**FLITWICK VILLAGE HALL MANAGEMENT COMMITTEE** (Registered charity, number _300034_ ) **Financial statements for the year ended 28 February 2021** - **Page Contents** 2-4 Trustees’ annual report - 5 Examiners Report 6 Receipts & payments account 7 Statement of assets & liabilities 8 Notes to the accounts ## **Flitwick Village Hall Management Committee Trustees’ annual report for the year ended 28 February 2021** **Full name** Flitwick Village Hall Management Committee ## **Registered charity number** 300034 ## **Principal Address** 7 The Willows, Flitwick, Bedford, MK45 1BW ## **Committee members** Ann Rosemary Lutley Chairman Eric Edwards, Treasurer Derek Shelton Smith, Nominee British Legion Jenny Saunders Trustee ## **Bankers** Barclays Bank Plc, 3 Station Road, Flitwick, Bedford, MK45 1JS ## **Governance and management** The Management Committee was formed by a Trust deed dated 1 January 1968 and registered as a Charity as at 29 April 1970. ## **Aims and objectives** To provide the inhabitants of Flitwick without the distinction of sex or political religious or other opinions and in particular for use for meetings, lectures, and classes and for other forms of recreation and leisure time occupations with the object of improving the conditions of life for the said inhabitants. ## **Summary of the main achievements during the period** ## **2019/2021 Achievements** This has been a very difficult year with having to adapt to covid-19 and government restrictions. The trustees have under taken to ensure all hirers are aware of what they have to do to use the hall. However for most of the time the hall has had to close. ## **Principal Activities in Pursuit of Public Benefit** The Trustees policy of public benefit has been to encourage a wide range of organisations and ages to use the hall, which are listed below but this year it has not been possible for all these events to take place. 2 **Regular week day users:-** National Childbirth Trust Keep fit class Armchair exercise Flitwick Women’s Institute Bedfordshire Federation of Women’s Institutes Flitwick University of the Third Age Golden Age Club Mid Beds Flower Club Karate classes 8 to 13 years Flitwick Town Council Bingo Beds Amateur Swimming Training classes Slimming World Flitwick Gardening Club Parkside dogs Clubasize Beds Guild of Spinners Fusion martial arts Little Miz Fitness classes U3a craft class Flitwick town council ## **In total 20 different organisations use the hall on week days.** **Regular weekend users:-** Craft fairs Antiques fairs Jumble sales Plays Art exhibitions Garden displays Church bazaars Children’s parties 50,60,70,80th birthday parties On Fridays we have the weekly market and within the hall, free tea and coffee and biscuits (donations accepted), are provided. The kitchen is manned by volunteers from different organisations this has promoted a lot of community co-operation and raised a lot of money for different charities. **This has all been suspended because of covid19 restrictions.** The hall is also available for private functions, wedding receptions, funeral teas and social functions. **Suspended because of covid-19 restrictions.** The car park is now also hired for events that take place at the adjacent library. . **Suspended because of covid-19 restrictions** 3 ## **Funding strategy** It is the strategy of the trustees to manage the revenue budget on a self-financing basis with hire charges set to achieve this. Based on a review of other halls in our area we still have the most competitive hourly rates although there will be a small increase again this year. Government grants have helped this year due to covid -19 restrictions in opening. ## **Hiring agreement** Use of the village hall is subject to a hiring agreement which must be agreed to when signing the booking form. The hiring agreement sets out the terms and conditions of hire and identifies the respective responsibilities of each party to the agreement. The hall employee’s its own booking office to oversee all aspects of hiring the hall. There are now further risk assessments/ agreements the hirer has to agree to when they allowed to use the hall. ## **Licences** The hall has a premises Licence (not including alcohol) and is registered with the local authority for music and performances. ## **Policies and Procedures** The management committee have developed policies and adopted health and safety procedures in exercising its duty of care to members and employees and users of the hall. Including risk assessments for covid-19 ## **Future Plans** We will have to do a lot of work in the future to hopefully get The Village Hall back to normal once restrictions of covid -19 are eased. The aim now will be to keep all hirers safe when they use the hall in the tier system.. ## **The trustees declare that they have approved this report.