2022-03-31-accounts

Waldringfield Village Hall

Charity 304830

Trustees’ annual report and accounts for the year ended 31 March 2022

School Lane, Waldringfield, Woodbridge, IP12 4QP

Contents

Contents
	Page
Reference and administration details	3
Structure, governance and management	4
Objectives and activities	4
Achievements and Performance	5
Financial Review	8
Declaration	10
Independent examiner’s report on the accounts
Statement of financial activities
Balance sheet
Explanatory notes to the accounts

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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 Bradley Hon Secretary

Joyce Kay Forsdike Vice-Chair

Philip Hall Chair

Nigel Graham King

Tony Lyon

Celia Mason Treasurer

John Nayler

Sarah Joy Wood

Volunteers who serve on the management committee

Louise Brearey

Waldringfield Parish Council representative on the management committee

Christine Lyon

Website

waldringfield.onesuffolk.net/our-village/village-hall

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Email

[e-mail]

Telephone

01473 736126

Bankers

Lloyds Bank, 8 The Thoroughfare, Woodbridge, IP12 1AF

Structure, governance and management

Type of governing document

The Trust is governed by a Trust Deed dating to 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.

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.

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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 hiring 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 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 the 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 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. We are also grateful for the ‘Covid’ grants which kept us going and for the kind donations from individuals and groups.

Achievements and Performance

Summary of the main achievements of the charity during the year

The year started as the previous one ended, with ‘Covid’ restrictions in place. Whilst these gradually lifted as the vaccine rollout gathered momentum, social distancing and other ‘Covid' preventative measures continued.

Over the course of the year courses and activities slowly re-started. The coffee mornings re-commenced in September and the Annual Waldringfield Gardeners Produce Show made a welcome return that month also. The appearance of the mobile post office on Mondays, Wednesdays and Fridays provided reassuring continuity throughout the year. In addition to the resumption of regular group meetings such as the Wine Club and the History Group, new classes started up such as ‘seated exercise’. Sadly, the reluctance to mingle saw the Bridge Club succumb to the effects of ‘Covid’. The Parish Council resumed its monthly meetings in the Village Hall and we happily hosted Eastern Angles and The Kingfisher Ensemble, albeit with reduced, ‘socially distanced’ numbers. We were delighted to host Woodbridge Arts Society on their ‘study day’. The frequency and range of classes including pilates, stretch and tone, art, gymnastics, dance and model

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trucks was pleasing to see. We are increasingly mindful of our environmental as well as our social impact and it was therefore with great pleasure that we were able to host the ‘Repair Café’ where residents can bring along items to be repaired by local experts, and hope that this will become a regular fixture.

The Trust continued with its prudent planning and benefited throughout the year from a dedicated team of Committee Members often assisted by their partners. The result has been a resumption of Village Hall activity and events which would simply have not been possible without them. Particular thanks go to Colin Reid for organising the Winter Talks.

We were delighted to be able to hang a historic painting of Church Farm in the Kennedy Room which had been donated to the History Group. The Committee members and their partners gave up a Saturday morning in September to sort out the shed and rationalise the seating. Special thanks go to John Nayler for the invaluable loan of his trailer and for his work as our Maintenance Manager throughout the year.

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2021 marked the 20[th] anniversary of the ‘new’ Village Hall. To celebrate the occasion we hosted a barbecue. It was an opportunity to thank the former Chair, Colin Reid, and all previous committee members for their efforts, several of whom were involved in the Hall’s original planning and fundraising. Of note is the 40 year contribution of Pat Nunn to the committee. A remarkable achievement! Our thanks for making the event so successful go to Jane Hall and to Marion and Bim Sharpe for kindly volunteering to do the catering.

Thanks also go to Roberto’s Ices for bringing along their van and allowing Colin to serve on board.

