## **Trustees’ Annual Report for the period**
**From 01 April 2020 Period start date To 31 March 2021 Period end date**
**Charity name: Sutton Courtenay Village Hall**
## **Charity registration number: 300213**
## **Objectives and Activities**
||SORP reference||
|---|---|---|
|Summary of the purposes of
the charity as set out in its
governing document|Para 1.17|**A village hall for the use of the**
**inhabitants of Sutton Courtenay and the**
**neighbourhood without distinction of sex**
**or of political, religious or other opinions**
**and for the use of meetings lectures and**
**classes and for other leisure time**
**occupations with the object of improving**
**the conditions and life of the said**
**inhabitants.**|
|Summary of the main
activities in relation to those
purposes for the public
benefit, in particular, the
activities, projects or services
identified in the accounts.|Para 1.17 and
1.19|**The main activity is providing and**
**managing the hire of the village hall for**
**indoor sports, keep fit, dance group,**
**young people’s groups together with**
**other members of the public who hire the**
**hall for special occasions. It is also used**
**as a polling station and for village**
**emergencies.**|
|Statement confirming
whether the trustees have
had regard to the guidance
issued by the Charity
Commission on public
benefit|Para 1.18|**The trustees have given due regard to the**
**Charity Commission’s guidance on**
**public benefit and have carried out the**
**management and hire of the hall for the**
**benefit of individuals and user groups in**
**the area of benefit.**|
## **Additional information (optional)** You may choose to include further statements where relevant about:
||SORP reference||
|---|---|---|
|Policy on grant making|Para 1.38|**Not Applicable**|
|Policy on social investment
including program related
investment|Para 1.38|**Not Applicable**|
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|Contribution made by
volunteers|Para 1.38|**All management of the hall is voluntary**|
|---|---|---|
|Other||**During the Covid 19 pandemic the**
**trustees have followed the relevant**
**regulations with regard to use of the hall**|
## **Achievements and Performance**
||SORP reference||
|---|---|---|
|Summary of the main
achievements of the charity,
identifying the difference the
charity’s work has made to
the circumstances of its
beneficiaries and any wider
benefits to society as a
whole.|Para 1.20|**The hall is used by socio-economically**
**disadvantaged young people who really**
**benefit having this as a safe and**
**accessible place to meet.**
**Keep fit, and Table Tennis enables**
**residents to stay healthy.**
**The management of the hall and the land**
**also includes management of allotments**
**and a tennis court which is open to the**
**public and free to use. These additional**
**facilities provide further opportunities for**
**the local population to partake in healthy**
**activities.**|
|**Additional information (optional)**
You may choose to include further statements where relevant about:|||
|Achievements against
objectives set|Para 1.41|**The tennis court was refurbished this**
**year.**
**Doors and alarms upgraded and CCTV**
**installed.**|
|Performance of fundraising
activities against objectives
set|Para 1.41|**Part fund raised for a major**
**refurbishment next year**|
|Investment performance
against objectives|Para 1.41|**Not Applicable**|
|Other|||
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## **Financial Review**
|**Financial Review**|||
|---|---|---|
|Review of the charity’s
financial position at the end
of the period|Para 1.21|**On 31st March 2021, the charity held total**
**funds of**£**126,008.30p. FCC Communities**
**Foundation grant listed as a restricted**
**fund in the accounts The upgrade project**
**is registered with ENTRUST**|
|Statement explaining the
policy for holding reserves
stating why they are held|Para 1.22|**The hall was last upgraded in 2004 and**
**needs another upgrade to extend its**
**facilities due to the growing community it**
**serves. To attract grants, the trustees**
**have resolved to build up a capital**
**reserve which is 25% of the funds (target**
**£400K) needed to refurbish and upgrade**
**the facility.**
**An amount is also held in reserve for**
**ongoing repair and maintenance as well**
**as any unforeseen work.**|
|Amount of reserves held|Para 1.22|**£126,008 of which £37,000 is restricted**
**and an additional £70,000 earmarked**
**towards the hall upgrade project**|
|Reasons for holding zero
reserves|Para 1.22|**Not Applicable**|
|Details of fund materially in
deficit|Para 1.24|**Not Applicable**|
|Explanation of any
uncertainties about the
charity continuing as a going
concern|Para 1.23|**The continuing Covid 19 pandemic is**
**having a huge impact on hire of the hall**
**and hence income**|
|**Additional information (optional)**
You may choose to include further statements where relevant about:|**Additional information (optional)**
You may choose to include further statements where relevant about:|**Additional information (optional)**
You may choose to include further statements where relevant about:|
|---|---|---|
|The charity’s principal
sources of funds (including
any fundraising)|Para 1.47|**Hire of the village hall**
**Grant from Sutton Courtenay Parish**
**Council**
**Targeted grant applications as and when**
**refurbishment projects are undertaken.**
**Access to limited s106 funds**|
|Investment policy and
objectives including any
social investment policy
adopted|Para 1.46|**Not Applicable**|
|A description of the principal
risks facing the charity|Para 1.46|**Building fabric damage (e.g. roof)**
**Loss of income due to Covid 19**
**pandemic**|
|Other|||
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## **Structure, Governance and Management**
|Description of charity’s
trusts:||||
|---|---|---|---|
|Type of governing document
(trust deed, royal charter)|Para 1.25|**Trust Deed**||
|How is the charity
constituted?
