Chacewater Village Hall ANNUAL REPORT 2022 For the period I" January 2021 to 31" December 2021 Charity Commission Registered Number: 289081
ose of the Chari Chacewater Village Hall is held in trust for the puryseS of a community venue for the use of the inhabitants of the Parish of Chacewater in the County of Cornwall. without distinction of political, religious or other opinions, kncluding use for Meetin lectures and cl&8ses, and for other fornis of recreation and leisLe-tinle Occupatio with the object of improving the conditions of life for the said inlthitants. Governance of the Chari Chacewater Village Hall is governed by the Trust Deed dated August 1984 and updated 3 May 2001 as agreed with the Charity commissio The Board of Tnlsfres is responsible for r¢crnitin& retraining and training new Trustees. The con]mittee recognises the problem of the reducing siz£ of its Board of TnL8tees and is actively tying to recruit new Memb. To help the ¢omtllitte¢ achieve the aims of the Charity a number of FK)licies have been created such as Health & Safety of the staff, Fire Regulations. Risk Assessment etc. The polÉcies are regularly reviewed all(t where necessary, utKlated particularly when new legislation comes into being. These policies are nwle available to hirers. The Con]Enittee is responsible for overseeing the day to day running of the Charity and for ensuring its purposes and wlicies are maintainal. Board of Trustees - Structure & Mana ement The Board of TnS should be made up of representatives from at le&st the following Chacewater Bowling Club Chacewaler Millennium GTeen Trust Chacewater CP School Chacewater Parish Council Chacewater Football Club Chacewater Players Chac¢water & District Horticulture & Chacewat¢r Projects Fanciers Show Society St Paul's Church These organisations are invited annually to nominate their representative. All other village organisations are invited to send represeutatives via the parish magazine -What's On in Cha¢ewateff. 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 Trusl Chacewater Players Cbacewater Energy Group Chacewater Projects Chacewater PaTish Council St Paul's Church Chacewater & District Horticultute & Fanciers Show Society Chacewater Energy Group king a committee under the umbrella of Chacewater Projects. Page 2
Attendance at meetin Of the organisations able to bc reptesente(L 7 continue to have nominated representatives. Attendance at meetings has been good this year. Some of the bimonthly meetings this year have been held on Zoom. Many members and other interested people have given a lot of time towards the numing of the hall. In additioo there are other members elected annually from the ParisK these Ing people who show an interest in the well-being and running of the Village Hall. This number is always a maximum olone less than the nutnEtr of organisatÈons represented. So far, we have not yet had to have an electio ther¢ never having been rn0 peopl¢ than we can take! This committee elects at its Annual Meeting a Chairn, Vice-chairnw Srethry and Meetlngs are now held in January, MaTch, May. July. septem1r and NoveTnber in each year with an extra meeting after the AGM in March if it is necessary" and extra meetings can be called if need arises. The Annual General Meeting is held in MarclL Public Benefit The aim of Chacew'at¢r Village Hall is to pmvide facilities in the interests of social welfare, recreation and education for the residents of the Parish of Chacewater and the wtder community, with the object of improving conditions of life and to give a venue suitable for safe and meanIngfi activities. At our AGM Tntstees follow the guidance given by the Charity Con]mission by considering the purposes and the aims of the Chacewater Village Hall TnLSt Deal to ensure that we continue to give the benefit and value to the con]munity. Summa of Main Achievements As