# **DORRIDGE VILLAGE HALL ASSOCIATION** # **(REGISTERED CHARITY NO 506221)** **ANNUAL REPORT AND FINANCIAL STATEMENTS** **31 MARCH 2021** 1 ## **DORRIDGE VILLAGE HALL ASSOCIATION** ## **REFERENCE AND ADMINISTRATIVE DETAILS FOR THE YEAR ENDED 31 MARCH 2021** ## **Charity Name and Number** Dorridge Village Hall Association - Registered Charity Number 506221 ## **Management Committee and Charity Trustees** Barbara Massey Hon Chair and Regular Hall Bookings Jacqueline Edwards Hon Treasurer Pat Gardner Hon Secretary Jane Thompson Private Hall Bookings Christine Price Support Bookings Bob Tabb Hall Maintenance Robin Morris Co-opted member of Executive Committee Rebekah Bennett Pat Clews Lynn Clews Geoff Wright Hazel Wright Paul Ogden Pat Lawrence Victoria Ellery -Jones Belinda Piasecki ## **Independent Examiner:** **Independent Examiner:** WEST Chartered Accountants Office 2, Greswolde House 197b Station Road Knowle Solihull B93 0PU **Bankers:** Lloyds Bank PLC 9-11 Poplar Road Solihull West Midlands **Address of Village Hall:** Dorridge Village Hall Grange Road Dorridge West Midlands B93 8QA 2 ## **DORRIDGE VILLAGE HALL ASSOCIATION REPORT TO THE TRUSTEES FOR THE YEAR ENDED 31[ST] MARCH 2021 COVID 19** Covid 19 restrictions were in place at the beginning of the financial year so the Hall was closed completely at this time. We continued to inspect the Hall weekly as required in the terms of our insurance policy. The heating remained on during the winter months at a low maintenance level and other essentials were continued. Later in to the pandemic we installed all the requirements and safety measures issued by the government which we hoped would allow us to open later in the year such as hand sanitisers, paper towel dispensers, separated entrances and exits, floor spacing, notices and safety cleaning equipment. We re-opened on July 20[th] with a 6 week booking for a children’s holiday club using both rooms and almost back to normal during September/ October apart from the most vulnerable groups such as the U3A. A second lockdown came in November and we partially re-opened December 3[rd] but with Tier 3 restrictions. A third lockdown after Christmas meant we were closed for the rest of the financial year Solihull Borough Council gave us some financial help during this period including a zero rate rates bill for 12 months. ## **REGULAR BOOKINGS** Our income has been reduced as many of our regular users have not been able to meet. The exercise classes, dance classes, badminton groups, sport groups, U3A meetings and nursery sessions have all been restricted. Children’s groups faired the best. One or two very small groups, sometimes just two players, continued to play badminton. The Christadelphians although sometimes allowed, met infrequently. We assured our Regulars that their slots in the Calendar would be reserved and most have assured us that they will return as soon as possible. ## **PRIVATE BOOKINGS** There have been few private bookings during this period as large gatherings have not been permitted, with the exception of a Body Building Competition which was organised under strict conditions. We were able to refund all the deposits and pre-payments as they had no choice but to cancel. There were one or two other small meetings in the summer. 3 ## **DORRIDGE VILLAGE HALL ASSOCIATION Report to Trustees for the Year ended 31[st] March 2021** ## **MAINTENANCE** We continued to maintain the Hall. A leak in the flat roof of the foyer was repaired, the down pipe was found to have been put in upside-down many years ago, so the water was not being directed properly. Two windows have been broken and replaced this year, one at the expense of the culprit who owned up! Our major upkeep this year was decorating the Main Hall and Foyer which was carried out by AJDECOR a local decorator from Dorridge. We were satisfied with the result. This was followed by partially replacing the floor with hard standing in the foyer where the old tiles and carpet had become dirty and stained. This was carried out by Peter Green. ## **MEETING ROOM** The newly built Meeting Room was ready for use just as the first lockdown was imposed. Apart from the main room there is storage space available, a kitchenette and toilet block attached. It has been finished to an acceptable high standard by James Kenyon. Because of the situation we have been unable to establish a regular pattern of use, but it has