Pernod start date Penod end date
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Trustees’ Annual Report for the period
From To
section A
Reference and administration details Charity name| Parish Halls — Rushmere St Halls — Rushmere St — Rushmere St Rushmere St St Andrew
Parish Halls — Rushmere St Halls — Rushmere St — Rushmere St Rushmere St St Andrew
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Other names charity is known by |N/A
Registered charity number (if any)| 1111060
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Charity's principal address|Parish Halls - Rushmere St Andrew
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Village Hall, Rushmere St Andrew
Humber Doucy Lane, Ipswich, Suffolk
Postcode
IP4 3PD
Names of the charity trustees who manage the charity
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4 | Mrs A Cooper ps 0120 — 12120 51 Ipswich Scout Group
feeces
7|wrssCae | [SCs]
13[MrsACooper | [——S—=iCa0-Sar2I2O]
14 eee
ia Ria
ggas a ee ee
i EinLecc e : eeemem
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Names of the trustees for the charity, if any (for example, any custodian trustees)
Names and addresses of advisers (Optional information)
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Type of adviser Names Address
Auditors — Heelis & Lodge 52 Parkway, Wickham Market, Suffolk IP13oss a
Section B Structure, governance and management
Description of the charity’s trusts
:: ase ics =a _— — a
Type of governinga
How the charity is constituted=
;
: g
Trusteefe selection: methods SevenSeven elected appointed members members electedappointed annuallyby the at the Management AGM Committee
from nominees of users of the halls
Additional governance issues (Optional information)
You may choose to include aise
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;
e trustees’ consideration of
major risks and the system
and procedures to manage
them.
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| Section D | Achievements and performance | |
|---|---|---|
| Summaryofthemain | Chairman's Report2021 | |
| soberingMSCOMNY | tis:capoitwannibinilindalthieParleyBoke=Faehacene StAde15" Annual General Meeting on 6 July2021 forthe Financial Yearended 31* |
|
| December 2020 | ||
| During2020we had somechanges of trustees. Mrs Hibbet, Mrs Cooper | ||
| and MrTowns resigned as trustees. Wethank all our formertrustees for | ||
| their help and support, with particularthanks to MrTowns for his | ||
| invaluable help with policies, contractsand stepping into the role of Vice- | ||
| Chairman with all its extra responsibilities. | ||
| At the end of2020we were sixtrustees short. Opportunities to recruit | ||
| new trustees were limited dueto the Covid19 pandemic howeverwe will | ||
| continue with our efforts. |
would like to thank all of our Trustees for their | |
| continued support. | ||
| The yearwas challenging in the main due toCovid19. National | ||
| lockdowns resulting in the closure ofthe hallsand subsequent | ||
| restrictions on re-opening had an enormous impact on the halls. This | ||
| wasdue to the restrictions, the reduced numbers ofpeople that the halls | ||
| could safelyaccommodate, theclosure of the kitchens and the cleaning | ||
| and sanitising work required byourcaretakerteam toallow the safe step | ||
| bystep reopening following theGovernment's Roadmap. | ||
| In 2020we overcame problems with recruiting caretakers andwe had a | ||
| strong team lead by Mike SarbuttsasCaretaker Supervisor. In October |
||
| one ofCaretakers resigned and itwas agreed in February2021 that Mike | ||
| Sarbutts would fill the position alongside his CaretakerSupervisor Role. | ||
| would like to thank him for all of his invaluable help and support | ||
| throughout the unprecedented year. | ||
