## **Trustees’ Annual Report for the period**
**From 1[st] April 2022 (** _Period start date_ **) To 31[st] March 2023(** _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
itsgoverningdocument|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 2022 AGM have**
**takenplace.**|
|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||
|---|---|---|
|Policyongrant making|Para 1.38|**Nogrants 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.**
**A grant of £800 was received from**
**Derbyshire Dales District Council in**
**August 2021 towards the cost of external**
**repainting (completed May 2022).**
**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 formed a marketing subcommittee to**
**deal with marketing issues, in the absence**
**of a marketing trustee.**|
## **Additional information (optional)**
You may choose to include further statements where relevant about:
|Achievements against
objectives set|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 implement some**
**of the projects that were put on hold**
**during the pandemic.**|
|---|---|---|---|
|||||
|||**During the period August 2022 to**
**December 2022 a comprehensive**
**programme of redecoration and**
**refurbishment was undertaken of the main**
**hall, the smaller meeting room and the**
**adjoining corridors. This included**
**comprehensive repainting, replacement of**
**curtains (both window and stage), fitting of**
**blackout blinds to the main hall, upgrade**
**to the lighting system and the extension of**
**the high speed broadband network to the**
**meeting room. In addition, the 80 chairs**
**used in the main hall were replaced with**
**much lighter and more attractive models.**
**(This change has been particularly**
**beneficial for the more elderly users of the**
**hall who previously had considerable**
**difficulty moving and stacking the old**
**chairs.)Although undertaken at a difficult**
**time financially for the hall, it was felt that**
**the investment was critical to the ongoing**
**and future success of the hall.**|
|---|---|---|
|Performance of
fundraising activities
against objectives set|Para 1.41|**The Charity held one fundraising event in**
**October 2022, a “Live & Local” concert,**
**which raised £182.**|
|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 theperiod|Para 1.21|**The financial position at 31.03.23 was**
**satisfactory**|
|Statement explaining
the policy for holding
reserves stating why
they are held|Para 1.22|**As at 31/3/23, the charity held £30,387 at the**
**bank. £10,000 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. We also hold £274 in deposits for**
**future bookings. The remaining £10,000 arises**
**from retained government COVID support and**
**restart grants. 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, especially energy costs, are**
**currently rising sharply, while income is not.**
**Gas and electricity costs alone are currently**
**estimated to be increasing by about £5,000 pa.**
**Although we increased hire fees in July 2022**
**and January 2023,, we anticipate needing to**
**fund ongoing losses for a few years into the**
**future, from the remaining balance of our**
**COVID supportgrants.**|
||||
|---|---|---|
|Amount of reserves held|Para 1.22|**£20,000**|
|Reasons for holding
zero reserves|Para 1.22|**Not applicable**|
|Details of fund
materiallyin deficit|Para 1.24|**Not material**|
|Explanation of any
uncertainties about the
charity continuing as a
goingconcern|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|**Fees for hiring out the Hall, grants towards**
**refurbishment.**|
|---|---|---|
|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, and moreover
insurance is held to cover such liability.
4. Ongoing high energy costs, beyond what
can be funded from increasinghire fees.|
|Other||Following the COVID pandemic, the hall
returned to normal operations in Autumn
2021, but some previous regular hirers did not
return. Retained government COVID support
grants more than covered the reduction in hire
fees between March 2020 and September
2021. There is sufficient COVID grant
remaining to ensure the charity remains
financially secure for 2023-24, even if hire
fees take some time to fullyrecover|
## **Structure, Governance and Management**
|Description of charity’s
trusts:||**Foundation model for a C.I.O**|
|---|---|---|
|Type of governing
document|Para
1.25|**Constitution dated 15thJune, 2015**|
|How is the charity
constituted?|Para
1.25|**Charitable Incorporated Organisation**|
|Trustee selection methods
including details of any
constitutional provisions
e.g. election topost or|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.**|
name of any person or body entitled to appoint one or more trustees
**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 andpublications.**|
|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 Village Hall|
|---|---|
|Other name the charity
uses|None|
|Registered charity
number|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|Wholeyear|
||I Mailer|Treasurer|Wholeyear|
||A Haynes|Secretary|Wholeyear|
||J Petty|Facilities and Maintenance|Wholeyear|
||Rev M E Gilbert||Wholeyear|
||C Cooper||Wholeyear|
||D Gridley||Wholeyear|
||J Shaw||Wholeyear|
||S Bailey||Wholeyear|
||J Newton||Wholeyear|
||T Tucker||Wholeyear|
||J Powell||Wholeyear|
||J Parker||Wholeyear|