(e.g unincorporated
association, CIO)|Para 1.25|**Unincorporated**||
|Trustee selection methods
including details of any
constitutional provisions e.g.
election to post or name of
any person or body entitled
to appoint one or more
trustees|Para 1.25|**The Trust Deed allows for a mixture of**
**elected and appointed trustees.**
**Nominations for elected trustees are**
**invited at a publicly advertised AGM and**
**appointed trustees are put forward by**
**appointing bodies named in the trust**
**deeds (some of which are no longer in**
**existence, so all current regular users are**
**invited to put forward appointees if they**
**so wish). Sutton Courtenay Parish Council**
**is the Custodian trustee and appoints a**
**trustee.**||
|**Additional information (optional)**
You may choose to include further statements||where relevant about:||
|Policies and procedures
adopted for the induction and
training of trustees|Para 1.51||**All trustees given copies of CC3A and**
**trust deeds. We use the Charity**
**Commission’s new user-friendly guides**
**for trustees as a reference when needed.**
**Training by knowledge and experience**
**transfer**
**Community First Oxfordshire forums to**
**share good practise**|
|The charity’s organisational
structure and any wider
network with which the
charity works|Para 1.51||**Community First Oxfordshire**|
|Relationship with any related
parties|Para 1.51||**Not Applicable**|
|Other||||
## **Reference and Administrative details**
|Charity name|**SUTTON COURTENAY VILLAGE HALL**|
|---|---|
|Other name the charity uses|**N/A**|
|Registered charitynumber|**300213**|
|Charity’s principal address|**Hobbyhorse Lane, Sutton Courtenay, OX14 4BB**
**Correspondence address:**
**9 Chapel Lane, Sutton Courtenay, OX14 4AN**|
|||
4 of 7
## **Names of the charity trustees who manage the charity**
|1
2
3
4
5
6
7
8
9
10
11
12
13
14
15|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year**|**Name of person (or body)**
**entitled to appoint trustee (if any)**|
|---|---|---|---|---|
||Robin Norman|Chair|||
||Rita Atkinson|Secretary|||
||Mary Warrington|Treasurer|||
||Carolyn Fordham-
Walker|Allotment Trustee|||
||Karl Gebhart|Clerk of Works|||
||S Scott|Trustee|Resigned 16 November
2020||
||||||
||||||
||||||
||||||
||||||
||||||
||||||
||||||
||||||
## – Corporate trustees names of the directors at the date the report was approved
**Director name**
Name of trustees holding title to property belonging to the charity
|**Trustee name**|**Dates acted if not for whole year**||
|---|---|---|
|**Sutton Courtenay Parish**
**Council**|||
||||
||||
||||
||||
||||
5 of 7
## **Funds held as custodian trustees on behalf of others**
Description of the assets held in this capacity
Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects
Details of arrangements for safe custody and segregation of such assets from the charity’s own assets
## **Additional information (optional)**
## **Names and addresses of advisers (Optional information)**
|**Type of**|**Name**|**Address**|
|---|---|---|
|**adviser**|||
**Name of chief executive or names of senior staff members (Optional information)**
## **Exemptions from disclosure**
Reason for non-disclosure of key personnel details
## **Other optional information**
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## **Declarations**
**The trustees declare that they have approved the trustees’ report above.**
**Signed on behalf of the charity’s trustees**
|**Signature(s)**
**Full name(s)**
**Position (eg Secretary,**
**Chair, etc)**
**Date**|||
|---|---|---|
||||
||Mary Elizabeth Warrington|Rita Atkinson|
||Treasurer
Secretary
9 January 2022||
||9 January 2022||
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##
|Accounts foryearending 3'lMarch2021|||||||||||
|---|---|---|---|---|---|---|---|---|---|---|
|||2021||2020|2019|2018||20't7||2016|
|INCOME|||||||||||
|Lettings
Donations
Allotments
Heating
GranG
Miscellaneous|E
t
t
t
€
€
€|
1,715.50
3,650.00
220.fi,
22.AO
30.73
25,880.50
210.00|e
f
r
E
q
e
t|13,505.38€11,231.00813.372.25
3,0214.00€3,004.00S3,055.00
206.00€220.00E200.00
170,55E
7a.20884.80
121.23t 125.79t40.82
42,105.00t
- €
-
6.00e246.00e75.00|||E
f
I
e
€
e
€|13,593.75
2,882.00
162.00
186.00
20.32
24500|€
e
€
f
€
e|12,675.65
2,800.00
202.00
201.',t0
24.38
103.00|
|EXPENDITURE|||||||||||
|EmployBes (Wages}
Cleaning Materialg
Heat &Light
Licencea
Postage &Admin
Repalrs&Maintenance (see note1)
Returbishmont Contributlon||1,176.75
946.1?
