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2022-03-31-accounts

Ellel Village Hall Trust

Annual report and financial statements

for the year ended

31st March 2022

Ellel Village Hall Trust

Contents

For the year ended 31 March 2022

For the year ended 31 March 2022
Pages (s)
Members of the board and professional advisers 2
Trustees’ Report 3 to 6
Independent Examiner’s Report 7
Statement of financial activities 8
Balance Sheet 9
Notes to the financial statements 10 to 14

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Ellel Village Hall Trust

Members of the board and professional advisers

Charity name Ellel Village Hall Trust Charity number 225547 Principal office Ellel Village Hall Main Road Galgate Lancaster LA2 0LQ Trustees Mrs H R Helme, Chairman Mr S Booth Esq Mrs B M Ball Mr D Ford Mrs J K Moore Mrs L J Yates Fitzsimons Mr D S Whitaker Bankers NatWest PO Box 17 68 Church Street LANCASTER LA1 1LN Solicitors Oglethorpe Sturton and Gillibrand 16 Castle Park LANCASTER LA1 1YG

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Ellel Village Hall Trust

Report of the Trustees for the year ended 31[st] March 2022

The Trustees present their annual report and financial statements for the year ended 31[st] March 2022. The financial statements have been prepared in accordance with the accounting policies set out in note 1 to the accounts and comply with the charities Trust Deed, the Charities Act 2011 and the Statement of Recommended Practice: Accounting and reporting by Charities published in 2005.

The Trustees

The Trustees who served the Charity during the period were as follows:

Mrs H R Helme, Chairman Mr S Booth Esq Mrs B M Ball Mr D Ford Mrs J K Moore Mrs L J Yates Fitzsimons Mr D S Whitaker

Structure, governance and management

The trust was established in 1919 and substantially revised under a new Trust Deed in 2004, to provide a village hall for local residents.

New trustees are normally appointed or elected each year and serve for one year. The Trust Scheme provides for a minimum of seven trustees, four to be elected. The Trust Committee can increase the number of scheduled organisations, with no maximum prescribed.

Full Trustee meetings are normally held month or so, with a formal agenda and minutes, to discuss all matters relating to the management of the Trust and its finances, and the operation of the village hall, which is its prime responsibility. Sub-committees and ad hoc meetings are held at least weekly in practice.

All trustees give of their time freely and no trustee remuneration was paid in the year. Trustees are required to disclose any relevant interests at the inception of meetings and to withdraw from decisions where a conflict of interest arises.

Risk management

The trustees have considered the major risks to which the charity is exposed and have reviewed those risks and established systems and procedures to manage those risks.

The trustees consider the major risk to the operation of the charity would be any unforeseen imbalance in our cash flow and a temporary inability to meet our costs. We have taken steps to mitigate this risk by:

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Objectives and activities

Under the Governing Scheme the object of the trust is “the provision and maintenance of a village hall for use by the inhabitants of the area of benefit without distinction of political, religious or other opinions, including use for meetings, lectures and classes, and other forms of recreation and leisure-time occupation, with the object of improving the conditions of life for the inhabitants. ”

The area of benefit is “Galgate and Ellel in the parish of Ellel, Lancashire, and the neighbourhood thereof”. Benefit to the residents is therefore paramount in the trust’s objectives and all future planning activities. The Trustees confirm that they have referred to the guidance contained in the Charity Commission general guidance on Public Benefit when reviewing the charity’s aims and objectives.

Achievements and performance

Since the opening of the new hall in 2013 the hall has become well established in the area and is focused on meeting the requirements of the local community and wider area.

Achievements in 2022 include:

Financial Review

Hall rental income was £33,941 ( 2021: £6,278 ) The Trustees are pleased to report that Ellel Village Hall Trust is now financially stable. 3 months running costs have been safely deposited into the charities savings account and on top of this there are over around £10,000 surplus cash in the current account. Most of this will be spent on a complete redecoration of the village hall and some other improvements. Grant funding is being investigated as a source of funding to help pay for these improvements. Tight financial controls are being adhered to with each month’s financial results being compared to the budget. All in all a very successful year for the hall with many future bookings in the diary. There is a total of £5,659 in deposits being held for future bookings. This income is not yet recognised in the turnover.

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Investment policy and performance

Surplus funds are held with NatWest Bank in a deposit account which currently provides an interest rate of 0.65%.

Reserves policy

The Trustees’ aim to maintain free reserves in unrestricted funds at a level to cover three months of unrestricted charitable expenditure, the 2022 requirement is £9,000 which is covered by cash reserves of £31,965. The Trustees are satisfied with this position.

The balance held as restricted funds at the year end was £661,933 (2021: £662,571).

