Westbury-on-Trym Village Hall
Annual Report - 2020/2021
Registered Charity Number 202781
Report and Accounts 30 June 2021
The report of the Trustees for the year ended 30 June 2021
Introduction
The Trustees present their annual report and accounts for the year ended 30 June 2021
The Board of Trustees are satisfied with the performance of the charity during the year and the position at 30 June 2021 and consider that the charity is in a strong position to continue its activities during the coming year, and that the charity's assets are adequate to fulfill its obligations.
Review of progress and achievements
Firstly I’m sorry to report of the sad passing away of Phillip Singleton in June 2021. Phillip was a trustee of the hall for 10/11 years and mainly dealt with our buildings and maintenance and was always there to help in many other ways as well, including stocking and manning the bar. Phil will be sadly missed by all the village hall management committee and those who knew him.
This financial year has again been a very challenging and exceptional one for the hall due to the Coronavirus pandemic and as a consequence the hall has been closed for 10 months of the year, from July 2020 until April 2021. The hall then only opened for regular hirers for the rest of the financial year.
Our treasurer, Andrew Maddern, has resigned as a trustee but has offered to prepare our accounts until further notice. Our wedding bookings secretary, Rachel Ashton, had also resigned at the beginning of the year due to personal reasons so this position has come back to myself to manage.
I’m pleased to report that Henry Deval, our previous chairman, has offered to come back onto the committee and has been co-opted as a trustee together with Patrick Thorpe who will now deal with our buildings and maintenance. Patrick has already made a great start in having the asbestos removed from the 4 doors downstairs, together with other maintenance, health and safety work.
Whilst the hall has been closed due to Covid-19 we have taken the opportunity to not only decorate where necessary but also install a new floor in the committee room and on the stage together with a total refurbishment to the main hall and hall entrance floors. These improvements will now make our village hall an even more attractive venue to hire.
I would like to thank the committee for their support and all our volunteers over the year with particular thanks to our gardener Mike Chant who always keeps our lawns and gardens in pristine condition.
Due to the Covid-19 pandemic and the consequent closure of the village hall there will not be any detailed reports as in previous years on the various areas of running the Village Hall.
Name, registered office and constitution of the charity
The full name of the charity is Westbury-on-Trym Village Hall.
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The legal registration details are: Date of formation 16 February 1962 The Principal Office is Eastfield Road, Westbury-on-Trym, BS9 4AG Charity Registration Number 202781 The telephone number is 0117 962 3399
Objectives and Activities of the Charity
A summary of the objectives of the charity as set out in its governing document.
The objective of the Charity is to provide and maintain a village hall for the use of the inhabitants of Westburyon-Trym and surrounds for recreational and leisure purposes.
Public benefit that is provided by the charity
The Management Committee aims to provide first class Hall facilities at an affordable cost to the local community and the charity depends largely on the continuing help of local volunteers.
The Hall is available for hire by any individual or organization in accordance with the standard hiring agreement and scale of charges adopted for the year. It is intended that the scale of charges be sufficient together with the associated bar profit to generate enough income to meet all expenditure incurred in providing and improving the Hall and maintain a reserve of accumulated funds which will enable them to properly maintain and operate the Hall. This reserve will also provide resources to meet exceptional costs and/or running expenses should unforeseen circumstances arise to interrupt normal fund raising activities. The Trustees intend that the reserve will be at least £30,000 and will not in normal circumstances exceed £120,000. Improvements are also funded by events arranged by supporters of the Hall, and from income, donations, dividends and interest.
Structure, Governance and Management
Nature of the Governing Document and constitution of the charity
The Charity's governing document was signed and sealed on 8th October 1981. It covers the administration of the charity, outlines its charitable objectives, deals with the appointment, procedures and obligations of the committee of management and the conduct of meetings.
Financial Review
Availability and adequacy of assets of each of the funds
The Board of Trustees is satisfied that the charity's assets in each fund are available and adequate to fulfill its obligations in respect of each fund.
Transactions and Financial position - this is attached to this report
The members of the Board of Trustees of the Charity during the year ended 30 June 2021 were:
J. Calway
H. Long
G. Plummer
J. Plummer
P. Singleton Plus 2 Co-opted trustees Henry Deval Patrick Thorpe
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The Trustees are all members of the charity.
Any new nominations for Trustees - Names to be given at the AGM meeting.
The members of the Board of Trustees of the Charity at the date the report and accounts were approved were:
J. Calway
H. Long
G. Plummer
J. Plummer
Plus 2 Co-opted trustees Henry Deval Patrick Thorpe
Independent Examiner - to be appointed by the Trustees.
