2021-03-31-accounts - Grayswood Village Hall

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GRAYSWOOD VILLAGE HALL

Report and Accounts for the year ended 31 March 2021

Registered Charity no.: 1182746

GRAYSWOOD VILLAGE HALL

Management Committee	Mrs K Dean (Chairman)
	Mrs J Culhane (Secretary) (retired November
	2020)
	Mr J Tidmarsh(Treasurer) (deceased April 2021)
	Mrs A Bishop
	Mrs T Harvey
	Mr M Lacey
	Mr M Gloak
	Miss S Smith
	Mrs C Powell
	Mrs J White
Bookings Secretary
	Mrs G Lambrechts (from January 2020)
Principal address	Grayswood Village Hall
	Grayswood
	Haslemere
	Surrey
	GU27 2DJ
Bankers	Lloyds Bank plc
	12 High Street
	Haslemere
	Surrey
	GU27 2JG
Independent Examiner	Mrs C Snell
	Snell Associates
	Rosewood
	Broadway
	Edington
	Bridgwater
	TA7 9JP

GRAYSWOOD VILLAGE HALL

REPORT OF THE MANAGEMENT COMMITTEE

The management committee present their report for the year ended 31 March 2021.

PRINCIPAL ACTIVITIES

The Charity exists for the purpose of a village hall and sports pavilion for the use of the inhabitants of Grayswood and the neighbourhood without distinction of sex or political, religious or other opinions and in particular for use of meetings, lectures and classes and forms of recreation and leisure time occupations with the object of improving the conditions of life in the community as stated in clause 1 of the Trust Deed dated 6[th] December 1993 for the original charity number 1020577 and continued when the Charity moved to become a Charitable Incorporated Organisation 1182746 in April 2020.

LEGAL AND ADMINISTRATIVE DETAILS

The Charity was registered on 4[th] May 1993 and is governed by its constitution that was adopted on 23[rd] March 1993. During the financial year 2019/20 the charity moved to become a Charitable Incorporated Organisation number 1182746.

The members of the Committee of Management at 31[st] March 2021 and during the year were:

Mrs K Dean Miss S Smith Mrs J White Mrs A Bishop Mr J Tidmarsh Mr M Gloak Mrs C Powell Mr M Lacey Mrs H Meredith Mrs T Smith

The Trustees of the Charitable Incorporated Organisation at 31[st] March 2021 were:

Mrs J Culhane Mrs K Dean Mr J Tidmarsh Mr D Warren

REVIEW OF THE YEAR

The Statement of Financial Activities set out on page 5 shows details of the funds. There was an excess of income over expenditure on the Unrestricted Funds of £6,598. This was after the deduction of depreciation of £9,605 and therefore there was a surplus of £16,203. The balance sheet set out on page 6 shows total reserves of £275,940 at 31[st] March 2021.

The deficit in funding the cost of the new hall was financed by a bank loan provided in 1999 by the Charity’s bankers.

The repayments due on the loan were paid on time and the liability to the bank was fully paid off in a past year. The continued functioning of the Charity is dependent on fundraising activities in addition to the letting of the Hall in accordance with the Charity’s objects. However, the trustees are satisfied that they will be able to pay the debts as they fall due.

GRAYSWOOD VILLAGE HALL

REPORT OF THE MANAGEMENT COMMITTEE (cont.)

STATEMENT OF TRUSTEES RESPONSIBILITIES

The law relating to charities requires the trustees to prepare financial statements for each financial year, which give a true and fair view of the charity’s financial activities during the year and of its financial position at the end of the year. 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;
state whether applicable accounting standards and statements of recommended practice have been followed subject to any material departures disclosed and explained in the financial statements; and
prepare the financial statement on a going concern basis unless it is inappropriate to presume that the charity will continue to exist.

The trustees are responsible for keeping proper accounting records that disclose with reasonable accuracy at any time the financial position of the charity and enable them to ensure that the financial statements comply with the Trust Deed and the charity’s constitution. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for prevention and detection of fraud and other irregularities.

INDEPENDENT EXAMINER

Mrs C Snell will act as Independent Examiner.

