PORT EYNON VILLAGE HALL
| Registered Charity Number: 516181 | Registered Charity Number: 516181 |
|---|---|
| Annual Report and fnancial statements for the year ended 31stMarch 2021 | |
| Contents | Page |
| General information | 2 |
| Trustees Annual Report | 3 |
| Independent Examiner’s Report | 8 |
| Receipts and Payments Account | 9 |
| Statement of Assets & Liabilities | 10 |
| Notes to the accounts | 11 |
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PORT EYNON VILLAGE HALL
General Information for the year ended 31[st] March 2021
Reference and administration details
Charity name PORT EYNON VILLAGE HALL Working name F.C.S.B.C. Charity Number 516181 Charity’s principal address Port Eynon Swansea SA3 1NR
Trustees
Peter Williams Chairman appointed by The Parochial Church Council Julie Harris Secretary Susan Barker, ACMA Treasurer Teresa Ashmole Robert Fisher authorised representative of Port Eynon Community Council Geoffrey Hayles Richard Herbert Carole Jones resigned 18[th] January 2021
Bankers The Co-operative Bank plc Skelmersdale WN8 6WT
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PORT EYNON VILLAGE HALL
Trustees Annual Report
Structure, Governance & Management
The Charity is governed by a Conveyance and Declaration of Trust dated 08/02/1985,
as amended on 28/07/2013.
The Trust Deed, as amended, stipulates that the Management Committee shall consist of a minimum of five members duly elected at an Annual General Meeting together with two representative members. The committee shall have the power to appoint up to, but no more than, four co-opted members.
The representative members shall be appointed by the following organisations: -
-
One member appointed by Port Eynon and Overton Community Council
-
One member appointed by The Parochial Church Council
The elected committee members shall hold office for one year only and will resign their positions at the AGM following that appointment.
Co-opted members shall hold office from the time of their appointment to the date of the AGM following that appointment.
The representative members will hold office until such time as the appointing organisations decide to replace them.
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PORT EYNON VILLAGE HALL
Trustees Annual Report
The accounts have been prepared under the receipts and payments basis. The accounts comply with the appropriate legal requirements – that is, for charities that the gross recorded income from all sources did not exceed £250,000 and that the charity is not a company incorporated under the Companies Acts.
As gross income is greater than £25,000, there is a legal requirement for an independent examination.
Financial Review and Reserves Policy
Unrestricted funds: Incoming resources amounted to £34,174 (2020: £16,344) and expenditure of £8,019(2020: £7,466) was incurred. There was therefore net incoming of £26,155 (2020 net incoming £8,878).
Restricted funds: Incoming resources amounted to £0 (2020: £5,115) and expenditure of £108 (2020: £4,495) was incurred. There was therefore net outgoing of £108 (2020 net incoming: £620). It is intended that unspent restricted reserves will be spent in 2021/22.
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Reserves Policy
The managing Committee annually reviews the amount of reserves required to ensure that they are adequate to fulfil continuing obligations.
Investment policy
The funds held by the Charity are invested with the objective of obtaining the highest interest rates available with the minimum of risk.
Trustees' responsibilities
The Trustees are responsible for preparing the Trustees' Report and the financial statements in accordance with applicable law and United Kingdom Accounting Standards (United Kingdom Generally Accepted Accounting Practice).
The law applicable to charities in England & Wales requires the Trustees to prepare financial statements for each financial year showing the incoming resources and application of resources of the Charity for that period. In preparing these financial statements the Trustees are required to: select suitable accounting policies and then apply them consistently, make judgements and estimates that are reasonable and prudent; and prepare the financial accounts on the going concern basis unless it is inappropriate to presume that the Charity will continue in operation.
The Trustees are responsible for keeping proper accounting records. They are also responsible for safeguarding the assets of the Charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities. The trustees' report was approved by the trustees on 2021 and signed on their behalf by:
Peter Williams Chair
……………………. 2021
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PORT EYNON VILLAGE HALL
Trustees Annual Report
The charitable objects are: -
A village hall for the use of the inhabitants of the parish of Port Eynon and the adjoining village of Scurlage in the county of West Glamorgan without distinction of political, religious or other opinions including 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.
