## **HANSLOPE VILLAGE HALL CIO ANNUAL REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2021** ## **CHARITY NUMBER 1165557** **Hanslope Village Hall Newport Road Hanslope Milton Keynes MK19 7NZ** Page 1 of 1 HANSLOPE VILLAGE HALL CHARITABLE INCORPORATED ORGANI&4TION (CIO) CHARITY NUMBER 1165557 INDEPENDENT EXAMINER'S REPORT FOR THE YEAR ENDED 31 MARCH 2021 Res tive Res onsibilities of Trustees and Examiner The charity's trustees are responsible for the preparation of the accounts. The charity's trustee5 consider that an audit is not required for this year under sertion 144121 of the Charities Art 2011 (the 2011 Artl and that an independent examination is r*eded. It is my responsibility to: - examine the accounts under Section 145 of the Act.. - to follow the procedures laid down in the General Directions given by the Chartty Commissioners under section 14515llbl of the Act.. and - to state whether particular matters have come to my attention. sis of Inde endent Examiner's Statement My examination was carried out in accordance with the general Direttions given by the Charlty Commission. An examination includes a ￿VIeW of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts. and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a 'true and fair view, and the report is limited to those matters set out in the statement below. In dent Examiner's Statement In connection with my examination, no matter has come to my attention: lal which gives me reasonable cause to believe that in any material respect the trustees have not met the requirements to ensure that= - proper accounting records are kept in accordance with section 130 of the Act- and Flnancial Statements are prepared which agree with the accountin8 records and comply with the accounting requlrements of the Act; or Ibl to which, in my opinion, attention should be drawn in order to enable a proper understanding of the Financial Statements to be reached. K 8rowningACMA Pagelofi ## **HANSLOPE VILLAGE HALL CHARITABLE INCORPORATED ORGANISATION (CIO) CHARITY NUMBER 1165557 ANNUAL REPORT FOR THE YEAR ENDED 31 MARCH 2021** ## Governing Document Hanslope Village Hall was built in the middle of the nineteenth century. Originally a village school it became the Property of St James the Great Church Sunday School Charity and was used as a Parish Hall. The conveyance document being dated 3rd December 1935. The Diocesan Trustees (Oxford) became Custodians of the property on 14th November 1977. The property was held on a forty year lease under a trust deed dated 12 June 1979 (and amended in 1983 and 1996) as a public charitable trust named Hanslope Village Hall Charity Registration Number 281981. The Hanslope Village Hall CIO Charity Registration Number 1165557 took over full responsibility for the lease and all assets, creditors and Debtors of the 1979 Hanslope Village Hall Charity on 1st April 2016. A new 40 year Lease was successfully negotiated between the Diocesan Trustees (Oxford) and the Hanslope Village Hall CIO Charity Registration Number 1165557 and signed on 3rd April 2020. ## Objects of the Charity Hanslope Village Hall shall be held on trust as a Village Hall for the use of the inhabitants of the Parish of Hanslope without distinction of sex or of political, religious or other opinions including use for meetings, lectures and classes and for other forms of recreation and leisure-time occupation with the object of improving the conditions of life for the said inhabitants. ## Summary of the Main Activities in relation to these Objects Hanslope Village Hall is available for hire by village organisations and individuals at preferential rates over those offered to non-residents of the Parish and other organisations. Regular activities include a preschool, various sports group activities, Women's Institute meetings, a craft club, drama group who stage shows in the Hall, a theatre dance group, a model club, Yoga and Pilates Classes. The Hall is regularly hired for children's parties and adult celebrations of one sort or another. Regular events are held to raise funds for the Village Hall activities. ## Trustees |for the Village Hall activities.
