Garlieston Village Hall Committee Trustees' Annual Report
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Garlieston Village Hall Committee Trustees’ Annual Report April 2018 to May 2019 Charity contact information Garlieston Village Hall Committee Scottish Charity Number: SC048380 c/o Garlieston House, Garlieston DG8 8HF Charity Trustees Objectives and activities Our charity was established to manage, maintain and develop Garlieston Village Hall as a community resource. To that end we signed a two-year lease with Dumfries & Galloway Council (DGC) in April 2018. In support of our purpose we carry out three main types of activity: a) commercial letting; b) fundraising; and c) property management. Structure, governance and management During the period covered by this report -- the year of our formation -- our charity operated as a two-tier SCIO under an OSCR-approved constitution. It should be noted, however, that we serve a small community and have yet to achieve the required ‘critical mass’ for correct operation of a two-tier SCIO. It is likely, therefore, that our structure will be reviewed in future years. Achievements and performance Given that no members had experience of running a community facility, the early months of our existence were always going to be a learning experience. Uppermost in our minds was the need to develop quickly an income stream to ensure that: a) all running costs could be met; b) there would be surplus funds to enable us to carry out improvements to the hall; and c) there would be surplus funds to enable us to conduct charitable events for the benefit of local residents and visitors. A further aspiration was to investigate the possibility of mounting a permanent Mulberry Harbour Exhibition at the hall. Income stream Before taking on the lease regular bingo sessions had been running at the hall and one of the prime movers is a member of our committee. We identified early on that the continuation of bingo sessions would be important in ensuring our financial stability, and so it proved. We were able to continue the sessions and received regular rental income from the organisers. It is true to say that hall bookings outside of the bingo have been disappointing. Garlieston is, however, a small village with an increasing number of second-homers; there is only one sports club in the village (bowling) with its own facilities; and there are no leisure or social clubs. Potential for ad hoc lettings is therefore limited. Hall improvements From the outset we had identified that the hall needed replacement windows. Windows on the seaward side of the hall had been replaced in plastic by DGC some years prior. The remaining windows were in poor condition. One of the conditions of taking on the hall was a promisory grant from DGC for this purpose and this we duly received, although it was a little slow in coming. We contracted with a local firm for the work, which was completed by Easter 2019. Another urgent project was insulation and dry lining of the hall store. This is situated on the seaward side of the hall, exposed to the elements, and with its thin walls and ill-fitting door was very good at robbing the hall of warmth. We purchased materials from a local supplier and the work was carried out by committee members over two days. This work coupled with installation of heavy curtains over the door and over the door to the gent’s toilets made a significant contribution to a reduction in heating bills. A public access defibrillator -- funded by Garlieston, Whithorn and Sorbie First Responders -- was installed at the hall. Charitable events With the winding up of our village’s Community Association, the committee was keen to put on a Christmas event for senior citizens. We are pleased to report that we were able to fund and organise a Christmas dinner for 80 or so residents and that the event was very well received. Mulberry Harbour Exhibition In 1943 Garlieston became the secret location for testing the WWII Mulberry Harbours. In 2000 a local initiative led to the publication of a book, “A Harbour Goes to War”, which sold 3000 copies. For several years after publication, an exhibition ran in Garlieston until the dissolution of the South Machars Historical Society (SMHS). Our Chair, who co-authored the book and was closely involved with the exhibition, felt that taking on the hall was an ideal opportunity for re-launching the exhibition in a location overlooking the sight of the wartime activity, i.e., Garlieston harbour. The committee agreed that the hall’s supper room would be a suitable venue for a small-scale exhibition that could remain in place for an extended period. Setup costs for the exhibition, which was launched in the summer of 2018, were covered by Galloway House Gardens Trust to whom the assets had passed following the dissolution of SMHS. Entry to the exhibition is by donation and the income, excluding costs, is received by the committee. Fundraising events In addition to regular bingo sessions, prize bingo nights have made a significant contribution to our income. ‘Tea and Mulberries’ fundraising weekends ran during the summer of 2018. Financial review Receipts for the period were £24,144 with expenses of £12,650. A surplus of £11,494 for the year. STATEMENT OF RECEIPTS AND PAYMENTS For the Period Ended 31 May 2019 Unrestricted Restricted Notes Funds Funds 2019 Receipts Grants 2 - 8,000 8,000 Donations 2 1,878 - 1,878 Hall Hire 5,657 - 5,657 Fundraising Activities 2 6,848 - 6,848 Refreshments 1,733 - 1,733 Miscellaneous 28 - 28 Total Receipts 16,144 8,000 24,144 Payments (relating to charitable activities) Building Costs 953 8,000 8,953 Administration 22 - 22 Insurance 198 - 198 Cleaning 828 - 828 Event Costs 1,109 - 1,109 Store 709 - 709 Refreshments 183 - 183 Equipment 290 - 290 Miscellaneous 358 - 358 Total Payments 4,650 8,000 12,650 Surplus/(Deficit) for the year 11,494 - 11,494 STATEMENT OF BALANCES As at 31 May 2019 2019 Funds Reconciliation Note £ Cash at Bank & In Hand - Surplus/(Deficit) for year 11,494 Cash at Bank & In Hand – 31/05/2019 11,494 Bank & Cash Balances Bank Deposit Account 11,001 Cash in Hand 493 11,494 NOTES TO THE ACCOUNTS For Period Ended 31 May 2019 1. Basis of Accounting These accounts have been prepared on the Receipts and Payments basis on accordance with the Charities & Trustees Investment (Scotland) Act 2005 and the Charities Accounts (Scotland) regulations 2006 (as amended). 2. Analysis of Receipts Unrestricted Restricted Funds Funds 2019 Grants DGC - 8,000 8,000 - 8,000 8,000 Donations Wigtown Community Shop 600 - 600 Garlieston Community Council 500 - 500 Others 778 - 778 1,878 - 1,878 Fundraising Raffles 3,301 - 3,301 Events 3,547 - 3,547 6,848 - 6,848 3. Movement in Funds At Receipts Payments Transfers 31 May 2019 Unrestricted Funds General Fund - 16,144 4,650 - 11,494 - 16,144 4,650 - 11,494 Restricted Fund DGC Grant - 8,000 8,000 - - - 8,000 8,000 - - Total Bank Funds - 24,144 12,650 - 11,494 Purposes of Restricted Funds DGC: Grant received from Dumfries and Galloway Council to contribute towards the cost of replacing the windows in the Hall. .