## **Trustees’ Annual Report for the period**
**From 19[th] March 2020 To 31[st] March 2021**
**Charity name: Chalton Village Association**
## **Charity registration number: 1188647**
## **Objectives and Activities**
||SORP reference||
|---|---|---|
|Summary of the purposes of
the charity as set out in its
governing document|Para 1.17|The objective of the charity is to provide a village
hall for Parish use for activities such as meetings,
lectures or classes as well as other forms of
recreation and leisure time activities providing
social contact or entertainment for the benefit
of the inhabitants.|
|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|2020/21 was a very challenging year in relation
to providing access to the village hall for the
community benefit because the COVID lockdown
rules prevented normal social interaction. It also
resulted in a number of hall hires having to be
cancelled and deposits returned.
Although access to the hall was restricted during
the lockdown, a number of hall maintenance
activities were undertaken.
Also, the grounds were accessible 24/7
throughout the period to everyone, providing
much needed outdoor recreation space for local
inhabitants to exercise for the benefit of their
physical and mental health.|
|Statement confirming
whether the trustees have
had regard to the guidance
issued by the Charity
Commission on public
benefit|Para 1.18|The trustees considered guidance from the
Charity Commission on public benefit when
planning activities. Although the Hall was closed
during the period due to Covid, access to the
grounds for all inhabitants was especially
valuable when government travel restrictions
prevented inhabitants from travelling to enjoy
fresh air and open spaces.|
## **Additional information (optional)** You may choose to include further statements where relevant about:
SORP reference Para 1.38 Policy on grant making
Para 1.38 Policy on social investment including program related investment Para 1.38 Contribution made by volunteers 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 unprecedented Covid lockdown restrictions
were completely outside our control but did
have an impact on our ability to make the hall
available for public use.
We did however install some Covid protection
measures such as the hand cleanser dispenser at
the main entrance to facilitate safe use of the
hall once restrictions were lifted.
The closure meant that there was time for some
hall improvements including some painting and
refurbishments of the hall.
We also replaced the central heating boiler,
which was old and had some reliability issues.
We continued to maintain the grounds,
including cutting the grass and also removing
some fallen and dangerous trees that were a
safety concern.
We were able to engage with National Grid and
obtain a community grant in support of the
Parish Council project to refurbish the village
playground. This, together with our contribution
enabled us to procure a “Pirate’s lair” climbing
frame for installation in the next financial year
for the benefit of all children.|
**Additional information (optional)** You may choose to include further statements where relevant about:
|Achievements against
objectives set|Para 1.41|
|---|---|
||||
|---|---|---|
|Performance of fundraising
activities against objectives
set|Para 1.41||
|Investment performance
against objectives|Para 1.41||
|Other|||
## **Financial Review**
|Review of the charity’s
financial position at the end
of the period|Para 1.21|Total receipts on unrestricted funds were
£57895 of which £34952 was the initial transfer
from the legacy village hall charity. £2,675 was
received from hall hires although £2,055 had to
be paid out in deposit returns. A £10,000 grant
was provided by Central Beds Council due to the
Covid situation. We were also successful in
receiving a community grant of £10,000 from
the National Grid designated to support
improvements of the playground. The Charity
contributed a further £5,000 to the playground
improvements. In addition to normal running
expenses there was a payment £ 1,200 for legal
fees related to the formation of the CIO. The
Balance carried forward on unrestricted funds at
31stMarch totalled £34.580|
|---|---|---|
|Statement explaining the
policy for holding reserves
stating why they are held|Para 1.22|The trustees have reviewed the reserves of the
charity and the policy is to maintain if possible a
balance of unrestricted funds to meet twelve
months’ operating costs in the event that hall
hires are not possible (e.g. during Covid
lockdown) or other emergency situations that
mayarise.|
|Amount of reserves held|Para 1.22|After reviewing the operating costs of the village
Hall, the trustees have agreed a reserve of
£7,000 which is equal to approx. 12 months
operating expense plus additional funds for
grass cutting and is well within the balance of
unrestricted funds.|
|Reasons for holding zero
reserves|Para 1.22|Not Applicable|
|Details of fund materially in
deficit|Para 1.24|Not Applicable|
|Explanation of any
uncertainties about the
charity continuing as a going
concern|Para 1.23|Not Applicable|
**Additional information (optional)** You may choose to include further statements where relevant about:
||The charity’s principal
sources of funds (including
any fundraising)|Para 1.47|Covid Lockdown had a significant effect on
funding in this period as hall hires are the
principal source of funding and these were not
allowed. However This was compensated for by
a one off Covid related grant of £10,000 from
the Central Beds District Council.
