## **Trustees’ Annual Report for the period** **From 1 April 2020 Period start date To 31 March 2021 Period end date Charity name: Alstonefield Village Hall Committee** ## **Charity registration number: 228929** ## **Objectives and Activities** ||SORP reference|| |---|---|---| |Summary of the purposes of
the charity as set out in its
governing document|Para 1.17|The provision and maintenance of a village
hall for the benefit of the residents of the
Parish of Alstonefield, including use for
meetings, lectures and classes, and for
other forms of recreation and leisure-time
occupation.| |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|Residents of the Parish use the hall most
days of the week for a variety of activities of
benefit to all ages, ranging from pre-school
children to the most elderly residents.
Activities include indoor bowls; pilates and
yoga classes; arts classes; parent and
toddler sessions; Cricket Club teas; and a
‘Friendship Club’ (mostly aimed at retired
residents). It is used by the Parochial
Church Council, the Parish Council, and
other groups for meetings or regional
events such as Council elections.
Commemorative activities such as funeral
wakes are held here and the committee
seeks to maintain a high standard for the
premises, to increase its use for events
such as wedding parties, to provide an
economically attractive option for locals. To
enhance social and cultural engagement,
the committee holds regular concerts,
which also provide valuable income
towards the running costs. An outreach
Post Office operates from the premises
twice a week.| |Statement confirming
whether the trustees have
had regard to the guidance
issued by the Charity
Commission on public
benefit|Para 1.18|The Committee has policies and
procedures in place, to ensure it operates
in line the Charity Commission’s
expectations with regard to public benefit,
as well as adherence to legal and other
regulatory obligations| ## **Additional information (optional)** You may choose to include further statements where relevant about: ||SORP reference|| |---|---|---| |Policy on grant making|Para 1.38|We do not make grants or other donations
to third parties. Page 73 of our Committee
Handbook makes reference to this (in
relation to reduced hire charges for other
charities) “…_as a charity we should not_
_make donations to other charities (as_
_distinct from supporting the community),_
_which would be the effect of making no_
_charge for use of the premises and its_
_utilities_**.”**| |Policy on social investment
including program related
investment|Para 1.38|n/a| |Contribution made by
volunteers|Para 1.38|n/a| |Other||n/a| ## **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|The overriding obligation on the committee
is to maintain the premises such that it can
provide long-term benefit to residents of the
Parish. A long overdue project to re-surface
the large car park was completed (at a cost
of £31,500, with £10,000 contribution from
the National Lottery Fund). Other internal
works were completed while the premises
were out of use because of the pandemic,
in particular decorative improvements to
the main room, in readiness for returning to
normal. It was fortunate that we were
permitted to continue with the outreach
Post Office – without that, we’d probably
have had to close down, drain the water
systems, etc. By staying open, we were
able to support volunteers making medical
‘scrubs’ in the Hall – which continued until
the end of May.
Towards the end of the year, we
established a pop-up takeaway café, which
was a ‘permitted activity’, and something
appreciated by locals and visitors alike. It
also provided a useful income stream at a
time when there were almost no other
bookings.
To do even these limited things, we had to
become a ‘COVID Secure Venue’ with all
the associated requirements such as risk
assessments, cleaning protocols and
signage for things like Track & Trace. This
cost money but it enabled us to support the
community, consistent with our charitable
objectives.| ## **Additional information (optional)** You may choose to include further statements where relevant about: |||| |---|---|---| |Achievements against
objectives set|Para 1.41|The achievements of the year were wholly
consistent with the charity’s objectives.| |Performance of fundraising
activities against objectives
set|Para 1.41|Fund-raising activities were extremely
limited in this financial year. Normally, the
committee runs monthly concerts and
serves refreshments alongside Car Boot
markets (contributing around a third of the
charity’s income) but these were not
possible. Local authority grant aid was, in
effect, a substitute for our normal fund-
raising.| |Investment performance
against objectives|Para 1.41|Deposit funds are maintained at levels
sufficient to ensure predictable costs and
reasonable contingencies can be covered,
rather than building reserves for no clear
purpose. Investment returns on balances
are under constant review, in terms of
competitive returns on interest-yielding
deposit accounts.| |Other||n/a| ## **Financial Review** |**Financial Review**||| |---|---|---| |Review of the charity’s
financial position at the end
of the period|Para 1.21|The financial position at the year-end
remains strong, despite the ongoing
COVID-19 pandemic and a significant item
of planned expenditure (£31,500), largely
due to grants received from the Local
Authority and a Lottery Grant of £10,000
towards the above.| |Statement explaining the
policy for holding reserves
stating why they are held|Para 1.22|Reserves are only held at a level that
enable predictable costs and reasonable
contingencies to be covered. There have
been external events in the past, such as
foot and mouth disease, that have
seriously affected income, and the current
pandemic is a reminder that a reasonable
level of reserves is necessary. The capital
sums on deposit at the end of the year
(around £48,500, including £20,641 in the
Virgin Account Refurbishment Fund) are