Statement of Trustees' Responsibilities
Charities registered in England and Wales that are not companies are allowed under section 42(3) of the Charities Act 1993 to prepare receipts and payments accounts provided the charity’s gross income is not over £250,000 for financial years ending on or after 1 April 2009. For financial years ending prior to 1 April 2009, this gross income threshold for receipts and payments accounting was lower at £100,000. Receipts and payments accounts are not expected to show a ‘true and fair view’ of the charity's financial activities and state of affairs as is required with accounts prepared on the accruals basis.
Accounting standards, which are primarily concerned with the presentation of a true and fair view, do not apply to receipts and payments accounts. However:
• receipts and payments accounts should be prepared in a consistent way from year to year; and
• if valuations are provided in the statement of assets and liabilities, they should be relevant, reliable and understandable.
The Trustees are responsible for maintaining adequate accounting records which disclose with reasonable accuracy at any time the financial position of the charity and which are sufficient to show and explain the charity's transactions and enable them to ensure that the financial statements comply with regulations made under the Charities Act. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.
The Trustees are also responsible for the contents of the Trustees' report and the responsibility of the independent examiner in relation to the Trustees' report is limited to examining the report and ensuring that, on the face of the report, there are no inconsistencies with the figures disclosed in the financial statements.
This report was approved by the Board of Trustees on 19th October 2021.
For Accounts Report - Please see separate document.
G. F. Plummer
Chairman
3 of 3
Westbury-on-Trym Village Hall
Audited Accounts
30 June 2021
Charity Number: 202781
Westbury-on-Trym Village Hall Contents
| Page | |||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Income and expenditure | 1 | ||||||||||||||
| account | |||||||||||||||
| Balance sheet | 2 | ||||||||||||||
| Notes to the accounts | 3 - 4 |
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Westbury on Trym Village Hall Page 1
Income and Expenditure Account
for the year ended 30th June 2021
2021 2020
£ £
Income 22,872 65,963
Cost of income 442 9,473
Gross Income 22,430 56,490
Other business income 2,140 411
Expenses
Rent rates power and insurance costs 5,708 15,306
Repairs and renewals of property & equipment 18,051 36,749
Telephone, fax, stationery and other office costs 1,607 4,182
Accountancy legal and other professional fees 2,704 2,473
Depreciation and loss/(profit) on revaluation (5,663) (378)
Other business expenses 1,424 778
Expenses 23,830 59,111
Surplus / (Deficit) 741 (2,209)
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Westbury on Trym Village Hall Page 2
Balance Sheet
as at 30th June 2021
Notes 2021 2020
£ £
Fixed assets
Equipment, machinery & motor vehicles 3 1,809 2,416
Other fixed assets 4 48,961 42,691
50,770 45,107
Current assets
Bar stock and work in progress 1,548 1,990
COIF Balance 78,769 78,738
Bank Balances 19,555 24,466
Cash in hand 470 470
100,342 105,664
Current Liabilities
Other liabiities and accruals 0 400
Net current assets 100,342 105,264
NET ASSETS 151,112 150,371
Funds of the Charity 5
Balance at start of period 150,371 152,580
Net (deficit)/surplus 741 (2,209)
Carried forward 151,112 150,371
Graham Plummer (Chairman)
Dated
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| Westbury on Trym Village Hall | Page 3 | |||
|---|---|---|---|---|
| Notes to the Accounts | ||||
| for theyear ended 30th June 2021 | ||||
| **1 ** | Accounting Basis | |||
| The accounts have been complied on a basis that enablesprofit to be calculated in accordance | ||||
| with UK GenerallyAccepted AccountingPractice | ||||
| **2 ** | Income and Expenditure Account Analysis | |||
| 2021 | 2020 | |||
| £ | £ | |||
| Income | ||||
| Donations | 50 | 146 | ||
