## **Trustees’ Annual Report for the period** **From July 2023 Period start date To Period end date** ## **June 2024** ## **Charity name: Wellingore Memorial Hall** ## **Charity registration number: 1128480** ## **Objectives and Activities** ||SORP reference|| |---|---|---| |Summary of the purposes of
the charity as set out in its
governing document|Para 1.17|**To provide a community space for use by**
**clubs and societies and to be hired by**
**groups and private individuals.**| |Summary of the main
activities in relation to those
purposes for the public
benefit, in particular, the
activities, projects or services
identified in the accounts.|Para 1.17 and
1.19|**Regular hall bookings, casual room hire,**
**community events.**| |Statement confirming
whether the trustees have
had regard to the guidance
issued by the Charity
Commission on public
benefit|Para 1.18|**n/a**| ## **Additional information (optional)** You may choose to include further statements where relevant about: ||
SORP reference|| |---|---|---| |Policy on grant making|Para 1.38|**We do not issue grants as a charity**
**however we did receive Covid Grants.**| |Policy on social investment
including program related
investment|Para 1.38|**The Memorial Hall is a social hub for the**
**local community both young and old. We**
**host social events for the WI, the U3A**
**and our children’s dance classes, among**
**other regular gatherings. We prioritise**
**these groups and offer a generous**
**reduction in fees. This encourages them**
**to thrive and prosper to the benefit of the**
**whole community.**| |Contribution made by
volunteers|Para 1.38|**The Memorial Hall couldn’t function**
**without our volunteers. This is**
**highlighted by our most successful event**
**‘Books and Butties’ which is a volunteer**
**led bi-monthly event, coordinated and**
**run by the WI volunteers. Other volunteer**
**run events include our Bingo nights, Quiz**| **nights and fetes. Our volunteers come from both Wellingore and Navenby and are vital to the smooth running of the Hall.** Other ## **Achievements and Performance** ||SORP reference|| |---|---|---| |Summary of the main
achievements of the charity,
identifying the difference the
charity’s work has made to
the circumstances of its
beneficiaries and any wider
benefits to society as a
whole.|Para 1.20|**The Memorial Hall is the heart of the local**
**community, and we pride ourselves on**
**working with our local groups to benefit**
**the wider society.**
**In the past year we have helped to raise**
**funds for the local bell-ringing society,**
**with a Murder Mystery Night and a Quiz**
**Night. These funds have been put**
**towards the restoration of the Wellingore**
**Church Bells.**
**In addition to this, we are hosting a St.**
**Barnabas fundraiser in June. They are a**
**locally based charity providing end of life**
**care to the community.**
**In each of the above cases we have**
**provided free use of the Hall and bar to**
**enable them to raise the maximum funds**
**possible.**
**As mentioned, we work closely with the**
**WI for ‘Books and Butties’ and various**
**other fund raising events, such as our**
**fetes. As a reward for their generosity in**
**giving up their time to bake and serve, we**
**give them a percentage of our profits**
**from each event. This enables them to**
**subside their membership fee and pays**
**for their Christmas party at the Hall.**| ## **Additional information (optional)** You may choose to include further statements where relevant about: |Achievements against
objectives set|Para 1.41|| |---|---|---| |Performance of fundraising
activities against objectives
set|Para 1.41|| |||| |---|---|---| |Investment performance
against objectives|Para 1.41|| |Other||| ## **Financial Review** |**Financial Review**||| |---|---|---| |Review of the charity’s
financial position at the end
of the period|Para 1.21|**Cash on hand was £21,692**| |Statement explaining the
policy for holding reserves
stating why they are held|Para 1.22|**Charity likes to hold a surplus in case of**
**any major repairs being required to the**
**property.**| |Amount of reserves held|Para 1.22|**£20k**| |Reasons for holding zero
reserves|Para 1.22|**n/a**| |Details of fund materially in
deficit|Para 1.24|**n/a**| |Explanation of any
uncertainties about the
charity continuing as a going
concern|Para 1.23|| |**Additional information (optional)**
You may choose to include further statements where relevant about:|**Additional information (optional)**
You may choose to include further statements where relevant about:|**Additional information (optional)**
You may choose to include further statements where relevant about:| |---|---|---| |The charity’s principal
sources of funds (including
any fundraising)|Para 1.47|**Our main source of funds is from our**
**regular users such as the U3A and the**
**WI. The funds from the regular users pay**
**for the upkeep of the Hall and additional**
**bookings add extra to our funds.**| |Investment policy and
objectives including any
social investment policy
adopted|Para 1.46|| |A description of the principal
risks facing the charity|Para 1.46|**One of the main risks facing us is the**
**increasing cost of utility bills. We are**
**reliant on electricity for our heating and**
**lighting and are looking are more efficient**
**ways of managing this, such as investing**
**in solar panels. To date we have replaced**
**the old storage heaters with more**
**efficient panel heaters, insulated the roof**
**space and replaced our boiler.**| |Other||| ## **Structure, Governance and Management** |Description of charity’s
trusts:||| |---|---|---| |Type of governing document
(trust deed, royal charter)|Para 1.25|| |How is the charity
constituted?
