## **THE CUFFLEY HALL**
## **REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31[ST] DECEMBER 2020**
The Trustees present their report with the financial statements of the charity for the year ended 31[st] December 2020. The trustees have adopted the provisions of FRS102 Statement of Recommended Practice and Reporting by Charities issued in January 2015.
## **SECTION A: REFERENCE AND ADMINISTRATIVE DETAILS**
Registered Charity number 213603
## **Principal Address**
The Cuffley Hall ,Maynard Place, Cuffley Potter Bar Hertfordshire EN6 4JA
Trustees
The management committee consists of up to ten elected members plus a representative from each of the groups which regularly use the Hall. Those who served during the year under review were:
## **Elected Members**
## **Representatives**
P Roberts (Chairman) M Jarvis N Crook R Knight (Treasurer) G Harvey P Lovatt R Papworth D Collett J Ball S Roberts K Shingles B Cheetham S Pollitt – resigned 5 March 2020 L Baynham L Newcombe
## **Independent Examiner**
Michael West FCCA ACIS 6 Woodside Place Wildhill Road, Woodside Hatfield AL9 6DN
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## **THE CUFFLEY HALL**
## **REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31[ST] DECEMBER 2020**
## **SECTION B: STRUCTURE, GOVERNANCE AND MANAGEMENT**
## **Type of Governing document**
The Cuffley Hall was constituted by trust deed dated 21[st ] March 1946 by Northaw Parish Council.
## **How the Charity is Constituted**
It is a registered unincorporated charity.
## **Trustees**
Trustees are either appointed by the societies who regularly use the hall to represent them on the management committee or are recruited from local people who can offer relevant expertise in the running of the hall. The Charity is organised on the basis of a Management Committee that includes elected members and a representative for each of the regular user club and society. An honorary treasurer is elected from within the Management Committee. The Management Committee meets four to six times per year. There are three part time staff who carry out the duties involved in running the Hall on a day to day basis. To provide guidance to the staff the Management Committee has empowered an Executive Committee to expedite matters which do not require approval or involvement of the full Management Committee. The authority level has been agreed for the Executive Committee.
## **Risk Management**
The trustees have a duty to identify and review the risks to which the charity is exposed and to ensure appropriate controls are in place to provide reasonable assurance against fraud and error.
## **SECTION C: OBJECTIVES AND ACTIVITIES**
The Cuffley Hall Charity is established to enhance the community life for the inhabitants of the Parish by providing communal facilities to a standard required by its users on a cost-effective basis.
Cuffley Hall is available for hire by individuals or organisation from within or outside the parish in accordance with the policies laid down by the Hall Management Committee and in accordance with the standard hiring agreement adopted in 2020.
The scale of charges(reviewed annually) together with income derived from the bar are set with the aim of providing sufficient funds to meet all expenditure incurred in maintaining the Hall and its facilities at as high a standard as possible. An additional financial aim is, if at all possible, to add to reserve funds each year so that adequate provision is made for significant improvement projects and/or unforeseen major internal maintenance expenditure in future years.
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## **THE CUFFLEY HALL**
## **REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31[ST] DECEMBER 2020**
The Trustees confirm that, in making decisions about public benefit relating to the charity, they have had due regard to the commission’s public benefit guidance when exercising any powers or duties to which the guidance is relevant
## **SECTION D: ACHIEVEMENTS AND PERFORMANCE**
The Hall showed a deficit of £6,750 during the year, details of which are explained later in this report.
The Management Committee is concentrating its efforts on attracting more use of the hall at weekends in particular and at other times generally by introducing a simplified and competitive form of charging for the use of the hall. We continue to monitor costs closely. The results have been adversely affected by the closure of the hall for long periods in accordance with government imposed restrictions due to Covid19.
## **People**
The Hall currently operates with part time staff and volunteers. Part time staff consist of one supervisor, one administrator and one cleaner. As a result of the closure of the hall due to Covid19, all seven of the staff at the time were furloughed and the hall was run by volunteers. As the situation became clearer, three members of staff were re-employed and the others left us. We are very grateful to those volunteers who looked after the hall while it was closed and to all the present and former employees for their efforts in keeping the hall running in difficult times.
The Management Committee and Executive Committee have met or communicated regularly throughout the year to cover numerous items including maintenance and various matters of policy and administration. Our sincere thanks go to all concerned.
