## **Trustees’ Annual Report for the period** ## **From 01/04/2020 To 31/03/2021** **Charity name: Badingham Village Hall** ## **Charity registration number: 304703** ## **Objectives and Activities** ||SORP reference|| |---|---|---| |Summary of the purposes of
the charity as set out in its
governing document|Para 1.17|**To provide a vital centre to benefit the**
**community of all ages, it being the only**
**public meeting and group activity space**
**in a village with no public transport or**
**social facilities found in larger**
**communities.**| |Summary of the main
activities in relation to those
purposes for the public
benefit, in particular, the
activities, projects or
services identified in the
accounts.|Para 1.17 and
1.19|**It is used for a variety of classes, indoor**
**sports, catered community events,**
**private functions and meetings.**| |Statement confirming
whether the trustees have
had regard to the guidance
issued by the Charity
Commission on public
benefit|Para 1.18|**The trustees have had due regard to all**
**guidance issued by the Charity**
**Commission, local and central**
**government.**| ## **Additional information (optional)** You may choose to include further statements where relevant about: SORP reference Para 1.38 Policy on grant making Para 1.38 Policy on social investment including program related investment Para 1.38 Contribution made by volunteers Other ## **Achievements and Performance** ||SORP reference|| |---|---|---| |Summary of the main
achievements of the charity,
identifying the difference the
charity’s work has made to
the circumstances of its
beneficiaries and any wider
benefits to society as a
whole.|Para 1.20|**The charity successfully maintains and**
**provides a suitable space (the village**
**hall) for the benefit of the Parish of**
**Badingham and the wider local area.**
**Due to the Covid-19 pandemic in 2021**
**the hall was closed for much of that**
**time. When able to the hall underwent**
**an extensive refurbishment program.**| ## **Additional information (optional)** You may choose to include further statements where relevant about: |||| |---|---|---| |Achievements against
objectives set|Para 1.41|| |Performance of fundraising
activities against objectives
set|Para 1.41|| |Investment performance
against objectives|Para 1.41|| |Other||| ## **Financial Review** |**Financial Review**||| |---|---|---| |Review of the charity’s
financial position at the end
of the period|Para 1.21|**The charity is in a good position as at**
**31/03/2021 to continue with its**
**renovation project which is due to finish**
**late 2021 early 2022.**| |Statement explaining the
policy for holding reserves
stating why they are held|Para 1.22|**Letting income should be set at a level**
**to cover all overheads plus a reserve**
**fund and set aside funds for**
**maintenance to prevent damage and/or**
**repairs / renovations.**| |Amount of reserves held|Para 1.22|**Zero**| |Reasons for holding zero
reserves|Para 1.22|**The reserve fund is currently zero**
**because of the lack of income due to the**
**Covid-19 pandemic, and all available**
**funds are being used for the renovation**
**project. When the hall re-opens it is**
**hoped the reserves fund can be re-built.**| |Details of fund materially in
deficit|Para 1.24|**The charity has no deficit at the year**
**end 31/03/2021.**| |Explanation of any
uncertainties about the
charity continuing as a going
concern|Para 1.23|**The renovation project has consumed**
**considerable funds and costs will need**
**to be watched carefully to ensure good**
**value for money. We are grateful to the**
**Parish Council for supporting us during**
**this time. We fully anticipate that in 2022**
**the hall will return to normal operating.**| ## **Additional information (optional)** You may choose to include further statements where relevant about: |The charity’s principal
sources of funds (including
any fundraising)|Para 1.47|| |---|---|---| |Investment policy and
objectives including any
social investment policy
adopted|Para 1.46|| |A description of the principal
risks facing the charity|Para 1.46|| |Other||| ## **Structure, Governance and Management** |Description of charity’s
trusts:||| |---|---|---| |Type of governing document
(trust deed, royal charter)|Para 1.25|**Trust deed**| |How is the charity
constituted?
