**Charities Act 2016** **Trustees’ Annual Report for Year to 31 December 2020** |Name of Charity|Helperby Village Hall Charitable Incorporated Organisation (CIO)| |---|---| |Charity Registration No|1162379| |Address of Charity|The Village Hall| ||Main Street| ||Helperby| ||York| ||YO61 2NS| |Trustees|Donald Graham (Secretary)| ||Frances Shepherdson (Co-opted 9th November 2020 and Treasurer from| ||same date)| ||Jean Featherstone| ||Anne Hodgson| ||Martine Laux| ||Chris Owens (Treasurer until 9th November 2020)| ||Stephen Laux| ||Peter Mitchell (Chairman)| ||Peter Sowray| ||John Featherstone| ||Nigel Costello (Co-opted 30th September 2020)| ||Peter Hambling (Retired 14th July 2020)| |Nature of Governing Document
and Charity Constitution|Charitable Incorporated Organisation with a voting membership.
Constitution dated 17th April, 2015 based on charity Commission’s| ||‘Association’ model.| |Method by Which New Trustees
are Appointed|The Constitution provides for the affairs of the CIO to be managed by a
committee of Trustees, of whom there must be a minimum of three and a| ||maximum of twelve. Trustees must be aged 16 or over, though at least one| ||must be 18 or over.| ||The Constitution requires that one third of the Trustees must stand down in| ||rotation each year at the AGM to allow new Trustees to be appointed by| ||Members of the CIO, existing Trustees being free to stand for re-election.| ||Trustees are not allowed to perform their duties until they have expressly| ||accepted the appointment.| ||Membership of the CIO is open to anyone who is interested in furthering its| ||objectives, has applied for Membership, and has accepted the duties of| ||members as set out in the constitution. A Member may be an individual, a| ||corporate body, or an individual or corporate body representing an| ||organisation which is not incorporated. There is currently no charge for| ||Membership.| |Trustee Training|Helperby Village Hall CIO is a subscribing Member of Community First| ||Yorkshire, which provides information and support to those managing village| ||halls and other local organisations.| ||The Trustees are encouraged to avail themselves of training opportunities:| |---|---| ||The Treasurer accordingly has used training materials made available by| ||Community First Yorkshire.| |Aims of the Charity|To provide a venue for recreational, social and educational activities for the| ||benefit of the surrounding community.| |Activities Undertaken by Charity
in Support of Objective|Maintenance of village hall and playground, including regular professional
inspections of portable electrical appliances and fixed wiring, fire alarm| ||system and fire-fighting provisions, and the children’s play area.| ||Hire of premises to individuals and groups (subsidised rates are offered to| ||locals, or, exceptionally in cases of need, made available free of charge) and| ||others, for courses, study groups and workshops, musical and theatrical| ||performances, social occasions, and other activities which the Trustees| ||consider beneficial to the local community.| ||Hosting of regular Village Hall lunches, which take place during the winter| ||months, and Helperby Coffee Shop, a monthly community organised social| ||occasion.| |Achievements of the Charity
During the Year|The level of bookings has been significantly reduced by the periods of closure
