## **Trustees’ Annual Report for the period**
## **From 1st April 2020 To 31st March 2021.**
## **Charity name: Bolnore Village Community Partnership Charity registration number: 1152374**
## **Objectives and Activities**
||||
|---|---|---|
||SORP reference||
|Summary of the purposes of
the charity as set out in its
governing document|Para 1.17|The objects of the CIO are to establish and
run a community hall and recreation facilities
and to promote for the benefit of the
inhabitants of the Town of Haywards Heath,
in West Sussex, without distinction of sex,
sexual orientation, age, disability, nationality,
race or political, religious or other opinions
the provision of facilities for recreation and
education or other leisure time occupation of
individuals who have need of such facilities
by reason of their youth, age, infirmity or
disablement, financial hardship or social and
economic circumstances or for the public at
large in the interests of social welfare and
with the object of improving the conditions of
life of the said inhabitants.|
|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|The year in focus in this report was without
doubt a journey into the unknown. Alongside
the rest of the world, we discovered what it
meant to be subjected to the threat of a
global pandemic. For us, the stark reality
turned out to be a c.60% reduction in room
hire revenues over the period.
This was a frustrating outcome given the
good work that we had done during the
previous year to reposition rates and reduce
fixed costs. The 2020/21 year was looking
set to be a positive period where we would
continue the switch from an unsustainable
financial footing into a marginally profitable
facility. In turn contributing to our longer term
goal to generate surplus funds, to re-invest
and grow the Woodside.
The rest as they say is history! And
whatever you might think about the
governments bailouts and support packages,
the harsh reality, is that we would not be
trading today, if it were not for the provision|
||||
|---|---|---|
|||of these generous support packages and
grants. As our financial report indicates, we
would have been substantially in the red
without that support.
Whilst there was some return to normality
towards the end of the period, our ongoing
utilisation was down (having permanently lost
some regular hirers) and at that time, we had
not been totally successful at backfilling all of
the vacant spaces.
A major positive has been the continued
stability of the trustees and workforce. We
had no personnel changes throughout the
year, which brought a welcome predictability
when other things were in a relative state of
chaos! We remain extremely grateful for
the team we have in place; they continue to
show loyalty, commitment to the Woodside
and generosity of time and resource.
A heartfelt ‘thank you’ also goes to our
operational team for sticking with the
Woodside through months of furlough,
uncertainty and doubt. They are the
heartbeat of the Woodside and we value
them and their contributions very highly. In
addition, they have been particularly key in
planning and organising our response to
Covid so that we could welcome back hirers
as soon as we possibly could.
We are hopeful about the potential of the
Woodside going forward. We suspect that
the pandemic is here to stay, at least for a
while, so undoubtably it’s going to have a
continued effect on operations and income
into the coming period. However, we are
extremely pleased that despite everything
we’ve faced, we sit in a good position to
capitalise in the future on our asset, for the
benefit of the local community and all the
many who have a connection with it.|
|Statement confirming
whether the trustees have
had regard to the guidance
issued by the Charity
Commission on public benefit|Para 1.18|The trustees have had regard to the
guidance issued by the Charity Commission
on public benefit.|
**Additional information (optional)** You may choose to include further statements where relevant about:
SORP reference Para 1.38 Policy on grant making Para 1.38 Policy on social investment including program related investment Para 1.38 Contribution made by volunteers Other
## **Achievements and Performance**
||||
|---|---|---|
||SORP
refere
nce||
|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|2020/21 was without a doubt the most challenging year
operationally that the Woodside has faced during its short
history. The optimism we had felt towards the end of the
previous reporting period (as a result of the healthy booking
picture of the time) was quickly dispelled by the covid pandemic
reaching critical levels and lockdown being imposed. The
instant impact on our operation was devastating and the effects
of this are still being felt today.
April 2020 therefore saw this reporting period begin with the
Woodside closed, its staff on furlough and all classes, events
and activities postponed. The immediate future was uncertain
and, little did we know it, but we were already waving goodbye
to some of our regular hirers. The Bolnore Village Summer
Fair, a regular staple among community activities, was an early
major loss to the diary as it became apparent that the Woodside
would remain closed throughout the summer.
