**Trustees' Annual Report for the period From** Period start date **T** Period end date Day 01 Month Year **o** Day 31 Month Year 01 2020 12 2020
## Section A Reference and administration details
**Charity name** ELSDON VILLAGE HALL
**Other names charity is known by Registered charity number (if any)** 522060
**Charity's principal address** ELSDON NORTHUMBERLAND **Postcode NE19 1AB**
## **Names of the charity trustees who manage the charity**
|1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17|**Trustee name**
**Ofce (if any)**
**Dates acted if not for**
**whole year**
Joanne Renton
Chair
13/07/2020 - ongoing
Anna Scott
Deputy Chair
Margaret Tait
Secretary
13/07/2020 - ongoing
Clif Lamb
Treasurer
13/07/2020 - ongoing
Caroline Lewins
Assistant
Treasurer
David Renton
James Chapman
John Bell
13/07/2020 - ongoing
Eileen Connelly
13/07/2020- ongoing
Robert Arthur
Resigned 13/07/2020
Rita Colby
Resigned 08/08/2020
Alan Colby
Resigned 13/07/2020|**Name of person (or body)**
**entitled to appoint trustee**
**(if any)**|
|---|---|---|
||||
||||
## **Names of the trustees for the charity, if any, (for example, any custodian trustees)**
**Name Dates acted if not for whole year**
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## **Names and addresses of advisers (Optional information)**
**Type of adviser Name Address**
## **Name of chief executive or names of senior staff members (Optional information)**
## **Section B Structure, governance and management**
## **Description of the charity’s trusts**
Trust Deed Type of governing document
- (eg. trust deed, constitution)
Trust How the charity is constituted (eg. trust, association, company) The Trust Deed allows for 5 Elected Members, 11 Representative Trustee selection methods Members, and 5 Co-opted Members.
- (eg. appointed by, elected by)
## **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;
- ●relationship with any related parties;
- ●trustees’ consideration of major risks and the system and procedures to manage them.
## **Section C Objectives and activities**
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|**Summary of the objects**
**of the charity set out in**
**its governing document**
**Summary of the main**
**activities undertaken for**
**the public beneft 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 beneft)**|Clause 1.1 of the Trust Deed states: “The property hereby
conveyed (hereinafter called ‘the Trust property’) shall be held
upon trust for the purposes of a Village Hall for the inhabitants
of Elsdon and the neighbourhood (hereinafter called ‘the area of
beneft’) without distinction of sex or of 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.”|
|---|---|
||Provide, manage, and maintain Elsdon Village Hall, as a
community facility for use by:
the residents of Elsdon and its environs;
visitors to Elsdon, including tourists, walkers, cyclists, etc;
local interest groups, including Tyneside Railway Group,
Norther Region Sheep Association, etc;
national organisations including Northumberland National
Park, Northumberland County Council, Revitalising
Redesdale.
The Village Hall may be used as a venue for:
large-scale community and social events, including Elsdon
Village Fete, concerts, weddings, parties, funerals, etc.;
more specialised activities, including Film Club, table
tennis, darts, the Tea Set, St Cuthbert's Church cofee
mornings, etc.;
for public meetings in the village, eg Elsdon Parish
Council, Elsdon Projects in the Community, consultation
by Green Rigg, etc;
refreshment and overnight accommodation for events
passing through Elsdon eg. St Cuthbert's pilgrimage, the
Cyclone event;
regional and national events;
training events, including frst aid, defbrillator, etc;
polling station
The community facility comprises:
a large events hall with a demountable stage;
a medium sized meeting room;
ladies and gents toilets;
a large kitchen, equipped with oven, refrigerator, two
sinks, units and storage space, as well as the equipment
and crockery, utensils, cutlery etc capable of catering for
100 people;
a small outdoor space for BBQs, etc;
a parking space for 8-10 cars;
a selection of seats and tables for 100 people;
audio-visual equipment for showing flms, doing
presentations, music, etc|
## **Additional details of objectives and activities (Optional information)**
March **2012**
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You **may choose** to include further statements, where relevant, about:
- ●policy on grantmaking;
- ●policy programme related investment;
- ●contribution made by volunteers.
## Section D Achievements and performance
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## **Summary of the main achievements of the charity during the year**
The year began with a change in three of the officers’ roles. Joanne Renton was elected as Chair, Margaret Tait as Secretary and Cliff Lamb as Treasurer with Carol Lewins. Our thanks go to Rita and Alan Colby for all their hard work as the previous Secretary and Treasurer and of course to Robert Arthur for his many years as Chair.