fairly high but further maintenance projects
are planned and in the light of there being
no end in sight to the pandemic, the
amounts held are considered reasonable
for this well-used community facility.| |Amount of reserves held|Para 1.22|£48,539| |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|**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|n/a| |Investment policy and
objectives including any
social investment policy
adopted|Para 1.46|n/a| |A description of the principal
risks facing the charity|Para 1.46|The COVID-19 pandemic highlighted the
risk of income from hire charges being
significantly reduced, such that overheads
might not be covered without fund-raising
(or grants). Whilst this is a risk that has
crystallised before (for example, when Foot
& Mouth disease decimated income in
1967), the loss of revenue in this financial
year would have had a severe impact on
maintenance and planned projects, had it
not been for local authority grants. This is a
risk we had previously identified, leading to
a change in our policies in relation to
reserves, although the effective closure of
the premises for much of the financial year
also illustrated the reductions in basic
running costs that naturally occur. Hence
we are satisfied the risk can be managed in
financial terms, albeit that the objectives of
the charity are frustrated when the building
is out of use for long periods.| |---|---|---| |Other||| |SUMMARY OF ACCOUNTS||See below| ALSTOAEFIELD VILLAGE HALL 114120. 3113121 Summa of Accounts 2020.2021 Z019-2020 Balan￿ brou t forward from revious ear 52339.27 43,273.21 LettlnÉs Fundralsin 1.%9.(10 9,118.82 2,825.75 10,850. 882.56 Concerts Car Park 1.088.77 Donations Bctokslcards sIGift Aid 42-,k Ipterer. Gra?t .&-ies ot a￿et5 i atat Recei PayTrents Cleanin & Tolletrles cences, Insuran￿ & Affiliations Water & Sewera Malntenance 65.77 66836 157.42 265.14 116.88 7C(I 35A1&79 29AZO.93 674.S4 1.214.48 570S2 1,067.99 127.65 38C6.36 41.61 475.09 33,736.24 41.43 602.84 Posts e.Telephone, Statlo Telephonellntemet Heatln Electricty Replacements & Re alrs Iwaste Blns Concert Ex en5es {incl. Donation to Llsleux Tfust O.d Scnool Garden .'sc. jincludin new kltchen e 1.265.64 555.38 638.59 1.043.90 2482.88 314.67 5,484.37 195 3.967.71 20354A7 2(Xl.20 313.00 1.150.86 39.61&08 ul ment Balance at ar end 4I538S8 51339.27 Reconciliation Deposit Accounts balance at ear end (Yorkshlre currentl Vir in Account Refvrbishrnent Fund) Current Account balance at year end Iyorkshlre cash) Current Account balance at ear end Sanlander cash-in.hand at arend Less P ents not reached bank alc at Recel ts not reached bank alc at ear Ènd Totsl 1.945.33 20,641.02 23.S36.61 29.3T2.26 20,540.01 449.11 1.877.71 l(K).18 30.32 ear end 52339.2 Treasttrer Inde endent Examifier i?ILrl4 Chalma ..Jooa Assets as at 31st March 2021 Ye-..fjoat (Dave Uttlehalesl £778.50 £77&SO 32" Tl)at l Frank Lippl £690.20 lthary Iloat £266.60. St￿f￿)4t E285. stockat cost£Ok £551.60 £551.60 Car tojtfloat (Debs Ralkonl £ll)J £wo. ## **Structure, Governance and Management** |Description of charity’s
trusts:||| |---|---|---| |Type of governing document
(trust deed, royal charter)|Para 1.25|Trust deed| |How is the charity
constituted?
(e.g unincorporated
association, CIO)|Para 1.25|Charitable trust| |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 committee comprises 4 volunteer
(elected) members; 6 members
representing local organisations (including
the Parochial Church Council and the
Parish Council); and up to 4 co-opted
members.| ## **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|New trustees are asked to familiarise
themselves with the Committee’s
Handbook| |---|---|---| |The charity’s organisational
structure and any wider
network with which the
charity works|Para 1.51|n/a| |Relationship with any related
parties|Para 1.51|n/a| |Other||n/a| ## **Reference and Administrative details** |Charity name|Alstonefield Village Hall Committee| |---|---| |Other name the charity uses|n/a| |Registered charity number|228929| |Charity’s principal address|Alstonefield Memorial Hall and Community Centre
Beresford Lane
Alstonefield
Staffordshire DE6 2FR| ||| ## **Names of the charity trustees who manage the charity** |1
2
3
4
5
6
7
8
9
10
11
12
13
14
15|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year**|**Name of person (or body) entitled**
**to appoint trustee (if any)**| |---|---|---|---|---| ||Martin Snodin|Chair||Local HistoryGroup| ||Margaret Cohen|Treasurer/Sec|01/4/20 – 29/07/20|| ||Joanna Griffin|BookingOfficer||Parent & Toddlers| ||Dave Littlehales|Vice Chair||| ||Val Littlehales|||Parochial Church Council| ||Ann Morgan|||(Friendship Club from
01/12/20))| ||Deborah Railton|(Treasurer from
29/07/20)||| ||Frank Lipp|||| ||MandyTurley||01/04/20 – 01/12/20|FriendshipClub| ||Jamie Tomlinson||01/12/20 - 31/03/21|| ||Ian Longdon(dec’d)||01/04/20 – 07/07/20|| |||||| |||||| |||||| |||||| ## – Corporate trustees names of the directors at the date the report was approved **Director name** n/a Name of trustees holding title to property belonging to the charity |**Trustee name**|**Dates acted if not for whole year**|| |---|---|---| |||| |n/a||| |||| |||| |||| |||| ## **Funds held as custodian trustees on behalf of others** Description of the assets held in this capacity n/a Name and objects of the charity on whose behalf the n/a assets are held and how this falls within the custodian charity’s objects Details of arrangements for safe custody and n/a 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**||| |n/a||| |||| |||| |||| |**Name of chief executive or names of senior staff members (Optional information)**||| |n/a||| ## **Exemptions from disclosure** Reason for non-disclosure of key personnel details n/a ## **Other optional information** n/a ## **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)**
**Position (eg Secretary,**
**Chair, etc)**
**Date**||| |---|---|---| ||Martin Snodin|| ||

Chair|| ||17 December 2021|| ||17 December 2021||