The end of the summer final brought some much-needed
respite with the reintroduction of education, religious activities,
children’s activities, children’s sports and limited adult physical
activities. This allowed us to most happily and gratefully
welcome back some of our regulars (including our pre-school,
Church and after-school activities) and also welcome a new
swathe of sports and fitness groups including extensive hire by
Magic Netball as well as some outdoor Zumba and adult fitness
classes. Larger gatherings such as children’s parties were still
beyond us and would remain so throughout the period whilst the
popular children’s Halloween disco was also necessarily
cancelled.
During the autumn, a new ‘normal’ came into effect as, in line
with most of the rest of the country, covid regulations were
drawn up in order to manage the return to Woodside life as
safely as possible. Hand-sanitiser and various cleaning
materials appeared on our new covid table in the foyer, one-
way systems and 2m distancing signs were adhered to the
floor, covid-related signage posted everywhere, new covid-
related terms and conditions issued to hirers and masks were
donned (even by the office’s lone worker!).
However, further lockdowns in late 2020 and early 2021 saw us
return to square one with building closures and furlough
reintroduced. At this point, we could only hope that the phased
easing of covid restrictions earmarked for the spring would start
to bring about a more permanent return to ‘normality’…
We continued to maintain a healthy reciprocal relationship with
Bolnore Primary School during the period, even if it was more
sporadic than in previous years. The ‘park and stride’ scheme,
offering parents somewhere to park within range of the school
but without obstructing the streets around it, was maintained at
least whilst the school remained open. There were
unfortunately no school coaches to accommodate for their pick-|
ups for school trips, swimming etc during the period but every intention of resuming this part of our relationship as soon as was practicable remained. Whilst the Woodside has always supported the democratic process by acting as a local polling station for the village, the postponement of the May 2020 Local Elections rendered us redundant for the period in this regard. The challenge and cost of maintenance remained despite the pandemic and grants were sought in order to help see us through. Most tellingly, a covid grant was succesfully applied for; this enabled us to replace our carpeted flooring in our upstairs rooms with an industrial vinyl which would not only be covid-friendly but much more practical and more readily cleanable for users for many years to come. Meanwhile, a replacement internal fire door (for one damaged by previous water ingress) was fitted upstairs and the laying of fresh topsoil around the site of the new soak-away (previously installed as part of the efforts to combat roof leaks) was also achieved. These two events effectively marked the end of the saga of our upstairs roof leaks.
Overall, this has been a 12 months to largely forget for obvious reasons, although there have no doubt been many lessons learned from the uniqueness of the situation faced. At the end of the day, we approached the next reporting period still open (or at least about to be), still viable and still with the intention of fulfilling our brief as a community hub, even if a period of recovery and consolidation undoubtedly awaited us.
You may choose to include further statements where relevant about:
## **Additional information (optional)**
||||
|---|---|---|
|Achievements against
objectives set|Para 1.41|**Despite the pandemic we have continued**
**to maintain an operational facility for the**
**community.**|
|Performance of fundraising
activities against objectives
set|Para 1.41|Due to government restrictions under the
COVID-19 Pandemic, no fundraising
activities were able to take place.|
|Investment performance
against objectives|Para 1.41|N/A|
|Other|||
## **Financial Review**
||||
|---|---|---|
|Review of the
charity’s
financial
position at
the end of
the period|Para
1.21|The year 2020-21 saw the multiple COVID-19 lockdowns and
restrictions which had a major impact on the operations of the
Woodside.
As a result the usual hall & room bookings were substantially down
(£25,700) on the previous year.
The huge loss in revenue was mitigated to a large extent by the
government COVID-19 grant receipts of £23,900.
When taking into account the full revenue picture including the
COVID-19 grants (but excluding government JRS grants), the overall
loss in income was £1,800 year on year which is an encouraging
figure.
In regard to the expenses, Salaries and related costs were partly
negated by Government Job Retention Scheme (JRS) grants received
for furloughed staff during the lockdown period.
Electricity was down due to the closure of the Woodside as were
window and building Cleaning and Repairs and maintenance.
The reduction in the Telephone costs were due to the termination of a
line no longer being utilised.
