Trustees’ Annual Report for the period
From 1[st] April 2021 Period start date 31[st] March 2022 Period end date
Charity name: Clanfield Parish Institute
Charity registration number: 232189
Objectives and Activities
| SORP reference | ||
|---|---|---|
| Summary of the purposes of the charity as set out in its governing document |
Para 1.17 | Clanfield Parish Institute comprises a maximum of six trustees, all volunteers, responsible for the management and maintenance of Clanfield Memorial Hall which is the village hall and includes the village war memorial. |
| 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 |
The Clanfield Parish Institute manages and maintains the Memorial Hall enabling it to be available to the community to hire for activities and events. Proceeds from the hire provide the majority of funding for maintenance and improvement |
| Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit |
Para 1.18 | It is confirmed that the trustees are aware of and have regard to guidance issued by the Charity Commission. |
Additional information (optional) You may choose to include further statements where relevant about:
| SORP reference | ||
|---|---|---|
| Policy on grant making | Para 1.38 | Not applicable. |
| Policy on social investment including program related investment |
Para 1.38 | Not applicable. |
| Contribution made by volunteers |
Para 1.38 | The trustees are all volunteers, contributing mainly their time and skills to deal with all matters relating to management of the Memorial Hall. |
Other
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 Clanfield Parish Institute manages the Memorial Hall to allow hirers and users, village and wider community residents, to have a safe and comfortable environment in which to carry out their various activities, allowing villagers and the wider community to take part in those activities. |
Additional information (optional) You may choose to include further statements where relevant about:
| Achievements against objectives set |
Para 1.41 | ||
| Performance of fundraising activities against objectives set |
Para 1.41 | ||
| Investment performance against objectives |
Para 1.41 | ||
| Other |
Financial Review
| Financial Review | ||
|---|---|---|
| Review of the charity’s financial position at the end of the period |
Para 1.21 | Please refer to Report and Accounts for the financial year |
| Statement explaining the policy for holding reserves stating why they are held |
Para 1.22 | Reserve account balance is seen as financially prudent and provides a safety net for the organisation. |
| Amount of reserves held | Para 1.22 | £20,000- 25 000 |
| Reasons for holding zero reserves |
Para 1.22 | Not applicable |
| Details of fund materially in deficit |
Para 1.24 | Not applicable |
| Explanation of any uncertainties about the charity continuing as a going concern |
Para 1.23 | Not applicable |
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 | Hirers payments | ||
| Investment policy and objectives including any social investment policy adopted |
Para 1.46 | |||
| A description of the principal risks facing the charity |
Para 1.46 | |||
| Other |
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 | By interview following advertisement , ssessment of qualification criteria and completion of application form. Appointment to be approved by majority of/all trustees |
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 provided with copies of the conveyancing, deeds and variation of deeds to have an understanding of the aims and objectives. |
|
| The charity’s organisational structure and any wider network with which the charity works |
Para 1.51 | ||
| Relationship with any related parties |
Para 1.51 | ||
| Other |
Reference and Administrative details
| Charity name | Clanfield Parish Institute |
|---|---|
| Other name the charity uses | Clanfield Memorial Hall |
| Registered charity number | |
| Charity’s principal address | 17b South Lane Clanfield Waterlooville PO8 7RB |
Names of the charity trustees who manage the charity
| Names of the charity trustees who manage the charity |
||||
|---|---|---|---|---|
| Trustee name | Office (if any) | Dates acted if not for **whole year ** |
||
| 1 | Lynne Pritchard | |||
| 2 | Julia Hoskins | Chair | Until Jan 22 | |
| 3 | Nic Hoskins | Treasurer | Until Jan 22 | |
| 4 | Ryan Hicken | |||
| 5 | RosemaryClarke | |||
| 6 | John Thomson | Until April 22 | ||
| 7 | ||||
| 8 | ||||
| 9 | ||||
| 10 | ||||
| 11 | ||||
| 12 | ||||
| 13 | ||||
| 14 | ||||
| 15 | ||||
| 16 | ||||
| 17 | ||||
| 18 | ||||
| 19 | ||||
| 20 |
– Corporate trustees names of the directors at the date the report was approved Director name Not applicable
