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2022-03-31-accounts

The Crockham Hill Village Hall Trust

Trustees’ report and financial statements

For the year ended 31 March 2022

Registered charity number 1044489

The Crockham Hill Village Hall Trust

Trustees’ report and financial statements

Contents Page
Trustees’ report 3 - 4
Statement of Trustees’ responsibilities 5
Independent Examiner’s report 6
Statement of Financial Activities 7
Balance sheet 8
Notes to the financial statements 9 - 13

Page 2 of 13

The Crockham Hill Village Hall Trust

The Trustees present their annual report and the financial statements for the year ended 31 March 2022.

Establishment of the Trust

The Trust is a registered charity, no. 1044489, and was constituted by deed on 17 February 1995.

Principal Purpose and Objective

The principal purpose and objective of the Trust is to provide a village hall facility and to make it available for hire by local residents within the immediate area of benefit and for hire generally by the public at large.

Chairman of Trustees Statement

The financial results for the year ended 31st March 2022 are in stark contrast to the preceding year. Hiring income increased by 162% offset by a 53% reduction in grant income and a £7,000 increase in expenditure.

The operating surplus of £11,708 increases our available unrestricted funds to £82,278.

The overflow car park repairs and resurfacing have not taken place due to a number of delays involving planning permissions, without which we could not proceed and thereby missing the timetable of the summer school holidays to carry out the work. As a result temporary repairs were made to keep the surface safe to use but at a cost of £2,000. It is by no means certain that the work will proceed in the 2022 summer holidays. This is due to legal delays which affected the Primary School’s Charitable Trust’s ability to fund a share of the future repair costs for both car parks and KCC’s inability to confirm its share of the overall repair costs. This is because these are not yet known due the paucity of contractors interested in the works and those that are having full order books or offering uncompetitive prices. The project cost will increase as compared to the £48,000 stated in my 2021 statement, probably by as much as £10,000 with a commensurate increase in the proportion of the total to be met by the Trustees.

The Hall is now showing its age. Double glazing is failing, surrounding trees and bushes need major surgery or felling due to ash die back and the interior, especially the toilets, is tired. The good news is that we have the funds to undertake prioritized maintenance and will be doing so over the course of the next year.

Financial Performance and Reserves

The financial performance and movements on the Trust’s funds for the year ended 31 March 2022 are set out in the attached statement of financial activities on page [7].

The result in relation to incoming and outgoing resources on the General Fund was a net operating surplus before depreciation of £10,958 [2021 £1,423].

The car park maintenance fund is £8,917, (2021 - £7,917) and the Hall cyclical maintenance fund £20,000, (2021 - £18,000). Both of these funds will be used for their intended purpose during the forthcoming year and will be replenished as far as possible from the General Reserve.

The year end balance on the General Fund was £62,278 (2021 - £53,831).

Independent Examiner

Mrs Marnie Woodward FCMA has kindly consented to continue to act as the independent examiner of the Trust’s accounts.

Page 3 of 13

The Crockham Hill Village Hall Trust

Trustees

The Trust’s constitution provides for the appointment of a committee of eight Trustees, comprising three elected members and five representative members. The elected members are elected at the annual general meeting of the Trust and the representative members are appointed by each of the five local organisations specified in the Trust’s constitution. The management committee may appoint up to three further, co-opted members. The Trustees who held appointment during the year were as follows:

Elected Trustees

Neil Marshall

Representative Trustees

Crockham Hill (C.E.) (Controlled) Primary School - Crockham Hill Players Society (‘CHIPS’) - Mo Tobin Crockham Hill W.I. - Judy Newton Holy Trinity Parochial Church Council - June Davies Westerham Parish Council - Deborah Coen Leah Loughlin Nick Naismith Alan Wesley (Chairman) Trust Secretary - Deborah Coen Trust Treasurer - Neil Marshall Hall Manager - Clive Folkard

Co-opted Trustees

Officers

Bankers

CAF Bank Limited Kings Hill West Malling Kent ME19 4TA

Independent Examiner

Mrs Marnie Woodward FCMA The Old Forge Smiths Lane Crockham Hill Kent TN8 6RH

Principal address of the Trust

Crockham Hill Village Hall Church Road Crockham Hill Kent TN8 6RP

Alan Wesley

Chairman

20 July 2022

Page 4 of 13

The Crockham Hill Village Hall Trust

Trustees’ responsibilities in relation to the financial statements

The law applicable to charities in England and Wales 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 financial statements giving a true and fair view, the trustees should follow best practice and:

The Trustees are responsible for keeping proper accounting records which disclose with reasonable accuracy the financial position of the charity and which enable them to ascertain the financial position of the charity and which enable them to ensure that the financial statements comply with the Charities Act 1993, the Charity (Accounts and Reports) Regulations and the provisions of the trust deed. The trustees are responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.