The opportunity was taken during the lockdown to carry out some
remedial works and we undertook to re-carpet of the upstairs small
hall. For this particular project, we applied for and received a
separate grant from Mid Sussex District Council. Unfortunately, due
to an oversight on their part, the receipt of the grant money for this
was only received in the FY 2021-22.
The reduction in the Music licence cost was due to the Woodside
being closed during lockdown and therefore, after discussion with the
supplier, no licence was required. This will be re-instated now that the
centre has re-opened.
Overall the figures look very comfortable with a much larger profit than
the previous year. This is of course is thanks to the government
COVID-19 grants, so the focus for next year will be very much on
bringing the usual revenue streams of the Woodside back up to pre-
pandemic levels.|
|Statement
explaining
the policy for
holding
reserves
stating why
they are held|Para
1.22|We are endeavoring to keep our finance reserves to a level that will
keep the Trust sound through difficult periods.|
|Amount of
reserves held|Para
1.22|See Receipts and Payments Account|
|Reasons for
holding zero
reserves|Para
1.22|N/A|
Details of Para 1.24[N/A ] fund materially in deficit Explanation Para 1.23[N/A ] of any uncertainties about the charity continuing as a going concern
**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||
|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||
|Other|||
## **Structure, Governance and Management**
||||
|---|---|---|
|Description of charity’s trusts:|||
|Type of governing document
(trust deed, royal charter)|Para 1.25|Constitution|
|How is the charity
constituted?
(e.g unincorporated
association, CIO)|Para 1.25|Charitable Incorporated Organisation|
|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|Appointed by management team/elected at
AGM|
**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 Trust has a full suite of policies and
procedures which have been put into place
over this time period ranging from Fire Risk
Assessment Policies to Lone Working
policies. We take our responsibilities very
seriously aiming to create a safe environment
where the local community are able to
maximise the space in a safe and enjoyable
way and our employees can work in an
appropriate environment.|
|The charity’s organisational
structure and any wider
network with which the
charity works|Para 1.51|Board of trustees|
|Relationship with any related
parties|Para 1.51|BVCP has no related parties.|
|Other||The BVCP has worked and continues to
have links with AIRS (Action in Rural Sussex)
and ACRE. Also we work closely with the
local District Council (MSDC) owners of the
community building.|
## **Reference and Administrative details**
|||
|---|---|
|Charity name|Bolnore Village Community Partnership|
|Other name the charity uses||
|Registered charity number|1152374|
|Charity’s principal address|120 Middle Village, Haywards Heath, West Sussex RH16 4GJ|
|||
**Names of the charity trustees who manage the charity**
||||||
|---|---|---|---|---|
||**Trustee name**|**Office (if any)**|**Dates acted if not for**
**whole year**|**Name of person (or body)**
**entitled to appoint trustee**
**(if any)**|
|1|Bob Bannister|Chair|||
|2|Charlie Smith|Trustee|||
|3|Anne Boutrup|Finance|||
|4|Gemma
Coombes|Trustee|||
|5|Matt Jeffers|Trustee|||
|6|Sam Larby|Trustee|||
|7|Sally Bannister|Trustee|22/10/2020-
31/03/2021||
|8|||||
|9|||||
|10|||||
|11|||||
|12|||||
|13|||||
|14|||||
|15|||||
|16|||||
|17|||||
|18|||||
|19|||||
|20|||||
## 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)**[Bob Bannister ] Anne Boutrup **Position (eg** Chairman Treasurer **Secretary, Chair, etc)**
**Date** 26 January 2022
**Bolnore Village Community Partnership RECEIPTS AND PAYMENTS ACCOUNT**
**Charity No: 1152374**
|**RECEIPTS AND PAYMENTS ACCOUNT**
**01 Apr 2020 - 31 Mar 2021**
**Income**
Government grants
Government JRS grants