due to the Coronavirus pandemic. Despite this, the facilities were used a| ||total of 336 times in total. It has been pleasing to see the return of a| ||significant number of the 27 organisations who had been regular users during| ||the periods when the hall was open. These include Keep Fit, Yoga and Pilates,| ||VX Ball sessions, Dance, Art, and Badminton. The village hall has also been| ||used for coffee mornings, village hall lunches, and a wedding reception.| |Financial Review|The Trustees regularly monitor income from hiring of space within the hall| ||and projected expenditure. The National Living Wage continues to rise| ||steadily. An ongoing fixed rate electricity contract which ends in 2022, has| ||stabilised the impact of potential increases to the electricity cost. One of the| ||heaters in the Waud room has been replaced by a modern more energy| ||efficient one. Power generated by the Solar panels continues to be used| ||wherever possible to help reduce the overall energy consumption and any| ||excess from the panels brings in regular income.| ||The two office units are now in full occupancy and provide valuable regular| ||income for the hall.| ||Grants have been sought, where appropriate, from HMRC in respect of the| ||job retention scheme and Hambleton District Council in respect of COVID| ||19 grants, which have made a significant impact to the continued financial| ||stability of the village hall.| ||The annual accounts have been examined by an independent appropriately| ||qualified person before presentation at the AGM.| ||The Trustees have adopted a general reserves policy to make provision for| ||long term maintenance of the premises.| Governance Review The Trustees endeavour to operate in a transparent manner in accordance with best practice, including periodic financial reviews in addition to regular risk and fire safety assessments. The management of the hall is guided by the membership, who appoint the Trustees. During the year membership increased to 29. > Funds Held on Behalf of Others The Trustees have agreed to hold funds on behalf of the Helperby Coffee Shop organisers, who do not have their own banking facility. > Public Benefit Statement The Trustees believe they have complied with their duty to have due regard to the guidance on public benefit published by the Charities Commission, when carrying out their duties . Signed on behalf of the Trustees Dated: 18[th] May, 2021 Chairman ## **Helperby Village Hall CIO** **Registered Charity No 1162379** # **Accounts and Financial Statements** **Status : Signed, Final** ## **31 December 2020** Helperby Village Hall CIO The Village Hall Main Street Helperby York YO61 2NS Page 1 of 6 18/05/21 HVH CIO Accounts 2020.xlsx Front Sheet ## **Helperby Village Hall CIO** ## **Report by the Examiner** I have examined the Accounts supplied by Helperby Village Hall CIO for the year ended 31st December 2020. I find that they are in accordance with the books, vouchers and explanations provided to me, and show a true and fair view at that date. ## Examiner P C Hambling Date Tuesday 18 May 2021 Page 2 of 6 18/05/21 HVH CIO Accounts 2020.xlsx Report by IE ## **Helperby Village Hall CIO** |Note
**Income**
Voluntary income
2.1
Fund raising
2.2
Investment income
Solar PV Feed in Tariff and
bank interest
Evelyn Brown Suite
Licence fees
Charitable activites
Hire fees
Helperby Coffee Shop
Deposits
10
**Total income**
**Expenditure**
Voluntary income costs
Fund raising costs
Charitable expenditure
Governance costs
3.1
Helperby Coffee Shop
Withdrawals
10
**Total expenditure**
**Net income / (expenditure)**
**Other gains and losses**
**Net movement in funds**
Total funds brought forward
**Total funds carried forward**
Actuarial gains / (losses) on defined benefit pensions
schemes
**Statement of Financial Activities**
Gains / (losses) on revaluation of fixed assets
Gains / (losses) on revaluation of investment assets|**31 Dec 2020**
**31 Dec 2019**
**£**
**£**
14,286
2,914
-
1,523
1,025
1,159
4,140
4,140
6,019
15,956
285
630
**25,755**
26,322
-
-
-
777
-
-
25,576
