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.
#You￿U￿j prdbrlj be ffdp8￿ u5iry plg85e sUp￿Y yOLYb&llk Oèka
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