## **Trustees' Annual Report for the period** Period start date Period end date 01 04 2020 31 03 2021 **From** **To** ## Section A Reference and administration details **Charity name** Alvechurch Village Hall **Other names charity is known by** **----- Start of picture text -----**
|||||| |---|---|---|---|---| |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| **----- End of picture text -----**
March **2012** **TAR** 1 ## **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** 2 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** 3 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** 4 **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** 5 ||**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 1 ## **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**|**Details**
**_Total cash funds_**
(agree balances with receipts and payments
account(s))
Current Account
Deposit Account
Petty Cash
**Details**|**Details**
**_Total cash funds_**
(agree balances with receipts and payments
account(s))
Current Account
Deposit Account
Petty Cash
**Details**|**Unrestricted**
**funds**
**to nearest £**|**Unrestricted**
**funds**
**to nearest £**|**Restricted**
**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 2 ## **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 1 **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** . 2 **October 2018** **IER**