| Our long serving Secretary/Treasurer, Jean Potter retired in April 2020 | ||
| and weappointed Lisa Fosterand Libby Griggs tojobshare the role. To | ||
| enable transparency and efficiency with the dayto day running ofthe | ||
| halls, we purchased the Hallmaster programme to improve the booking | ||
| system and Dropbox forsecure sharing ofdocuments. This has proved | ||
| to be such an aid and has also cut down the time wasted and not | ||
| forgetting the paper thathas been saved. Hirerswereencouraged to |
||
| use emailwhich reduced our postage costs and to make payment by | ||
| BACS which has reduced banking time with only afew hirers now paying | ||
| by cheque. |
would like to thank Lisa Fosterand Libby Griggs forbeing | |
| the anchor with our regular hirersand casual booking enquiries and | ||
| cancellations during a difficult year with the ever-changing hall closures | ||
| and restrictions changing throughout 2020. | ||
| During the period ofCovid19 Libby Griggs successfully applied forthe | ||
| Government Furlough paymentscheme which helped with our staffing | ||
| costs. LibbyGriggsalso applied forCovid19 grantswhich totalled | ||
| £24,536 in 2020. These were essential, not only to keep usgoing but to | ||
| do general maintenanceasand when itwas needed on the halls. Libby | ||
| Griggs leftus in March 2021 andwe appointed Emma Ruddy forthe role | ||
| in March. Emma has also proved tobea valuable member oftheteam in | ||
| securing more grants totalling another £16,880. | ||
| wouldliketorecordthankstothefollowing: |
Mel Bentley for the being the Vice-Chairman with all its extra
Section D Achievements and performance responsibilities during Covid-19 and his continuing help with the various | technical problems and solutions. and Vulnerable Adults. | Julie Clarke for continuing to cover the area of Safeguarding of Children Despite the impact of the Government Covid19 restrictions in 2020, that have also notably remained in place for 2021 so far, we are in a strong position with our staffing team, finances, our valued Trustees and ongoing demand from hirers. Mrs Margaret Tarling Chairman Parish Halls — Rushmere St Andrew i a a a ial telee oll Section E Financial review Brief | The Charity holds an earmarked contingency reserve of £5,000.In statement of the addition £23,416.06 is held to cover any fluctuations in income from hall charity’s policy on reserves rentals and cover any unforeseen building maintenance. | Details of any funds materiall | , in deficit y ee Further financial review details (Optional information) You may choose to include sauteane of funds is from lettings and hires of halls and associated additional information, where | ©° ee 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
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Section G Declaration
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The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity's trustees
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Signature(s) VAAN NE ae. ee
Full name(s)|Mrs Margaret Tarling
Position (eg Secretary, Chair,, - os
ete)|Chairman8 ee a ee
Date | 6/412)a |
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PARISH HALLS - RUSHMERE ST ANDREW
WHOLE YEAR INCOME & EXPENDITURE - INCOME & EXPENDITURE ACCOUNT., PERIOD ENDED 31st DECEMBER 2020
OTHERINCOME TOWER VILLAGE TOWER VILLAGE
2019 2019 2019 INCOME FROM HIRES/RENT 2020 2020 Note
£ 2,097.00 £ 3,969.00 Meetings £ 3,095.50 £ 2,126.00
£ 820.00 £ 1,173.50 Cupboard & Car Park Rental £ 975.00 £ 1,060.00
£ 1,873.00 £ 3,154.00 Dancing Clubs/Classes £ 268.00 £ 2,033.00
£ 1,364.00 £ 117.00 Youth Groups £ 1,385.00 £ 30.00
£ 1,080.00 £ 1,969.00 Artists Clubs £ 331.00 £ 1,100.06
£ 1,066.00 £ 1,118.00 Craft Clubs = 326.00 £ 316.00