with most other Village Halls, we have IK¢n hit by changing Covid restrictions over the year. We agreed we would do our best to ensute thaL whenever Gov¢rnment rules allowe(t we would keep the hall for local groups and others to us¢. This meant we had to work hard to ensure the hall was Covid Secu for permitted activitiw taking account of the ever changing regulations. We were very keen to make the groups using the hall feel thev were in a Covid safe environment. We wotked with reduced numbers in each room throughout the year in accordance with ACRE and government guidelines. We have done our best to ensure that local groups who meet at the hall have been able to continue through the l&st year. Page 3
Hire Cha es As Chacewater Village Hall is principally for th¢ use of the residents and organisatioDS of Chacewater Parish we have a discounted hire charge for these. Organisations that regularly use th¢ Village Hall but atE from outside the Parish Boundary wted a lesser discount. The result is that those from outside the Parish help lo give Chacewater residents and organisations a venue that can be hired at a reasonable cosL Current hire charg¢s are shown below: Chacewater Villa e Hall es r session see session times below Chacewater Residents / Organisations Hire Cha Room Standard Hire Charge Regular Non Parish MAIN HALL Fri. Evening Sat. Evening Sun Evening KILLIFRETH ROOM Sat. Evening £45 £35 £45 £25 £30 £55 £100 £65 £40 £35 £50 £25 £45 £20 £15 £15 £25 WHEALJANE ROOM £20 £15 £10 BAR AREA £20 £20 £20 The refundable deposit bond againsl loss an¢Yor damage when having alcohol is £200 This bond is refundable after inspectsn by a Hall RwesentalNe. l)fjuTKthJ be Er•J LLYry dE We charge by the session: mornin& afternoon or evening Session Tlmes Morning Afternoon Evening Mon- Sat 8am to Ipm Ipm to 6pm 7pm- 11.30pm Sunday 10am- 2pm mto6pm 7pm to 11pm W Y aE (xjr wvKe s £18Fethrry Page 4
In addition to these charge4 hireTS are given the option of illg our caretaking service. This service is one whereby the EK)oking officer can arrange with one of the staff to set out a room for the hirer. meet them at an agreed time to ensure they bave aEI th¢ facilities they require. At the end of the hire everything is cleared away for them and the room locked. This is especially appreciated by many "cortK)rale- hirers when the lecturer DY be someone outside their organisation. To avoid multiple small amounts of money being charged we add £18 to the hire charge for this service, the whole of which 15 paid to the member of staff. The £18 represents 2 hours of work. Chacewater Village Hall rnakes nothing on the arrangemenL Chairman's Re rt to tbe Annual General Meetin Hall March 2022 of Cbacewater Villa Due to Covid 19 r¢strictions another difficult year with ¢ver changing rules and guidelines. The Committee have purch&sed two air filter machines for the meeting rooms. These the fans in the main hall will help with air exchange Many of our hire have continued to use the facility thTougb the year. My thanks to the staff and cornmitt¢¢ MeMl for their efforts during the year. Alan Crocker Chainnan Clwewal¢r Village Hall Page 5
CHACEWATER VILLAGE IIALL TRUSTEES. AIYNUAL REPORT AIW AccouNrs YEAR ENDED 31 DECEMBER 2021 Charity Con]mission registered number. 2881 Address: Church Hill, Chacewater. Cornwall TR4 8PZ TntecS". Brenda Bailey Angela Beckham Malcolm Beckham JoFtn Carley Terie Chesworth Alan Crocker Noel Crocker Linda Shevlin Paul Shevlin Richard Sinlmonds Professional advisors Bankers HSBC, 17 Boscawen Str¢eL Truro, TRI 2QZ Independent ¢xaminets Pryor Beg¢nt Fry & Co, 13-15 Commercial Road, Hayl4 TR27 4DE Structure, Governan¢¢ and Management Governing document: Trust deed dated 3rd May 2001 tnvestment powers: The trustees have absolute discretion over th¢ choice of inv¢slments. Financial Review The year to 31 December 20211)as seen a