(e.g unincorporated
association, CIO)|Para 1.25|**Unincorporated Association**| |Trustee selection methods
including details of any
constitutional provisions e.g.
election to post or name of
any person or body entitled
to appoint one or more
trustees|Para 1.25|| ## **Additional information (optional)** You may choose to include further statements where relevant about: |
Policies and procedures
adopted for the induction and
training of trustees|
Para 1.51|| |---|---|---| |The charity’s organisational
structure and any wider
network with which the
charity works|Para 1.51|| |Relationship with any related
parties|Para 1.51|| |Other||| ## **Reference and Administrative details** |Charity name|Wellingore Memorial Hall| |---|---| |Other name the charity uses|Wellingore Clubs & Societies| |Registered charity number|1128480| |Charity’s principal address|Memorial Hall Drive
Wellingore
Lincoln
LN5 0BD| ||| ## **Names of the charity trustees who manage the charity** |1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year**|**Name of person (or body) entitled**
**to appoint trustee (ifany)**| |---|---|---|---|---| ||Matthew Gardiner|Chair||| ||AndyCollip|||| ||Pauline Brumhead|Treasurer||| ||TracyJones|Secretary||| ||Linda Wilson|Vice Chair||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| – Corporate trustees names of the directors at the date the report was approved **Director name** Name of trustees holding title to property belonging to the charity **Trustee name Dates acted if not for whole year** ## **Funds held as custodian trustees on behalf of others** Description of the assets held in this capacity Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements for safe custody and segregation of such assets from the charity’s own assets ## **Additional information (optional)** ## **Names and addresses of advisers (Optional information)** **Type of Name Address adviser** ## **Name of chief executive or names of senior staff members (Optional information)** ## **Exemptions from disclosure** Reason for non-disclosure of key personnel details ## **Other optional information** ## **Declarations** **The trustees declare that they have approved the trustees’ report above.** **Signed on behalf of the charity’s trustees** **Signature(s)** **Full name(s)** **Position (eg Secretary, Chair, etc)** **Date** Management Report Wellingore Memorial Hall For the period ended 30 June 2024 Prepared on 3 April 2025 For management use only Statement of Activity........................................................................................................................................3 Statement of Financial Position.......................................................................................................................4 2/4 Statement of Activity INCOME Bank Interest Sales of Product Income Services Uncalegorised Income Total Income 292.90 -670.50 36,547.44 2,927.25 39,097.09 COST OF SALES Bar purchases Cost of sales Food Cost ol Sales Sweet stall Total Cost of Sal8S TOTAL 9,646.15 50.48 1,589.80 74.32 11,360.75 27,736.34 EXPENDITURES Advertising/Promotional Cleaning Computer Costs Cost of LaLK)ur Credit Card Charges Donations Electric Events items Insurances Legal and professional fees OfficelGeneral Adminislralive Expenses Printing, Postage and Stationery Raffle Prizes 50.00 6,799.49 877.68 1,967.50 320.06 1,621.29 2,726.24 8,598.73 1,190.35 1,148.18 100.54 3.45 102.81 Rates 825.99 Relreshemenls 530.01 Repair and maintenance Water 3,238.81 667.11 Total Expenditure8 NET OPERATING INCOME 30,768.24 -3,031.90 £ -3,031. NET INCOMEIIEXPENDITUREI Wellingore Memorial Hall 314 Statement of Financial Position FIXED ASSET Total Fixed Asset CASH AT BANK AND IN HAND Cash on hand Current Savings Total Cash at bank and in hand 171.88 1,446.73 20,073.49 21,692.10 DEBTORS Debtors Total Debtors 673.00 CURRENT ASSETS Prepaid Expenditures Stock Asset Total Current Assets NET CURRENT ASSETS 911.90 2,145.20 3,057.10 25.422.20 