees elect from their number a chairman and appoint a secretary. Decisions are taken by majority vote.

The following groups provided Trustees during 2013:

Barton Turf and Irstead Parish Council

Friends and Neighbours

Gardening Club

NABS

Neatishead Community Gym

Neatishead Parish Council

WI

WISE

Management Structure

Events and Premises Management are run by committees, which operate to a written remit approved by the Trustees. In April 2013, a new committee was set up to run Village Screen Cinema. Other key roles (Chair, Treasurer, Bookings, IT) are filled by individual Trustees, who operate according to their specific Roles and Responsibility statements. The hall is managed in accordance with a number of policy documents (including Health and Safety, Child Protection, Computer Use, Environmental Policy). All policy documents are available on the website. Roles, Responsibilities and Policies are reviewed and updated annually by Trustees.

Charity Objectives

The New Victory Hall is used for social, recreational, educational and leisure purposes. It is managed by Trustees who are responsible for maintaining and operating the building in a manner that benefits and improves the quality of life for all the local community without distinction of political, religious or other opinions, including use for:

(a) meetings, lectures and classes, and

(b) other forms of recreation and leisure-‐time occupation


Norfolk NR12 8AD



Activities and Public Benefit

The Trustees are satisfied that the New Victory Hall complies with the Charity Commission’s guidance on providing ‘public benefit’ in accordance with our Charity Objectives. In 2013, the hall was used by a wide cross-‐section of local and outside user-‐groups and individuals for a range of different activities, including:

Trustees try to ensure that the hall continues to be available for use by as wide a cross-‐section of the community as possible and that hire charges remain affordable for local users. This is achieved partly by trying to maximise the use of the hall and partly by marketing the hall at more ‘commercial’ rates to outside organisations.

Computer club Elections Parish Council meetings Farmers Market Friends & Neighbours Club Bowls Club Bridge Club Broad Beat Choir Gardening Club Heritage Group Knit and Stitch group Neatishead Community Gym NABS / Junior Drama Broadland School of Dance Pilates Village Screen Cinema Wherry Band /Junior Wherry Band Womens Institute Yoga Youth Club Zumba Childrens Parties Weddings and Private functions Corporate / NGO hirers Church hire


Norfolk NR12 8AD



Financial Controls / Policies

Treasurer Roles and Responsibilities The Treasurer has a defined set of Roles and Responsibilities that are reviewed each year by the Trustees. The Treasurer receives no allowances or increment for performance of the duties. Cheque signatories All cheques and mandates require two signatories for payments. The signatories are chosen by the Trustees and include the Chairman, Treasurer, Booking Secretary and Events Co-‐ordinator. Depreciation Policy The Trust sets aside an allowance each month to cover the future cost of equipment replacement and building repairs. For 2013 this amounted to £3,300 and a similar sum will be set aside in 2014. Reserves The Trustees have agreed that the Charity should maintain a level of reserves of at least £3,000, which is equivalent to one loan repayment plus one month’s average operating costs. Sums above this level are available to further the Trust objectives during 2014. At the end of 2013 total surplus was £10,285. Deposits The Trust’s reserves and funds awaiting disbursement are held on an instant access business deposit account at Barclays Bank. Cash handling All payments are made by cheque or direct debit. Cash is received from donations, hire income and fund raising and is banked immediately. The trust does not operate a petty cash system. Accounts Examiner The Annual Accounts are examined by an independent and qualified person in accordance with the Charities Act 2011 and the Charities Regulations 2008. A report is prepared which is attached to the accounts.


Norfolk NR12 8AD



Financial Summary for 2013 The New Victory Hall made an appropriate operating surplus in 2013 and this will be put into a fund to cover future replacement, maintenance and repair costs. Hire income matched 2012 levels after allowing for the late payment of some hire invoices and fund-‐raising income was slightly up on the previous year due to the addition of the Village Screen Cinema – a fantastic effort by the Events and Cinema Teams. Detailed information relating to the 2013 accounts is available separately but the main numbers are summarised below.

