||||||||| |---|---|---|---|---|---|---|---| |**Trustees' Annual Report**|||||**for theperiod**||| |**From**|Period start date|||**To**|Period end date||| ||1|April|2020||31|March|2021| ## Section A Reference and administration details **Charity name** Ashover Parish Hall Charitable Incorporated Organisation **Other names charity is known by** Ashover Parish Hall Events Centre **Registered charity number (if any)** 1165348 **Charity's principal address** Ashover Parish Hall Milken Lane Ashover, Chesterfield **Postcode S45 0BA** ## **Names of the charity trustees who manage the charity** |1
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13|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year **|**Name of person (or body) entitled**
**to appoint trustee (ifany)**| |---|---|---|---|---| ||Mr John Graves|Charity Commission
contact|Whole of year|Co-opted| ||Mr Roger Brocksopp|Bar help|Whole of year|Elected| ||Mrs Alex Shore|Vice Chair, HR Sub
Committee,Bar|Whole of Year|Elected| ||Mrs Patricia Scott|Bar & Treasurer|Whole of year|Elected| ||Mr Michael Bassett|Bar, Health & Safety,
HR Sub Committee,
and Building steering
committees|Whole of year|Elected| ||Mrs Susan Bassett|Bar help|Whole of year|Elected| ||Mrs Rosemary Early|General help|Whole of year|Ashover Parochial Church
Council, (also a Parish
Councillor)| ||Mr Christopher Miller|Chairperson and bar|Whole of year|Ashover Parish Council (also a
ParishCouncillor)| ||Mrs Pam Cook|General help|Whole of year|Ashover Produce club| ||Mrs Sally Wray|HR Sub Committee,
Bar|Whole of year|Elected| ||Lily Hammond|General help|Whole of year|Co-opted| ||Steve Dronfield|Bar & General help|20/3/2020 going forward|Ashover Agricultural &
Horticultural Society (also a
Parish Councillor)| |||||| ## **Names of the trustees for the charity, if any, (for example, any custodian trustees)** **Name Dates acted if not for whole year** **TAR** March **2012** 1 ## **Names and addresses of advisers (Optional information)** **Type of adviser Name Address** ## **Name of chief executive or names of senior staff members (Optional information)** Hall and Events Manager: Joanne Maxwell ## **Section B Structure, governance, and management** ## **Description of the charity’s trusts** The Charity is a Charitable Incorporated Organization which is governed by a Type of governing document Trust Deed dated the 26[th] January 2016. Copies available by email on request to (eg. trust deed, constitution) info@ashoverparishhall.com How the charity is constituted Charitable Incorporated Organisation (CIO) - (eg. trust, association, company) Trustee selection methods Elected, co-opted plus representatives of local groups/organisations (eg. appointed by, elected by) ## **Additional governance issues (Optional information)** You **may choose** to include additional information, where relevant, about: - policies and procedures adopted for the induction and training of trustees. - the charity’s organisational structure and any wider network with which the charity works. - relationship with any related parties. - trustees’ consideration of major risks and the system and procedures to manage them. Six trustees are elected for a one-year period by proposal, seconder and if necessary, a secret vote if more nominations are received than seats are available. Local groups are entitled to apply for one of their members to be nominated as a trustee. The following groups/organisations have applied and have been accepted as being eligible to nominate one of their members as a trustee to the Ashover Parish Hall CIO, subject to the rules and conditions of the Ashover Parish Hall CIO constitution. These appointments are effective from the end of the AGM held in May 2019. - The Parochial Church Council of the Ecclesiastical Parish of All Saints Ashover (Reg Charity No. 1174119) - Ashover Parish Council. - Ashover Produce club. - Ashover Agricultural & Horticultural Society Further requests from groups and organisations in the area of benefit are welcome at any time and the trustees encourage further applications be made. Two additional trustees may be co-opted at the discretions of the elected and nominated trustees. - Mrs. R Early, Chris Miller and Steve Dronfield are also members of the Ashover Parish Council. All Trustees are required to sign to say they have read and understand the various Charity Commission documents and accept the responsibilities of a trustee. Trustees are required to read the Charity Commission publication CC3, CC25, PB1, PB2, PB3 and are also recommended to read all other Charity Commission publications. Trustees are required to report possible conflicts of interest at the start of each meeting and to put the interests of the Parish Hall before other organisations to which they are or maybe associated. They are also required to act in the best **TAR** March **2012** 2 interests of the charity and must not place themselves in a position where their personal interests’ conflict or may conflict with that responsibility. No trustee received any remuneration or benefits, monetary or otherwise, throughout the financial period for acting as a charity