Trustees’ Annual Report for the period
From Period start date 1[st] January 2021 To Period end date 31[st] December 2021
Charity name: Lazonby Village Hall CIO
Charity registration number: 1169785
Objectives and Activities
| SORP reference | ||
|---|---|---|
| Summary of the purposes of the charity as set out in its governing document |
Para 1.17 | The objects of the CIO are to establish and run a village hall and to promote for the benefit of the inhabitants of Lazonby and the neighbourhood (“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. (LVH CIO Constitution 2016 para. 3) |
| 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 |
The COVID pandemic meant the hall remained closed in the early part of the year, with COVID restrictions still in place after that in line with government guidance. Some groups started to return to use the hall, but bookings were negatively impacted overall. The hall saw a slow return of some groups, whilst others remained more cautious and delayed restarting. In normal times, the hall is used as a venue for a number of community groups including Funtots (singing group for pre-schoolers), Toddler Group, Lazonby W.I., Lazonby and District Photography Club, U3A badminton group, Lazonby Parish Council and Eden Valley Players. Private bookings for small family celebrations in line with government guidance restarted. Small business use also returned, e.g., Pilates. Eden Valley players performed Robin Hood as their annual Christmas panto – a welcome return. |
| Statement confirming whether the trustees have had regard to the guidance issued by the Charity |
Para 1.18 | The trustees have complied with their duty to have due regard to the commission’s public benefit guidance when exercising any powers or duties to which the guidance is relevant. |
Commission on public benefit
Additional information (optional) You may choose to include further statements where relevant about:
| SORP reference | ||
|---|---|---|
| Policy on grant making | Para 1.38 | N/A |
| Policy on social investment including program related investment |
Para 1.38 | N/A |
| Contribution made by volunteers |
Para 1.38 | Volunteers support the hall with collecting for the fund-raising lottery. Volunteering activity overall continued to be reduced due to the impact of COVID. |
| Other | ||
| 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 | The village hall has continued to benefit the local community as a venue for meetings, community events and private family functions as COVID has allowed. The trustees have maintained contact via Zoom for village hall meetings, including for the AGM, after no AGM was held in 2020. A Christmas pantomime-themed window competition for households in the village, with a socially distanced trail to judge the entries was less well supported than last year, but enjoyed by those who took part. Renovation work on the toilet areas and main entrance hall was completed, resulting in notable improvements for hall hirers, including private rooms for each unisex toilet (rather than cubicles); and a separate family room, and a separate disabled toilet area, rather than a combined baby changing area in the disabled toilet. The feedback from hall hirers has been positive. |
Additional information (optional) You may choose to include further statements where relevant about:
| Achievements against objectives set |
Para 1.41 | Renovation of the toilets and main hallway was a notable achievement. New stage curtains were hung and decorating of the stage wall end of the hall completed. Blackout blinds were installed in the main hall. |
|---|---|---|
| Performance of fundraising activities against objectives set |
Para 1.41 | An application to the Big Lottery Fund for a grant to start renovation work on the village hall kitchen in 2022 has been approved. |
|---|---|---|
| Investment performance against objectives |
Para 1.41 | N/A |
| Other |
Financial Review
| Review of the charity’s financial position at the end of the period |
