CHESTERFORDS VILLAGE HALL
ACCOUNTS
FOR THE YEAR ENDED 31 DECEMBER 2020 REGISTERED CHARITY NO. 301318
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CHESTERFORDS VILLAGE HALL
CHARITY REGISTRATION NUMBER: 301318
Current Management Committee
J. C. Burwood C. D. Gjertsen
A. Howe
M. Mitchell
F. Palmer
A. Roberts L. Saunders
G. J. Tennison
Custodian Trustee
Great Chesterford Parish Council
Bankers
Nationwide James Watt Close Swindon SN2 1EL
CAF Bank Limited 25 Kings Hill Avenue Kings Hill West Malling Kent ME19 4JQ
Independent Examiner
S Bygraves 80 West Grove Walton on Thames Surrey KT12 5PD
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CHESTERFORDS VILLAGE HALL “CHESTERFORDS COMMUNITY CENTRE” REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 DECEMBER 2020
The trustees present their report along with the Accounts of the Chesterfords Village Hall for the year ended 31 December 2020.
CONSTITUTION AND OBJECTIVES
Governing Document
The Chesterfords Village Hall Trust is constituted under a Trust Deed dated 28 April 1954, a Supplemental Trust Deed dated 11 May 2011 and a further Supplemental Trust Deed dated 17 April 2012.
Objectives of the Charity
The object of the Charity is the provision of facilities which may be used for the purpose of educational, recreational, physical, social, moral and intellectual development for the advantage and benefit of the inhabitants of Great and Little Chesterford. The facilities are located at the Chesterfords Community Centre, Newmarket Road, Great Chesterford.
Public Benefit
In planning the Centre’s activities the Management Committee keep in mind the Charity Commission’s guidance on public benefit.
The focus of the Centre’s activities is to provide all hirers with a reasonably priced quality venue in which to hold their events. This embraces the need to ensure that the Centre is used for community related activities held on a regular basis for all age groups. At the same time there is a need to provide opportunities to commercial organizations and individuals wishing to hold business, social and other events.
Appointment of Trustees
As set out in the Deed, new Trustees may be appointed at a properly convened Annual General Meeting. The Management Committee may co-opt trustees or may fill a casual vacancy if approved at a properly convened meeting of the Management Committee. All Trustees retire from office at the end of the Annual General Meeting next after the date on which they came into office. All trustees are members of the Management Committee.
Trustee Induction
New trustees undergo induction to the organization during which time they have the
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opportunity to meet members of staff. They are also briefed on issues of current concern relating to the trustees’ obligations. This includes an overview of the business plan, of the financial performance of the Charity and of the risk management issues facing the Trustees.
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CHESTERFORDS VILLAGE HALL “CHESTERFORDS COMMUNITY CENTRE” REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 DECEMBER 2020
ORGANISATION
The Management Committee
The responsibility for the management and control of the Chesterfords Village Hall is vested in the Management Committee. The members of the Management Committee who served during the year ended 31 December 2020 were as under:-
J. C. BURWOOD
C. D. GJERTSEN
A. ROBERTS
G. J. TENNISON
L. SAUNDERS
N. JOHNSON
A. HOWE
M. MITCHELL
F. PALMER
N Johnson resigned as a Trustee on 30 June 2021.
Any person or persons to be appointed new trustees shall be nominated and elected by a majority vote of the inhabitants of Great and Little Chesterford at an Annual General Meeting.
All trustees give their time on a voluntary basis and receive no remuneration or other benefits.
Custodian Trustee
The Parish Council of Great Chesterford is the Custodian Trustee of the Charity.
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CHESTERFORDS VILLAGE HALL “CHESTERFORDS COMMUNITY CENTRE”
REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 DECEMBER 2020
FINANCIAL REVIEW
Overview
The operation of the Centre was severely disrupted during 2020 due to the restrictions imposed by the UK Government in order to meet the challenge of the coronavirus pandemic. The Centre closing for all activities on 20 March 2020. PreSchool remaining open until the start of the Easter holidays to cater for children of key workers. The Pre-School returned on a regular basis from June 2020. From September 2020 other hirers operating within the education setting, including After School Club recommenced.
Fundraising activities were very limited resulting in income of £282.00.
Income for the year amounted to £32,841.20. Expenditure for the year amounted to £47,486.03 resulting in a deficit of £14,644.83.
