## **Trustees' Annual Report for the period** Period start date Period end date Day Month Year Day Month Year **From** 01 January 2021 **To** 31 December 2021 |Section A Reference and administration details|Section A Reference and administration details|Section A Reference and administration details| |---|---|---| |**Charity name**
Farningham Village Hall
**Other names charity is known by**
**Registered charity number (if any)**293265
**Charity's principal address**Farningham Village Hall , High Street Farningham
Farningham
Kent
**Postcode DA4 0DH**|Farningham Village Hall|| ||Farningham Village Hall , High Street Farningham|| ||Farningham|| ||Kent|| ||**Postcode DA4 0DH**|| ## **Names of the charity trustees who manage the charity** **----- Start of picture text -----**
Name of person (or body)
Dates acted if not for
Trustee name Office (if any) entitled to appoint trustee
whole year
(if any)
1 Viv Parker Chair
2 Mick Turpin Treasurer
3 Daryl Burns
4 Carol Salmon
5 Terry Payne
6
7
8
9
10
Names of the trustees for the charity, if any, (for example, any custodian
trustees)
**----- End of picture text -----**
**----- Start of picture text -----**
Name Dates acted if not for whole year
Farningham Parish Council
**----- End of picture text -----**
## **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** March **2012** **TAR** 1 ## **Description of the charity’s trusts** Deed of Arrangement of FVH /Committee of Management Type of governing document (Made on 27.9.1938 between FPC and the named group (eg. trust deed, constitution) called ”the Committee” ) General management and control of the hall and How the charity is constituted arrangements for its use are vested in the Committee (eg. trust, association, company) Trustee selection methods Local Government Electors of Farningham have right to (eg. appointed by, elected by) appoint 3 members at AGM Parish Council “ “ 2 membs Women’s Institute “ “ 2 membs Other organisations mentioned have right to appoint 1 memb. Committee also has power to co-opt not more than 3 membs to represent interests in Farningham not represented by any organisations ## **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 Hall shall be used for the purposes of physical and mental recreation and social moral and intellectual development through the medium of reading and recreation rooms, library, lectures classes recreation and entertainment or otherwise as may be found expedient for the benefit of the inhabitants of the Parish of Farningham in County of Kent without distinction of sex, of political or other opinions . March **2012** **TAR** 2 The village hall provides a very full range of recreational, educational, social, health, fitness and entertainment community activities throughout the week and year for a wide variety of people and groups from within the local community. **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)** Regular activities include rehearsals and performances by the Axstane Players; Chair Yoga ; Farningham Parish Council meetings ; Farningham Guitar Club; Linda’s Line Dancing; Pilates; Farningham and Eynsford Local History Society, Zumba and various Women’s Institute Committees and activities. There is a weekly Tea Dance event for senior citizens and a weekly session for Tiny Tots. The hall is also used for many oneoff events throughout the year including weddings, parties, horticultural shows, quiz nights, church fetes, charitable society meeting, concerts, auctions, special talks etc. Many of the people attending the events are elderly and vulnerable. Many of them are alone, and maybe lonely, and their activity at the hall may be the social highlight of their week. These events also offer an excellent possibility for enabling others at the sessions to note and respond to any signs of ill health, need, or regular absence in persons known to live alone and thereby help monitor and provide for needs within the community. We also have young children attending Tiny Tots every week and this helps them build a good basis of socialisation and basic skills ready for a first school experience. ## **Additional details of objectives and activities (Optional information)** You **may choose** to include further statements, where relevant, about: - policy on grantmaking; - policy programme related investment; - contribution made by volunteers. March **2012** **TAR** 3 Section D Achievements and performance **Summary of the main** See above in section C - listing main activities offered in the Hall **achievements of the charity during the year** March **2012** **TAR** 4 **Section E Financial review** ## **Brief statement of the charity’s policy on reserves** **Farningham Village Hall Reserves Policy ( 30.4.19)** ## **Scope** This policy defines what is meant by reserves, and sets out the reasons why Farningham Village Hall should maintain reserves. It discusses the level of reserves to be held, and when the level should be reviewed. ## **What are reserves?** Charity accounting has the concept of “funds”, of which there are two primary classes:- - Funds that are unrestricted in their use, which can be spent for any charitable purposes of a charity decided upon by the Village Hall trustees - Funds that are restricted in use, which can only be lawfully used for a specific charitable purpose. This would be a grant or funds raised for a specific purpose (e.g. new heating installation) Reserves are “that part of a charity’s unrestricted funds that is freely available to spend on any of the charity’s purposes”, in other words money that is not required to meet the charity’s anticipated running costs. Reserves can strengthen a charity’s resilience against, for example, drops in income or the demands of a new project. **The Level of Reserves** This policy sets reserves at a level which ensures that Farningham Village Hall’s core activity could continue during a period of unforeseen difficulty. - The Village Hall should always have sufficient money in the current account to meet daily needs. In practice, the balance in this account varies from about £2,000 to £8,000 according to current commitments and the position in the contract booking invoicing cycle. - The