Approved by the trustees on 20 July 2022 and signed on their behalf by:

Alan Wesley Chairman

Page 5 of 13

The Crockham Hill Village Hall Trust

Independent Examiner’s Report

Independent Examiner’s Report to the Trustees of The Crockham Hill Village Hall Trust

I report on the accounts of the Trust for the year ended 31 March 2022, which are set out on pages 7 to 13.

Respective responsibilities of Trustees and Examiners

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:

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 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 next statement.

Independent Examiner’s statements

In connection with my examination, no matter has come to my attention:

Mrs Marnie Woodward FCMA

Chartered Management Accountant

The Old Forge Smiths Lane Crockham Hill Edenbridge Kent TN8 6RH

03 October 2022

Page 6 of 13

The Crockham Hill Village Hall Trust

Statement of Financial Activities for the year ended 31 March 2022

----- Start of picture text -----
General Restricted Designated Funds Total Funds Total Funds
Fund Funds 2022 2021
Fixed Assets Other
Fund
Income and expenditure
Notes
Incoming resources
Donations (gross) £4,711 £0 £0 £0 £4,711 £10,000
Hall hirings £35,199 £0 £0 £0 £35,199 £13,415
Maintenance Contribution £0 £750 £0 £0 £750 £1,000
Fund raising £0 £0 £0 £0 £0 £0
Interest receivable 2 £107 £0 £0 £0 £107 £168
Total incoming resources £40,017 £750 £0 £0 £40,767 £24,583
Resources expended
Hall running and redecoration expenses
3 £29,059 £0 £0 £0 £29,059 £22,160
Net operating surplus before depreciation
£10,958 £750 £0 £0 £11,708 £2,423
Depreciation 5 £0 £0 £14,828 £0 £14,828 £15,146
Net incoming/outgoing resources before transfers £10,958 £750 (£14,828) £0 (£3,120) (£12,723)
Gain / (loss) on investment (£261) £0 £0 £0 (£261) £32
Transfer from General Fund (£2,250) £250 £0 £2,000 £0 £0
Net movement in funds £8,447 £1,000 (£14,828) £2,000 (£3,381) (£12,691)
Fund balances brought forward at 1 April 2021 £53,831 £7,917 £446,402 £18,000 £526,150 £538,841
Fund balances carried forward at 31 March 2022 £62,278 £8,917 £431,574 £20,000 £522,769 £526,150
----- End of picture text -----

Notes:

a) There was no other recognised income or expenditure other than that reflected in the above statement.

b) The notes on pages 9-13 form part of these financial statements.

Page 7 of 13

The Crockham Hill Village Hall Trust

Balance sheet

as at 31 March 2022

Fixed assets
Tangible fixed assets
5
Current assets
Debtors and prepayments
6
Investment
7
Deposit
8
Cash at bank
Current liabilities
Creditors: amounts falling due within one year
9
Net current assets
Total net assets
Funds
Restricted Funds
10
- Car park maintenance fund
Unrestricted
- General fund
- Fixed assets fund
11
- Other designated funds
11
Balance carried forward
Notes		 £431,574
£446,402
£4,521
£4,373
£6,274
£6,440
£75,007
£65,527
£6,478
£5,608
£92,280
£81,948
£1,085
£2,200
£91,195
£79,748
£522,769
£526,150
£8,917
£7,917
£62,278
£53,831
£431,574
£446,402
£20,000
£18,000
£522,769
£526,150
2022
2021

Approved by the Trustees on TBC and signed on their behalf by:

Alan Wesley Chairman

Neil Marshall Trustee

The notes on pages 9-13 form part of these financial statements.

Page 8 of 13

The Crockham Hill Village Hall Trust

Notes

forming part of the financial statements

1 Accounting policies

The following accounting policies have been applied consistently in dealing with items which are considered material in relation to the Trust’s financial statements.

Basis of preparation

The financial statements have been prepared in accordance with the Statement of Recommended Practice

“Accounting and Reporting by Charities” (SORP 2005) and other applicable accounting standards under the historical cost accounting convention. The Trust is exempt under Financial Reporting Standard No. 1 from the requirement to prepare a cashflow statement.

The Trust’s objects are to establish and manage a village hall. The Trustees make the Hall available to individuals and group undertakings at a fair rental rate in order to recover the establishment and administration costs. It is on this basis that the financial statements have been prepared on a going concern basis.

Donations receivable

Donations made to the Trust as gifts or under deeds of covenant are accounted for in the period in which they have been received or become receivable. Donations received as gift aid payments include an element of Gift Aid recovered at the 20% basic rate of tax.

Fixed assets and depreciation

Fixed assets representing the Hall and related fixtures and fittings are recorded at cost. Freehold land which has been donated is recorded at nominal value. Professional fees have been capitalised where appropriate.

In the year ended 31 March 2022 depreciation has been provided as follows:

Freehold buildings 2% on cost Fixtures and fittings 15% on cost

Investments

Investments are stated at market value as of the balance sheet date. The Statement of Financial Activities includes the net gains and losses arising on revaluations and disposals throughout the year.

Taxation

The Trust is a registered charity under the Charities Act 1993 and is not assessable to taxation on its activities.

Page 9 of 13

The Crockham Hill Village Hall Trust

Notes (continued)

2 Interest Receivable

CAF Bank Limited
M&G Charibond
ll running expenses
Insurance
Electricity
Rates and water rates
Cleaning and supplies
Repairs and maintenance
Gardening
Hall licences
Website Costs
Miscellaneous expenses
Hall manager’s fees
Total		 2022
2021
£12
£32
£95
£136
£107
£168
2022
2021
£1,309
£1,678
£4,738
£2,200
£253
£812
£4,900
£3,086
£9,518
£8,760
£429
£780
£1,423
£570
£361
£397
£2,128
£69
£4,000
£3,808
£29,059
£22,160

3 Hall running expenses

4 Payments to Trustees and connected persons

In the year ended 31 March 2022, £695 in respect of costs incurred on the Trust’s behalf during the year were reimbursed to a Trustee (2021 - £158).

Page 10 of 13

The Crockham Hill Village Hall Trust

Notes (continued)

5 Tangible fixed assets

Cost at 1 April 2021
Additions in year
Disposals in year
Cost at 31 March 2022
Accumulated depreciation
At 1 April 2021
Charge for the year
Disposals in year
Depreciation at 31 March 2022
Net book values
At 31 March 2022
At 31 March 2021
ebtors and prepayments
Hall hirings receivable
Insurance prepaid
Licenses and Subscriptions
Repairs and Maintenance
Electricity
Water
Hall running expenses
Other
Total		 Freehold
Land and
Buildings
Fixtures
and
Fittings
£694,720
£106,564
£0
£0
£0
£0
£694,720
£106,564
£250,721
£104,161
£13,894
£934
£0
£0
£264,615
£105,095
£430,105
£1,469
£443,999
£2,403
2022
2021
£1,160
£2,427
£1,337
£1,264
£201
£14
£179
£206
£83
£0
£241
£17
£570
£444
£750
£0
£4,521
£4,373		 Total
£801,284
£0
£0
£801,284
£354,882
£14,828
£0
£369,710
£431,574
£446,402

6 Debtors and prepayments

Page 11 of 13

The Crockham Hill Village Hall Trust

7 Investment

Notes (continued)

M&G Charibond Fixed Income Fund Accumulation shares.

----- Start of picture text -----
2022 2021
Opening market value £6,440 £6,272
Additions - -
Income reinvested £95 £136
- -
Disposals / withdrawals
Unrealised Gain / (loss) (£261) £32
Closing market value £6,274 £6,440
----- End of picture text -----

8 Deposit

A call deposit account is maintained with CAF Bank Limited, a recognised bank under the Banking Act 1987 and a subsidiary undertaking of the Charities Aid Foundation. The balance outstanding on the account is pooled with other funds in the London money market and earns interest on a daily basis.

9 Creditors

Amounts falling due within one year
Prepaid Hall hiring charges
Electricity
Water rates
Hall Manager's Fees
Cleaning and supplies
Total		 2022
2021
£1,085
£580
£0
£231
£0
£74
£0
£1,000
£0
£315
£1,085
£2,200

10 Restricted funds

Car Park Maintenance Fund
Total		 Balance
Balance
01-Apr-21
Incoming
Outgoing
Transfers
from/to
General
Fund
31-Mar-22
£7,917
£750
£0
£250
£8,917
£7,917
£750
£0
£250
£8,917
Movement in Resources:

A Car Park Maintenance Fund was established for the purposes of maintaining the overflow car park. Contributions were made during the year by Crockham Hill Primary School (75%) and the Village Hall Trust (25%).

Page 12 of 13

The Crockham Hill Village Hall Trust

12 Building expenditure commitments

Notes (continued)

11 Other designated funds

Fixed Asset Fund
Cyclical maintenance reserve
Total		 Balance
Balance
01-Apr-21
Incoming
Outgoing
31-Mar-22
£446,402
£0
(£14,828)
£431,574
£18,000
£2,000
£0
£20,000
£464,402
£2,000
(£14,828)
£451,574
Movement in Resources:

A Fixed Assets Fund has been provided out of the General Fund to recognise the net value of fixed assets which cannot easily be turned into cash to cover operating expenses or to fund an operating deficit. The value of the fund is adjusted each year to reflect additions to fixed assets and depreciation.

A reserve of £20,000 (2021 - £18,000) has been provided out of the General Fund for redecoration and maintenance of the Hall on a cyclical basis. An appropriate adjustment to the reserve is made in each financial year of the Hall’s operation and reflected in the respective financial statements.

No building expenditure has been contracted for that has not been provided in these financial statements.

No remuneration is payable to the independent examiner (2021 – nil).

Page 13 of 13