** ## **The charity’s policy on reserves** The Trustees consider it prudent to maintain an appropriate level of reserves. The optimum level of reserves is considered to be the equivalent of at least six months of operating costs and this reviewed on a regular basis by the Trustees. ## Signed on behalf of the charity’s trustees: Signed .___Eric Edwards_______ Date 30 April 2021 Name: _Eric Edwards_________ Position: Hon Treasuer______________ 4 ## **Independent examiner’s report to the trustees of Flitwick Village Hall Management Committee for the year ended 28 February 2021** I report on the accounts of the charity, which are set out on page 6 ## **Respective responsibilities of trustees and** The charity’s trustees are responsible for the preparation of the accounts. The charity’s trustees consider that an audit is not required for this year under section 144 of the Charities Act 2011 (the Charities Act) and that an independent examination is needed. ## **Basis of independent examiner’s report** An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a ‘true and fair’ view and the report is limited to those matters set out in the statement below. ## **Independent examiner’s statement** In connection with my examination, no matter has come to my attention: - (1) Which, gives me reasonable cause to believe that in any material respect, the requirements: - to keep accounting records - to prepare accounts which accord with the accounting records and comply with the accounting requirements . have not been met; or - (2) to which, in my opinion, attention should be drawn to enable a proper understanding of the accounts to be reached. ## Signed Yvonne Dimbleby........Date: 12/6/2021 5 ## **Flitwick Village Hall Management Committee Receipts & payments account for the year ended 28 February 2021** |2020||2021| |---|---|---| |£||£| ||**Receipts**|| |47227.54.|Hall Hire|12799.06| |646.48|Market|2784.00| |3.57|Bank Interest|| ||Other receipts|| ||Grants|24130.85| |**47874.02**|**Total receipts**|**39713.91**| ||**Payments**|| |160.34|Transfer to building account|| |20304.04|Wages|19112.28| |671.73|Gas|571.11| |6845.51|Electricity|2233.30| |1234.00|Water|1638.00| |249.20|Council Tax|| |2571.10|Building Repairs|2418.89| |1944.10|Replacement Equipment|3027.79| |1060.81|Cleaning|875.93| |3390.27|Sanitary|5018.96| |323.24|Computer postage telephone|213.28| |3886.35|Insurance|3547.33| ||Booking officer|300.53| |242.20|Sundries|213.28| |740.15|HMRC|632.33| ||Refund|2804.00| |**43623.4**|**Total Payments**|**42393.73**| |4250.62|Net receipts/ (payments)|**-2679.82**| |16695.59|Bank and cash at the start of the period 13318.91|| |20413.95|Bank and cash at the end of the period 10639.09|| |**3717.77**|**(Decrease)/Increase in Bank Balances (2679,82)**|| |2020||2021| |£||£| ||**Cash assets**|| |13260.28|Current account|10639.09| |7153.32|Building account|5683.95| |20413.36|**Total cash assets**|**16323.04**| 6 ## **Flitwick Village Hall Committee Statement of assets and liabilities at 28 February 2021** ## **Other assets** The land and buildings situated on the site of Flitwick Village Hall Has a declared value of £1,250,517 and are insured for a sum of £1,563,146 **Liabilities None** These financial statements are accepted on behalf of the charity by: Signed A Lutley___________Dated _18/06/2021 _Name_ , Chairman 7 ## **Flitwick Village Hall Management Committee Notes to the accounts for the year ended 28 February 2021** ## **1. Receipts & payments accounts** Receipts and payments accounts are statements that summarise the movement of cash into and out of the organisation during the financial year. In this context “cash” includes cash equivalents, for example, bank accounts where cash can be readily withdrawn to pay for debts as they become due. ## **2. Grants & Donations** A grant of £10,000 received from central beds council due to covid -19.. ## **3. Committee members’ remuneration** No Committee members have received any remuneration for expenses during the financial year. 8