Name of trustees holding title to property belonging to the charity
Trustee name Dates acted if not for whole year
Funds held as custodian trustees on behalf of others
Description of the assets Not applicable held in this capacity Name and objects of the Not applicable charity on whose behalf the assets are held and how this falls within the custodian charity’s objects
Details of arrangements for Not applicable safe custody and segregation of such assets from the charity’s own assets
Additional information (optional)
Names and addresses of advisers (Optional information) Type of adviser Name Address
Name of chief executive or names of senior staff members (Optional information)
Exemptions from disclosure
Reason for non-disclosure of key personnel details
Other optional information
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
Registered Charity Number 232189
Clanfield Parish Institute
Report and Accounts
31st March 2022
Clanfield Parish Institute Report and accounts Contents
| Page | |
|---|---|
| Accountants'/Independant examiner's report | 1 |
| Summary of Receipts and Payments | 2 |
| Statement of Assets & Liabilities | 3 |
| Detailed Analysis of Receipts and Payments | 4 |
Clanfield Parish Institute
Independent Examiner's Report to the trustees of the charity
Report of the Independent Examiner to the trustees
on the accounts of the Charity for the year ended 31 March 2022
I report on the financial statements of the Charity on pages 2 to 5 for the year ended 31st March 2022 which have been prepared on a Receipts and Payments basis. A Receipts and Payments basis does not account for debtors, creditors, accruals and prepayments, but such a presentation is permitted by law for smaller charities. Respective responsibilities of trustees and examiner
The Charity's trustees are responsible for the preparation of the accounts. The trustees are satisfied that the audit requirement of Section 144(1)) of the Charities Act 2011 (the Act) does not apply, and that there is no requirement in the governing document or constitution of the Charity for the conducting of an audit. As a consequence, the trustees have elected that the accounts be subject to independent examination.
Having satisfied myself that the charity is not subject to audit, and is eligible for independent examination, it is my responsibility to:-
a) examine the accounts under section 145 of the Act;
b) to follow the procedures laid down in the General Directions given by the Charity Commission under section 145(5))(b) of the Act; and; c) to state whether particular matters have come to my attention.
Basis of opinion and scope of work undertaken
I conducted my examination in accordance with the General Directions given by the Charity Commissioners for England & Wales in relation to the conducting of an independent examination, referred to above. An independent 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 such matters.
The procedures undertaken do not provide all the evidence that would be required in an audit , and information supplied by the trustees in the course of the examination is not subjected to audit tests or enquiries, and consequently I do not express an audit opinion on the view given by the accounts, and in particular, I express no opinion as to whether the accounts give a true and fair view of the affairs of the charity, and my report is limited to the matters set out in the statement below.
I planned and performed my examination so as to satisfy myself that the objectives of the independent examination are achieved and before finalising the report I obtain written assurances from the trustees of all material matters.
Independent Examiner's Statement, report and opinion
Subject to the limitations upon the scope of my work as detailed above , in connection with my examination , I can confirm that this is a report in respect of an examination carried out under section 145 of the Act and in accordance with any directions given by the Commission under subsection (5)(b) of that section which are applicable; and that no matter has come to my attention in connection with my examination which gives me reasonable cause to believe that in any material respect the requirements
(i) to keep accounting records in accordance with section 130 of the Act;
(ii) to prepare accounts which accord with the accounting records and comply with the accounting requirements of the Act ;
have not been met; or
to which, in my opinion, attention should be drawn in my report in order to enable a proper understanding of the accounts to be reached;
..............................................................................................