| Grant(Covid-19) | 18,717 | 10,000 | ||
| Bar income | 409 | 15,006 | ||
| Corkage income | 161 | 1,580 | ||
| Public hire of hall | 3,534 | 36,251 | ||
| Event income | - | 1,095 | ||
| Village show | - | 1,200 | ||
| Miscellaneous | - | 684 | ||
| 22,872 | 65,963 | |||
| Cost of income | ||||
| Bar supplies/Stock Write Off | 442 | 7,609 | ||
| Events expenses | - | 1,864 | ||
| 442 | 9,473 | |||
| Other business income | ||||
| COIF dividends | 2,134 | 405 | ||
| Interest receivable | 6 | 6 | ||
| 2,140 | 411 | |||
| Expenses | ||||
| Rent, Rates, Insurance & Power | ||||
| Rates and water | (137) | 1,460 | ||
| Waste | 700 | 1,595 | ||
| Light and heat | 1,640 | 3,469 | ||
| Cleaning | 2,425 | 8,202 | ||
| Security | 1,080 | 580 | ||
| 5,708 | 15,306 | |||
| Repairs and Renewals of Property & Equipment | ||||
| Repairs and maintenance | 18,051 | 36,749 | ||
| 18,051 | 36,749 | |||
| Telephone, fax, stationery and other office costs | ||||
| Telephone and fax | 129 | 211 | ||
| Printing, postage and stationery | 64 | 204 | ||
| Equipment expensed | 1,413 | 3,768 | ||
| 1,607 | 4,182 | |||
| Accountancy legal and otherprofessional fees | ||||
| Professional indemnityinsurance | 2,704 | 2,473 | ||
| 2,704 | 2,473 | |||
| Depreciation and loss/(profit) on revaluation | ||||
| Depreciation | 607 | 812 | ||
| (Surplus)/deficit on COIF values | (6,270) | (1,189) | ||
| (5,663) | (378) | |||
| Other business expenses | ||||
| Sundryexpenses | 1,424 | 778 | ||
| 1,424 | 778 |
Westbury on Trym Village Hall Notes to the Accounts for the year ended 30th June 2021
Page 4
| 3 Equipment, Machinery and Motor Vehicles Cost At 1 July 2020 At 30 June 2021 Depreciation At 1 July 2020 Charge for year At 30 June 2021 Net Book Value At 1 July 2020 At 30 June 2021 4 Other Fixed Assets Investments 5 Funds of the Charity |
Equipment £ 69,653 69,653 67,237 607 67,844 - 2,416 - 1,809 |
Equipment £ 69,653 69,653 67,237 607 67,844 - 2,416 - 1,809 |
Equipment £ 69,653 69,653 67,237 607 67,844 - 2,416 - 1,809 |
|---|---|---|---|
| £ | |||
| 69,653 | |||
| 69,653 | |||
| 67,237 607 |
|||
| 67,844 | |||
| 2,416 | |||
| 1,809 | |||
| 2021 | 2020 | ||
| £ | £ | ||
| 48,961 2021 |
|||
| 42,691 | |||
| 2021 | |||
| Unrestricted funds | £ |
CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A Independent Examiner's Report Report to the trustee meMr3 of )nl£S IGu(4- 0j-T[lfj rfl U I I IPLL On accounts for the year endod 30 loii Charlty no (If any) 2gl78 1 Set out on pag08 I report to the trustees on my examination of the accounts of the above charity ("the Trusf) for the year ended Re8pon8lbllltles and As the charfty trustees of the Trust, you are responsible for the preparalion ba818 of report of th8 accounts in accordance with the requirements of the Charities Act 2011 {Ihe Acf,). I report in respect of my examination of the Trusl's 8cc%xJnts carried out under section 145 of the 2011 Act and in carrying out my examination. I have followed th8 applicable Directions given by the Charity Commission undèr section 145(5Xb) of the Act. I have completed my examination. l confimi that no material matters have come to my attention (other than that disclosed below ") in connection with the examination which gives me cause to believe that in. any material respect: accounting records were not kept in accordance with section 130 of the Act or the accounts do not accord with the accounting records Independent examinerfs statement I have no concèms and have come across no other mallers in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to b8 reached. . Please del8t8 the words in the brackets if they do not apply. Signed: Dato: Namo.. Relevant profosslonal qualifi¢ation(s) or body (If any).. Address: Fvlsf fr7t £ 1&14 fL&v_I Li SfryL, 69 3@1 . IER October 2018
Westbury-on-Trym Village Hall
Audited Accounts
30 June 2021
Charity Number: 202781
Westbury-on-Trym Village Hall Contents
| Page | |||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Income and expenditure | 1 | ||||||||||||||
| account | |||||||||||||||
| Balance sheet | 2 | ||||||||||||||
| Notes to the accounts | 3 - 4 |
