Trustees’ Annual Report for the period
From 1[st] AUG 2020 Period start date To 31[st] JULY 2021 Period end date
Charity name: BROADHEMPSTON VILLAGE HALL & PLAYING FIELD TRUST CIO
Charity registration number: 1154919
Objectives and Activities
| SORP reference | ||
|---|---|---|
| Summary of the purposes of the charity as set out in its governing document |
Para 1.17 | 1) The object of the charity is, in the interests of social welfare, to improve the conditions of life of the inhabitants of the area of benefit without distinction of political, religious or other opinions by the provision and maintenance of: (a) A village hall for use by the inhabitants, including use for: (i) Meetings, lectures and classes, and (ii) Other forms of recreation and leisure-time occupation; and (b) A playing field with pavilion for use by the 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 Trust provides a Village Hall facility for the benefit of the local community. Users include various organisations, all from within the parish: the Parish Council, PCC and church, the Archive Group, Badminton Club, Youth Club, Baby and Toddler Group, Short Mat Bowls Group and Table Tennis Club. In addition, various fitness and crafts tutor-led activities make regular use of the hall. These include yoga, tai chi, pilates, zumba and flower arranging. The hall is also used for children’s and adults’ parties, functions and fund-raising events. Broadhempston Primary School is a significant user throughout the year. As well as using the sport hall for physical education, they also use the hall and kitchen facilities on a daily basis to provide hot lunches. The Trust also maintains the Headlands playing field to provide facilities for football, tennis and various community outdoor recreational activities,includinga mini skate- |
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| board ramp and an annual Fete. The school uses the field for regular PE sessions and for inter-school sports festivals. When planning activities for the year, the Trustees have considered the Commission’s guidance on public benefit and have tried to the extent possible to encourage all members of our community, young and old, regardless of background, to make use of the various organisations using the facilities provided by the hall and playing field. Events and public meetings are advertised by posters displayed around the village and in the village shop, the Village Hall website, The Village Hall’s Facebook page, notices in the local Parish News, and leaflets delivered to households when deemed necessary. For the current reporting year much of this has been impossible due to Covid lockdowns. |
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|---|---|---|
| Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit |
Para 1.18 | The activities above demonstrate that the Trustees have complied with their duty and have had due regard to the Commission’s guidance on public benefit where Covid-19 regulations permitted. |
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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
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Achievements and Performance
SORP reference The facilities managed by the Trust have been greatly affected by the Covid-19 pandemic during this reporting year. There were two periods of national lockdown, the first throughout much of November 2020, and the second lasting from the New Year until well into April 2021. During these periods all normal activities at the village hall ceased. Outside of these periods of lockdown, some of the regular activities were able to resume, but often with limitations forced by social distancing rules. For example, to enable the keep-fit groups to meet, the floor was divided up into 3mx3m squares to ensure participants maintained suitable separation. The badminton club followed the “social distancing rules” published by Badminton England. Yoga, pilates, and zumba classes did restart when permitted as well as the Baby and Toddler group, but other popular activities such as short-mat bowls and tabletennis did not take place during the period being reported. Most normal weekend activities such as children’s parties and wedding events could not take place this year. During the lockdown periods, the village hall has provided Broadhempston Primary School with extra classroom and activity space to meet social distancing requirements. The playing field has been well-maintained and has seen a significant growth in use since it was opened to dog-walkers and a skate-board ramp installed. During lockdown this outdoor space has been a valuable and much-visited place for residents to take their daily exercise. It has proven a popular area for residents to walk their dogs. Because of the Covid-19 restrictions there was no village Fete in the summer of 2021.
