**To** ## **Trustees' Annual Report for the period** Period start date Period end date 01 01 2020 31 12 2020 **From** ## Section A Reference and administration details **Charity name** Naphill Village Hall & Playing Fields **Other names charity is known by Registered charity number (if any)** 300309 **Charity's principal address** Naphill Village Hall Main Road Naphill, Buckinghamshire **Postcode HP14 4SX** ## **Names of the charity trustees who manage the charity** |1
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25|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year **|**Name of person (or body) entitled**
**to appoint trustee (ifany)**| |---|---|---|---|---| ||Clive Lawrence|Chairman||Elected Village Representative| ||Sarah Bacon|Vice Chairman||Elected Village Representative| ||Paul Riglar|Treasurer||Naphill & Walters Ash School| ||JudyWhitehouse|Secretary||Co-opted| ||Tanya Stevens|Lettings Secretary||Co-opted| ||Cathryn Carter|||Elected Village Representative| ||June Lynch|||Elected Village Representative| ||DaisyLeek|||Elected Village Representative| ||Andrew Wasilewski|||Elected Village Representative| ||Dave Evans|||Co-opted| ||Peter Williams|||Hughenden Parish Council| ||Norma Clarke|||Hughenden Church| ||JudyRedrup|||Naphill Tennis Club| ||Bob Hathaway||Resigned 5thOctober
2020|Junior Football Club| ||HarrySalter||From 5thOctober 2020|Senior Football Club| ||Clive Rowland||Resigned 5thOctober
2020|Senior Football Club| ||Chris Keats||From 5thOctober 2020|Junior Football Club| ||Ruth Daly|||Brownies & Guides| ||Andrew Bottomley||Resigned 4thMay2020|Men’s Club| ||Gloria Leflaive|||NAWARA| ||PeggyEwart||Resigned 4thMay2020|Naphill Neighbours| ||Jo Keattch||From 4thMay2020|Naphill Neighbours| ||JennyPrice||Resigned 8thJune 2020|W.I.| ||Danielle Bowman|||RAF| **TAR** March **2012** 1 |26
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|Dennis Lynch|||Bridge Club| |---|---|---|---|---| ||Linda Clark|||Naphill Festival Committee| ||**Names of the**
**trustees for the**
**charity, if any, (for**
**example, any**
**custodian**
**trustees)**|||| ||**Name**|**Dates acted if not**
**for wholeyear**||| |||||| ## **Names and addresses of advisers (Optional information)** |**Names and addresses of advisers (Optional information)**|**Names and addresses of advisers (Optional information)**|**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** **Description of the charity’s trusts** Scheme Type of governing document (eg. trust deed, constitution) Registered charity How the charity is constituted (eg. trust, association, company) Part appointed, part elected Trustee selection methods (eg. appointed by, elected by) ## **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; Our proposal to re-constitute with 8 Trustees only was due to be approved at the AGM planned for Monday 6[th] April 2020. Unfortunately this had to be cancelled due to the Covid-19 lockdown and we have still been unable to hold a full AGM in public. We feel it would be wrong to go ahead with any changes until a public meeting is possible so this decision is now due to be made at the 2021 AGM - 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** **TAR** March **2012** 2 The object of the charity is, in the interests of social welfare, to improve the conditions of life of the inhabitants of the area of benefit without distinction of political, religious or other opinions by the provision and maintenance of: - **Summary of the objects of the** • - **charity set out in its** A village hall for use by the inhabitants, including use for: **governing document** Meetings, lectures and classes, and Other forms of recreation and leisure time occupation; and - ~~•~~ A recreation ground for use by the inhabitants. The year 2020 has been one that was totally different from any other previous year. With the Coronavirus pandemic the village hall had to close for many months. With the village hall being closed there was very little income from the lettings and leases. The village hall has received grants of £10000 and £1300 from the government via Buckinghamshire Council. Fortunately the village hall has received generous donations from members of the public and local businesses. Cathryn Carter and her teams have done a great job of fundraising with the two events, the cheese and wine evening in February and the Christmas Fayre raising between them over two thousand pounds. Donations for the Christmas **Summary of the main** tree lights are at an all-time high but unfortunately Napfest and the **activities undertaken for the** fireworks were not allowed to take place, so our main fundraising events **public benefit in relation to** raised nothing. **these objects (include within this section the statutory** The village hall has had to spend money on the normal day to day **declaration that trustees have** running of the hall. These include, the insurances, electric, gas and **had regard to the guidance** water and the field maintenance, grass and hedge cutting. So even **issued by the Charity** when the hall is closed it still costs money. A few other costs were **Commission on public** incurred and these included a new