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Westbury on Trym Village Hall Page 1
Income and Expenditure Account
for the year ended 30th June 2021
2021 2020
£ £
Income 22,872 65,963
Cost of income 442 9,473
Gross Income 22,430 56,490
Other business income 2,140 411
Expenses
Rent rates power and insurance costs 5,708 15,306
Repairs and renewals of property & equipment 18,051 36,749
Telephone, fax, stationery and other office costs 1,607 4,182
Accountancy legal and other professional fees 2,704 2,473
Depreciation and loss/(profit) on revaluation (5,663) (378)
Other business expenses 1,424 778
Expenses 23,830 59,111
Surplus / (Deficit) 741 (2,209)
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Westbury on Trym Village Hall Page 2
Balance Sheet
as at 30th June 2021
Notes 2021 2020
£ £
Fixed assets
Equipment, machinery & motor vehicles 3 1,809 2,416
Other fixed assets 4 48,961 42,691
50,770 45,107
Current assets
Bar stock and work in progress 1,548 1,990
COIF Balance 78,769 78,738
Bank Balances 19,555 24,466
Cash in hand 470 470
100,342 105,664
Current Liabilities
Other liabiities and accruals 0 400
Net current assets 100,342 105,264
NET ASSETS 151,112 150,371
Funds of the Charity 5
Balance at start of period 150,371 152,580
Net (deficit)/surplus 741 (2,209)
Carried forward 151,112 150,371
Graham Plummer (Chairman)
Dated
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| Westbury on Trym Village Hall | Page 3 | |||
|---|---|---|---|---|
| Notes to the Accounts | ||||
| for theyear ended 30th June 2021 | ||||
| **1 ** | Accounting Basis | |||
| The accounts have been complied on a basis that enablesprofit to be calculated in accordance | ||||
| with UK GenerallyAccepted AccountingPractice | ||||
| **2 ** | Income and Expenditure Account Analysis | |||
| 2021 | 2020 | |||
| £ | £ | |||
| Income | ||||
| Donations | 50 | 146 | ||
| Grant(Covid-19) | 18,717 | 10,000 | ||
| Bar income | 409 | 15,006 | ||
| Corkage income | 161 | 1,580 | ||
| Public hire of hall | 3,534 | 36,251 | ||
| Event income | - | 1,095 | ||
| Village show | - | 1,200 | ||
| Miscellaneous | - | 684 | ||
| 22,872 | 65,963 | |||
| Cost of income | ||||
| Bar supplies/Stock Write Off | 442 | 7,609 | ||
| Events expenses | - | 1,864 | ||
| 442 | 9,473 | |||
| Other business income | ||||
| COIF dividends | 2,134 | 405 | ||
| Interest receivable | 6 | 6 | ||
| 2,140 | 411 | |||
| Expenses | ||||
| Rent, Rates, Insurance & Power | ||||
| Rates and water | (137) | 1,460 | ||
| Waste | 700 | 1,595 | ||
| Light and heat | 1,640 | 3,469 | ||
| Cleaning | 2,425 | 8,202 | ||
| Security | 1,080 | 580 | ||
| 5,708 | 15,306 | |||
| Repairs and Renewals of Property & Equipment | ||||
| Repairs and maintenance | 18,051 | 36,749 | ||
| 18,051 | 36,749 | |||
| Telephone, fax, stationery and other office costs | ||||
| Telephone and fax | 129 | 211 | ||
| Printing, postage and stationery | 64 | 204 | ||
| Equipment expensed | 1,413 | 3,768 | ||
| 1,607 | 4,182 | |||
| Accountancy legal and otherprofessional fees | ||||
| Professional indemnityinsurance | 2,704 | 2,473 | ||
| 2,704 | 2,473 | |||
| Depreciation and loss/(profit) on revaluation | ||||
| Depreciation | 607 | 812 | ||
| (Surplus)/deficit on COIF values | (6,270) | (1,189) | ||
| (5,663) | (378) | |||
| Other business expenses | ||||
| Sundryexpenses | 1,424 | 778 | ||
| 1,424 | 778 |
Westbury on Trym Village Hall Notes to the Accounts for the year ended 30th June 2021
Page 4
| 3 Equipment, Machinery and Motor Vehicles Cost At 1 July 2020 At 30 June 2021 Depreciation At 1 July 2020 Charge for year At 30 June 2021 Net Book Value At 1 July 2020 At 30 June 2021 4 Other Fixed Assets Investments 5 Funds of the Charity |
Equipment £ 69,653 69,653 67,237 607 67,844 - 2,416 - 1,809 |
Equipment £ 69,653 69,653 67,237 607 67,844 - 2,416 - 1,809 |
Equipment £ 69,653 69,653 67,237 607 67,844 - 2,416 - 1,809 |
|---|---|---|---|
| £ | |||
| 69,653 | |||
| 69,653 | |||
| 67,237 607 |
|||
| 67,844 | |||
| 2,416 | |||
| 1,809 | |||
| 2021 | 2020 | ||
| £ | £ | ||
| 48,961 2021 |
|||
| 42,691 | |||
| 2021 | |||
| Unrestricted funds | £ |