2020-08-31-accounts

Trustees' Annual Report for the period

Period start date 1st September 2019

To

From

Period end date 31 August 2020

Section A Reference and administration details

Charity name Quatt Village Hall Committee

Other names charity is known by Registered charity number (if any) 1090759

Charity's principal address	Quatt Village Hall, Quatt	Quatt Village Hall, Quatt
	Bridgnorth
	Shropshire
	Postcode	WV15 6QN

Names of the charity trustees who manage the charity

1 2 3 4 5 6 7 8 9 10 11 12 13 14	Trustee name	Office (if any)	Dates acted if not for whole year	Name of person (or body) entitled to appoint trustee (if any)
	Annette Nicholls	Chair
	PhillipHickman	Vice Chair
	Stephanie Hinton	Secretary
	Susan Link	Treasurer
	Jackie Cooley	Bookings Secretary
	Valerie Hayward
	Madeleine Bedford
	Mathew Purchase
	HayleyDorrington
	Mark Cooley
	Peter Boileau
	Siobhan Hunter
	Simon Leach
	Brian Jervis
	Caroline Hulland			Quatt Malvern Parish Council
				Quatt Parochial Church Council

Names of the trustees for the charity, if any, (for example, any custodian trustees)

Name	Dates acted if not for whole year
Alan Yates
Annette Leach
Susan Link

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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
Independent Examiner
Bank	Lloyds	Bridgnorth, Shropshire

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

Section B Structure, governance and management

Description of the charity’s trusts

Type of governing document

Trust Deed

• (eg. trust deed, constitution)

How the charity is constituted

Trust

• (eg. trust, association, company)

The Charity Trustees are elected at the Annual General Meeting by a Trustee selection methods majority of all of the attendees that reside in the Parish. The elected (eg. appointed by, elected by) Charity Trustees will then elect the officers..

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.

The Charity is administered by the Committee of Management (comprising the Charity Trustees). The Committee consists of elected members and representative members and may include not more than two co-opted members. The elected members will be elected at the Annual General Meeting. One representative member shall be appointed by each of the following organisations not less than one month prior to the AGM which should be held in September of each year.:-

• Quatt Parochial Church Council –

• Quatt Malvern Parish Council – Caroline Hulland

A Quorum shall not be less than one third of the total number of committee members.

The Charity has the following adopted documents which address key risks:-

1. Fire safety Risk Assessment

2. Finance procedures 3. Covid- 19 Risk Assessment

Section C Objectives and activities

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

The Village Hall shall be held upon trust for the use of the inhabitants of the Parish of Quatt in the County of Shropshire without distinction of political, religious or other opinions including use for meetings, lectures, classes and for other forms of recreation and leisure-time occupation with the object of improving the conditions of life for the said inhabitants.

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The Trustees organise and support a range of activities within the Village Hall predominantly for local people but not excluding people from outside the Parish. These include:-

• Lettings to other village organisations for meetings when required, includes Quatt Malvern Parish Council

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)

• Lettings to local organisations for social functions and fund-raising activities

• Lettings to organisations for work and play such as the County Council, National Trust and TANT.

• Lettings for private and family functions such as weddings, birthday parties and social events

• Art classes and theatrical group, Yoga, Pilates, Pole Fitness

• Events organised by the Village Hall Committee which provide both leisure time activities and entertainment for a range of ages and interests including live performances, theatre and music events.

The 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 grantmaking;

• policy programme related investment;

• contribution made by volunteers.

Section D Achievements and performance

The start of our new financial year we were lucky to have a Pentabus theatrical performance Summary called Little Bevan. Pentabus productions are now regular events at the hall and are very well of the supported by the local community and from further afield. main As the village hall is situated near to Dudmaston Hall, we were invited to hold a Christmas Fare achievem stall, which again proved very successful. We are extremely grateful to those who contributed ents of produce and crafts for our stalls, all locally produced, which aided its success. the Christmas Skittles once again proved to be a busy and fun night for all ages. The Village Hall charity also held a specific Christmas party for all the local children. Invites were sent out to encourage during new faces to the hall. the year At the beginning of 2020 we held our annual Burns Night Supper, which is always a fantastic evening and has become a good fundraising event for the village hall.

Before the onset of the COVID-19 virus we were able to hold two more events. Both events were promoted by Arts Alive, a charity which encourages quality theatre and performance in rural areas. A one man show called Yours Sincerely,( ‘’A Queer Comedy about the

Complications of Modern Day Communication’’) which was selected for February as it was

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Section D Achievements and erformance p

LGBT+ month.

The Busquitos, a Dutch band, performed catchy mix of original jazz to put a smile on your face. Again the events were a great success.

The last four events had to be cancelled due to COVID-19 restrictions. We did our best to help out a couple of the artists and paid forward for future performances.