trustee, for providing services to the charity; except for legitimate expense payments; and it is the trusts policy that trustees cannot benefit from the trust in any way, financially or by receiving goods or chattels, etc. No Trustee resigned their charity trusteeship to take up employment with the charity and this action would be considered unethical and would not be approved by the trustees. The trust doesn’t work with children or vulnerable adults and no trustees have undergone DBS checks on behalf of the Parish Hall. There have been no transactions, financial or otherwise between related parties, members of the trustees and the trust, etc. except for legitimate expenses and costs. Notification of the AGM is by notices displayed in convenient locations in the Parish, notices displayed at the Parish Hall, and further notices distributed by the trustees along with notice on the parish hall website. Notices are displayed one calendar month before the date of the AGM in compliance with the trust document. All current trustees are also given notice to allow them to display or otherwise advertise in such manner as they think appropriate ## **Section C Objectives and activities** **Summary of the objects of the charity set out in its governing document** The objects of the CIO are to establish and run a village hall and to promote for the benefit of the inhabitants of the Parish of Ashover, Derbyshire and the neighborhood (“area of benefit”) without distinction of sex, sexual orientation, age, disability, nationality, race or political, religious or other opinions the provision of facilities for recreation 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. The charity raises funds by letting the various rooms and by bar sales. The charity also lets the building known as the Sports Pavilion to Ashover Parish Council for the benefit of local sports clubs/organisations. **TAR** March **2012** 3 The CIO provides buildings, & space for the benefit of the inhabitants of Ashover & Surrounding area, including: Sports facilities, Youth drop-in centre, Plays, Pantomimes, & rehearsal rooms, Weddings, Parties, Mother and toddler groups, Meetings, Concerts, Educational & the advancement of education, the advancement of social and community welfare. Beneficiaries of the charity are local sports clubs who have the use of the sports pavilion free; residents of the area of benefit and local groups who receive reduced rental rates, other charities who receive additional reduced rental rates due to their charitable status. The area of benefit is Ashover Parish and the surrounding area which is 400 metres beyond the parish boundary. **Summary of the main** metres beyond the parish boundary. **activities undertaken for the public benefit in relation to** All Trustees are required to sign to say they have read and understand the **these objects (include within** various Charity Commission documents and accept the responsibilities of a **this section the statutory** trustee. **declaration that trustees have had regard to the guidance** Trustees are required to read the Charity Commission publication CC3, CC25, **issued by the Charity** PB1, PB2, PB3 and are also recommended to read all other Charity Commission **Commission on public** publications. **benefit)** Ashover Parish Hall CIO is a non-political organization and does not support, financially or otherwise, neither is it supported by, financially or otherwise, any political party. None of its trustees or any of its employees promote any of the political parties as part of their connection or employment at the Parish Hall. Trustees or employee’s personal political opinions are not allowed to influence the running or letting of the Parish Hall. Any political party can hire the Parish Hall at the appropriate hire rate for its own meetings or whatever use they require without the involvement of the Parish Hall, its trustees, or employees. ## **Additional details of objectives and activities (Optional information)** The Ashover Parish Hall CIO has appropriate licences issued by the North East Derbyshire District Council for the sale of alcohol and entertainment. You **may choose** to include further statements, where relevant, about: Grants totaling £39,338 from North East Derbyshire District Council as part of the Local Restrictions Support Grants provided to business rates pays in response to Covid-19 restrictions. This amount relates to £19,669 awarded for rates paid on the Parish Hall and £19,669 on rates paid on the Sports Pavilion. - policy on grant making. - policy programme related investment. - contribution made by volunteers. **TAR** March **2012** 4 Section D Achievements and performance ## **Summary of the main achievements of the charity during the year** In the year 2020-2021 the charity provided room hire to various groups, classes and clubs (many are listed on the charity’s website), providing leisure opportunities and activities for local people where Covid-19 restrictions allowed. A total of only 2 weddings took place due to the global pandemic. Unfortunately, due to Covid-19 the charity were not able to host