BERWICKSHIRE FEDERATION OF VILLAGE HALLS TRUSTEES ANNUAL REPORT RECEIPTS and PAYMENTS ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2019 Berwickshire Federation of Village Halls Trustees Annual Report For the year ended 31 March 2019 The Trustees present their annual report and independently examined financial statements for the year ended 31 March 2019. Committee Members Derek Janes (AHFD) Chair Sarah Weigelt (Cockburnspath) Retired Nov 2018 Angela Jewell (Westruther) Retired Nov 2018 Derek Janes (AHFD) Betty Kiernan (Burnmouth) Alan Donald (Gordon) Retired Nov 2018 Delia Nimmo (Chirnside) Tim Morris (Foulden) Brian Ulyatt (Ayton) Christine Bell (Gordon) Joined Nov 2018 Graham Dolan (Ayton) Secretary: Sharon Ferguson (BAVS) Administrators: Berwickshire Association for Voluntary Service Administrative Office: 55 Newtown Street Duns TD11 3AU Bankers: Bank of Scotland 10 Market Square Duns TD11 3ED 2 Berwickshire Federation of Village Halls Committee Report for the period ended 31 March 2019 The Committee submit their report and financial statements for the year ended 31 March 2019 Aims & Objectives of the Federation The aim of the Federation in conjunction with BAVS is to provide support to village halls situated within Berwickshire and to administer the Village Support Grant made available by Scottish Borders Council. The Federation in association with BAVS also: Maintains an emergency support fund of £3,000 Is the focal point for consultation, comparison and action on issues of common concern (for example water charges, insurance) Is a channel of communication for outside organisations/individuals Provides up to date information on events and funding of interest to village halls. Maintains and updates the Federation website. The Federation The Federation, an unincorporated association of village halls came into being in the mid 1970’s following the local government re-organisation of 1974. It presently has 27 member halls (2 associate) each non-profit making but each playing an important role in the life of the community it serves. The Federation is governed by a constitution (dated 21 September 2013) as agreed by its members. Member Halls 1. A Heart for Duns (associate member) 2. Abbey St Bathans Village Hall 3. Allanton Village Hall 4. Ayton Community Hall 5. Birgham Village Hall 6. Burnmouth Village Hall 7. Chirnside Community Hall 8. Cockburnspath Village Hall 9. Coldingham Village Hall 10. Coldstream Community Hall 11. Cranshaws Village Hall 12. Eccles Village Hall 13. Foulden Village Hall 14. Gavinton Village Hall 15. Gordon Village Hall 16. Grantshouse Village Hall 17. Greenlaw War Memorial Hall 18. Hutton Village Hall 19. Lamberton Holders Hall 3 20. Leitholm Village Hall 21. Longformacus Village Hall 22. Paxton Village Hall 23. Preston Village Hall 24. Reston Village Hall 25. St Abbs Community Hall 26. Westruther Village Hall 27. Whitsome Village Hall. Review of Achievements & Performance During the year the committee considered 7 applications from members, which were all successful. A total of £11,116 was paid out, with 5 of the grants being in excess of £1,000. The grant application process continues to work satisfactorily and members are content to support their applications in person for anything exceeding £1,000. Having three Federation meetings per year in February, June and October has proved popular and a reminder is sent to all halls by BAVS staff in advance of each meeting. The emergency funding of £3,000 is in place and there have been no emergency applications this year. BAVS and the Federation held their seventh AGM and Information Event at Allanton Village Hall on Saturday 10th November, with food provided by Ayton Village Hall. With 13 of the 27 halls attending the event there was opportunity for a good exchange of ideas and best practice once again. Gary Dalton from Keegan & Pennykid gave an informative talk on hall insurance and the ins and outs of what halls should have. To cover the administration costs incurred on the Federation’s behalf, the committee continues to honour the ongoing annual administration fee to BAVS of 6% of the annual grant the Federation receives from SBC. In the current year this amounted to £823 (VAT inclusive), which the committee consider to be good value for the work undertaken. During the year the Federation received a grant of £13,502 (14th December 2018) from SBC for distribution to its member halls. Governance & Management The management of the Federation is the responsibility of its management committee and officers, although day to day administration and advice to the member village halls is undertaken through BAVS, a member of the Scottish Council of Voluntary Organisations and Voluntary Action Scotland. It has been agreed that associate membership of the Federation should be open to organisations other than village halls (as defined in the Constitution), although such members would not be entitled to apply for grants. The management committee meets every 4 months during February, June and October each year in addition to the AGM which occurs in November. Grant applications will be considered at every meeting, as well as other matters relating to Federation purposes. 4 One third of the committee members retire annually by rotation and continuous membership of the Committee by any individual is limited to three years. Member’s who retired this year were Graham Dolan, Ayton, Sarah Weigelt, Cockburnspath, Angela Jewell, Westruther. The committee wish to express their thanks for their valuable contribution during their time in office. Financial Review Total income for the period was £13,754 plus £16,753 brought forward from the previous financial year. This year's income is principally the Village Hall Support Grant received from the Scottish Borders Council (£13,504); the balance being annual membership subscriptions. After making grants to member halls of £11,123 and charging, training, marketing and administration costs of £847 the Federation has year end funds totalling £18,537. The Committee aims to meet its administration costs from current income. Of the balance, £3,000 is specifically designated as an ‘Emergency Fund’ for access by village halls in the event of an emergency. 5 Berwickshire Federation of Village Halls Receipts and Payments For the year ended 31 March 2019 Notes Unrestricted Restricted Total 2017/18 2018/19 £ £ £ Receipts Grants 13,502 13,502 13,504 Subscriptions 250 250 210 Total Receipts 13,752 13,752 13,714 Payments Support grants to halls 11,123 11,116 6,959 Support & governance 823 823 880 AGM costs 24 24 Total Payments 11,970 11,970 7,839 Net Receipt/Payments 1,784 5,875 Opening bank balance 16,753 10,878 Closing bank balance 18,542 16,753 6 Berwickshire Federation of Village Halls Notes to the Accounts For the year ended 31 March 2019 1. Accounting Policies The accounts are prepared on a Receipts & Payments basis. 2. Receipts & Payments Account Receipts 2018/19 2017/18 Grant from SBC 13,502 13,504 Subscriptions 250 210 Deposits Prior years grant returned Total Receipts 13,752 13,714 Payments Support grants to halls 11,116 6,959 Support & governance 823 880 Hall hire re AGM 24 Total Payments 11,963 7,839 Net 1,789 5,875 Receipt/Payments Opening bank 16,753 10,878 balance Closing bank balance 18,542 16,753 Unrestricted Restricted Total 2017/18 2018/19 £ £ £ Bank & cash in hand Opening balances 13,753 3,000 8,978 Surplus/(deficit) for year 1,789 Closing balances 15,542 3,000 18,542 10,878 8 3. Grants to Halls 2018/19 2017/18 Chirnside £1,041 Reston £3,408 Allanton £2,250 £1,559.30 Burnmouth - £1,500 Coldingham - £2,000 Cockburnspath - £900 Coldstream - £1,000 Gavinton £748 Foulden £530 St Abbs £2,000 Gordon £1,146 4. Committee Members Expenses No committee member received any remuneration of any kind during the year. 9 .