|||||
|||||
|||||
|||||
|||||
|||||
|||||
## 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 wholeyear**||
|---|---|---|
|**None**|||
||||
||||
||||
||||
||||
## **Funds held as custodian trustees on behalf of others**
Description of the assets held in this capacity None Name and objects of the charity on whose behalf the None assets are held and how this falls within the custodian charity’s objects Details of arrangements for safe custody and Not applicable segregation of such assets from the charity’s own assets
## **Additional information (optional)**
**Names and addresses of advisers (Optional information) Type of adviser 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 **Date** 2023
**BASLOW VILLAGE HALL C.I.O.**
**Registered Charity No 1162216**
**Accounts for the Year ended 31st March 2023**
## **BASLOW VILLAGE HALL C.I.O.**
## **Registered Charity No 1162216**
## **Accounts for the Year ended 31st March 2023**
|**Accounts for the Year ended 31st March 2023**|||||||
|---|---|---|---|---|---|---|
|||||**12m period to**||**12m period to**|
|**RECEIPTS AND PAYMENTS ACCOUNT**||||**31.03.2023**||**31.03.2022**|
||Notes||||||
|**RECEIPTS**|||||||
|Non-local/Commercial hirings|8/9|||£3,297||£4,818|
|Local Hirings|8/9|||£6,876||£4,735|
|Total hirings|||||£10,173|£9,553|
|Live & Local concert – gross income|10||||£738|£1,091|
|Sale of surplus chairs|||||£400||
|Donations – Senior Citizens Quiz Night||||||£652|
|Amazon Smile donations||||£12||£13|
|Other donations|11|||£16||£50|
|DDDC Grant – restricted – external repainting||||||£800|
|Government COVID (LRSG) support grants via DDDC||||||£12,367|
|Total grants & donations|||||£28||
|Interest|||||£38|£1|
||||||£11,377|£24,527|
|**PAYMENTS**|||||||
|Utilities (Gas, electricity, water, broadband)||||£4,486||£2,656|
|Wages|7|||£1,320||£1,250|
|Wages processing||||£360||£360|
|Cleaning (hall, windows & materials)||||£2,355||£1,628|
|Refuse Collection||||£475||£460|
|Repairs/ Maintenance|4|||£15,096||£578|
|Equipment|5|||£378||£30|
|Live & Local fees|10|||£1,292|||
|Performing Rights & other licences||||£250||£132|
|Insurance||||£2,033||£1,693|
|Garden Maintenance||||£615||£338|
|Sundries (Misc)||||||£85|
|Post and stationery / IT (Admin - inc bank charges||from|11/21)|£90||£179|
|TENS licences||||£0||£0|
|Refunds||||£172||£221|
|Advertising||||£85||£75|
||||||£29,007|£9,684|
|Excess of receipts over payments|||||**-£17,630.00**|**£14,843**|
|**CASH FUNDS**|2||||||
|Current account HSBC 1/4/22||_Unrestricted_||£37,953||£23,110|
|Deposit account HSBC at 1/4/22||_Unrestricted_||£10,063||£10,062|
|(Deficit) / Surplus this period||||-£17,630.00||£14,843|
||||**_Total (bank, calculated)_**||£30,386|**£48,015**|
|Current account HSBC 31/3/23|6|_Unrestricted_||£20,286||£37,153|
||2|_Restricted_||||£800|
||||**_Total_**|**_(current a/c)_**|£20,286|£37,953|
|Deposit account (HSBC) 31/3/23||_Unrestricted_|||£10,101|£10,063|
||6||**_Total (bank, net)_**||**£30,387**|**£48,016**|
|**_Outstanding cheques from previous year_**|||||**£0**|**£0**|
||||**_Total (bank, gross)_**||_£30,387_|_£48,016_|
|_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 2023 from the accounting records of the village hall.
Dr JPG Mailer Hon Treasurer and Finance Trustee 30/04/2023
Page 1
**BASLOW VILLAGE HALL Accounts for the Year ended 31st March 2023 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 31.03.22 was nil, (2022 £800)
## **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 fire extinguisher service
Repainting – external (grant aided £800 from DDDC)
Repainting – internal
Joinery repairs
New curtains & fittings (Stockdale Hall & stage)
New chairs
New carpets (Barbrook Room & corridor)
Electrical fittings & work
Misc
_Less_
Sale of surplus old chairs
DDDC grant
Net cost of repairs & maintenance
5
**Equipment**
New digital lock
Net cost of refurbishment, maintenance and equipment
6
Of the £30387 held in the bank at 31.03.2022, £274 is deposits paid in advance for 2023/2024 hiring
7
The wages creditor at 31.03.2021 was £0.
8
The hall partly reopened in May 2021, but did not return to normal operations until September 2021
_For 2022-23:_
The average monthly hiring income was £865
The average hours let per month was 79
The average hourly rate for letting was £10.95
9
Money due to Baslow Village Hall at 31.03.2023: March hire fees
Money due by Baslow Village Hall at 31.03.23: deposits for future bookings|£144.00
£1,575.00
£4,280.00
£1,052.00
£3,619.00
£2,904.00
£835.00
£281.00
£406.00|
|---|---|
||**£15,096.00**
_-£400.00_
_-£800.00_
**£13,896.00**
**£289.00**|
||**£14,185.00**
£330.00
£274.00|
10 Includes income for Autumn 2022 event, and fees for both spring and Autumn events
11 Donations for coffee etc at open day 12 Assets retained for the Charities own use
Furniture (Chairs and tables) Cleaning equipment Kitchen equipment (Cooker, Fridge, Crockery) P A System Bookings phone
_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 2023**
## **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 2023, 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 the Act.
## **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
the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a "true and fair" view which is not a matter considered as part of an independent examination.
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