£ 4,528.00 £ 4,065.00 Religious Groups £ 2,147.00 £ 2,998.00
£ - £ 1,360.50 Educational Hirings £ - £ 139.00
£ 540.00 £ 540.00 Local Authority (SCDC & SCC) © - £ -
£ 3,906.00 £ 5,024.00 Casual Hires £ 1,114.00 £ 4,152.00
£ 4,630.00 £ 1,000.00 Parish Council £ 2,250.50 £ 254.00
£ - £ - Exhibitions £ - £ -
£ - £ 1,548.00 Markets £ - £ 647.00
£ 7,124.00 £ 2,424.50 Keep Fit Clubs £ 3,907.00 £ 1,495.00
£ 1,310.00 £ 908.00 Infant Clubs £ 466.00 £ 236.00
£ 5,881.00 £ 585.00 Theatre Groups £ 3,592.00 £ 242.00
Fa 720.00 £ - Fundraising Events £ 190.00 £ -
£ 15.00 £ - Miscellaneous £ 454.92 £ 2,740.63 3
Furlough £ 11,948.62
OTHER INCOME
£ 279.26 £ - £ - Bldg Soc interest £ 173.81 £ - £ =
jf 279-26] £ 36,954.00 TF 28,955.50 | TOTAL INCOME
—~ EE
£ - £ - GRANT INCOME - £ 17,268.00 £ 12,268.00 1
COMMON TOWER VILLAGE Hall specific; COMMON TOWER VILLAGE
£ 2019 2019 2019 EXPENDITURE 2020 2020 2020 Note
£ 19,462.69 Administration - contract £ 6,825.58 8
£ 571.36 Administration ~ stationery etc) £ 787.46
£ - Advertising £ -
£ 1,901.79 ; Cleaning Equipment Contract £ 1,642.56
1,717.78 £ 615.00 £ 585.00 Cleaning MateriaisfWindows £ 399.25 £ 380.00 £ 360.00
£ 1,491.64 £ 1,071.78 Electricity £ 1,206.00 £ 1,172.00
£ 930.29 £ 792.55 Gas £ 673.85 £ 831.60
£ 579.68 £ 455.58 Water £ 428.71 £ 725.76
£ 1,257.74 £ 1,095.95 Insurance £ 1235.09. = 2,437.18
£ £ 538.49 £ 538.49 Refuse clearance contract £ 31240 £ 541.60
353.60 7 25.97 Post & Telephone Gen & VHWiFi £ 608.92 £ 275.88
£ 90840 £ 1,001.40 Ground maintenance = 909.00 £ 1,050.00
= , 3,469.00 £ 1,928.38 Building maintenance 2 3,064.36 £ 2,360.42
-£ 75.00 £ 274.00 £ - Misc £ - £ - £ - 4
£ 160.00 £ 113.26 £ 165.00 Asset Improvement £ - £ - £ -
£ 144.00 HR & H&S £ 235.60
£ - Training £ 145.00
£ 1,839.76 PAYE & NI =: 1,342.42 ig
£ 17,724.75 Wages £ 31,131.86 7
£ 2,162.50 Relief Caretaking £ -
1,798.58 Mileage £ 871.53
TOTAL EXPENDITURE
£ - £ - GRANT EXPENDITURE - £ 5,559.97 £ 559.97
£ GENERAL FUND BALANCE 2020 Note
£ 19,119.81 Balance Brought Forward £ 19,879.16
£ 5,000.00 Earmarked Contingency Fund £ 5,000.00
£ - Grant Income for Second Shed £ —§,000.00
- Grant Expenditure for Second Shed £ 5,000.00
Covid19 Small Business Grant £ 24,536.00
Covidi9 Small Business Grant Expenditure £ 1,119.94
Coronavirus Job Retention Scheme £ 11,948.62
£ Coronavirus Job Retention Scheme Expenditure £ 11,948.62
£ 66,188.76 General Income £ 52,192.98
£ 65,429.41 Less, General Expenditure £ 62,004.03
24,879.16 BALANCE CARRIED FORWARD “£ [38,484.17]
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Parish Halls - Rushmere St Andrew INCOME and EXPENDITURE Page 1 of 3
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BALANCE SHEET AS AT 31 DECEMBER 2020
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| 31 | Dec2019 | ASSETS | 31 | Dec2020 | Note | |
|---|---|---|---|---|---|---|
| Long Term | ||||||
| £ | - | Investments | E | - | ||
| z | - | LongTerm Debtors | £ | - | ||
| Current | ||||||
| £ | 2,922.00 | Debtors | £ | 2,365.90 | 5 | |
| £ | 24,879.16 | Cash atBank& In Hand | £ | 38,484.17 | ||
| £ | 27,801.16 | TOTAL ASSETS | £ | 40,850.07 | ||
| LIABILITIES | ||||||
| £ | 1,227.94 | Creditors | £ | - | ||
| £ | - | Cash Overdrawn | £ | - | ||
| 3 | -___ | Unpresented Payments | £ | 415.59 | 6 | |
| £ | 1,227.94 | TOTALLIABILITIES | £ | 415.59 | ||
| £ | 26,573.22 | NETASSETS | £ | 40,434.48 | ||
| REPRESENTED BY; | ||||||
| £ | 19,879.16 | General Fund Balance Carried Forward | £ | 10,068.11 | ||
| £ | 5,000.00 | Earmarked Reserves | Carried Forward | £ | 28,416.06 | 2 |
| £ | 1,694.06 | Debtors minus Creditors | £ | 1,950.31 | ||
| £ | 26,573.22 | SUMMATION | £ | 40,434.48 |
The above statement represents fairly the financial position of the Charity as at 31 December 2020 and reflects its income and expenditure during the year.