the annual parish pantomime and party, theatrical performances, and other community events. The charity continues to promote local businesses, groups, and the surrounding area via its popular social media channels, bringing benefit to the area. A community notice board has also been fitted to support local businesses and events. The buildings and internal assets are repeatedly monitored, and the trustees continue to carry out general repairs and maintenance as required. The charity has continued to maintain and update fixtures and fittings in line with forward plans. This has included redecoration, alarm and security access systems, new tables along with general maintenance and improvement. Health and Safety - the Parish Hall trustees, in addition to doing health and safety reviews and inspections also use the services of, and work in conjunction with a local health and safety adviser to ensure we continue to be fully compliant with the law. The charity has ensured its responsibilities with regard to legionella, fire safety, PAT testing and gas safety and all regulations were adhered to. The management of the Sports Pavilion building has been passed back to the hall whilst a formal lease is arranged however the Parish Council are still the owners of the internal fittings, i.e. chairs and tables, the Parish Council also help local sports clubs by subsidizing their costs. Maintenance of the Parish Hall car park, including surface repairs, resurfacing, surface water drains, snow clearing and salting, etc. is kindly carried out by the Ashover Parish Council and an updated maintenance agreement is being created. The trust employs: - - 1) a Hall and Events Manager who also has the responsibility of bookings manager - 2) a Property Administrator who also shares the responsibility of bookings manager and general assistance - 3) a Casual Housekeeper who provides relief support with cleaning and other associated tasks on an ‘as and when’ basis. - Both the Hall and Events Manager and Property Administrator are considerably involved in the day to day and general running of the parish hall and their input is very beneficial and very much appreciated by the trustees. Income has been maintained at an acceptable level and the lettings continue to be satisfactory. From the beginning of the year (March 2020), the charity was affected by the COVID19 pandemic. To mitigate the impact of this, Trustees produced COVID financial and operational contingency plans and ensured government policies on social distancing and closures were adhered to. This included using the Government’s Furlough scheme/Flexible Furlough scheme to party fund staff wages. The manager and treasurer continually monitor the ongoing costs to ensure we are on competitive rates. As in previous years the managers worked diligently throughout the year to continually improve the effectiveness of the hall, first impressions and the overall atmosphere of the hall, all of which help to maintain and increase our user base. . **TAR** March **2012** 5 ## **Section E Financial review** Reserves are held in the National Savings and Investment accounts; this makes **Brief statement of the** it easier to distinguish the amounts required for everyday use and the amounts **charity’s policy on reserves** needed for future and emergency expenses. A financial balance is being built up with a view of attaining sufficient funds to achieve the working accounts, reserves, and contingencies, and forward planning balances which the trustees believe will then be sufficient to maintain the running costs of the hall for a period of one year including maintenance, repairs, renewals, and contingencies (see details below). During Covid-19 restrictions the Charity’s Treasurer has produced more detailed financial contingency plans which set out ways the Charity could reduce running costs if needed (i.e reduce water bill direct debit and pause card payment machine subscription). During the year 2012-2021 the charity’s financial reserves have increased by £10,691 despite Covid-19 restrictions. This is mainly due to grants received from North East Derbyshire District Council, pause in Business Rates, reduced operating costs and use of the Furlough scheme. This puts the charity in a strong and fortunate financial position as we ease out of lockdown. While it is necessary to preserve our current revenue level to maintain an income sufficient to cover the costs of upkeep to the buildings and assets and to plan for future expense it is also vitally important to carefully control the amounts charged to give the best possible arrangements to all our customer base. **Details of any funds materially** Subject to the above there has been no deficit of funds during the current year. **in deficit** ## **Further financial review details (Optional information)** - Bank accounts currently held: - - You **may choose** to include - Working accounts: - additional information, where Santander relevant about: a) Business Deposit Account, - • the charity’s principal b) Current Account sources of funds (including c) cash in hand account: -Cash in hand d) National Savings