2024-03-31-accounts - The Crockham Hill Village Hall Trust

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The Crockham Hill Village Hall Trust

Trustees’ report and financial statements

For the year ended 31 March 2024

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

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The Crockham Hill Village Hall Trust

The Trustees present their annual report and the financial statements for the year ended 31 March 2024.

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

This year has seen a fair amount of activity on many fronts. It has also been an opportunity to consolidate and take stock.

The early weeks of this last financial year saw us say goodbye to Alan Wesley (chair of trustees) and Clive Folkard (hall manager), both of whom had served the hall for very considerable periods of time.

In parallel we began our search for a new hall manager to take over from Clive as from the end of July and we were fortunate to secure the services of Angela Baker. She took over the reins from Clive with aplomb and she has since deployed her energy and enthusiasm to great effect.

The hall's main focus and expense in the previous financial year was carrying out some remedial work to the upper carpark in partnership with Kent County Council and the Primary School Trust. That work was completed early in this financial year, enabling us to catch up on some much-needed items of repair and maintenance inside and outside the hall itself.

Apart from getting those necessary works done, the trustees undertook a community survey. There were two principal reasons. First, like many local facilities, the aftermath of the Covid pandemic had resulted in a significant decline in community-focussed events and activities and the trustees wanted to get a sense of how the community now felt about the hall. Secondly, with Angela’s help and encouragement, the trustees wanted to pro-actively market the hall by a wholesale ‘refresh’ of both its pricing policy and the entire contents of its website. The survey produced few formal responses, but all were unhesitatingly positive and helpful.

The refreshed website and pricing are now being put in place and, with Angela’s refreshing approach to marketing opportunities alongside another year of good financial results, the trustees feel they and the community can be assured of the continuing viability of the hall as a focal point for village activities. In saying that, we must pay tribute to Alan Wesley’s prudent stewardship of the hall’s finances. In contrast to very many other halls and community centres, your hall is extremely fortunate to have significant reserves – sufficient to ensure that the trustees can confidently move ahead with their planned schedule of continuing repairs, maintenance and enhancement of the hall and its facilities.

My personal thanks to each and every one of the trustees; their collegiate approach has been admirable and very much appreciated.

Financial Performance and Reserves

The financial performance and movements on the Trust’s funds for the year ended 31 March 2024 are set out in the attached statement of financial activities on page 7.

They show hiring income on par with 2023 at £42,801 and overall expenses down from £46,683 in 2023 to £39,330 this year. That improvement was due to some significant one-offs in 2023, such as carpark repairs and tree surgery, not being repeated. While there were other one-offs in 2024, such as a deepclean of the hall and legal costs completing a 10-year agreement on carpark maintenance, other costs, such as electricity, hall management charges and general repairs and maintenance, are likely to remain permanently higher.

The result in relation to incoming and outgoing resources on the General Fund, before transfers to other funds, was a net operating surplus before depreciation and loss on fixed asset disposal of £5,241 (2023 Loss of £3,203). Depreciation was significantly higher this year - £19,525 (2023 - £15,033). This was entirely due to a reclassification of some assets where they had historically been classed as Land and Buildings (2% depreciation) and should have been Fixtures and Fittings (15% depreciation). Depreciation has been charged in this period to bring the historical under-depreciation to the correct figure.

With the level of likely ongoing expenditure in mind, our unrestricted reserves, excluding the fixed asset fund, are at a healthy level of £84,505 (2023 - £82,765), in line with our policy of retaining them at approximately two years' worth of income; the Hall Cyclical Maintenance Fund being £24,000, (2023 - £22,000) and the General Fund being £60,505 (2023 - £60,765).

The restricted Car Park Maintenance Fund is £6,500, (2023 - £3,250). The current balance consists of contributions from The School Charitable Trust, Kent County Council and the Hall itself.

Independent Examiner

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

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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

Elected Trustees

Neil Marshall Alan Jowett (Chairman) Jay Pearson

Representative Trustees

Crockham Hill (C.E.) (Controlled) Primary School - Emily Keeley Crockham Hill Players Society (‘CHIPS’) - Karen Stafford Crockham Hill W.I. - Judy Newton Holy Trinity Parochial Church Council - June Davies Westerham Town Council - Deborah Coen

Co-opted Trustees

Mike Stockdale (Vice Chair)

Officers

Trust Secretary - Deborah Coen Trust Treasurer - Neil Marshall Hall Manager - Angela Baker 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 Jowett

Chairman

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:

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 departures disclosed and explained in the financial statements; and
prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charity will continue in operation.

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 7 May 2024 and signed on their behalf by:

Alan Jowett

Chairman

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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 2024, 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:

examine the accounts under section 145 of the 2011 Act
to follow the procedures laid down in the general Directions given by the commission under section 145(5)(b) of the 2011 Act
to 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 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:

(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 and
to prepare accounts which accord with the accounting records and comply with the accounting requirements of the 2011 Act

(2) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.

