2021-03-31-accounts - Alvechurch Village Hall

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Trustees' Annual Report for the period

Period start date Period end date 01 04 2020 31 03 2021

From

Section A Reference and administration details

Charity name

Alvechurch Village Hall

Other names charity is known by

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|||||| |---|---|---|---|---| |Registered charity number (if any)|523090| |Charity's principal address|10 Bear Hill| |Alvechurch| |Worcestershire| |Postcode|B48 7JX| |——| |Names of the charity trustees who manage the charity| |Dates acted if not for whole|Name of person (or body) entitled| |Trustee name|Office (if any)| |year|to|appoint|trustee|(if any)| |1|Christopher Davies|Chairman| |2|Janet Brice|Vice-Chair| |3|Norma Divine|Secretary|(outgoing)| |4|Judith Yendell|Secretary|(incoming)|28/09/2020 – 31/03/2021| |5|Stephen Siddle|Treasurer| |6|Clare Howe| |7|Patrick Riley| |8|Patricia Riley| |9|Hazel Watkiss| |10|Annette English| |11|Sue Bodnar-Smith| |12|Sheila Evans| |13|Robyn Whitehouse|01/04/2020 - 28/09/2020| |14|Angela Mawdsley| |15|Natalie Wise|01/04/2020 - 02/05/2020| |16|Alan Helmore|14/06/2020 – 31/03/2021| |17| |18| |19| |20| |==| |Names of the trustees for the charity, if any, (for example, any custodian trustees)| |Name|Dates|acted if not for whole|year| |Official Custodian of Charities|

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March 2012

TAR

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

Type of governing document

Charity Commission Order Sealed 23/01/1979

(eg. trust deed, constitution)

Trust How the charity is constituted

(eg. trust, association, company)

Nominated by user groups and appointed at AGM Trustee selection methods

(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

The provision and maintenance of the Village Hall for the use of inhabitants and organisations of the district.

Summary of the objects of the charity set out in its governing document

March 2012

TAR

In undertaking the activities during the year, the Trustees have had regard to the guidance issued by the Charity Commission on public benefit.

Activities have included raising funds and seeking grants in order to maintain and improve the Village Hall as a venue for organisations within the locality and providing this resource at a low cost so that all inhabitants can benefit.

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)

In normal times the Hall hosts activities for people of all ages, including: art classes; brownies; dance; drama; exercise; music; WI and other community and social gatherings. It is also a popular venue for private parties, charity fundraising events, meetings and other events, all of which have served to place it at the centre of village life. In the period of this report these activities were severely curtailed by Covid restrictions, including two periods of total lockdown.

Additional details of objectives and activities (Optional information)

You may choose to include further statements, where relevant, about:

policy on grantmaking;
policy programme related investment;
contribution made by volunteers.

March 2012

TAR

Section D Achievements and performance

Summary of the main achievements of the charity during the year

The main achievements of the year were the survival and further improvement of the Village Hall during an unprecedented pandemic. At the beginning of the first lockdown our Cleaner and Hall Manager undertook a deep clean of the Hall, before they were both placed on furlough. We were then able to help out a local nursery school by allowing them sole use of the Hall for a period of four weeks while their own premises were being renovated.

During this first lockdown period, we carried out a comprehensive risk assessment of the premises and instituted the measures that were necessary to ensure that the Hall was covid-secure and a safe place in which our regular users could resume their normal activities when we were permitted to re-open. Unfortunately, not all of them were able to return, and those that did had their activities curtailed again when the second lockdown was announced in November.

Despite the lockdowns, we continued our programme of improvements to the fabric of the Hall. The breakdown of both the old central heating boiler, and subsequently the hot water boiler, forced us to replace both, with the new heating system incorporating two boilers designed to provide greater flexibility and improved economy. We also arranged for an area at the side of the Hall to be tarmacked, which improved both the pedestrian right of way past the Hall and the general appearance of that area. In addition, we continued the programme of redecorating the interior of the Hall and drew up plans for a PA system, which has since been installed, and a hearing loop, which is expected to follow shortly.

Section E Financial review

Brief statement of the charity’s policy on reserves

The pandemic has emphasised the Hall’s vulnerability to uninsurable events and the difficulty of securing the return of regular hirers following their forced and prolonged absence. With no guarantee of further government support in the event of a further forced closure, the Trustees consider it prudent to maintain reserves equivalent to 12 months of prelockdown (current) expenditure (£21,000). Our current commitment to fund improvements to the Hall, and ongoing maintenance requirements, have necessitated the holding of significantly more than this amount at present.

March 2012

TAR

Details of any funds materially 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.

In normal times, funds are predominantly raised through hire charges levied on users of the Hall, supplemented by some fundraising and occasional grant applications to support larger scale projects. During the period of this report, hire fees and fundraising have been severely curtailed, and government grants have accounted for most of our income. Between lockdowns, and since their end, this grant income has enabled us to temporarily halve our hire charges, in order to encourage our regular users to return to the Hall. Even so, with most groups catering for smaller numbers, take-up has been slow, and we have been notified that a number of them will not be returning at all. Despite this, the Trustees are confident that with the gradual return of confidence, and supported by the reserves that we hold, the Hall will remain financially viable for many months, which they hope will be enough to see it through the remainder of the Covid-19 crisis.

