Independent Examiner's Report to the Trustees of Orpen Memorial Hall (Registered Charity number 208912)
| report to the trustees on my examination of the accounts of Orpen Memorial Hall for the year ended 31! March 2022.
Responsibilities and basis of report
—
As the charity trustees of the Trust you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’). | report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination | have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the
Act.
Independent examiner’s statement
| have completed my examination. | confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect: 1. accounting records were not kept in respect of the Trust as required by section 130 of the Act; or
- the accounts do not accord with those records.
| have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.
J Stobart FCCA
RCCE House, Threshelfords Business Park, Inworth Road, Feering CO5 9SE 15" June 2022
ORPEN MEMORIAL HALL ACCOUNTS Registered Charity No. 208912
----- Start of picture text -----
|||||||||||
|---|---|---|---|---|---|---|---|---|---|
|Receipts|and|Payments|for year ending|31st|March|2022|
|2021-22|2020-21|
|Unrestricted|Designated|Restricted|Endowment|
|Funds|Funds|Funds|Funds|Total|
|£|£|£|2|£|£|
|Receipts|
|From|Voluntary|Sources|
|Grants|0.00|0.00|0.00|0.00|
|Fundraising|(Village|Fete)|707.50|0.00|707.50|0.00|
|Sub|Total|0.00|707.50|0.00|0.00|707.50|0.00|
|From|Trading|Activities|
|Lettings|Main|Hall|17057.00|17057.00|8362.88|
|Lettings|John|Lampon|Hall|9645.22|9645.22|7604.15|
|Letting|- PC &|Trust|412.50|412.50|0.00|
|Social|Club|Licence|Fee|4323.00|4323.00|1153.00|
|Social|Club|Meeting|Room|39.60|39.60|0.00|
|Play Group|Storage|558.31|558.31|455.80|
|Environment|Storage|446.00|446.00|415.00|
|Maint.|Contribution|from|PC|1500.00|1500.00|1500.00|
|Miscellaneous|10104.50|10104.50|10000.00|
|Sub|Total|44086.13|0.00|44086.13|29490.83|
|From|Assets|
|Investment|Income|/|Bank|Interest|0.86|583.50|584.36|567.44|
|VAT|Refund|1715.90|1715.90|1280.25|
|Total|Receipts|45802.89|707.50|0.00|583.50|47093.89|31338.52|
|Payments|
|Charitable|Activities|
|Electricity|2075.29|2075.29|2117.08|
|Gas|4057.69|4057.69|3537.24|
|Rates|150.80|150.80|0.00|
|Water|Rates|359.53|359.53|508.25|
|Insurance|1262.76|1262.76|1323.80|
|Cleaning|Materials|511.65|511.65|164.87|
|Administrators|salary|6764.16|6764.16|6638.48|
|Adminsitrators|expenses|731.51|731.51|561.82|
|Cleaning|9900.00|9900.00|3675.00|
|Waste|1894.03|1894.03|1351.83|
|Repairs|and|Repainting|1807.27|1807.27|1479.88|
|Replacement|and|Additions|1647.41|1647.41|705.38|
|=|Fees|and|Licences|1043.80|1043.80|55.00|
|Maintenance|1312.5|1312.50|2214.77|
|Public Works|Loan|5368.26|5368.26|5368.26|
|Covid-19|Costs|117.66|117.66|0.00|
|39004.32|0.00|39004.32|29701.66|
|Other|Expenditure|
|Covid-19|Costs|0.00|0.00|606.35|
|Legal|Fees|0.00|0.00|0.00|
|Fundraising|Costs|(Village|Fete)|0.00|525.91|0.00|525.91|0.00|
|VAT|2374.93|2374.93|1891.14|
|On|Assets|and|Equipment|Purchases|
|Building|improvements|0.00|0.00|0.00|
|Total|Payments|41379.25|525.91|0.00|0.00|41905.16|32199.15|
|Net Receipts|for the year|4423.64|181.59|0.00|583.50|5188.73|-860.63|
|Balances|at|start|of year|15404.03|1139.63|0.00|3552.86|20096.52|20957.15|
|Balances|at end|of year|19827.67|1321.22|0.00|4136.36|25285.25|20096.52|
----- End of picture text -----
ORPEN MEMORIAL HALL ACCOUNTS Registered Charity No. 208912 Statement of Assets and Liabilities at 31st March 2022
----- Start of picture text -----
||||||||
|---|---|---|---|---|---|---|
|2021-22|2020-21|
|Unrestricted|Designated|Restricted|Endowment|
|Funds|Funds|Funds|Funds|Total|
|£|.|£|£|£|£|£|
|MONETARY ASSETS|
|Deposits|and|Bank|Balances|
|Current Account|16339.48|16339.48|41735.11|
|High|Interest Account|3487.81|1321.22|0.00|4809.03|4808.55|
|;|4136.74|4136.74|3552.86|
|Orpen|Bequest Account|
|19827.29|1321.22|0.00|4136.74|25285.25|20096.52|
|_,|DEBTORS|
|a|Outstanding|Hall|hire fees|4582.28|»|66.00|
|VAT|reclaim|1521.23|862.20|
|CREDITORS|
|Hall|hire fees|in|advance|328.00|624.70|
----- End of picture text -----
INVESTMENT ASSETS (assets belonging to Endowment Funds) Orpen Bequest: COIF Charities Ethical Investment Fund - Income Units (7,064.48 units) bid market value £20,933.47 at 31/03/22
NON MONETARY ASSETS (assets belonging to Unrestricted Funds)
Land and Buildings Fixtures & Fittings Kitchen Equipment Stationery Office Equipment IT Projection equipment
DESIGNATED FUNDS
The terms of the Village Fete Sub-Committee state that the funds raised by the fete will be held in the ae Orpen Hall Trust bank account.