The deficit has been reduced by the receipt of £10,000.00 Retail Hospitality and Leisure Grant provided by Uttlesford District Council from Central Government funds to mitigate the closure of the premises. The Centre also received a further £3,468.00 in Local Restriction Support Grants.
A further £1,040 was claimed and received from HMRC under the Coronavirus Job Retention Scheme.
After receipt of Grants the deficit for the year was £136.83.
The deficit has been deducted from the balance brought forward on the General Fund. This leaves a reserve of £73,029.37 carried forward on the General Fund.
At 31 December 2020 cash at bank amounted to £70,455.64 of which £3,263.38 held in restricted funds related to grant monies received but not yet spent.
In relation to the Restricted New Building Fundraising Fund grants of £771.00 was received from Great Chesterford Parish Council to match costs incurred in temporarily improving security to the site prior to the installation of a height restricting barrier.
Expenditure for the year amounted to £771.00
The balance on the Restricted New Building Fundraising Fund at 1 January 2020 and 31 December 2020 was £3,263.38.
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Grants
Great Chesterford Parish Council
£771.00
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CHESTERFORDS VILLAGE HALL
“CHESTERFORDS COMMUNITY CENTRE”
REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 DECEMBER 2020
Uttlesford District Council – Retail Hospitality and 10,000.00 Leisure Grant Uttlesford District Council – Local Restriction 3,468.00 Support Grant Government Grant – Coronavirus Job Retention 1,040.00 Scheme £14,508.00
During the year one of the boilers was replaced together with water heaters in both kitchens. The main hall and lounge were also repainted during the lockdown. No other major projects were undertaken during the year ended 31 December 2020 in order to conserve funds during these uncertain times.
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CHESTERFORDS VILLAGE HALL “CHESTERFORDS COMMUNITY CENTRE” REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 DECEMBER 2020
New Building Fund Raising Account
No movement occurred on the account during the year under review.
INVESTMENT POLICY
Under the Trust Deed the trustees have a general power to invest any surplus funds as they see fit in furtherance of its charitable objects.
RESERVES POLICY
Unrestricted reserve funds are needed to cover administration, fund raising and support costs without which the charity could not function.
The Trustees consider it prudent that unrestricted reserve funds should be sufficient to avoid the necessity of seeking additional finance from third parties. The Trustees believe the unrestricted reserves should approximate to cover 6 months administration and support costs.
The unrestricted reserves now meet this criteria. Further marketing, fund raising and cost saving initiatives will continue to be instigated in order to ensure the unrestricted reserves continue to meet the criteria.
RISK MANAGEMENT
The Trustees consider the following course of action to be appropriate:
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an annual review of the risks which the Charity may face;
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the establishment of systems and procedures to mitigate those risks identified; and
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the implementation of procedures designated to minimise any potential impact on the Charity should any of these risks materialise;
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disclosure and barring service checks are carried out prior to commencement of employment and the appointment of trustees.
HEALTH AND SAFETY POLICY
The Trustees have kept the Health and Safety Policy under review and since the beginning of the COVID-19 pandemic more regular assessments have been undertaken to ensure the premises remain COVID secure.
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SAFEGUARDING
The Trustees have adopted policies to ensure safeguarding and promoting the welfare of children and adults at risk from abuse or neglect.
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CHESTERFORDS VILLAGE HALL “CHESTERFORDS COMMUNITY CENTRE” REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 DECEMBER 2020
THE IMPLICATIONS OF COVID- 19
The Trustees have considered the position of the charity a as result of the exceptional circumstances resulting from the control measures taken by H M Government to contain the COVID-19 pandemic. The closure of non-essential services has disrupted the extent of activities that could be held at the Centre for the majority of 2020 following the introduction of the lockdown in March 2020. As lockdown began to be eased in the summer of 2020 all activities were limited to “educational settings”.
The Management Committee has instigated strict protocols to make and ensure the premises are COVID secure. This includes the installation of hand santiser stations, hand towel dispensers, clear signage, a daily full cleaning schedule, restrictions on numbers at pinch points and the wearing of face coverings by all persons attending the premises. Additionally, restrictions were placed on the attendance of employees and volunteers at the premises when hirers are in attendance.
The Centre is operating at a reduced capacity in line with the requirements of Government Regulations and restrictions imposed during most of 2020. The Centre is experiencing increased costs to maintain COVID secure status. Steps have been taken to reduce costs and to closely monitor cash flow and protect reserves. One employee was placed under flexible furlough under the terms of the Coronavirus Job Retention Scheme.