The Charity uses the resources to maintain Port Eynon Village Hall, for the benefit of the inhabitants of Port Eynon, Overton and Scurlage, and of visitors to the area.
The affairs of Port Eynon Village Hall Management are managed by a Committee consisting of currently six members. Included in the six is a representative of Port Eynon Community Council and The Parochial Church Council . All give their time voluntarily and receive no remuneration or other benefits other than documented expenses. The Committee usually meets once a month with the intention of acting in the best interests of the Charity. The AGM is usually held in July.
Achievements and Performance
In February, the charity received £33,113.92 legacy from the estate of the late Jim Tatchell.
Due to the Pandemic, the Village Hall was only allowed, by law, to be open for a few weeks in November/December 2020 and then for limited numbers. Consequently only £140 booking income was earned during this financial year. Bookings were cancelled, as required by law and £295 deposits returned. Deposits returned exceeded the small amount of income earned from bookings.
The Hall has been made as Covid safe as possible, in accordance with government directives with hand sanitisers, social distancing, appropriate signage etc. Hall bookers are required to ensure all necessary measures are taken to prevent the spread of Covid and also are required to complete a risk assessment.
Work has been completed to turn the garage into a F.I.T. room, controlled by Gower Sea Rowing Club, but available to villagers
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who wish to join to use the F.I.T. room. Gower Sea Rowing Club will pay a monthly rental for the facility.
£400 was earned from the Village Supper
Interest and Dividend Income was £514
Future Plans, including Financial Plans
The Management Committee is intent on achieving continuing surpluses to demonstrate interest and need to support funding applications for rebuilding. In this connection, and as reported previously, detailed plans have been prepared and displayed for consideration and comment by villagers, and the Committee is vigorously engaged in research discussions to identify, locate and attract appropriate funding sources and mechanisms.
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PORT EYNON VILLAGE HALL
Independent Examiners Report to the Trustees of Port Eynon Village Hall .
I report on the financial statements of Port Eynon Village Hall for the year ended 31st March 2021 which are set out on pages 8 to 13. Respective responsibilities of trustees and examiner: -
The charity's trustees are responsible for the preparation of the accounts. The charity's trustees consider that an audit is not required for this year under section 144(2) of the Charities Act 2011 (the 2011 Act), and that an independent examination is needed. It is my responsibility to:
~ examine the accounts under section 145 of the 2011 Act;
~ follow the procedures laid down in the General Directions given by the Charity Commissioners under section 145(5)(b) of the 2011 Act; and
- ~ state whether particular matters have come to my attention.
Basis of independent examiner's statement
My examination was carried out in accordance with General 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 you as 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.
Independent examiner's statement
In the connection with my examination, no matter has come to my attention:
-
which gives me reasonable cause to believe that in, any material respect, the requirements:
-
to keep accounting records in accordance with section 130 of the 2011 Act; and
-
to prepare accounts which accord with the accounting records and comply with the accounting requirements of the 2011 Act;
have not been met; or
- to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
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……………………………………………
Colin Richards, FCCA
PORT EYNON VILLAGE HALL
Receipts and Payments Account for the year ended 31[st] March 2021
| Unrestrict ed |
Restricte d |
Total Funds | Total Funds | |
| Funds | Funds | 2021 | 2020 | |
| Note | £ | £ | £ | £ |
| Incoming Resources |
||||
| Hall Rental | 140 | 0 | 140 | 4,542 |
| Fund raising activities | 400 | 0 | 400 | 1,038 |
| Donations | 0 | 0 | 0 | 740 |
| Grant | 0 | 0 | 4,4 95 |
|
| Legac y |
33,11 4 |
0 | 33,11 4 |
10,00 0 |
| Investment Income |
514 | 0 | 514 | 644 |
| Total Incoming Resources |
34,17 4 |
0 | 34,17 4 |
21,45 9 |
| Resources Expended | ||||
| Charitable Activities 3 |
8,019 | 108 | 8,127 | 11,90 8 |
| Administration | 0 | 0 | 0 | 53 |
| Total Resources Expended |
8,019 | 108 | 8127 | 11,96 1 |
| NET INCOMING/OUTGOING RESOURCES |
26,15 5 |
(108) | 26,04 7 |
9,498 |
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PORT EYNON VILLAGE HALL
Statement of Assets and Liabilities as at 31st March 2021
| 2020 | ||||||
|---|---|---|---|---|---|---|
| 2021 | ||||||
| Note | £ | £ | ||||
| Cash Funds | ||||||
| Cash at Bank 5 |
74,549 | |||||
| Cash in Hand | 36 | |||||
| Total Cash Funds | 74,585 | |||||
| Assets Retained for the charity's | own use | |||||
| Building & Land 6 |
130,000 | |||||
| Fixtures and Fittings |
25,299 | |||||
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TOTAL ASSETS
155,299 425,299
Liabilit ies Numbers Club Prize Money 0 315 TOTAL LIABILITIES 315 315
Notes to the accounts
1. Accounting policies
The accounts have been prepared on a receipts and payments basis and in accordance with the Charities Act 2011 and Charities SORP (FRS 102).
