2023-03-31-accounts - Chalton Village Association

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Trustees’ Annual Report for the period

From 1[st] April 2022 To 31[st] March 2023

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	The hall has been used for many regular events in this period including Parish Council meetings, WI meetings and monthly village tea mornings. The weekly keep fit class continues to be popular and a weekly dance aerobics class is now in place. There are also plans to add a seated exercise class in the near future to support those who are less able. Toddington Town Band continued to use the hall for their weekly band practice and played at our Christmas carol concert. A village fun day was also hosted. The grounds continued to be available 24/7 throughout the period for community access and for the Sunday football club. A number of hall and grounds maintenance activities were undertaken and are itemised below.
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. This is reflected in the hall hires and regular events, as well as the one-off events held for the benefit of the local community and access to the grounds for all inhabitants for their own recreational purposes.

Additional information (optional) You may choose to include further statements where relevant about:

SORP reference

Policy on grant making	Para 1.38
Policy on social investment including program related investment	Para 1.38
Contribution made by volunteers	Para 1.38	We were previously concerned about ongoing dependence on a very small group of committed volunteers to keep the hall running smoothly. We had to reduce the number of private hall hirings because of effort required to manage bookings. Consequently, there was a concerted effort to publicise the need for additional help and a public meeting was held in January to stimulate support from residents. The meeting was well attended and we are pleased that a core group of volunteers agreed to join the committee to help support the charityobjectives.
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	Ongoing upkeep to the hall and grounds continued and in this period, in addition to the regular decorating, we undertook some boiler and plumbing repairs and purchased a new fridge for the kitchen for the benefit of hall users. There were also some repairs to the outdoor chapel area where vandals had managed to crack and displace one of the concrete benches. Regular grounds maintenance and tree pruning activities were also undertaken. The village fun day was an attempt to bring together all members of the community post Covid. It was a great success both in terms of bringing together the CVA, Parish Council, WI and other members as an organising committee, and in terms of success on the day. Activities such as a magician, bucking bronco, bouncy castle, train rides and radio controlled cars were enjoyed by all. Part of the revenue from the event was donated to two local

charities, Keech Hospice and Riding for the Disabled. The Help for Heroes “Tommy” silhouette statue purchased last year was again placed at the entrance to Water End Lane to commemorate Armistice Day and there was a small wreath laying ceremony attended by members of the community including two veteran soldiers from the village. The Christmas carol concert was as popular as ever and the hall was filled with residents who came to share the mince pies and mulled wine and join in the singing of carols accompanied by the Toddington Town band.

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

Financial Review
Review of the charity’s financial position at the end of the period	Para 1.21	Total receipts on unrestricted funds were £10,841. The main reduction compared to last year was because there was no Covid grant from Central Beds Council this year. Hall hire income was down by £3,716 due to reduced volume of private hires. Hall and grounds maintenance were the largest expenses and as predicted, utility bills doubled from £1,339 last year to £2,671. The total of unrestricted funds on 31stMarch 2023 carried forward to the next period was £39,324. This is broadly the same as lastyear which was £39,944.
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 to maintain the reserves at £10,000. This amount remains 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	Hall hires were the principal source of funding. There was also a one-off grant of £750 from Chalton Parish Council designated for the village fun day and this was augmented by £834 of receipts on the day itself.
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

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)
	Diane Delicate	Chair
	Debbie Grygiel	Treasurer
	Alison Williams	Secretary / Bookings

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

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

Signed on behalf of the charity’s trustees

Signature(s) A Williams Full name(s) Alison Williams Position (eg Secretary, Secretary Chair, etc) Date 05/11/2023

	Chalton Village Association	Chalton Village Association	Chalton Village Association	1188647	CC16a
	For the period from	01/04/2022	To	31/03/2023

Section A Receipts and payments
A1 Receipts	Unrestricted funds to the nearest £ - 9,257 - 750 834 10,841 - - - 10,841 3,240 2,671 1,521 242 660 355 1,119 310 970 374 11,461 - - - 11,461 - 620 - 39,944 39,324	Restricted funds to the nearest £ - - - - - - - - - - - - - - - - - - - - - - - - - - - - -	Endowment funds to the nearest £ - - - - - - - - - - - - - - - - - - - - - - - - - - - - -	Total funds to the nearest £ - 9,257 - 750 834 10,841 - - - 10,841 3,240 2,671 1,521 242 660 355 1,119 310 970 374 11,461 - - - 11,461 - 620	Last year to the nearest £
Trust Tree Maintenance Contribution	-				160
Hall Hire	9,257				12,973
CBC Grant	-				8,000
CPC Fun DayGrant	750				-
Fun DayReceipts	834				-
*Sub total*(Gross income for AR)	10,841				21,133

A2 Asset and investment sales, (see table).
	-
	-				-
*Sub total*	-				-
*Total receipts* A3 Payments
					21,133

Hall Deposit Returns	3,240				5,115
Utilities	2,671				1,399
Hall Maintenance	1,521				5,248
Grounds Maintenance	242				1,552
General & Office Expenses	660				1,064
Insurances	355				352
Hall Cleaning	1,119				585
Xmas Concert	310				455
Village Fun Day	970				-
Village Fun DayCharityDonation	374				-
**Sub total **	11,461				15,770

A4 Asset and investment purchases, (see table)
	-
	-
**Sub total **	-				-
*Total payments* *Net of receipts/(payments)* A5 Transfers between funds A6 Cash funds last year end *Cash funds this year end*
					15,770

	- 620	-	-	- 620	5,363
	-	-	-	-	-
	39,944	-	-	39,944	-
	39,324	-	-	39,324	5,363

CCXX R1 accounts (SS)

28/10/2023

Section B Statement of assets and liabilities at the end of the period

Details Details Chairs x 90 Tables x 26 Details *Total cash funds* (agree balances with receipts and payments account(s)) Details Cash Funds Petty Cash Details Fridge Microwave Oven Committee Room Table & 6 Chairs Artificial Christmas Tree Kitchen Utensils Signature DGrygiel Hall hire deposit returns Help for Heroes Armistice statue	Unrestricted funds Restricted funds to nearest £ to nearest £ 39,100 - 224 - - - 39,324 - OK OK Unrestricted funds Restricted funds to nearest £ to nearest £ - - - - - - - - - - - - Fund to which asset belongs Cost (optional) - - - - - Fund to which asset belongs Cost (optional) - - - - - - - - - Fund to which liability relates Amount due (optional) Unrestricted - - - - - Print Name DeborahGrygiel	Endowment funds to nearest £
		-
		-
		-
		-
		OK
		Endowment funds to nearest £
		-
		-
		-
		-
		-
		-
		Current value (optional)
		-
		-
		-
		-
		-
		Current value (optional)
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		When due (optional)






		Date of approval
DGrygiel	DeborahGrygiel	05/11/2023

CCXX R2 accounts (SS)

28/10/2023