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| 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 Trustees have acted to maintain the village hall to ensure the facilities offer something for the widest audience. The grounds of the new hall are now fully landscaped and some of the care is undertaken by a team of local volunteers. To cope with the requirements of Covid-19, new rules were issued for hirers, new hand- gel dispensers were installed and extra cleaning routines were introduced. A project to improve the facilities at the Headlands playing fields continues. This year has seen improvements to the car park and the installation of solar PV panels to help tackle the climate emergency. Looking ahead there are plans to create a series of off-road bike jumps and a sub-committee is looking at options to refurbish the tennis court. |
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| Additional information (optional) You may choose to include further statements |
Additional information (optional) You may choose to include further statements |
where relevant about: |
|---|---|---|
| Achievements against objectives set |
Para 1.41 | Pre-covid activity levels for the new hall exceeded both the sports and fitness attendance targets agreed with Sport England and also the 3- year Business Plan targets agreed with The National Lottery. Both grant giving bodies have expressed satisfaction that intended outcomes have been met and no longer wish to monitor the project. The current year has seen much reduced usage because of the pandemic and in particular the months of enforced lockdown. |
| Performance of fundraising activities against objectives set |
Para 1.41 | |
| Investment performance against objectives |
Para 1.41 | |
| Other |
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Financial Review
| Review of the charity’s financial position at the end of the period |
Para 1.21 | Our financial position remains healthy, with a surplus at the end of the accounting period – refer to Statement of Financial Activities (attached). |
|---|---|---|
| Statement explaining the policy for holding reserves stating why they are held |
Para 1.22 | Our aim is to maintain reserves of £30,000 towards the cost of future repairs and renewals of this new building and its equipment. A minimum reserves threshold of £10,000 may not be breached without agreement of all trustees. |
| Amount of reserves held | Para 1.22 | After allowing for the value of the property and equipment included in total funds, the Trust has working reserves of £42046. The reserves were boosted by the receipt of Business Support Grants totalling £17431 offered by the Government to businesses forced to close by the pandemic. These grants will help to cover the running expenses of the Village Hall and Playing Field during the coming year or two when we expect income from hirers to be lower than in pre-covid years. |
| 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 | N/A |
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 |
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Structure, Governance and Management
| Description of charity’s trusts: |
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|---|---|---|
| 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 | CIO |
| 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 a resolution passed at a properly convened meeting of the charity Trustees. The Trustees have documented the process to be followed in the selection and appointment of new Trustees |
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 |
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Reference and Administrative details
| Charity name | BROADHEMPSTON VILLAGE HALL & PLAYING FIELD TRUST CIO |
|---|---|
| Other name the charity uses | |
| Registered charitynumber | 1154919 |
| Charity’s principal address | David Howard – Treasurer Broadhempston Village Hall & Playing Field Trust CIO Knowle Broadhempston Devon, TQ9 6DA |
Names of the charity trustees who manage the charity
| 1 2 3 4 5 6 7 |
Trustee name | Office (if any) | Dates acted if not for whole year | Name of person (or body) entitled to appoint trustee (ifany) |
|---|---|---|---|---|
| Peter Sheridan | Chair | BVH&PFT CIO | ||
| David Howard | Treasurer | BVH&PFT CIO | ||
| Joe Wegrzyn | Facilities Manager | BVH&PFT CIO | ||
| David Heath | BVH&PFT CIO | |||
| Roger Acton | BVH&PFT CIO BVH&PFT CIO |
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| Jane Collings | Resigned 03.11.2020 | |||
| Kate Eagle | Resigned 03.11.2020 | BVH&PFT CIO | ||
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