CREDITOFtS.. AMOUNTS FALLING DUE WITHIN ONE YEAR Trad8 Cr￿litorS Creditors Total Trad8 Cr8ditor8 -777.24 .77T.24 Current Llabllttles Accruals Totsl Current Li8biliti8s Totsl Creditors: amourts falling due within one year NET CURRENT ASSETS ILIABILITIESI TOTAL ASSETS LESS CURRENT LIABILITIES TOTAL NET ASSETS ILIABILITIESI 670.50 670.50 -106.74 25,528.94 25,528.94 £25,528.94 CHARITY FUNDS Opening Balance Equity Retained Earnings SurplusllDelicill Total Charity funds 24,292.76 4,268.08 -3,031.90 £25,528.94 Wellingore Memorial Hall 414 ## Checklist – Wellingore Memorial Hall ## Contents ## 1. Checklist 2. Some key issues, monitoring arrangements and risk of fraud 3. Income 4. Purchases and payments 5. Assets and investments ## 1. Checklist The questions in this checklist are designed to help charity trustees and their advisers evaluate the charity’s performance against the legal requirements and good practice recommendations set out in the commission’s guidance on internal financial controls for charities. Trustees should review their charity’s performance at least once a year. Not all the controls listed will be appropriate for the charities, for example, where a section of the checklist deals with an area of activity that the charity does not undertake then that section of the checklist will not apply. Charities must always comply with legal requirements and these requirements are identified in the checklist. A ‘yes’ answer for good practice recommendations does not mean there is no scope for further improvement. A ‘no’ answer does not always indicate a problem. It may be that the charity has not put in place a particular control because the risk involved is small and the potential loss is acceptable, given the cost that would be involved in putting in place stronger internal controls. Finally, the answers in the checklist should be based on the knowledge of what happens in the charity and not what they expect to happen. Having an internal control in place is only part of the picture. It must operate in practice to be effective. ## 2. Some key issues, monitoring arrangements and risk of fraud |2.1 Financial controls throughout the charity|Yes|No| |---|---|---| |Is there segregation of duties to provide automatic ‘double check’?|Yes (IA)|| |Do the trustees carry out an annual review of the internal financial controls?|Yes (IA)|| |2.2 Monitoring activities|Yes|No| |Are annual budgets of income and expenditure prepared, and approved by the
trustees?|Yes
(IA/Minutes
)|| |Is performance measured against budgets at regular intervals and explanations
sought for variances?|Yes (IA)|| |2.3 Internal audit and audit committee|Yes|No| |Have the trustees considered the need to appoint an internal auditor or set up an
audit committee?|Yes (IA)|| |---|---|---| |2.4 Information and communication|Yes|No| |Are the trustees provided with regular information about the financial performance
of the charity?|Yes
(IA/Minutes
)|| |Do the trustees discuss the financial performance of the charity at each of their
meetings?|Yes
(IA/
Minutes)|| |Are terms of reference in place for any finance sub-committee, or similar sub-group
of the trustee board?|Yes|| |Does any finance sub-committee report to the full board of trustees for final decision
making?|Yes
(IA/Minutes
)|| |2.5 Trustees’ responsibilities|Yes|No| |Are sufficient accounting records kept of all transactions? (legal requirement)|Yes (IA)|| |Have the trustees considered the need for a reserves policy and put in place a
reserves policy if one is needed? (legal requirement)|Yes (IA)|| |Do the accounts comply with legal requirements? (legal requirement)|Yes (IA)|| |Are the accounts formally approved by trustees at an annual meeting?|Yes (IA)|| |Have the trustees appointed an auditor or independent examiner? (legal
requirement)|Yes (IA)|| |Are newly appointed trustees given a copy of the latest accounts?|Yes (IA)|| |Do the trustees file the annual report and accounts and annual return on time?