The Covid restrictions once more impacted on the use of the hall during 20/21. We reopened in July 2020 and closed again in October until May 2021. However, as they say every cloud has a silver lining and our silver lining was the Business Funding from NCC. This was found to be essential when woodworm was discovered in the main hall and kitchen, the windows needed replacing and the hall and kitchen were due to be redecorated. Rentokil came and quoted for the woodworm treatment but suggested that the floor in the main hall might have to be completely replaced. On consulting a local Carpenter who inspected and informed us that only some of the floor needed removing and replacing. The air bricks were found to be blocked so they were cleared assuring good ventilation and Rentokil were able to treat the building.
Other work that has been done was as follows; Replacement windows and rear door installed Redundant electricity cables removed Water heater installed in the kitchen Hall redecorated Entrance lobby redecorated Exterior of the building tidied and gravelled Exterior lighting installed New fencing installed Cold water tap installed outside New picnic table purchased for the rear of the building to replace broken one in situ. Some of this work was done by volunteer labour by Billy Lewins and Cliff Lamb. Our grateful thanks go to them.
During the limited time we could open the following users were able to access our facilty;
October 2020 - Scots Gap surgery held a Flu Vaccination Clinic May 2021 – The toilets were once more opened to the public Local Government Polling station was held in the hall Revitalising Redesdale Event held July 2021- Cyclone event held September – Northumberland Wildlife Trust Event Hill Climb Cycle Event
## **Financial Report.**
Despite our traditional sources of income having been virtually reduced to zero in 2020/2021, by the still ongoing Covid 19 epidemic. The unfortunate discovery and realisation that EVH had run up an enormous bill, with its electricity suppliers Bulb. Due to the heating system being incorrectly programmed, for a period exceeding 24 months prior.
The halls finances were at the end of 2020 in good shape. Our bank accounts started 2020 with £6,277
Received income £42,070 Expenditure £33,369
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Ended year with £14,978
We received a large amount in grants, £27500 from Community Lottery Fund via Community Action Northumberland for a major roof repair. A further £10,000 was received from Northumberland County Council to support EVH through the Covid 19 pandemic.
In addition, the roof repair cost less than the grant received and we were allowed to keep the balance of £3,118 on the proviso the monies retained were to be spent on the building. This we have done throughout 2021. We also paid the accumulated arrears with Bulb our electrical suppliers and reprogrammed the heating system and modified our management control to ensure this would not happen again. The trustees also appointed two persons to act as joint treasures helping to improve financial control and oversight of EVH’s activities in the future. We can report this to date this has been successful change.
## **Conclusion.**
So, while we have been closed either due to Covid Regulations or work taking place we have not been inactive and as a result of this year and the three previous years efforts in raising funding we are set on course to having a fully refurbished asset for the community to use by the end of 2021. We hope to see the return of our regular users as soon as possible. EPIC and the Parish Council are meeting here regularly again.
Margaret Tait Secretary.
March **2012**
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## **Section E Financial review**
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## **Brief statement of the charity’s policy on reserves**
Elsdon Village Hall Trust will continue to develop reserves in order to:
a) ensure the organisation can meet future running costs; b) maintain and repair the premises as necessary; c) use to provide match-funding with grant providers to improve the building and its facilities.
**Details of any funds materially in deficit**
No funds in deficit.
## **Further financial review details (Optional information)**
You **may choose** to include additional information, where relevant about:
- ●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**
## **Section G Declaration**
**The trustees declare that they have approved the trustees’ report above.**
**Signed on behalf of the charity’s trustees**
C Lamb **Signature(s)** M Tait Cliff Lamb **Full name(s)** Margaret Tait **Position (eg Secretary,** SECRETARY TREASURER **Chair, etc) Date** 28/09/2021
March **2012**
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**Elsdon Village Hall 522060**
## **Receipts and payments accounts For the period** 1/1/2020 **To from**
1/1/2020 12/31/2020 **To**
## **Section A Receipts and payments**
**----- Start of picture text -----**
Unrestricted Restricted Endowment
Total funds
funds funds funds
to the nearest
to the nearest £ to the nearest £ to the nearest £
£
A1 Receipts
Grants 13,069 28,000 - 41,069
Fundraising - - - -
Hall Hire 791 - - 791
Bank Interest Received 5 - - 5
Sundry Income 205 - - 205
- - - -
- - - -
- - - -
14,070 28,000 - 42,070
Sub total (Gross income for AR)
A2 Asset and investment sales,
(see table).