BY ORDER OF THE BOARD

Jane White

SECRETARY Date

GRAYSWOOD VILLAGE HALL

INDEPENDENT EXAMINER’S REPORT TO THE TRUSTEES OF GRAYSWOOD VILLAGE HALL

I report on the accounts for the year ended 31 March 2021, which are set out on pages 5 to 11:

Respective responsibilities of trustee and independent 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 report

My examination was carried out in accordance with the 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 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 connection with my examination, no matter has come to my attention

1) 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; or
to prepare accounts which accord with these accounting records and comply with the accounting requirements of the 2011 Act have not been met: or
2) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.

Signed:

Date:

Caroline Snell Snell Associates Rosewood Broadway Edington Bridgwater TA7 9JP

GRAYSWOOD VILLAGE HALL

STATEMENT OF FINANCIAL ACTIVITIES

YEAR ENDING 31[st] MARCH 2021

Note INCOMING RESOURCES Donations receivable Letting income Grants receivable 3 Sundry income Bank interest TOTAL INCOMING RESOURCES RESOURCES USED Direct charitable expenditure 4 Administration expenditure 5 TOTAL RESOURCES USED NET INCOMING/(OUTGOING) RESOURCES BEFORE TRANSFERS TRANSFERS BETWEEN FUNDS NET INCOMING/(OUTGOING) RESOURCES FOR THE YEAR 2 FUND BALANCES brought forward FUND BALANCES carried forward	Restricted Funds Unrestricted Total Total Stair- Environmental New Hall Fund lift Project Building 2021 2021 2021 2021 2021 2020 £ £ £ £ £ £ 0 0 0 0 0 0 0 0 0 8,597 8,597 30,162 0 0 0 20,708 20,708 0 0 0 0 0 0 0 0 0 0 1 1 7
	0 0 0 29,306 29,306 30,169 0 0 0 (22,577)(22,577)(37,926) 0 0 0 (275) (275) (300)
	0 0 0 (22,852)(22,852)(38,226) 0
	0 0 0 6,454 6,454 (8,057) (144) 0 0 144 0 0
	(144) 0 0 6,598 6,454 (8,057) 1,223 1,131 333,710 (66,578) 269,486 277,543
	1,079 1,131 333,710 (59,980) 275,940 269,486

GRAYSWOOD VILLAGE HALL

BALANCE SHEET as at 31 March 2021

Note TANGIBLE FIXED ASSETS 6 CURRENT ASSETS Debtors 7 Cash at bank and in hand CREDITORS: AMOUNTS FALLING DUE WITHIN ONE YEAR 8 NET CURRENT ASSETS/(LIABILITIES) TOTAL ASSETS LESS CURRENT LIABILITIES CREDITORS: AMOUNTS FALLING DUE AFTER MORE THAN ONE YEAR NET ASSETS Financed by: INCOME FUNDS 9 Restricted funds Unrestricted funds	2021 2020 £ £ 255,581 265,186 1,558 2,074 22,268 7,360
	23,826 9,434 (3,467) (5,134)
	20,359 4,300
	275,940 269,486
	0 0
	275,940 269,486
	335,920 336,064 (59,980) (66,578)
	275,940 269,486

The financial statements were approved by the board of management on

…………………………….2021

Mrs Kathryn Dean

Chairman

GRAYSWOOD VILLAGE HALL

NOTES TO THE FINANCIAL STATEMENTS

1 ACCOUNTING POLICIES

The financial statements have been prepared under the historical cost convention with items recognised at cost or transaction value unless otherwise stated in the relevant notes to these accounts.

The accounts have been prepared in accordance with the Statement of Recommended Practice: Accounting and Reporting by Charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) issued on 16 July 2014 and with the Financial Reporting Standard applicable in the United Kingdom and Republic of Ireland (FRS 102) and with the Charities Act 2011.

Incoming resources

Donations are included in the financial statements in the period in which the receipt becomes due, inclusive of tax credits. Donations include the net surpluses on any fund raising events. Letting income is accounted for on an accruals basis. All grants and voluntary income are accounted for gross when receivable. Bank interest is included in the statements of financial activities in the period in which it is received.

Expenditure

All expenditure is accounted for gross and when incurred.

Depreciation

Depreciation is provided on all tangible fixed assets, at rates calculated to write off the cost of each asset over its expected life, as follows:

Freehold buildings - over 75 years

Fixtures & fittings - 25% on reducing balance

Restricted funds

The three restricted funds represent the following:

New Hall Building Fund This fund represents the cost of the hall, less any deficit in

funding after allocating assets to other restricted funds. The sale of the hall is restricted as detailed in note 11.

