VILLAGE HALL TRUSTEES. REPORT ST FOR THE YEAR ENDED 31 JANUARY 2021 INTRODucfioN The Trustees of Stainton Village Hall CIO present this annual report together with the Receipts and Payrnents statement for the year e¥Kled 31" January 2021. The financi21 statements have been prepared in accordance with the CIO'S governing document, the Charitie5 Act 2011 and Accounting and Reporting by Charities." Statement of Recommended Practice applicable to chzrities preparing therr accounts in accordance with the Finantia Reporting Standard applicable in the UK and Republic of Ireland IFRS 1021 leffective l January 20191. Dodd & Co. Chartered Accountants have been appointed to undertake the independent examination of the report and financial ¢tatement. GOVERNINC DOCUMENT Stainton Village Hall CIO was registered with The Charity Commission on 13 September 2016 as a Charitable Incoiporated Organi5ation ICIOI. registered charity nJmber 1169150. A copy of the CIO'S constitution is available upon ￿qUest. STRucfuRE, GOVERNANCE AND MANAC-EMENT The CIO is managed by its trustees act ng through the forum of the Village Hall Committee. Currently. there are ten trustees on the committee. The trustees are elected in accordan￿ with Sectron 9 of the CIO'S constitution dated S September 2016. The CIO has a comprehensFve set of policies governing the operation of the hall. All the policies are available on the hall's website at.. wMw.staintonvh.or .uk. The wlicies which are of particular relevance tc users of the hall li.e. Health & Safety, Equality and Diversity. Environment and Protertion of Child￿n and Vulnerable Acultsl are clearly identified in the trw)okings settion of the website. OBJECTIVES AND ACTIVlnES The objectives of 5tainton Village Hall CIO are: to e5t3bli5h, maintain and mn a village hall.. and to promDte the provision of facilitie5 for rec￿atIon or other ￿lSUre time occupation for the benefit of= the inhabitants of Stèinton village. near Penrith, Cumbria and the immediate surrounding area,. and individuals who have need of such faciltties by reason of their youth, age, infirmty or di5Bblement, financial h3rdship or social and econownic circUmstan￿S in the interests of social welfare and with the objects of improving their conditions of life. In determining these objertives, the Trustees have paid due regard to The Charity Commission guidance on public benefit. ACHIEVEMENTSAND PERFORMANCE Review Of Activities Following the openlng of the new village hall on 22 March 2019 and the progress achieved in the first ten months of operation. the CIO wa5 tn 3 strong position at the start of the financial year commencin8 I" February 2020. The trustees had established a pr￿raMMe of regular events to ralse funds to 5JPPOrt the running cost5 of=he hall Isuch as a community cafe. famers market and music events) and had also secured a number of regular hirers booking the hall on a weekly basis for a range of classes and other artivities. In addition. the trustees had planned a programme of month events in the hall to mark the 100 years anniversary of the existence of a village h311 in Stainton. However. as a result of Government restrictions due to Covid-19 the hall was closed from 21 IAarch to IO" September 2020, 5 November to 2- December 2020 and from 29" De￿mber 2020 to 31. January 2021. 3 total of 233 days in the financial year land the hall will remain closed at least until 12" April 2021- See the section on Future Plans below). During the periods when the hall was open the trustees organised iome fundraising events and most of the regular hirers continued to bwk the hall for iheir classes and other activities. A5 it was not poss¢ble for the tentenary events to take place the hall, the trustees made the decision to hold as many as PQ55ible online via Zoom. These events included a VE Day celebration and preseitations on a range of subjerts related to the lotal arèa leg local busine55e5, a local h storic house and its garden, the houses and gardens of the village, the Friends of Ullswater Society). The trustees also organised a monthly online quiz night and book club. The trustees believe that these orjline events were very succe55ful in bringing together members of the local community while meeting in person was not possible, and with that in