PLANS FOR THE FUTURE
The organisations plans for the future is to raise the awareness in the local community of the availability of a first class venue which can be hired at a reasonable price in order to hold a multitude of events. Trustees will at the same time look to enhance the facilities at the venue in order to widen the appeal to other groups or organisations which may be interested in hiring the premises. These plans are currently restricted due to the impact of Regulations arising from measures introduced by the Government to reduce the spread of COVID-19. The continued use of flexible furlough under the Coronavirus Job Retention Scheme and applications for Government assistance through grants following the end of lockdown will assist the Centre in achieving these goals.
Approved by the Trustees on
……………………………………..
G. J. TENNISON
……………………………………… J. C. BURWOOD
Chesterfords Community Centre
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Newmarket Road Great Chesterford Saffron Walden Essex CB10 1NS Registered Charity No. 310318
We aim to improve the quality of life in the Community.
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CHESTERFORDS VILLAGE HALL
INDEPENDENT EXAMINER’S REPORT TO THE TRUSTEES OF CHESTERFORDS VILLAGE HALL
I report on the accounts of the Trust for the year ended 31 December 2020 which are set out on pages 9 to 12.
Respective Responsibilities of Trustees and Examiner
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(2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed. It is my responsibility to:
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examine the accounts under section 145 of the 2011 Act;
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follow the procedures laid down in the General Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act; and
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state whether particular matters have come to my attention.
Basis of Independent Examiner’s Statement
My examination was carried out in accordance with the General Directions given by the Charity Commission. 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:
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(1) which gives me reasonable cause to believe that, in any material respect, the requirements
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to keep accounting records in accordance with section 130 of the 2011 Act; and
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to prepare accounts which accord with the accounting records and to comply with the accounting requirements of the 2011 Act.
Have not been met; or
- (2) to which, in my opinion, attention should be drawn in order to enable a proper
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understanding of the accounts to be reached.
S Bygraves 80 West Grove Walton on Thames Surrey KT12 5PD
| S Bygraves 80 West Grove Walton on Thames Surrey KT12 5PD |
S Bygraves 80 West Grove Walton on Thames Surrey KT12 5PD |
S Bygraves 80 West Grove Walton on Thames Surrey KT12 5PD |
|
|---|---|---|---|
| CHESTERFORDS VILLAGE HALL | |||
| BALANCE SHEET AS AT 31 | DECEMBER 2020 | ||
| Note 2020 |
2019 | ||
| Freehold Land and Buildings – | |||
| Newmarket Road | 1 | 733,345.0 | 733,345.0 |
| 3 | 3 | ||
| Balances at Nationwide | |||
| Deposit | 509.94 | 509.94 | |
| Current | 228.35 | 228.35 | |
| Balances at CAF | |||
| Current | 7,740.83 | 18,855.04 | |
| Deposit | 58,691.51 | 42,196.75 | |
| Grants | 3,285.01 | 8,730.62 | |
| 70,455.64 | 70,520.70 | ||
| Debtors and Prepayments | 11,434.40 | 11,507.58 | |
| Cash | 38.20 | ||
| 38.20 | |||
| 81,928.24 | 82,066.48 | ||
| Less: Creditors | 5,635 .4 |
5,579 | .7 |
| 9 | 4 | ||
| 76,292.75 | 76,486.74 | ||
| NET ASSETS | £809,637. | £809,831. | |
| 78 | 77 | ||
| REPRESENTED BY: | |||
| GENERAL ACCOUNT | |||
| (Unrestricted Funds) | 73,029.37 | 73,223.36 |
