## **Trustees' Annual Report for the period**
Period start date Period end date 01 04 2020 01 04 2021
**From To**
## Section A Reference and administration details
**Charity name Other names charity is known by Registered charity number (if any)** 251803
STAXTON VILLAGE HALL
|**Charity's principal address**|
11 Ings Close, Staxton|
11 Ings Close, Staxton|
|---|---|---|
||Scarborough||
||North Yorkshire||
||**Postcode YO12 4ST**||
## **Names of the charity trustees who manage the charity**
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0|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year **|**Name of person (or body) entitled**
**to appoint trustee (ifany)**|
|---|---|---|---|---|
||Paul Gabriel|Chairman/Treasurer|||
||Christine Challis|Secretary|||
||Steve Challis|Vice Chairman|||
||Ann Gabriel|Booking|||
||Jacqueline Keegan||||
||Celia Wilkinson||||
||Evelyn Oates||||
||Madeleine De-La-
Porte||||
||Rebecca Norris|Parish Council rep.||Parish Council|
||||||
||||||
||||||
||||||
||||||
||||||
||||||
||||||
||||||
||||||
||||||
**Names of the trustees for the charity, if any, (for example, any custodian trustees)**
**Name Dates acted if not for whole year**
**TAR**
March **2012**
1
## **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**|||
||||
||||
||||
||||
|**Name of chief executive or names of senior staff members (Optional information)**|||
||||
## **Section B Structure, governance and management**
## **Description of the charity’s trusts**
Type of governing document Constitution (eg. trust deed, constitution)
How the charity is constituted Trust (eg. trust, association, company)
Trustee selection methods Elected (eg. appointed by, elected by)
## **Additional governance issues (Optional information)**
You **may choose** to include additional information, where relevant, about:
- policies and procedures adopted for the induction and training of trustees;
- the charity’s organisational structure and any wider network with which the charity works;
- relationship with any related parties;
- trustees’ consideration of major risks and the system and procedures to manage them.
## **Section C Objectives and activities**
**Summary of the objects of the charity set out in its governing document**
The Charity is to provide and maintain the Hall for the use of the inhabitants of the Parish and its environs without distinction of political, religious or other opinions etc, to advance education and provide facilities in the interest of social welfare for recreational and leisure time activities with the object of improving the conditions of life for said inhabitants.
**TAR**
March **2012**
2
**Summary of the main activities undertaken for the public benefit in relation to these objects (include within this section the statutory declaration that trustees have had regard to the guidance issued by the Charity Commission on public benefit)**
This year has been a full year “like no other” in the history of our village hall. We started the year with a Covid-19 Lockdown and the hall was closed completely until the 15[th] June. Then with some restrictions still in place and with various rules and procedures including complex risk assessments being carried out we were able to hold some “Wednesday coffee mornings” (4 in total), these were well attended and very much appreciated by all, we funded these by donations only, and this seems to work very well. From 14[th] September further restrictions ended these. Then came the second lockdown on the 5 November, this put an end to any Christmas plans, again the hall was closed until further notice, as it turned out, the hall remained closed well past the end of this financial year. Despite these closures we managed to meet the governments covid-19 requirements including.
_1._ Being _“Covid compliant”, with materials and posters as required._
_2. Meeting “Covid regulations”, producing risk assessments, plans and procedures._
3. _Carrying out “Covid clean” the entire building was cleaned several times_ .
All of this required constant updating.
## **Additional details of objectives and activities (Optional information)**
The Committee considers that it has a duty not only to maintain the Village Hall in good condition and to meet all legal requirements but also to improve the facility, better to meet contemporary needs, including due attention to current environmental issues.
You **may choose** to include further statements, where relevant, about:
- policy on grantmaking;
- policy programme related investment;
- contribution made by volunteers.
**TAR**
March **2012**
3
Section D Achievements and performance
## **Summary of the main achievements of the charity during the year**
We planned & completed the following improvement work during the Covid lockdowns ready for the big restart.
