## **Kelvedon Hatch Village Hall Charitable Trust** Reg. Charity No. 301350 _**Poors Field, School Road, Kelvedon Hatch, Brentwood, Essex, CM15 0DL**_ **ACCOUNTS Receipts & Payments 1ST APRIL 2020 31ST MARCH 2021** Page 1 ## **KELVEDON HATCH VILLAGE HALL CHARITABLE TRUST** ## **STATEMENT OF ASSETS AND LIABILITIES YEAR ENDING 31/03/21** ||**CASH FUNDS**
Reserved Funds
Essential Planned Works :
Projects 2019 - ?: Refurbishment of Stage Area (est. cost £7,000)
Emergency Repairs
Fluctuation in receipts (Covid restriction may be reintroduced)
**Year end cash funds**
**TOTAL CASH FUNDS**
**OTHER MONETARY ASSETS**
**INVESTMENT ASSETS**
**ASSETS RETAINED FOR THE CHARITY'S OWN USE**
Land and Buildings at cost
Comprising:
Land
approx 4.75 acres
Building
Village Hall
1
Building
Annex
1
Tables
Folding
24
Fixed
8
Chairs
Folding
133
Fixed
20
Trolleys
Table
2
Chairs
1
Food
2
Cooker
8 burner range
1
Fridge
1
Freezer
1
Microwave
1
Hoover
1
Filing Cabinet
1
Laminator
A4
1
Tea Urn
1
**LIABILITIES**
**TOTAL NET ASSETS**
**Approved by the Trustees on**
Signed||Unrestricted Funds
**2020/2021**
**2019/2020**
**£**
**£**
5,000
1,000
0
0
3,000
1,350
12,000
3,500
201
57
20,201
5,907
-
-
57,988
57,988
-
78,189
63,895|Unrestricted Funds
**2020/2021**
**2019/2020**
**£**
**£**
5,000
1,000
0
0
3,000
1,350
12,000
3,500
201
57
20,201
5,907
-
-
57,988
57,988
-
78,189
63,895| |---|---|---|---|---| |||||5,907| |||||-
-
57,988
-| |||||63,895| |||||| |||15thJune 2021||| |||_position if any_||| ||Bryan Edward Smith|Chairman||| |||||| ||David Hughes|Trustee||| Page 2 ## **KELVEDON HATCH VILLAGE HALL CHARITABLE TRUST RECEIPTS AND PAYMENTS ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2021** |A1
**RECEIPTS**
Hire of Hall delivering charitable objects
Hire of Land
Hire of Buildings (net of returned damage deposits)
Donations
Grants
Gas Refund/Insurance Claim
Business Account Interest
**Total Receipts**
A2
There were no asset or investment sales
A3
**PAYMENTS**
Refunded Hire Fees (Covid 19 Restrictions)
Utilities
Insurance
Buildings maintenance
Grounds maintenance
Cleaning
Refuse Collection
Administration Costs (PRS/APL/Sundries/Adverts)
Business Rates
Sub total
A4
Asset Purchases
Sub total
**Total Payments**
Surplus (deficit) of income over expenditure
Reserves brought forward 1 April 2019
Reserves carried forward 31 March 2020
A5
Reserved Funds
Essential Planned Works :
Projects 2019 - ?: Refurbishment of Stage Area (est. cost £7,000)
Emergency Repairs
Fluctuation in receipts (Covid restriction may be reintroduced)
A6
**Year end cash funds**|**2020/2021**
**2019/2020**
£
£
£
£
1,560
9,845
8,535
9,622
0
2,673
500
2
26,943
1,700
142
9,402
0
1
**37,680**
**33,245**
817
2,106
2,886
2,367
2,254
7,997
26,718
6,805
2,203
1,894
4,555
1,042
1,040
358
461
0
237
23,385
40,354
0
0
0
0
**23,385**
**40,354 **
14,295
(7,108)
64,555
71,663
78,850
64,555
5,000
1,000
0
0
3,000
1,350
12,000
3,500
201
57|**2020/2021**
**2019/2020**
£
£
£
£
1,560
9,845
8,535
9,622
0
2,673
500
2
26,943
1,700
142
9,402
0
1
**37,680**
**33,245**
817
2,106
2,886
2,367
2,254
7,997
26,718
6,805
2,203
1,894
4,555
1,042
1,040
358
461
0
237
23,385
40,354
0
0
0
0
**23,385**
**40,354 **
14,295
(7,108)
64,555
71,663
78,850
64,555
5,000
1,000
0
0
3,000
1,350
12,000
3,500
201
57| |---|---|---| |||**33,245**| |||0| |||| |||**40,354 **| |||(7,108)
71,663
64,555
1,000
0
1,350
3,500| |||57| Page 3 **KELVEDON HATCH VILLAGE HALL CHARITABLE TRUST** ## **NOTES TO THE ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2021** ## **1 ACCOUNTING CONVENTION AND POLICIES** The accounts have been prepared under the historical cost convention on the "receipts and payments" basis. ## **2 TRUSTEE EXPENSES** There were no expenses paid to or claimed by the Trustees. ## **3 REIMBURSEMENT TO TRUSTEES** Because of doubts around security of electronic banking, the Trustees have not sanctioned its use. Unfortunately, due to the pandemic, it was not possible to continue with the Trust's normal financial practices. As an emergency solution D. Hughes offered to refund hire fees and pay some invoices |electronically,hewasreimbursed:|electronically,hewasreimbursed:|£6,889.91|| |---|---|---|---| |PRS
Cancelled Covid 20
Drain Cover
Electrical inspection
Electrical remedial
work|£ 178.30
£ 816.77
£ 700.00
£ 275.00
£255.00|Gardening/Weed Killing around Hall
Roof & Security
Security Signs for Buildings
Annual inspection of Fire
Extinguishers
Fit Wall mounted hand sanitisers &
refill|£ 345.00
£ 3,378.20
£ 261.98
£ 540.00
