Trustees’ Annual Report for the period
From 1[st] April 2021 ( Period start date ) To 31[st] March 2022( Period end date )
Charity name: Baslow Village Hall
Charity registration number: 1162216
Objectives and Activities
| SORP reference | ||
|---|---|---|
| Summary of the purposes of the charity as set out in its governing document |
Para 1.17 | The provision and maintenance of a Village Hall for the use of the inhabitants of Baslow and Bubnell |
| 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 |
All the Village Hall User Bodies with a current Nominated Charity Trustee used the Hall throughout the year for various meetings and activities. In addition, there was range of other bookings including: fitness and mobility classes, children's parties, theatre and other live productions, quiz evening, art shows, business meetings and seminars. All required meetings of Trustees, sub committees and the June 2021 AGM have taken place. |
| Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit |
Para 1.18 | The trustees are aware of the requirement for the hall to be used for public benefit and our provision complies with this. |
Additional information (optional)
You may choose to include further statements where relevant about:
| SORP reference | ||
|---|---|---|
| Policy on grant making | Para 1.38 | No grants were made |
| Policy on social investment including program related investment |
Para 1.38 | There are no investments other than cash in the bank |
| Contribution made by volunteers |
Para 1.38 | All trustees and helpers are volunteers |
| Other | The Booking Clerk receives a modest remuneration |
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 | Recruitment of a replacement Marketing Trustee has proved impossible. This remains an ever higher priority as the hall has reopened after the pandemic and new sources of income are needed. Reluctance of residents to become trustees is of concern. The vacancies for Nominated trustees representing The Flower Circle and the Parochial Church Council were unfilled, but a new Chairman took over after the 2021 AGM. A grant of £800 was received from Derbyshire Dales District Council towards the cost of external repainting (completed May 2022). Cleaning and grass cutting costs were kept to the minimum whilst we were closed, but, being conscious of the importance of the appearance of the interior and exterior of the premises and the extra cleaning costs associated with pandemic Health and Safety requirements, cleaning costs increased in 2021. For any new work carried out, tenders are sought before decisions are made. We are grateful to our volunteers and trustees for carrying out various essential duties eg Fire checks, garden maintenance etc. The volunteer Grants Officer has been invaluable, as obtaining grants for maintenance becomes ever increasingly important. We have continued to operate under the same governance structure, which was introduced to accommodate the increasing complexity of running such an operation effectively and the demands on volunteers’ time. The Finance, Administration and Premises Sub Committees have operated effectively. This structure has enabled a more inclusive, efficient and effective operation which benefits the hall and its objectives. We have obtained further government pandemic grants totalling £12,367 and |
thanks also to income returning almost to pre-pandemic levels from Autumn 2021, we have concluded the year with a healthy balance of £48,015 in the bank. I would like to thank all the trustees and helpers who have willingly given their time and expertise during this second difficult year. It is a situation never previously encountered which has required decisions to made, often at short notice because of the rapidly evolving pandemic. We recognise that it is a wonderful community facility which is vital to village life and are committed to sustaining it for the future.
