CHESTERFORDS VILLAGE HALL
ACCOUNTS
FOR THE YEAR ENDED 31 DECEMBER 2021 REGISTERED CHARITY NO. 301318
0
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 2021
The trustees present their report along with the Accounts of the Chesterfords Village Hall for the year ended 31 December 2021.
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 2021
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 2021 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 2021
FINANCIAL REVIEW
Overview
The operation of the Centre continued to be disrupted during the first part of 2021 following the restrictions imposed by the UK Government during 2020 in order to meet the challenge of the coronavirus pandemic. Pre-School remained open from 1 January. After school and other organisations whose activities were undertaken within an “educational setting” recommenced during the second quarter of 2021. A number of young persons drama and dance classes making use of the Centre’s facilities. Adult groups and organisations and some social events recommenced towards the end of the second quarter. All groups and organisations operating within the guidelines of their governing bodies.
The Management Committee continued to impose strict protocols to ensure the premises remained COVID secure, adapting the protocols in line with guidance from H M Government. This resulted in the Centre incurring higher costs relating to cleaning and the provision of soap and santiser stations.
There were no fundraising activities undertaken in the year.
Income for the year amounted to £39,778.74. Expenditure for the year amounted to £59,267.78 resulting in a deficit of £19,489.04.
The deficit has been reduced as a result of the receipts of £6,177.81 of grants provided by Uttlesford District Council from Central Government Funds to mitigate the impact of the lockdown and also assist in restarting operations as the lockdown restrictions were eased. A further £4,355.00 was claimed and received from HMRC under the Coronavirus Job Retention Scheme.
After receipt of grants and the contribution from the Coronavirus Job Retention Scheme the deficit for the year was £8,956.23.
The deficit has been deducted from the balance brought forward on the Unrestricted General Fund. This leaves a reserve of £64,130.30 carried forward on the Unrestricted General Fund.
In relation to the Restricted New Building Fundraising Fund a further grant was provided by Uttlesford District Council from Central Government Funds which enabled the purchase of two hospital grade air purifiers costing £4,428.00. The grant being drawn from the Essex Business Adaption Fund.
A further grant of £2,000 was received from Uttlesford Council Community Project
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Grant used towards the installation of a new CCTV system which cost £2,800.00
The balance on the Restricted New Building Fundraising Fund at 1 January 2021 and 31 December 2021 was £3,263.38.
At 31 December 2021 cash at bank amounted to £64,300.79 of which £3,263.38 was held in restricted funds related to grant monies received but not yet spent.
CHESTERFORDS VILLAGE HALL “CHESTERFORDS COMMUNITY CENTRE”
REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 DECEMBER 2021
FINANCIAL REVIEW (continued)
Income
The hire fee income for the year was £39,772.55, an increase of £7,262.50 from 2020. The ongoing impact of restrictions imposed by Government to mitigate the COVID-19 pandemic limiting the numbers of group and organisations that could hire the Centre until the lockdown restrictions were finally lifted.
The Centre received a number of grants from Uttlesford District Council from Central Government Funds to help mitigate the increased expenses arising from ensuring the premises were COVID secure.
Expenditure
Total expenditure for the year increased by £17,438.75 in comparison with 2020. Specific projects, the installation of a new CCTV system £2,800.00 and a new computer of £1,195.75 and the purchase of the air purifiers £4,428.00, accounts for part of the increase. Additionally, £3,886.13 was incurred in modernizing the main heating control system following the installation of the new boiler in 2020. Lastly, following the annual gas safety inspection indicating a number of failures of the gas range and related safety equipment the gas range was replaced by an electric range which together with installation costs amounted to £4,454.48.
The Trustees seek to mitigate the costs relating to this significant expenditure by seeking grand funding from appropriate sources. Part of the cost of the electric range being funded by grants received in 2022.
Grants
Uttlesford District Council – Local Restrictions
2,333.81
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| Support Grant | |
|---|---|
| Uttlesford District Council – Community Project Grant | |
| – (restricted grant) | 2,000.00 |
| Uttlesford District Council – Business Restart Grant | 2,667.00 |
| Uttlesford District Council – Essex Business Adaption | |
| Fund (£4,428.00 restricted) | 5,605 .00 |
| £12,605.81 |
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CHESTERFORDS VILLAGE HALL “CHESTERFORDS COMMUNITY CENTRE” REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 DECEMBER 2021
New Building Fund
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.
