Berwickshire Federation of Village Halls Committee Report and Financial Statements for the Year ended 31 March 2016 17/10/2016 page 1 of 12 Berwickshire Federation of Village Halls Contents Page Legal and administrative information 3 Committee report 4 Statement of financial activities 8 Balance Sheet 9 Notes forming part of the financial statements 10 17/10/2016 page 2 of 12 Berwickshire Federation of Village Halls Legal and administrative information For the period ended 31 March 2016 Committee Members: Bob Wallum (Chairman) (Longformacus) retired May 2015 Bill Burgess (Treasurer) (Birgham) took over as Chairman June 2015 Pauline Hood (Cockburnspath) - retired November 2015 Margaret Fairgrieve (Gordon) - retired November 2015 Liz Walthew (Whitsome) Paul Oswald (Burnmouth) - retired November 2015 Graham Dolan (Ayton) David Littlewood (Burnmouth) Sarah Weigelt (Cockburnspath) Angela Jewell (Westruther) Joanna Marshall (Lamberton) Maggie Mann (Allanton) Secretary: Mr Tony Fowler - BAVS (retired Sept 2015) Kathy Cremin - BAVS Administrators: Berwickshire Association for Voluntary Service (BAVS) Administrative Office: Platform One, Station Road Duns TD11 3HS Bankers: Bank of Scotland 10 Market Square Duns TD11 3ED 17/10/2016 page 3 of 12 Berwickshire Federation of Village Halls Committee Report For the period ended 31 March 2016 The Committee submit their report and the financial statements of the Berwickshire Federation of Village Halls (the ‘Federation’) for the year to 31 March 2016. Aims and objectives of the Federation The aim and objective of the Federation, in conjunction with BAVS, is to provide support to village halls situated within the former county of Berwickshire and to administer the Village Hall Support grant made available by Scottish Borders Council (the ‘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 . Has created a village hall information pack and makes it freely available to all members . 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 1970s following the local government re-organisation of 1974. It presently has 27 member halls, each non-profit making, but each one playing an important role in the life of the local community it serves. The Federation is governed by a written Constitution (dated 21st September 2013) as agreed by its members. Member Halls 1. A Heart for Duns Hall (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 Hall 8. Cockburnspath Village Hall 9. Coldingham Village Hall 10. Coldstream Community Hall (associate member) 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 17/10/2016 page 4 of 12 18. Hutton Village Hall 19. Lamberton Hall 20. Leitholm Village Hall 21. Longformacus Village Hall 22. Paxton Hall 23. Preston Hall 24. Reston Village Hall 25. St Abbs Hall 26. Westruther Village Hall 27. Whitsome Village Hall Review of achievements and performance During the year the Committee considered 11 applications from members for grants and all were agreed. This includes a Chirnside grant previously agreed in February 2015, and deferred to June 2015 as previously reported . A total of £22,725.18 was paid out, of which 7 were in excess of £1,000. These grants have been included as creditors within the financial statements. The grant application process continues to work satisfactorily, and members are content to support their applications in person for anything exceeding £1,000. Also having three Federation meetings (including Grant applications) per year in February, June and October has proved popular, and a reminder is promulgated to all halls by BAVS staff in advance of each meeting. The Emergency Funding of £3,000 is in place but there has been no emergency applications during this financial year. BAVS (Alice Fisher) and the Federation held their fifth annual AGM and Information Event at Leitholm Village Hall on Saturday 14th November 2015, with food provided by Greenlaw. With 16 of the 27 member halls represented at the event, there was the opportunity for a good exchange of ideas and best practise once again. Guest speakers included Andy Maybury (Energy Efficient Halls), Gerald Tait (Community Energy Switch), and Mark Douglas (Living in a SBC Conservation Area). There were also 3 workshops held - Energy Efficient Halls (Andy Maybury), Practical steps to achieving WiFi in your hall (Pauline Hood), and To SCIO or not plus Keystone methodology (Bill Burgess and Bill Black). Comments from the attendees included: "Useful information on sorting out energy, and upgrading halls, residual grant money, and draught proofing halls." Work is continually being undertaken in conjunction with BAVS on areas relevant to the Federation, including the provision of subsidised training courses. BAVS continues to provide mentoring support to the Federation on the Keystone quality scheme, a quality award for management committees of village halls and community buildings. The Federation website has a dedicated address: www.berwickshirehalls.org.uk 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 Scottish Borders Council; such amount to be inclusive of value added tax. In the current year this amounted to £803.64 (VAT inclusive) which the committee consider to be good value for the work undertaken. 17/10/2016 page 5 of 12 Berwickshire Federation of Village Halls Committee Report (continued) For the period ended 31 March 2016 During the period under review the Federation received a grant of £13,407 (16th October 2015) from Scottish Borders Council for distribution to its member village 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 The Berwickshire Association for Service; 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 on the same day as the Information Event. Grant applications will be considered at every meeting, as well as other matters relating to the Federation's purposes. One third of Committee members retire annually by rotation and continuous membership of the Committee by any individual is limited to three years.. Four Members retired this year - Bob Wallum Chairman (Longformacus), Paul Oswald (Burnmouth), Pauline Hood (Cockburnspath), and Margaret Fairgrieve (Gordon). The Committee wish to express their thanks for their valuable contribution during their time in office. Financial review Total income for the period was £14,437.69 (including £610 returned grant) plus £18,942.27 brought forward from the previous financial year. This year's income is principally the Village Hall Support Grant received from the Scottish Borders Council (£13,407); the balance being annual membership subscriptions. After making grants to member halls of £22,725.18 and charging, training, marketing and administration costs of £1,610.34, the Federation has year end funds totalling £8,978.55. The Committee aims to meet its administration costs from current income, but recommends that approximately £500 is maintained on the General Fund for use in defraying future unforeseen expenses and contingencies. Of the balance, £3,000 is specifically designated as an ‘Emergency Fund’ for access by village halls in the event of an emergency. 17/10/2016 page 6 of 12 Berwickshire Federation of Village Halls Committee Report (continued) For the period ended 31 March 2016 Preparation of this report This Report was prepared by the Chairman/Treasurer (Bill Burgess) and approved by the Committee on 31st July 2016 and signed on its behalf, by Bill Burgess Chairman 17/10/2016 page 7 of 12 Berwickshire Federation of Village Halls Statement of Financial Activities (incorporating the Income and Expenditure Account) For the period ended 31 March 2016 2015/16 2014/15 Note £ £ Incoming Resources Grant from Scottish Borders Council 13,407 13,209 Membership subscriptions 220 240 Deposits 200.69 Prior year support grants written back 610 Total incoming resources 14,437.69 13,449 Resources expended Support grants to village halls 22,725.18 12,796.60 Support and governance costs 1,610.34 1,911.68 Total resources expended 24,335.52 14,708.28 Net Movement in Funds for the year 9,963.72 8,296 Total Funds at 31 March 2015/(14) 18,942.27 20,191.55 Total Funds at 31 March 2016/(15) 8,978.55 18,942.27 The Statement of Financial Activities includes all gains and losses recognised