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Approved by Independent Examiner Date
CHAIRMAN TREASURER Hondoln
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Parish Halls - Rushmere St Andrew
INCOME and EXPENDITURE
Page 2 of 3
SUPPORTING NOTES FOR THE PERIOD ENDED 31 DECEMBER 2020
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NOTE 1: GRANTS & DONATIONS
item Date Amount
East Suffolk Shed Build 25/02/2020 £ 5,000.00
COVID 19 Business Grants Various £ 24,536.00
Coronavirus Job Retention Scheme Various £ 11,948.62
TOTAL ee,£ 41,484.62
NOTE 2: EARMARKED FUNDS
CovidContingency19 Grants Reserve agreed 20 February 2008 £ 5,000.00
E_ 23,416.00
£ 28,416.00
NOTE 3: MISCELLANEOUS INCOME ——.
See separate sheet{tem Date Amount
TOTAL £ 3,195.55
£ 3,195.55
NOTE 4: MISCELLANEOUS EXPENDITURE —
Item Date Amount
£ zs
TOTAL pia
£ -
NOTE 5: DEBTORS ——.
Debts outstanding at 31 December 2020 - See separate sheet ——£ 2,365.90
NOTE 6: UNPRESENTED PAYMENT
Payments/bills outstanding on 31 December 2020 - See separate sheet £ 415.59
——
NOTE 7: GROSS SALARY PAYMENT ——
Including [Employers] [NI] [contributions] ——£ 32,474.28ae.
NOTE 8: ADMIN CONTRACT ee
£ 6,825.58
———_——
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Parish Halls - Rushmere St Andrew
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_ - =
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INCOME and EXPENDITURE
Page 3 of 3
ae
Local Council Services + Intern al Audit
Independent Examiner's Report for Parish Halls — Rushmere St Andrew 2020
Registered Charity No: 1111060
Income: £52,192.98 Expenditure: £62,004.03 Reserves: £38,484.17 (Balance Sheet £40 434.48)
Income audit trails were examined. All were found to be in order. A clear referencing system is in place and detailed breakdown of income is recorded. Good records are kept and the expenditure is supported by appropriate paperwork, referenced and countersigned by signatories, as are the cheque stubbs. Hiring agreements are in place. Both income and expenditure are clearly identified for the individual hails The 2019 Annual Return has been received by the Charity Commission on time. The Annual General Meeting was held on 28/07/2020 at which the 2019 accounts were duly approved.
The Charity have taken steps to comply with GDPR and the relevant policies are in place. It is noted that Registration with ICO is in place.
The bank reconciliation dated 31/12/20 reconciled with the Barclays bank account, Ipswich Building Society account and the Income and Expenditure account. Debtors and Creditors were listed and accounted for in the year end Balance Sheet. Monthly reconciliations are carried out.
Income and expenditure for the individual halls are tracked throughout, providing a clear audit trail. The Secretary/Treasurer keeps excellent records. Fees were reviewed on 28/7/2020 and a 0% increase agreed. Hire agreements are in place for both regular and casual hirers. Payments received are banked promptly. An asset register is in place and assets are insured. The Charity has satisfactory insurance cover for both halls. Budgets are prepared (20/01/2020) and monitored emphasising the good financial management systems in place. Risks are assessed on an ongoing basis and action taken as required. The Secretary/Treasurer provides comprehensive reports to the Committee so informed decisions can be made. Budgets are monitored during the year. Asset values are depreciated annually. The Charity employed two part-time admin staff for the year of examination. Payroll records were examined and all were found in order. Regular NI and Tax contributions have been made quarterly. Supporting paperwork is in place and P60s have been issued. As required by HMRC, RTI is in operation. Neither staff qualify for automatic enrolment. Receipts and payments were cross referenced against supporting paperwork. All were found to be in order. The Secretary/Treasurer keeps thorough and well organised records which provide a clear audit trail. There were no matters which give cause to believe that in, any material respect, the Trustees have not met the requirements of the Charity Act 1993 and the year end accounts have been countersigned by myself.
SAAQ@oic
Heather Heelis, 24 June 2021 HEELIS&LODGE
Contact details : 1 Hembling Terrace, Suffolk, IPi3 OPP Tel: 07732 681125 Email: heather@heelis.eu
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