2020-12-31-accounts

11 i. Chacewater Village Hall ANNUAL REPORT 2021 For the period I" January 2020 to 31" December 2020 Charity Commission Registered Number: 289081

Pur ose of the Chari Chacewater Village Hall is held in trust for the purposes of a wmmunily venue for the use of the inhabitants of the Parish of Chacewater in the County of Cornwall, without distin¢Éion of politicat, religious or other opinions, including use for meetings. lectL￿¢S and classes, and for other forms of recreation and leisure-time occupalion, with the object of improving the conditions of life for the said inhabitants. Governance of the Chari Chacewater Village Hall is gov¢med by the Trust Deed dated August 1984 and updated 3 May 2001 as agreed with the Ch8Sity Con]tnission. The Board of Trustees is res￿nSIble for recrniting, retraining and training new Trustees. The committee recognisc5 the problem of the reducing size of its Board of Trustees and is actively trying lo rccruit new members. To help the committ¢¢ achieve the aims of the Charity a number of policies have been Created such as Health & Safety of the staff, Fire Regulations, Risk Assessment etc. The policÉes are regularly reviewed and, where n¢cessary, updated particularly when new legislation comes into being. These policies are made availablc to hirers. The Committee is respon5ibl¢ for overseeing the day to day rLuming of the Charity and for ensuring its purposes and policies are maintained. Board of Trustees - Structure & Mana ement The Board of Trustees shot41dbe rnade up of representatives from at least the followng organisations:_ Chacewater Bowling Club Chacewater Millennium Green Trust Chacewater CP School Chacewatei. P￿ISh Council Chacewater Football Club Chacewater Players Chacewater & Distiict Horticulture & Chacewater Projects Fanciers Show Society St Paul's Church These organisations are invited ￿ll]Ually to nominate their representative. All other village organisations are invifrd to send representatives via the parish magazine "What's On in Chacewaier" Unfortunately, several of the originally named organisations no longer choose to send any representation and some no longer exist. The organisations represented this year include.. Chacewater Millenium Green Trust Ch&cewat¢r Players Chacewater Energy Gmup Chacewater Projects Chacewater Parish Council St Paul's Church Chacewater & District Horticulture & Fanciers Show Society Chacewater Energy Group bein8 a ¢ommitte¢ under the umbrclla of Chacewatsr Projects. Page 2

Attendance at meetin Of the organisalions able to be represented, 8 continue to have nominated representatives. Attendance at meetings has been good this year. The meetings since lo¢kdown have been held on Zoom. Many members and other inleresled people have given a lot of time towards the running of the hall. In addition, there are other member5 elected annually from the Parish, these being people who show an interest in the well-being and running of the Village Hall. This number is always a maximum of one less than the number of organisations represented. So far. we have not yel had to have an election, there never having been more people than we can takel This committee elects at its Annual Meeling a Chairman, Vice-chairnian, Secretary and Treasurer. Meetings are now held in January, March, May, July, September a￿d November in each year with an extra meeting after the AGNI in March if it is necessaryy and extra meetings can be called ifneed arises. The Annual General Meeting is held in ma￿h. Public Benefit The aim of Chacewater Village Hall is to provide facilities in the interests of social welfare. recreation and education for the residents of the Parish of Chacewater and the wider community, with the objccl of improvÈug condil&ons of life and to give a venue suitable for safe and meaningful activitics. At our AGM Tn￿¢¢5 follow the guidance given by the Clwity Commission by considering the purposes and the airns of the Chaeewater Village Hall Ttvst Deed to ensure that we continue to give the benefit and value to the Community. Summa of Main Achievements As with inost other Village Halls, we have been badly hit by Covid restrictions since March 2020. We agreed we would do our best to ensure that, whenever Government rules allowed, we would open the hall for local groups to use. This meant we had io work hard to ensure the hall was Covid secure for pennitled aL'livities, taking account ofthe ever ch￿gIng regulations. Despit¢ the restrictions, we were able to proceed with our annual maintenance programme and take advanlage of the shutdown by completing planned improvements without any inconvenience to our users, ail works done with Covid Lompli[￿le. During the summer we builders in to install an improved kitchen facility. A wall was removed to increase the kitchcn floor space and this will allow a b¢tter flow when we have some of our bigger events back again. This will sland us in good ste&d in the future. We have upgraded our WIFI system to make il easier for our customers to Use and to enhance the reception throughout the building. Another 2 rkople have kindly joined our committee as trustees. Page 3

Hire Cha es As Chacewater Village Hall is principally for the use of the residents and organisations of Chacewater Parish wc have a diswunted hire charge for these. Organisativns that regularly use the Village Hall bui are from outside the Parish Boundary aTe granled a lesser discount. The result is that those from outside the Parish help to give Chacewater residents and organisations a venue that C8n be hired al a reasonable cost. Current hire charges are shown below.. Chacewater Villa e Hall es er session see session times below Chacewater Residents I Organisations Hire Char standard Hire Charge Room Regular Non Parish MAIN HALL Fri. Evening Sat. Evening Sun Evening £45 £55 £35 £45 £25 £30 £100 £65 no Y¥uL7r boo￿n￿ eTmlll• £40 £35 £50 KILLIFRETH ROOM Sat. Evening £25 £45 £20 £25 £15 £15 WHEALJANE ROOM £20 £15 £10 BAR AREA £20 £20 £20 Thè rèfundable deposit bond agalnst k•$S andlor damage whon having alcohol18 £200 Thi5 bond i8 refundable after insp8ction by a Hall RepresentatNe.