- - - -
- - - -
Sub total - - - -
Total receipts 14,070 28,000 - 42,070
A3 Payments
Utilities 4,564 - - 4,564
Fundraising - - - -
Major Repairs to Hall - 24,382 - 24,382
Insurance 926 - - 926
Subscriptions 10 - - 10
Cleaning - - - -
Sundry Ependiture 390 - - 390
Loan Repaid - - - -
General Repairs and Maintenance 2,597 500 - 3,097
Sub total [ 8,487 ] 24,882 - 33,369
A4 Asset and investment
purchases, (see table)
- - - -
- - - -
Sub total [ - ] - - -
Total payments 8,487 24,882 - 33,369
Net of receipts/(payments) 5,583 3,118 - 8,701
A5 Transfers between funds - - - -
A6 Cash funds last year end 6,277 - - 6,277
Cash funds this year end 11,860 3,118 - 14,978
**----- End of picture text -----**
|**Section B Statement**|**of assets and liabilities**|**at the end of the period**|**at the end of the period**|
|---|---|---|---|
|||**Unrestricted**|**Restricted**|
|**Categories**|**Details**|**funds**|**funds**|
|**B1 Cash funds**|Bank Current Account
Bank Deposit Account
**_Total cash funds_**|**to nearest £**
**2,349**
**9,511**
**-**
**11,860**|**to nearest £**
**-**
**3,118**
**-**
**3,118**|
||(agree balances with receipts and payments
account(s))|OK
|OK|
|||**Unrestricted**|**Restricted**|
|||**funds**|**funds**|
|**B2 Other monetary assets**|**Details**|**to nearest £**
**-**
**-**
**-**
**-**
**-**
**-**|**to nearest £**
**-**
**-**
**-**
**-**
**-**
**-**|
|**B3 Investment assets**|**Details**|**Fund to which**
**asset belongs**|**Cost (optional)**
**-**
**-**
**-**
**-**
**-**|
|**B4 Assets retained for the**|**Details**|**Fund to which**
**asset belongs**|**Cost (optional)**
**-**|
|**charity’s own use**|||**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**|
|||**Fund to which**|**Amount due**|
|**B5 Liabilities**|**Details**|**liability relates**|**-**
**-**
**-**
**-**
**-**
**(optional)**|
|Signed by one or two trustees on
behalf of all the trustees|Signature|Print|Name|
||Margaret Tait|Margaret Tait||
||Clif Lamb|Clif|Lamb|
**----- Start of picture text -----**
CC16a
**----- End of picture text -----**
## **Last year**
## **to the nearest £**
**----- Start of picture text -----**
6,765
2,578
2,065
1
600
-
-
-
12,009
**----- End of picture text -----**
**12,009**
**1,125 796 7,710 878 - - 500 3,000 451 14,460**
**14,460 - 2,451 - 8,728 6,277**
**Endowment funds to nearest £ - - - -**
**----- Start of picture text -----**
OK
**----- End of picture text -----**
**Endowment funds to nearest £ - - - - - -**
**Current value (optional)**
**-**
**Current value (optional)**
**When due (optional)**
**----- Start of picture text -----**
Date of
approval
9/28/2021
9/28/2021
**----- End of picture text -----**
DocuSign Envelope ID: 6F0F3D63-4F44-486D-922C-4689D62E78B5
**INDEPENDENT EXAMINER'S REPORT FOR THE YEAR ENDED 31 DECEMBER 2020**
## **Independent Examiner's Report to the Trustees of Elsdon Village Hall**
I report to the charity Trustees on my examination of the accounts of the Charity for the year ended 31 December 2020.
## **Responsibilities and Basis of Report**
As the Trustees of the Charity you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 ('the 2011 Act').
I report in respect of my examination of the Charity's accounts carried out under section 145 of the 2011 Act and in carrying out my examination I have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act.
## **Independent Examiner's Statement**
Your attention is drawn to the fact that the Charity has prepared the accounts 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) in preference to the Accounting and Reporting by Charities: Statement of Recommended Practice issued on 1 April 2005 which is referred to in the extant regulations but has been withdrawn.
I understand that this has been done in order for the accounts to provide a true and fair view in accordance with the Generally Accepted Accounting Practice effective for reporting periods beginning on or after 1 January 2015.
I have completed my examination. I confirm that no matters 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 Charity as required by section 130 of the 2011 Act; or
2. the accounts do not accord with those records; or
3. 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 this report in order to enable a proper understanding of the accounts to be reached.
This report is made solely to the Charity's Trustees, as a body, in accordance with Part 4 of the Charities (Accounts and Reports) Regulations 2008. My work has been undertaken so that I might state to the Charity's Trustees those matters I am required to state to them in an Independent Examiner's Report and for no other purpose. To the fullest extent permitted by law, I do not accept or assume responsibility to anyone other than the Charity and the Charity's Trustees as a body, for my work or for this report.
Dated: 30 September 2021
C R Robson FCA Ryecroft Glenton 32 Portland Terrace Newcastle. NE2 1QP