D B Heelan
1 The Briars Waterberry Drive Waterlooville
PO7 7YH
1
Clanfield Parish Institute
Statement of Receipts and Payments for the year ended 31 March 2022
| Revenue Receipts Total Revenue Receipts Total Revenue Payments Net Receipts/(net payments) Net Surplus/(net deficit) Audit / independent examination Preparation of annual accounts Payments relating directly to charitable activities Gross Trading Receipts |
Unrestricted Restricted Total Funds Funds Funds 2022 2022 2022 £ £ £ 28,591 - 28,591 28,591 - 28,591 16,238 - 16,238 399 - 399 150 - 150 16,787 - 16,787 11,804 - 11,804 11,804 - 11,804 |
|---|---|
2
Clanfield Parish Institute
Statement of Assets and Liabilities
as at 31 March 2022
| Cash funds Movement on Receipts and Payments Account Cash and bank balances at the end of the year Cash and bank balances at start of year |
Unrestricted Restricted Total Last Year Funds Funds Funds Total Funds 2022 2022 2022 2021 £ £ £ £ 20,211 1,250 21,461 29,736 11,804 - 11,804 (8,275) 32,015 1,250 33,265 21,461 |
|---|---|
Clanfield Parish Institute Trustees
Approved by the board of trustees on 19 November 2022
3
Clanfield Parish Institute
Analysis of Receipts and Payments for the year ended 31 March 2022
| Clanfield Parish Institute Analysis of Receipts and Payments for the year ended 31 March 2022 |
|
|---|---|
| Receipts Gross Trading Receipts Payments |
Unrestricted Restricted Total Funds Funds Funds 2022 2022 2022 £ £ £ 28,591 - 28,591 |
| Payments relating directly to charitable activities Support costs of charitable activities Direct support costs Costs for services provided & expenses Management and administration costs in support of charitable activities Premises Costs Utilities, rent and service charges Insurance Cleaning Premises repairs and renewals General administrative expenses: Telephone and fax Total Support costs |
268 - 268 268 - 268 5,887 - 5,887 1,742 - 1,742 5,402 - 5,402 2,465 - 2,465 15,496 - 15,496 474 - 474 474 - 474 16,238 - 16,238 |
| Governance costs that are not direct management functions inherent in generating funds, service delivery and programme or project work Accountancy costs in preparing annual accounts 150 - 150 Independent Examiner's Fees 399 - 399 |
|---|
| Total governance costs 549 - 549 |
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Registered Charity Number 232189
Clanfield Parish Institute
Report and Accounts
31st March 2022
Clanfield Parish Institute Report and accounts Contents
| Page | |
|---|---|
| Accountants'/Independant examiner's report | 1 |
| Summary of Receipts and Payments | 2 |
| Statement of Assets & Liabilities | 3 |
| Detailed Analysis of Receipts and Payments | 4 |
Clanfield Parish Institute
Independent Examiner's Report to the trustees of the charity
Report of the Independent Examiner to the trustees
on the accounts of the Charity for the year ended 31 March 2022
I report on the financial statements of the Charity on pages 2 to 5 for the year ended 31st March 2022 which have been prepared on a Receipts and Payments basis. A Receipts and Payments basis does not account for debtors, creditors, accruals and prepayments, but such a presentation is permitted by law for smaller charities. Respective responsibilities of trustees and examiner
The Charity's trustees are responsible for the preparation of the accounts. The trustees are satisfied that the audit requirement of Section 144(1)) of the Charities Act 2011 (the Act) does not apply, and that there is no requirement in the governing document or constitution of the Charity for the conducting of an audit. As a consequence, the trustees have elected that the accounts be subject to independent examination.
Having satisfied myself that the charity is not subject to audit, and is eligible for independent examination, it is my responsibility to:-
a) examine the accounts under section 145 of the Act;
b) to follow the procedures laid down in the General Directions given by the Charity Commission under section 145(5))(b) of the Act; and; c) to state whether particular matters have come to my attention.
