## **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 2021 31ST MARCH 2022** Page 1 **KELVEDON HATCH VILLAGE HALL CHARITABLE TRUST** ## **STATEMENT OF ASSETS AND LIABILITIES YEAR ENDING 31/03/22** |B1.
B2.
B3.
B4.|**CASH FUNDS**
Reserved
Funds
Emergency Repairs
Essential Maintenance
Fluctuation in receipts
Projects
**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|Unrestricted Funds
**2021/2022**
**2020/2021**
**£**
**£**
2,000
3,000
3,000
5,000
2,000
12,000
5,000
0
121
201
12,121
20,201
0
0
0
0
57,988
57,988|Unrestricted Funds
**2021/2022**
**2020/2021**
**£**
**£**
2,000
3,000
3,000
5,000
2,000
12,000
5,000
0
121
201
12,121
20,201
0
0
0
0
57,988
57,988| |---|---|---|---| ||||20,201| ||||0
0
57,988| |Comprising:||| |---|---|---| |Land||approx. 5 acres| |Building|Village Hall|1| |Building|Annex|1| |Tables|Folding|24| ||Fixed|8| |Chairs|Folding|120| ||Fixed|20| |Trolleys|Table|2| ||Chairs|1| ||Food|2| |Cooker|8 burner range|1| |Fridge||1| |Freezer||0| |Microwave||1| |Hoover||1| |Filing||| |Cabinet||1| |Laminator|A4|1| |Tea Urn||1| ## B5. **LIABILITIES** ||**LIABILITIES**
**TOTAL NET ASSETS**
**Approved by the Trustees on**
Signed||0
70,109|0| |---|---|---|---|---| |||||78,189| |||||| |||23rdAugust, 2022||| |||_position if any_||| ||David Hughes|Booking/Minute Sec||| ||Janet M. Wright|Trustee||| Page 2 ## **KELVEDON HATCH VILLAGE HALL CHARITABLE TRUST RECEIPTS AND PAYMENTS ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2022** ||||**2021/2022**||**2020/2021**|**2020/2021**| |---|---|---|---|---|---|---| |||£||£|£|£| |A||||||| |1|**RECEIPTS**|||||| ||Hire of Hall delivering charitable objects|||10,198||1,560| ||Hire of Land|||8,752||8,535| ||Hire of Buildings (net of returned damage deposits)|||2,075||0| ||Donations|||0||500| ||Grants|||17,387||26,943| ||Eon Refund|||363||142| ||Business Account Interest|||0||0| ||**Total Receipts**|||**38,775**||**37,680**| |A
2
There were no asset or investment sales
A
3
**PAYMENTS**
Refunded Hire Fees (Covid)
307
Utilities
2,218
Insurance
2,466
Buildings maintenance
29,172
Grounds maintenance (Trees & Sewers)
7,050
Cleaning
3,352
Refuse Collection
1,222
Administration Costs (PRS/APL/Sundries/Adverts)
272
Business Rates 2020 & 2021
795
Sub total
46,854
A
4
Asset Purchases
0
Sub total
**Total Payments**
Surplus (deficit) of income over expenditure
-8,079.41
Reserves brought forward 1 April 2021
Reserves carried forward 31 March 2022
A
5
Reserved Funds
Emergency Repairs
Essential Maintenance :
Fluctuation in receipts.
Projects: New Curtains/Bring underused area back into service as storage.
A
6
**Year end cash funds**|307
2,218
2,466
29,172
7,050
3,352
1,222
272
795
46,854
0|0
**46,854 **
(8,079)
78,189
70,109
2,000
3,000
2,000
5,000
121|817
2,106
2,367
7,997
6,805
1,894
1,042
358
0
23,385
0|0| |---|---|---|---|---| |||||| |||||**23,385**| |||||14,295
63,894
78,189
3,000
5,000
12,000
0| |||||201| A 6 **Year end cash funds** Page 3 ## **KELVEDON HATCH VILLAGE HALL CHARITABLE TRUST** ## **NOTES TO THE ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2022** ## **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** Until the Trust gets its own electronic banking system, two Trustees offered to pay invoices requiring electronic payment and will be reimbursed as follows:- ||Covid Hall Hire
Cancelled
New Heating Boiler
Gas & Electric Certs.
