## **Trustees' Annual Report for the period** **From** Period start date **T** Period end date Day Month Year **o** Day Month Year 01 01 2020 30 09 2021 ## Section A Reference and administration details **Charity name** Edwinstowe Village Hall **Other names charity is known by** **Registered charity number (if any)** Edwinstowe Village Hall Management Committee/ Steering Group 515689 **Charity's principal address** Edwinstowe Village Hall, Mansfield Road Edwinstowe , Mansfield, Notts **Postcode NG21 9NJ** ## **Names of the charity trustees who manage the charity** - **Trustee name Office (if any)** - 1 John Scaysbrook Chair **Dates acted if not for whole year** **Name of person (or body) entitled to appoint trustee (if any)** - 2 Claire Bamford Treasurer - 3 Linda Broom Vice Chair - 4 Linda Howman - 5 Sue Cocking - 6 Peter Hull Secretary - 7 Janice Hull - 8 Pat Bamford - 9 Elsie Cowley - Pauline - 10 Mcclaughin - 11 Mary Calow - 12 Nicki Larwood - 13 Jenny Burrows - 14 Celia Brookes - Paul Peacock - 15 Julia Raza - 16 17 18 19 20 **Name** **Names of the trustees for the charity, if any, (for example, any custodian trustees)** **Dates acted if not for whole year** March **2012** **TAR** 1 None ## **Names and addresses of advisers (Optional information)** **Type of adviser Name Address None** ## **Name of chief executive or names of senior staff members (Optional information)** None **Section B Structure, governance and management** ## **Description of the charity’s trusts** The Village Hall holds a constitution Type of governing document - (eg. trust deed, constitution) The charity is a trust led by a Management committee and an How the charity is executive committee that is led by the chair, vice chair and constituted treasurer, who will also meet and make decisions. (eg. trust, association, company) Trustee selection methods - (eg. appointed by, elected by) The Trustees are selected by their groups or act as a parishioner; officer roles are elected and seconded at each Annual General Meeting. if any members join joining the year, they are appointed by the Chair ## **Additional governance issues (Optional information)** You **may choose** to include additional information, where relevant, about: - ●policies and procedures adopted for the induction and training of trustees; - ●the charity’s organisational structure and any wider network with which the charity works; The hall is owned by the parish council within the village. The management committee manages the inside of the building only, paying for electric, gas and water. The committee manages all of the bookings also. The committee also hire 2 members of staff to clean the building and maintain the garden, these total to 10 hours a week. We do hold 2 positions on our committee for Parish councillors who represent the parish council who are the landlords. - ●relationship with any related parties; - ●trustees’ consideration of major risks and the system and procedures to manage them. ## **Section C Objectives and activities** 2 March **2012** **TAR** all requirements laid out in our constitution were adhered to **Summary of the objects of the charity set out in its governing document** NA **Summary of the main activities undertaken for the public benefit in relation to these objects (include within this section the statutory declaration that trustees have had regard to the guidance issued by the Charity Commission on public benefit)** ## **Additional details of objectives and activities (Optional information)** 3 March **2012** **TAR** We do not have a formal policy for grantmakign however we are very conscious only to apply for grants if we have a reason for requiring the money. You **may choose** to include further statements, where relevant, about: We not routinely receive any contributions from volunteers or committee members. - ●policy on grantmaking; - ●policy programme related investment; - ●contribution made by volunteers. Section D Achievements and performance 4 March **2012** **TAR** ## **Summary of the main achievements of the charity during the year** This year has been much different to the ones we are used to, over the last 12 months we have seen the hall reopen and the restrictions lift in line with government guidance around the pandemic. We have lost 2 regular groups following the return. we have also seen 2 groups reduce their number of sessions as their numbers have reduced / funding reduced. We have completed a few projects over they last 12 months