SAFEGUARDING
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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 2021
THE IMPLICATIONS OF COVID- 19
The Management Committee continue to consider the position of the charity as a result of the exceptional circumstances resulting from the control measures instigated by H M Government to contain the COVID-19 pandemic through 2021. For the first half of the year the majority of activities resolved around those groups and organization whose activities were limited to “educational settings”. This encompassed the Pre-School and After School and young persons dance and drama classes. Social events and other third party organisations recommenced on a reduced scale following the success of the vaccination rollout and the easing of lockdown requirements.
The Management Committee continued to implement protocols to ensure the premises remained COVID secure in line with Government Guidance. The daily full cleaning schedule was maintained including deep cleans when required. Clear signage, the availability of hand sanitiser and hand tower dispensers and the restricting numbers at pinch points together encouraging the wearing of face coverings by all persons attending the premises was maintained. The protocols being relaxed in line with Government Guidance.
To promote the COVID secure status of the Centre two portable hospital quality air purifiers were purchased.
Encouragement was given to persuade all users pre-pandemic to recommence the classes.
The Centre operated at a reduced capacity for the majority of the year. However there were increased costs incurred in order to maintain the COVID secure status of the premises. Steps to reduce costs, monitor cash flow and protect reserves were actively followed. 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. The Centre has lots of regular clubs and hirers who use the Centre on a regular booking basis, gaining us security from regular hirers.
Approved by the Trustees on
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…………………………………….. ……………………………………… G. J. TENNISON J. C. BURWOOD
Chesterfords Community Centre 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 2021 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 |
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 2021 | ||||||
| Note | 2021 | 2020 | |||||
| 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 | 6,579.79 | 7,740.83 | |||||
| Deposit | 53,697.38 | 58,691.51 | |||||
| Grants | 3,285.33 | 3,285.01 | |||||
| 64,300.79 | 70,455.64 | ||||||
| Debtors and Prepayments | 11,301.12 | 11,434.40 | |||||
| Cash | 29.98 | 38.20 | |||||
| 75,631.89 | 81,928.24 | ||||||
| Less: Creditors | 8,238 | .21 | 5,578 | .3 | |||
| 3 | |||||||
| 67,393.68 | 76,349.91 | ||||||
| NET ASSETS | £800,738. | £809,694. | |||||
| 71 | 94 | ||||||
| REPRESENTED BY: | |||||||
| GENERAL ACCOUNT | |||||||
| (Unrestricted Funds) | 64,130.30 | 73,086.53 | |||||
| NEW BUILDING ACCOUNT | |||||||
| (Restricted Funds) | 736,608 | .4 | 736,608 | .4 | |||
| 1 | 1 | ||||||
| £800,738.7 | £809,694. |
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| Signed: Trustee Dated: Signed: J. C. BURWOOD Trustee Dated: |
1 TENNISON |
94 G. J. |
|---|---|---|
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CHESTERFORDS VILLAGE HALL
STATEMENT OF FINANCIAL ACTIVITIES
FOR THE YEAR ENDED 31 DECEMBER 2021
| Unrestric | Restricted | Restrict | Total | Total | ||
|---|---|---|---|---|---|---|
| ted | New | ed | 2021 | 2020 | ||
| Notes | General | Building | New | |||
| Fund | Fund | Buildin | ||||
| Raising | g | |||||
| INCOMING RESOURCES | ||||||