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With the Hall being 20 years old, it needs increasing repairs and maintenance. The bulk of this increased expenditure will fall into next year’s accounts, but the Village Hall wi-fi has been upgraded and the front bed was cleared in March 22 with a view to the replacement of the rotten sleepers and its replanting later in the spring. Hannah Stock kindly drew up the planting plan, whilst our gardener Simon Couchman has ensured the grounds remain tidy. Michelle, our cleaner, manages successfully to keep the Hall clean and we are grateful to David Ward for ensuring the bins are emptied regularly.

We review our policies regularly and are grateful to Louise Brearey for reviewing and updating our Health and Safety policies.

The relationship with Waldringfield School is an important one and we are pleased that the School continues to make use of the Hall’s facilities. Our thanks go to Sarah Wood also for her work as Minutes Secretary. Plans for the upgrading of the Kennedy Room are now well advanced and our thanks go to Joyce Forsdike for taking the lead on this and to her husband Robert for his helpful advice on all matters relating to the Hall’s heating.

Financial review

The year saw the Trust in robust financial health, although the trustees are mindful of major planned expenditure to come, so that future years are likely to see a reduction in

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the overall size of the Trust’s reserves, commensurate with the Trust’s policy on reserves.

The year saw a substantial increase in Hall lettings, to £14,725, up from £3,682 the previous year. This was an excellent achievement in the circumstances and credit goes in particular to our very able Bookings Secretary, Marian Bradley.

We were fortunate to continue to benefit from ‘Covid' grants to the tune of £10,667, which although down on the previous year’s £20,708, were still nonetheless very substantial. Our thanks go to our Treasurer Celia Mason for ensuring that we maximised our grant income and for keeping us on the financial ‘straight and narrow’.

Waldringfield may be a small village, but it has a heart much bigger than its resident numbers would suggest. Our income from the Village Hall Lottery was £3,401 up on the previous year’s £2,994. Our thanks go to Nigel King, as the Lottery’s Promoter, and his willing band of volunteers for their work in making the Lottery the success that it is. Fund raising events such as the monthly Coffee Mornings raised £2,161 compared to just £10 the previous year. Our thanks go to all those involved, but particularly Christine and Tony Lyon for their organisation and dedication.

We are grateful to the many generous donations received from organisations such as the Parish Council and the Freemasons and from various individuals. In total they amounted to £1,148.

Our total expenses were less than the previous year’s at £10,838 with the largest single items being maintenance at £4,172 and cleaning at £2,247. The overall level of expenditure is expected to increase sharply in 2022/23.

As a consequence of the increased income and reduced expenditure the net surplus of income over expenditure in the year rose to £20,433. With ‘Covid' grants ceasing and expenditure rising, there is likely to be little if any surplus in the immediate future. However, due to a strong balance sheet, the Trust should be able to continue to deliver on its charitable objectives for the coming financial year, barring any unforeseen catastrophic events.

Brief statement of the charity’s policy on reserves

The cash at bank at 31 March 2022 was £98,129 in unrestricted funds. The main financial risk to the charity is loss of funding from hiring of the Hall. 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 capital expenditure plans and to meet any unforeseen expenditure that may occur.

Details of any funds materially in deficit

Not applicable.

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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 and implementing plans to improve the Hall accordingly.

Declaration

The trustees declare that they have approved the trustees’ report above.

Signed on behalf of the charity’s trustees

Signature

Full name: Philip Charles Leonard Hall

Position: Chair

Date:

Independent examiner’s report on the accounts

Report to the trustees of

Waldringfield Village Hall

On accounts for the year ended

31[st] March 2022

Responsibilities and basis of report

I report to the trustees on my examination of the accounts for the year ended 31[st] March 2022.

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 s145 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.

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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.

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

Date

Relevant Professional Qualifications

Address

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Statement of financial activities for the year ended 31[st] March 2022

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Balance sheet as at 31st March 2022

Explanatory notes to the accounts

Accounting Policies

General

The financial statements have been prepared under the historic cost convention and in accordance with the 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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