they include - new toilets - new kitchen floor - new store room floor - additional cupboards - new LED lighting throughout - Access to WIFI - CCTV has been updated - Revamped Garden Parties have continued in the hall since restrictions have allowed. The main event of the year was our summer fayre. we managed to raise over 2,500 pounds for the village and local charities. We have increased our cleaning hours and employed a gardener to support with our external areas also. ## **Section E Financial review** 5 March **2012** **TAR** ## **Brief statement of the charity’s policy on reserves** The charity hold very minimal reserves. the charity is not for profit and aim to keep their prices low to keep the community using the hall as much as possible, as the charity do not own the hall reserves aren't as vital as the parish council will step in and support the building as required, **Details of any funds materially in deficit** See financial report ## **Further financial review details (Optional information)** You **may choose** to include additional information, where relevant about: All funds are raised through rent, grants for fundraising. - ●the charity’s principal sources of funds (including any fundraising); - ●how expenditure has supported the key objectives of the charity; - ●investment policy and objectives including any ethical investment policy adopted. ## **Section F Other optional information** Lettings report We have 17 groups using our hall on a regular basis, we also hire the hall out for parties in the last financial year in the hall we have booked 11 parties for children, 2 trade events and a training event. we continue to receive enquiries from our facebook page and by email. Hirers collect and drop off the keys for events from the chairs home address. ## **Section G Declaration** **The trustees declare that they have approved the trustees’ report above.** **Signed on behalf of the charity’s trustees** **Signature(s)** Scaysbrook **Full name(s)** John **Position (eg Secretary,** Chair of committee **Chair, etc) Date** 26.10.21 6 March **2012** **TAR** **----- Start of picture text -----**
Edwinstowe Village Hall Management Committee 515689
Receipts and payments accounts CC16a
For the period
To
from 01/10/2020 30/09/2021
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
Hire of Hall 2,770 - 2,770 5,588
Bank Interest 2 - 2 5
Grants - - 750
Grants for Specific Projects 13,500 - 13,500 2,537
Busines Support Covid Grant 19,489 - 19,489 10,000
Sale of Raffle Tickets 1,450 - 1,450 180
Parish Council Share of Utilities - - 917
Fundrasing 144 - 144
Sub total (Gross income for
23,854 13,500 - 37,354 19,977
AR)
A2 Asset and investment sales,
(see table).
- - - -
- - - - -
Sub total - - - - -
Total receipts 23,854 13,500 - 37,354 19,977
A3 Payments
Utilities & Similar Services 3,375 - - 3,375 4,541
Cleaning Materials 288 - - 288 437
Employee Payments 3,005 - - 3,005 2,635
Repairs 4,507 - - 4,507 -
Equipment 762 - - 762 -
Insurance 649 - - 649 318
General Expenses 2,424 - - 2,424 2,288
Raffle Expenses 771 - - 771 203
Toilet renovation works 13,500 - 13,500
Sub total [ 15,782 ] 13,500 - 29,282 10,423
A4 Asset and investment
purchases, (see table)
- - - -
- - - -
Sub total [ - ] - - - -
Total payments 15,782 13,500 - 29,282 10,423
Net of receipts/(payments) 8,072 - - 8,072 9,554
A5 Transfers between funds - - - - -
A6 Cash funds last year end 14,338 - - 14,338 4,784
Cash funds this year end 22,410 - - 22,410 14,338
**----- End of picture text -----**
CCXX R1 accounts (SS) 21/11/2021 1 |**Section B Statement of assets and liabilities at the end of the period**|**Section B Statement of assets and liabilities at the end of the period**|**Section B Statement of assets and liabilities at the end of the period**|**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
**B5 Liabilities**
**B3 Investment assets**
**B2 Other monetary assets**
**B4 Assets retained for the**
**charity’s own use**
**B1 Cash funds**|Cash in hand
**Details**
**Details**
**Details**
**_Total cash funds_**
(agree balances with receipts and payments
account(s))
**Details**
Prepayments
NatWest Current Account
NatWest Reserve Account
**Details**|**Unrestricted**
**funds**
**to nearest £**
**311**
**2,099**
**20,000**
**22,410**
OK
**Unrestricted**
**funds**
**to nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**asset belongs**
**Fund to which**
**asset belongs**
**Fund to which**
**liability relates**|**Restricted**
**funds**
**to nearest £**
**-**
OK
