Waldringfield Village Hall
Charity 304830
Trustees’ annual report and accounts for the year ended 31 March 2021
School Lane, Waldringfield, Woodbridge, IP12 4QP
Contents
Page Reference and administration details 3 Structure, governance and management 5 Objectives and activities 6 Achievements and Performance 7 Financial Review 8 Declaration 9 Independent examiner’s report on the accounts 10 Statement of financial activities 11 Balance sheet 12 Explanatory notes to the accounts 13
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Reference and administration details
Charity Name
Waldringfield Village Hall
Other name the charity uses
Village Hall (Waldringfield) – previous name
Registered charity number
304830
Charity’s principal address
School Lane, Waldringfield, Woodbridge, IP12 4QP
Names of the charity trustees who manage the charity
Marian Joan Bradley Hon Secretary
Joyce Kay Forsdike Vice-Chair
Philip Charles Leonard Hall Chair
Nigel Graham King
Tony Lyon Celia Mason Treasurer John Nayler
Patricia Nunn Resigned September 2020
Colin Reid Resigned September 2020
Sarah Joy Wood
Volunteers who serve on the management committee
Louise Brearey
Waldringfield Parish Council representative on the management committee
Christine Lyon
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Website
waldringfield.onesuffolk.net/our-village/village-hall
villagehall.bookings@btinternet.com
Telephone
01473 736126
Bankers
Lloyds Bank, 8 The Thoroughfare, Woodbridge, IP12 1AF
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Structure, governance and management
Type of governing document
The Trust is governed by a Trust Deed dated 1959.
How is the charity constituted?
Unincorporated association.
Trustee selection methods
Trustees and the Committee of Management consist of elected and representative members and may include co-opted members. Trustees are elected for a term of 12 months at the Annual General Meeting and retiring trustees are eligible for reappointment. Representative members include the Parish Council.
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Objectives and activities
Summary of the purposes of the charity set out in its governing document
A Village Hall for the use of the inhabitants of Waldringfield and the neighbourhood without distinction of sex or political religious or other opinions and in particular for use for meetings lectures and classes and for other forms of recreation and leisure-time occupation with the object of improving the conditions of life for the said inhabitants.
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
The main activities of the Trust involve the renting of the Hall for sporting and leisure time activities such as badminton, karate, dance, art, Pilates, stretch and tone; for community groups such as the Bridge Club, Wine Club, History Group and meetings of the Parish Council. With the assistance of many volunteers, the Village Hall also hosts community events such as monthly Coffee Mornings, Winter Talks, an annual Produce Show, Harvest Supper and Winter Party. The neighbouring school uses the Hall for special events and the Hall also hosts visiting drama and musical groups for the enjoyment and entertainment of villagers.
Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit
In planning our activities for the year we kept in mind the Charity Commission’s guidance on public benefit at our trustee meetings.
Additional Details
We are grateful for the many hours that volunteers contribute to maintaining the premises and to hosting events. Without their valuable contribution of time, energy and expertise we would not be able to achieve so much.
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Achievements and Performance
Summary of the main achievements of the charity during the year
The last year has been an extraordinary one in so many ways. It has emphasised the need for the Trust to continue with its prudent planning and to continue to demonstrate organisational resilience, helping the Village Hall to cope with shocks, be they future pandemics or other disasters such as fire or flood. Thankfully the Village Hall benefits from a dedicated team of committee members who worked solidly through the Covid crisis to ensure that appropriate measures were taken to protect users and to secure government grants, where available. The result has been to ensure the ongoing value and viability of the Village Hall.
Covid-19 and its associated lockdowns had a severe effect on income from lettings and fund-raising events in the financial year. This loss of income from hall lettings and fundraising events was, however, more than offset by £20,707 in Covid-19 grants.
The financial year started with ‘lockdown’ during which time the opportunity was taken to re-sand and re-seal the floor of the Deben Hall, at a cost of £4,165. The result is a much improved surface for users and one which should last for many years.
With the gradual easing of restrictions in July, came a plethora of regulations, guidance and new ways of working that we all had to become familiar with to ensure that the Village Hall became ‘Covid secure’. This included the provision and use of sanitizers, extra cleaning, NHS Test and Trace, one-way systems, risk assessments, capacity restrictions, the use of face masks, social distancing, supplementary conditions of hire and, not least, Zoom!
To add to the challenges posed by Covid-19, we received an unexpectedly large water bill, which led to the discovery of a long-term leak, now rectified.
Despite all that we faced, the Village Lottery continued throughout the year, and continued to make a welcome contribution to the Hall finances .
Whilst the Kennedy Room remained closed, activities in the Deben Hall resumed in the autumn, albeit on a subdued and restricted basis, until the next national lockdown in November. We all missed the monthly Coffee Mornings, the Produce Show, the Winter Party and Harvest Supper, as well as the opportunity to meet friends and colleagues at clubs and societies. With a third lockdown in January 2020, the financial year limped to a disappointing end, albeit with the prospects of a much-improved year to come.
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Financial review
Brief statement of the charity’s policy on reserves
The cash at bank and investments at 31 March 2021 was £77,622 in unrestricted funds. The main financial risk to the charity is loss of funding from renting of the Hall and loss of grant aid. The funds are held to cover 12 months’ operational costs in the event of a loss of income from closure of the Hall and to meet future plans and any unforeseen expenditure that may occur.
Details of any funds materially in deficit
Not applicable.
Future Plans
The ‘new’ Village Hall is now 20 years old and is in need of major expenditure over the next couple of years to ensure that it remains attractive to hirers and a facility of which the whole village can be proud. The trustees are developing plans to improve the Hall accordingly.
Related Party Transactions
None
Going Concern
The Trustees have no reasons to believe that the Trust cannot continue to operate as a going concern for the next 12 months.