mind the trustees continued to organi5e monthly presentations, a qui2 night and book club online beyond the original period of centenary events for the rest of the financial yeai. No charges were made for attending the online events so they did not raise any revenue directly. but towards the end of the year the trustees decided to open an account on a fundraising webstte to enable peDple to donate to the hall. F5nancial Review Overview The Cl(Ys income from its ordinary attivities. namely fundraising events organi5ed by the trustees and hiring out the hall, was considerably ￿d￿Ced as a result of the c105ures required by Coiid-19 restrictlons. However, this was more than oftset by payments received under the Government's Local Restrirtions Support Grants scheme. Recei The CIO'S total receipts forthe year trom income and Lottery fundinE were £40.204. The total unrestricted in¢orne amounted to £22.596. The main source of income was payments under the Governmenvs Local RestrictK>ns Support Grant scheme. introduced in response to the closures required by Covid-19 restrictions. which totslled £17,573. Fundraising event organised by the trustees raised £1.457 12020.. £4,49913nd hall hire income was £3.312 12020.. £6,404). The remainder coMpri￿d elertrtcity feed-in tariff of £182, donations of £60 and bank interest of £12. The CIO a150 received the final instalment of Lottery hjnding for the construction of the new hall of £17,608. Ex enditure The CIO'S expenditure for the year was £31.612. The main item5 of expenditure were £14.131 in relation to t.ie construction costs of the new hall and £4,160 in associated professlonal fees. Other significant iiems were new equipment for the hall of £2.911, ￿llItieS (electricity and w3terl of £1.617, Intemet services and licences Iincluding broadband and related equipment. email. online bookings. website, Zoom, music and lotterie5 licen￿) of £1.639. building works of £1.320 (making the main doors more access(ble for wheelchairsl.and cleaning and waste disposal charges of £1,414. Sur The surplus of incomè over expenditure was £8,592. FinancSal Resources at the Year End On 31" January 2021 the CIO'S financial resource5 comprised a current account balance of £30,592, a sawng5 account balance of £10,149 and cash of £28. The trustees are rnFndful that the final payment relating to the construction of the new hall, which 15 expected to be in the region of £ll.OCK1- £12.(MXI, ar¢d associated professional fees. will need to be paid out of the current resources. The trustees are also mindful that current account balance includes a grant of £2,553 received from the Cumbria Community Foundation in April 2019 whici is earmarked for an art5 project at the iall which should be completed dL*ring 2021. There are adequate funds in the current account to meet these payments while still leaving a healthy balance to fund the continued operation of the hall. RESERVES POLICY The trustee5 have agreed that the CIO should if possible maintain a balance of at least £IO.000 in-he CIO'S savings account by way of a financial reserve. The Trustees believe that the CIO has adequate financial resources to continue in operational existence forthe foreseeable luture. INVESTMENT POWERS AND REsfRicfioNS The TrLSStees have the powerto invest in such assets as they see fft. RISK ASSESSMENT AND COVIt>19 The key aspect of operational risk asse55ment and mitigation durkng the year was to implement new measures to ensure that the hall can te open a way which provides a Covid-secure environment. During the first period the hall was closed due to Covid-19 restrirtions, the trustees prepared omprehensive Risk Assessment and Methods Statement to facilitate the safe re-opening of the hall. This document was made available to all hirers of the hall. In addition. hirers were required to agree to supplemental Terms & Conditions Of Hire setting out the obligations on hirers to use the iall in accordance with Covid-secure guidelines. The Risk Assessment and Terms & Conditions were largely based on guidance published by the Government and Action for Communities sn Rural England. The key aspect of financièl risk during the year was the loss of income 3$ a result of the closure of the hall. Thi5 risk was substantially mitigated by the grants