2021-03-31-accounts - Pilsley Village Hall

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Trustees' Annual Report for the period

From Period start date To Period end date Day Month Year Day Month Year 01 04 2020 31 03 2021

Section A Reference and administration details

Charity name

Pilsley Village Hall C.I.O.

Other names charity is known by

Registered charity number (if any) 1170654

Charity's principal address Pilsley Village Hall, Pear Tree Road, Pilsley

Chesterfield, Derbyshire

Postcode S45 8HU

Names of the charity trustees who manage the charity

Dates acted if not for whole Name of person (or body) entitled
Trustee name Office (if any) year to appoint trustee (if any)
1 James Walters Chair 2 Julian Moore Treasurer/Publicity Pilsley Village Hall C.I.O 3 Helen Ullathorne Secretary 4 Linda Moore Bookings 5 Pauline Allen Venue Supervisor

Name of person (or body) entitled to appoint trustee (if any)

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

Names and addresses of advisers (Optional information)

Names and addresses of advisers (Optional information)	Names and addresses of advisers (Optional information)	Names and addresses of advisers (Optional information)
Type of adviser Name Address
Village Hall Management	Helena Stubbs	Rural Action Derbyshire, Derbyshire County Council

Name of chief executive or names of senior staff members (Optional information)

Section B Structure, governance and management

Description of the charity’s trusts

Type of governing document C.I.O. Constitution (eg. trust deed, constitution)

How the charity is constituted C.I.O. Founding Constitution (eg. trust, association, company)

Trustee selection methods Elected by general public (eg. appointed by, elected by)

Additional governance issues (Optional information)

You may choose to include additional information, where relevant, about:

Pilsley Village Hall C.I.O. Trustees engaged with many of the services offered by Rural Action Derbyshire (RAD), a regional branch of Action with Communities in Rural England (ACRE), of which training programmes for trustees were available and attended by the trustees.

policies and procedures adopted for the induction and training of trustees;

Advice has been sought from the previous managers of the amenity and some practices were retained.

the charity’s organisational structure and any wider network with which the charity works;
Once charitable status was awarded, the trustees negotiated a long term lease of the interior of the hall. This was achieved through the guidance of RAD and co-operation of the then current owners, Pilsley Parish Council.
relationship with any related parties;
In view of considerable issues encountered during this period, the trustees
● trustees’ consideration of are compiling a procedure for employment of contractors. The Charity
major risks and the system Commission and other professional bodies will be consulted in this
and procedures to manage process.
them.

Section C Objectives and activities

The objects of the C.I.O. are to establish and run a village hall and to promote for the benefit of the inhabitants of the parish of Pilsley, without distinction of sex, sexual orientation, age, disability, nationality, race or Summary of the objects of the political, religious or other opinions, the provision of facilities for recreation charity set out in its governing or other leisure time occupation of individuals who have need of such document 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.

TAR

March 2012

Summary of the main activities undertaken for the public benefit in relation to these objects (include within this section the statutory declaration that trustees have had regard to the guidance issued by the Charity Commission on public benefit)

Rental revenues for this period were substantially limited because of the imposed government Covid19 restrictions (commonly described as Lockdown 1). The pandemic also greatly affected how the hall was managed, most dramatically as only one trustee was able to keep an eye on the property as all other four trustees were required to self-isolate. James Walters, the acting Chair, continued to monitor the premises during Lockdown 1 and dealt with any outstanding issues arising during that time. Julian Moore (Treasurer) and Linda Moore (Bookings) continued their roles from home, generally busy refunding pre-paid bookings. Throughout this period, trustees’ meetings were made on demand through a group WhatsApp page and conducted by a 45 minute Zoom session. An agenda was distributed via WhatsApp and the meeting extended should the need arise. Discussions centred on the then current Covid19 restrictions and a risk assessment was written - the committee consulting the government Covid19 website as well as the ACRES online recommendations for the re-opening of village halls. It was agreed to allow the local Table Tennis Club to hire the main hall provided they abide by the regulations. Twice weekly bookings for this club began in July. James Walters purchased and installed the required sanitising products in the hall lobby and placed information charts throughout the building. It was agreed a recommended 72 hour window between people entering the hall be in place and an employed cleaner ensure all surfaces be disinfected after hall use. Whilst it was encouraging to partially open the hall, having the Table Tennis Club as hall-hirers did prove problematic, not least because others wishing to hire the premises claimed the Tennis Table Club were given preferential treatment. With the exception of Staffa Health hiring the hall on two occasions to deliver flu vaccines, and Pilsley Village Fete Club booking the hall for a party, no other club, organisation or individual was allowed to hire the premises.

The hall benefitted from several grants: Pilsley Parish Council requested a temporary cut in the parachute payment given in previous years. £4,000 was paid in July; £500 was awarded by the Action Grant scheme to the hall in mitigation against lost revenues due to Lockdown; and in June £10,000 was awarded by the Local Restrictions Support Grant to mitigate against losses during Lockdown 2. These payments helped recover losses in rental income. To aid and simplify payments by hall users and the committee, all transactions are now made online.

Additional details of objectives and activities (Optional information)

As all day-to-day management consists of voluntary labour, the C.I.O. have maintained the same hire-costs as before, making the venue an affordable asset for village residents.

