Little Aston Village Hall Report of the Trustees for the Year Ended 31 December 2020 ## **THE LITTLE ASTON VILLAGE HALL** **Little Aston Lane, Little Aston, Sutton Coldfield, B74 3UF Registered Charity Number: 1091921** **Report for the Trustees and Unaudited Financial Statements** **For the Year Ended 31 December 2020** Page 1 of 12 Little Aston Village Hall Report of the Trustees for the Year Ended 31 December 2020 ## **The Financial Statements for the year ended 31 December 2020** |**Table of Contents**|**Table of Contents**| |---|---| |1.|REFERENCE AND ADMINISTRATIVE DETAILS.......................................................3| ||1.1.
Registered Charity Number - 1091921.........................................................3| ||1.2.
Objectives and Activities..............................................................................3| ||1.3.
Review of Charitable Activities in 2020........................................................4| ||1.4.
Public Beneft...............................................................................................4| |2.|FINANCIAL REVIEW.............................................................................................5| ||2.1.
Reserves Policy............................................................................................5| ||2.2.
Trustees Responsibility Statement...............................................................5| |3.|INDEPENDENT EXAMINER’S REPORT TO THE TRUSTEES OF LITTLE ASTON| |VILLAGE HALL...........................................................................................................6|| ||3.1.
Respective responsibilities of trustees and examiner..................................6| ||3.2.
Basis of the independent examiner’s report................................................6| ||3.3.
Independent examiner’s statement.............................................................6| |4.|STATEMENT OF FINANCIAL ACTIVITIES for the Year Ended 31 December 2020. .7| |5.|BALANCE SHEET 31 DECEMBER 2020................................................................8| |6.|NOTES TO THE FINANCIAL STATEMENTS for the Year Ended 31 December 2020| ||9| ||6.1.
ACCOUNTING POLICIES................................................................................9| ||6.1.1.Accounting convention.................................................................................9| ||6.1.2.Incoming resources......................................................................................9| ||6.1.3.Resources expended....................................................................................9| ||6.1.4.Taxation.......................................................................................................9| Page 2 of 12 Little Aston Village Hall Report of the Trustees for the Year Ended 31 December 2020 6.1.5.Fund Accounting..........................................................................................9 - 6.2. TRUSTEES’ REMUNERATION AND BENEFITS.................................................9 - 6.3. MOVEMENT IN FUNDS..................................................................................9 ## **LITTLE ASTON VILLAGE HALL** ## **Report of the Trustees for the Year Ended 31 December 2020** The trustees present their report with the financial statements of the charity for the year ended 31[st] December 2020. The trustees have adopted the provisions of the Statement of Recommended Practice (SORP) ‘Accounting and Reporting by Charities’ (effective 1[st] January 2019). ## **1. REFERENCE AND ADMINISTRATIVE DETAILS** ## **1.1. Registered Charity Number - 1091921** ## **Address:** Little Aston Lane, Little Aston, Sutton Coldfield, B74 3UF ## **Trustees during the Reporting Period:** Representing Role Dr R G Paxton Little Aston Lane Chairman Mr G Clement Elected Treasurer Mrs E Paxton Elected Booking Secretary Mrs L Wrack Elected Mr S Bennett Little Aston Community Association Mrs M Pye St Peter’s Church Mrs D Clayton Little Aston Bowls Club Mrs V Booth Little Aston Table Tennis Club Mr S King Little Aston Tennis Club Mrs S Bradbury Little Aston Pre-School The Trustees are appointed in accordance with the Constitution of the Charity and consist of up to four elected members, elected at an Annual General Meeting and who may serve for up to three years prior to re-election or replacement; plus representatives from Shenstone Parish Council (the Custodian Trustee), from St. Peter’s Church, from the principal regular users and from the immediate neighbours; and not more than three co-opted members. ## **Independent Examiner:** Shacklefords Chartered Accountants 6A Little Aston Lane Little Aston Sutton Coldfield B74 3UF Page 3 of 12 Little Aston Village Hall Report of the Trustees for the Year Ended 31 December 2020 ## **1.2. Objectives and Activities** The provision of a village community hall for the use of the persons residing in the Electoral and Parochial Parish of Little Aston and the surrounding area without distinction of sex, sexual orientation, age, disability, nationality, race, religious or other opinions, including use of the property for meetings, lectures and classes or other forms of recreation and leisure time occupation in the interests of social welfare and with the object of improving the conditions of life for the said persons. ## **1.3. Review of Charitable Activities in 2020** Last year’s Annual General Meeting was held a few days before the Covid lock down commenced. The meeting was necessarily brief. By the end of the following week, all of the activities that normally took