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

ed on behalf of the charity’s trustees	’s trustees	’s trustees
Signature(s) Stephen Siddle C Davies Full name(s) STEPHEN RICHARD SIDDLE CHRISTOPHER JAMES DAVIES Position (eg Secretary, Chair, etc) TREASURER CHAIRMAN Date 21/10/2021	Stephen Siddle		C Davies
			CHRISTOPHER JAMES DAVIES
		TREASURER		CHAIRMAN
		21/10/2021
		21/10/2021

March 2012

TAR

	Charity Name			No (if any)	No (if any)
				523090
	Receipts andpayments accounts						CC16a
	For the period from ~~rr ~~	Period start date 01/04/2020 ~~a~~	To		Period end date 31/03/2021
Section A Receipts and payments
	Unrestricted funds	Restricted funds	Endowment funds		Total funds	Total funds	Last year
	to the nearest £	to the nearest £	to the nearest £		to the nearest £		to the nearest £
A1 Receipts
LettingFees Received	8,659	-	-		8	8,659	28,935
KeyDeposits Received	20	-	-		20	20	80
Grants Received	23,507	2,988			26	26,495	13,308
Donations Received	-	-	-		-	-	2,810
Interest	1	-	-		1	1	2
	-	-	-		-	-	-
	-	-	-		-	-	-
	-	-	-		-	-	-
*Sub total*(Gross income for AR)	(Gross income for AR) 32,187	2,988	-		35,175	35,175	45,135
A2 Asset and investment sales, (see table). - - - - - - - - - Sub total - - - - - *Total receipts* 32,187 2,988 - 35,175 45,135 ~~—————~~
A3 Payments
LettingFees Refunded	275	-	-		275	275	78
KeyDeposits Refunded	20	-	-		20	20	60
Hall Management & Cleaning	12,845	-	-		12	12,845	12,227
Utilities(Gas, Electricity, Water & WiFi)	2,345	-	-		2	2,345	3,180
Insurance	1,110	-	-		1	1,110	1,077
Maintenance	1,076	-	-		1	1,076	3,007
Refurbishment	15,080	1,500	-		16	16,580	17,327
Administration	1,197	-	-		1	1,197	1,332
Charitable Donation	-	-	-		-	-	25
**Sub total **	33,948	1,500	-		35,448	35,448	38,313
A4 Asset and investment purchases, (see table) Laptop& Software for Hall Manager - - - - 587 - - - - Sub total - - - - 587 *Total payments* 33,948 1,500 - 35,448 38,900 ~~—————~~
*Net of receipts/(payments)* A5 Transfers between funds A6 Cash funds last year end *Cash funds this year end*	- 1,761 1,488 - - 273 6,235 - - - - - 28,978 1,500 - 30,478 24,243 27,217 2,988 - 30,205 30,478 ~~SS]S=~~

CCXX R1 accounts (SS)

25/10/2021

Section B Statement of assets and liabilities at the end of the period

Details *Total cash funds* (agree balances with receipts and payments account(s)) Current Account Deposit Account Petty Cash Details	Unrestricted funds to nearest £	Restricted funds to nearest £	Endowment funds to nearest £
	22,115	2,988	-
	5,023	-	-
	79	-	-
	27,217	2,988	-
			OK
			Endowment funds to nearest £
Rents Due	473	-	-
Prepayments	1,110	-	-
	-	-	-
	-	-	-
	-	-	-
	-	-	-
Details Details Projector Laptop Computer Details Rents in Advance Key Deposits C Davies Signature Stephen Siddle	Fund to which asset belongs Cost (optional) - - - - - Fund to which asset belongs Cost (optional) Unrestricted 500 Unrestricted 587 - - - - - - - Fund to which liability relates Amount due (optional) Unrestricted 323 Unrestricted 560 - - - Print Name STEPHEN SIDDLE CHRISTOPHER DAVIES		Current value (optional)
			-
			-
			-
			-
			-
			Current value (optional)
			-
			-
			-
			-
			-
			-
			-
			-
			-
			When due (optional)






			Date of approval
Stephen Siddle	STEPHEN SIDDLE		21/10/2021
C Davies	CHRISTOPHER DAVIES		21/10/2021

CCXX R2 accounts (SS)

25/10/2021

Independent examiner's report on the accounts

Section A Independent Examiner’s Report

Report to the trustees/ Charity Name members of Alvechurch Village Hall On accounts for the year 31 March 2021 Charity no 523090 ended (if any) Set out on pages 1-2

I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 31/03/2021.

Responsibilities and As the charity trustees of the Trust, you are responsible for the preparation basis of report of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”).

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 the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.

Independent I have completed my examination. I confirm that no material matters have examiner's statement 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: SJ Seeley Date: 25/10/2021 ~~FP |~~ Name: Susan Seeley ~~Ps~~ Relevant professional FCA qualification(s) or body (if any): Address: 40 Bear Hill Alvechurch

October 2018

IER

Section B Disclosure

Only complete if the examiner needs to highlight matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners).

Give here brief details of any items that the examiner wishes to disclose .

October 2018

IER