The following accounting policies have been used:
(a) Interest receivable is accounted for in the year in which it falls due.
(b) Donations receivable and Trading Income are accounted for in the year in which they are received.
(c) Funds accounting - Funds held by the charity are: Unrestricted general funds
- these are funds which can be used in accordance with the charitable objects at the discretion of the Trustees.
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.
Further explanation of the nature and purpose of each fund is included in the notes to the accounts.
- Taxation
Port Eynon Village Hall is a registered charity and, accordingly, is exempt from taxation on its income and gains where they are applied for charitable purposes.
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3. Direct Charitable Expenditure
| Unrestrict ed |
Restricte d |
Total | Total | |
|---|---|---|---|---|
| Funds £ | Funds £ | 2021 £ |
2020 £ |
|
| Caretaker | 1,200 | 0 | 1,200 | 1,000 |
| Power | 468 | 0 | 468 | 915 |
| Electrical Maintenance |
216 | 0 | 216 | 0 |
| Water | 17 | 0 | 17 | 171 |
| Cleaning and Consumables |
72 | 0 | 72 | 488 |
| Hall Renewals & Refurbs |
3,376 | 0 | 3,376 | 6,780 |
| Broadband and website costs |
357 | 0 | 357 | 753 |
| Insurance | 1,130 | 0 | 1,130 | 859 |
| Village Newsletter |
570 | 0 | 570 | 939 |
| Numbers Club Prizes |
315 | 0 | 315 | |
| Hall Booking Refunds |
295 | 295 | ||
| Payment - Hardship fund |
0 | 108 | 108 | |
| Stationery | 3 | 0 | 3 | 3 |
| TOTA LS |
8019 | 108 | 8127 | 1190 8 |
4. Trustees' remuneration
None of the trustees were paid any remuneration or expenses by the Charity during the year (2020 none).
- Funds
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----- Start of picture text -----
movement Resources
in
Balance Incoming Outgoing Balance
1 [st] April 31 [st]
2020 £ £ March
£ 2021
£
RESTRICTED FUNDING
Councillor Lewis 370 0 0 370
contribution to drive works
Councillor Lewis Hardship 250 0 108 142
Fund
TOTAL RESTRICTED 620 0 108 512
FUNDS
UNRESTRICTED FUNDING
General Funds 47,918 34,174 8,019 74,073
TOTAL FUNDS 48,538 34,174 8,127 74,585
----- End of picture text -----
The restricted funds relate to monies granted or donated to the charity for specific purposes.
- For many years, the insurance valuation was used as the fair valuation for the property and land. In 2020, Trustees were made aware that the insurance valuation was insufficient to cover all insurable events and should based on the cost of rebuilding.
This revised the insurance valuation to £400,000, but was not a fair value, it was a rebuilding cost. This valuation was used for the Annual accounts, in the absence of any other valuation.
The Property and land have now been valued by a suitably qualified organisation, who have provided a written fair valuation of £130,000. This is used for the Annual Accounts.
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It should be noted that there is a dispute with community council regarding the land ownership. Regrettably, this is unlikely to be resolved, as neither party is willing to allocate resources to resolve it.
The Community Council does not include the land on their Assets in their Annual Accounts
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