been used spasmodically during the period. It generated one quarter of the hire income in total. There were some children’s/toddlers groups that met which mainly functioned outside and a few small meetings met there during the more open period of restrictions. A ukulele group practised there for a while. Knowle and Dorridge Runners met twice a week but often just outside. We have had plenty of interest in the new hall and are confident that it will be well used when we return to normal times. ## **ADMINISTRATION** We have to thank the team of Hall administrators that have continued through this difficult year. Bob Tabb, Robin Morris and co-opted member Paul Froggatt who have maintained and monitored the Hall when it was open and closed. Jackie Edwards and Pat Gardner as Treasurer and Secretary who have continued to keep things going in person and on Zoom.What Bookings we had continued to be organised by Jane Thompson, Chris Price and Barbara Massey. We would also like to thank Alison Routledge who resigned at the beginning of the year after 12 years as Regular Bookings Secretary. ## **Barbara Massey** Chair; Dorridge Village Hall RRID E VILLA EHA REPORT OF THE TRUSTEE R THE YEAR ENDED ST I MARCH 2021 Financi l Review Revlew of the Yeir The results for the year are shown in the statement olfinancial actiwtie5 forthe year ended 31 Marth 2021 on page 7. The net Surplus in operating actwities amounted to £101312020.- £9.2021. The net surplus arising in the year all relates to unrestrlrted fvnd5. The Tru5tee5 consider the financial posr(ion of the Association to be satisfac￿ry. The net current assets of £6905712020.. £64,75413re adequate to the on*oin8 financial commitments of the charity. The Trustees are mindful that the long-term viabll¢ty of the charity requires them to ￿trifi suffi¢ient funds to meet a portion ol annual overheads and to ensure the building can be maintained to è high standard, The Association should always hold sutficient ¢a5h to cover six months overheads and in addition aim to hold additional liquid assets to bringtotal reseThes up to £30.C¥X¢. It is recognised that the level of reserves will fluttuate as money is ynt on necessary repairs. maintenante arwj improvement5. Estlmated cost of 6 mor¥ths overheads for operating hall- £25,CK(J -Liquid assets- are defined as net turrent assets intluding cash le$5 prepayments. At the end of March 2021 liquid assets totalled £66,761. Structure Governan¢ nd Mana ement ￿0￿MIng Document The charity is controlled by its 8overnlng document. a deed of trust and constitute5 3n unincorporated hafitv. tharfry Constltuii Dorridge Villa8e Hall As50Ciation is an unincorporated associatlon deflned by Its constitutKIn. A revised constitution wa5 adopted on 9 November 2017 and approved by the Charity Commissh￿. The Management Committee has been admlnistering the Association in acCordafi￿ with this revisèd conststution since then. Recruitment and appolrrtment otTrustees Trustee5 are appointed accordance with the charivs constitution by the Management Committee at the AGM. All members of the Mana8ement Committee are to be re8arded os Charity Trustees. 13-Di)-21 Approved and stgned on behalf of the Trustees and Management Committee on.................................. 8arbara Ma55ey, Hon Chairwom and Trusiee Jacque dwards Hon Treasurer INDEPENDENT EXAMINER'S REPORTTOTHE TRUSTEES OF DORRIDGE VILLAGE HALL ASSOCIATION I report to the charity trustees on my examinatitsn of the accounts of the charity for the year ended 31 March 2021 which are set out on pages 7 to 15. Responsibilitie5 and basis of report As the charity's trustees you are responsible for the preparation of the accounts in accordance with the requirements of the Charitie5 Act 20111.the Act'l. I report in respect of my exèminatior of the charitvs account5 carried out under sectlon 145 of the Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under Section 14515llbl of the Act. Independent examiner's statement I have completed my examination. I confirm that no rnaterial matter5 have come to my attention in connection with the examination giving me cause to believe that in any material respect.. accounting record5 were noi kept in respect of the charity as required by section 130 of the Act. or the accounts do not aetord with those records,. or the accounts do not comply with the applitable requirements concerning the form and content of accounts set out