Hall and room hire
Pitch and court hire
Other trading income
Donations
Interest
**Total Income**
**Expenditure**
Salaries and related costs
Heat, light and water
Cleaning
Insurance
Repairs and maintenance
IT services
Internet and TV
Telephone
Stationery
Marketing
Music licence
Sundry
legal fees
Accountancy
Bank charges
Pitch and court hire
**Assets**
New carpet
Acoustic absorption panels
**Total payments**
**Increase/(decrease) in funds**
**Cash funds at start of period**
**Cash funds at end of period**|**2021**
**Restricted**
**funds**
**Unrestricted**
**funds**
**01 Apr 2020 -**
**31 Mar 2021**
£
23,907
23,907
7,730
7,730
17,931
17,931
640
640
207
207
60
60
2
2
**0**
**50,477**
**50,477**
11,397
11,397
6,278
6,278
3,518
3,518
1,425
1,425
3,116
3,116
758
758
203
203
1,018
1,018
0
0
0
0
70
70
833
833
35
35
1,732
1,732
0
0
396
396
**0**
**30,778**
**30,778**
3,359
3,359
0
0
**0**
**3,359**
**3,359**
**0**
**34,137**
**34,137**
**0**
**16,340**
**16,340**
**2,120**
**2,243**
**4,363**
**2,120**
**18,583**
**20,703**|**2020**
**01 Apr 2019 -**
**31 Mar 2020**
£
0
0
38,578
1,987
3,956
60
8|
|---|---|---|
|||**44,589**|
|||14,145
9,910
7,583
1,252
4,128
407
174
1,793
197
93
1,143
1,291
35
1,561
30
926|
|||**44,667**|
|||0
1,834|
|||**1,834**|
||||
|||**46,501**|
|||**(1,912)**
**6,275**
**4,363**|
**3**
**Bolnore Village Community Partnership**
**Charity No: 1152374**
## **STATEMENT OF ASSETS AND LIABILITIES AT THE END OF THE PERIOD**
|**Cash funds**
HSBC Community Account
HSBC Reserve Account
Petty Cash
Total cash funds|**Restricted**
**funds**
**Unrestricted**
**funds**
**2021**
2,120
9,607
11,727
0
8,727
8,727
0
250
250
2,120
18,583
20,703|**2020**
1,388
2,725
250|
|---|---|---|
|||4,363|
|**Funds**
Unrestricted funds
Designated funds:
Building reserve
Restricted funds:
Youth club set up
Total funds|**Restricted**
**funds**
**Unrestricted**
**funds**
**2021**
9,856
9,856
8,727
8,727
2,120
2,120
2,120
18,583
20,703|**2020**
250
1,993
2,120|
|---|---|---|
|||4,363|
## **Other information**
Bolnore Village Community Partnership owned 100% of the share capital of Bolnore Woodside Trading Company Limited, company number 09137126 and registered in England & Wales. This company was voluntarily struck off on 11 May 2021 and dissolved on 18 May 2021.
## **Signed on behalf of all the Trustees:**
## **Signature:**
## **Name: BOB BANNISTER**
**Position: Chair**
**Date: 26 January 2022**
**Signature: Name: ANNE BOUTRUP Position: Trustee Date: 26 January 2022**
**4**
## **Independent examiner's report on the accounts**
**Section A Independent Examiner’s Report**
**Report to the trustees/** Charity Name **members of** Bolnore Village Community Partnership **On accounts for the year** 31 March 2021 **Charity no** 1152374 **ended (if any)** 3-4
**Set out on pages**
(remember to include the page numbers of additional sheets)
I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 31 March 2021.
## **Responsibilities and** As the charity trustees of the Trust, you are responsible for the preparation **basis of report** of the accounts in accordance with the requirements of the Charities Act
- 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.
**Independent** I have completed my examination. I confirm that no material matters have **examiner's statement** come to my attention ( ~~other than that disclosed below *~~ ) 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.
* _Please delete the words in the brackets if they do not apply._
**Signed: Date:** 31 January 2022 **Name:** BRIAN T COOK **Relevant professional** FCA **qualification(s) or body (if any):**
**Address:** MARINE HOUSE, 151 WESTERN ROAD, HAYWARDS HEATH, WEST SUSSEX. RH16 3LH
**October 2018**
1
**IER**
**Section B Disclosure**
Only complete if the examiner needs to highlight matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners).
**Give here brief details of any items that the examiner wishes to disclose** .
**October 2018**
2
**IER**