2021-03-31-accounts - Clapham Village Hall

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Trustees' Annual Report for the period

Period start date

Period end date

Day Month Year Day Month Year From 01 April 2020 To 31 March 2021

Section A Reference and administration details

Charity name CLAPHAM VILLAGE HALL Other names charity is known by Registered charity number (if any) 1058419 Charity's principal address Clapham Village Hall High Street Clapham, Bedford Postcode MK41 6BP

Names of the charity trustees who manage the charity

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Dates acted if not for whole Name of person (or body) entitled
Trustee name Office (if any)
year to appoint trustee (if any)
1 Mr M Coy Chairman
2 Mr P Hedley Vice Chairman
Mrs S J Coy Secretary
3
Treasurer
4 Mrs P Hurley
5 Mrs K Power
6 Mrs N Thapar
7
8
9
10
Names of the trustees for the charity, if any, (for example, any custodian trustees)
Name Dates acted if not for whole year
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Names and addresses of advisers (Optional information)

Names and addresses of advisers (Optional information)	Names and addresses of advisers (Optional information)	Names and addresses of advisers (Optional information)
Type of adviser Name Address



Name of chief executive or names of senior staff members (Optional information)

March 2012

TAR

Section B Structure, governance and management

Description of the charity’s trusts

Type of governing document (e.g. trust deed, constitution) [Trust Deed]

How the charity is constituted

(e.g. trust, association, company) [Trust]

Trustee selection methods

(e.g. appointed by, elected by) [The Clapham Village Hall Committee are a management committee ] publicly elected at the Annual General meeting (AGM) to manage the Trust. All members are volunteers and retire annually at the AGM where new representatives of the Parish or user groups have the opportunity to put themselves forward to join the Clapham Village Hall Committee.

The Clapham Village Hall Committee shall consist of 6 Elected Members, 7 Representative members and not more than 3 Co-opted members and the quorum shall not be less than one third of the total number of the members.

Additional governance issues (Optional information)

You may choose to include additional information, where relevant, about:

policies and procedures adopted for the induction and training of trustees;
the charity’s organisational structure and any wider network with which the charity works;
relationship with any related parties;
trustees’ consideration of major risks and the system and procedures to manage them.

Section C Objectives and activities

To provide a facility by way of a Village Hall for educational and leisure purposes for the local community. Summary of the objects of the charity set out in its governing document

March 2012

TAR

To manage the building on behalf of the community by acting reasonably and prudently. Maintain accurate financial control, maintain the property. Ensure all health and safety laws are in operation. All volunteers are unpaid and avoid any potential conflicts of interest.

The Trustees confirm that they have had due regard to the Charity commission's guidance on public benefit when carrying out the activities during the year.

Summary of the main activities undertaken for the public benefit in relation to these objects (include within this section the statutory declaration that trustees have had regard to the guidance issued by the Charity Commission on public benefit)

Additional details of objectives and activities (Optional information)

You may choose to include further statements, where relevant, about:

policy on grant making;
policy programme related investment;
contribution made by volunteers.

March 2012

TAR

Section D Achievements and performance

Summary of the main achievements of the charity during the year

Chairman’s Report – Clapham Village Hall, 07[th] April 2021

As we came to the end of the financial year March 2020 we had just been instructed to close the Village Hall on 23[rd] March until further notice due to the Corona Virus Covid – 19 pandemic. Little did we know for how long and the dreadful consequences this pandemic would have on our local and national livelihood.

We were able to re-open the hall in September under a Covid secure regime and managed to stay open for a total of 12 weeks but only to regular hirers who could operate in a Covid secure way. Then came the devastating news in December that the hall would have to close again and the country would be under lock down for many months.

Throughout the year we have been grateful for the advice we have received from BRCC (Bedfordshire Rural Communities Charity) and ACRE (Action with Communities in Rural England). Both groups have forwarded copious amounts of Covid information and procedures to follow. Emails with attachments can still feel like a paper mountain!

We are also thankful for the Government Business Grant and the Furlough Scheme for the hall’s caretaker. These have helped us enormously with keeping routine servicing up to date, annual invoices and utility bills paid (although these are much reduced), also essential repairs which can crop up at any time.

As we enter the new financial year and Step 2 of the Government’s Road Map to recovery we are hopeful that with careful consideration of all the rules and regulations we will be able to re-open the hall to some of our regular hirers. Throughout the different steps of the Road Map we will be vigilant that the hall will only be hired to those groups that are permissible at each stage and that they have taken all precautions to keep their guests safe and the hall Covid secure. We feel that this is the only way we can hope to return to anything which resembles normality as we knew it at the end of 2019.

We do also need more residents to come forward to volunteer to become Clapham Village Hall Committee Members to swell the ranks of the present Committee and eventually to take on the rank of position holders.

As always my thanks go to the present Committee and the Caretakers for their input into the management of the Village Hall. My hope for 2021 – that the worst is over and better times are ahead for all of us.

Mick Coy Chairman Clapham Village Hall Management Committee

March 2012

TAR

Section E Financial review

Brief statement of the The Trustees feel that the village hall is financially secure at the start charity’s policy on reserves of the financial year with unrestricted funds in excess of a full year's expenditure. Details of any funds materially None in deficit

Further financial review details (Optional information)

You may choose to include additional information, where relevant about:

the charity’s principal sources of funds (including any fundraising);
how expenditure has supported the key objectives of the charity;
investment policy and objectives including any ethical investment policy adopted.