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| NEW BUILDING ACCOUNT (Restricted Funds) 736,608 .4 1 £809,637.7 8 Signed: TENNISON Trustee Dated: Signed: J. C. BURWOOD Trustee Dated: |
736,608 .4 1 £809,831. 77 G. J. |
|---|---|
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CHESTERFORDS VILLAGE HALL
STATEMENT OF FINANCIAL ACTIVITIES
FOR THE YEAR ENDED 31 DECEMBER 2020
| Unrestric | Restricted | Restrict | Total | Total | ||
|---|---|---|---|---|---|---|
| ted | New | ed | 2020 | 2019 | ||
| Notes | General | Building | New | |||
| Fund | Fund | Buildin | ||||
| Raising | g | |||||
| INCOMING RESOURCES | ||||||
| Receipts from operating | 32,510.05 | ` | - | 32,510.0 | 62,188.11 | |
| activities | 5 | |||||
| Donations, | legacies and | |||||
| similar receipts | 14,790.00 | 771.00 | - | 15,561.0 | 6,758.37 | |
| 2 | 0 | |||||
| Bank Interest | 49.15 | - | - | 49.15 | 76.18 | |
| TOTAL | INCOMING | 47,349.20 | 771.00 | - | 48,120.2 | 69,022.66 |
| RESOURCES | 0 | |||||
| RESOURCES | EXPENDED | |||||
| Charitable payments | 47,486.03 | 771.00 | - | 48,257.0 | 57,004.05 | |
| 3 | 3 | |||||
| Costs of generating funds | - | - | - | - | 117.11 | |
| TOTAL | RESOURCES | 47,486.03 | 771.00 | - | 48,257.0 | 57,121.16 |
| EXPENDED | 3 | |||||
| Net outgoing resources | (136.83) | - | - | (136.83) | 11,901.50 | |
| Transfers | Between | - | - | - | - | |
| Funds | ||||||
| Fund balances brought forward | ||||||
| at | 73,166.20 | 3,263.38 | 733,345. | 809,774. | 797,873.1 | |
| 1 January 2020 | 03 | 61 | 1 |
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| Fund balances carried | ||||
|---|---|---|---|---|
| forward at | £73,029.3 | £3,263.38 £733,345. | £809,637. | £809,774.6 |
| 31 December 2020 | 7 | 03 | 78 | 1 |
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CHESTERFORDS VILLAGE HALL
NOTES TO THE ACCOUNTS
FOR THE YEAR ENDED 31 DECEMBER 2020
Freehold land and buildings – Newmarket Road
- £733,345.03 (2019: £733,345.03) represents the accumulated costs to date in relation to professional fees, purchase of land, construction costs and costs in relation to equipping the New Community Centre at Newmarket Road.
Donations, legacies and similar receipts
| Unrestrict | Restricted | Restricted | Unrestrict | Unrestrict | Restricte | Restricte | ||
|---|---|---|---|---|---|---|---|---|
| ed | ed | d | ||||||
| 2020 | 2020 | 2019 | 2019 | |||||
| Fundraising | 282.00 | - | 562.97 | - | ||||
| Grants | ||||||||
| Great Chesterford | Parish | - | 771.00 | - | 1,945.40 | |||
| Council | ||||||||
| Uttlesford | District | 10,000.00 | - | - | 4,250.00 | |||
| Council | ||||||||
| Uttlesford | District | 3,468.00 | - | - | - | |||
| Council | ||||||||
| Government Grants | 1,040.00 | - | - | - | ||||
| £14,790.00 | £771.00 | £562,97 | £6,195.40 |
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CHESTERFORDS VILLAGE HALL NOTES TO THE ACCOUNTS - FOR THE YEAR ENDED 31 DECEMBER 2020
Charitable Payments
| 2020 Salaries 20,138.96 Electricity 2,541.71 Gas 1,981.71 Water Rates 1,271.74 Cleaners 4,480.00 Consumables 400.81 Insurance 2,911.69 PRS Society 496.45 Acre Afiliation 66.00 Telephone 655.89 Miscellaneous 456.31 General Maintenance 4,797.70 IT Costs 1,613.76 Marketing (181.30) Bank Charges 60.00 Pension 281.54 Bad Debts (40.00) Wedding Licence - Accountancy 276.75 Legal 105.00 42,314.72 Miscellaneous Payments:- Glasses/Cutlery 20.15 Sports Lounge Refurbishment Boiler 3,651.16 2 Water Heaters 1,104.00 Blinds Gate and Security Bollards Sound Boards 396.00 Security - 5,171.31 Total Charitable Payments £47,486.0 3 |
Restrict ed 2020 2019 18,376.14 1,483.77 2,613.09 415.27 6,016.00 639.59 2,742.65 661.04 60.00 656.36 201.99 9,358.44 1,733.75 1,147.79 65.00 283.44 1,857.00 1,915.00 297.00 - 50,523.32 51.40 2,315.98 417.95 771.00 771.00 2,785.33 £771.00 £53,308.6 5 |
Restricte d 2019 1,750.00 1,945.40 |
|---|---|---|
| 3,695.40 | ||
| £3,695.40 |
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