£139.66| ## **4 ASSETS RETAINED FOR THE CHARITY'S OWN USE** Upkeep, refurbishment and repair costs relating to the buildings are written off to the Receipts and Payments account, with the buildings themselves being carried forwards in the Statement of Assets and Liabilities at their original cost. In line with Use Class the Tennis Courts have been removed from the Charity's Asset List as these were provided and are maintained by the Kelvedon Hatch Tennis Club. The 'Changing Rooms' are now described more accurately as an 'Annex' because the Kelvedon Hatch Football Club provided and maintain the internal requirements for its use. ## **5 PROJECTS FOR 2020/21** None undertaken (see Essential Works) |**5**|**PROJECTS FOR 2020/21**
|||| |---|---|---|---|---| ||None undertaken (see Essential Works)|||0| |**6**|**GRANTS**|||| |||Boundary Tree||| ||**Kelvedon Hatch Parish Council**|Maintenance||£5,750| |||Security||£1,000| ||**BBC/Gov Covid 19 Small Business Grants**||(5)|£20,193| ||**BBC 15% discretionary rate relief.**|£699||| |**7**|**DONATIONS**|||| ||received with thanks from 1 personal donor|||£500| |**8**|**ESSCENTIAL/EMERGENCY WORKS**|||| ||Security installation for insurance purposes following|||£3,700| ||vandalism 19/20|||| ||Further removal of tree roots from sewers|||£1,500| |**9**|**The Fluctuation in Receipts Reserve**has been increased|||£12,000| ||because of the uncertainty of the return to 'normal' hire patterns.|||| ||It could take a year for confidence to return especially|for groups||| ||with older (vulnerable) members.|||| - **10** No valuation survey of the property has been undertaken - **11** The Charity had no restricted funds at the beginning or end of the year. - **12** Administration costs are made up of payments of £178.30 to PRS & £180.00 to Brentwood Borough Council for the Premises License. Page 4 ## **Kelvedon Hatch Village Hall** ## **Charitable Trust** Reg. Charity No. 301350 _**Poors Field, School Road, Kelvedon Hatch, Brentwood, Essex, CM15 0DL**_ ## **TRUSTEES ANNUAL REPORT** # **1ST APRIL 2020 31ST MARCH 2021** ## **KELEDON HATCH VILLAGE HALL CHARITABLE TRUST Trustees Annual Report 2020/2021** ## _Section A_ ## **Charity Name Registered charity number Charity Address Trustees** Kelvedon Hatch Village Hall 301350 Poors Field, School Road, Kelvedon Hatch, Brentwood, Essex, CM15 0DL _Dates Acted if not for whole Name of body entitled to appoint Trustee Name Office year a trustee_ Balcombe, Raymond Senior Football Club Dawson, Tracey Hughes, David Minute/Booking Secretary North, Catherine Treasurer Smith, Bryan Chairman Wright, Janet Kelvedon Hatch Parish Council Jordan, Tina Birch, Andrea North, Richard ## Custodian Trustee Official Custodian for Charities ## _Section B_ **Type of Governing Document** Trust Deed **How the charity is constituted** Trust ## **Trustee selection methods** Elected by beneficiaries 5 Bodies entitled to appoint trustees The Kelvedon Hatch Parochial Church Council no longer in existence The Committee of the Kelvedon Hatch Women's The Kelvedon Hatch Parish Council Institute The Committee of the Kelvedon Hatch Football Club The Committee of the Kelvedon Hatch Garden Society The Kelvedon Hatch Craft Club (from Dec. 06) The Committee of the Kelvedon Hatch Youth Club The Kelvedon Hatch Art Group (from Dec. 06) Co-opted 6 ## _Section C_ ## **Summary of the objects of the charity set out in its governing document** Improving the conditions of life for the inhabitants of Kelvedon Hatch and the area of benefit. **Summary of the main activities in relation to these objects** Maintaining a village hall for the use of the inhabitants of Kelvedon Hatch in particular for use for meetings, lectures and classes and for other forms of recreation and leisure time occupation. ## _Section D_ ## **Summary of the main achievements of the charity during the year.** ## Weekdays Dance and Drama Pilates Art Club Art Club Parent & Toddler Fit Club Martial Arts Various committee meetings Weekend Snr. Football Club Tennis Club Children/teenagers 2 afternoons/evenings per week Adult 1 evening per week All ages 1 evening per week All ages 1 afternoon per week Adult/Children 1 morning per week All ages 1 evening per week All ages 1 evening per week Various village groups Approx. 4 per month Adult seasonal use 1 afternoon per week (approx) All ages seasonal use 1 afternoon per week (approx) Page 1 ## TRUSTEES ANNUAL REPORT 20/21 Cont.. ## **Continuing Public Benefit** Because of the Pandemic and legal restrictions on use, the hall has only been available for hire by those running classes for a few months during the past financial year. The Trustees have kept in touch via phone and email with hirers and are hopeful that they will return when the Gov. gives permission to open up again. The Trustees will continue to encourage all types of classes, meetings etc in line with the objects of the Charity. It is expected that the remaining hire will continue, on the whole, to be birthday parties for village children. The Trustees will continue to take a pragmatic view on the hiring of the hall and will accept hiring from individuals, clubs or businesses as long as the purpose of hire is legal, will not bring the charity into disrepute and there is a clear benefit to some or all of the beneficiaries in line with the objects of the Charity. The cost of hire differentiates between types of hire and beneficiary status to ensure that the beneficiaries gain the most benefit. ## **Summary: Main achievements of the Trust during the year to facilitate delivery of the objects of the Charity.