Trustees’ Annual Report for the period
From: 19[th] August 2019 to 31[st] December 2020 Charity name: St Mary’s Church House Hall Trust (CIO) Prior to 19[th] August 2019 - St Mary’s Church Hall Trust (unregistered, founded in 1919)
Charity registration number: 1184940
Objectives and Activities
| SORP reference | ||
|---|---|---|
| Summary of the purposes of the charity as set out in its governing document |
Para 1.17 | Provision of a Community and Church Hall for use of inhabitants of Bridport without distinction of political, religious or other opinions including for meetings, lectures and classes and for other forms of recreation and leisure time occupation with the object of improving the condition of life for the said inhabitants. The hall was originally founded in 1925 by worthies of the adjacent St Mary’s Church but is now independent of that body. |
| 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 |
To manage via St Mary’s Church House Hall Management Committee the day-to-day letting of the hall, its cleaning, insurance, services, repairs and maintenance on a non- profit making basis, for the benefit of user groups from the local community. |
| Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit |
Para 1.18 | The Trustees confirm that they 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. |
Achievements and Performance
| SORP reference | ||
|---|---|---|
| Achievements against objectives set |
Para 1.41 | The trust has continued to meet its aims, as far as been possible in view of the pandemic, of providing a well-subscribed facility for inhabitants of the town and surrounding areas. |
| Performance of fundraising activities against objectives set |
Para 1.41 | All the trusts funds are raised by hall lets and income levels were well sustained until pandemic shutdown(s). The estimated daily session usage under normal conditions was in the region of 60 to 65 % of a realistic maximum total. |
|---|---|---|
| Investment performance against objectives |
Para 1.41 | The trust has no investments. |
Financial Review
| Review of the charity’s financial position at the end of the period |
Para 1.21 | This period covers from 19/08/2019 (when the prior unregistered trust was replaced by this C.I.O.) until 31/12/2020. Receipts were £12,726 and expenses £20,076 in the period. (The high level of expenses reflected the 16 months’ period plus the fact that early in the pandemic the opportunity was taken for some deep cleaning and re-painting.) The year-end holdings were £8,852, a decrease of £7,351 over the sums passed on from the prior unregistered trust. For comparison, in normal years the old trust had annual income and expenses both in the range £14000 - £16,000, with reserves of about £15,000. |
|---|---|---|
| Statement explaining the policy for holding reserves stating why they are held |
Para 1.22 | In normal times the (prior) Trust sought to hold in the order of one year’s typical income as contingency funds against any major repair/replacement needs or unanticipated drop in income. The CIO will follow the same policy as far as possible in the future. |
| Amount of reserves held | Para 1.22 | On 31/12/2020: £8,852 The prior trust: - on 18/08/2019: £16,203 - on 31/12/2018: £14,775 - on 31/12/2017: £14,190 |
| Reasons for holding zero reserves |
Para 1.22 | n/r |
| Details of fund materially in deficit |
Para 1.24 | n/r |
| Explanation of any uncertainties about the charity continuing as a going concern |
Para 1.23 | The main concern has been regarding the long-term effect of Covid 19, the hall having been closed since mid-March 2020 whenever required by UK Gov. regulation. Return or renewal of Hirers has depended very much on Government guidelines and people’s personal confidence. The committee has done all it can to ensure the hall is managed in a Covid-safe manner and has expended considerable effort in 2021 to restore the level of funds, from a wide variety of sources. |