16,694
-
-
**25,576**
**17,471**
**179**
**8,851**
-
-
-
-
-
-
**179**
**8,851**
28,221
19,370
**28,400**
**28,221**
**Year Ending 31/12/20**|**31 Dec 2020**
**31 Dec 2019**
**£**
**£**
14,286
2,914
-
1,523
1,025
1,159
4,140
4,140
6,019
15,956
285
630
**25,755**
26,322
-
-
-
777
-
-
25,576
16,694
-
-
**25,576**
**17,471**
**179**
**8,851**
-
-
-
-
-
-
**179**
**8,851**
28,221
19,370
**28,400**
**28,221**
**Year Ending 31/12/20**| |---|---|---| |||26,322| |||-
777
-
16,694
-| |||**17,471**| |||**8,851**
-
-
-| |||**8,851**
19,370| |||**28,221**| Page 3 of 6 18/05/21 HVH CIO Accounts 2020.xlsx SoFA ## **Helperby Village Hall CIO** |**Balance Sheet**
**Notes**
**Current Assets**
Current account
4
Deposit account
Petty cash
Debtors
Outstanding hire fees
5
Other debtors
6
Prepayments
7
**A**
**Current Liabilities**
Creditors
Hire deposits - future years
8
Accruals
9
**B**
**Nett assets**
**A-B**
Capital Account b/fwd
Profit /(loss)on year
**Total Trustee Funds**
Comprising:
General fund
Capital project fund
Capital project grants
Long term maintenance fund
Helperby Coffee Shop funds
10
**Signed on behalf of all Trustees**|**Balance Sheet**
**Notes**
**Current Assets**
Current account
4
Deposit account
Petty cash
Debtors
Outstanding hire fees
5
Other debtors
6
Prepayments
7
**A**
**Current Liabilities**
Creditors
Hire deposits - future years
8
Accruals
9
**B**
**Nett assets**
**A-B**
Capital Account b/fwd
Profit /(loss)on year
**Total Trustee Funds**
Comprising:
General fund
Capital project fund
Capital project grants
Long term maintenance fund
Helperby Coffee Shop funds
10
**Signed on behalf of all Trustees**|**31 Dec 2020**
**£**
2,363
33,430
69
166
52
919
**36,999**
20
8,579
**8,599**
**28,400**
28,221
179
**28,400**
13,082
9,030
-
4,500
1,788
28,400|31 Dec 2019
£
1,819
25,411
160
671
311
974
29,346
305
820
1,125
28,221
19,370
8,851
28,221
18,788
4,890
-
3,000
1,543
28,221
**Year Ending 31/12/20**|31 Dec 2019
£
1,819
25,411
160
671
311
974
29,346
305
820
1,125
28,221
19,370
8,851
28,221
18,788
4,890
-
3,000
1,543
28,221
**Year Ending 31/12/20**| |---|---|---|---|---| |Signature||Name|Position|Date| ||Peter Mitchell||Chairman|18/05/21| ||Frances Shepherdson||Treasurer|18/05/21| Page 4 of 6 18/05/21 HVH CIO Accounts 2020.xlsx Balance Sheet ## **Helperby Village Hall CIO** ## **Notes to Accounts** ## **Note** |**Note**|| |---|---| |1|Basis of accounting| |2|Income| |2.1|| |2.2|| |3|Expenditure| |3.1|Governance costs| These accounts have been prepared on the basis of historic cost in accordance with Accounting and Reporting by Charities - Statement of Recommended Practice (SORP 2015) and with Financial Reporting Standards 102 (FRS 102) ||||**2020**|**2019**| |---|---|---|---|---| |Voluntary income|Donations||263.50|1,921.91| ||Legacies||-|-| ||Gift Aid||65.89|146.22| ||Grants||13,957.06|846.33| ||||14,286.45|2,914.46| |Activities to generate funds|BBQ, RIF & theatre bar||-|1,522.65| |Caretaker|Salary etc||6,081.92|5,876.70| |Utilities|Electricity||3,514.35|3,772.63| ||Water||150.81|297.53| ||Telephone & internet||404.31|448.49| ||Refuse disposal||40.00|35.00| |||Sub total|4,109.47|4,553.65| |Buildings & equipment|Cleaning||418.99|696.15| ||Maintenance||11,731.68|2,275.45| ||Improvements||417.86|1,150.61| ||Marquee||601.49|| |||Sub total|13,170.02|4,122.21| |Licences|||537.35|473.04| |Insurances|||1,487.52|1,514.23| |Administration costs|||148.01|112.66| |Legal costs|||-|-| |Subscriptions|||42.00|42.00| ||||25,576.29|16,694.49| Page 5 of 6 18/05/21 HVH CIO Accounts 2020.xlsx Notes |4|Current account|Bank Statement||2,343.32|2,015.29| |---|---|---|---|---|---| |||Plus unbanked cash / cheques||20.00|-| |||Less unpresented cheques / DDs||-|(196.06)| |||||2,363.32|1,819.23| |5|Outstanding