Additional information (optional)
You may choose to include further statements where relevant about:
| Achievements against objectives set |
Para 1.41 | Despite the pandemic, we have met our objective to serve the community and realise enough funding to maintain the facilities in a condition that meets users’ needs. We have begun to consider some of the projects that were put on hold during the pandemic |
|---|---|---|
| Performance of fundraising activities against objectives set |
Para 1.41 | The Charity held one fundraising event in March 2022, a “Live & Local” concert, which was a near sell-out, and raised £355. |
| Investment performance against objectives |
Para 1.41 | The charity has no investments |
| Other |
Financial Review
| Financial Review | ||
|---|---|---|
| Review of the charity’s financial position at the end of the period |
Para 1.21 | The financial position at 31.03.22 was satisfactory |
| Statement explaining the policy for holding reserves stating why they are held |
Para 1.22 | As at 31/3/22, the charity held £48,000 at the bank. £10000 is held in a deposit account to cover major repairs and renewals of the building which could arise and which would be of a scale that could not be financed from the day to day funds. A further £10,000 is necessary as working capital in the current account. |
| £800 of grant funding is held against anticipated expenditure of £2,000 on external redecoration in May 2022, and £1,000 gross income from our ‘Live & Local’ concert is held against anticipated performance fees of £736 due in April 2022. We also hold £600 in deposits for keys and future bookings. The remaining £25,600 arises from retained government COVID support and restart grants. £2,000 of this is already committed as above, and significant expenditure (over £6,000) is anticipated for much-needed internal redecoration in the Autumn. Hire fee income is currently running at around £2,000 per annum below pre-COVID levels, and further expenditure on external repairs and landscaping is also anticipated. Costs are currently rising sharply, while income is not. Although we are increasing hire fees modestly in July 2022, we anticipate needing to fund ongoing losses for a few years into the future, from the remaining balance of our COVID support grants. |
||
|---|---|---|
| Amount of reserves held | Para 1.22 | £40,000 |
| Reasons for holding zero reserves |
Para 1.22 | Not applicable |
| Details of fund materially indeficit |
Para 1.24 | Not material |
| Explanation of any uncertainties about the charity continuing as a going concern |
Para 1.23 | No uncertainty |
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 | Government COVID grants, fees for hiring out the Hall |
|---|---|---|
| Investment policy and objectives including any social investment policy adopted |
Para 1.46 | Not applicable, as no investments held. |
| A description of the principal risks facing the charity |
Para 1.46 | 1. Partial or total destruction of the Hall, but insurance is held to cover such. 2. A lack of bookings to the point where there were insufficient funds to maintain the Hall. 3. A law suit regarding injury sustained on the premises, but there is in place a Health & Safety Policy, and a Risk Assessment is carried out periodically, andmoreover insuranceisheldto cover |
| such liability. | ||
|---|---|---|
| Other | The hall reopened in May 2021, for severely limited activities, due to the COVID pandemic. The hall returned to normal operations in Autumn 2021, but some previous regular hirers did not return. During the 2020-21 financial year, the hall received £19,669 in government COVID support grants (LRSG), plus another £12,367 during 2021-22, This more than covered the reduction in hire fees between March 2020 and September 2021. Utility and other costs were also minimised, and there is sufficient COVID grant remaining to ensure the charity remains financially secure for 2022-23, even if hire fees take sometimetofullyrecover |
Structure, Governance and Management
| Description of charity’s trusts: |
Foundation model for a C.I.O | |
|---|---|---|
| Type of governing document (trustdeed,royalcharter) |
Para 1.25 | Constitution dated 15thJune, 2015 |
| 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 Trustees are elected at the AGM by residents of the area of benefit. Ex-Officio Trustee is the vicar of St Anne’s Parish Church, Baslow. Nominated Trustees are put forward by the local clubs, societies and associations that are designated the User Bodies of the Hall |
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 | New Trustees receive an induction pack which includes such information as: The Charity Commission leaflet “The Essential Trustee”; the Constitution; annual accounts and latest report. The Administration Sub Committee has reviewed our induction pack in the light of increasing regulations associated with running such a Charity and a member has the responsibility for |
|---|---|---|
| Trustee Induction. Trustees are circulated with information from Rural Action Derbyshire (RAD) and encouraged to attend any relevant training courses. |
||
|---|---|---|
| The charity’s organisational structure and any wider network with which the charity works |