Basis of opinion and scope of work undertaken
I conducted my examination in accordance with the General Directions given by the Charity Commissioners for England & Wales in relation to the conducting of an independent examination, referred to above. An independent 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 such matters.
The procedures undertaken do not provide all the evidence that would be required in an audit , and information supplied by the trustees in the course of the examination is not subjected to audit tests or enquiries, and consequently I do not express an audit opinion on the view given by the accounts, and in particular, I express no opinion as to whether the accounts give a true and fair view of the affairs of the charity, and my report is limited to the matters set out in the statement below.
I planned and performed my examination so as to satisfy myself that the objectives of the independent examination are achieved and before finalising the report I obtain written assurances from the trustees of all material matters.
Independent Examiner's Statement, report and opinion
Subject to the limitations upon the scope of my work as detailed above , in connection with my examination , I can confirm that this is a report in respect of an examination carried out under section 145 of the Act and in accordance with any directions given by the Commission under subsection (5)(b) of that section which are applicable; and that no matter has come to my attention in connection with my examination which gives me reasonable cause to believe that in any material respect the requirements
(i) to keep accounting records in accordance with section 130 of the Act;
(ii) to prepare accounts which accord with the accounting records and comply with the accounting requirements of the Act ;
have not been met; or
to which, in my opinion, attention should be drawn in my report in order to enable a proper understanding of the accounts to be reached;
..............................................................................................
D B Heelan
1 The Briars Waterberry Drive Waterlooville
PO7 7YH
1
Clanfield Parish Institute
Statement of Receipts and Payments for the year ended 31 March 2022
| Revenue Receipts Total Revenue Receipts Total Revenue Payments Net Receipts/(net payments) Net Surplus/(net deficit) Audit / independent examination Preparation of annual accounts Payments relating directly to charitable activities Gross Trading Receipts |
Unrestricted Restricted Total Funds Funds Funds 2022 2022 2022 £ £ £ 28,591 - 28,591 28,591 - 28,591 16,238 - 16,238 399 - 399 150 - 150 16,787 - 16,787 11,804 - 11,804 11,804 - 11,804 |
|---|---|
2
Clanfield Parish Institute
Statement of Assets and Liabilities
as at 31 March 2022
| Cash funds Movement on Receipts and Payments Account Cash and bank balances at the end of the year Cash and bank balances at start of year |
Unrestricted Restricted Total Last Year Funds Funds Funds Total Funds 2022 2022 2022 2021 £ £ £ £ 20,211 1,250 21,461 29,736 11,804 - 11,804 (8,275) 32,015 1,250 33,265 21,461 |
|---|---|
Clanfield Parish Institute Trustees
Approved by the board of trustees on 19 November 2022
3
Clanfield Parish Institute
Analysis of Receipts and Payments for the year ended 31 March 2022
| Clanfield Parish Institute Analysis of Receipts and Payments for the year ended 31 March 2022 |
|
|---|---|
| Receipts Gross Trading Receipts Payments |
Unrestricted Restricted Total Funds Funds Funds 2022 2022 2022 £ £ £ 28,591 - 28,591 |
| Payments relating directly to charitable activities Support costs of charitable activities Direct support costs Costs for services provided & expenses Management and administration costs in support of charitable activities Premises Costs Utilities, rent and service charges Insurance Cleaning Premises repairs and renewals General administrative expenses: Telephone and fax Total Support costs |
268 - 268 268 - 268 5,887 - 5,887 1,742 - 1,742 5,402 - 5,402 2,465 - 2,465 15,496 - 15,496 474 - 474 474 - 474 16,238 - 16,238 |
| Governance costs that are not direct management functions inherent in generating funds, service delivery and programme or project work Accountancy costs in preparing annual accounts 150 - 150 Independent Examiner's Fees 399 - 399 |
|---|
| Total governance costs 549 - 549 |
4