## **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|
4
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