~]
Hap Trustees’ Annual Report for the period 4 Period start date Period end date a f From 01 April 2021 fo 31 March 2022
Section A
Reference and administration details
Charity name| Orpen Memorial Hall
Registered charity number (if any) | 208912
Charity's principal address |80 Chapel Road
West Bergholt
Colchester
~~ Names of the charity trustees who manage the charity
----- Start of picture text -----
; ‘ Name of person (or body)
1| West BergholtParishCouncl [| | |
| ns a es
----- End of picture text -----
Names of the trustees for the charity, if any, (for example, any custodian trustees)
[Names—“‘;sSCC—— Daattes acted if not for whole year
Names and addresses of advisers (Optional information)
----- Start of picture text -----
a of adviser Name Address
ime of chief executive or names of senior staff members (Optional information)
----- End of picture text -----
----- Start of picture text -----
Section B Structure, governance and management
----- End of picture text -----
Description of the charity’s trusts
Type of governing document|,,,. th th (eg, trust deed, constitution) Will proved 9" February 1918 and Scheme of 8" February 1944 How the charity is constituted Trust (eg. trust, association, company) Trustee selection methods |Appointment on becoming a member of West Bergholt Parish (eg. appointed by, elected by) |Council
Additional governance issues (Optional information)
TAR
1
March 2012
| teumaychooseigIngle additional information, where relevant, about: |
The Parish Council adheretotheNALC model Standing Ordersand Fidandial REequiatons n 9 ‘ |
|---|---|
| e policies and procedures adopted forthe induction and training oftrustees; ; oo e the charity’s organisational structure and anywider |
TheOrpen HallManagementCommittee overseetheday today |
| networkwith whichthe charity works; e relationshipwith any related |
|
| arties; | . . . . The Council as Sole Trustee continued to meeton a regular basis |
| ; ® trustees’ consideration of major risks and the system |
throughoutthe yearastheOrpen Hall Memorial Trust viaZoom andface —_ |
| and procedures to manage them. |
Annual Parish Meeting on the27"April 2022, along with the reportfrom theChairman. |
| The Council has a Risk Management Scheme in place. | |
| MsectionC ss Objectives andactivities | |
| Summary ofthe objects ofthe | |
| charity setout in its | Village Hall forgeneral useand benefit to the inhabitants ofthe parish. |
| governing document | |
| Summary ofthemain Hire ofthe hail forregularusers e.g. clubs, playgroup, local drama group, activities undertakenforthe |
Meetings etc. |
| public benefit in relation to theseobjects (include within |
Hire ofthe hall forcasual users e.g. parties, events, wedding receptions thissection the statutory ete. |
| declaration thattrustees have | |
| had regard totheguidance issued by theCharity |
Part ofthe hall is hired toWest Bergholt Social Club during the evenings/weekends and availableto hire tothe publicduring the day. |
| Commission on public benefit) wo |
TheTrustee issatisfied thatthis charitymeetstheguidance issued bythe CharityCommissionon public benefit. |
| Additional details ofobjectives and activities (Optional information) | |
| You may choose to include | |
| furtherstatements, where | |
| relevant, about: | |
| © policy on grantmaking; |
|
| e policy programme related |
|
| investment; | |
| e contribution made by |
|
| volunteers. | |
| SectionD = =~—~—~=~Achievementsandperformance | |
| Summary ofthe main achievements ofthecharity |
‘ . . The hirecharges are sufficienttocovertherunning costs ofthe hall. |
| duringtheyear | Use ofthe facilities continuestoexpand. |
| TAR | 2 March2012 |
SecionD
=.= =AchicVemenisandpertormance
~
~
=AchicVemenisandpertormance = = = The start of the financial year 2021 saw the Orpen Memorial Hall, West Bergholt in the middle of the country’s third lockdown event from 6" Jan - 19" Jul 2021 (in fact from Boxing Day 2020 onwards in this part of Essex), during which time the Hall was closed for general hire due to the Covid-19 pandemic. It had reopened for Bluebells Pre-school on the 8" March 2021 to provide early years education for children Monday-Friday during term time in both the front and back halls. The income from their hire made up some of the few receipts that we received in new financial year, April-June 2021, even though at a requested reduced rate due to a lack of government funding (reduced attendance & therefore childcare vouchers & no ability to furlough staff) in agreement that they would do their own cleaning as noone else was using the hall. Advance hirings started to pick up in June 