4. The main hall floor was stripped and treated.
5. Carried out the 5 yearly test to the fixed wiring and annual PAT testing.
6. Removed all pictures notices and curtains and replaced after decorations.
7. Re-decorated internally throughout.
8. Provided a storage cupboard for archives and sorted items out.
9. Replace and upgrade the heating to the toilets and committee room.
10. Replace out of date fire exit emergency lights.
11. Replace out of date fire alarms.
12. Supply and fit new dado wall protection to the main hall.
13. Replace 4 defective sealed window units.
14. Repaired defective CCTV camera, and up graded the CCTV system.
15. Replace the old curtains with thermal blackout blinds.
I would like to thank those who helped me in the above and I’m looking forward to seeing you all when restrictions allow.
**TAR**
March **2012**
4
## **Section E Financial review**
The level of reserve funds will be reviewed by the Committee from time to **Brief statement of the** time. At the present time it has been agreed that a reserve fund of £2,000 **charity’s policy on reserves** be established to cover unforeseen emergencies and requirements. In addition, it has been agreed that a minimum of £20,000 will be maintained in a savings account to form a replacement fund. This sum is based upon the cost of replacing the limited life fittings and equipment over a 10 year cycle. These reserves are in place.
**Details of any funds materially in deficit**
## **Further financial review details (Optional information)**
You **may choose** to include additional information, where relevant about:
- the charity’s principal sources of funds (including any fundraising);
- how expenditure has supported the key objectives of the charity;
- investment policy and objectives including any ethical investment policy adopted.
## **Section F Other optional information**
The Committee of Trustees is committed to operating and maintaining Staxton Village Hall in accordance with the law and the requirements of the Charity Commission for the benefit of the residents of Staxton & Willerby and its environs. It is a member of the Action with Communities in Rural England and Community First Yorkshire.
## **Section G Declaration**
**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**|||
|---|---|---|
||
Paul Gabriel|Christine Challis|
||Chairman/Treasurer|Secretary|
||10 December 2021||
||10 December 2021||
**TAR**
March **2012**
5
|**Staxton Village Hall**|**Staxton Village Hall**||**251803**|
|---|---|---|---|
|**Receipts andpayments accounts**||||
|**For the period**
**from**|01/04/2020|**To**|01/04/2021|
## **CC16a**
## **Section A Receipts and payments**
|**A1 Receipts**|**Unrestricted**
**funds**
**to the nearest**
**£**
**19,431**
**420**
**640**
**64**
**1,777**
**-**
**44**
**-**
**22,376**
**-**
**-**
**-**
**22,376**
**7,586**
**241**
**93**
**150**
**206**
**78**
**-**
**-**
**8,354**
**-**
**-**
**-**
**8,354**
**14,022**
**-**
**17,043**
**31,065**|**Restricted**
**funds**
**to the nearest £**
**3,410**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**3,410**
**-**
**-**
**-**
**3,410**
**733**
**659**
**629**
**-**
**-**
**-**
**-**
**-**
**-**
**2,021**
**-**
**-**
**-**
**2,021**
**1,389**
**-**
**-**
**1,389**|**Endowment**
**funds**
**to the nearest £**|**Total funds**
**to the nearest £**
**22,841**
**420**
**640**
**64**
**1,777**
**-**
**44**
**-**
**25,786**
**-**
**-**
**-**
**25,786**
**8,319**
**900**
**629**
**93**
**150**
**206**
**78**
**-**
**-**
**10,375**
**-**
**-**
**-**
**10,375**
**15,411**|**Last year**
**to the nearest £**|
|---|---|---|---|---|---|
|Grants - Covid support|**19,431**||**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**||**-**
**20**
**6,748**
**2,723**
**2,291**
**44**
**126**
**-**|
|Donations|**420**|||||
|Events|**640**|||||
|Rent|**64**|||||
|Electricity generation|**1,777**|||||
|Miscellaneous|**-**|||||
|Interest|**44**|||||
||**-**|||||
|**_Sub total_**_(Gross income for_
_AR)_|**22,376**||||**11,952**|
|||||||
|**A2 Asset and investment sales,**
**(see table).**||||||
||**-**||**-**
**-**
**-**||**-**|
||**-**|||||
|**_Sub total_**|**-**||||**-**|
|**_Total receipts_**
**A3 Payments**||||||
||||**-**||**11,952**|
|||||||
|Repairs,maintenance and cleaning|**7,586**||**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**||**7,363**