**Restricted**
**funds**
**to nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**Cost (optional)**
**-**
**-**
**-**
**-**
**-**
**Cost (optional)**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**Amount due**
**(optional)**|**Endowment**
**funds**
**to nearest £**| |||||**-**| |||||OK| |||||**Endowment**
**funds**
**to nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**Current value**
**(optional)**
**-**
**-**
**-**
**-**
**-**
**Current value**
**(optional)**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**When due**
**(optional)**| ||||**-**
**-**
**-**
**-**
**-**|| ||Signature|Print Name
**Claire Bamford**
**John Scaysbrook**||Date of
approval
**01/11/2021**
**01/11/2021**| CCXX R2 accounts (SS) 21/11/2021 2 ## **Independent Examiner’s Report To The Trustees of Edwinstowe Village Hall** I report to the trustees on my examination of the accounts of Edwinstowe Village Hall for the year ended 30[th] September 2021. ## **Responsibilities and basis of report** As the charity trustees of the Trust you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011. I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section145(5)(b) of the Act. ## **Independent examiners statement** I have completed my examination. I can confirm that no material matter’s have come to my attention in connection with the examination giving me cause to believe that in any material respect: 1. accounting records were not kept in respect of the Trust as required by section 130 of the Act; or 2. the accounts do not accord with those records. 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. Signed: Name: Joanna Busby Address: 56, Mansfield Road, Edwinstowe, Nottinghamshire. NG21 9NH Date: 22/11/2021 ## **Working paper** ## **This needs to include confirmation from the trustees that I was appointed the independent examiner.** As the examiner I have no close personal relationship to any of the trustees and I do not have any day-to-day involvement with the admin of the charity. I am a qualified AAT level 3 bookkeeper, but no formal qualifications are essential for the examination of the accounts. The charity is eligible for independent examination as various Grants have pushed them over the £25,000 income limit. An audit is not required by law as the charities gross income does not exceed £250,000. The charity has prepared receipts and payments accounts and are within their rights to do so. All accounting records are kept to the required standard. All incomes recorded and accounted for. Payments receipts all present and accounted for apart from two. 1. £23 chq -resolved; this was accounted for in the previous year’s accounts 2. £65 presented in the bank statement twice but only 1 set of receipts. This was a repeat payment (confirmed by the recipient) and was quickly paid back into the charities account. An email confirming this has been sent. No concerns about this matter as this was just a simple error. The Trustees annual report matches the accounting records. Signing the report 13.16 The examiner must not sign their report before the trustees have approved and signed the trustees’ annual report and the accounts. Until the trustees have approved and signed the accounts, the accounts are draft and not final. 13.16a A charity’s governing document may have specific requirements about using handwritten or electronic signatures. If it does not, signatures on balance sheets and trustees’ annual reports do not have to be “wet ink” or handwritten. Electronic signatures can be used, for example, typed signatures or electronic versions of a handwritten signature (for example a scanned version of a handwritten signature). This also applies to the signature on the independent examiner’s report. 13.16b The above position applies to both the version of the report and accounts that the trustee, other person, or independent examiner signs and keeps, and the copy that is filed with the Commission. Please note that the Commission’s electronic annual return service requires that the report and accounts are uploaded in pdf format. 13.17 The examiner must date and sign the trustees’ copy of their examiner’s report. For the version of the examiner’s report which is filed with the Commission their signature may be typed. Electronic typed signatures are accepted by the Commission when filing the report, accounts and examiner’s report. The examiner may choose to add the name of any business or firm in addition to signing in their own name.