(e.g unincorporated
association, CIO)|Para 1.25|**A Trust Deed set out in a Conveyance**
**made on the 6th November 1951**
**between The Saint Edmundsbury and**
**Ipswich Diocesan Board of Finance and**
**The Parish Council of Badingham.**| |Trustee selection methods
including details of any
constitutional provisions e.g.
election to post or name of
any person or body entitled
to appoint one or more
trustees|Para 1.25|**The Charity is managed and**
**administered by a Committee of**
**Management, to act as**
**the Charity Trustees within the meaning**
**of Section 46 of the Charities Act 1960.**
**The Committee of Management is to**
**comprise:**
**Representative (Appointed) Members**
**Elected Members**
**Co-opted Members**| **Additional information (optional)** You may choose to include further statements where relevant about: |||| |---|---|---| |Policies and procedures
adopted for the induction
and training of trustees|Para 1.51|| |The charity’s organisational
structure and any wider
network with which the
charity works|Para 1.51|| |Relationship with any related
parties|Para 1.51|| |Other||| ## **Reference and Administrative details** |Charity name|Badingham Village Hall| |---|---| |Other name the charity uses|| |Registered charity number|304703| |Charity’s principal address|Low Street, Badingham, Woodbridge, Suffolk, IP13 8JS| ## **Names of the charity trustees who manage the charity** |1
2
3
4
5
6
7
8
9
10
11
12
13
14
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20|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year **|**Name of person (or body) entitled**
**to appoint trustee (ifany)**| |---|---|---|---|---| ||Duncan Horrocks|||| ||Deborah Horrocks|||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| ## – Corporate trustees names of the directors at the date the report was approved ## **Director name** Name of trustees holding title to property belonging to the charity |**Trustee name**|**Dates acted if not for whole year**|| |---|---|---| |**Badingham Parish Council**||| |||| |||| |||| |||| |||| ## **Funds held as custodian trustees on behalf of others** Description of the assets held in this capacity Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements for safe custody and segregation of such assets from the charity’s own assets ## **Additional information (optional)** ## **Names and addresses of advisers (Optional information)** |**Type of**|**Name**|**Address**| |---|---|---| |**adviser**||| **Name of chief executive or names of senior staff members (Optional information)** ## **Exemptions from disclosure** Reason for non-disclosure of key personnel details ## **Other optional information** ## **Declarations** **The trustees declare that they have approved the trustees’ report above.** **Signed on behalf of the charity’s trustees** |**Signature(s)**
**Full name(s)**
**Position (eg Secretary,**
**Chair, etc)**
**Date**||| |---|---|---| ||Duncan Horrocks|| ||
Chair|| ||11-03-2022|| ||11-03-2022|| **----- Start of picture text -----**
Badingham Village Hall 304703
Receipts and payments accounts CC16a
For the period 01/04/2020 31/03/2021
To
from
Section A Receipts and payments
Unrestricted Restricted Endowment
Total funds Last year
funds funds funds
to the nearest
to the nearest £ to the nearest £ to the nearest £ to the nearest £
£
A1 Receipts
Playschool 2,342 - - 2,342 -
Kurling 28 - - 28 -
Other hall hire 67 - - 67 -
Bank interest 5 - - 5 -
Funding 24,750 - - 24,750 -
- - - - -
- - - - -
- - - - -
Sub total (Gross income for
- - 27,191 -
AR) [ 27,191 ]
A2 Asset and investment sales,
(see table).