hire fees|||166.26|671.38| |||Not invoiced||-|154.25| |||Invoiced - current ≤30 days||-|287.63| |||Invoiced - overdue >30 days||166.26|229.50| |6|Other debtors|HMRC|Gift Aid claim|-|146.22| |||British Gas|Feed in tariff Q4 payment|52.43|165.09| |||||-|-| |||||52.43|311.31| |7|Prepayments|Insurance|6/12 x £1,437.58|718.79|768.73| |||PRS licence||200.42|204.95| |||||-|-| |||||919.21|973.68| |8|Hire deposits - future years|||20.00|305.00| |9|Accruals|||8,579.45|820.21| |10|Helperby Coffee Shop|HCS is run by a number of local residents with the objective of providing an opportunity for|||| |||residents to meet socially. It does|not set out to raise money, but surplus funds are generated||| |||through the sale of drinks and donated cakes etc, which are used, inter||alia, to provide equipment|| |||for the village hall. The group has|no official standing and does not have its own bank account, so||| |||Helperby Village Hall CIO has agreed to hold money on its behalf.|||| Page 6 of 6 18/05/21 HVH CIO Accounts 2020.xlsx Notes ## **Helperby Village Hall CIO** **Registered Charity No 1162379** # **Accounts and Financial Statements** **Status : Signed, Final** ## **31 December 2020** Helperby Village Hall CIO The Village Hall Main Street Helperby York YO61 2NS Page 1 of 6 18/05/21 HVH CIO Accounts 2020.xlsx Front Sheet ## **Helperby Village Hall CIO** ## **Report by the Examiner** I have examined the Accounts supplied by Helperby Village Hall CIO for the year ended 31st December 2020. I find that they are in accordance with the books, vouchers and explanations provided to me, and show a true and fair view at that date. ## Examiner P C Hambling Date Tuesday 18 May 2021 Page 2 of 6 18/05/21 HVH CIO Accounts 2020.xlsx Report by IE ## **Helperby Village Hall CIO** |Note
**Income**
Voluntary income
2.1
Fund raising
2.2
Investment income
Solar PV Feed in Tariff and
bank interest
Evelyn Brown Suite
Licence fees
Charitable activites
Hire fees
Helperby Coffee Shop
Deposits
10
**Total income**
**Expenditure**
Voluntary income costs
Fund raising costs
Charitable expenditure
Governance costs
3.1
Helperby Coffee Shop
Withdrawals
10
**Total expenditure**
**Net income / (expenditure)**
**Other gains and losses**
**Net movement in funds**
Total funds brought forward
**Total funds carried forward**
Actuarial gains / (losses) on defined benefit pensions
schemes
**Statement of Financial Activities**
Gains / (losses) on revaluation of fixed assets
Gains / (losses) on revaluation of investment assets|**31 Dec 2020**
**31 Dec 2019**
**£**
**£**
14,286
2,914
-
1,523
1,025
1,159
4,140
4,140
6,019
15,956
285
630
**25,755**
26,322
-
-
-
777
-
-
25,576
16,694
-
-
**25,576**
**17,471**
**179**
**8,851**
-
-
-
-
-
-
**179**
**8,851**
28,221
19,370
**28,400**
**28,221**
**Year Ending 31/12/20**|**31 Dec 2020**
**31 Dec 2019**
**£**
**£**
14,286
2,914
-
1,523
1,025
1,159
4,140
4,140
6,019
15,956
285
630
**25,755**
26,322
-
-
-
777
-
-
25,576
16,694
-
-
**25,576**
**17,471**
**179**
**8,851**
-
-
-
-
-
-
**179**
**8,851**
28,221
19,370
**28,400**
**28,221**
**Year Ending 31/12/20**| |---|---|---| |||26,322| |||-
777
-
16,694
-| |||**17,471**| |||**8,851**
-
-
-| |||**8,851**
19,370| |||**28,221**| Page 3 of 6 18/05/21 HVH CIO Accounts 2020.xlsx SoFA ## **Helperby Village Hall CIO** |**Balance Sheet**
**Notes**
**Current Assets**
Current account
4
Deposit account
Petty cash
Debtors
Outstanding hire fees
5
Other debtors
6
Prepayments
7
**A**
**Current Liabilities**
Creditors
Hire deposits - future years
8
Accruals
9
**B**
**Nett assets**
**A-B**
Capital Account b/fwd
Profit /(loss)on year
**Total Trustee Funds**
Comprising:
General fund
Capital project fund
Capital project grants