Para 1.21 | The charity has continued to experience negative impacts from loss of income from most of its regular sources: hall hire, bar, snooker club and lottery, although there are signs of recovery. The income from the rental of Library Cottage has been maintained. The tenant gave notice on 31stDecember. The property will require work to renovate it to bring it up to a standard where it can be re-let. The work on the cottage will involve converting it into a one- bedroomed flat to provide the hall with additional space to extend and refurbish its kitchen, as well as provide storage space of tables and chairs out of the main hall area. The two projects will go hand in hand. Due to costs of the work on the toilets being higher than anticipated due to rapidly rising costs of materials and shortages, the work on the flat may have to be limited to the necessary structural changes to enable the hall kitchen to be extended. Ways to refurbish the flat will be considered, including using savings to enable the rental income to be reinstated as soon as is practicable. |
|---|---|---|
| Statement explaining the policy for holding reserves stating why they are held |
Para 1.22 | Reserves are held in case of emergency expenditure e.g. with the boiler. See reserves policy statement for further information. The reserves policy is set at £5000. |
| Amount of reserves held | Para 1.22 | £5000 |
| Reasons for holding zero reserves |
Para 1.22 | N/A |
| Details of fund materially in deficit |
Para 1.24 | |
| Explanation of any uncertainties about the charity continuing as a going concern |
Para 1.23 |
Additional information (optional) You may choose to include further statements where relevant about:
The charity’s principal sources of funds come from hall hire from regular and occasional
| The charity’s principal sources of funds (including any fundraising) |
Para 1.47 | users, revenue from the bar (when booked for both private and community functions), rental from Library Cottage (the former caretaker’s accommodation which sits within the footprint of the hall); the lottery and the snooker club. Grant funding from the Big Lottery has been secured for renovation work on the kitchen. |
|---|---|---|
| Investment policy and objectives including any social investment policy adopted |
Para 1.46 | |
| A description of the principal risks facing the charity |
Para 1.46 | |
| Other | The number of trustees is of some concern, although the current committee is very committed to the work of maintaining and building on the significant role the village hall plays in the social fabric of Lazonby. Maintaining morale and looking out for each other’s mental health is also a consideration going forward. |
Structure, Governance and Management
| Description of charity’s trusts: |
||
|---|---|---|
| Type of governing document (trust deed, royal charter) |
Para 1.25 |
Trust deed |
| How is the charity constituted? (e.g unincorporated association, CIO) |
Para 1.25 | CIO |
| Trustee selection methods including details of any constitutional provisions e.g. election to post or name of any person or body entitled to appoint one or more trustees |
Para 1.25 | By election at the AGM and by co-option at a duly constituted meeting of the trustees. Representation from user groups is encouraged. |
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 are provided with a copy of the constitution and policies of the committee, including Safeguarding and Health and Safety. Officer posts are over-lapped to allow handover and training time. |
|---|---|---|
| Para 1.51 | The trustees of the charity are also the volunteer management committee. The snooker club continues to be run by a sub-committee, reporting back at each main committee meeting |
| The charity’s organisational structure and any wider network with which the charity works |
and raising valuable funds for the hall. Eden Valley Players operates as a sub-committee, staging the annual pantomime and one other play. |
|
|---|---|---|
| Relationship with any related parties |
Para 1.51 | Support from the local branch of ACT |
| Other |
Reference and Administrative details
| Charity name | Lazonby Village Hall CIO |
|---|---|
| Other name the charity uses | Lazonby Village Hall |
| Registered charity number | 1169785 |
| Charity’s principal address | Lazonby Village Hall, Lazonby, Penrith, Cumbria CA10 1AQ |
Names of the charity trustees who manage the charity
| 1 2 4 5 6 7 9 10 11 12 13 14 15 16 17 18 19 20 |
Trustee name | Office (if any) | Dates acted if not for whole **year ** |
Name of person (or body) entitled to appoint trustee (ifany) |
|---|---|---|---|---|
| Lisa Adams | Bar manager and fire safetyofficer |
|||
| Carol Cutting | Chair and safe- guardingofficer |
|||
| Anna Monk | ||||
| Rebecca Taylor | Treasurer | |||
| BettyTownend | ||||
| Katie Treave | Minutes secretary | |||
| Gary Watt | Snooker Club manager and sub- committee chair |