deposit account. - any fundraising). - • how expenditure has The trustees’ policy is to finalise the annual returns and accounts and submit them to the Charity Commission at the earliest possible opportunity. At the end - supported the key objectives of March 2021 the charity held £99,235 in funds (bank and cash), which is an - of the charity. increase on the previous year. This puts the Charity in a healthy and fortunate - • investment policy and position, especially considering the impact of the Covid-19 pandemic and objectives including any associated loss of income. ethical investment policy The charity’s principal sources of funds are raised via room lettings and bar - adopted. sales. It is anticipated that next year (2021-2022) will see the Charity’s funds remain stable or see a slight decline depending on how quickly hirers return to holding events in the Hall as restrictions ease and staff return from Flexible Furlough. Expenditure on utilities, staffing and maintenance supported the key objectives of providing safe, modern facilities for local beneficiaries to hire at a reasonable price. **Future maintenance** It is expected that repairs, maintenance, and renewals will cost, over the next 6- year period Parish Hall - £ 89,494 Sports Pavilion - £36,857 **Use of reserves** - Parish Hall to allow for 15 months running without any income £60,000 **TAR** March **2012** 6 Parish Hall - £6,000 Pavilion - £ 2,000 ## **Investments** Due to the uncertainty and risks involved with investing hard earned monies the trust doesn’t invest money, apart from the bank accounts mentioned above. ## **Loss of assets** The trustees are not aware that there have been any losses of either cash, bar stock, equipment or other assets during the period and the trustees have precautions in place which they believe are sufficient to prevent any loss of cash, bar stock, equipment or other assets occurring. The number of persons having access to cash and bar stock is limited to those trustees who man the bars. ## **Section F Other optional information** ## **Disaster recovery** Copies/backups of the Parish Halls computer records are kept: - - External cloud drive maintained and organised by our IT specialist. ## **Section G Declaration** **The trustees declare that they have approved the trustees’ report above.** ## **Signed on behalf of the charity’s trustees** **Signature(s) Full name(s)** Alexandra Shore **Position (eg Secretary, Chair,** Vice Chair/HR Committee **etc) Date** 13/5/2021 **TAR** March **2012** 7 Charity registration number.. 1165348 Ashover Parish Hall Charitable Incorporated Organisation Annual Report and Financial Statements for the Year Ended 31 March 2021 Independent Examin•rf$ Report to the trustee of Ashover Parish Hall Charitable Incorporated Organisation I report on the ae¢ounts of the charity for the year ernled 31 March 2021 which are sel oui on pages to 4. Respecuve responslbllltles of trustee and examiner The Iruslee Is responsible for the preparatK)n of the accounts. The trustee considers that an audit is not required for this year under se¢bon 144(21 of the Chanties Act 2011 Ilhe 2011 Act} and that an independent examination is needed. 11 is my responsibility lo.. examine the accounts urKJer section 145 of the 2011 Act. to follow the procedures laKI down in the general Directions given by the Charity Commission under section 145151{bl of the 2011 Actr, and to State whether parbcular matters have Come to my attents'on. Ba818 of Independent ox4mlneV$ roport My examinallon was carried out in accordance wth the general Directions given by the Charity Commission. An examination includes a revlew of the accounting records kept by the Gharity and a comparison of the accounts presented wrth those records. It also includes consideralKin of any unusual items or disclosures the accounts. and seeking explanations from you as member conceming any such matters. The procedures undertaken do not proV￿e all the evidence that would be required In an audit and consequently no opinion Is given as lo whether the accounts present a Irue and fair view, and the report is limited to those matters set out In th& next statement. Indopendent oxamlnerf8 8tatement In Connection with my examination, no matter has come to my attention". 111 which gives me reasonable cause to telieve that in any material respect the requlrements.. to keep accounting records in accordance with wtion 386 of the Companies Act 2006,. and to prepare accounts which accord the accountsng records. compty with the accounting requirements of section 396 of the Companies Act 20C6 and with the methods and principles of the Slalemenl of Recommended Pract￿e. Accounting and ReFhybng ty Chanties have not been mel., or 121 to which, in my opinion, attention shoukl be drawn in order to enab￿ a proper understanding of the accounts to be reached. David Lissimore BA ACMA CGMA 3 Clayton Close Morton AKreton DE55 6LN 7 May 2021 Page 1 Notes to the Financial Statements for the Year Ended 31 March 2021 1 A¢¢ounting pollcle8 statement of compllan¢e The financial statements have teen p￿pared in accordance with Accounting and