stees|||| |---|---|---|---| |_Name of Trustee_|_Office Held_|_Date Appointed_|_Duration of appointment_| |Mr Andrew Philip Grout|Chair|1st April 2016|Retired 1st May 2020| |Mr Robert George Hayward|Secretary|1st April 2016|Retired 31st March 2021| |Dr John Eric Sorrell|Treasurer &|1st April 2016|Renewed April 2019 - 3 years| ||Chair-elect||| |Mr Andrew Leonard Archer||1st April 2016|4 years| |Mr Gavin Graham Ruse||1st April 2016|Resigned 1st May 2020| |Mr Matthew N. Irvine||1st April 2016|Renewed April 2018 - 3 years| |Mr Andreas Elia||1st January 2018|3 years| |Jenni Allis||20th March 2019|3 years| |Sarah Anne Pollitt||20th March 2019|Resigned July 2020| |Gillian Glanville||29th July 2020|3 years| |Duncan Carter||29th July 2020|3 years| |Andrea Kingston||27th January 2021|3 years| |Win Parry||27th January 2021|3 years| |Mac Millington||27th January 2021|3 years| Board of Trustees selection ## **HANSLOPE VILLAGE HALL CHARITABLE INCORPORATED ORGANISATION (CIO) CHARITY NUMBER 1165557 ANNUAL REPORT FOR THE YEAR ENDED 31 MARCH 2021** Apart from the first charity trustees, every appointed trustee must be appointed for a term of three years by a resolution passed at a properly convened meeting of the charity trustees. In selecting individuals for appointment as appointed charity trustees, the charity trustees must have regard to the skills, knowledge and experience needed for the effective administration of the CIO. Each user group may nominate a Representative User and the Representative Users together will appoint one nominated trustee to serve for three years. ## Reserves Policy A reserve of £4,000 is held within the General Fund to cover fluctuations in income receipts and expenses payments and emergency expenses such as urgent repairs. A reserve is held to satisfy the condition of the lease to return the hall to the Parochial Church Council in "good and substantial repair" at the end of the term. This reserve currently stands at £6388, which is held in COIF Chaity Funds. ## Chairman's Report _(see next page)_ **HANSLOPE VILLAGE HALL CHARITABLE INCORPORATED ORGANISATION (CIO) CHARITY NUMBER 1165557 ANNUAL REPORT FOR THE YEAR ENDED 31 MARCH 2021** The year 2020-2021 has been a unique year for us all because of the Coronovirus Pandemic and this has had a major impact on Hanslope Village Hall as indeed it has had on all of us. The year started with the Village Hall completely closed in the first lockdown. The Board of Trustees introduced significant Covid Security measures to the Hall which enabled preschool to return, using just the large hall with restricted numbers. In October a few more groups returned to a limited use of the large Hall. The Hall closed again in January 2021 with the second lockdown to all groups except for preschool who were able to continue in the large hall. This situation continued until the end of the financial year. We are grateful for the help we received in our planning for the pandemic from ACRE (Action with Communities in Rural England) and Community Impact Bucks. The Pandemic has had a major impact on our income and put our very survival at risk. Our income from regular hirings dropped considerably and we lost most of our income from occasional hires such as children’s parties, wedding receptions and other events. The Pantomime, Vegan Fayres, Horticultural Show and Fashion Show were all cancelled significantly reducing our income. Many of our overheads however continued to require payment. The Hall Manager was put on furlough for the periods of lockdown, and we reduced the hours of our cleaning contractor. We applied for and received several government pandemic business grants and the Parish Council gave us a £4000 grant. Because of these grants and a small cash reserve we had in the Bank we have been able to survive so far and are secure moving forwards. Many of our regular user groups have now not held meetings in the Village Hall for a year! On a more positive note we have received a £48,500.00 Section 106 Grant from Milton Keynes Council to enable us to build a store extension at the back of the Hall. Section 106 money comes from the builders of the new developments in Hanslope. When the Hall is fully operational there is a desperate shortage of storage space for regular organisations' equipment. The new building will solve this problem. We are grateful to Robert Beesley for giving us a small piece of land for this development. Building work