Para 1.51 | The Committee of Trustees meet Quarterly. The sub committees meet a maximum of 4 times per year as required. The Charity has links with Rural Action Derbyshire (RAD) and Action with Communities in Rural England (ACRE) and receives appropriate information and publications. |
| Relationship with any related parties |
Para 1.51 | Under its Constitution the Hall is obliged to permit St Anne’s Parish Church Baslow to use the premises free of hire charge, subject to covering relevant heating and lighting **costs. ** |
| Other |
Reference and Administrative details
| Charityname | Baslow VillageHall |
|---|---|
| Other name the charity uses |
None |
| Registered charitynumber | 1162216 |
| Charity’s principal address | Nether End, Baslow, Derbyshire DE45 1SR |
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 |
|---|---|---|---|
| R Plumb | Chairman | From August 2021 | |
| I Mailer | Treasurer | Wholeyear | |
| A Haynes | Secretary | Wholeyear | |
| J Petty | Facilities and Maintenance |
Whole year | |
| Rev M E Gilbert | Wholeyear | ||
| C Cooper | Wholeyear | ||
| D Gridley | Wholeyear | ||
| vacant | Wholeyear | ||
| J Shaw | From December 2021 | ||
| S Bailey | Wholeyear | ||
| J Newton | Wholeyear | ||
| T Tucker | Wholeyear | ||
| vacant | Wholeyear | ||
| J Powell | Wholeyear | ||
| J Parker | Wholeyear | ||
| vacant | Marketing | ||
– Corporate trustees names of the directors at the date the report was approved
Director name None
Name of trustees holding title to property belonging to the charity
| Trustee name | Dates acted if not for whole year | |
|---|---|---|
| None | ||
| Funds held as custodian trustees on behalf of others | Funds held as custodian trustees on behalf of others |
|---|---|
| Descriptionof the assetsheldin this capacity | None |
| Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects |
None |
| Details of arrangements for safe custody and segregation of such assets from the charity’s own assets |
Not applicable |
Additional information (optional) Names and addresses of advisers (Optional information) Type of adviser Name Charity Advisors Solicitors Name of chief executive or names of senior staff members (Optional information)
Exemptions from disclosure
Reason for non-disclosure of key personnel details None
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) Richard Plumb Position (eg Secretary, Chair, etc) Chairman y Date 2022
BASLOW VILLAGE HALL C.I.O.
Registered Charity No 1162216
Accounts for the Year ended 31st March 2022
BASLOW VILLAGE HALL C.I.O.
Registered Charity No 1162216
Accounts for the Year ended 31st March 2022
RECEIPTS AND PAYMENTS ACCOUNT
12m period to 12m period to 31.03.2022 31.03.2021 Hall mostly closed
| Hall mostly | closed | |||||
|---|---|---|---|---|---|---|
| Notes | ||||||
| RECEIPTS | ||||||
| Non-local/Commercial hirings | 8/9 | £4,818 | £707 | |||
| Local Hirings | 8/9 | £4,735 | £609 | |||
| Total hirings | £9,553 | £1,316 | ||||
| Live & Local concert – gross income | 10 | £1,091 | £0 | |||
| Donations – Senior Citizens Quiz Night | £652 | £0 | ||||
| Amazon Smile donations | £13 | £5 | ||||
| Other donations | 11 | £50 | £205 | |||
| DDDC Grant – restricted – external repainting | £800 | £0 | ||||
| DCC Grant – restricted - foor resurfacing | £0 | £900 | ||||
| Government COVID (LRSG) support grants via DDDC | £12,367 | £19,669 | ||||
| Total grants & donations | £13,882 | |||||
| Interest | £1 | £6 | ||||
| £24,527 | £22,101 | |||||
| PAYMENTS | ||||||
| Utilities (Gas, electricity, water, broadband) | £2,656 | £1,924 | ||||
| Wages | 7 | £1,250 | £1,200 | |||
| Wages processing | £360 | £360 | ||||
| Cleaning (hall, windows & materials) | £1,628 | £486 | ||||
| Refuse Collection | £460 | £450 | ||||
| Repairs/ Maintenance | 4 | £578 | £60 | |||
| Repairs/ Maintenance part grant funded | 4 | £900 | ||||
| Equipment part funded by donation/grant | 5 | £2,794 | ||||
| Equipment | 5 | £30 | £35 | |||
| Performing Rights & other licences | £132 | £374 | ||||
| Insurance | £1,693 | £1,431 | ||||
| Garden Maintenance | £338 | £375 | ||||
| Sundries (Misc) | £85 | £146 | ||||
| Post and stationery / IT (Admin - inc bank charges | from 11/21) | £179 | £116 | |||
| TENS licences | £0 | £0 | ||||
| Refunds | £221 | £142 | ||||
| Advertising | £75 | £110 | ||||
| £9,684 | £10,903 | |||||
| Excess of receipts over payments | £14,843 | £11,198 | ||||
| CASH FUNDS | 2 | |||||
| Current account HSBC 1/4/21 | Unrestricted | £23,110 | £11,918 | |||
| Deposit account HSBC at 1/4/21 | Unrestricted | £10,062 | £10,056 | |||
| (Defcit) / Surplus this period | £14,843 | £11,198 | ||||
| Total (bank, calculated) | £48,015 | £33,172 | ||||
| Current account HSBC 31/3/22 | 6 | Unrestricted | £37,153 | £23,111 | ||
| 2 | Restricted | £800 | ||||
| Total | (current a/c) | £37,953 | £23,111 | |||
| Deposit account (HSBC) 31/3/22 | Unrestricted | £10,063 | £10,062 | |||
| 6 | Total (bank, net) | £48,016 | £33,173 | |||
| Outstanding cheques from previous year | £0 | £420 | ||||
| Total (bank, gross) | £48,016 | £33,593 | ||||
| Includes payment due to Live & Local, April 2022 | £736 |
TREASURER'S STATEMENT
I have prepared the financial statements on pages 1 to 2 for the year ended 31st March 2022 from the accounting records of the village hall.