Reporting by Charities". Statement of Recommended practi￿ applicab￿ to charit￿$ preparing their accounts in accordanc8 with the Financi81 Reporb'ng Standard applicable in the UK and Republic of Ireland IFRS 1021 leff8cts.ve 1 January 20151- Icharilies SORP IFRS 10211, the Financial Reporbng Standard applicable in the UK and Republic of Ireland IFRS 102) and the Charities Act 2011. Ba818 of preparatlon A5hover Parish Hall Charitable Incorporated Organisatw)n meets th& definition of a public benefit entty under FRS 102. Assets and liabilrties are inib.alty recognised at historical cost or trans¥tion value unless otherwise stsled in the relevanl accountsng policy notes. Exomptlon from preparfng a ¢a8h flow •tat•mfrnt The charity opted to early adopt 8ullets"n 1 published on 2 February 2016 and have ther&for8 not included a cash flow statement in these financ￿1 statements. Golng conc•rn The trustee COnSKler that there are no material uncertaintss about the charity's abilty to continue as a going concern. Taxatlon The charty is ¢on$idered lo pass the tests set out in Paragraph 1 Schedulè 6 of the Finance Act 2010 and therefore it meet$ the definiti'on of a charitable company for UK corporation lax purposes. Accordingly, the charity is potenlialty exempt from taxalK*n in respect of in￿rne or capital gains received within categories covered by Chapter 3 Part 11 of the CorporatKsn Tax Act 2010 or Section 256 of the Taxation of Chargeable Gains Act 1992, to the extent that sueh income or gains are applied exclusively lo charitsble purposes. Depreclallon and amortlsallon Depreciabon is provided on tangible fixed assets so as to vniie off the cut or valuatM)n. lèss any estimated residual value., over their expected us•fvl •conomic life as follows.. Stock Stock is valued at the lower of cost and esb"mated selling price less costs to complete and sell. after due regard for obsolete and slow moving stocks. Cost is determined using the first-in. first-out IFIFOI. Cash and ¢a8h oquivalents Cash and cash equivalents ¢omprfse cash on hand and call dep)sits, and other short-ierm highly liquid investments that are ￿adity convertible to a known amount of cash and are subject to an insignificant risk of change in value. P4e2 Notes to the Financial Statomonts for the Year Ended 31 March 2021 2 Taxation The charity is a registered charity and is therefore exempt from taxation. 3 Tangible flxod assets Land and buildings Furniture and •quipm•nt Total C08t Al 1 April 2020 Additions 296.903 31.017 318 327,920 318 Al 31 March 2021 296,gY)3 31.335 328,238 D8prgciatlon At 1 April 2020 Charge for the year At 31 March 2021 15,120 2,952 15.120 2.952 18,072 18,072 Not book value At 31 March 2021 296.903 13,263 310,166 At 31 March 2020 296,903 15,897 312,800 4 Stock 2021 2020 Stocks 1,405 2,459 S Debtorn 2021 2020 Prepayments 154 150 6 Cash and cash oqulvalents 2021 2020 Cash on hand Cash at bank 350 98,792 585 87,959 99,142 88,544 Page 3 Notes to the Finaneial Statsmonts for th• Year Ended 31 March 2021 7 Credftors: amounts falling due withln one yoar 2021 2020 Other taxatKsn and sctial security Other eredilors Accruals 136 2.410 1,465 {28) 1.230 2,725 4,011 3,927 8 Anaty818 of not assets betweM funds Llnre8trl¢t•d funds Gonoral Total fund¥ at 31 March 2021 Tangible fixed assets Current assets Curr8nl liabilities 310.166 100.701 4,011 310.186 100,701 4,011 Total net assets 408,856 4Cfj,856 Unr05trlcted fund8 G•nor•l Total fund8 at 31 March 2020 Tangible fixed assets Current assets Cu￿ent liabilitie8 312.800 91.153 3,927 312,800 91,153 3,927 Total net assèts 400,026 400,026 P&3e 4 ASHOVER P L CHARITABLE INCORPORATED ORGANI ATION Profit and Los8 A nt for thg Year En rch 2021 S81es-bar 18.585 Opening stock Purch8SèS CIo8ing stock 2.459 2.459 10,128 -2,459 1.053 10,128 Gros• profit -1,053 8.457 Bank int&r&$l received Rentals rgcelved Grants Job Ralention Scheme support Othgr Income-lncluding baf stock donation8 326 374 43,431 39.838 6,020 2.189 49.784 1.250 53.512 Repair8 SerAJrty Rgl Wat&r rates Gas and •lethdty Salaries Pension contrtbutlon$ Tralning Accountancy Insurance Cleaning and Irgde wa810 Office expense$ Communications and l.T. Sundry expense$ Licon¢e$ Website and advertising Bank d)argè$ Depreciation 9.953 7,855 1,081 1,139 449 7,202 19,131 142 312 1,908 1,807 2.559 1,218 1.154 139 91 3,860 19.166 170 1.880 1.412 441 550 3S 572 256 2.952 475 3.738 Tot81 wenwd 42,953 51,282 Net Profftllo•s 6,830 2,230 Page 5 ASHOVER P H HALL CHAR￿ABLE INCORPORATED ORGANISATION nce Sheet a8 31st March 2021 2021 2020 Fixed Assets Land & buildings Fixtures and fittings Equipment Tol81 296,903 6.608 6,655 296.903 7,024 8,873 310,165 312,800 Sloek Sanlander4urrent S•ntander-depo$il Nat￿n81 Savings acco¥Jnl Cash Other debtors 1,406 49.426 7.850 41,S16 360 155 2,459 38,919 7,820 41.220 585 179 100,702 91,181 Deposits Other creditors -2.410 -1,601 -1,230 -2,725 N•t A••ots 406,856 400.026 Accumulated Fund Balance at 31st March 2020 Surplus for tho year Totsl Funds 400.026 6,830 406.866 397,796 2,230 400,026 Page 6 R PARISH HALL C ABLE INCO TED Cash Flow forth8Y rEn h20 ¢￿h flows from operavno activitle 2.230 Non