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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)
| 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 |
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| 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
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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) Peter Robert Sheridan David William Howard Position (eg Secretary, Chair Treasurer Chair, etc) Date 5 April 2022
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Charity No. 1154919
Broadhempston Village Hall & Playing Field Trust Charitable incorporated organisation
Statement of financial activities for the year ended 31 July 2021
| Notes Incoming resources 2 Income from Donations and legacies Charitable activities Other trading activities Investments Total incoming resources Resources expended 3 Expenditure on: Raising funds Charitable activities Other Total resources expended Net income for the year Funds transferred to pay loans Net movement in funds Reconciliation of funds Total; funds brought forward Total funds carried forward |
funds funds Total 2020 £ £ £ £ 17451 1400 18851 14009 8603 1624 10227 14224 3546 0 3546 3496 4 0 4 11 29604 3024 32628 31740 0 0 0 0 20500 24822 45322 49202 0 0 20500 24822 45322 49202 9104 (21798) (12694) (17462) 0 0 9104 (21798) (12694) (17462) 27855 700321 728176 745638 36959 678523 715482 728176 Unrestricted Restricted |
|---|---|
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Broadh¢mpston Hall & PlaylDg Fleld Tn¢ Charltable Incorporated organi52tion CkntyNts. 1154919 Balance Sbeet as at 31 July 2021 2021 2020 Notej Flxed Tangible assets 673436 696882 Curremt *Mets D¢btors Cash at bank and in band 1763 41243 1728 30276 32004 Credtton: Amounts falllnz due wlthlo one year Net eurrent A•ts 710 42046 31294 N¢t I•ts 715482 728176 Fund• of the ChArlty i• Re#tri¢ted tlmds UnTC6triG(ed fvDd8 678523 36959 715482 71XD21 27855 728176 .. and signed its bch&lf by )iJ Ik. A Mr D Howard Mr P Sh¢ridan
Broadhempston Village Hall & Playing Field Trust Charitable incorporated organisation
Charity No. 1154919
Notes to the financial statements for the year ended 31 July 2021
1. Accounting policies
The principal accounting policies are summarised below. The accounting policies have been applied consistently throughout the period.
- 1.1 Basis of accounting
The financial statements are prepared under the historical cost convention and in accordance with the Statement of Recommended Practice "Accounting and Reporting by Charities" applicable to charities preparing their accounts in accordance with the Financial Reporting Standard (FRS102) applicable in the UK and the Republic of Ireland and published on 16th July 2014.
- 1.2 Recognition of income
All income is included in the statement of financial activities when the charity is entitled to the income and the amount can be quantified with reasonable accuracy. The following specific policies are applied to particular categories of income:
Voluntary income is received by way of grants, donations and gifts and is included in the statement of financial activities when receivable. Grants, where entitlement is not conditional on the delivery of a specific performance by the charity, are recognised when the charity becomes unconditionally entitled to the grant.
Donated services and facilities are included at the value to the charity where this can be quantified. The value of services provided by volunteers has not been included.
Grants, including grants for the purchase of fixed assets, are recognised in full in the statement of financial activities in the year in which they are receivable.
Income from investments is included in the year in which it is receivable.
1.3 Expenditure and liabilities
Expenditure is recognised on an accrual basis as a liability is incurred. Expenditure includes any VAT which cannot be fully recovered, and is reported as part of the expenditure to which it relates. Liabilities are recognised where it is more than likely that there is a legal or constructive obligation committing the charity to pay out resiurces and the amount of the obligation can be measured with reasonable certainty.
Costs of generating funds comprise the costs associated with attracting voluntary income and the costs of trading for fundraising purposes.
Charitable expenditure comprises those costs incurred by the charity in the delivery of its activities and services for its beneficiaries. It includes both costs that can be allocated directly to such activities and those costs of an indirect nature necessary to support them.