(legal requirement)|Yes (IA)|| |2.6 and 2.7 Managing the risks of financial crime and abuse|Yes|No| |---|---|---| |Are trustees and staff made aware of why the charity is at risk from financial crime
and abuse and of typical examples of potential fraudulent activities?|Yes (IA)|| |Does the charity have an anti-bribery policy, policies on the acceptance of
hospitality, the acceptance of donations and a register of interests in place?|Yes
(Policy)|| |Does the charity have policies and controls over access to and storage of electronic
information?|UK
GDPR|| |---|---|---| |Does the charity have computer programmes to protect its data and systems from
external interference?|Yes
(QuickPay)|| |Does the charity have procedures for reporting suspicions internally, and to the
commission and the police?|Yes
(Policy)|| ## 3. Income |3.1 Income received in the post|Yes|No| |---|---|---| |Are all incoming cheques and cash recorded immediately?|Yes (IA)|| |3.2 Income from public collections and fundraising events|Yes|No| |If the charity undertakes public collections or fundraising events:||| |• are public collections undertaken within legal requirements? (legal requirement)|Yes
(IA)|| |• are collection boxes numbered and their allocation and return recorded?|Yes
(IA)|| |• are all collection boxes sealed?|Yes
(IA)|| |• are all collection boxes regularly opened and counted by the charity and a record
kept of their locations and history of takings?|Yes
(IA)|| |• are collections counted in the presence of the collector and a receipt given to
them?|Yes
(IA)|| |• are two unrelated people involved in counting and recording the income?|Yes
(IA)|| |• is cash banked as soon as possible and without deduction of expenses?|Yes
(IA)|| |• are records maintained for each fundraising event?|Yes
(IA)|| |For ticket incomes are:||| |• tickets pre-numbered?|Yes|| ||(IA)
Online
Sales|| |---|---|---| |• records kept of all persons issued with tickets to sell, and which ticket numbers
they have been allocated?|Yes (IA)
Online
Sales|| |• records kept of which tickets sold?|Yes
Online
Sales|| |• reconciliations made of money received against tickets sold?|Yes (IA)
Online
Sales|| |Has the charity complied with Part II of the Charities Act 1992 where professional
fundraisers are engaged? (legal requirement)|Yes (IA)|| |3.3 Gift Aid donations|Yes|No| |Does the charity maximise the lawful take-up by its donors of Gift Aid?|No regular givers|| |Are regular checks made to ensure all eligible tax repayments are obtained?|N/A|| |Does the charity keep the records required by HMRC for Gift Aid claims?|No Gift Aid
Donations at
present.|| |3.4 Tainted charity donations and substantial donors|Yes|No| |Has the charity kept the necessary records to identify transactions with ‘substantial
donors’ for donations received up to April 2011? (legal requirement)|Yes (IA)|| |From April 2011, have the trustees put in place procedures to identify ‘tainted charity
donations’?|Yes (IA)|| |3.5 Trading income|Yes|No| |If the charity undertakes trading activities (either trading in furtherance of its objects
or non-charitable trading):||| |• if the level of non-charitable trading is significant is it carried out in a trading
subsidiary?|n/a|| |• does the charity have a pricing policy for the goods and services supplied?|Yes (IA)|| |• does the charity have invoicing procedures for goods and services supplied?|Yes (IA)|| |• does the charity review outstanding debts and collection procedures?