Section F Other optional information

Section G Declaration

The trustees declare that they have approved the trustees’ report above.

Signed on behalf of the charity’s trustees

gned on behalf of the charity’s	trustees
Signature(s) Full name(s) Position (e.g. Secretary, Chair, etc.) Date	M Coy	N Thapar
	Michael Coy	Neetu Thapar Committee Member
	Chairman
	20/05/2021	20/05/2021

March 2012

TAR

CLAPHAM VILLAGE HALL 1058419 Receipts and payments accounts CC16a For the period 01/04/20 31/03/21 To from

Section A Receipts and payments

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Unrestricted Restricted Endowment
Total funds Last year
funds funds funds
to the nearest
to the nearest £ to the nearest £ to the nearest £ to the nearest £
£
A1 Receipts
LETTINGS 3,070 - 3,070 20,275
FUNDRAISING - - - - 343
COLTS RENT 3,624 - - 3,624 3,624
BAR RENT - - - - 45
BONDS - - - - 600
DONATIONS - - - - 400
HMRC/JRS 2,449 - - 2,449 -
BBC GRANT 20,098 - - 20,098 -
29,241 - - 29,241 25,287
Sub total (Gross income for AR)
A2 Asset and investment sales,
(see table).
- - - -
- - - - -
Sub total [ - ] - - - -
Total receipts 29,241 - - 29,241 25,287
A3 Payments
WAGES 4,631 - - 4,631 8,994
GAS 713 - - 713 1,857
ELECTRICITY 436 - - 436 1,057
WATER 97 - - 97 175
INSURANCE 1,335 - - 1,335 1,334
PRS/PPL 487 - - 487 493
ADMINISTRATION/BOOKINGS 201 - - 201 183
REPAIRS/MAINTENANCE/REPLACE 6,282 - - 6,282 12,911
BONDS/DEPOSITS RETURNED 589 - - 589 950
LICENCE FEE 180 180 180
Sub total 14,951 - - 14,951 28,134
A4 Asset and investment
purchases, (see table)
- - - -
- - - -
Sub total - - - - -
Total payments 14,951 - - 14,951 28,134
Net of receipts/(payments) 14,290 - - 14,290 - 2,847
A5 Transfers between funds - - - - -
A6 Cash funds last year end 13,684 - - 13,684 17,187
Cash funds this year end 27,974 - - 27,974 13,684
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Section B Statement of assets and liabilities at the end of the period

			Unrestricted	Restricted	Endowment	Endowment
Categories	Details		funds	funds	funds
B1 Cash funds		*Total cash funds*	to nearest £ - - - 27,974	to nearest £ - - - -	to nearest £	- - - -
	(agree	balances with receipts and payments account(s))	OK	OK	OK
			Unrestricted	Restricted	Endowment
			funds	funds	funds
B2 Other monetary assets	Details		to nearest £ - - - - - -	to nearest £ - - - - - -	to nearest £	- - - - - -
B3 Investment assets	Details		Fund to which asset belongs	Cost (optional) - - - - -	- - - - - Current value (optional)
B4 Assets retained for the	Details		Fund to which asset belongs	Cost (optional) -	- Current value (optional)
charity’s own use				- - - - - - - -		- - - - - - - -
			Fund to which	Amount due	When due
B5 Liabilities	Details		liability relates	- - - - - (optional)	(optional)
Signed by one or two trustees on behalf of all the trustees		Signature	Print	Name	Date of approval
		M Coy	Michael Coy		20/05/21
		N Thapar	Neetu	Thapar	20/05/21

Independent examiner's report on the accounts

Section A Independent Examiner’s Report

Charity NameClapham Village Hall	Charity NameClapham Village Hall

31 March 20 21	Charity no (if any)	1058419

(remember to include the page		numbers of additional sheets)

Respective responsibilities The charity's trustees are responsible for the preparation of the accounts. The of trustees and examiner charity’s trustees consider that an audit is not required for this year under section 144 of the Charities Act 2011 (the Charities Act) and that an independent examination is needed. It is my responsibility to:

examine the accounts under section 145 of the Charities Act,
to follow the procedures laid down in the general Directions given by the Charity Commission (under section 145(5)(b) of the Charities Act, and
to state whether particular matters have come to my attention.

Basis of independent My examination was carried out in accordance with general Directions given examiner’s statement by the Charity Commission. 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 the trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently no opinion is given as to whether the accounts present a ‘true and fair’ view and the report is limited to those matters set out in the statement below.

In connection with my examination, no material matters have come to my attention (other than that disclosed below *) which gives me cause to believe that in, any material respect:

Independent examiner's statement

accounting records were not kept in accordance with section 130 of the Charities Act or
the accounts do not accord with the accounting records

I have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached.

Please delete the words in the brackets if they do not apply.

Signed: Name: Relevant professional qualification(s) or body (if any): Address:		M. Zeng		15/05/2021

		Hongmei (Maizie) Zeng

		CMA (Certified Management Accountant) ACCA

		17 Cody Road, Clapham, Bedford, MK41 6ED

December 2017

IER

Section B Disclosure

Only complete if the examiner needs to highlight matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners).

Give here brief details of any items that the examiner wishes to disclose .

December 2017

IER