thermostat, and the sanitising **benefit)** stations. The heating system appears to be in need of replacement in the not too distant future. The boiler along with the ash tree that needs attention will be expensive and reduce the funds available to the committee for future improvements. During the last year the Women’s Institute has closed. It is very sad to see one of the founder member organisations close mainly as there are less members that can make it function, this along with the Horticultural Society from a couple of years ago means that fewer people are being involved in the running of the village hall. The village hall needs new younger people to become involved. ## **Additional details of objectives and activities (Optional information)** **TAR** March **2012** 3 Naphill Village Hall & Playing Fields Council is entirely managed by volunteers who give up many hours to ensure that our facilities are well maintained for community use. In addition, many members of the community volunteer at our fundraising events which would not be possible otherwise. You **may choose** to include further statements, where relevant, about: Our grateful thanks to everyone who is involved. - policy on grantmaking; - policy programme related investment; - contribution made by volunteers. ## Section D Achievements and performance **Summary of the main** Fundraising activity: **achievements of the charity during the year** • Cheese and Wine Evening • Christmas Fayre • Scarecrow Competition Strategic Maintenance: • None, but ongoing programme of general maintenance continued **Section E Financial review** **Brief statement of the** Our Financial Regulations state that we will always keep £15,000 in **charity’s policy on reserves** reserve **Details of any funds materially** No funds in deficit **in deficit** ## **Further financial review details (Optional information)** **TAR** March **2012** 4 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** Due to the Covid-19 pandemic the 2021 AGM at which the annual reports for 2019 are approved was held via Zoom. Although the method for joining was widely publicised on the web site, on the village Facebook page and in the village magazine there was sadly no one present representing the area of benefit. ## **Section G Declaration** **The trustees declare that they have approved the trustees’ report above.** **Signed on behalf of the charity’s trustees** **TAR** March **2012** 5 CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trusteesl members of Naphill Village Hall and Playing Fields Council On accounts for the year ended 31 December 2020 Charity no lif any) 300309 Set out on pages 3and4 I report to the trustees on my examination of the accounts of the above charity I'the Twsf} for Ihe year ended 31 Decomber 2020. Responsibilities and As the charity trustees, you are responsible for the preparation of the basis of report accounts in accordance with the Charities Act 2011 (°the Acr). I report in resped 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 14515)Ibl of Ihe Act. Independent I have compleled my examination. I wnfirm that no material matters have examiner's statsment come to my attention in connection with the examination which gives me cause to believe that in, any matenal respect,: the accounting records were not kept in accordance with section 130 of the Act; or the accounts did not accord with the accounting records; or the accounts did not comply with the applicable requirements conceming 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 onsidered as part of an independent examination. I have no concems and have come across no other matters in connection with the examination to which attention should be drawn in this report in r to enab a proper understanding of the accounts to be reached. Slgnod: Date: Name: Mr John Harris Relevant professional qualbficatlonls) or body (if any}: Address: Red Cottage, The Common. Naphill, Buckinghamshire, HP14 4RG IER October 2018 Section B Disclosure Only complete if the examiner needs to highlight matters of con￿rn {see CC32, Independent examination of charity accounts.. dire¢tions and guidance for examiners). Give here details of any items that the examiner wishes to disclose. None IER October 2018 CHARITY COMMISSION FOR ENGLAND AND WALES ',1)0209 Receipts and payments accounts CC16a For th• pgrlod from To Section A Receipts and payments Unrestricted funds to tho n￿reAt Re¥tri¢ted funds Endowment fLbnds Total fundg Last yoar to thè ntramst £ 10t￿ ng•re•t£ to thg rb•ar•Bt £ to th• n•ar•8t £ A1 Recel Fund ra15ir¥J Lethrys Leases Playing fidd$ Donabc Sundry 7,972 7,7B9 7,972 7,799 26.227 21,117 5.165 720 1.776 11,734 720 3,097 11.734 13.289 25 Sub tot•l(Gross income for AR) J1.