in the Charities IAccounts and Reports) Regulations 2008 other than anv requirement that the accounts give a'true and lair view, which 15 not a matter considered as part of an independent examination. I have no concerns and have come acros5 no other matters in connection with the examination to which attention should be drawn in this report in order to er)able a proper understanding of the account5 to be reached. Signed WEST- Chartered Accountants Office 2, Greswolde House 197b Station Road Knowle Solihull B93 OPU Date... 1.6....1..o.G..1.2021 **DORRIDGE VILLAGE HALL ASSOCIATION** 6 ## **STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 31 MARCH 2021** |||**Year**|**ended 31 March 2021**||**Year**|**ended 31 March 2020**|**ended 31 March 2020**| |---|---|---|---|---|---|---|---| ||Note|Unrestricted|Restricted Funds|Total Funds|Unrestricted Funds|Restricted Funds|_Total funds_| |||Funds|||||| |**Income**|||||||| |Donations/ Covid 19 Grants|3|18,335|0|18,335|0|20,000|20,000| |Legacy||0|0|0|0|0|0| |**Income from charitable activities**|||||||| |Charges for hall hire||12,714|0|12,714|41,960|0|41,960| |**Investment income**|||||||| |Interest||100|0|100|910|0|910| |**Total Income**||**31,149**|**0**|**31,149**|**42,870**|**20,000**|**67,659**| |**Expenditure**|||||||| |**Expenditure on charitable activities**|||||||| |**Provision and management of village hall**|4|30,136|0|30,136|33,668|0|33,668| |**Total Expenditure**||30,136|0|30,136|33,668|0|33,668| |**Net income and net movement in funds in the year**|5|1,013|0|1,013|9,202|20,000|29,202| |**Reconciliation of Funds**|||||||| |Total funds brought forward||224,023||224,023|194,821||194,821| |**Total funds carried forward**||**225,036**|**0**|**225,036**|**204023**|**20,000**|**224,023**| The Statement of Financial Activities includes all gains and losses recognised in the year The notes on pages 9 to 13 form part of these accounts LN)RRIDGE VILLAGE HALL ASSOCIATlOt4 BALANCE SHEET AT 31 MARCH 2021 Note 2￿1 vv•nt an•ts Debtor5 2.529 Ca$h at b4nk Cr•dlloTh.' •rnounts fillni du• *lthkn om y•w Accrued expenditure Deferred Income IdeposSts for bodEiniS P 4,342 31131211 Netturrnnt as* R•PrI￿nted by. Unrt5tTlrted funds Totèl funds LS,tsk. 21 The flnandal staiement5 were approved bythe Trustees on.......................... Ind 5Kintd on thtir behall ￿.. J4cquellne edwa¥ds, Hon. Treasurer The noteson pages 9 to 13 lomi partof thoso xtounts 8 ## **DORRIDGE VILLAGE HALL ASSOCIATION STATEMENT OF CASH FLOWS FOR THE YEAR ENDED 31 MARCH 2021** |**Cash flows from operating activities**
**Cash Flows from investing activities**
Interest income
Purchase of tangible fixed assets
net cash used on investing activities
Change in Cash and cash equivalents in the year
Cash and cash equivalents at the beginning of the year
Total cash equivalents at the end of the year (cash at bank)
**Reconciliation of net movement in funds to net cash flow from operating activities**
Net movement in funds
add back depreciation charge
Deduct interest income shown in investing activities
Decrease/ Increase in Debtors
Decrease/ Increase in current creditors
Net cash used in operating activities|2021
16,230
100
(12,277)
(12,177)
4053
66,848
70901
1013
15567
(100)
959
(1209)
16230|2020
34,907
910
(125,405)
(124,495)
(89,588)
156,436
66,848
29,203
7,316
(910)
1327
(2029)
34,907|2020
34,907
910
(125,405)
(124,495)
(89,588)
156,436
66,848
29,203
7,316
(910)
1327
(2029)
34,907|2020
34,907|2020| |---|---|---|---|---|---| ||||
66,848
29,203
7,316
(910)
1327
(2029)
34,907||| 9 ## **DORRIDGE VILLAGE HALL ASSOCIATION NOTES ON FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2021** ## **1. Accounting Policies** ## **(a) Basis of Accounting** The charity constitutes a public benefit entity as defined by FRS 102. The financial statements have been prepared in accordance with Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) issued on 16 July 2014 (as amended by Update Bulletin 1), the Financial Reporting Standard applicable in the United Kingdom and Republic of Ireland (FRS 102), the Charities Act 2011 and UK Generally Accepted Accounting Practice as it applies from 1 January 2015. The financial statements are prepared on a going concern basis under the historical cost convention, modified to include certain items at fair value, the trustees believe that no material uncertainties exist. The financial statements are prepared in sterling which is the functional