SUMMARY 2013 2012 Opening balance 12,566 7,064 Income 34,903 38,482 Expenditure 37,184 32,980 Closing Balance 10,285 12,566

The hall is financially sound and adequate funds are being generated to ensure that the building, fixtures and furnishings can be properly maintained into the future. During the year the Trustees agreed £6124 of expenditure to upgrade the audio visual system and £2880 on lime washing which was in addition to the budget for minor repairs and maintenance of the hall. Repairs and Maintenance included repairs to external render (£998), various door closers (£514), repairs to chairs (£520) as well as an irrigation system to sedum roof and some kitchen equipment replacements. We continued to make quarterly repayments to ACRE (Action for Communities in Rural England) and at the end of 2013 the loan amount stood at £5252. The loan will be repaid in full by late 2014. In 2012, Trustees agreed to increase hall hire charges by 5%, applicable from 1 January 2013, to ensure that the building remains financially sustainable in the long term. A review of other similar facilities in our area indicates that our charges are still very reasonable, especially the concession rate to local groups. The hire fees are currently fixed until the end of 2014 and Trustees will review the 2015 charges in summer 2014.


Norfolk NR12 8AD



INCOME 2013 2012

Hire Income 17,489 20,840

Fund Raising 9,208 10,507

Cinema In Neatishead 1,925 -‐

Donations 2,729 800

Gift Aid Recovery 1,169 4,472

Feed In Tariff Payment 502 147

Interest 18 2

200 Club 1,863 1,714

Total Income 34,903 38,482

EXPENDITURE 2013 2012

Cleaning and waste disp. 3,938 4,071

Electricity, phone & internet 2,287 2,458

Insurance 2,699 2,633

Licenses 716 812

Printing And Stationery 354 402

Audio visual upgrade 6,124 -‐

Rendering/limewash 2,880 -‐

Solar panels -‐ 6,500

Repairs & Maintenance 5,830 7,044

Council & Water rates 1,073 1,042

Loans repaid 4,998 4,998

Loan interest 255 255

Bank Charges & acct fees 200 17

200 Club Expenses 710 925

Donations 100 125

Cinema expenses 1,504 -‐

Fund Raising Expenses 3,068 1,698

Grounds Maintenance 448 -‐

Total Expenses 37,184 32,980


Norfolk NR12 8AD



Sources of Hire Income

The graph below shows a good balance across a wide range of user groups and individual hire

bookings.

The hall aims to be ‘a place for all’ in our community and Trustees hope the range of activities

adequately reflects the needs and aspirations of those who wish to come together to spend some of

their social, educational and recreational time at their Village Hall.


Norfolk NR12 8AD



Fund Raising Income and Donations

During 2013 there was, on average, one fund raising event each month organised by the Events Committee raising £9208 (or £6140 after expenses). The Village Screen Cinema Committee was a welcome addition to fundraising. The 200 Club raised a net £1153 after prizes. The Xmas Fair raised £1806 (net), surpassing last year’s record and the sale of tea, coffee and bacon rolls at the monthly Farmers’ Market again raised nearly £1,000 after expenses. The monthly market continues to be a popular social event where many of us meet to catch up with local friends. The Trustees are very grateful to all those who assist with organising these, particularly the Events Committee. Not only are the events very enjoyable but they help maintain community spirit and cohesion and, also, contribute significantly to the hall’s finances, enabling us to comfortably meet our loan repayments to ACRE. Private donations, in cash and in kind, form an important part of the hall finances. Most amounts donated in 2013 were for specific purposes (i.e. sound system and a garden bench) but an unrestricted donation upgraded signage and low level lighting. Gift Aid reclaimed from 2012 amounted to a valuable £1169. The Trustees are very grateful to all the donors, including 200 club sponsors who contributed to the hall in any way during 2013.


