2021-08-31-accounts - Martlesham Heath Pavilion

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Trustees' Annual Report for the period

	Period start date	Period start date			Period end date
From	01	09	2020	To	31 08	2021

Section A Reference and administration details

Charity name Martlesham Heath Pavilion

Other names charity is known by

Registered charity number (if any) 1069469

Charity's principal address

6 Lark Rise Martlesham Heath Ipswich, Suffolk Postcode IP5 3SB

Names of the charity trustees who manage the charity

Trustee name	Office (if any)	Dates acted if not for whole year	Name of person (or body) entitled to appoint trustee (ifany)
Aldwyn Jones	Chairman		Elected at AGM
Paul Roland Firman MBE			Elected at AGM
Prue Denton			Elected at AGM
Robert Neil Webb			Elected at AGM
Caroline Mary Webb			Elected at AGM
Michael John Farahar	Treasurer	Co-opted 9 April 2021	Co-opted by Committee of Management
Paul Burke	Treasurer	Resigned 30 April 2021

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March 2012

Section B Structure, governance and management

Description of the charity’s trusts

Type of governing document

Constitution

(eg. trust deed, constitution)

How the charity is constituted

Trust

(eg. trust, association, company)

Trustee selection methods

(eg. appointed by, elected by)

Elected at Annual General Meeting Co-option by Committee of Management until next Annual General Meeting

Additional governance issues (Optional information)

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

The Charity’s Committee of Management comprises up to six elected • members (Trustees) and up to seven representative members. One policies and procedures adopted for the induction and representative member shall be a director of Martlesham Heath Householders Ltd and one a member of Martlesham Parish Council, with training of trustees; up to five representatives from those using the Pavilion.

the charity’s organisational structure and any wider The Charity operates in accordance with a lease from Martlesham Heath network with which the charity Householders Ltd, owners of the land on which the Pavilion and play area works; stand.
relationship with any related parties;
The major risk during the year was Covid 19. To ensure the provision of
• trustees’ consideration of safe community facilities, when permitted in accordance with government major risks and the system guidelines, a covid-secure working party of members was established to and procedures to manage ensure compliance with latest guidelines, the provision of necessary them. equipment and guidance for hirers.

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March 2012

Section C Objectives and activities

Summary of the objects of the charity set out in its governing document

To manage the Martlesham Heath Pavilion and surrounding land for the purposes of a village hall for the use of inhabitants of the parish of Martlesham and district, in accordance with a lease granted between Martlesham Heath Householders Ltd and the Charity.

The provision of a community hall and play park to users as and when permitted during the year in accordance with government covid virus guidelines.

The Trustees consider the provision of these facilities, in a covid-secure manner along with clear guidance to and communication with users, was especially important to users’ well-being during the year in line with the Charity’s public benefit requirement.

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)

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March 2012

Section D Achievements and performance

Summary of the main achievements of the charity during the year

As a community hall the main achievement has been to deal with the impact of the Coronavirus and open, when possible, in a Covid-secure way. The Charity recognised the value of opening a community facility to assist peoples' well-being and has used its funds to provide all necessary equipment (such as sanitisers, wipeable chairs etc). We have had to constantly update our conditions of hire and risk assessments. We have also discounted our hiring fees to encourage the community to return.

We have also installed a new play park with brand new equipment and surfacing. A small project team was able to make the case, raise the funding and design the equipment for this area. The opening of this park in October 2021 has been welcomed by the community and, given the constraints of lockdowns etc, is a very good open-air facility which should last for many years.

We acknowledge and are grateful for the support and substantial investment also made by Martlesham Parish Council in the play park.

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March 2012

Section E Financial review

The Charity designates funds to achieve specific purposes in accordance Brief statement of the with the objectives. charity’s policy on reserves Grants and Donations of £6,790 were received during the year towards the purchase of new play equipment, and is held as a restricted fund at 31.08.2021, This, together with £10,000 of Charity funds previously designated for this purpose, and an additional £1,810 designated during the year, has been utilised since 31.08.21 to fund the purchase of play equipment costing £18,600. £1,000 has been designated towards the purchase of an electronic door entry system.

Details of any funds materially in deficit

None

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;

Hiring fees were significantly reduced during the year due to the impact of Covid 19. Government support grants totalling £19,999 were received during the year, in addition to £10,000 in the previous year, to compensate for the loss of income and additional costs incurred through the virus. As 31.08.21 an estimated £11,700 of covid grant income remains in the Charity’s reserves, available to offset the ongoing reduction in hire income and fund discounted hire rates to attract users to return.