currency of the charity. The significant accounting policies applied in the preparation of these financial statements are set out below. These policies have been consistently applied to all years presented unless otherwise stated. The charity adopted SORP (FRS 102) in the current financial year. ## **(b) Incoming Resources** All incoming resources including grant income, are included in the Statement of Financial Activities when the charity is entitled to the income, is certain that the resources will be received, and the amount can be quantified with reasonable accuracy. The following specific policies are applied to certain categories of income. - Non-refundable deposits are recognised as deferred income. Income from hiring out the Hall and provision of the bar facility is recognised on the date of the hire taking place. - Donated services and facilities are included where the value to the charity is reasonably quantifiable and measurable. They are valued in the accounts at the amount the Trustees would have been willing to pay for the services and facilities on the open market. The value of services provided by volunteers has not been included in these accounts. ## **(c) Resources Expended** Liabilities are recognised as resources expended as soon as there is a legal or constructive obligation committing the charity to the expense. Resources expended include attributable VAT which cannot be recovered, as the charity is not registered for VAT and it is reported as part of the expenditure to which it relates. - Charitable expenditure comprises those costs incurred by the charity in the delivery of its activities and services for its beneficiaries. It includes both costs that can be allocated directly to such activities and those costs of an indirect nature necessary to support them. 10 ## **DORRIDGE VILLAGE HALL ASSOCIATION** ## **NOTES ON FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2021 (cont’d)** - Governance costs include those costs associated with meeting the constitutional and statutory requirements of the charity and include the independent examiner’s fees. - All costs are allocated between the expenditure categories of the Statement of Financial Activity on a basis designed to reflect the use of the resource. Costs relating to a particular activity are allocated directly, others are apportioned on an appropriate basis as set out in Note 4. ## **(d) Fund accounting** Funds held by the charity are either:- - (i) Unrestricted general funds – these are funds without specified purpose and are available as general funds. - (ii) Designated funds – these are funds set aside by the trustees out of unrestricted general funds for specific future purposes or projects. - (iii) Restricted funds – these are funds which can only be used for particular restricted purposes within the objects of the charity. Restrictions arise when specified by the donor or when funds are raised for particular restricted purposes. Transfers between funds are made to cover deficits on individual restricted funds and to recognise fixed assets acquired with restricted income, but with no further restrictions on use, within unrestricted funds. ## **(e) Depreciation** Depreciation is calculated to write off the cost of fixed assets over their anticipated useful lives. It is applied at the following rates: |Leasehold property|-|over 35 years or the remaining period of the lease| |---|---|---| |New Build Extension|-|over 25 years or the remaining period of the lease| |Improvements to leasehold property -||over 18 years or the remaining period of the lease| |Fixtures and fittings|-|20% straight line| Fixed assets costing less than £500 are not capitalised. ## **2. Trustee Expenses and Related Party Transactions** Reimbursed expenses totalling £25 were made to a Charity Trustee to cover the cost of expenses when travelling to and from the Hall to meet the needs of hirers (2020 – £25). Other officers’ expenses of £nil (2020: nil) were reimbursed during the year. The Trustees did not receive any remuneration during the year (2020 - £nil). No amounts were owed to Trustees at 31 March 2021 or at 31 March 2020. ## **3. Average number of Employees** During the year the average number of people employed by the charity was nil (2020 nil) 11 ## **DORRIDGE VILLAGE HALL ASSOCIATION NOTES ON FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2021 (cont’d)** ## **4. Donations and Legacies** |Donations /Covid 19 Govt Grant