There was also a community grant of £10,000
from the National Grid, which was designated in
agreement with National Grid for the provision
of upgrades to the village playground.
There was also a contribution of £90 towards
tree surgery required in the grounds from the
Leslie Sell Charitable Trust and an EON Utility
refund of £177.87||
|---|---|---|---|---|
||||||
|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|||
## **Structure, Governance and Management**
|Description of charity’s
trusts:|||
|---|---|---|
|Type of governing document
(trust deed, royal charter)|Para 1.25|Constitution|
|How is the charity
constituted?
(e.g unincorporated
association, CIO)|Para 1.25|Chalton Village Association is a Charitable
Incorporated Organisation (**“CIO”**) set up under
the Charities Act and the General Regulations
2012.|
|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 first charity trustees are the same as those
of the previous Chalton Village Hall charity and
are appointed for a period of 3 years. Apart from
the first charity trustees, every trustee must be
appointed for a term of three years by a
resolution passed at a properly convened
meeting of the 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.|
|**Additional information (optional)**
You may choose to include further statements|**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|The charity trustees will make available to each
new charity trustee, on or before his or her first
appointment, a copy of the current version of
the constitution and a copy of the CIO’s latest
Trustees’ Annual Report and statement of
accounts.|
|The charity’s organisational
structure and any wider
network with which the
charity works|Para 1.51|This charity was formed in March 2020 as a
Charitable Incorporated Organisation (CIO) to
replace unincorporated charity “Chalton Village
Hall” (1068255). The Charity Commission
approved the transfer of assets on 5thMay 2020,
and on 20th May 2020, the trustees of the CIO
resolved pursuant to the charitable objects of
the CIO to accept such transfer and to grant an
indemnity to the Trustees under section 105 of
the Charities Act 2011.|
|Relationship with any related
parties|Para 1.51|The principal assets used by the Chalton Village
Association are Chalton Village Hall and the
surrounding grounds. These assets are owned by
the Leslie Sell Charitable Trust (Reg. No. 258699)|
|Other||The Licence to occupy the village hall expired in
September 2020 and the CVA committed to a
new 5 year lease on the hall. This will provide
some security to offer bookings on the hall in
the comingmonths andyears.|
## **Reference and Administrative details**
|Charity name|Chalton Village Association|
|---|---|
|Other name the charity uses||
|Registered charitynumber|1188647|
|---|---|
|Charity’s principal address|1, Luton Rd
Chalton
Beds
LU4 9UJ|
|||
**Names of the charity trustees who manage the charity**
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20|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year**|**Name of person (or body) entitled**
**to appoint trustee(if any)**|
|---|---|---|---|---|
||Jane Baker|Bookings|||
||Diane Delicate|Chair|||
||Debbie Grygiel|Treasurer|||
||Alison Williams|Secretary|||
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– 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 None held in this capacity
Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects
Details of arrangements for 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**
Declarations
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Independent examinerfs
report on the accounts
Section A
Independent Examiner s Report
R•port to the trustee•l
m•mbors of
Chalton Village A88(xiation
On accounts for tho yo•r
ended
31" March 2021
Charlty no
(If any)
1188647
S•t out on pag
I report to the trusteos on my examination of the accounts of the above
chaiity (Ihe Trusf) for the year WKl•d 3110312021.
Rospon•lbllttl•• and As the chaiity trustees cl the Trust. you are rnspon8ible for the preparatK•n
bas18 ol r•port of the ac£ounts in accordarKe *ith the requirements of the Charities Act
2011 (Ihe Acr).
I report in respect of my examination of the Trust's a¢Unts carried out
under sethn 145 of the 2011 Act and in carying out my examination, I
have followed the applicable Directions given by the Chaiity Commi&8ion
under section 145(5){b) of the Act.
I have a)mpleted my examination. I confimi that no material matters have
c¢)me to my attention
in connection wlth
tho examinalion which gives me cause to believe that in, any material
resp&*.'
accounting record8 were not kept in acconl8nce w6th section 130 of
the Act or
the accounts do not rd with the accounting records
Independent
èxamlnerf• Statement
I have no conctms and have come [08S no other matters in connection
with the examinatMM to which attention Shoubd be drawn in order to enable
proper und9rstarKling of the accounts to be reached.
. Please swete Ihe woth in brnckets rfthey do not apply.
Slgned:
Jf&LI
Nam•:
Relevant prof•sslonal
quallficatlonl•) or body
(If any>:
Addrms:
i+*
IER
October 2018