** Because of past and on going attacks on the hall by vandals and a total lack of police presence, security systems have had to be put in place to keep insurance premiums at a reasonable level. Major work on the boundary trees was undertaken, especially one very old oak tree, which it is hoped will now last for many more years. The sewer running down the back of the hall had to be cleared of tree roots, this will obviously be an ongoing problem. ## **Impact of Covid 19 Pandemic** The Trust received all grants available and zero rate demand which helped enormously in keeping the Village Hall a viable community resource ready to open again when the law allows. The AGM was postponed, with the same Trustees continuing to manage the property, The Trustees Report (2019/20) to the beneficiaries, the Accounts and Financial Report that would normally been presented at the AGM were delivered to each household in the village via the Village News Due to the vulnerable or clinically vulnerable status of all but two of the Trustees, it was decided that urgent business would be delt with via email plus regular updates on the Trust's financial position. The Trustees decided to continue with the cleaning contract, but just once a month. Along with the government grants received, the land brought in much needed income. The Trust is fortunate that unlike other halls it does not rely on the activities of a Social Club (ie bar) for revenue. ## _Section E_ |**Policy on reserves**
Essential Planned Works :
Projects 2019 - ?: Refurbishment of Stage Area (est. cost £7,000)
Emergency Repairs
Fluctuation in receipts (Covid restriction may be reintroduced)
**Total Reserves**
**Year end cash funds**|£5,000
£0
£3,000
£12,000| |---|---| ||£20,000| ||£201| **----- Start of picture text -----**
Approved by the Trustees on
15th June 2021
Signed position if any
Bryan Edward Smith Chairman
David Hughes Trustee
**----- End of picture text -----**
Page 2 **Independent examiner's report on the accounts** ## **Section A Independent Examiner’s Report** **Report to the trustees/** Charity Name **members of** Kelvedon Hatch Village Hall Charitable Trust |**On accounts for the year**
**ended**
**Set out on pages**|31stMarch 2021|**Charity no**
**(if any)**|301350| |---|---|---|---| ||||| ||1 - 3(remember to include the page numbers of additional sheets)||| I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended **3** . As the charity's trustees, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”). **Responsibilities and basis of** I report in respect of my examination of the Trust’s accounts carried out under section 145 of **report** the 2011 Act and in carrying out my examination, I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. ## **Independent examiner's statement** [The charity’s gross income exceeded £250,000 and I am qualified to undertake the examination by being a qualified member of [insert name of applicable listed body]]. _Delete_ [ ] _if not applicable._ I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination (other than that disclosed below *) which gives me cause to believe that in, any material respect: - the accounting records were not kept in accordance with section 130 of the Charities Act; or - the accounts did not accord with the accounting records; or - the accounts did not comply with the applicable requirements concerning 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 considered as part of an independent examination. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. * _Please delete the words in the brackets if they do not apply._ |**Signed:**
**Name:**|David Williams|29/08/2021| |---|---|---| |||| ||DAVID WILLIAMS|| **Relevant professional** none **qualification(s) or body (if any):** **Address:** 47 Roding Drive Kelvedon Hatch Brentwood, Essex. CM15 0XA ## **Section B Disclosure** Only complete if the examiner needs to highlight material matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners). **Give here brief details of any items that the examiner wishes to disclose** .