Long term maintenance fund
Helperby Coffee Shop funds
10
**Signed on behalf of all Trustees**|**Balance Sheet**
**Notes**
**Current Assets**
Current account
4
Deposit account
Petty cash
Debtors
Outstanding hire fees
5
Other debtors
6
Prepayments
7
**A**
**Current Liabilities**
Creditors
Hire deposits - future years
8
Accruals
9
**B**
**Nett assets**
**A-B**
Capital Account b/fwd
Profit /(loss)on year
**Total Trustee Funds**
Comprising:
General fund
Capital project fund
Capital project grants
Long term maintenance fund
Helperby Coffee Shop funds
10
**Signed on behalf of all Trustees**|**31 Dec 2020**
**£**
2,363
33,430
69
166
52
919
**36,999**
20
8,579
**8,599**
**28,400**
28,221
179
**28,400**
13,082
9,030
-
4,500
1,788
28,400|31 Dec 2019
£
1,819
25,411
160
671
311
974
29,346
305
820
1,125
28,221
19,370
8,851
28,221
18,788
4,890
-
3,000
1,543
28,221
**Year Ending 31/12/20**|31 Dec 2019
£
1,819
25,411
160
671
311
974
29,346
305
820
1,125
28,221
19,370
8,851
28,221
18,788
4,890
-
3,000
1,543
28,221
**Year Ending 31/12/20**| |---|---|---|---|---| |Signature||Name|Position|Date| ||Peter Mitchell||Chairman|18/05/21| ||Frances Shepherdson||Treasurer|18/05/21| Page 4 of 6 18/05/21 HVH CIO Accounts 2020.xlsx Balance Sheet ## **Helperby Village Hall CIO** ## **Notes to Accounts** ## **Note** |**Note**|| |---|---| |1|Basis of accounting| |2|Income| |2.1|| |2.2|| |3|Expenditure| |3.1|Governance costs| These accounts have been prepared on the basis of historic cost in accordance with Accounting and Reporting by Charities - Statement of Recommended Practice (SORP 2015) and with Financial Reporting Standards 102 (FRS 102) ||||**2020**|**2019**| |---|---|---|---|---| |Voluntary income|Donations||263.50|1,921.91| ||Legacies||-|-| ||Gift Aid||65.89|146.22| ||Grants||13,957.06|846.33| ||||14,286.45|2,914.46| |Activities to generate funds|BBQ, RIF & theatre bar||-|1,522.65| |Caretaker|Salary etc||6,081.92|5,876.70| |Utilities|Electricity||3,514.35|3,772.63| ||Water||150.81|297.53| ||Telephone & internet||404.31|448.49| ||Refuse disposal||40.00|35.00| |||Sub total|4,109.47|4,553.65| |Buildings & equipment|Cleaning||418.99|696.15| ||Maintenance||11,731.68|2,275.45| ||Improvements||417.86|1,150.61| ||Marquee||601.49|| |||Sub total|13,170.02|4,122.21| |Licences|||537.35|473.04| |Insurances|||1,487.52|1,514.23| |Administration costs|||148.01|112.66| |Legal costs|||-|-| |Subscriptions|||42.00|42.00| ||||25,576.29|16,694.49| Page 5 of 6 18/05/21 HVH CIO Accounts 2020.xlsx Notes |4|Current account|Bank Statement||2,343.32|2,015.29| |---|---|---|---|---|---| |||Plus unbanked cash / cheques||20.00|-| |||Less unpresented cheques / DDs||-|(196.06)| |||||2,363.32|1,819.23| |5|Outstanding hire fees|||166.26|671.38| |||Not invoiced||-|154.25| |||Invoiced - current ≤30 days||-|287.63| |||Invoiced - overdue >30 days||166.26|229.50| |6|Other debtors|HMRC|Gift Aid claim|-|146.22| |||British Gas|Feed in tariff Q4 payment|52.43|165.09| |||||-|-| |||||52.43|311.31| |7|Prepayments|Insurance|6/12 x £1,437.58|718.79|768.73| |||PRS licence||200.42|204.95| |||||-|-| |||||919.21|973.68| |8|Hire deposits - future years|||20.00|305.00| |9|Accruals|||8,579.45|820.21| |10|Helperby Coffee Shop|HCS is run by a number of local residents with the objective of providing an opportunity for|||| |||residents to meet socially. It does|not set out to raise money, but surplus funds are generated||| |||through the sale of drinks and donated cakes etc, which are used, inter||alia, to provide equipment|| |||for the village hall. The group has|no official standing and does not have its own bank account, so||| |||Helperby Village Hall CIO has agreed to hold money on its behalf.|||| Page 6 of 6 18/05/21 HVH CIO Accounts 2020.xlsx Notes