## **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<br>.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: 

- an annual review of the risks which the Charity may face; 

- the establishment of systems and procedures to mitigate those risks identified; and 

- the implementation of procedures designated to minimise any potential impact on the Charity should any of these risks materialise; 

- 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: 

- examine the accounts under section 145 of the 2011 Act; 

- follow the procedures laid down in the General Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act; and 

- 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: 

- (1) which gives me reasonable cause to believe that, in any material respect, the requirements 

   - to keep accounting records in accordance with section 130 of the 2011 Act; and 

   - 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<br>80 West Grove<br>Walton on Thames<br>Surrey<br>KT12 5PD|S Bygraves<br>80 West Grove<br>Walton on Thames<br>Surrey<br>KT12 5PD|S Bygraves<br>80 West Grove<br>Walton on Thames<br>Surrey<br>KT12 5PD|S Bygraves<br>80 West Grove<br>Walton on Thames<br>Surrey<br>KT12 5PD|S Bygraves<br>80 West Grove<br>Walton on Thames<br>Surrey<br>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:<br>**Trustee**<br>**Dated:**<br>Signed:<br>J. C. BURWOOD<br>**Trustee**<br>**Dated:**|1<br>TENNISON|94<br>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** 

1. £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** 

2. 

||||**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<br>–||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** 

3. 

|**2021**<br>Salaries<br>20,444.76<br>Electricity<br>2,612.26<br>Gas<br>3,681.71<br>Water Rates<br>1,907.76<br>Cleaners<br>5,746.00<br>Consumables<br>599.50<br>Insurance<br>2,920.79<br>PRS Society<br>418.84<br>Acre Afiliation<br>66.00<br>Telephone<br>656.86<br>Miscellaneous<br>418.40<br>General Maintenance<br>11,648.56<br>IT Costs<br>1,671.31<br>Marketing<br>-<br>Bank Charges<br>96.00<br>Pension<br>280.80<br>Bad Debts<br>(352.00)<br>Accountancy<br>-<br>Legal<br>-<br>£52,817.5<br>5<br>Miscellaneous Payments:-<br>Glasses/Cutlery<br>CCTV<br>800.00<br>Boiler<br>2 Water Heaters<br>2 Hospital Grade Air Purifers<br>-<br>Computer<br>1,195.75<br>Sound Boards<br>Security<br>Electric Oven Range and<br>Installation<br>4,454.48<br>£6,450.23<br>|**Restrict**<br>**ed**<br><br>**2021**<br>**2020**<br>20,138.96<br>2,541.71<br>1,981.71<br>1,271.74<br>4,480.00<br>400.81<br>2,911.69<br>496.45<br>66.00<br>655.89<br>456.31<br>4,797.70<br>1,613.76<br>(181.30)<br>60.00<br>281.54<br>(40.00)<br>276.75<br>105.00<br>-<br>42,314.72<br>20.15<br>2,000.00<br>3,651.16<br>1,104.00<br>4,428.00<br>-<br>396.00<br>-<br>-<br>£6,428.00<br>5,171.31|**Restricte**<br>**d**<br>**2020**<br>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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