2021 following news of the Government's plan to start living with the virus, with hire numbers back to normal by August 2021. The Hall reopened for hirers as per the legislation from the 19" July 2021 for community events, activities and private hirers with the risks now carefully managed by hirers e.g. through ventilation, encouraging social distancing, handwashing and the use of hand sanitiser. The Hall Committee reinforced these measures with clear information posters, an updated risk assessment and amended hire agreements which included special conditions, helping local residents to confidently & safely return to using the hall once more, which eventually led to hirings doubling on the previous year. A low-key West Bergholt Village Fete was held in 2021 on the 24" July, having been cancelled in previous years due to the pandemic. It was a well-distanced, outside, celebration of being together again and much enjoyed by local people. The West Bergholt Social Club reopened in July 2021, having been closed for some time and began a repayment scheme for some of its late 2020-21 payments, resulting in it clearing its debt to the Orpen Memorial Hail Trust by the 1% June 2022. During 2021-22 two mobile food vans continued to hire space outside in the Orpen Hall car park, both The Refill Den and the Mobile Greengrocer came every Saturday and were well used by the community. Projects were again put on hold this year at the Hall, so that the Trust could retain as much of their reserves as possible throughout the continuing unpredictable financial situation. Expenditure increased as some fees that were waived in 2020-21 e.g., CBC rates & the PPL/PRS music licence, returned in 2021-22 and more money was spent on many budget items such as cleaning, consumables & gas as the hall reopened. The Hall Committee was able to book more contractors for repairs and maintenance as resirictions lifted and so overall expenditure was higher than the previous year. The Trust received both a Colchester Borough Council Covid-19 grant in May 21 for £2,096 and an additional £8,000 Covid-19 grant in June 2021, helping to cover expenditure during the quiet early few months of the financial year and putting us on a stable setting for 2022-23.
TAR
3
March 2012
Z Ne
| ‘SectionE = = |
~~Fimancialreview = = = =. |
~~Fimancialreview = = = =. |
|---|---|---|
| ‘ pastel Seabeiiee ntof the charity's policyon reserves |
~— | Cash atthe bank on 31/03/22 was £25,285.25, including £4,136.74 in the OrpenBequestaccount,which istobeusedforinternalimprovements to |
| event of a loss of income. | ||
| £1,321.22 is held as a designated fund (WB Village Fete). The profits | ||
| from the Village Fete are held with the Trust's reserves forusethe | ||
| following year. However, the profits from 2019were held over until 20214 | ||
| as the 2020 Village Fetewas cancelled due to Covid-19. | ||
| Reserves are set aside for improvements to the building and to cover | ||
| unusual items ofexpenditure. | ||
| Details ofany funds materially in deficit |
' Not applicable |
|
| Furtherfinancial review details (Optional information) | ||
| ' : “—4ationschoose fono sdlevantiabont , |
Hire charges forthe premises are normally the principal source of funding,howeverin2021-22incomefromtradingactivitieswerestill lower than usual in the first quarter ofthe yeardue to the pandemic. |
|
| e the charity's principal _ sourcesoffunds (including anyfundraising); |
Luckily, theTrust received all the outstanding hire charge moneyfrom |
|
| e howexpenditure has |
money started tocome back intothe hall accounts. | |
| supported the key objectives ofthe charity; |
‘ : ' InMayandJune2021 receiptoftheCBC Covid-19 Grants, which totalled £10,096, meant thatas a resulttheOrpen Memorial Hall Trust could |
|
| e investment policy and objectives including any ethical investment policy |
cover charitable expenditure and in factmadea small £5,000 profit to help boosterthe reservesonce more after a coupleofvery difficult years. |
|
| adopted. | The Parish Council provide an annual maintenance contribution tothe Orpen Memorial Hall of£1,500. |
|
| section §. |
@theroptionalinfopmation == = |
----- Start of picture text -----
section § . @theroptionalinfopmation = = = |
SectionG = = = = Declaration ==
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees {) , Cg 4
Signature(s)|_ A. Walking haw KA x FLAS iW
Full name(s)| Laura Walkingshaw Bob trek Do
Position (eg Secretary, Parish Clerk Chair of Orpen Hall Management
Chair, etc) Committee & Vice Chair of Parish Council
Date | 27/01/23
----- End of picture text -----
ae
TAR
4
March 2012