## **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**
|1
2
3
4
5
6
7
8|**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||
||||||
**TAR**
March **2012**
1
**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.
**TAR**
March **2012**
2
**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)**
**TAR**
March **2012**
3
## 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.
**TAR**
March **2012**
4
## **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
**TAR**
March **2012**
5
## **MARTLESHAM HEATH PAVILION MANAGEMENT COMMITTEE REGISTERED CHARITY No. 1069469 FINANCIAL REPORT FOR YEAR ENDING 31st AUGUST 2021**
## **£'s**
|**RECEIPTS**
Unrestricted Restricted
Total
Hire from regular bookings
370
370
Hire from casual bookings
185
185
Energy Feed-in Tariff
1499
1499
Covid business support grants
18708
1291
19999
Grants and donations for Play equipment
6790
6790
20762
8081
28843
**ASSETS AND LIABILITIES**
Unrestricted Restricted
Total
Cash
10
10
Co-operative Bank account
65286
6790
72076
Cheque in hand
9
9
Debtors (unpaid invoices)
Creditors
**Net assets**
65306
6790
72095
2021
31.08.21|Unrestricted Restricted
Total
2021|2020
Total
9774
1284
828
10000
21886
31.08.20
Total
298
53843
54141|**PAYMENTS**
Employee salary and expenses
Utilites (Water, Electric, Comms, &
Insurance
Cleaning & Hygiene
Premises painting and decorating
Premises and equipment repair and
Hallmaster online booking system
Martlesham Monthly advert.
Miscellaneous costs (items <£50)
Equipment:- Chairs
Cleaning & Hygiene
**Surplus of Receipts over Paymen**
**FUNDS**
Balances b/fwd from previous year
Surplus for the year, as above
**Fund balances c/fwd to next year**|Business rates)
maintenance
**ts**|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