## **SECTION E: FINANCIAL REVIEW**
In the year under review, Hall lettings showed a decrease of £34,655 over 2019. This was largely due to the closure of the hall referred to above.
Over the years, money has been put aside and the availability of these funds plus grants during the year from Welwyn Hatfield District Council, Northaw and Cuffley Parish Council and the Job Retention Scheme have helped to sustain the hall and as a result it is in a stable financial position as restrictions are removed and we are able to accept bookings again. The Management Committee expresses its thanks to the above organisations that have provided valuable financial support.
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## **THE CUFFLEY HALL**
## **REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31[ST] DECEMBER 2020**
## **FINANCIAL REVIEW (continued)**
A computerised booking and invoicing system called Hallmaster has been introduced and the hire charges have been changed on to an hourly basis as opposed to the charges per session that originally applied. We anticipate that the hall will now be more competitive with local alternative halls and the hourly rate will be more flexible for hirers. In a full year and assuming that most of our regular hirers return, we expect to return to surplus and that will enable us to make improvements to the hall as and when required.
The Hall showed a deficit of £6,750 for the year and as a result the designated fund at the year end was £26,231
The designated fund has been established from surpluses over many years to finance future major internal repairs and improvements. It is intended to build this fund over the next few years as and when a surplus on the general fund permits. The designated fund’s resources are held primarily in a 7 day notice account with the Scottish Widows Bank. The Parish Council, as Custodians Trustee, are also designated signatories on this account.
The Northaw and Cuffley Parish Council has granted a 15 year lease to the Trustees for an annual rent of £1. The terms of the lease include the transfer of the responsibility for the maintenance of the external fabric of the building and consequently the buildings insurance. This has removed a substantial potential liability from the Trustees.
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## **THE CUFFLEY HALL**
## **REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31[ST] DECEMBER 2020**
## **STATEMENT OF TRUSTEES’ RESPONSIBILITIES**
The Trustees are responsible for preparing the Trustee’s Annual Report and the financial statements in accordance with applicable law and the United Kingdom Accounting standards (United Kingdom Generally Accepted Accounting Practice).
The Law applicable to Charities in England and Wales requires the trustees to prepare financial statements for each financial year which gives a true and fair view. In preparing these financial statements, the trustees are required to:
- select suitable accounting policies and then apply them consistently.
- observe the methods and principals in the Charities SORP.
- make judgements and estimates that are reasonable and prudent
- state whether applicable accounting standards have been followed, subject to any material departures disclosed and explained in the financial statements.
- prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charity will continue in operation.
The trustees are responsible for keeping proper accounting records that disclose with reasonable accuracy at any time the financial position of the charity and enable them to ensure that the financial statements comply with the Charities Act 2011. The Charity (Accounts and Reports) Regulations 2008 and the provisions of the trust deed. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention of fraud and other irregularities.
## **ON BEHALF OF THE TRUSTEES:**
………………………………..
Peter Roberts – Chairman
Date : 8 July 2021
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**REGISTERED CHARITY NUMBER: 213603**
**REPORT OF THE TRUSTEES AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2020 FOR THE CUFFLEY HALL**
## **THE CUFFLEY HALL**
## **CONTENTS OF THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST DECEMBER 2020**
||Page|
|---|---|
|Report of the Trustees|1 to 5|
|Report of the Independent Examiner|6|
|Statement of Financial Activities|7|
|Balance Sheet|8|
|Notes to the Financial Statements|9 to 12|
|Detailed Statement of Financial Activities|13|
## **THE CUFFLEY HALL**
## **STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 31ST DECEMBER 2020**
|Notes
**INCOMING RESOURCES**
**Incoming resources from generated funds**
Activities for generating funds
2
Investment income
3
**Total incoming resources**
**RESOURCES EXPENDED**
**Costs of generating funds**
Fundraising trading: costs of goods sold
and other costs
4
Governance costs
5
**Total resources expended**
**NET (OUTGOING)/INCOMING RESOURCES**
**Total funds brought forward**
**TOTAL FUNDS CARRIED FORWARD**|**2020**
Unrestricted
funds
**£**
31,243
11
31,254
37,354
650
38,004
( 6,750)
32,981
26,231|**2019**
Unrestricted
funds
£
55,571
21|
|---|---|---|
|||55,592
58,690
1,029|
|||59,719|
|||( 4,127)
37,108|
|||32,981|
The notes form part of these financial statements
Page 7
## **THE CUFFLEY HALL**
## **BALANCE SHEET AS AT 31ST DECEMBER 2020**
|Notes
**CURRENT ASSETS**
Stocks
9
Debtors
10
Cash at bank and in hand
**CREDITORS**
Amounts falling due within one year
11
**TOTAL ASSETS LESS CURRENT**
**LIABILITIES**
**NET ASSETS**
**FUNDS**
Unrestricted funds
12
**TOTAL FUNDS**|**2020**
Unrestricted
funds
**£**
1,492
1,674
26,028
29,194
( 2,963)
26,231
26,231
26,231
26,231
-|**2019**
Unrestricted
funds
£
1,939
9,596
24,605|
|---|---|---|
|||36,140
( 3,159)|
|||32,981|
|||32,981|
|||32,981|
|||32,981|
||||
The financial statements were approved by the Board of Trustees on 8 July 2021 and were signed on its behalf by:
…………………………………… P Roberts Trustee
The notes form part of these financial statements
Page 8
**THE CUFFLEY HALL**
## **NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST DECEMBER 2020**
## **1 ACCOUNTING POLICIES**
The principal accounting policies are set out below. The accounting policies have been adopted consistently throughout the year.