Plans for the future

Future plans, in line with our business plan are to widen the scope of activities to meet the public need and, as funds permit, to engage the local community in closer consultation and to continue to offer both paid and voluntary work experience locally. We are looking at offering Christmas party packages to help get more bookings in the winter months to ease cashflow. We will be focused on looking at funding options for the improvements and maintenance that needs to be undertaken. We now have a projector so we are going to be doing a marketing push on conferences to try to fill up some weekday daytime space.

Trustees’ responsibilities in relation to the financial statements

The Charity’s Trustees are responsible for preparing the Trustees’ Annual Report and the Financial Statements in accordance with applicable law and 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 give a true and fair view of the state of affairs of the charity and of the incoming resources and application of resources of the charity for that period. In preparing these statements the Trustees are required to:

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. The trustees are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and

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detection of fraud and other irregularities. The Trustees are responsible for the maintenance and integrity of the charity.

Approved by the Trustees on 17 August 2022 and signed on their behalf by:

Mrs H Helme

Chairman

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Independent Examiner’s Report to the Trustees of Ellel Village Hall Trust

I report on the financial statements of Ellel Village Hall Trust for the year ended 31 March 2022, set out on pages 8 to 14.

Respective responsibilities of trustees and auditor

The charity's trustees are responsible for the preparation of the accounts. The charity's 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.

It is my responsibility to:

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

In connection with my examination, no matter has come to my attention:

(1) which gives me reasonable cause to believe that in any material respect the requirements:

(2) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.

Helen Barratt FCA

8 Condor Drive, Galgate, Lancaster, LA2 0BJ

22 August 2022

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Statement of Financial Activities for the year ending 31[st] March 2022

Note Unrestricted Restricted Total Funds Total Funds
funds funds
2022
2021
£ £ £ £
Incoming resources
Incoming resources from generated
funds:
Voluntary income:
Donations 120 - 120 -
Activities for generating funds:
Community fundraising activities - - - -
Investment income 3 1 - 1 2
Incoming resources from charitable 4 45,501 - 45,501 33,252
activities
---------- ---------- --------- ---------
Total incoming resources 45,622 - 45,622 33,254
Resources expended
Charitable activities 5 33,682 637 34,319 13,133
Governance costs 6 3,133 - 3,133 2,448
---------- ---------- ---------- ----------
Total resources expended 36,815 637 37,452 15,581
Net incoming resources 8,807 (637) 8,170 17,673
---------- ---------- ---------- ----------
Reconciliation of Funds 12
Total funds brought forward 23,773 662,571 686,344 668,672
---------- ---------- ---------- ----------
Total funds carried forward 32,580 661,934 694,514 686,344
---------- ---------- ---------- ----------

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Ellel Village Hall Trust Balance sheet as at 31[st] March 2022


Balance sheet as at 31st Mar		 ch 20 22
Note Total Funds Total Funds Total Funds Total Funds
2022 £ 2022 £ 2021 £ 2021 £
Fixed assets
Tangible assets – restricted funds 9 663,320 663,957
Tangible assets – unrestricted funds
10		 4,769 714
--------- ---------
668,089 664,671
Current assets
Stock 100 100
Accrued income 11 5,915 3,911
Prepayments 1,017 606
Cash at bank 31,965 21,039
--------- ---------
38,997 25,656
Liabilities
Creditors: Amounts falling due 12 (12,572) (3,982)
within one year
--------- ---------
Net current assets 26,425 21,674
--------- ---------
Net assets 694,514 686,345
--------- ---------
The funds of the charity: 13
Restricted income funds 661,934 662,571
Unrestricted income funds 32,580 23,774
--------- ---------
694,514 686,345
--------- ---------

Approved by the trustees on 17 August 2022 and signed on their behalf by:

Mrs H Helme

Chairman

9

Ellel Village Hall Trust Notes to the accounts

1) Accounting policies

a) Basis of preparation

The financial statements have been prepared under the historic cost convention and in accordance with the Statement of Recommended Practice ‘Accounting and Reporting by Charities (SORP 2005)’, issued in March 2005, applicable accounting Standards and the Charities Act 2011.

b) Funds structure

Restricted funds are funds which are to be used in accordance with specific restrictions imposed by the donor or trust deed. Unrestricted income funds comprise those funds which the trustees are free to use for any purpose in furtherance of the charitable objects. Further details of each fund are disclosed in note 13.

All incoming resources are recognised once the charity has entitlement to the resources, it is

certain that the resources will be received and the monetary value of the incoming resources can be measured with sufficient reliability.

Liabilities are recognised as resources expended as soon as there is a legal or constructive obligation committing the charity to the expenditure. All expenditure is accounted for on an accruals basis and is classified under headings that aggregate all costs related to the category.

Irrecoverable VAT is charged against the category of resources expended for which it was incurred.