Environmental Project Fund This fund represents monies raised for specific work to be carried out on Grayswood Common, including restoring a pond, less amounts already spent on that project. Stairlift This fund represents a grant received for the replacement of a stairlift.

GRAYSWOOD VILLAGE HALL

NOTES TO THE FINANCIAL STATEMENTS

2 NET INCOMING RESOURCES FOR THE YEAR

is stated after charging:

2 NET INCOMING RESOURCES FOR THE YEAR is stated after charging:
Independent Examiners remuneration Depreciation of tangible fixed assets	2021 2020 £ £ 275 300 9,605 11,231
	9,880 11,531

3 GRANTS RECEIVABLE

Due to the COVID 19 pandemic government grants were paid to businesses which were closed. £20,708 was received to support the running of the village hall.

4 DIRECT CHARITABLE EXPENDITURE

Hall running costs Depreciation	Restricted Funds Unrestricted Total Total Stairlift Environmental New Hall Fund Project Building 2021 2021 2021 2021 2021 2020 £ £ £ £ £ £ 0 0 0 12,972 12,972 26,695 0 0 0 9,605 9,605 11,231
	0 0 0 22,577 22,577 37,926

GRAYSWOOD VILLAGE HALL

NOTES TO THE FINANCIAL STATEMENTS

5 ADMINISTRATION EXPENDITURE

Independent Examiner Bank charges	Restricted Funds Unrestricted Total Total Stairlift Environmental New Hall Fund Project Building 2021 2021 2021 2021 2021 2020 £ £ £ £ £ £ 0 0 0 275 275 300 0 0 0 0 0 0
	0 0 0 275 275 300

6 TANGIBLE FIXED ASSETS

Cost At 1st April 2020 Additions At 31st March 2021 Depreciation At 1st April 2020 Charge for the year At 31st March 2021 Net book value At 31st March 2021 At 31st March 2020	Freehold Fixtures Total Building & Fittings £ £ £ 354,340 54,595 408,935 0 0 0
	354,340 54,595 408,935
	108,673 35,076 143,749 4,725 4,880 9,605
	113,398 39,956 153,354

	240,942 14,639 255,581
	245,667 19,519 265,186

GRAYSWOOD VILLAGE HALL

NOTES TO THE FINANCIAL STATEMENTS

7 DEBTORS: AMOUNTS FALLING DUE WITHIN ONE YEAR

Debtors Prepayments	2021 2020 £ £ 517 1,058 1,041 1,016
	1,558 2.074

8 CREDITORS: AMOUNTS FALLING DUE WITHIN ONE YEAR

Creditors Accruals Deferred income	2021 2020 £ £ 518 1,957 275 300 2,674 2,877
	3,467 5,134

Covid-19 restrictions during 2020 and 2021 led to the Hall being unable to be used for some events. As such much of the deferred income was refunded. £2,816 refunded in 2021 from the £2,877. As at October 2021, over £2,000 of the £2,674 2021 amount has also been refunded.

9 MOVEMENT OF FUNDS

Balance as at 1st April 2020 Net (outgoing) resources Balance as at 31st March 2021	Restricted Funds Unrestricted Total Stairlift Environmental New Hall Fund Project Building £ £ £ £ £ 1,223 1,131 333,710 (66,578) 269,486 (144) 0 0 6,598 6,454
	1,079 1,131 333,710 (59,980) 275,940

GRAYSWOOD VILLAGE HALL

NOTES TO THE FINANCIAL STATEMENTS

10 ANALYSIS OF NET ASSETS BETWEEN FUNDS

Fixed assets Current assets Net assets	Restricted Funds Unrestricted Total Stairlift Environmental New Hall Fund Project Building £ £ £ £ £ 4,497 0 251,084 0 255,581 0 0 0 20,359 20,359
	4,497 0 251,084 20,359 275,940

11 CONTINGENT LIABILITY - NEW HALL BUILDING FUND

The Charity has a liability to repay the Millennium Commission an equal amount to the proportion funded on the sale of any part of its fixed assets if any such sale is made with or without the Millennium Commission’s approval.