increase of £9.113 in total income Teceived (2021: £34,911, 2020.. £25,798). Sourtts of income have been affected by the continuing Covid-19 pandemic. Income from hall rental increased by £2.800 from previous year but fell far short of pre-pandemic levels due to Covid restrictions. Continued incorne loss was offset by government grants of £18,589 (2020: £17.7). Total expenditure h&$ decreased by £1.218 {2021: £24:461 to 2020: £25.679) as we continued to monitor outgoings to offset reduced income from reduction in hall usage due to the affects of Covid-19. Overall, the result for the year l)as been a net incr¢&se of fidS of £10.450 (2020: £119). Page 6
It is hard to foresee what will hapr*n in 2022. The ttvstees anticpat¢ Tunning at a profit in the 2022 financial year provided no more enhanced Covid-19 restrictions are brought back i Res¢rves: The reserves are held to cover the upkeep of Chacewater Village Hall and to cover any tUre deficit arisin& in order that the Hall can continue as a community venue. At 31 December 2021 free reserves (excluding those held &8 fixed &ssets) stood at £136,835. Signa on behalf of the TnL8tees on by M E Page 7
CHACEWATER VILLAGE HALL STATEMEiYf OF FINANCIAL AcrIvrriES YEAR ENDED 31 DECEMBER 2021 Unrestricted Funds 2021 2020 Ineome Hire of Hall Drink Sales Bank Interest Covid Grant FITS Total incoming resources 14227 11.427 407 327 11,71M) 123 18.589 Expenditsre Utilities CleanInMaterIalS 1.598 512 10,925 703 2,401 581 9,934 469 201 Equipm¢nt Lll 1,330 1.516 1,552 5,995 330 2213 1,486 1.843 5.933 618 Insurance Office Depreciation Independent eXami'S fee Total resources expended Net income / movement in funds 10,450 119 Reconciliation of funds Total funds brought forwanl 403572 403,453 Totsl funds carried forward 414 022 403 Page 8
CHACEWATER VILLAGE HALL BALANCE SHEET AS AT 31 DECEMBER 2021 2021 2020 Note Fixed Assets 277,187 283,182 Current Assets Debtors and prepayments Cash at bank 1.055 137.004 138 059 470 121420 Current Liabilities Creditors and accruals (1224) (1,500) Totsl Assets less Current Liabilities 414022 403 UDrestrieted funds Balance &$ at 31 December 2020 Net incoming / (outgoing) resources for the year 403.572 403,453 10.450 119 BYdlaDce as at 31 December 2021 414 022 403 The financial statements have been prepared in accordance with FRS 102. Approv¢d by the trustees and signed on their behalf by: Signature: Print name: M.&. Date: Page 9
CHACEWATER VILLAGE ILILL NOTES TO THE ACCOUNTS AS AT 31 DECEMBER 2021 I. ACCOUNTING POLICIES (a) Statement of coffjplianee The financial statements hav¢ ken prepared in accordance with Accounting and RerK)rting by Charities: Statement of Recon]mended Practice applicable to ¢hariti¢s preparing their accounts in accordanc£ with the Financial Re[)rtIng Standard applicable in the UK and Republic of Ireland (FRS 102) {effective l January 2019)- (Charities SORP {FRS 102)). (b) Basis of preparation Chacewater Village Hall meets the definition of a public benefit entity under FRS 102. Assets and liabilities are initially recognised at historical cost or transaction value unless otherwise stated in the relevant accounting policy notes. (e) Going Concern The trustees consider that there are no McTial 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 the clwity. (d) Income Income and interest received are Includ in th¢ Statement of Financial Activities (SOFA) when receivable. (e) Expenditure Expenditure is included in the accounts on an accruals b&81& (O Fixed assets Assets costÈng £500 or more are capitali5ed as tangible fixed &8sets and are carried at cost less deprecialion. Depreciation has been provided in the accounts on the following basis: Freehold Land and Buildings - 20/0 teducing balance. Plant and Equipment- 2(P/o Straight line. Computer Equipment- 200/0 straight line. Page 10