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We charge by the se5sion'. morning. afternoon or evening Session Times Mornin Afternoon Evening Mon- Sat 8am to Ipm Ipm to 6pm 7pm- 11.30pm Sunday 103m- 2pm mto6pm 7pm to 11pm If you are ll￿ng ourcaretaknro servi Ihis d i% £18 per hmg Page 4

In addition to these charges, hirers are given the option of using our caretaking service. This service is one whereby the booking oificer can arrange with one of the staff to set out a room for the hirer, mee( them at an agreed time to ensure ihey have ati the faLilities they require. At the end of the hire evewhing is cleared away for them and the room locked. This is especially appreciated by many "corporat¢" hirers when th¢ lecturer may be someone oulside their organisation. To avoid multiple 5matl amounts of money being ch￿ged we add £18 10 the hire charge for this service, the whole of whicli is paid to the member of staff. The £18 represents 2 hours of work. Cha¢ewat¢r Village Hall makes nothing on the arrangement. Chairman's Re ort to the Annual General Meetin Hall March 2021 of Chacewater Villa Due to Covid 19 rules Chacewater Village Hall has been closed or had reslrictive opening since March 2020. This did allow us to renovate the kitchen area which we are very pleased with. Thanks io our staff and committee for all the work done during thc year to ensure compliance with the ever changing covid rules. Alan Crocker Chairman Page 5

CHACEWATER VILLAGE HALL TRUSTEESY ANNUAL REPORT AND ACCOUNTS YEAR ENDED 31 DECEMBER 2020 Referenco and admlnlstratlve Informatlon Charity Commission registered numkr: 289081 Address.. Church Hill, ChacewaÉer, Cornwall TR4 8PZ Trustees.. Brenda Bailey Alan Crocker Angela Beckham Noel Crocker Malcolm Beekharn Linda Shevlin (from 12111120) John Carley Paul Shevlin Terie Chesworth (from 1913120) Richard Simmonds Professional advi￿r$ Bankers HSBC, 17 Boscawen Stre¢L Truro, TRI 2QZ Independent examiners Francis Clark LLP. Lowin House, Tregolls Road. Truro, TRI 2NA Strueture, GovernAnee and MaD&gement Governing document: Trust deed dated 3rd May 2001 Investment powe￿.. Thc trustees have absolute discretion over the choice of investments. FinAn¢ial Review The year to 31 December 2020 has seen a decrease of £11,782 in total income received (2020: £25,798, 2019.. £37.580). Sourc¢s of income have been affected by the Covid-19 pandemic which forced closure of the hall resulting in the loss of income from hall rental. Income loss was subsquently offset by government grants of £l1.700. Total expenditure has also decreased by £6,895 (2020.. £25,679 to 2019.. £32,574) again athibuted to affects from Covid-19 and subsequent closure of the hall. Over811, the result for the year has been a net increase of funds of £119 (2019: £5,006). As a resuli of likcly ongoing reslrictions, the trustees anti¢ipale running at a loss in the 2021 financial year but have thc funds to support this. Pagc 6

Reserves: The reserves are held to cover the upkeep of Chacewater Village Hall and io cover any future deficit arising, in ordeT that the Hall Lan conlinue as a Community venue. At 31 Deceinber 2020 free reserves (excluding those held as fixed assets) stood at £120,390. Signed on behalf of the Truslees on by LVVK L IL (*-v)w Page 7

CHACEWATER VILLAGE HALL STATEMENT OF FINANCtAL ACTIVITIES YEAR ENDED 31 DECEMBER 2020 Unrestricted FuDds 2020 2019 Ineome Hire of l-lall Drink Sales Bank Interest Covid Gr￿11 FITS 11,427 407 327 11,700 34,603 704 361 Tolat incoming resources Expenditure Utilities Cleaning/Materials Staff Equipment Drinks Repairs/tnaint¢nance Insurance o*rice Depreciation Independent ¢xaminer's fee Totsl resources expended 2,401 581 9,934 469 201 2,213 1,486 1,843 5,933 618 3.573 1.648 13,143 297 515 3.344 1.476 2.002 5.956 620 Nel income I movement in funds 119 5,006 Reconciliation of funds Tolal funds brought fonvard 403,453 398,447 Total funds carried forward Page 8

CHACEWATER VILLAGE HALL BALANCE SHEET AS AT 31 DECEMBER 2020 2020 2019 Note Fixed A$s¢ts 283,182 275.978 Current Assets Debtors and prepayments Cash at btmk 470 121420 121890 901 128 430 129 331 Current Liabilities Creditors and accruals (1,500) (1,856) Total Assets less Current Liabilities 403 572 403 453 Unrestricted funds Balance as at 31 Decembcr 2019 Net incoming / (outgoing) resource5 for the year 403,453 398.447 119 5,006 Balan¢¢ as at 31 December 2020 403 572 The finan¢ial statements have been prepared in accordance with FRS 102. Approved by the trusiees and signed on their behalf by: Signature: Print name.. rf * E.V..fyVi i+v4 Date.. Page 9