However, having critically low numbers managing the venue, especially in the later part of this financial year, has forced the trustees to review this precarious situation. Once again, attempts were made to recruit further local volunteers without success.

You may choose to include further statements, where relevant, about:

Whilst efforts to formalise a policy for hiring contractors have not yet been made, it has been agreed to do so when meetings can be made in person.

policy on grantmaking;
policy programme related investment;
contribution made by volunteers.

TAR

March 2012

Section D Achievements and performance

The considerable challenges of a year severely affected by the pandemic Summary of the main has stretched the committee’s resolve to maintain a venue, both achievements of the charity financially and structurally, that will ultimately serve the residents of during the year Pilsley and beyond. With only one trustee able to offer hands-on support, it has been extremely difficult to focus on any improvement projects but it is hoped the hall facilities will be enhanced in the future.

Section E Financial review

Restricted Reserves: Currently we do not have restricted reserves. General Reserves: Presently the trustees have a separate contingency bank account which, it is hoped, will be added to in the future. This is held in reserve for unforeseen (maintenance) expenditure, and as a source for ‘match funding’ should a large grant be sought. Trustees Review of General Reserve: It was agreed the contingency account provided a level of financial insurance against unforeseen expenses.

Brief statement of the charity’s policy on reserves expenses. Details of any funds materially Not applicable in deficit

Further financial review details (Optional information)

You may choose to include additional information, where relevant about:

the charity’s principal sources of funds (including any fundraising);
how expenditure has supported the key objectives of the charity;
Funding is sourced from hire-fees, Pilsley Parish Council interim grant, a 100 Club scheme and grant applications from regional and national funding bodies.
The C.I.O. has endeavoured to provide an asset villagers are proud of. The use of the Awards for All grant together with some of the money from the contingency account has enabled the trustees to provide clean, pleasant toilet areas for hall-users. The foyer has also been updated making the main entrance more welcoming.
investment policy and objectives including any ethical investment policy adopted.

TAR

March 2012

Section F Other optional information

Section G Declaration

The trustees declare that they have approved the trustees’ report above.

Signed on behalf of the charity’s trustees

H J Ullathorne Signature(s) J Moore Helen Ullathorne Full name(s) Mr. Julian Moore Secretary Treasurer Date 11 January 2022

Position (eg Secretary, Chair, etc)

TAR

March 2012

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PILSLEY VILLAGE HALL 1170654
Receipts and payments accounts CC16a
For the period from Period start date 1st April 2020 To 31 March 2021 Period end date
Section A Receipts and payments
Unrestricted funds Restricted funds Endowment funds Total funds Last year
to the nearest £ to the nearest £ to the nearest £ to the nearest £ to the nearest £
A1 Receipts
Initial Grant - - -
Annual Grant 4,000 - - 4,000 8,000
Donations 14,520 - - 14,520 225
Covid support grants 5,669 5,669
Generated income 532 - - 532 11,855
Bank Interest 5 - - 5 39
- - -
Sub total (Gross income for AR) 24,726 - - 24,726 20,120
A2 Asset and investment sales,
(see table).
- - - -
- - - - -
Sub total - - - - -
Total receipts 24,726 - - 24,726 20,120
A3 Payments
Village Hall toilets refurbishment - - -
Light , heat and power 971 971 2,979
Cleaning and waste disposal 605 - 605 888
Safety checks and alarms 1,224 - 1,224 692
Water rates and sewerage 1,226 - 1,226 780
Repairs and maintenance - - - 1,341
Printing, postage, stationery and IT 394 - 394 182
Insurance - - - 550
Independent Examination of Accounts 150 150 250
Legal fees - -
Licences - - 158
Sundries - - 95
4,570 - - 4,570 7,916
A4 Asset and investment
purchases, (see table)
Meeting room Furniture and
furnishings - - -
- - - -
Sub total [ - ] - - -
Total payments 4,570 - - 4,570 7,916
Net of receipts/(payments) 20,156 - - 20,156 12,203
A5 Transfers between funds - - -
A6 Cash funds last year end - - -
Cash funds this year end 20,156 - - 20,156 12,203
Section B Statement of assets and liabilities at the end of the period
Unrestricted Restricted Endowment
Categories Details funds funds funds
to nearest £ to nearest £ to nearest £
B1 Cash funds Business bank account 21,331 - 20,668
Savings account 29,713 - 10,039
Petty cash - - 181
Total cash funds 51,044 - 30,888
(agree balances with receipts and payments
account(s)) OK
Unrestricted Restricted Endowment
funds funds funds
Details to nearest £ to nearest £ to nearest £
B2 Other monetary assets - - -
- - -
- - -
- - -
- - -
- - -
Details Fund to which asset belongs Cost (optional) Current value (optional)
B3 Investment assets - -
- -
- -
- -
- -
Details Fund to which asset belongs Cost (optional) Current value (optional)
B4 Assets retained for the - -
charity’s own use - -
- -
- -
- -
- -
- -
- -
- -
Fund to which Amount due When due
Details liability relates (optional) (optional)
B5 Liabilities -
-
-
-
-
Signed by one or two trustees on behalf of all the trustees Signature Print Name approvalDate of
JULIAN MOORE JULIAN MOORE
1
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CCXX R1 accounts (SS)

01/25/2022