$1¥ ?1696 A2 A8s•t and Inv•8tm•nt 8ale8. l$¢tr tsblo). Sub total 31,S76 1.321 64303 A3Pa m•nts Cl&anirKJ BuildirvJ & grourvJ8 mainten 2,190 13.045 5,256 4,IXII 1190 13.408 5,2S6 4,356 28.126 S,313 4,103 789 Insur8rte TeleF4￿ aThS intem81 li￿n Hall Equi￿￿1 Speclal pioiects Sundry 722 $87 1.571 292 28.289 722 1,278 16.251 975 61,Y 292 32.B42 Sub total A4 Asset and Investment urchases, see table Sub totgl 28.289 4,563 32.842 61,399 Nat of rnceipts/(payments) AS Transfern between fund• A6 Cash lund8 la8t yoar end C•$h funds thls year end 3.2ei 48,221 48.507 5.372 1,376 1,376 S1,969 52.023 47,065 $1.969 CCXX R18¢xounts ISSI 22103r2021 Section B Statement of assets and liabilities at the end of the period Unrèstriet•d funds to naarn8t £ Rtstrictad funds to r*mt£ Endowment funds to noomt£ CatQ9ories Qetèils 81 Cash fund8 C(rnmuntyar£oJ 48,507 2.140 1,376 Total cash funds 48,607 2,140 1,376 paymertB L¥Wè)I Un￿trIct+￿ fund8 to neare8t £ Rèstriet•d fund8 to neafO8t £ Endowm•nt fund8 to nèaTO8t £ D•tall• Debtors Prep8 Fut)d to whlch t bolon Detsili Cthryt loptloMII onal B3 Investmont a880ts Fund towhl¢h tsot L*lo ¢urrgnt valuo onal Dota118 o*IowJon•ll 84 Assets retained for the eharity's own u89 Fund to whleh relatéJ Unresthcted Amount duo lonal Wh•n d ioMI Details Crndrtors 85 LSabllltleB AnYJun* In trL*t EnthM*ni 1.376 Son•d by om or trust•as on behaff of all the tru5tee5 Signature Print Name Dale of rov81 CCXX F12 8o>)unts ISSI 22103r2021 Treasurer's Annual Report for AGM Although 2020 Is probably a year many would wish to forget. fortunately the Village Hall ended the year as financially secure as it started it. Lockdown stopped all but three fund raising events and closed the hall to hirers for most of the year. This was offset by reduced expenditure and two government grants resulting in a year end cash balance that was £54 more than last year. Review of 2020 Income Total receipts banked were £32,896. Fund raising activities raised £7,972. The breakdown is as follow5.. 2020 Recorded in donations Summer Fete £0 £7,120.(Xl Wine Evening El,336 £0 Scarecrow £631 £0 Christmas Fayre £1,005 £1.312.01 Fireworks £5,000 £17, 795.00 Total £7,972 £27.120.00 The recorded fireworks receipt of £5,￿0 was banking money from the 2019 event. 2019 £892.99 Christmas Tree The lettings receipts were £7,789, a good proportion of that was 2019 debtors settling their accounts. The actual letting billings were just over £5,000 which is down 75% from 2019. Donations totalled £3,097 the largest individual donations were from Sure Build. the Wl and Naphill Neighbours. Two grants from Bucks totslling £11,334 and £4cKJ from Hughenden PC helped support the Hall. Expenditure Total expenditure was £32,842. Nearly a third of this was paying off year end creditors meaning in-year expenditure was about £23,500. The biggest expenses were: Utilities- £5,256 Ground5-maintenance contract- £3,642 InSUran￿- £4,356 Financial reserves and cash burn Where prattical, the village hall has minimised its cash burn. Last year I calculated that the hall could survive 3 year5 Wlthout meaningful income. That is still the case which hopefully will be more than enough to see out this crisis. **To** ## **Trustees' Annual Report for the period** Period start date Period end date 01 01 2020 31 12 2020 **From** ## Section A Reference and administration details **Charity name** Naphill Village Hall & Playing Fields **Other names charity is known by Registered charity number (if any)** 300309 **Charity's principal address** Naphill Village Hall Main Road Naphill, Buckinghamshire **Postcode HP14 4SX** ## **Names of the charity trustees who manage the charity** |1
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25|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year **|**Name of person (or body) entitled**
**to appoint trustee (ifany)**| |---|---|---|---|---| ||Clive Lawrence|Chairman||Elected Village Representative| ||Sarah Bacon|Vice Chairman||Elected Village Representative| ||Paul Riglar|Treasurer||Naphill & Walters Ash School| ||JudyWhitehouse|Secretary||Co-opted| ||Tanya Stevens|Lettings Secretary||Co-opted| ||Cathryn Carter|||Elected Village Representative| ||June Lynch|||Elected Village Representative| ||DaisyLeek|||Elected Village Representative| ||Andrew Wasilewski|||Elected Village Representative| ||Dave Evans|||Co-opted| ||Peter Williams|||Hughenden Parish Council| ||Norma Clarke|||Hughenden Church| ||JudyRedrup|||Naphill Tennis Club| ||Bob Hathaway||Resigned 5thOctober
2020|Junior Football Club| ||HarrySalter||From 5thOctober 2020|Senior Football Club| ||Clive Rowland||Resigned 5thOctober
2020|Senior Football Club| ||Chris Keats||From 5thOctober 2020|Junior Football Club| ||Ruth Daly|||Brownies & Guides| ||Andrew Bottomley||Resigned 4thMay2020|Men’s Club| ||Gloria Leflaive|||NAWARA| ||PeggyEwart||Resigned 4thMay2020|Naphill Neighbours| ||Jo Keattch||From 4thMay2020|Naphill Neighbours| ||JennyPrice||Resigned 8thJune 2020|W.I.| ||Danielle Bowman|||RAF| **TAR** March **2012** 1 |26
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|Dennis Lynch|||Bridge Club| |---|---|---|---|---| ||Linda Clark|||Naphill Festival Committee| ||**Names of the**