Repairs & Decoration
to: Exterior Building,|£258.55
£7,610.48
£475.40
£3,294|Maint. & Repair Paths and Car Park
Metal Cladding exterior wiring
Sewer Lining & repair to surface of drive
Insurance
ProjectManagementHeater replacement| |---|---|---|---| ## **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. ## **5 GRANTS Received 21/22 Kelvedon Hatch Parish Council** |**GRANTS Received 21/22**
||| |---|---|---| |**Kelvedon Hatch Parish Council**|Repair of Path|£6,720| |**BBC/Gov Grants**||| |Restart Grant||£8,000.00| |Grant||£2,667| |**DONATIONS**||£0| ## **6 DONATIONS** - **7** No valuation survey of the property has been undertaken - **8** The Charity had no restricted funds at the beginning or end of the year. - **9** Administration costs are made up of payments of £92.08 to PRS & £180.00 to Brentwood Borough Council for the Premises License. Page 4 ## **KELEDON HATCH VILLAGE HALL CHARITABLE TRUST Trustees Annual Report 2021/2022** ## _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 _Trustee Name Office_ Balcombe, Raymond Dawson, Tracey Hughes, David Minute/Booking Secretary North, Catherine Treasurer Smith, Bryan Chairman Wright, Janet North, Richard _Dates Acted if not for Name of body entitled to whole year appoint a trustee_ Senior Football Club Kelvedon Hatch Parish Council ## Custodian Trustee Official Custodian for Charities _Section B_ **Type of Governing Document How the charity is constituted** Trust Deed Trust **Trustee selection methods** Elected by beneficiaries 5 Bodies entitled to appoint trustees The Kelvedon Hatch Parochial Church Council The Kelvedon Hatch Parish Council The Committee of the Kelvedon Hatch Football Club no longer in existence The Committee of the Kelvedon Hatch Women's Institute The Committee of the Kelvedon Hatch Garden Society The Committee of the Kelvedon Hatch Youth Club The Kelvedon Hatch Craft Club (from Dec. 06) 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 Children/teenagers 3 afternoons/evenings per week Baby Sensory Babies 1 morning per week Art Club All ages 1 evening per week Art Club All ages 1 afternoon per week Play and Stay Adult/Children 2 mornings per week Martial Arts All ages 1 evening per week Various committee meetings Various village groups Approx. 4 per month Weekend Snr. Football Club Adult seasonal use 1 afternoon per week (approx.) Tennis Club All ages seasonal use 1 afternoon per week (approx.) Page 1 TRUSTEES ANNUAL REPORT 21/22 Cont.. ## **Continuing Public Benefit** The Trustees will encourage hiring for both traditional activities and novel pastimes from individuals, clubs or businesses as long as the purpose of hire is legal and will not bring the charity into disrepute and that it is clear that the hire will deliver the objects of the Charity to some or all of the beneficiaries. Approximately 7% of hire is private and in the vast majority of cases are birthday parties for small children. 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.** Maintenance on the boundary trees was undertaken as the trees get older more needs to be done to care for them. The sewers have been inspected to obviate any emergency problems. The rendering on the front wall of the hall, under the large window, has been repaired and the whole wall, including above the window, has been repainted. The path around the hall was also repaired with a grant from the PC. ## **Impact of Covid 19 Pandemic and Cost of Living Rise** Several new groups came forward once the hall was open again, but only one is continuing. This is a Play and Stay session (2 mornings a week) run by a grandmother for young mothers in the village. One group was lost entirely (Pilates) as the leader found that she could work just a well via Teams. The other established groups came back and are doing well. As the cost of living rises it is hoped that the effect on hire will be limited, but with nearly all the groups being from the younger age bracket, the lack disposable income may well cause some impact. ## **Meetings of the Trust Board** As allowed in the Trust Deed, the Trustees are now meeting every other month and will monitor to see if this is a more efficient way of working. **Online Banking** As security around these accounts seems to been strengthened, the Trust will apply for these services. The financial policy will be revisited to make any adjustments necessary when the application is successful. ## _Section E_ ## **Policy on reserves** There must be enough money reserved to undertake Emergency Repairs as they occur along with essential planned maintenance. Receipts from hire is critical, unfortunately, matters outside of our control can cause fluctuations and we must have a reserve to ensure prompt payment of invoices. Projects will be undertaken as and when either the Trust has enough funds and/or grants become available. Emergency Repairs Essential Maintenance Fluctuation in receipts Projects New Curtains/Bring underused area back into service as storage. ## **Total Reserves** ## **Year end cash funds** 2,000 3,000 2,000 5,000 £12,000 £121 ||**Approved by the Trustees on**
Signed|23rd. August, 2022|_position if any_| |---|---|---|---| ||||| ||David Hughes||Minute/Booking Sec| ||||| ||Janet M Wright||Trustee| Page 2 **Independent examiner's report on the accounts** ## **Section A Independent Examiner’s Report** |**Report to the trustees/**
**members of**
**On accounts for the year**
**ended**
**Set out on pages**|Kelvedon Hatch Village Hall Charitable Trust|Kelvedon Hatch Village Hall Charitable Trust|Kelvedon Hatch Village Hall Charitable Trust| |---|---|---|---| ||||| ||31stMarch, 2022|**Charity no**
**(if any)**|301350| ||||| ||1 & 2||| ||I report to the trustees on my examination of the accounts of the above charity
(“the Trust”) for the year ended 31/3/2022||| I have completed my examination. I confirm that no material matters have come **Independent examiner's** to my attention in connection with the examination which gives me cause to **statement** 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:**
**Relevant professional**
**qualification(s) or body**
**(if any):**
**Address:**|David Williams|16/11/22| |---|---|---| |||| ||David Williams|| |||| ||None|| |||| ||45. 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** .