place within the Hall had stopped. Similarly, the normal planning for the start of the Bowls and Tennis seasons were put on hold. Inevitably, this meant that all of the routine income for the Hall also stopped. The Tennis Club took advantage of the non-playing period to remove the old clay surface on the top two courts and to replace it with the same type of all-weather ‘Clay-like’ surface which has proved to be so effective and popular on the lower court. They also installed a new viewing stand at the side of the lower court. These improvements have enabled professional coaching of high quality players to become a regular feature at the club in addition to the coaching and encouragement of those with other ages and abilities. The transformation is a real credit to the Club. It has been wonderful to see and it has attracted many new members to the Club. As the lock down eased, those users who could comply with the safety rules began to return. To assist them, automatic hand sanitising stations were installed at each entry / exit and automatic soap dispensers were installed within all of the toilets. In addition, many enquiries were received from groups that were unable to return to their normal venues and almost all of the available slots within the Hall’s weekly programme were quickly filled. During the pandemic, we were successfully able to apply for the Government support grants that were available. We are deeply indebted to the Support Staffordshire organisation for keeping us abreast of what was available. The Hall was therefore able to allow all of the users to return at suitably reduced rates during the first few months of their return, so as to compensate for the additional costs that each group had to incur in order to comply with the Covid safety requirements. In the autumn, the Bowls Club were able to go ahead with the reshaping of the crown within the green. However, the winter was not as supportive to the growth of the re-laid turf as was hoped and urgent specialist help was needed in order to make the green playable at the start of the 2021 season. The green is now its usual credit to the Club. In the spring, we were able to get the floor within the Hall re-sanded and resealed. Also, thanks to a very generous grant from Shenstone Parish Council, we were able to purchase and erect a large wooden sun and rain shelter for the Children’s Play Area. Page 4 of 12 Little Aston Village Hall Report of the Trustees for the Year Ended 31 December 2020 Because of Covid, there were no normal Management Committee meetings. Most of the day to day decisions were made following discussions between the Treasurer, Gavin, and myself. Anything that would have exceeded the joint Treasurer’s and Chairman’s authorisation was resolved by email consultation with the other Committee members. The fact that the Hall is emerging from the pandemic with a very full weekly schedule of users and in a sound financial position is mostly down to the efforts of the Booking Secretary, Lis, and to Gavin’s stewardship. ## **1.4. Public Benefit** The facilities at the Village Hall are available to everyone with the aim of providing a benefit to the local community. ## **2. FINANCIAL REVIEW** ## **2.1. Reserves Policy** The Village Hall controls its expenditure to ensure that its financial obligations are covered by its income stream. Activities and improvements only take place if they are financially sound. The policy is to keep approximately £10,000 in reserve to cover contingencies. ## **2.2. Trustees Responsibility Statement** The Trustees are responsible for preparing the Report of the Trustees and the Financial Statements in accordance with applicable law and United Kingdom Accounting Standards (United Kingdom Generally Accepted Accounting Practice). The law applicable to charities in England and Wales, the Charities Act 2011, Charity (Accounts and Reports) Regulations 2008 and the provisions of the trust deed require the trustees to prepare financial statements for each financial year which give a true and fair view of the state of affairs of the charity, of the incoming resources and the application of resources, including the income and expenditure, of the charity for that period. In preparing those financial statements, the trustees are required to: - Select suitable accounting policies and then apply them consistently; - Observe the methods and principles in the Charity SORP; - Make judgements and estimates that are reasonable and prudent; - - Prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charity will continue in business. The trustees are responsible for keeping proper accounting records which disclose with reasonable accuracy at any time the financial position of the charity and to enable them to ensure that the financial statements comply with the Charities Act 2011, The Charity (Accounts and Reports) Regulations 2008 and the provisions of the trust deed. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities. On behalf of the Management Committee: Page 5 of 12 Little Aston Village Hall Report of the Trustees for the Year Ended 31 December 2020 Trustee …………………………………………………… Date ……………………………………………………… Page 6 of 12 Little Aston Village Hall Report of the Trustees for the Year Ended 31 December 2020 ## **3. INDEPENDENT EXAMINER’S REPORT TO THE TRUSTEES OF LITTLE ASTON VILLAGE HALL** I report on the accounts for the year ended 31 December 2020 set out on pages seven to nine. ## **3.1. Respective responsibilities of trustees and examiner** The charity’s trustees are responsible for the preparation of the accounts. The charity’s trustees consider that an audit is not required for this year (under Section 144(2) of the Charities Act 2011 (the 2011 Act)) and that an independent examination is required. It is my responsibility to: - Examine the accounts under Section 145 of the 2011 Act - To follow the procedures laid down in the General Directions given by the Charity Commission (under Section 145(5)(b) of the 2011 Act); and - To state whether particular matters have come to my attention. ## **3.2. Basis of the independent examiner’s report** My examination was carried out in accordance with the General Directions given 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 you as 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 statements below. ## **3.3. Independent examiner’s statement** In connection with my examination, no matter has come to my attention: - 1) Which gives me reasonable cause to believe that, in any material respect, the requirements - To keep accounting records in accordance with Section 130 of the 2011 Act; and - To prepare accounts which accord with the accounting records and to comply with the accounting requirements of the 2011 Act. have not been met; or - 2) To which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached. Signature …………………………………… Date ………………………………………. T D Shackleford FCA Shacklefords Chartered Accountants 6A Little Aston Lane Page 7 of 12 Little Aston Village Hall Report of the Trustees for the Year Ended 31 December 2020 Little Aston Sutton Coldfield B74 3UF Page 8 of 12 Little Aston Village Hall Report of the Trustees for the Year Ended 31 December 2020 ## **4. STATEMENT OF FINANCIAL ACTIVITIES for the Year Ended 31 December 2020** ||Unrestricted|Funds| |---|---|---| ||£|£| |**Incoming Resources**|2020|2019| |Hall, Grounds & Car Park Hire||| |Regular Users|14,432.15|27,313.95| |Occasional Users|558.00|3,488.50| |Events & Fundraising|0.00|0.00| |Shenstone Parish Council Rates Refund|829.44|816.48| |Shenstone Parish Council Insurance Refund|1,116.96|1,101.61| |Donations|121.00|89.00| |Grants|11,334.00|0.00| |**Total Incoming Resources**|28,391.55|32,809.54| |**Resources Expended**||| |_Site Projects Children's_||| |_Play Area_|0.00|22,858.89| |_Loft insulation and roof lining_|0.00|680.50| |Heating & Lighting|1,618.31|1,820.32| |Water & Sewage|632.00|494.00| |Rates|829.44|816.48| |Insurance|1,116.96|1,101.61| |Caretaker & Cleaning|2,975.36|5,826.50| |Grounds & Tree Maintenance|2,227.80|2,313.82| |Repairs & Renewals|2,872.15|6,976.04| |Refuse Disposal|285.00|273.08| |Service contracts & equipment replacement|0.00|0.00| |Postage, Printing & Stationery|0.00|0.00| |Deposit Returns / Refunds|375.75|| |Miscellaneous including membership fees|0.00|85.00| |**Total Resources Expended**|12,932.77|43,246.24| |**Net Incoming / (Outgoing) Resources**|15,458.78|(10,436.70)| |**RECONCILLIATION OF FUNDS**||| |**Total Funds Brought Forward**|17,189.15|27,625.85| |**Total Funds Carried Forward**|32,647.93|17,189.15| Page 9 of 12 Little Aston Village Hall Report of the Trustees for the Year Ended 31 December 2020 ## **5. BALANCE SHEET 31 DECEMBER 2020** |CURRENT ASSETS
Sundry Debtors
Cash at Bank
Total
CREDITORS
Amounts falling due within one
year
Sundry Creditors
NET CURRENT ASSETS
FUNDS
Unrestricted funds
TOTAL FUNDS|UnrestrictedFunds|UnrestrictedFunds| |---|---|---| ||2020
£
1,899.50
30,748.43
32,647.93
0.00
32,647.93
32,647.93
32,647.93
Movemen
t|2019| |||£
3,654.22
14,034.93| |||17,689.15
(500.00)| |||17,189.15| |||17,189.15| |||17,189.15| |||15,458.78| The financial statements were approved by the Board of Trustees on …………………………. and were signed on its behalf by: Trustee ……………………………………………………. Page 10 of 12 Little Aston Village Hall Report of the Trustees for the Year Ended 31 December 2020 ## **6. NOTES TO THE FINANCIAL STATEMENTS for the Year Ended 31 December 2020** ## **6.1. ACCOUNTING POLICIES** ## **Accounting convention** The financial statements have been prepared under the historical cost convention and in accordance with the Financial Reporting Standard 102, the Charities Act 2011 and the requirements of the Statement of Recommended Practice, Accounting and Reporting by Charities (effective 1[st] January 2019). ## **Incoming resources** All incoming resources are included on the Statement of Financial Activities when the charity is legally entitled to the income and the amount can be quantified with reasonable accuracy. ## **Resources expended** Expenditure is accounted for on an accruals basis and has been classified under headings that aggregate all cost related to the category. Where costs cannot be directly attributed to particular headings they have been allocated to activities on a basis consistent with the use of resources. Grants offered subject to conditions which have not been met at the year end date are noted as a commitment but not accrued as expenditure. ## **Taxation** The charity is exempt from tax on its charitable activities. ## **Fund Accounting** Unrestricted funds can be used in accordance with the charitable objectives at the discretion of the trustees. ## **6.2. TRUSTEES’ REMUNERATION AND BENEFITS** There were no trustees’ remuneration, expenses or other benefits paid neither during the year ended 31 December 2020 nor during the year ended 31 December 2019. ## **6.3. MOVEMENT IN FUNDS** ||At 1 Jan|Net|At 31 Dec| |---|---|---|---| ||2020|Movement|2020| |||in Funds|| |Unrestricted Funds|17,189.15|15,458.78|32,647.93| Page 11 of 12 tde Aston Willage Hall Report of the Trustees for the Year Ended 31 December 2020 Page 12 of 12