- 1.4 Tangible fixed assets
Tangible fixed assets are stated at cost less accumulated depreciation. Depreciation is provided at rates calculated to write off the cost less residual value of each asset over its expected useful life, as follows:
Leasehold property - 2% straight line Fixtures, fittings and equipment - 10% and 20% straight line
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Charity No. 1154919
Broadhempston Village Hall & Playing Field Trust Charitable incorporated organisation
Notes to the financial statements for the year ended 31 July 2021 Note 2 Analysis of income Donations and legacies
| Donations Tax reclaimed from HMRC Grants receivable Charitable activities Playing field and tennis courts Village hall hire Other Other trading activities Fund raising events Feed in tariff Other Bank interest received TOTAL INCOME |
2021 2020 funds funds Total Total £ £ £ £ 20 20 780 0 0 17431 1400 18831 13229 17451 1400 18851 14009 - 1624 1624 1182 8603 - 8603 13042 - - 0 0 8603 1624 10227 14224 - - 0 0 3546 - 3546 3496 3546 0 3546 3496 4 0 4 11 29604 3024 32628 31740 Unrestricted Restricted |
|---|---|
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Broadhempston Village Hall & Playing Field Trust Charitable incorporated organisation
Charity No. 1154919
Notes to the financial statements for the year ended 31 July 2021
| Note 3 Analysis of expenditure Expenditure on raising funds Stageing fundraising events Expenditure on charitable activities Village hall running costs - Rates and water - Insurance - Accountancy - Light and heat - Repairs - Cleaning - Depreciation Playing field running costs - Water - Light and heat - Cleaning - Car park, dog bins and tree removal - Pavilion repairs and refurbishment - Grass cutting and maintenance Support costs Postage and stationery Telephone and broadband Subscriptions Booking administration Loan interest |
2021 2020 funds funds Total Total £ £ £ 0 0 0 0 0 0 0 0 355 - 355 437 2321 - 2321 2574 360 - 360 360 2205 - 2205 2006 7250 - 7250 7537 3736 - 3736 3169 1185 22261 23446 24056 - 68 68 150 - 132 132 219 - 101 101 - - 1493 1493 864 - 167 167 3327 - 600 600 600 149 - 149 93 305 - 305 315 406 - 406 459 2228 - 2228 2880 - 0 156 20500 24822 45322 49202 Unrestricted Restricted |
|---|---|
4. Funds transferred from Village Hall Trust
On the creation of the Charitable Incorporated Organistaion funds were transferred from the existing Village Hall Trust.
5. Trustee expenses
During the period three trustees were reimbursed expenses of £1118 (2020 £1,650) relating to the general running expenses of the charity.
6. Staff costs
The trust has no employees. The running of the trust and Village Hall and Playing Fields is undertaken by the trustees and volunteers for no remuneration.
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Charity No. 1154919
Broadhempston Village Hall & Playing Field Trust Charitable incorporated organisation
Notes to the financial statements for the year ended 31 July 2021
7. Tangible fixed assets
| Fixtures, Leasehold fittings & property equipment £ £ Cost At 1 August 2020 731755 82720 Additions 0 0 At 31 July 2021 731755 82720 Depreciation At 1 August 2020 72675 44918 Charge for the period 14635 8811 At 31 July 2021 87310 53729 Net Book Values At 31 July 2021 644445 28991 At 31 July 2020 659080 37802 8. Debtors Grants receivable Prepayments 9. Creditors: Amounts falling due within one year Accruals Deposits |
Total £ 814475 0 814475 117593 23446 141039 673436 696882 2021 2020 £ £ 0 0 1763 1728 1763 1728 2021 2020 £ 660 710 300 0 960 710 |
|---|---|
10 Analysis of net assets between funds
| Fund balances at 31 July 2021 Tangible fixed assets Current assets Current liabilities |
2021 funds funds Total £ £ £ 500 672936 673436 37419 5587 43006 (960) 0 (960) 36959 678523 715482 Unrestricted Restricted |
|---|---|