CHACEWATER VILLAGE HALL NOTES TO THE ACCOUNTS AS AT 31 DECEMBER2021 (g) Financial Instrnments The charity holds the following financial iL%truments Short tern] trade and other debtors and credito C&sb and bank balances All financial instnents are classified as basic. The charity has chosen to apply the recognition and measurement principles in FRSIO2. Financial instnlments are recognised when the crity becomes party to the contrdctual provisions of the instrum¢Dt ana deree0]Sed when in the case of assets. the contractual rights to c&sh flows from the assets expire or substantially all the risks and rewards of ownership are traDsferr¢d to another . or in the c&se of liabililie& when the charity's obligations are dischargeiL expire or ar¢ cancell. 2. FIXED ASSETS Freehold land aDd Plant & Computer buildings Equipment Equipment Total Cost At l January 2021 Additions Disposals At 31 December 2021 413,763 995 750 415,508 413,763 995 750 415,508 Depreeiation At l January 2021 Charged during the year Eliminated on disposals At 31 December 2021 131.445 481 132,326 150 5,995 137.091 680 550 138.321 Net book value As at 31 December 2021 As at 31 D¢c¢mber ?020 276,672 315 2(K) 277.187 282.318 514 350 283.182 Pagell
CHACEWATER VILLAGE IIALL NOTES TO THE ACCOUNTS AS AT 31 DECEMBER 2021 3. DEBTORS 2021 2020 Hire of Hall debtors Drinks debtors Accrued bank illterest 1.054 24 470 4. CASH AT BAI This is made up of the following: 2021 2020 FAxed Rate Bond Treasurer Account ttss uncl&qred cheques 72,965 64,039 72.820 48.600 121420 5. CREDITORS 2021 2020 Accruals Other creditors Deferred income 330 894 620 81)0 80 6. DEFERRED INCOME Balance brought fonvard Income deferred in period Amounts released Balance canied forward 80 80 Deferred income consists of amounts Teceived for Ix)okings due to take plac¢ next year. Page 12
CHACEWATER VILLAGE HALL NOTES TO THE AccouNfs AS AT 31 DECEMBER2021 7. STAFF 2021 2020 Staff tosts during the year were: Wages and salarie5 Social security costs Pension costs 10,925 9,934 10,925 9934 The monthly average nurnlr of persons employed by the Charity during the year expressed &s an average headcount was as follows: 2021 2020 Employees No employees received emoluments of more than £00.0 during the year. 8. TRANSACTIONS wrrH TRUSTEES AND COIYNEcfED PERSONS Kevin Bath. Son-iD-tAw of trttteS Alan and Noel Crocker, was paid £213 for electrical work at the hall. Pag¢ 13
INDEPENDEKf EXAMINER'S REPORT TO THE TRUSTEES OF CHACEWATER VILIAGE HALL I re[ to ihe trusteeson examin&tKJn of xcthutsof ihe Chewater Vill4gt Ha]1 (the Tru> for yeat ended 31 Dec¢ftkn 2021. Respokn1 lities bLS of rert As the charity iru4ee5 oftk you are resrywible for the preparaiion ofik aCt4tS in accordaTKe wilh the rquiremems of ihe Clwiiies Aa 2011 (Ihe Act}. I rewkn in res[ ofmy examinatTon of iheTNst's a¢wJnis carried undtr section 145 of the 2011 Act and irt c4rying my ewamination I have followed all applicable Direttions given by the ChAriry Commiss)rt seuion 14515Xb) of the.4 I ve completed my earninwiofj. I confinn th matters eome to mv attentiot) irt coi]tlrflion wilh the traminlOn giving n cause to bdieve tkn any mateTial respect". l. A¢¢ouniing rccoEth wtre Thot kcF4 it) rewi of tl Tn as wuircd by seair)n 130 of the Act". tsr 2. The do n(x accotd with ilw records. or 3. The acowTrts do compty wilh the applieable requirement$ rJ)tKerniftgthe forni and cothieTri of a¢¢wnts oui in Chariiits IAccourtt5 and Reports) Regulaiions ?(XJ8 otkr than any rtquiremeni ibai it accwnts gtve a.mwe a1 fait view- whicb is rK)È a te¥ Considered as pan of an iweni evminatiok. I haye no COTern5 aYwJ have ccmne acrc6s TK) th mallers th conneaion wilh ihe examination to which &tteMion SIKld thawn ih thLS reptsrt Tn t0ble i propw thTMnding of the accow115 10 be rtach E.T. PA5COE CHARTERED AcCOuNTr For and on behalf or PEiYOR BEGENT FRY & CO 13115 C.0MMRLIAL ROAD HAYLE CORNWALL TR27 4DE e.. Q Marth ?0 Page 14