Norfolk NR12 8AD



Premises Management 2013 was used by the Premises Group to focus on planning how to ensure the premises would be kept in a good state of repair for the future given that the building is eco-‐friendly in design and construction somewhat unconventional. The increase in bookings was also noticed to be adding wear and tear to the building which needed careful planning if the quality in the standards of environment and equipment offered to hirers was to be sustained or improved. The Group have set up a detailed Maintenance and Development Plan (known as MAD document) to schedule repairs and renewals for all parts of the building and equipment which links, via the Treasurer, into the budget planning process. In 2013 repairs were organised to deal with cracks to the external render as well as lime washing to add another coat of protection, repairs to chairs, an irrigation system was set up for the sedum roof and several door closures were fitted. Store 5 was, as converted from a children’s cloakroom to a store to accommodate the increasing range of gym equipment needed by the successful Community Gym. Our cleaners, both paid and unpaid, continued to perform admirably. Grounds maintenance was carried out by a combination of professional (grass cutting) and unpaid help (tidying flowerbeds and borders) and we are very grateful to the Gardening Club and others who assisted with this on a voluntary basis. Work to replace and upgrade part of the audio visual system to make it much more user friendly and reliable was completed in 2013. The new system has solved the problems of unreliability, is much more user friendly, more robust and gives a more balanced level of sound which has been welcomed by users especially the Drama Group and the Village Screen Cinema who rely on it so much. Almost all the tasks and issues associated with the physical operation of the hall were handled cheerfully and willingly by a small group of dedicated volunteers who, often unnoticed, have given generously of their time and expertise. The hall quite simply couldn’t function without them, so thank you to everyone who has played a part in helping keep the hall running so smoothly.


Norfolk NR12 8AD



Bookings System and User Numbers It is estimated that almost 31,000 visits were made to the hall in 2013, an increase of about 5.6% (almost 1600 more visits) on 2012, which shows the hall continues to attract new users and is retaining its popularity at the heart of our community. The demand for the hall is such that the role of ‘Bookings Secretary’ in 2013 had the new challenge of how to fit in the many requests received but the good news is that space has been found alongside all the established activities for new groups such as Zumba, Village Screen Cinema and lip reading classes as well as the hall providing a venue for many celebrations and parties.


Norfolk NR12 8AD



Energy Usage and Monitoring

We market our hall as ‘eco-‐friendly’ and we therefore monitor our energy usage. We are pleased to see yet another reduction in energy consumption which is due to the installation of solar panels in 2012. The panels have generated about 2287 KWh since their installation in August 2012 bringing in a payment of £502 from the Feed In Tariff in 2013. This together with a saving of £220 in electricity charges shows the panels to have been a good financial investment as well as enabling the hall to meet its commitment to be ‘eco-‐friendly’. In fact at 0.42KWh per person per visit, energy use has decreased even though more people use the hall! The average power consumption per visit has halved vs. the old hall so the commitment to Big Lottery Fund has been met! This is very good news. Plans are in hand to install a visual display so that visitors to the hall can see the information and we hope they will be inspired to consider the benefits of solar panels for themselves.


Norfolk NR12 8AD



Achievements in 2013

ü User numbers grew for the fourth year in a row, to almost 31,000 visits.

ü A healthy financial surplus was achieved, allowing the Trustees to keep the hall in excellent condition and also invest in some important improvements.

ü A full year of benefit from the Solar panels yielded £502 from the Feed In Tariff.

ü Average energy usage per visit has halved from the ‘old’ hall meeting the commitment to BLF!

ü The Village Screen Cinema is an excellent new activity for the community as well as a new

source of income.

ü Fundraising income sustained at an excellent level and new events such as Santa Walk and Cycle Ride and live band entertainment gave great pleasure to community.

ü Signage and advertising have been improved.

ü The Maintenance and Development Plan is set up to link to budget planning.

ü Audio visual system upgrade is more user friendly and effective.


Norfolk NR12 8AD



Trustees’ Plans for 2014

1. To continue to strive to offer a top class village hall whilst keeping the hire charges affordable for the local community.

2. Complete payment of loan.

3. Deliver improvements for 2014 in MAD plan within funding available to sustain good standards of environment and facilities for hirers.

4. Review need for caretaker from 2015.

5. Continue negotiations on access agreements with Anglia Water and Neatishead Parish Council.

6. Pursue grants and other funding sources to support hall objectives.

7. Consider how all user groups (if they wish) can be represented in management of hall.

8. Increase involvement of younger people in use of hall. The New Victory Hall is well established as a popular venue and a fantastic asset for our community. The Trustees are pleased with the progress made in 2013 and we are grateful to all the hirers, donors and sponsors who make it financially possible, to the dedication of those who help run it so ably, and the support of those who use it as we strive to make it even better. Doreen Dean Chair, New Victory Hall 24th March 2014

Documents

Trustees Annual Report for 2013FINAL - New Victory Hallvictoryhall.info › ... › 2017 › ...2013for-websiteFINAL-.pdf · TheNew$Victory$Hall$ Neatishead$ Norfolk$ NR12$8AD$ $$$email:[email protected]