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Declaration
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees
Full name: Philip Charles Leonard Hall
Position: Chair
Date: 27[th] October 2021
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Independent examiner’s report on the accounts
Report to the trustees of Waldringfield Village Hall
On accounts for the year ended 31[st] March 2021
Responsibilities and basis of report
I report to the trustees on my examination of the accounts for the year ended 31[st] March 2021.
As the charity trustees of the Trust, you are responsible for the preparation of the accounts in accordance with the Charities Act 2011 (“the Act”).
I report in respect of my examination of the Trust’s accounts carried out under section145 of the Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under s145(5)(b) of the Act.
Independent examiner’s statement
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination which gives me cause to believe that in, any material respect:
-
accounting records were not kept in accordance with section 130 of the Act; or
-
the accounts do not accord with the accounting records;
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the accounts do 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 order to enable a proper understanding of the accounts to be reached.
Signed
Geoff Robinson Date 27[th] October 2021
Relevant Professional Qualifications C.Dip.A.F. ACCA
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Statement of financial activities for the year ended 31[st] March 2021
| Waldringfield Village Hall | Waldringfield Village Hall | Waldringfield Village Hall | Charity No |
304830 | |
|---|---|---|---|---|---|
| Annual accounts for the period | |||||
| Period start date |
01-Apr-20 | Period end date |
31-Mar-21 | ||
| Section A Statement | of financial activities | ||||
| Recommended categories by activity Incoming resources Donations and legacies Charitable activities Other trading activities Investments One off Covid grants Electricity generation Total Resources expended Raising funds Charitable activities Depreciation Water leak One off maintenance Total Net income/(expenditure) before investment gains/(losses) Net gains/(losses) on investments Net income/(expenditure) Extraordinary items Transfers between funds Other recognised gains/(losses): Gains and losses on revaluation of fixed assets for the charity’s own use Other gains/(losses) Net movement in funds Reconciliation of funds: Total funds brought forward Total funds carried forward |
Unrestricted funds £ |
Total funds £ |
Prior year funds £ |
||
| 892 | 892 | 716 | |||
| 3,682 | 3,682 | 12,277 | |||
| 1,432 | 1,432 | 7,318 | |||
| 32 | 32 | 193 | |||
| 20,707 | 20,707 | - | |||
| 1,010 | 1,010 | 641 | |||
| 27,755 | 27,755 | 21,145 | |||
| 20 | 20 | 1,785 | |||
| 6,287 | 6,287 | 11,830 | |||
| 759 | 759 | 863 | |||
| 1,131 | 1,131 | - | |||
| 4,165 | 4,165 | - | |||
| 12,362 | 12,362 | 14,478 | |||
| 15,393 | 15,393 | 6,667 | |||
| - | - |
- |
|||
| 15,393 | 15,393 | 6,667 | |||
| - | - | - |
|||
| - | - | - |
|||
| - | - | - | |||
| - | - | - |
|||
| 15,393 | 15,393 | 6,667 | |||
| 410,887 | 410,887 | 404,220 | |||
| 426,280 | 426,280 | 410,887 |
School Lane, Waldringfield, Woodbridge, IP12 4QP
Balance sheet as at 31[st] March 2021
Section B Balance sheet
| Fixed assets Intangible assets Tangible assets Heritage assets Investments Total fixed assets Current assets Stocks Debtors Investments Cash at bank and in hand Total current assets Creditors: amounts falling due within one year Net current assets/(liabilities) Total assets less current liabilities Creditors: amounts falling due after one year Provisions for liabilities Total net assets or liabilities Endowment funds Restricted income funds Unrestricted funds Revaluation reserve Total funds Signed by one or two trustees on behalf of all the trustees Philip Hall |
Unrestricted funds £ |
Total this year £ |
Total last year £ |
|
|---|---|---|---|---|
| - | - | - | ||
| 348,282 | 348,282 | 349,042 | ||
| - | - | - | ||
| - | - | |||
| 348,282 | 348,282 | 349,042 | ||
| 450 | 450 | 526 | ||
| 1,115 | 1,115 | 600 | ||
| 70,804 | 70,804 | 55,772 | ||
| 6,818 | 6,818 | 5,571 | ||
| 79,187 | 79,187 | 62,469 | ||
| 1,189 | 1,189 | 624 | ||
| 77,998 | 77,998 | 61,845 | ||
| 426,280 | 426,280 | 410,887 | ||
| - | - | - | ||
| - | - | - | ||
| 426,280 | 426,280 | 410,887 | ||
| - | - | - | ||
| - | - | |||
| 426,280 | 426,280 | 410,887 | ||
| - | ||||
| 426,280 | 426,280 | 410,887 | ||
| Signature | Date of approval |
|||
| 27/10/2021 |
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Explanatory notes to the accounts
Accounting Policies
General
The financial statements have been prepared under the historic cost convention in accordance with the latest Statement of Recommended Practice and Reporting FRS102 by the Charity Commission. All incoming resources are recognised once the charity has entitlement to the resources, it is certain that the resources will be received and the monetary value of incoming resources can be measured with sufficient reliability.
Liabilities are recognised as resources expended as soon as there is a legal or constructive obligation committing the charity to the expenditure. All expenditure is accounted for on an accruals basis.
Depreciation
Depreciation is provided on furniture, plant and equipment at the following rates, based on the estimated useful life of these assets and their anticipated residual value:
100% for electronic items with a value less than £250;
20% for white goods;
10% for all other furniture, plant and equipment with a likely long-term use and value.
No depreciation has been provided for freehold land or buildings as these are expected to have a useful life in excess of 50 years subject to ongoing repairs and maintenance; and in the view of the trustees their unrestricted Market Value is likely to be at least that of their historic cost.
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