We were able to complete a fundraiser for Breast Cancer Awareness and make a donation of £387.00, but unfortunately the hall had to close its doors for a while due to the pandemic. We have been able to reopen for a short period, as long as the users of the hall followed strict guidelines and risk assessments regarding COVID-19. We would like to thank Action with Communities in Rural England (ACRE) and Shropshire Rural Community Council (Shrop RCC) for their guidance and support.

We applied for and secured grants, and would like to thank Shropshire Council, for help with running costs of the hall, also a grant to enable trustees of the hall to assist people in our community, people who were self isolating in the lockdown and beyond. Trustees of the hall helped with shopping, collecting medication and so on. A flyer was delivered to every household in the Parish with emergency contact numbers for village hall trustees and Alexa, an employee of the National Trust at Dudmaston hall, for parishioners to ask for any support they may need.

During lockdown we applied to be part of the Calor Gas Crowdfunder. We desperately need to upgrade our car parking facilities and we were fortunate to receive funds towards upgrading the car park.

We strive to keep the building in good shape and with funds raised through events, lettings and grants; we are looking at repairs and renewal of windows with a longer term goal of replacing the roof tiles and properly insulating the roof space. Also we are looking at a more efficient way of heating the building.

To enable full use of the kitchen, some of the Trustees completed a Health and Hygiene course. The kitchen was also inspected by Environmental Health, who gave us a full five star rating.

Finally, we would like to thank everybody who continues to support the village hall and have made so many things possible during difficult circumstances.

Section E Financial review

The Charity considers the level of reserves to be set at each Annual Brief statement of the General Meeting. The reserves are held in a separate bank account to charity’s policy on reserves the main account for the Charity. We currently hold £8660.43p in Reserve the purpose of which is to meet any emergency requirements and act as a sinking fund for future maintenance.

Details of any funds materially in deficit

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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);

One of our main objectives has been to increase our income from fundraising activities and lettings, which is a trend we have managed to achieve up to this year.

Due to COVID -19, this year’s events and lettings have been slightly down and has had an effect on income. We have been able to secure grants to help with the shortfall.

• 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

Signature(s) Susan Link Full name(s) Annette Nicholls Position (eg Secretary, Chair, Chair Treasurer etc) Date 28th August 2020

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	Unrestr
	General
BALANCES at 31st August 2019	£
Current account	9868.66
Paypal Account	502.13
Cash Float I.T. Suite	22.82
Petty Cash/ Float for VH events	40.00
Business Account
TOTAL	10433.61
RECEIPTS
Hall Lettings. Shown on account statements inc Paypal.	3301.56
Events - Theatre, Music, workshops. See Event Ledgers for d	4456.71
Donations: shown in TicketSource documents as well as the
attached Treasurers Account Statements and Paying in Boo Cash Donations for Kids Xmas Party Food/ Receipt Book No 81	743.76 41.00
Cash Donations/ Burns Piper £65/ volunteers £60/ Receipt	125.00
Refund for Knife set (Maintenance & Equipment)	36.88
Cash I.T. Float Income £8 cash for yoga & £4.79 for Jams	12.79
Petty Cash/ Float for VH events
bank interest
Grants
Shrops Council, Retail, Hospitality& Leisure BGC	10000.00
Shropshire Council COVID support BGC	500.00
Sports England FPI
Calor Gas Crowdfunder FPI
Calor Gas Crowdfunder Top Up Grant FPI
TOTAL RECEIPTS	19217.70
PAYMENTS
Rent N.T. CHQ 642	50.00
Electricity Ecotricity DD x 8	1524.27
Water Severn Trent DD x 2	110.04
Maintenance / Equipment/ Training to aid Village Hall functio	2189.25
Events,performances including overheads e.g.food / refunds	4091.07
CHUBB Fees FPO	281.82
Shrops Rural Com Council Membership FPO	35.00
Shrops CC Licensing FPO	70.00
T.V. License DD x 1	157.50
Contents / Public Liability Insurance CHQ 644	595.51
Plusnet Broadband (PNET) DD x 12	338.40
Calor Gas Crowdfunder/ Match Funding Total DEB x 4

QVH iPage Website costs Bank Statement & P/P	291.44
Breast Cancer Care Fundraiser FPO	387.00
PayPal Fees and Yoga Payment P/P	8.90
Flowers For Gwen Pearson's Funeral FPO	25.00
TOTAL PAYMENTS	10155.20
EXCESS OF RECEIPTS OVER PAYMENTS	9062.50
Transfers between Funds	-5000.00
TOTAL RESOURCES at 31 AUG 2020	14496.11
REPRESENTED BY
CREDIT AT BANK 31 AUG 2020	14341.74
Balance of PayPal Account 31Aug 2020	78.76
Cash Float I.T. Suite 19/20	35.61
Petty Cash/ Float for VH events	40.00
reserve account 31 Aug 2020
	14496.11

ricted	Funds	Restricted Funds	TOTAL
	Reserves	Crowdfunder
	£	£	£
			9868.66
			502.13
			22.82
			40.00
	3657.21		3657.21
	3657.21		14090.82
			3301.56
			4456.71
			743.76
			41.00
			125.00
			36.88
			12.79
	3.22		3.22
			10000.00
			500.00
		1410.00	1410.00
		7994.57	7994.57
		5000.00	5000.00
	3.22	14404.57	33625.49
			50.00
			1524.27
			110.04
			2189.25
			4091.07
			281.82
			35.00
			70.00
			157.50
			595.51
			338.40
		6230.00	6230.00