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Charity No. 1154919
Broadhempston Village Hall & Playing Field Trust Charitable incorporated organisation
Notes to the financial statements for the period ended 31 July 2021
| **11. ** | Details of material | funds held | and movements during the current reporting | and movements during the current reporting | period |
|---|---|---|---|---|---|
| Fund | Fund | ||||
| balance | balance | ||||
| brought | carried | ||||
| forward | **Income ** | **Expenditure Transfers Transfers ** | forward | ||
| £ | £ | ||||
| Village Hall Fund | 27182 | 29604 | (20500) | 36286 | |
| Playing Field Fund | 673 | 3024 | (1961) | 1736 | |
| Headlands Project | 2990 | (600) | 2390 | ||
| Development fund | 697331 | (22261) | 675070 | ||
| 728176 | 32628 | (45322) 0 0 |
715482 |
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BroadhempstDn Vlllige Hall & Playkng Meld Tnt CharltAble Incorporated ownisatlon rityNo. 1154919 IDdependeut ei•mlner'i rrt to the tThthes th¢ ynudlted Jt•tements of Broadhemwom Vluage HAII & Pknylng Trleld Tru•t Ch•rl¢•ble Ip¢orpwAted OrptIOn I veport to the charity trustees on my ex4miDatson of the ac¢ounts of CIO for the y¢ar ended 31 July 2021. Responilbllldu and buls ofreport As the charity of the CIO yw are relnsible fly the pryaTation of the iti corth¢c with th¢ requir¢nMts of the ChAritie8 Act 2011 (Ihe Acr). V T¢PKJrt in r¢spccl of Tny cxamination of the CIO'S acxounts carried out under section 145 of the ACL In cwrying out my examinatioD I have followed All applicable Directions given by the Chartty C(Mni100 under se¢tioM 145(5Xb) of th¢ 2011 A¢L Illd¢pMd¢nt ¢imlner'i rttemeD¢ I have completed my exarnination. I confirnj thlt no Materi maff¢r8 hav¢ ¢om¢ to nry att¢n¢ion in CODngction with the examin00 giing me to b¢li¢ve itt materiai rwt: (i) a¢¢ouAtio8 re¢ordq wcr¢ r#X kep¢ in resp1 of the Tn1 as Tcquirtd by £tion 130 of th¢ Arl or (li) the a¢Un do not wxord with thoBe records. or (iii) the do M)t comply with the applicable lo4uireDts collcatiiti8 the forni And ¢L)ntl of accounts set out in the eklI1e8 (AccV and Repytsl ReBul4tioM 28 other than gny requirenMt the accouDtS give a Iru¢ IY¥J fair virf 1¢ 1$ nol • m•tt¢r Mttention should be drnwn in thi• r4 in order to eDthle a Undern08 of the a¢¢ounts w b¢ er FCA D*ted li Rupp & Ft& 7 S¢ Paul'B Road Nevrton Abbot Devon TQ12 2HP
BroadhempstDn Vlllige Hall & Playkng Meld Tnt CharltAble Incorporated ownisatlon rityNo. 1154919 IDdependeut ei•mlner'i rrt to the tThthes th¢ ynudlted Jt•tements of Broadhemwom Vluage HAII & Pknylng Trleld Tru•t Ch•rl¢•ble Ip¢orpwAted OrptIOn I veport to the charity trustees on my ex4miDatson of the ac¢ounts of CIO for the y¢ar ended 31 July 2021. Responilbllldu and buls ofreport As the charity of the CIO yw are relnsible fly the pryaTation of the iti corth¢c with th¢ requir¢nMts of the ChAritie8 Act 2011 (Ihe Acr). V T¢PKJrt in r¢spccl of Tny cxamination of the CIO'S acxounts carried out under section 145 of the ACL In cwrying out my examinatioD I have followed All applicable Directions given by the Chartty C(Mni100 under se¢tioM 145(5Xb) of th¢ 2011 A¢L Illd¢pMd¢nt ¢imlner'i rttemeD¢ I have completed my exarnination. I confirnj thlt no Materi maff¢r8 hav¢ ¢om¢ to nry att¢n¢ion in CODngction with the examin00 giing me to b¢li¢ve itt materiai rwt: (i) a¢¢ouAtio8 re¢ordq wcr¢ r#X kep¢ in resp1 of the Tn1 as Tcquirtd by £tion 130 of th¢ Arl or (li) the a¢Un do not wxord with thoBe records. or (iii) the do M)t comply with the applicable lo4uireDts collcatiiti8 the forni And ¢L)ntl of accounts set out in the eklI1e8 (AccV and Repytsl ReBul4tioM 28 other than gny requirenMt the accouDtS give a Iru¢ IY¥J fair virf 1¢ 1$ nol • m•tt¢r Mttention should be drnwn in thi• r4 in order to eDthle a Undern08 of the a¢¢ounts w b¢ er FCA D*ted li Rupp & Ft& 7 S¢ Paul'B Road Nevrton Abbot Devon TQ12 2HP