Trustees’ Annual Report for the period
From 1[st] April 2023 To 31[st] March 2024
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. There is a new seated exercise class in the hall to support those who are less able. -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 Para 1.38 Policy on grant making Para 1.38
| Policy on social investment including program related investment |
||
|---|---|---|
| Contribution made by volunteers |
Para 1.38 | Following the meeting in January 2023 a new committee was formed along with approximately 8 full time 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 | -Ongoing upkeep to the hall and grounds continued and in this period, we undertook some boiler and plumbing repairs and purchased a microwave for the kitchen for the benefit of hall users. -Regular grounds maintenance and tree pruning activities were also undertaken. - A Coronation Event took place for the local residents giving memorial coins to the all the children. -Childrens Christmas decoration making session was held and all the decorations were used around the hall and on the Christmas tree -The Help for Heroes “Tommy” silhouette statue 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 bythe Toddington Town band. |
Additional information (optional) You may choose to include further statements where relevant about:
| Achievements against objectives set |
Para 1.41 | |
| Para 1.41 |
| Performance of fundraising activities against objectives set |
||
|---|---|---|
| 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 £11,972.50. This is an increase compared to last year. Hall hire income was up to £9877.50 due to increased lettings and private hires. Hall and grounds maintenance were the largest expenses due to maintenance and electrical upgrades required this equated to £9805.54, utility bills increased to £3738.86. The total of unrestricted funds on 31st March 2024 carried forward to the next period was £30,240.90. This is reduced due to ongoing maintenance costs compared to 2023 which was £39,099.61. |
| 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 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 | n/a |
| Details of fund materially in deficit |
Para 1.24 | n/a |
| Explanation of any uncertainties about the charity continuing as a going concern |
Para 1.23 | n/a |
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. |
|---|---|---|
| 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 charity trustees are new and have been in situ since February 2023. 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 |
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 5th May 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 expires in October 2026 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 charity number | 1188647 |
| Charity’s principal address | 3 Chalton Heights Chalton Luton LU4 9UF |
|---|---|
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) |
|---|---|---|---|---|
| Nicola Bartlett | Chair | |||
| Jane Paris | Treasurer | |||
| Katie Girling | Treasurer | |||
– 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)
| 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 |
||
| Secretary | Gina Lilley | 5 Blacksmith Common, Chalton |
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) Full name(s) Nicola Bartlett Position (eg Secretary, Chair Chair, etc) Date 15 Oct 2024
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Chalton Village Association 1188647
Receipts and payments accounts CC16a
For the period 1/4/23 31/3/24
To
from
Section A Receipts and payments
Unrestricted Restricted Endowment
Total funds Last year
funds funds funds
to the nearest
to the nearest £ to the nearest £ to the nearest £ to the nearest £
£
A1 Receipts
Hall Hire 10,893 - - 10,893 9,257
CPC fun day grant - - - - 750
Fun day receipts - - - - 834
Quiz night ticket sales 1,080 - - 1,080 -
- - - - -
- - - - -
- - - - -
- - - - -
Sub total (Gross income for 11,973 - - 11,973 10,841
AR)
A2 Asset and investment sales,
(see table).
- - - -
- - - - -
Sub total - - - - -
Total receipts 11,973 - - 11,973 10,841
A3 Payments
Hall deposit returns 2,480 - - 2,480 3,240
Utilities 3,739 - - 3,739 2,671
Hall maintenance 7,836 - - 7,836 1,521
General and office expenses 751 - - 751 660
Insurances 405 - - 405 355
Hall cleaning 1,029 - - 1,029 1,119
Xmas concert 658 - - 658 310
Quiz night 963 963
Coronation 384 384 -
Village fun day - - - - 1,344
Grounds maintenance 2,801 - - 2,801 242
Sub total 21,046 - - 21,046 11,462
A4 Asset and investment
purchases, (see table)
- - - -
- - - -
Sub total - - - -
Total payments 21,046 - - 21,046 11,462
Net of receipts/(payments) [-] 9,073 - - - 9,073 - 621
A5 Transfers between funds - - - - -
A6 Cash funds last year end 39,324 - - 39,324 -
Cash funds this year end 30,251 - - 30,251 - 621
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Section B Statement o
| Details | Details | Details | Unrestricted funds |
Restricted funds |
Endowment funds |
|
|---|---|---|---|---|---|---|
| Categories | Cash funds Petty cash |
to nearest £ - 30,241- - 10- - -- |
to nearest £ - -- - -- - -- |
to nearest £ | ||
| Cash funds | - 30,241- |
- -- |
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| Petty cash | - 10- |
- -- |
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| B2 Other monetary assets B3 Investment assets B4 Assets retained for the charity’ s own use B5 Liabilities |
Total cash funds (agree balances with receipts and payments account(s)) Details Details Details Chairs x 90 Tables x 26 Fridge Microwave Hot water urn Help for Heroes Armistice statue Artificial christmas tree Details |
- 30,251- |
- -- |
- -- |
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| OK | ||||||
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Signed by one or two trustees on Date of
behalf of all the trustees Signature Print Name approval
K Girling Katie Girling 26/10/24
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