will commence in July 2021. Once the building is finished we plan a grand opening ceremony. Andy Grout, our previous Chairman, resigned as a Trustee in May 2020 as he was moving out of the village. We are enormously grateful for Andy’s leadership over many years. Gavin Ruse retired as a Trustee in May 2020 after a long stint both as Hall Manager and more recently as a Trustee. Sarah Pollitt resigned in July 2020 because she was leaving the village. A heartfelt “thank you” to all of them. We welcomed Gillian Glanville and Duncan Carter in July 2020 and Andrea Kingston, Win Parry and Mac Millington in January 2021 as new Trustees. The success of the Village Hall is dependant on an active and vibrant Board of Trustees (all volunteers) and I am most grateful to the support of all of the Trustees as we move forwards out of the pandemic. Page 1 of 2 In a “normal year” our fundraising events depend heavily on our group of volunteers who help in many different ways. We would like to increase our pool of volunteers and would be grateful for anyone interested in giving some of their time to helping us at fundraising events, advertising, with a bit of gardening or in many other ways. Contact: jenni@hanslopevillagehall.co.uk Hanslope Village Hall is there for the community of Hanslope. Its survival depends on it being regularly used and I urge every villager to support our endeavours as we struggle to come out of this dreadful pandemic. If you are thinking of a weekend celebration, a child’s birthday party or a family get together “think local” and see if our Hall fits the bill for your event. You can find full details of all of our activities on our website which is magnificently managed by Mat Irvine, a Trustee: www.hanslopevillagehall.co.uk . Thank you to one and all who support us. Dr John Sorrell Chairman 20th July 2021 Page 2 of 2 HANSLOPE VILLAGE HALL CHARITABLE INCORPORATED ORGANISATION (CIO} CHARITY NUMBER 1165557 DECLARATION FOR THE YEAR ENDED 31 MARCH 2021 We declare that the Trustee5 have approved the annual report by an on-line vote on 21st July 2021 and thi5 will be recorded in the minutes of the next Board of Trustee Meeting. I" eozi John So Treasurer (Chairman elect) /z/> Duncan Carter Treasurer elect Jenni Alliss Secretary ## **HANSLOPE VILLAGE HALL TRUST CHARITY NUMBER 281981 STATEMENT OF FINANCIAL ACTIVITIES** |**FOR THE YEAR ENDED 31 MARCH**
**2021**
Note
**INCOME**
Hall Hiring Income
8,399
Donations
102
Section 106 monies
6,137
Parish Precept
4,000
Covid Government Grants
18,001
Investment Income
2
8
36,646
**EXPENDITURE**
Hall Running Costs
3
21,266
Governance Costs
3
2,616
(23,882)
12,764
Investment Gains / (Losses)
0
**NET OPERATING INCOME FOR THE YEAR**
**12,764**
**FUNDRAISING ACTIVITY**
Fundraising Income
1,712
Fundraising Expenses
3
(1,000)
712
**CAPITAL MOVEMENTS**
Capital Grants Received (106 Fund)
48,500
Capital Grants Spent (106 Fund)
(6,137)
Depreciation
6
(7,788)
34,575
**NET MOVEMENT IN FUNDS**
48,051|**2020**
25,193
2
4,381
0
48
29,624
25,235
3,699
(28,934)
690
0
**690**
5,714
(1,895)
3,819
0
0
(16,531)
(16,531)
(12,021)|**2020**
25,193
2
4,381
0
48
29,624
25,235
3,699
(28,934)
690
0
**690**
5,714
(1,895)
3,819
0
0
(16,531)
(16,531)
(12,021)| |---|---|---| |||0| |||**690**| |||3,819
(16,531)
(12,021)| ## **Charity Commission figures** |Income (including grants)
Fundraising
Expenses
Fundraising
Depreciation
Profit|£
£
36,646
1,712
38,358
23,882
1,000
7,788
(32,671)
5,687|£
£
36,646
1,712
38,358
23,882
1,000
7,788
(32,671)
5,687| |---|---|---| |||| |||5,687| |**Summary 2020-2021**|| |---|---| |Income less expenditure|12,764| |Section 106 expenditure|(-6,137)| |Depreciation|(-7,788)| |FundraisingProfit|712| |**TOTAL**|**(-449)**| HANSLOPE VILLAGE HALL TRUST CHARITY NUMBER 281981 BALANCE SHEEr AT 31 MARCH Z021 2020 FIXED ASSET5 Tangible Assets Investments 655 8,433 CURRENT ASSErs Cash at Bank and in Hand Debtors and Prepayment5 655 8.443 li 67,9J6 1,472 16.680 3,006 69.378 70,033 19,686 28,129 CURRENT UABIUTIES Creditors and Accruals 144,9231 12,547) NEf ASSErs 25.110 25,582 ACCUMULATED FUNDS Balance Brought Fonmard Prior year adjustment Net Movement in Funds Less section 106received Balance Carried Forward 25,582 1241 48,051 148.5CK)I 25,110 37,603 112,0211 io 25,582 We declare that the Trustees have approved these Financial Statements and have authorised us to sign them on their behalf. 