- - - -
- - - - -
Sub total - - - - -
Total receipts 27,191 - - 27,191 -
A3 Payments
Gas 2,354 - - 2,354 -
Electricity 628 - - 628 -
Water 461 - - 461 -
Cleaning 744 - - 744 -
Insurance 743 - - 743 -
Other 511 - - 511 -
Renovation project 11,827 - - 11,827 -
- - - - -
- - - - -
Sub total [ 17,268 ] - - 17,268 -
A4 Asset and investment
purchases, (see table)
- - - -
- - - -
Sub total [ - ] - - - -
Total payments 17,268 - - 17,268 -
Net of receipts/(payments) 9,923 - - 9,923 -
A5 Transfers between funds - - - - -
A6 Cash funds last year end 16,160 - - 16,160 -
Cash funds this year end 26,083 - - 26,083 -
**----- End of picture text -----**
CCXX R1 accounts (SS) 11/03/2022 1 |**Section B Statement of assets and liabilities at**|**Section B Statement of assets and liabilities at**|**the end of the period**|| |---|---|---|---| |**Categories**
Signed by one or two trustees on
behalf of all the trustees
**B1 Cash funds**
**B2 Other monetary assets**
**B4 Assets retained for the**
**charity’s own use**
**B5 Liabilities**
**B3 Investment assets**|Signature
**Details**
Current account
Deposit account
Petty cash
**Details**
**_Total cash funds_**
(agree balances with receipts and payments
account(s))
**Details**
**Details**
**Details**|**Unrestricted**
**funds**
**Restricted**
**funds**
**to nearest £**
**to nearest £**
**16,887**
**-**
**9,188**
**-**
**8**
**-**
**26,083**
**-**
OK
OK
**Unrestricted**
**funds**
**Restricted**
**funds**
**to nearest £**
**to nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**asset belongs**
**Cost (optional)**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**asset belongs**
**Cost (optional)**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**liability relates**
**Amount due**
**(optional)**
**-**
**-**
**-**
**-**
**-**
Print Name
D Horrocks|**Endowment**
**funds**
**to nearest £**
**-**
**-**
**-**| ||||**-**| ||||OK| ||||**Endowment**
**funds**
**to nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**Current value**
**(optional)**
**-**
**-**
**-**
**-**
**-**
**Current value**
**(optional)**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**When due**
**(optional)**
Date of
approval
26/02/2022| CCXX R2 accounts (SS) 11/03/2022 2 # **Independent Examiner’s Report to the Trustees of Badingham Village Hall Charity – year ended 31 March 2021** ## **Registered Charity No: 304703** **£27,190.77** **Receipts in Year: £27,190.77 Payments in Year: £17,267.78** **Reserves as at 31 March 2021: £26,082.96** ## **1. Respective responsibilities of Trustees and Independent Examiner** The Charity’s Trustees are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011. The Trustees require an independent examination. As the Independent Examiner it is my responsibility to: - a) examine the accounts under section 145 of the Charities Act 2011. - b) follow all the applicable Directions given by the Charity Commission under section 145 (5)(b) of the Act and state whether particular matters have come to my attention. ## **2. Report for the year ended 31 March 2021** The Charity Commission’s website confirms that the charitable aim and function of the Village Hall is to _‘provide a vital centre to benefit the community of all ages; that it is the only public meeting and group activity space in a village with no public transport or social facilities found in larger communities. It is used for children's activities, a variety of classes, indoor sports, catered community events, private functions and meetings’._ The Charity was registered with the Commission on 26 February 1965. Further details regarding ‘what the Charity does, who the Charity helps and how the Charity works’ have been registered with the Charity Commission. The transactions in the year of account were examined on a sample basis. An Excel Spreadsheet is maintained recording the Receipts and Payments in the year of account and a Summary document has been constructed. The following observations are made: - a) The Accounts for the year ending 31 March 2021 have yet to be approved by the Trustees. - b) The Independent Examiner confirmed that the End-of-Year Accounts were balanced and supported by complete bank statements in respect of the Charity’s Barclays Bank Accounts. The Accounts are headed ‘Income and Expenditure’ but have been constructed on a Receipts and Payments Accounting basis. The Excel Spreadsheet presented to the Independent Examiner required updating and some additional information; some deposits were listed with question marks within the Receipts and the transaction dates required to be added for completeness. There was a discrepancy in the comparative 1 **TREVOR BROWN CPFA Internal Audit Services Charnwood, California, Woodbridge, Suffolk IP12 4DE Tel: 01394 384698 or 07587 523764 Email: tcdbrown01@yahoo.co.uk** figures (for the year ending 31 March 2020) which was brought to the attention of the Trustees. Explanations were provided by the Trustees regarding the issues raised by the Examiner. - c) Payments from the Charity’s Barclay’s Community Account consisted of cheques and direct debit transactions. **As the independent review was being undertaken remotely/electronically, the Cheque Book was not examined. Cheques 100968 and 100976 were not cleared through the bank and the Trustees should confirm that they have been cancelled and are not outstanding.