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

Signature(s) Full name(s) Aldwyn Jones Michael Farahar Position (eg Secretary, Chair, Treasurer etc)[Chairman ] Date 25th January 2022

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March 2012

MARTLESHAM HEATH PAVILION MANAGEMENT COMMITTEE REGISTERED CHARITY No. 1069469 FINANCIAL REPORT FOR YEAR ENDING 31st AUGUST 2021

£'s

Unrestricted Restricted Total 2021	Unrestricted Restricted Total 2366 2366 825 825 1080 1080 2219 2219 1191 1191 164 164 105 105 205 205 639 1291 1930 804 804 9597 1291 10888 11165 6790 17955 2021	2020 Total
		2266 2125 1059 2432 1410 1626 164 105 143
20762 8081 28843		11330
Unrestricted Restricted Total 31.08.21		10556
	Unrestricted Restricted Total 54141 54141 11165 6790 17955 65306 6790 72095 31.08.21	31.08.20 Total
10 10 65286 6790 72076 9 9		43585 10556
65306 6790 72095		54141

PAYMENTS		2021		2020
	Unrestricted	Restricted	Total	Total
Employee salary and expenses	2366		2366	2266
Utilites (Water, Electric, Comms, & Business rates)	825		825	2125
Insurance	1080		1080	1059
Cleaning & Hygiene	2219		2219	2432
Premises painting and decorating				1410
Premises and equipment repair and maintenance	1191		1191	1626
Hallmaster online booking system	164		164	164
Martlesham Monthly advert.	105		105	105
Miscellaneous costs (items <£50)	205		205	143
Equipment:- Chairs	639	1291	1930
Cleaning & Hygiene	804		804
	9597	1291	10888	11330
Surplus of Receipts over Payments	11165	6790	17955	10556
FUNDS		31.08.21		31.08.20
	Unrestricted	Restricted	Total	Total
Balances b/fwd from previous year	54141		54141	43585
Surplus for the year, as above	11165	6790	17955	10556
Fund balances c/fwd to next year	65306	6790	72095	54141

Government support grants totalling £19,999 were received during the year to 31.8.21, in addition to £10,000 received in the previous year, to compensate for the loss of income and additional costs incurred through Covid 19. £1,291 of this year's grant income was restricted funding for 40, of a total 60, easily cleaned chairs purchased in the year. At 31.8.21 an estimated £11,700 covid grant income remains within the Charity's unrestricted funds, available to offset the ongoing reduction in hire income.

Grants and donations of £6,790 were received during the year towards refurbishment of the Harry Higgins Play Park, and this amount is held as a restricted fund at 31.8.21. In addition the £10,000 designated for this purpose in previous years, plus a further £1,810 designated in the year to 31.8.21, total £11,810, is held within unrestricted funds at 31.8.21. Since that date both funds have been utilised with a payment from the Charity of £18,600 for new equipment.

£1,000 of the Charity's unrestricted funds at 31.8.21 remains designated towards the purchase of an Electronic Key System.

The Pavilion building is an asset owned by MHHL Ltd and leased to the Charity at a peppercorn rent, hence it is not included as an asset in this report.

These accounts have been prepared on a cash basis.

Treasurer: Mike Farahar FCCA MHpavilion.finance@gmx.com Signed Date 1/12/21

Examined by : Nik Bestow CGMA Signed Date 1/12/21

CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trusteesl members of Martlesham Heath Pavilion On accounts for the yaar ended 31" August 2021 Charity no lif any) 1069469 Set out on pages I report lo the trustees on my examination of the accounts of the above charity I'the TTUSt") for the year ended 31" August 2021. Responslblllties and basls of report As the tharitys tTUStees. you are responsible for the preparation of Ihe accounts in aCrdance with the requirements of the Charities Act 2011 ("the Act"). I report in respect of my examination of the Trust's accounts G3rried out under section 145 of the 2011 Act and in carying out my examination, I have followed all the applicable Directions given by the Charity Commission under section 145{5llb) of the Acl. Independent As the charity's gross income exeded £25,000 but is less than £250,000 examinef s statement and the charity has elected to has opted to prepare reip1S and payments accounts as an independent examiner with sufficient financial awareness, numeracy skills and relevant experien to cary out the review and make the judgements required. I have completed my examination. I have no COnrnS and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understsnding of a¢¢ounts to be reathed. Slgned: Date: nd 2 March 2022 Name.. Nicholas C Bestow Relevant professional qualification(s} or body (if any}: CGMA Address: Northside Farmhouse. Calers Road, Bredfield Woodbridge, Suffolk IP13 6BE IER Oct 2018