**3,484**
**629**
**2,252**
**-**
**390**
**391**
**-**
**-**|
|Utilities|**241**|||||
|Insurance||||||
|Event expenses|**93**|||||
|Donations|**150**|||||
|Administration|**206**|||||
|Miscellaneous|**78**|||||
||**-**|||||
||**-**|||||
|**_Sub total_ **|**8,354**||||**14,509**|
|||||||
|**A4 Asset and investment**
**purchases, (see table)**||||||
||**-**||**-**
**-**
**-**|||
||**-**|||||
|**_Sub total_ **|**-**||||**-**|
|**_Total payments_**
**_Net of receipts/(payments)_**
**A5 Transfers between funds**
**A6 Cash funds last year end**
**_Cash funds this year end_**||||||
||||**-**||**14,509**|
|||||||
||**14,022**|**1,389**|**-**||**- 2,557**|
||**-**|**-**|**-**
**-**|**-**
**17,043**|**-**
**19,600**|
||**17,043**|**-**||||
||**31,065**|**1,389**|**-**|**32,454**|**17,043**|
CCXX R1 accounts (SS)
13/12/2021
1
## **Section B Statement of assets and liabilities at the end of the period**
|**Categories**
Signed by one or two trustees on
behalf of all the trustees
**B1 Cash funds**
**B2 Other monetary assets**
**B4 Assets retained for the**
**charity’s own use**
**B5 Liabilities**
**B3 Investment assets**|Signature
**Details**
**Details**
Bank Account
Building Society account
Cash in Hand
**Details**
**Details**
**_Total cash funds_**
(agree balances with receipts and payments
account(s))
**Details**|**Unrestricted**
**funds**
**Restricted**
**funds**
**to nearest £**
**to nearest £**
**2,575**
**1,389**
**28,089**
**-**
**401**
**-**
**31,065**
**1,389**
OK
OK
**Unrestricted**
**funds**
**Restricted**
**funds**
**to nearest £**
**to nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**asset belongs**
**Cost (optional)**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**asset belongs**
**Cost (optional)**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**liability relates**
**Amount due**
**(optional)**
**-**
**-**
**-**
**-**
**-**
Print Name
Paul Gabriel
Christine Challis|**Endowment**
**funds**
**to nearest £**|
|---|---|---|---|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||OK|
||||**Endowment**
**funds**
**to nearest £**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**Current value**
**(optional)**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**Current value**
**(optional)**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**When due**
**(optional)**|
|||||
|||||
|||||
|||||
|||||
|||||
||||Date of
approval|
|||Paul Gabriel|10/12/2021|
|||Christine Challis|10/12/2021|
CCXX R2 accounts (SS)
13/12/2021
2
## **Independent examiner's report on the accounts**
**Section A Independent Examiner’s Report**
**Report to the trustees/** Charity Name **members of** Staxton Village Hall **On accounts for the year** 31 March 2021 **Charity no** 251803 **ended (if any) Set out on pages** 1-2 (remember to include the page numbers of additional sheets)
I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended **31 March 2021** .
- **Responsibilities and** As the charity trustees of the Trust, you are responsible for the preparation **basis of report** of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”).
I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
**Independent** I have completed my examination. I confirm that no material matters have **examiner's statement** come to my attention ~~(other than that disclosed below *)~~ in connection with the examination which gives me cause to believe that in, any material respect:
- accounting records were not kept in accordance with section 130 of the Act or
- the accounts do not accord with the accounting records
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached.
* _Please delete the words in the brackets if they do not apply._
**Signed: Date:** 13 December 2021 **Name:** Anne Mead BSc FCA **Relevant professional** Institute of Chartered Accountants in England and Wales **qualification(s) or body (if any): Address:** Ashby Berry Coulsons Chartered Accountants 2 Belgrave Crescent, Scarborough, North Yorkshire, YO11 1UB
**October 2018**
1
**IER**
**Section B Disclosure**
Only complete if the examiner needs to highlight matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners).
**Give here brief details of any items that the examiner wishes to disclose** .
**October 2018**
2
**IER**