receTred under the Governmenvs Lotal Restrictions Support Grant scheme which were sufficient to meet the deficit from nomial operating income to cover the running costs of the hall. and have provided 3 buffer for the next year as it is expected that it will take some time for the operating income to build up once the hall has re- opened. PLAN5 FOR YEAR ENDING 31 JANUARY 2022 The trustees expect to re-open the hall following the Covid-19 restrictions in line with the timetable set out by the Government Provided the timetable does not change. a limited range of activities wi￿1 be permitted from 12" April 2021. and the hall will be open for general use from 17 May 2021. The trustees expett that most, if not all, of the regular hirer5 will return to the hall and enquirie5 have already been received for some other bookings. However. the trustees also expect that bookings for one-off events such as birthday partie5, weddings and training events. a< wel5 as attendarlce at. and income from, 50ffle of the fundraising events organised by the trustee5, such as muskc events and the community cafe, may take some time to return to pre-CDvid levels. While the trustees believe the CIO has adequ*e financial resources to meet the running costs of the hall during tFi5 period, it will be important to review the 51tuation once the level of income has reached a staèle level. xon. Treasu￿r, Stsinton Willage Hall CIO 8 June 2021 $r￿l￿roFI¥lLLAGE HALLCXI 11￿150 Recei Foitho p*fjod ts and payments accounts CC16a 01102r2020 To 31K)1fd021 Section A Receipts and payments Unrestricted Bestrltlgd Endowrnent Total fvnds Last ye A1 Recei Graft￿. newvillagotralw 17XIJ 171 (Cow&191 17 17KJ 12 12 EIp.r.IrKIty If8din FurfraI￿ 1312 3J12 cr ARJ 17A•I 12T.161 22596 17,f 40204 127.154 3 Paymènts l¢• k thargE5 oadb&rt Buildwwork 105 105 474 m*nienamL* IA14 14131 cODstr￿￿on ¢Onlr* Equiynéht mainlEnan￿￿ serrf 14131 151,•gS 247 247 Insvrag Lk8ncp5. IDNori8& aréZ(u p￿1P5S1O￿* fees-newhaTh 4477 1JJ49 utdrtias- 2,179 Uffi*IoS. ¥Yatèr 328 Sub lolwl 17 31*72 A4 Asset In¥estm•nt urchase¥, (see iable Sub total 14.004 17, 31.612 Ne*ofre￿o$/(PaymentsJ A5 Transfers bptween lunds A6 Cosh funds18$1)Tarend Cash lunds thl¥)wrend 32.778 31178 40.769 109,47B ,17 40,76 Section B Statement of assets arKJ liabilities at Ihe end of the period Unrestricled lunds Rostricted ILrnd5 Endowment funds Bl Cash tunds 1(1145 PoNyCa6h 28 rolal eash funds Endowmenl lunds tonEBreslt to £ Deli..15 B4 Assets r8tstn8d for the ehadty'$ own use F￿nd B5 Llablllll88 byom of aw Ir* tr￿$ o*è of ov pr￿tt Name Ptr11LIP i Jji *c ## **Independent examiner's report on the accounts** ## **Section A Independent Examiner’s Report** **Report to the trustees/** Charity Name **members of** Stainton Village Hall CIO **On accounts for the year** 31 January 2021 **Charity no** 1169150 **ended (if any) Set out on pages** 1-2 (remember to include the page numbers of additional sheets) I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended **31/01/2021** . **Responsibilities and** As the charity trustees, you are responsible for the preparation of the **basis of report** accounts in accordance with the Charities Act 2011 (“the Act”). I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed all 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 (other than that disclosed below *) in connection with the examination which gives me cause to believe that in, any material respect,: - the accounting records were not kept in accordance with section 130 of the Act; or - the accounts did not accord with the accounting records; or - • 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 this report in order to enable a proper understanding of the accounts to be reached. * _Please delete the words in the brackets if they do not apply._ **Signed: Name:** MARTIN S WARD **Relevant professional** FCA **qualification(s) or body (if any): Address:** Dodd & Co Limited, FIFTEEN Rosehill Montgomery Way, Rosehill Estate **Date:** 11/06/2021 **October 2018** **IER** 1 CARLISLE, CA1 2RW ## **Section B Disclosure** Only complete if the examiner needs to highlight matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners). **Give here details of any** NONE **items that the examiner wishes to disclose** . **October 2018** **IER** 2