Yes (IA)
• are there procedures to reconcile amounts invoiced and cash received to outstanding
invoices?
Yes (IA)
3.6 Banking and custody procedures
Yes
No
Are incoming receipts banked promptly?
Yes (IA)
Is insurance held to cover the contents of the safe or cash box and cash in transit?
Yes (IA)
Are funds banked without deduction of expenses?
Yes (IA)
3.7 Checks on income records
Yes
No
Are regular checks made to ensure income records agree with the bank paying-in
books and statements?
Yes (IA)
Are checks made by someone other than the person who made the entry in the
accounting records?
Yes (IA)
4. Purchases and payments|• does the charity review outstanding debts and collection procedures?|Yes (IA)|| |---|---|---|---| ||• are there procedures to reconcile amounts invoiced and cash received to outstanding
invoices?|Yes (IA)|| ||3.6 Banking and custody procedures|Yes|No| ||Are incoming receipts banked promptly?|Yes (IA)|| ||Is insurance held to cover the contents of the safe or cash box and cash in transit?|Yes (IA)|| ||Are funds banked without deduction of expenses?|Yes (IA)|| ||3.7 Checks on income records|Yes|No| ||Are regular checks made to ensure income records agree with the bank paying-in
books and statements?|Yes (IA)|| ||Are checks made by someone other than the person who made the entry in the
accounting records?|Yes (IA)|| |4.1 Controls and authorisation of expenditure on goods and services|Yes|No| |---|---|---| |Is there a written policy on the authorisation of expenditure?|Yes
(IA)|| |Are invoices received checked against orders confirming pricing and the receipt of
the goods or services ordered?|Yes
(IA)|| |4.2 Controls and authorisation of expenditure on grants|Yes|No| |If the charity makes grants, does it have a grant-making policy?|No Grants|| |Does the charity make and monitor grants in accordance with the grant-making
policy?|N/A|| |4.3 Payment by cheque|Yes|No| |Does the charity follow any stipulation in the governing document about who can
sign cheques?|Yes|| |Does the bank mandate require at least two signatories?|Yes|| |Is there a practice of not signing of blank cheques?|Yes|| |Are cheque books etc kept in a secure place with access only by nominated
persons?|Yes|| |---|---|---| |Are any monetary limits placed on an individual’s signing recorded in writing?|Yes|| |Is all cheque expenditure recorded in the cash book and noted with the relevant
cheque number, nature of payment and payee?|Yes|| |Are cheques signed only with documentary evidence of the nature of the payment,
eg invoice?|Yes|| |4.4 Payments by direct debits, standing orders and BACS direct credit|Yes|No| |Are only named individuals authorised to set up direct debits, standing orders and
direct credits?|Yes|| |Does the charity use a dual authorisation system for BACS payments?||N0| |Does the charity monitor the arrangements to ensure that automatic payment
arrangements are cancelled when the goods and services are no longer being
supplied to the charity?|Yes|| |4.5 Payment in cash|Yes|No| |Is every effort made to minimise cash payments?|Yes|| |Are all payments by cash made from a cash float and not from incoming cash?|Yes|| |Is supporting documentation authorised by someone other than the person
maintaining the petty cash or the person making the claim?|Yes|| |Are details of all payments entered in a petty cash book?|Yes|| |Are regular independent checks made of the petty cash float and records?|Yes|| |4.6 Wages and salaries|Yes|No| |Are statutory deductions (tax and NIC) made from employees’ wages and salaries
and regularly forwarded to HMRC? (legal requirement)||NO
Self
employed| |Does the charity comply with minimum wage legislation? (legal requirement)|Yes (IA)|| |Are any other deductions from salaries made only where they are required or
authorised? (legal requirement)|Yes (IA)|| |Are the end-of-year returns (P60 and P11Ds) completed and filed with HMRC by
the deadline? (legal requirement)|N/A|| |If the charity employs staff are the required pension arrangements in place?