Structure, Governance and Management
| Description of charity’s trusts: |
St Mary’s Church House Hall Trust (CIO) was registered in August 2019 and replaces the unregistered St Mary’s Church Hall Trust established by deed in in 1918. |
|
|---|---|---|
| Type of governing document | Para 1.25 | Trust Deed |
| How is the charity constituted? |
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 | The formal appointment of new individuals as charity trustees shall be made by the existing charity trustees. In selecting individuals for appointment as charity trustees, the charity trustees must have regard to the skills, knowledge and experience needed for the effective administration of the CIO. For historical reasons, St Mary’s Church, South Street, Bridport, may at their discretion appoint one of the CIO trustees, being such as but not limited to the rector, church warden or other individual associated with the church. |
Reference and Administrative details
| Charity name | St Mary’s Church House Hall Trust (CIO) |
|---|---|
| Other names the charity uses |
St Mary’s Church House Hall Management Committee: the charity is run on a day-to-day basis by the hall committee, comprising a group of volunteers drawn from users of the hall and operating to a constitution agreed with the Trustees. At least one member of the Management Committee must be a Trustee of the CIO. St Mary’s Church House Hall: two bank accounts are maintained under this name, on behalf of the CIO, by the Management Committee. |
| Registered charity number | 1184940 |
| Charity’s principal address | The address of the Trust’s Community Hall is Church House Hall, South Street, Bridport DT6 3NN. The address for correspondence in connection with Charity Commission/CIO matters is MF Crook, Chairman, St Mary’s Church House Hall Management Committee, 14 Thread Mill Lane, Pymore, Bridport DT6 5QT |
Names of the charity trustees who manage the charity **
| Trustee name | Office (if any) | Dates acted if not for whole year |
Name of person (or body) entitled to appoint trustee (if any) |
|
|---|---|---|---|---|
| Stephen Bartlett | Chairman # | From 19thAugust 2019 | Current trustees of the CIO and also St Mary’s Church – see box 3, Structure, Governance and Management as above |
|
| Anthony John Nott | Inaugural trustee # | From 19thAugust 2019 | ||
| Simon Wakely | Inaugural trustee # | From 19thAugust 2019 |
Was also a long-term trustee of the prior unregistered St Mary’s Church Hall Trust ** Appointment of further trustees is pending
Corporate trustees – names of the directors at the date the report was approved: None
Name of trustees holding title to property belonging to the charity:
The Trust owns no property but leases its Community Hall at a peppercorn rent from Magna Housing Association.
Currently the lease with Magna is still in the name of the Trustees of the unregistered St Mary’s Church Hall Trust but action (long delayed by the pandemic) is in progress to transfer the lease and its registration at the Land Registry into the name of the CIO.
The inaugural trustees of the CIO are the same as the long-term trustees of the unregistered St Mary’s Church Hall Trust.
Funds held as custodian trustees on behalf of others: None
Exemptions from disclosure:
None
Declarations
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees
| Signature Full name Position Date |
|
|---|---|
| Stephen Bartlett | |
| Chairman of Trustees | |
| 25/10/2021 |
Charity Name St Mary's Church House Hall Trust |
Charity Name St Mary's Church House Hall Trust |
Charity Name St Mary's Church House Hall Trust |
Charity Name St Mary's Church House Hall Trust |
Charity Name St Mary's Church House Hall Trust |
Charity Name St Mary's Church House Hall Trust |
|
|---|---|---|---|---|---|---|
| For the period from |
19/08/2019 Period start date |