|||
– Corporate trustees names of the directors at the date the report was approved
Director name
Name of trustees holding title to property belonging to the charity
Trustee name Dates acted if not for whole year
Funds held as custodian trustees on behalf of others
Description of the assets N/A held in this capacity Name and objects of the N/A charity on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements for N/A safe custody and segregation of such assets from the charity’s own assets
Additional information (optional)
Names and addresses of advisers (Optional information)
Type of Name Address adviser Name of chief executive or names of senior staff members (Optional information)
Exemptions from disclosure
Reason for non-disclosure of key personnel details
Other optional information
One member of staff: Sandra Allison (cleaner)
Declarations ThE trystè8 d•ctar• th•tihoy h4vq WPPmv¢d th• Ir418t••s' report wbovtr. Sionèd or b•halt of the charIty. Fu41 n•rnolsl Po•ltlon l•g S•cr•tary. Chair. etcl L NfrtLy 'IiLL L*" Date, 1_13d feb r"blCUL
CHARITY COMMISSION FOR ENGLAND AND WALES La20nby Village Hall 1169785 Recelptsand payments acUnts CC16a For the perlod from 01-Jan-21 To 31-De¢-21 5oction A Receipts and payments Unrestrkted funds Rertrkted fund$ Endowment funds Total funds Last year to the nearest to the nearest £ to the nearest £ to the nearert £ to the nearest £ Al Re¢elpts Hall hlre 1,443 1,443 1,979 Bar Iss FundraLsln8 3,597 3,597 455 Lottery 1,860 1,860 975 Snooker 399 399 Z06 Grants 17,669 20,669 12,2 DonatSons 252 Icm) 352 150 Rent 4,500 4,50) Bank interest 53 HMRC CiRS 606 606 1,820 Sub totsllGr05s Income for ARI 31,011 34,111 22.493 A2 Asset and Investment sales, lsee tablel. Sub totsl
Total recelpts 31,011 34111 22,493 A3 Payment$ stsff 2.232 2,232 3,854 Llght, heat and water 1.620 i(NJ 1,720 1,913 Insurance 1,870 1,870 1,863 Repalr and malntenance 1,694 1,694 448 Equlpment 1,754 1,754 257 Telephone and broadband 595 595 630 Llcenses 344 344 365 Waste collectlon 43 43 106 Snooker Bar 490 490 440 Fundralslng 1,783 1,783 232 Advertlsln8 57 EVP Lottery 850 850 473 Others 33 33 47 Legal and profes51onal Printlng, postage and statlonery Bulldlng works 20,070 24,070 Bank loan 5,371 38,749 .371 4,548 15.233 Sub total 4,100 42.849 A4 Asset and Investment purchases, (see table
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Slgned by one or two trustees on behalf of all the trustees Signature Print Narne Date of approval Mrs R Taylor Mrs C Cutting ¥Jz}L
CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examinerfs Report Report to the trusteesl members of LAZONBY VILLAGE HALL On accounts for the year ended 31 DECEMBER 2021 Charity no {if any) 1169785 Set out on pages Ir•.eTnOer io IrDliJde the pacJe nufTber5 oi addilional sheolsi I report to the trustees on my examination of the accounts of the above charity (Ihe Trust.) for the year ended 3111212021. Responsibilities and basis of report As the charity's trustees, you are responsible for the preparation of the accounts in accordance viilh the requirements of the Charities Act 2011 (Ihe Act"). I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carying out my examination, I have followed all the applicable Directions given by the Charity Commission under section 145(5Xb) of the Act. Independent I have completed my examination. I confimi that no material matters have examinerfs statement come to my attention 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 Charities Act.. or the accounts did not accord bmth the accounting records; or the accounts did not cornp with the applicable requirements conceming the fomi and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement thal the accounts give a Irue and fairf vtew which is not a matter considered as part of an independent examination. I have no cOnmS 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 undersianding of the accounts to be reached. . Please delete the w(xds in the brackets rfthey do not apply. Signed: Date: Z 2oZX Name: KAREN RAE Relevant professional qualification{sl or body {if any): FCCA Address: FAIRVIEW HOUSE VICTORIA PLACE IER Oct 2018
CARLISLE, CA1 1HP Section B Disclosure Only complete rf the examiner needs to highlight material matters of concern (see CC32, Independent examination of charty accounls.. directions and guidance for examiners). Give here brief details of any items that the examinerwishes to disclose. IER Oct 2018