## **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**
**----- Start of picture text -----**
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
**----- End of picture text -----**
## **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**
1
**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**
2
**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**
3
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**
4
## **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**
5
**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**
**----- Start of picture text -----**
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
**----- End of picture text -----**
## **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**
|**Report to the trustees/**
**members of**
**On accounts for the year**
**ended**
**Set out on pages**||Charity Name**Clapham Village Hall**|Charity Name**Clapham Village Hall**|Charity Name**Clapham Village Hall**|Charity Name**Clapham 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**|||
||||||
||||||
1
**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** .
2
**December 2017**
**IER**