Dr JPG Mailer Hon Treasurer and Finance Trustee 04/30/2022
Page 1
BASLOW VILLAGE HALL Accounts for the Year ended 31st March 2022 NOTES
1 ACCOUNTING POLICIES
The financial statements have been prepared in accordance with the Charities Act 2011 using the Receipts and Payments basis available to small charities.
2 FUND ACCOUNTING
Unrestricted Funds may be used by the village hall for any of its ordinary purposes at the discretion of the Trustees
Designated Funds represent unrestricted funds set aside by the Trustees for specific designated purposes; they can be transferred back into general funds at the Trustees' discretion.
Restricted Funds represent income which may be expended only on those restricted objects provided in the terms of a trust or bequest, or donations or grants received or invited for a specific purpose. These funds can only be spent on the specific purpose for which they were given. Any balance remaining unspent must be carried forward as a balance on that fund for future expenditure on that specific purpose, or returned; it cannot be absorbed into general funds.
The restricted funds balance at 31.03.21 was £800, (2021 £900)
Permanent Endowment Fund
Land and Buildings: Baslow Village Hall, Nether End, Baslow.
| 3 MONETARY ASSETS The village hall monies are held in segregated accounts. 4 Repairs and Maintenance Annual fre extinguisher service Asbestos inspection Heating system service Subtotal Net cost of maintenance 5 Equipment Kitchen sundries Subtotal Net cost of equipment 6 Of the £48016 held in the bank at 31.03.2022, £296 is payment in advance for 2022/2023 hiring, and £700 is due to Live & Local 7 The wages creditor at 31.03.2021 was £0. 8 The hall partly reopened in May, but did not return to normal operations until September The averages below are for October to March The average monthly hiring income was £1436 The average hours let per month was 110 The average hourly rate for letting was £13 9 Money due to Baslow Village Hall at 31.03.2021: (Nil) 10 Money due by Baslow Village Hall at 31.03.21 Live & Local concert fees Deposits for future hire Key deposits Subtotal 11 Donations from various Baslow organisations and individuals 12 Assets retained for the Charities own use Furniture (Chairs and tables) Cleaning equipment Kitchen equipment (Cooker, Fridge, Crockery) P A System Bookings phone |
£144.00 £234.00 £199.00 |
|---|---|
| £577.00 | |
| £577.00 £30.00 |
|
| £30.00 | |
| £30.00 £736.00 £296.50 £300.00 |
|
| £1,332.50 |
The above assets, together with the Permanent Endowment Fund referred to above in note 2, and together with the Cash Funds at bank as shown on page 1, were all made over by a Vesting Declaration of the 1st October 2015 from the Charity bearing registered number 520414 and also known as "Baslow Village Hall".
Page 2
BASLOW VILLAGE HALL C.I.O. Registered Charity No 1162216
Accounts for the Year ended 31st March 2022
INDEPENDENT EXAMINER'S REPORT ON THE ACCOUNTS
I report to the trustees on my examination of the accounts of Baslow Village Hall for the year ended 31st march 2022, which are set out on pages 1 and 2.
Responsibilities and basis of report
The charity's trustees are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011. ("the Act").
I report in respect of my examination of the charity'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
Independent Examiner's statement
I have completed my examination. I confirm that no material matters have come to my attention 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.
Signed by the Independent Examiner: date:
Name: Diane Clewes
Relevant professional qualification: Chartered Certified Accountant
Address: Barley Croft, School Lane, Baslow. DE45 1RZ
Page 3