**trustees for the**
**charity, if any, (for**
**example, any**
**custodian**
**trustees)**|||| ||**Name**|**Dates acted if not**
**for wholeyear**||| |||||| ## **Names and addresses of advisers (Optional information)** |**Names and addresses of advisers (Optional information)**|**Names and addresses of advisers (Optional information)**|**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** **Description of the charity’s trusts** Scheme Type of governing document (eg. trust deed, constitution) Registered charity How the charity is constituted (eg. trust, association, company) Part appointed, part elected Trustee selection methods (eg. appointed by, elected by) ## **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; Our proposal to re-constitute with 8 Trustees only was due to be approved at the AGM planned for Monday 6[th] April 2020. Unfortunately this had to be cancelled due to the Covid-19 lockdown and we have still been unable to hold a full AGM in public. We feel it would be wrong to go ahead with any changes until a public meeting is possible so this decision is now due to be made at the 2021 AGM - 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** **TAR** March **2012** 2 The object of the charity is, in the interests of social welfare, to improve the conditions of life of the inhabitants of the area of benefit without distinction of political, religious or other opinions by the provision and maintenance of: - **Summary of the objects of the** • - **charity set out in its** A village hall for use by the inhabitants, including use for: **governing document** Meetings, lectures and classes, and Other forms of recreation and leisure time occupation; and - ~~•~~ A recreation ground for use by the inhabitants. The year 2020 has been one that was totally different from any other previous year. With the Coronavirus pandemic the village hall had to close for many months. With the village hall being closed there was very little income from the lettings and leases. The village hall has received grants of £10000 and £1300 from the government via Buckinghamshire Council. Fortunately the village hall has received generous donations from members of the public and local businesses. Cathryn Carter and her teams have done a great job of fundraising with the two events, the cheese and wine evening in February and the Christmas Fayre raising between them over two thousand pounds. Donations for the Christmas **Summary of the main** tree lights are at an all-time high but unfortunately Napfest and the **activities undertaken for the** fireworks were not allowed to take place, so our main fundraising events **public benefit in relation to** raised nothing. **these objects (include within this section the statutory** The village hall has had to spend money on the normal day to day **declaration that trustees have** running of the hall. These include, the insurances, electric, gas and **had regard to the guidance** water and the field maintenance, grass and hedge cutting. So even **issued by the Charity** when the hall is closed it still costs money. A few other costs were **Commission on public** incurred and these included a new thermostat, and the sanitising **benefit)** stations. The heating system appears to be in need of replacement in the not too distant future. The boiler along with the ash tree that needs attention will be expensive and reduce the funds available to the committee for future improvements. During the last year the Women’s Institute has closed. It is very sad to see one of the founder member organisations close mainly as there are less members that can make it function, this along with the Horticultural Society from a couple of years ago means that fewer people are being involved in the running of the village hall. The village hall needs new younger people to become involved. ## **Additional details of objectives and activities (Optional information)** **TAR** March **2012** 3 Naphill Village Hall & Playing Fields Council is entirely managed by volunteers who give up many hours to ensure that our facilities are well maintained for community use. In addition, many members of the community volunteer at our fundraising events which would not be possible otherwise. You **may choose** to include further statements, where relevant, about: Our grateful thanks to everyone who is involved. - policy on grantmaking; - policy programme related investment; - contribution made by volunteers. ## Section D Achievements and performance **Summary of the main** Fundraising activity: **achievements of the charity during the year** • Cheese and Wine Evening • Christmas Fayre • Scarecrow Competition Strategic Maintenance: • None, but ongoing programme of general maintenance continued **Section E Financial review** **Brief statement of the** Our Financial Regulations state that we will always keep £15,000 in **charity’s policy on reserves** reserve **Details of any funds materially** No funds in deficit **in deficit** ## **Further financial review details (Optional information)** **TAR** March **2012** 4 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** Due to the Covid-19 pandemic the 2021 AGM at which the annual reports for 2019 are approved was held via Zoom. Although the method for joining was widely publicised on the web site, on the village Facebook page and in the village magazine there was sadly no one present representing the area of benefit. ## **Section G Declaration** **The trustees declare that they have approved the trustees’ report above.** **Signed on behalf of the charity’s trustees** **TAR** March **2012** 5