** - d) The transactions within the Business Premium (Deposit) Account were amounts of bank interest received and a transfer of £6,000 to the Current Account on 6 April 2020. - e) The Trustees confirmed that the Badingham Parish Council is the Custodian Trustee of the Village Hall and that the Deed of Covenant which transferred the Hall to the Parish created a distinct Management Committee to operate the Hall. The Charity accordingly receives all the income due and incurs the costs of the Hall. - f) **The Charity does not currently maintain an Asset Register listing any buildings, equipment and machinery under the ownership of the Charity. The Independent Examiner recommends that the Charity should construct a separate Asset Register which describes each asset held and (where possible) lists details of the date of purchase, the purchase cost, location, insurance value, and (when applicable) the date of disposal and reason for disposal. The Charity has insured the Village Hall for £441,418 and the Contents for £8,121 and the construction of an Asset Register will assist in enhancing control over the assets held by the Charity.** - g) The current insurance policy was presented to the Independent Examiner. The cover with Zurich Insurance is part of a long-term agreement expiring January 2026. The Trustees provided the Independent Examiner with details of the cover for the period 8 January 2022 to 7 January 2023 at the cost of £766.29. The Trustees confirmed that insurance cover was in place during the whole of the 2020/21 year of account (a payment of £743.28 was made to CAS Insurance on 1 February 2021). The insurance cover for Public Liability is for £10 million. There is no Employer’s Liability cover. The cover for incidents of Crime (provided by Zurich Insurance as equivalent to fidelity guarantee cover) is for £25,000. - h) As a result of the Covid-19 pandemic and the restrictions applied nationally, Sales from Facility Hirings fell during the year of account from £11,343 (in 2019/20) to £2,483 (in 2020/21). The shortfall in income was compensated by £20,708 received in 2020/21 from East Suffolk Council under a Government scheme to support local communities during the pandemic. The Trustees confirmed that funding donations were also received from Badingham Community Council (£2,000), Enterprise Badingham (£1,000) and Adnams (£1,000). - i) Similarly, the pandemic impacted heavily upon some areas of the Charity’s routine operations, with a significant decrease in Premises Expenses (gas, electricity water, cleaning and repairs and maintenance) in the year from £6,800 (in 2019/20) to £4,186 (in 2020/21). Work amounting to £11,827.02 was undertaken on the renovation project in the year of account. The paid invoices to Duncan & Son (Southwold) Ltd relating to the renovation project was inspected by the Independent Examiner as part of this review. - j) The overall result of the Charity’s operations in 2020/21 resulted in an increase in the Surplus from £3,390 (in 2019/20) to £9,923 (in 2020/21). - k) The Reserves balance at the year-end 31 March 2021 amounted to £26,082.96 (reflecting the £9,923 surplus in the year of account). As at 31 March 2021 it is considered that there were sufficient reserves 2 **TREVOR BROWN CPFA Internal Audit Services Charnwood, California, Woodbridge, Suffolk IP12 4DE Tel: 01394 384698 or 07587 523764 Email: tcdbrown01@yahoo.co.uk** and contingency sums being maintained to meet, within reason, any unforeseen items of expense that may occur. - l) The Trustees confirmed to the Independent Examiner that they are not aware of any Debtors (outstanding debts) and Creditors (amounts owed) as at 31 March 2021 or any potential financial, administrative and legal liabilities which the Charity faces which could impact upon future finances or income streams of the Charity. - m) The Charity is not registered with the Information Commissioner’s Office (ICO) as a Fee Payer/Data Controller for Local Charity purposes. Organisations which are established for ‘not-for-profit’ making purposes can be exempt from registration; the exemption may apply to small clubs, voluntary organisations and some charities. - n) The Charities Act 2011 requires all registered charities to prepare a Trustees' Annual Report (TAR) and Accounts and to submit them to the Charity Commission if their income was greater than £25,000. **The Commission's website entry for Badingham Village Hall confirms that the reporting for 2020/21 is now overdue, the Accounts and the TAR for the year ended 31 March 2021 were required to be submitted by 31 January 2022.** ## **3. Basis of Independent Examiner’s report** My examination was carried out in accordance with the applicable 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 the 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. ## **4. Independent Examiner’s statement** I have completed my examination. - a) I confirm that no material matters have come to my attention 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 2011 or the accounts did not accord with the accounting records or comply with the applicable requirements concerning the form and content of accounts. - b) 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 (other than those matters already listed at item 2 above) in order to enable a proper understanding of the accounts to be reached. ## **Trevor Brown Chartered Institute of Public Finance and Accountancy** ## **26 February 2022** 3 **TREVOR BROWN CPFA Internal Audit Services Charnwood, California, Woodbridge, Suffolk IP12 4DE Tel: 01394 384698 or 07587 523764 Email: tcdbrown01@yahoo.co.uk**