2¢ John Sorrell Cholmian elett Treosurer Date a/i/,, Duncan Carter Treasurerelert Date ## **HANSLOPE VILLAGE HALL TRUST CHARITY NUMBER 281981 NOTES - 2019-2020** ## **(Forming part of the Financial Statements)** ## **1 Accounting Policies** The principle accounting policies of the Trust are set out below: ## Basis of Preparation These Financial Statements have been prepared in accordance with accounting standards, Accounting and Reporting by Charities - Statement of Recommended Practice (SORP 2005), and the Charities Act 2011, under the accruals and going concern basis. These accounts have been prepared on the basis of historic cost (except that investments are shown at market value). There has been no change to the accounting policies since last year, and no changes have been made to Financial Statements for previous years. ## Incoming Resources Incoming Resources are included in the Financial Statements when the charity becomes entitled to the resources, the trustees are virtually certain they will receive the resources, and the monetary value can be measured with sufficient reliability. Where incoming resources have related expenditure (as with fundraising income) the incoming resources and related expenditure are reported gross in the Financial Statements. Grants and donations are only included in the Financial Statements when the charity has unconditional entitlement to them. Tax reclaims are included at the same time as the gift to which they relate. The value of voluntary help received is not included but is described in the annual report. Investment income is included in the accounts when receivable. Investment Gains / (Losses) includes any gain or loss on the sale of investments and any gain or loss resulting from revaluing investments to market value at the end of the year. ## Expenditure and Liabilities Liabilities are recognised as soon as there is a legal or constructive obligation committing the charity to pay out resources. ## Grants and Donations Building improvements funded directly by grants paid to contractors are included as income and expenditure within the Financial Statements. Other grants and donations are included within the Financial Statements as income once they have been received and there are no conditions to be met relating to them which remain in the control of the charity. ## Fixed Assets and Depreciation Assets are capitalised if they can be used for more than one year, and cost at least £500. Investments quoted on a recognised stock exchange are valued at market value at the year end. Depreciation is provided to write off the cost less estimated residual value (and grants where appropriate) of tangible fixed assets by instalments over their estimated useful economic lives as follows: Building and Improvements 10% per annum on original known cost ## **HANSLOPE VILLAGE HALL TRUST CHARITY NUMBER 281981 NOTES - 2019-2020** ## **(Forming part of the Financial Statements)** Plant and Machinery 25% per annum on original known cost ## **2 Investment Income** |Investment Interest
COIF Interest|**2021**
**2020**
**£**
**£**
0
0
8
48
**8**
**48**| |---|---| ## **3 Expenditure** ## Fees for Examining the Financial Statements No fees were paid for the independent examination of these Financial Statements. ## Analyses of Expenditure The resources expended have been analysed on the functional basis provided by Accounting and Reporting by Charities - Statement of Recommended Practice (SORP 2005). |_Fundraising Expenses_
Event and Administration Expenses
100 Club Prizes
_Hall Running Costs_
Rent and Rates
Heat, Light and Power
Travelling Expenses (manager)
Printing, Stationery & Software
Equipment Hire, purchase and Maintenance
Maintenance/Cleaning
General Expenses/insurance (includes payment in advance)
Staff expenses
Hall Management Costs (includes joining fee ACRE)
Professional Fees
Licences
_Governance Costs_
Telephone and internet
Legal Fees|**2021**
**£**
0
975
**975**
**2021**
**£**
116
2,232
0
642
1,942
10,275
2,635
0
145
438
793
**19,218**
**2021**
**£**
770
1,846
**2,616**|**2020**
**£**
975
920| |---|---|---| |||**1,895**| |||**2020**
**£**
355
2,228
0
393
1,725
11,649
1,941
0
25
349
761| |||**19,425**| |||**2020**
**£**
799
2,900| |||**3,699**| ## **HANSLOPE VILLAGE HALL TRUST CHARITY NUMBER 281981 NOTES - 2019-2020** ## **(Forming part of the Financial Statements)** ## **4 Employees** The CIO employ a Hall Manager who for part of the year was furloughed |under HM Government Covid 19 guidelines
Gross Wages and Salaries