majority of the reserves, however, are held in a deposit account (100 days notice). The amount held is roughly equivalent to, or slightly higher than, one years expenditure, and is currently £20,000. This sum of money is to cover major repairs and loss of income in the event of losing 2 or 3 large user groups. ## **Reviewing the Policy** The Management Committee agree an annual budget plan that is reviewed and updated at periodic meetings. The calculation of the required level of reserves is an integral part of this process, and any changes will be reflected in this policy. March **2012** **TAR** 5 **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** ## **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)** VIV Parker **Position (eg Secretary,** Chair **Chair, etc) Date** 12.05.22 March **2012** **TAR** 6 ## **Farningham Village Hall** ## **Charity Number 293265** ## **Receipts and payments accounts - 2021** ## **For the period from 01/01/2021 To 31/12/2021** ## **A - Receipts and payments** |**Receipts**|**Receipts**|**Unrestricted**
**Funds**
**This year**
**2021**
**Restricted**
**Funds1**
**This year**
**2021**
**to the nearest £**
**to the nearest £**|**Unrestricted**
**Funds**
**This year**
**2021**
**Restricted**
**Funds1**
**This year**
**2021**
**to the nearest £**
**to the nearest £**|**Total**
**Last year**
**2020**
**to the nearest £**| |---|---|---|---|---| |**Non Contract Hire - Non Residents**||||| ||Ordinary|**6,030**||**(374)**| ||Weddings|**1,418**||**658**| |**Non Contract Hire - Residents**||||| ||Ordinary|**1,207**||**127**| ||Weddings|**0**||| |**_Sub total Non Contract hire_**||**8,654**||**410**| |||||| |**Contract Hire - Non Residents**||**2,396**||**2,842**| |**Contract Hire - Residents**||**1,796**||**3,475**| |**_Sub total Contract hire_**||**4,192**||**6,316**| |||||| |**_Sub total Hall hire_**||**12,847**||**6,726**| |||||| |**Fundraising**||**0**||**228**| |**Donations**||**17,817**||**12,197**| |**Bank Interest**||**184**||**290**| |||||| |**_Sub total_**_(Gross income for_
_AR)_||**30,848**|**0 **|**19,441**| |**Payments**||||| |**Broadband**||**234**||**254**| |**Cleaning & Materials**||**304**||**682**| |**Contracted Services**||**6,800**||**7,300**| |**Electric**||**503**||**487**| |**Fundraising**||**0**||**200**| |**Gas**||**1,054**||**1,215**| FVH Accounts 2021.xlsx Page 1 |**Insurance**||**550**||**1,321**| |---|---|---|---|---| |**Postage & Stationery**||**35**||**17**| |**Publicity**||**270**||**-**| |**Repairs & Maintenance**||**1,535**||**4,428**| |**Subs & Licences**||**197**||**489**| |**Sundry**||**916**||**97**| |**Trade Waste**||**181**||**420**| |**Water**||**440**||**423**| |**_Sub total_**||**13,019**|**0 **|**17,334**| |**_Net of receipts/(payments)_**
**Cash funds last year end**
**_Cash funds this year end_**
**_Total restricted & unrestricted_**|**17,828**|**0**|**2,107**| |---|---|---|---| ||**28,653**|**529**|**27,074**| ||**46,481**|**529**|**29,182**| |||**47,010**|| ## **B Assets and liabilities at the end of the period** ## **Cash funds** ## **This year Details 2021** |**Cash funds**
**Details**
**This year**
**2021**|**Cash funds**
**Details**
**This year**
**2021**| |---|---| |**to the nearest £**|| |Bank Current Account|**26,091**| |Charity 100 Day Notice Account|**20,919**| ||**-**| |**_Total cash funds_**|**47,010**| |(agree balances with receipts and payments
account(s))|| ## **Assets retained for the** ## **charity’s own use[2]** Hall Contents **20,000** ## **Liabilities** Deposits Held **250** ## **C Notes** **1 Restricted Funds refers to the donation made in respect of David Gomm.** **2 Assets include the hall contents and the adjoining Market Meadow. The figures shown for hall contents represent the index-linked insurance cover as updated for 2021.** FVH Accounts 2021.xlsx Page 2 Signed by one or two trustees on behalf of all the trustees Signature 1 Print Name Date of approval Signature 2 Print Name Date of approval FVH Accounts 2021.xlsx Page 3 INDEPENDENf EXAMINER'S REPORT TO THE TRUSTEES OF THE FARNINGHAM VILLAGE HALL Re istered Chari No. 293265 l Teport on the Accounts of the Farninghatn Village Hall for the year ended 3 1st December 2021. Respective responsibilities of the Trustees and Examiner The Association's Tnlstees are responsible for th¢ preparation ofthe Accounts. They consider that an audit is not required for this period under Section 144 of the Cl]arities Act 2011 (the Charities Act) and that an independent examin*ion is needed. It is my reS￿nsIbl11ty to- Examine the Accounts (under Section 145 of the Charities Act). To follow the procedures laid down in th¢ General Directions given by the Chartty Commissioners (wider Section 145(5)(b) of the Charities Act)" and To state whether particular matters have come to my attention. Basis of the Inde￿ndent Examiner's report My examination was carried out in accordance with the Genernl Directions given by the Charity Commissioner5. An examination includes a review of tbe accounting Tecords kept by the Association and a comparison of the Accounts presented those records. It also includes consideration of any unusual items or disclosures in the Accounts and seeking explanations from you &8 Trustees concerning any such matter5. The procedures undertaken do not provide all the evidenc¢ that would be Iequired in an audit. and consequently no opinion is given as to whether th¢ accounts present a *rue and fair" view and the reFK)rt is limited to those matters set out in the statement below. Independent Examiner's statement tn connection with my examinatio￿ no matter has come to my attention: which gives me reasonable cause to believe that in any ￿￿terIal respect the following requirements have not been mel: to keep accounting r￿ordS in accor(kn¢¢ with Section 130 of the Charities Ac¢ to prepare Accounts which accord with the accounting re¢ords' and to comply with ihe accounting requirements of the Charities Act and the regulations made thereunder b) whic14 in my opinion, attention should be drawn in order to enable a proper understanding of the Accounts to be reached. Name: Alan Copleston FCA Address: 9 West End, Kemsing, Sevenoaks. Kent INI 5 6PX Date: