Trustees' Annual Report for the period
| Period start date | Period start date | Period end date | ||||
|---|---|---|---|---|---|---|
| **From ** | 6 | April | 2021 | To | 5 April |
2022 |
Section A Reference and administration details
Charity name
Burpham Village Hall and Recreation Ground CIO
Other names charity is known by Registered charity number (if any) 1185796
Charity's principal address Burpham Village Hall The Street Burpham Postcode BN18 9RR
Names of the charity trustees who manage the charity
| 1 2 3 4 5 6 7 8 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) |
|---|---|---|---|---|
| Paul Challen | Chair | |||
| Heather Birch | Events co-ordinator | |||
| Trevor Cooper | Treasurer | |||
| Robert Essex | 7.8.21 – 5.4.22 | Co-opted bytrustees | ||
| Julie Tester | ||||
| Sandra Tomkins | ||||
| Names of the trustees for the charity, if any, (for example, any custodian trustees) | ||||
| Name | Dates acted if not for whole year | |||
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Names and addresses of advisers (Optional information)
Type of adviser Name Address
Name of chief executive or names of senior staff members (Optional information)
Section B Structure, governance and management
Description of the charity’s trusts
Constitution
Type of governing document (eg. trust deed, constitution) CIO How the charity is constituted
(eg. trust, association, company)
Elected at Annual General Meeting or co-opted by elected trustees. Trustee selection methods
(eg. appointed by, elected by)
Additional governance issues (Optional information)
You may choose to include additional information, where relevant, about:
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policies and procedures adopted for the induction and training of trustees;
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the charity’s organisational structure and any wider network with which the charity works;
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relationship with any related parties;
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trustees’ consideration of major risks and the system and procedures to manage them.
Section C Objectives and activities
Maintain and run a village hall and recreation ground for the benefits of the inhabitants of the Parish of Burpham or for the public at large in the interests of social welfare and the object of improving the conditions of Summary of the objects of the life of the inhabitants. charity set out in its To act for other charitable purposes for the benefit of the Parish of governing document Burpham.
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The village hall and recreation ground have been maintained in good repair and accessible for the use of villagers and the wider public. The recreation ground includes a playground which is inspected for safety and maintenance purposes on a weekly basis. It also includes a paved car park that is open to all and used by visitors to the recreation ground, hall and village, including those who park there for walking and birdwatching in the South Downs.
The village hall and recreation ground are used by villagers on a regular basis for sporting and social activities, both regular and one off. The hall Summary of the main is let to villagers or the wider public for larger events, such as wedding activities undertaken for the receptions, christening parties, children’s parties and funeral wakes. It is public benefit in relation to regularly used by Burpham Parish Meeting and, at elections, as a local these objects (include within polling station. this section the statutory declaration that trustees have The charity organise events that support and promote social cohesion in had regard to the guidance the village, for example a village summer barbeque in the recreation issued by the Charity ground. Commission on public benefit) In pursuing these activities the trustees have had regard to the guidance
In pursuing these activities the trustees have had regard to the guidance issued by the Charities Commission on public benefit.
Additional details of objectives and activities (Optional information)
You may choose to include further statements, where relevant, about:
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policy on grantmaking;
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policy programme related investment;
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contribution made by volunteers.
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Section D Achievements and performance
Summary of the main The main achievement of the charity has been to maintain the village achievements of the charity hall, car park and recreation ground in good repair and accessible for the during the year use of villagers and the wider public.
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BURPHAM VILLAGE HALL AND RECREATION GROUND
Charity no: 1185796
INCOME AND EXPENDITURE
year ending 5 April 2022
| 2021/22 | 2020/21 | |
|---|---|---|
| year | year | |
| £ | £ Notes | |
| Income | ||
| Hall hire | 6484 | 910 1 |
| Fund raising, social events, fete | -345 | 350 2 |
| Interest received | 1789 | 1706 |
| Grants, donations, miscellaneous | 3397 | 22378 3 |
| Total Income | 11324 | 25343 |
| Expenditure | ||
| Routine | ||
| Hall cleaning and supervision | 2933 | 3149 |
| Rent and Council Tax | 78 | 23 |
| Utilities | 3118 | 1589 4 |
| Insurance | 1034 | 950 |
| Playground inspection and repair | 3189 | 1583 5 |
| Comms, website, wifi, sundries | 972 | 845 |
| Subtotal | 11324 | _8139_6 |
| Investment in future or one-off | ||
| Lease rectification and transfer | 1703 | 5721 7 |
| VH repairs, maintenance and improvement | 3003 | 5659 8 |
| Subtotal | 4706 | 11380 |
| Total expenditure | 16030 | 19519 |
Notes to Income and Expenditure
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1 2021-2 represents a partial return to normality post Covid, though is still several thousand pounds short of where we want to be.
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2 In 2021-2, included cost of Summer 2021 party (no income) and cost of advertising for 2022 fete (income in following year)
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3 In 2020, Covid grants. In 2021-2, the £3k Parish Meeting grant and a donation following tea on the lawn organised by a villager.
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4 In 2020-1 utility costs were depressed by Covid
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5 In 2021-2, included repair of playground surface (using money set aside for such matters) approx £1990, as well as inspection
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6 It is simply coincidence that the 2021-2 subtotal equals income for that year
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7 The legal costs of renewing the lease
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8 In 2021-2, recladding of end of hall. In 2020-1, balcony, exterior decorating, windows.
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BURPHAM VILLAGE HALL AND RECREATION GROUND Charity no: 1185796
BALANCE SHEET as at 5 April 2022
| at 5 April | at 5 April | ||
|---|---|---|---|
| 2022 | 2021 | ||
| £ | £ | Notes | |
| Cash | 270 | 648 | |
| BVC Bank accounts | |||
| BVC Current a/c | 250 | 250 | |
| BVC Deposit a/c | 9339 | 13399 | |
| BVC Playground a/c | 4037 | 6029 | 1 |
| BVC Social account | 175 | 125 | |
| BVC CIO transition account | 1774 | 100 | |
| Total BVC bank accounts | 15574 | 19903 | |
| Investments | |||
| COIF Charities Investment Fund - Income Units | 31121 | 28306 | |
| COIF Global Equity Income Fund - Income Units | 35286 | 33477 | |
| Total investments | 66406 | 61783 | |
| Total liquid assets (cash, bank, investments) | 82251 | 82333 |
|
| Allocation of assets at 5 April 2021 (unrestricted unless stated) | |||
| Shorter term | |||
| Money owed, not yet paid | 1861 | 2 | |
| Payments received in advance for future hires | 1600 | 3 | |
| Legacy from Stephanie Atherton, set aside for special | |||
| purpose | 2000 | ||
| Completion of new lease | 5000 | 4 | |
| Village hall repairs/upgrades etc next 12 months | 8000 | 5 | |
| Set aside for possible Covid loss of income | 10000 | 6 | |
| Longer term | |||
| Kitchen long term refurbishment fund | 9000 | 7 | |
| Village hall long term fabric fund | 22000 | 8 | |
| Improvement of hall (restricted fund) | 2470 | 9 | |
| Playground fund | 4037 | 1 | |
| Permanent | |||
| Disaster / business continuity fund (permanent) | 15000 | 10 | |
| Unallocated | |||
| Unallocated reserves | 1283 | ||
| Total | 82251 |
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Notes to Balance Sheet
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1 The playground account currently holds the surplus of the fund collected for the new equipment
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2 Solicitor bill outstanding, and costs incurred not yet invoiced for playground inspection (billed annually in arrears)
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3 Money already received for hall hire
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4 This is a guess of further costs for our solicitor and for the other party's solicitor for finalising a new lease for sixty years, and resolving unexpected issues on the way.
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5 Work to front of hall (rough estimate)
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6 We had a noticeable shortage of bookings in 2021-2, and used up £5k of these reserves, which stood at £15k at April 2021; 2022-3 is looking much better, but prudence dictates maintaining a generous reserve for the time being
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7 Long term fund being built up for inevitable kitchen refurbishment
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8 For long term major repair needs of village hall, kept until needed.
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9 Capital fund restricted to improving disabled access etc. Likely to be used in 2022-3 or following year as part of work to front of hall.
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10 Permanent reserves to see us through a disaster
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