1,847.56
344.12
1',t,957.28|t
€
e
e
e
||2,652.46
635.91
7.245.94
297.32
103.13
2.235.43|E2,803.19
€1,097.13
E2,351.05
€
340.92
L
26.17
t2,027.15
€-|2,625.55
722.83
3,153.60
3/,6.23
13.44
106.59
ett
et
e
e|€
f
€tt
e
e|2,621.78
600.44
2,853.63
324.22
6.60
2U.26||2,997.35
51421
2,368.53
265.O4
1,044.59|
|Sundries
FirePrctecuon||r02.91
685.92|E
e|86.10
261.60|€
50.09
f
658.90|685.58
339.98
€
I|s
e|122.69
386.87||'t14.82
417.49|
|ElecticRepalrs|||€|820.00|t
1,190.00|649.97
€|c|1/16.80||1,713,59|
|PurchasoofTables|||||e-|E|€||||
|lnsumne
Water Charges||1,279.73
2U.OE|E1,253.88
t
255.76||t
1,213.26
€
103.49|1,803.09
804.51
e
-e|e
€|2.993.49
264.?7||1,295.79
417.94|
||||||||e|105ffi|||
|PROFTT(LOSS)|€|'t3,155.0't|E|43,311.03|t3,043.64|I7..t85.52|E|6,534.02|e|4,856.78|
|BankedDeposiB
(not retainedlretunded)|€|
1,570.00|e|1,820.00|t.1,773.50|t1,970.00|t|'l,590.00|e|1,490.00|
|Movements|||||||Represented by:||||
||||||||CutrentArount:|||57873.66|
|OpGning Balance(excl:bankeddepo3its)
hcomeml21
Expcnditurczo/2l
lE||2112,855.17
t31,729.53
18,t11.521|||||Deposlt Account:
Cash inHand:
LGssBanked Deposits at3lMarch2021
Less Chequesl$uednotClear€rl:||*,
(€
(t|70s8t.04
25-77
\844.411
,123.6E)|
|ClosingBalance(ercl:bankeddepositsl:T--i8ffi.fr--|||||||Total(excl:bankeddepositsl:||S|126p0SiS|
|Donationsfeeivodwith thanksfrom:|||||||||||
|Sutton Courtenay Parish Council|e|3,500.00|heldinbusiness||ac@unt||||||
|Pcnnlcot|€|150.00|||||||||
|Gruftr*e,ivdwilhlharlfs rrcm:||||||RekidFuil(@3f|
iffia2t)||||
|9S"i-c9*[".,:3yJ1g"r91l-9yyL9l.1S
SupportGmrt
Total|€
e
€|
3,257.50
22,613.00
29,530.50||||FCCCommuniti*FoundationGiftAidPrcgnmme
Note1:includesf,3200taken from the reBtricted fund||||f37,000.00|
|! have examined theVillageHallaccounb|for|tneyarending31 March 2021 andIamsdlsfledthat theyreprEcntthetruestateof afiair3and thattheBmno
matGrsrcquiingfurther investigation.|||||||||
|lndependent Examinel|MariaSimpson||||||||||