| Receipts from operating | 39,772.55 | ` | - | 39,772.5 | 32,510.05 | |
| activities | 5 | |||||
| Donations, | legacies and | |||||
| similar receipts | 10,532.81 | 6,428.00 | - | 16,960.8 | 15,561.00 | |
| 2 | 1 | |||||
| Bank Interest | 6.19 | - | - | 6.19 | 49.15 | |
| TOTAL | INCOMING | 50,311.55 | 6,428.00 | - | 56,739.5 | 48,120.20 |
| RESOURCES | 5 | |||||
| RESOURCES | EXPENDED | |||||
| Charitable payments | 59,267.78 | 6,428.00 | - | 65,695.7 | 48,257.03 | |
| 3 | 8 | |||||
| Costs of generating funds | - | - | - | - | ||
| TOTAL | RESOURCES | 59,267.78 | 6,428.00 | - | 65,695.7 | 48,257.03 |
| EXPENDED | 8 | |||||
| Net outgoing resources | (8,956.23) | - | - | (8,956.2 | (136.83) | |
| 3) | ||||||
| Transfers | Between | - | - | - | - | - |
| Funds | ||||||
| Fund balances brought forward | ||||||
| at | 73,086.53 | 3,263.38 | 733,345. | 809,694. | 809,831.7 | |
| 1 January 2021 | 03 | 94 | 7 |
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| Fund balances carried | ||||
|---|---|---|---|---|
| forward at | £64,130.3 | £3,263.38 £733,345. | £800,738. | £809,694.9 |
| 31 December 2021 | 0 | 03 | 71 | 4 |
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CHESTERFORDS VILLAGE HALL
NOTES TO THE ACCOUNTS
FOR THE YEAR ENDED 31 DECEMBER 2021
Freehold land and buildings – Newmarket Road
- £733,345.03 (2020: £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 | Unrestrict | Restricte | |||
|---|---|---|---|---|---|---|
| ed | ed | d | ||||
| 2021 | 2021 | 2020 | 2020 | |||
| Fundraising | - | - | 282.00 | - | ||
| HMRC – Coronavirus Job | ||||||
| Retention Scheme | 4,355.00 | - | 1,040.00 | - | ||
| Grants | ||||||
| Great Chesterford Parish | - | - | - | 771.00 | ||
| Council | ||||||
| Uttlesford | District | |||||
| Council | – | Retail | ||||
| Hospitality and | Leisure | - | - | 10,000.00 | - | |
| Grant | ||||||
| Uttlesford | District | |||||
| Council | – | Local | 2,333.81 | - | 3,468.00 | - |
| Restrictions | Support | |||||
| Grants | ||||||
| Uttlesford | District | |||||
| Council – | Community | - | 2,000.00 | - | - | |
| Project Grant | ||||||
| Uttlesford | District | |||||
| Council – |
Business | 2,667.00 | - | - | - | |
| Restart Grant | ||||||
| Uttlesford | District | |||||
| Council – Essex | Business | 1,177.00 | 4,428.00 | - | - | |
| Adaption Fund |
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£10,532.81 £6,428.00 £14,790.00 £771.00
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CHESTERFORDS VILLAGE HALL NOTES TO THE ACCOUNTS - FOR THE YEAR ENDED 31 DECEMBER 2021
Charitable Payments
| 2021 Salaries 20,444.76 Electricity 2,612.26 Gas 3,681.71 Water Rates 1,907.76 Cleaners 5,746.00 Consumables 599.50 Insurance 2,920.79 PRS Society 418.84 Acre Afiliation 66.00 Telephone 656.86 Miscellaneous 418.40 General Maintenance 11,648.56 IT Costs 1,671.31 Marketing - Bank Charges 96.00 Pension 280.80 Bad Debts (352.00) Accountancy - Legal - £52,817.5 5 Miscellaneous Payments:- Glasses/Cutlery CCTV 800.00 Boiler 2 Water Heaters 2 Hospital Grade Air Purifers - Computer 1,195.75 Sound Boards Security Electric Oven Range and Installation 4,454.48 £6,450.23 |
Restrict ed 2021 2020 20,138.96 2,541.71 1,981.71 1,271.74 4,480.00 400.81 2,911.69 496.45 66.00 655.89 456.31 4,797.70 1,613.76 (181.30) 60.00 281.54 (40.00) 276.75 105.00 - 42,314.72 20.15 2,000.00 3,651.16 1,104.00 4,428.00 - 396.00 - - £6,428.00 5,171.31 |
Restricte d 2020 771.00 |
|---|---|---|
| 771.00 |
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| Total Charitable Payments | £771.00 | |||
|---|---|---|---|---|
| £59,267.7 | £6,428.0 | £47,486.0 | ||
| 8 | 0 | 3 |
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