		291.44
		387.00
		8.90
		25.00
	6230.00	16385.20
3.22	8174.57	17240.29
5000.00
8660.43	8174.57	31331.11
	8174.57	22516.31
		78.76
		35.61
		40.00
8660.43		8660.43
8660.43	8174.57	31331.11

	Quatt Village Hall Committee Charity Name	Quatt Village Hall Committee Charity Name	Quatt Village Hall Committee Charity Name	1090759 No (if any)	CC16a
	Receipts and payments accounts
	For the period from	2019 1st September	To	2020 31st August
Section A Receipts and payments
A1 Receipts	Unrestricted funds to the nearest £ 3,302 4,457 910 3 10,500 - - 48 19,220 - - - 19,220 50 1,524 110 2,471 4,091 596 338 554 421 10,155 - - - 10,155 9,065 s - d 14,091 23,156	Restricted funds to the nearest £	Endowment funds to the nearest £	Total funds to the nearest £	Last year to the nearest £
Hall lettings		-	-	3,302	5,556
Events		-	-	4,457	7,764
Donations		-	-	910	614
Bank interest		-	-	3	2
Grants-COVID		-	-	10,500	-
Grant-SportsEngland		1,410		1,410
Grant - Calor gas crowdfunder		5,000	-	5,000	-
Calor gas crowdfunder donations		7,995	-	7,995	-
Other Sub total(Gross income for AR)		-	-	48	202
		14,405	-	33,625	14,138
A2 Asset and investment sales, (see table).
		-	-	-
		-	-	-	-
Sub total		-	-	-	-
Total receipts A3 Payments
		14,405	-	33,625	14,138
Rent		-	-	50	50
Electricity		-	-	1,524	1,568
Water		-	-	110	105
Maintenance & Equipment		-	-	2,471	**1,361 **
Calor gas crowdfunding - match fund contribution		6,230		6,230	-
Cost of Events		-	-	**4,091 **	4,446
Insurance		-	-	596	1,086
Internet		-	-	338	338
Licences etc		-	-	**554 **	**852 **
Miscellaneous		-	-	421	**791 **
**Sub total **		6,230	-	16,385	10,597
A4 Asset and investment purchases, (see table)
		-	-	-
		-	-	-
**Sub total **		-	-	-	-
Total payments Net of receipts/(payments) A5 Transfers between fund A6 Cash funds last year en Cash funds this year end
		6,230	-	16,385	10,597
		8,175	-	17,240	3,541
		-	-	-	-
		-	-	14,091	10,550
		8,175	-	31,331	14,091

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Section B Slatemcnt tsf a55ets and liabilities ai the end ol the period Unr8st¥icted funds Restricted f￿ndS to nearn8t £ to neavpst £ ¢0 nearest £ Endowmen lunds B1 Cash funds Lloyd5 Bank- main aC￿unt Lloyds Bank-reserve at￿U￿1 Paypal account Petty cash 14,342 8,660 79 75 23,156 8,175 Total cash funds 8.175 Vnr85tflct8d fiindA Restrfcted EndowThnt fijnils B2 Olh#rmonotary a88ets none Fund to whlch a880t b8lon95 Cost loptlonall Current value ltsptionall 83 Inv•¥tnnt assets none Z•44 Fund to whlch 88set balong$ Cost loptlonall value loptlonall B4 A8Strt$ rptsined forthe charfty's own ￿se none Fund to which Amounl du• loptionall When due loptionall relates B5 Llablltii none SKJned by one or tru51ees on behaff ofan th8 trustee& ature Print Name Dalg of approval (fi.21 2DfJ 2WQW2021

Independent examiner's report on the accounts Section A Independent Examiner’s Report

On accounts for the year ended Charity no (if any) Responsibilities and basis of report 31st August 2020 1090759 Set out on pages 1 to 2 above Report to the trustees/ members of Quatt Village Hall Committee Independent examiner's statement I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination which gives me cause to believe that in, any material respect: • accounting records were not kept in accordance with section 130 of the Act or • the accounts do not accord with the accounting records I have no concerns and 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. I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 31st August 2020. As the charity trustees of the Trust, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”). I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.	Quatt Village Hall Committee
	31st August 2020	1090759
	1 to 2 above

Signed: Name: Relevant professional qualification(s) or body (if any): Address:	Date:	28/9/21
	NickyCooper
	CPFA
	19 East Castle St
	Bridgnorth WV16 4AN

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