and local organisations
Legacy received|Unrestricted
£
18,335
0
--------
£18,335
---------|2021
Restricted
Total
£
£
0
18,335
0
0
------
£0
------
--------
£18,335
---------|Unrestricted
£
0
--------
£Nil
---------|2020
Restricted
Total
£
£
20,000
20,000
0
------
£20,000
------
----------
£20,000
---------| |---|---|---|---|---| ## **5. Charitable Activities – Provision and Maintenance of Village Hall** |(a) Direct charitable expenditure:
Ground rent, rates, licences & waste
disposal
Gas
Electricity
Insurance
Cleaning services
Depreciation
Repair and maintenance



(b) Support costs:
Office expenses and consumables
Telephone and Broadband
Advertising and web site
Governance costs:
Independent examiner’s fee
Legal Fees
Proposed Extension Fees
Expenditure on Charitable Activities|Unrestricted
£
2,108
1,538
1,630
1,677
1,259
15,567
4,544
_---------_
28,323
_---------_
565
461
157
630
0
0
---------
£1,813
---------
----------
£30,136
======|2021
Restricted
Total
Unrestricte
d
£
£
£
2,108
4,448
1,538
2,390

1,630
2,323
1,677
1,647
1,259
7,670
15,567
7,316
4,544
3,761
---------
28,323
----------

----------
£29,595
----------
-
565
93
-
461
442
-
157
126
-
630
0
0
630
0
2,782
-------
£Nil
-------
---------
£1,813
---------
---------
£4,073
---------
-------
£Nil
====
----------
£30,136
======
----------
£33,668
======|2020
Restricted
Total
£
£
-
4,448
-
2,390
-
2,323
-
1,647
-
7,670
-
7,316
-
3,761
----------
£Nil
----------
----------
£29,595
----------
-
93
-
442
-
126
-
630
0
2,782
---------
£Nil
---------
---------
£4,073
---------
---------
£Nil
=====
----------
£33,668
======| |---|---|---|---| Support costs have been allocated to the provision and maintenance of the Village Hall as this is the charity’s only significant cost generating activity. 12 ## **DORRIDGE VILLAGE HALL ASSOCIATION NOTES ON FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2021 (cont’d)** ## **6. Fixed Assets** |Leasehold
Property
£
Cost
1 April 2020
225,438
Additions
0
At 31 March 2021
-----------
£225,438
=======
Depreciation
1 April 2020
94,077
Provided in year
7,839
At 31 March 2021
----------
£101,916
======
Net Book Amount
31 March 2021
£123,522
======
31 March 2020
£131,361
======|Improvements to
Leasehold Property
£
45,565
1,497
----------
£47,062
======
20,850
3,731
----------
£24581
======
£22,481
======
£24,715
======|Fixtures
and Fittings
Total
£
£
42,028
313031
10,780
12,277
---------
£52808
======
------------
£325,308
=======
38,835
153,762
3,997
15,567
----------
£42,832
======
------------
£169,329
=======
£9,976
======
£155,979
======
£3,193
======
£159,269
======| |---|---|---| ## **7. Debtors** ||2021|2020| |---|---|---| ||£|£| |Other debtors|232|1,277| |Prepayments|2,297|2,212| ||---------|---------| ||£2529|£3,489| ||=====|=====| |**ors**||| ||2021|2020| ||£|£| |Accrued expenditure|2,803|4,342| |Deferred income|1,570|1,240| ||---------|---------| ||£4,373|£5,582| ||=====|======| ## **8. Creditors** Deferred income represents deposits taken in the financial year for hall bookings made after the year end. All of the previous year’s deferred income was released to hall hire income in the current year. 13 ## **DORRIDGE VILLAGE HALL ASSOCIATION NOTES ON FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2021(cont’d)** ## **9. Analysis of Net Assets between Funds** |Fixed Assets
Bank
Debtors
Creditors
Total Funds|Unrestricted
£
155,979
70,901
2,529
(4,373)
-----------
£225,036
=======
|2021
Restricted
£
-

-

-
-

------
£nil
====
|Total Funds
£
155,979
70,901
2,529
(4373)
-----------
£225,036
=======|2020
Unrestricted
Restricted
£
£
134,244
25,025
66,848
-
3,488
-
(5,582)
-
-----------
£198,998
=======
------
£25,025
====


|Total Funds| |---|---|---|---|---|---| ||||||£
159,269
66848
3,488
(5,582)
------------
£224,023
=======| ## **10. Movement in Funds** |Total Restricted Funds
Unrestricted Funds
Total Funds|At 1 Apr 2020
£
-
224,023
-----------
£224,023
=======|Incoming
Resources
£
-
31,149
---------
£31,149
======|Outgoing
Resources
£
-
(30136)
----------
£(30136)
======|At 31 Mar 2021
£
-
225036
-----------
£225,036
=======| |---|---|---|---|---| ## **11. Controlling Party** The Charity was under the control of the Management Committee and Charity Trustees, as detailed on page 1, throughout the current year. Refer to the previous year’s Annual Report for a full list of the Committee Members who served during that year.