## **Basis of accounting**
These accounts have been prepared under the historical cost convention with items recognised at cost or transaction value unless otherwise stated in the relevant note(s) to these accounts. and in accordance with the Statement of Recommended Practice: Accounting and Reporting by Charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and the Republic of Ireland (FRS 102) issued on 1st January 2015 and with the Charities Act 2011.
## **Incoming Resources**
All incoming resources are included in the Statement of Financial Activity when the Charity is legally entitled to the income and the amount can be quantified with reasonable accuracy.
## **Resources expended**
Expenditure is accounted for on an accruals basis and has been classified under headings that aggregate all costs related to the category.
## **Stocks**
Stocks are valued at the lower of cost and net realisable value, after making due allowance for obsolete and slow moving stocks.
## **Taxation**
The charity is exempt from tax on its charitable activities.
## **Fund Accounting**
Unrestricted funds can be used in accordance with the charitable objectives at the discretion of the trustees.
Restricted funds can only be used for particular restricted purposes within the objects of the charity. Restrictions arise when specified by the donor or when funds are raised for particular restricted purposes.
## **Repairs and replacements**
Repairs and replacements expenditure, whether of an income or capital nature, is charged to the income and expenditure account as it is incurred.
## **2 ACTIVITIES FOR GENERATING FUNDS**
|Trading (deficit) income
Hall hire
Grants|**2020**
**£**
(410)
16,285
15,368
31,243|**2019**
**£**
449
50,940
4,182|
|---|---|---|
|||55,571|
Page 9
## **THE CUFFLEY HALL**
## **NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST DECEMBER 2020**
**(continued)**
|**3 INVESTMENT INCOME**
Deposit account interest
**4 COSTS OF RUNNING THE HALL**
Staff costs
Insurance
Light and heat
Cleaning
Sundry expenses
Maintenance and capital expenditure
Rates and water
Professional fees and licences
Postage, stationery and telephone
**5 GOVERNANCE COSTS**
Independent review
Other fees|**2020**
**£**
11
19,543
1,128
4,093
2,805
184
6,161
891
1,710
839
37,354
650
-
650|**2019**
**£**
21|
|---|---|---|
|||37,194
3,380
4,589
4,012
79
5,229
2,157
1,124
926|
|||58,690|
|||650
379|
|||1,029|
## **6 TRUSTEES' REMUNERATION AND BENEFITS**
There were no trustees' remuneration or other benefits for the year ended 31st December 2020 nor for the year ended 31st December 2019.
## **Trustees' expenses**
There were no trustees' expenses paid for the year ended 31st December 2020 nor for the year ended 31st December 2019.