less furlough income from HMRC
Employer's National Insurance Contributions|**2021**
**2020**
**£**
**£**
5,894
5,810
(3,846)
0
0
**2,048**
**5,810**| |---|---| ## **5 Trustees and Other Related Parties** ## Trustee Expenses No payment or reimbursement of out-of-pocket expenses have been made to any trustee or to a third party for any expenses incurred by a trustee during the year. ## Related Party Transactions No related party transactions have been undertaken by the charity during the year. ## **Tangible Fixed Assets** A unanimous minuted resolution of the Trustees on 12th July 2016 agreed to change the method of depreciation for these accounts to the straight line method: Building and Improvements 10% per annum on original known cost Plant and Machinery 25% per annum on original known cost |**Furniture &**
**Building Improvements**
**Fittings**
**£**
**£**
**Cost**
At 1 April 2020
155,777
2,220
1) Acoustic Tiles
2,786
2) Fire Alarm System
2,874
0
correction historical balance B/Fwd
(4,696)
At 31 March 2021
156,741
2,220
**Depreciation**
At 1 April 2020
154,205
1,009
Charge on balance brought forward
1,971
555
Charge on 1) Acoustic tiles 12 mths
279
Charge on 2) Fire Alarm System 5mths
287
0
Charge for the year
2,537
555
At 31 March 2021
156,742
1,564
**Net Book Value**
At 1 April 2020
7,232
1,211
At 31 March 2021
(1)
656
**7**
**Investment Assets**
**2021**
**£**
NONE
**0**|**Total**
**£**
157,997
2,786
2,874
(4,696)| |---|---| ||158,961
155,214
2,526
279
287
3,092| ||158,306
8,443| ||655| ||**2020**
**£**
**0**| ## **HANSLOPE VILLAGE HALL TRUST CHARITY NUMBER 281981** ## **NOTES - 2019-2020** **(Forming part of the Financial Statements)** |**8**
**Debtors and Prepayments**
Amounts falling due within one year
Hiring Debtors
Gift Aid
Prepayments
**9**
**Creditors and Accruals**
Amounts falling due within one year
Creditors
100 Club Prize income in advance
Section 106 Income in advance
Accruals & Deferred Income (PAYE)|**2021**
**£**
0
0
1,472
1,472
**2021**
**£**
1091
1289
42363
180
44,923|**2020**
**£**
918
0
2,088| |---|---|---| |||3,006| |||**2020**
**£**
1185
1002
360| |||2,547| ## **10 Accumulated Funds** |Analysis
Tangible Assets
Investments
Cash
Investment account
Debtors and Prepayments
Creditors and Accruals|**General**
**Fixed Asset**
**Fund**
**Fund**
**£**
**£**
0
655
0
0
34,163
0
0
0
1,472
0
(44,923)
0
(9,288)
655|**Fundraising**
**Total**
**Fund**
**£**
**£**
0
655
0
0
23,890
58,052
9,854
9,854
0
1,472
0
(44,923)
33,743
25,110| |---|---|---| ## General Fund The General Fund is the main fund of the Trust into which all of the income for the use of the Village Hall is placed and from which all the operating expenditure is borne. In addition, donations, bequests and grants which are not restricted in use are included here. |Fund brought forward from 2020
Add: Net operating Income for the year
At 31 March 2021|**Total**
**£**
25,582
48,052| |---|---| ||73,634| ## **HANSLOPE VILLAGE HALL TRUST CHARITY NUMBER 281981 NOTES - 2019-2020 (Forming part of the Financial Statements)** ## Fixed Asset Fund This fund is made up of the tangible fixed assets of the Trust. It includes building improvements which are being depreciated and will belong to the Parochial Church Council at the end of the lease. It also includes items such as tables and chairs (described as Plant & Machinery) which belong to the Trust and are being depreciated. |**Other Building**
**Improvements**
**£**
Fund brought forward
7,232
plus additions 2020-2021
0
TOTAL
7,232
Less: Asset Depreciation
(7,233)
At 31 March 2021
(1)|**Other Building**
**Improvements**
**£**
Fund brought forward
7,232
plus additions 2020-2021
0
TOTAL
7,232
Less: Asset Depreciation
(7,233)
At 31 March 2021
(1)|**Plant &**
**Machinery**
**£**
0
0
0|**Furniture &**
**Fixtures**
**Total**
**£**
1,211
8,443
0
0
1,211
8,443| |---|---|---|---| ||(7,233)
(1)|0
0|(555)
(7,788)
656
655| ## Fundraising Fund This fund is made up of income raised from the fundraising activities of the Trust. It is set aside to pay for capital items and major projects and not to be used against general running expenses of the hall, however, it may be used in this way if considered necessary by the Trustees. |Fund brought forward
Add: Net Income from Fundraising Activity
At 31 March 2021|**Total**
**£**
33,031
712| |---|---| ||33,743| ## **11 Cash in Bank and in hand** Reason for increase amount is Building Extension Section 106 monies not yet spent.