(legal requirement)|N/A|| |---|---|---| |Do all employees have contracts of employment?|N/A|| |Are personnel records kept and held separately from wages records?|N/A|| |Are salary levels properly authorised and recorded?|N/A|| |Is there a system of authorisation for recording and notifying starters and leavers,
changes of hours and other payroll changes?|N/A|| |Are payments made by BACS?|N/A|| |4.7 The payment of expenses and reimbursements|Yes|No| |Does the charity have a written policy to cover the payment and reimbursement
of expenses?|Yes|| |Is the policy communicated to all trustees, staff and volunteers?|Yes|| |Are expenses reimbursed only where the individual incurred the expense in the
course of carrying out the charity’s business?|Yes|| |Does the expense claim include a self-declaration that the claim is accurate and
incurred on the business of the charity?|Yes|| |Are reimbursements made by BACS transfer or cheque?|BACS|| |If the charity pays mileage rates for travel are the rates in accordance with HMRC
approved rates?|N/A|| |4.8 Checks on expenditure records|Yes|No| |Are regular checks made to ensure expenditure records are accurate and agree with
the bank statements?|Yes (IA)|| |Are regular checks made to ensure no discrepancies between the payments made
and the original invoice or payment records?|Yes (IA)|| |Are checks made by someone other than the person who made the entry in the
accounting records?|Yes (IA)|| ## 5. Assets and investments 5.1 Controls over fixed assets Yes No |Is a comprehensive fixed asset list held and updated regularly?|YES|| |---|---|---| |Are assets checked regularly to ensure they are still in good repair and are of use to
the charity?|YES|| |Has insurance cover been considered?|YES|| |Is the use of fixed assets reviewed annually (to ensure put to best use and serving
the charity’s interests)?|N/A|| |5.2 Money held as a current asset|Yes|No| |Are secure records held of all bank and building society accounts?|Yes (IA)|| |Are bank statements regularly received and regular bank reconciliations carried out?|Yes (IA)|| |Are instructions to open or close accounts properly authorised and reported to
trustees?|Yes (IA)|| |Are checks made to ensure that there are no dormant accounts?|Yes (IA)|| |Are the accounts monitored to ensure there is no third party use?|Yes (IA)|| |Do the trustees regularly review the costs, benefits and risks of their current and
deposit accounts?|Yes (IA)|| |5.3 Electronic banking|Yes|No| |If the charity uses electronic banking to make payments does the system used
require authorisation of transactions by two individuals?||NO| |Are PCs kept secure with up-to-date anti-virus and spyware software and a personal
firewall?|Yes|| |Are trustees and staff made aware of the need to ensure that the charity’s security
details (including the password and PIN) are not compromised?|Yes|| |Is the PIN and password regularly changed, for example to mitigate the risks of
compromising security when individuals leave the charity?|Yes|| |Does the charity maintain a list of persons (trustees and staff) who are approved to
have access to the PIN and password?|YES|| |Does the charity keep an audit trail of electronic banking transactions?|Yes (IA)|| |Have those using online banking facilities been trained in their use?|YES|| |5.4 Non-traditional banking|Yes|No| |If the charity uses non-traditional banking methods:||| |---|---|---| |• are policies set and approved by trustees defining the circumstances when non-
traditional banking methods may be used?|N/A|| |• is the use of such methods limited to essential transfers where traditional banking
methods cannot be used?|N/A|| |• does the charity keep an audit trail of non-traditional banking transactions?|N/A|| |• does the charity ensure that the controls that are in place for its traditional bank
transactions also operate with non-traditional banking transactions?|N/A|| Approved and Signed by the Treasurer Pauline Brumhead. Approved and Signed by the Internal Auditor Chantelle Hausermann chausermann@outlook.com As the internal auditor I can confirm that I have reviewed all accounts and financial records and deem that Wellingore Memorial Hall are meeting all financial legal requirements.