Overhead and support costs are minimal and of an administrative nature only. Support and overhead costs are allocated to governance.

g) Costs of generating funds

The costs of generating funds relate to print and publication costs for local community promotions.

h) Charitable activities

Costs of charitable activities relate to expenses incurred in the running and maintenance of

the hall and providing community activities. Charitable activities include staffing costs.

i) Governance costs

Governance costs comprise all costs involving the public accountability of the charity and its compliance with regulation and good practice. These costs include costs related to statutory audit and legal fees together with overhead and support costs.

j) Tangible fixed assets and depreciation

All assets are capitalised and valued at historic cost. Depreciation is charged on furniture, fixtures, fittings and equipment which is written off on a straight-line basis over their estimated useful life of four years. Depreciation on solar panels is written off on a straightline basis over their estimated useful life of ten years.

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1) Accounting policies (continued)

k) Stock

Stock held comprise cleaning materials. It is valued at the lower of cost and net realisable value.

l) Realised gains and losses

All gains and losses are taken to the Statement of Financial Activities as they arise.

2) Investment income

2022 2021
Interest on cash deposits 1 2
--------- ----------
**3) ** Incoming resources from charitable activities
2022 2021
Hire of the village hall 33,941 6,278
Solar panel income 1,864 1,781
Grant receipts 3,861 23,471
Sale of refreshments 5,835 1,722
--------- ---------
45,501 33,252
--------- ---------

4) Analysis of charitable activities expenditure

Unrestricted Restricted 2022 2021
funds £ funds £ £ £
Running costs of the village hall:
Utilities and rates 3,568 - 3,568 5,315
Other running costs 6,557 - 6,557 935
Provision of hall activities - - - 634
Provision of facilities 6,770 - 6,770 1,873
Staff costs 13,590 - 13,590 3,526
Advertising and web costs 1,562 - 1,562 -
Depreciation of fixed assets 1,635 637 2,272 850
--------- --------- --------- ---------
33,682 637 34,319 13,133
--------- --------- --------- ---------

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5) Analysis of governance costs

Analysis of governance costs
2022 2021
£ £
Administration costs 1,393 2,148
Professional fees 1,740 300
--------- ---------
3,133 2,448
--------- ---------

6) Analysis of staff costs

Staff costs relate to the management of the hall and are charged to charitable activities. The trustees receive no remuneration for their services and other staffing services are provided on a voluntary basis by the local community as required.

7) Auditor’s remuneration

No audit fees were payable in the year.

8) Tangible fixed assets- restricted funds

Equipment Furniture Fixtures & Buildings Total
£ £ Fittings £
Cost
At 1 April 2021 12,978 9,628 7,134 662,045 691,785
Additions - - - - -
Disposals - - - - -
---------- ---------- ---------- --------- ----------
At 31 March 2022 12,978 9,628 7,134 662,045 691,785
---------- ---------- ---------- --------- ----------
Depreciation
At 1 April 2021 11,066 9,628 7,134 - 27,828
Charge for the year 637 - - - 637
Released on disposal - - - - -
---------- ---------- ---------- --------- ----------
At 31 March 2022 11,703 9,628 7,134 - 28,465
---------- ---------- ---------- --------- ----------
Net book value
At 31 March 2022 1,275 - - 662,045 663,320
---------- ---------- ---------- --------- ----------
At 1 April 2021 1,912 - - 662,045 663,957
---------- ---------- ---------- --------- ----------

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9) Tangible fixed assets- unrestricted funds

Equipment Furniture Fixtures & Buildings Total
£ £ Fittings £
Cost
At 1 April 2021 2,837 252 3,566 340 6,995
Additions 4,049 - 1,640 - 5,689
Disposals - - - - -
---------- ---------- ---------- --------- ----------
At 31 March 2022 6,886 252 5,206 340 12,684
---------- ---------- ---------- --------- ----------
Depreciation
At 1 April 2021 2,462 252 3,566 - 6,280
Charge for the year 1,225 - 410 - 1,635
Released on disposal - - - - -
---------- ---------- ---------- --------- ----------
At 31 March 2022 3,687 252 3,976 - 7,915
---------- ---------- ---------- --------- ----------
Net book value
At 31 March 2022 3,199 - 1,230 340 4,769
---------- ---------- ---------- --------- ----------
At 1 April 2021 375 - - 340 715
---------- ---------- ---------- --------- ----------
10) Analysis of accrued income
2022 2021
Hall rental 5,915 3,911
--------- ---------
11) Analysis of current liabilities
2022 2021
Trade creditors 3,292 2,529
Deferred income 5,659 1,275
Accruals 3,621 178
--------- ---------
12,572 3,982
--------- ---------

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12) Analysis of charitable funds

Analysis of fund movements Balance Incoming Resources Transfers Balance
at the start resources expended at the end
of the year of the year
£ £ £ £ £
a) Restricted fund: Building 662,571 - 637 - 661,934
b) Unrestricted fund 23,773 45,622 36,815 - 32,580
---------- ---------- ---------- ---------- ----------
686,344 45,622 37,452 - 694,514
---------- ---------- ---------- ---------- ----------

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