To |
||||
| Section A Receipts and payments | ||||||
| A1 Receipts | Unrestricted funds to the nearest £ 10,546 1,896 122 - 161 - - - 12,725 - - - 12,725 1,379 971 480 1,117 4,922 860 8,900 784 496 104 63 20,076 - - - 20,076 |
Restricted funds to the nearest £ |
Endowment funds to the nearest £ |
Total funds to the nearest £ |
||
| Hall hire receipts | 10,546 | - - - - - - - - - |
- | 10,546 1,896 122 - 161 - - - 12,725 |
9,413 | |
| HMRC furlough receipts | 1,896 | - | - | |||
| Bank business account interest | 122 | - | 70 | |||
| Donations | - | - | 25 | |||
| PPL/PRS Licence refund | 161 | - | - | |||
| - | - | - | ||||
| - | - | - | ||||
| - | - | - | ||||
| Sub total(Gross income for AR) | 12,725 | - | 9,508 | |||
| A2 Asset and investment sales, (see table). | ||||||
| None | - | - - - |
- | - - - |
- | |
| - | - | - | ||||
| Sub total | - | - | ||||
| Total receipts A3 Payments |
||||||
| - | - | 12,725 | 9,508 | |||
| Electricity | 1,379 | - - - - - - - - - - - |
- | 1,379 971 480 1,117 4,922 860 8,900 784 496 104 63 20,076 |
1,288 | |
| Gas | 971 | - | ||||
| Water | 480 | - | 344 | |||
| Insurances | 1,117 | - | 36 | |||
| Repairs & maintenance | 4,922 | - | 2,303 | |||
| Renewals | 860 | - | ||||
| Cleaning: wages, cleaning materials | 8,900 | - | 3,558 | |||
| Cleaner's PAYE | 784 | - | 78 | |||
| PPL/PRS Licence subscriptionpayments | 496 | - | ||||
| Sundries | 104 | - | 473 | |||
| Uncleared cheque(hire rent refund) | 63 | - | - | |||
| **Sub total ** | 20,076 | - | 8,080 | |||
| A4 Asset and investment purchases, (see table) |
||||||
| None | - | - - - |
- | - - - |
- | |
| - | - | - | ||||
| **Sub total ** | - | - | - | |||
| Total payments Net of receipts/(payments) A5 Transfers between funds A6 Cash funds last year end Cash funds this year end |
||||||
| - | - | 20,076 | 8,080 | |||
| - 7,351 | - | - |
- 7,351 | 1,428 | ||
| - | - - |
- | - 16,203 |
- | ||
| 16,203 | - | - | ||||
| 8,852 | - | - |
8,852 | 1,428 |
NOTES:
(1) The CIO was established after discussion with the Charity Commission to replace an unregistered historical trust.
(2) Last year figures are those for the final 8 months of the historical trust and show the situation prior to the CIO.
(3) on page 2: The bank accounts are managed by the ongoing Hall Management Committee and were passed over to the CIO.
CCXX R1 accounts (SS)
25/10/2021
1
NOTES
| Section B Statement of assets | and liabilities at the end | of the period | of the period | NOTE Compare Unrestricted funds 18/08/2019 to nearest £ 4,670 (3) - 11,533 see p.1 16,203 Endowment funds to nearest £ - - - Current value (optional) - - Current value (optional) 1,176 911 334 44 When due (optional) - - Date of approval 25/10/2021 |
|---|---|---|---|---|
| Categories B3 Investment assets Signed by one or two trustees on behalf of all the trustees B1 Cash funds B2 Other monetary assets B4 Physical Assets retained for the charity’s own use B5 Monetary Liabilities |
Hall Furniture Signature Rent refund due to hirer Outside Equipment Kitchen Fittings, Equipment and Utensils Cleaning & Sanitary Equipment Details TSB Current account TSB Business Instant Access account Details Less uncleared cheque Details Total cash funds (agree balances with receipts and payments account(s)) Hire rent due (late payment) EDF Electricity refund due PPL/PRS Licence refund due Details None PAYE payment due to HMRC Details |
Unrestricted funds to nearest £ |
Restricted & Endowment funds to nearest £ |
|
| 1,260 | - - - |
4,670 | ||
| - 63 | - | |||
| 7,655 | 11,533 | |||
| 8,852 | - | 16,203 | ||
| OK Unrestricted funds to nearest £ |
||||
| 366 | ||||
| 496 | ||||
| 302 | ||||
| Fund to which asset belongs |
||||
| - | ||||
| - | ||||
| Fund to which asset belongs |
||||
| Unrestricted | ||||
| Fund to which liability relates |
||||
| Unrestricted | ||||
| Unrestricted | ||||
| 25/10/2021 |
CCXX R2 accounts (SS)
25/10/2021
2