Page 10
## **THE CUFFLEY HALL**
## **NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST DECEMBER 2020**
**(continued)**
## **7 STAFF COSTS**
The 2020 salaries costs are the net amounts paid after receipt of the Government Job Retention Scheme payments.
|Job Retention Scheme payments.|||
|---|---|---|
||**2020**|**2019**|
||**£**|**£**|
|Wages and salaries|19,543|37,194|
## **8 TRADING INCOME**
Trading income reflects bar sales less the cost of drinks, snacks and other items supplied for the bar and the expenses of manning the bar for functions held within the Hall.
|Sales
Cost of sales
Gross profit
Expenses
Net trading income
Included as an item in The Cuffley Hall Accounts
**STOCKS**
Bar Stocks|**2020**
**£**
484
(591)
( 107)
(303)
( 410)
410
-
**2020**
**£**
1,492|**2019**
**£**
7,296
(4,857)|
|---|---|---|
|||2,439
(1,990)|
|||449
(449)|
|||-|
|||**2019**
**£**
1,939|
## **9 STOCKS**
Page 11
**THE CUFFLEY HALL**
## **NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST DECEMBER 2020**
## **(continued)**
## **10 DEBTORS: AMOUNTS FALLING DUE WITHIN ONE YEAR**
|**2020**
**£**
Other debtors
1,674
**11 CREDITORS: AMOUNTS FALLING DUE WITHIN ONE YEAR**
**2020**
**£**
Other creditors
2,963
**12 MOVEMENT IN FUNDS**
**Net**
**Transfers**
**between**
**At 01.01.20**
**funds**
**funds**
**£**
**£**
**£**
**Unrestricted funds**
General fund
32,981
( 6,761)
11
Designated funds
-
11
( 11)
**TOTAL FUNDS**
32,981
( 6,750)
**Movement in**|**2019**
**£**
9,596|
|---|---|
||**2019**
**£**
3,159|
||**At 31.12.20**
**£**
26,231
-|
||26,231|
Net movement in funds, included in the above are as follows:
|**Unrestricted funds**
General fund
Designated funds|**Incoming**
**Resources**
**£**
31,243
11
31,254|**Resources**
**expended**
**£**
( 38,004)
-
( 38,004)|**Movement**
**in funds**
**£**
( 6,761)
11|
|---|---|---|---|
||||( 6,750)|
Page 12
## **THE CUFFLEY HALL**
## **DETAILED STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 31ST DECEMBER 2020**
|**Activities for generating funds**
Trading (deficit) income
Hall hire
Other income
Grants
**Investment income**
Deposit account interest
**Total incoming resources**
**RESOURCES EXPENDED**
**Costs of running the Hall**
Salaries
Insurance
Light and heat
Cleaning
Sundry expenses
Maintenance and capital expenditure
Rates and water
Postage, stationery and telephone
Professional fees and licences
**Governance costs**
Independent Review
**Total resources expended**
**Net deficit**|**2020**
**£**
( 410)
16,285
-
15,368
31,243
11
31,254
19,543
1,128
4,093
2,805
184
6,161
891
839
1,710
37,354
650
38,004
( 6,750)|**2019**
**£**
449
50,940
4,182|
|---|---|---|
|||55,571
21|
|||55,592
37,194
3,380
4,589
4,012
79
5,229
2,157
926
1,124|
|||58,690
1,029|
|||59,719|
|||( 4,127)|
This page does not form part of the statutory financial statements
Page 13
## **Independent examiner's report to the trustees of The Cuffley Hall (Charity No. 213603** )
I report on the accounts of the company for the year ended 31 December 2020, which are set out in the attached document.
## **Respective responsibilities of trustees and examiner**
The trustees (who are also the directors of the company for the purposes of company law) are responsible for the preparation of the accounts. The trustees consider that an audit is not required for this year under section 144(2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed. The charity's gross income has not exceeded £250,000 and I am qualified to undertake the examination by being a qualified member of the Association of Certified Chartered Accountants.
Having satisfied myself that the charity is not subject to audit under company law and is eligible for independent examination, it is my responsibility to:
- examine the accounts under section 145 of the 2011 Act;
- to follow the procedures laid down in the general Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act; and
- to state whether particular matters have come to my attention.
## **Basis of independent examiner's report**
My examination was carried out in accordance with the general Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a 'true and fair view' and the report is limited to those matters set out in the statement below.
## **Independent examiner's statement**
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination which gives me cause to believe that in, any material respect:
- the accounting records were not kept in accordance with section 130 of the Charities Act; or
- the accounts did not accord with the accounting records; or
- the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair’ view which is not a matter considered as part of an independent examination.
I 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.
Michael West FCCA Michael West Ltd T/A AIMS Accountants for Business
> 6 Woodside Place, Wildhill Road, Woodside Nr. Hatfield, Hertfordshire, AL9 6DN
> 2[nd] July 2021
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