CHACEWATER VILLAGE HALL NOTES TO THE ACCOUNTS AS AT 31 DECEMBER 2020 I. ACCOUNTING POLICIES (a) StAtemellt of compllAnce The financial statements have been prepared in accordance with Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing 1heir accounts in a￿ordanCe with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) {effective l January 2019)- (Charities SORP (FRS 102)}. (b) Basi8 of preparation Chacewater Village Hall meets the definition of a public benefit entity under FRS 102. Assets and liabilities are initially re¢ognised at historical cost or transaction value unless oihenvise slated in the relevant accounting policy notes. (e) Going Concer The trustees consider that there are no material uncertainties about the Charity's ability to continue as a going concern nor any Significant areas of uncertainty that affect the carrying value of assets held by ihe charity. (d) In¢om¢ Income and interest received are included in the Statement of Financial Activities (SOFA) when receivable. (e) Expendlture Expenditure is included in the accounts on an accruals basis. (Q Fixed asyetS Assets costing £500 or more are capilalised as iangible fixed assets and are Carried at cost less depreciation. Depreciation has been provided in the accounts on the following basis= Freehold Land and Buildings- 2010 reducing balance. Plant and Equipment- 200/0 Straight linc. Compuler Equipmenl_ 20Q/4 Strakgbt linc. Page 10

CHACEWATER VILLAGE HALL NOTES TO THE ACCOUIYTS AS AT 31 DECEMBER 2020 (g) Financial Instruments The charity holds the followryng financial Instruments Short tenn trade and other debtors and creditors CBsh and bank balances All financial instnunents are classified as basic. The charity has chosen to apply the recognition and measurement prin¢iples in FRSIO2. Financial inslruments are recognised when the charity becomes party to the conlraclual provisions of the instnunent and derecognised when in the case of assets, the contractual rights to cash flows from the assets expire or substantially all the risks and rewards of ownership are transferred to another party, OT in the case of liabilities, when the chatity's obligations are discharged, expire or are c&neelled. 2. FIXED ASSETS Freehold land and Plant & Computer buildings Equipment Equipment Total Cos¢ At l January 2020 Additions Disposals At 31 December 2020 400,626 13.137 995 750 402,371 13,137 413,763 995 750 415,508 Deprceiatio At l January 2020 Charged during the year Eliminated on disposals At 31 De¢ember 2020 125.861 282 250 126,393 5.584 199 150 5.933 131.H5 481 400 132,326 N¢t book value As at 31 December 2020 As at 31 December 2019 282,318 514 350 283,182 274,765 713 500 275,978 Page 11

CHACEWATER VILLAGE HALL NOTES TO THE ACCOUNTS AS AT 31 DECEMBER 2020 3. DEBTORS 2020 2019 Hire of Hall debtors Drinks debtOTS Accrucd bank intCTest 446 826 14 61 901 24 470 4. CASH AT BANK This is made up of the followiDg= 2020 2019 Fixed Rate Bond Treasurer Account Less uncleared cheques 72,820 48,600 72,456 55,974 128 430 5. CREDITORS 2020 2019 Accruals Other creditors Defetted income 620 800 80 875 84 897 6. DEFERRED INCOME Balance brought forward Income deferred in period Amounls released Balan¢e carried forward 897 80 897 80 Deferred incotne consists of amounts received ftTrr bookings due to tske place next year. Pag¢ 12

CHACEWATER VILLAGE HALL NOTES TO THE ACCOUNTS AS AT 31 DECEMBER 202 7. STAFF 2020 2019 Staff Costs during the year were: Wages and salaries Social security costs Pension costs 9.934 13,143 9,934 13,143 The monihly average number of persons employed by the Charity during the year expressed as an average headcount was as follows: 2020 2019 Employees No employees received emoluments of more than £60.000 during the year. 8. TRANSACTIONS WITH TRUSTEES AND CONNECTED PERSONS Kevin Bath, Son-in-Law of t￿￿tee8 Alan and Noel Crocker, was paid £1.072 for electrical work at the hall. Page 13

INDEPENDENT EXAMINER’S REPORT TO THE TRUSTEES OF

CHACEWATER VILLAGE HALL

I report to the trustees on my examination of the accounts of the Chacewater Village Hall (the Trust) for the year ended 31 December 2020.

Responsibilities and basis of report

As the charity trustees of the Trust you are responsible for the preparation 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 all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.

Independent examiner’s statement

I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:

1. Accounting records were not kept in respect of the Trust as required by section 130 of the Act; or

2. The accounts do not accord with those records; or

3. The accounts do not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair view’ which is not a matter considered as part of an independent examination.

I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.

D M PERRY CHARTERED ACCOUNTANT For and on behalf of Francis Clark LLP Lowin House Tregolls Road Truro Cornwall TR1 2NA

Date: 6 April 2021