Mrs Marnie Woodward FCMA

Chartered Management Accountant

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

04 May 2024

Page 6 of 13

The Crockham Hill Village Hall Trust

Statement of Financial Activities

for the year ended 31 March 2024

----- Start of picture text -----
General Restricted Designated Funds Total Funds Total Funds
Fund Funds 2024 2023
Fixed Assets Other
Fund
Income and expenditure
Notes
Incoming resources
Donations (gross) £0 £0 £0 £0 £0 £0
Hall hirings £42,801 £0 £0 £0 £42,801 £42,860
Maintenance Contribution £0 £2,000 £0 £0 £2,000 £2,000
Fund raising £0 £0 £0 £0 £0 £0
Interest receivable 2 £1,770 £0 £0 £0 £1,770 £620
Total incoming resources £44,571 £2,000 £0 £0 £46,571 £45,480
Resources expended
Hall running and redecoration expenses
3 £39,330 £0 £0 £0 £39,330 £46,683
Net operating surplus before depreciation
£5,241 £2,000 £0 £0 £7,241 (£1,203)
Depreciation 5 £0 £0 £19,525 £0 £19,525 £15,033
Net incoming/outgoing resources before transfers £5,241 £2,000 (£19,525) £0 (£12,284) (£16,236)
Gain / (loss) on investment £74 £0 £0 £0 £74 (£429)
Gain / (loss) on disposal of fixed assets (£1,639) £0 £0 £0 (£1,639) £0
Transfer from General Fund (£3,936) £1,250 £686 £2,000 £0 £0
Net movement in funds (£260) £3,250 (£18,839) £2,000 (£13,849) (£16,665)
Fund balances brought forward at 1 April 2023 £60,765 £3,250 £420,090 £22,000 £506,105 £522,770
Fund balances carried forward at 31 March 2024 £60,505 £6,500 £401,251 £24,000 £492,256 £506,105
----- 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.

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The Crockham Hill Village Hall Trust

Balance sheet

as at 31 March 2024

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

£401,251
£420,090
£4,602
£3,460
£6,237
£5,961
£77,450
£78,000
£5,892
£5,602
£94,181
£93,023
£3,176
£7,008
£91,005
£86,015
£492,256
£506,105
£6,500
£3,250
£60,505
£60,765
£401,251
£420,090
£24,000
£22,000
£492,256
£506,105
2024
2023

Approved by the Trustees on 7 May 2024 and signed on their behalf by:

Alan Jowett	Neil Marshall
Chairman	Trustee

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

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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

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 The Trust’s objects are to establish and manage a village hall. The Trustees make the Hall available to individuals and group

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 2024 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.

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The Crockham Hill Village Hall Trust

Notes (continued)

2 Interest Receivable

CAF Bank Limited M&G Charibond l running expenses Insurance Electricity Rates and water rates Cleaning and supplies Repairs and maintenance Gardening Hall licences Website Costs Legal Fees Miscellaneous exp. Hall manager’s fees Total	2024 2023 £1,568 £504 £202 £117 £1,770 £620 2024 2023 £1,542 £1,411 £5,447 £4,708 £1,018 £1,007 £6,724 £5,168 £9,983 £20,521 £2,910 £4,232 £1,385 £1,075 £295 £1,005 £2,420 £3,061 £356 £495 £7,250 £4,000 £39,330 £46,683

3 Hall running expenses

4 Payments to Trustees and connected persons

In the year ended 31 March 2024, £984 in respect of costs incurred on the Trust’s behalf during the year were reimbursed to a Trustee (2023 - £492).

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The Crockham Hill Village Hall Trust

Notes (continued)

5 Tangible fixed assets

Cost at 1 April 2023 Reclassification of opening assets Additions in year Disposals in year Cost at 31 March 2024 Accumulated depreciation At 1 April 2023 Reclassification of opening assets Charge for the year Disposals in year Depreciation at 31 March 2024 Net book values At 31 March 2024 At 31 March 2023	Freehold Land and Buildings Fixtures and Fittings £694,719 £109,970 (£6,883) £6,883 £0 £2,325 (£2,733) (£8,048) £685,103 £111,130 £278,509 £106,090 (£1,977) £1,977 £13,433 £6,092 (£1,254) (£7,888) £288,711 £106,271 £396,392 £4,859 £416,210 £3,880	Total £804,688 £0 £2,325 (£10,781) £796,232 £384,598 £0 £19,525 (£9,142) £394,981 £401,251 £420,090

6 Debtors and prepayments

Hall hirings receivable Insurance prepaid Licenses and Subscriptions Repairs and Maintenance Electricity Water Hall running expenses Website Other Total	2024 2023 £0 £360 £1,471 £1,492 £721 £36 £203 £192 £0 £0 £0 £0 £697 £630 £10 £0 £1,500 £750 £4,602 £3,460

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The Crockham Hill Village Hall Trust

Notes (continued)

7 Investment

M&G Charibond Fixed Income Fund Accumulation shares.

----- Start of picture text -----
2024 2023
Opening market value £5,961 £6,273
Additions - -
Income reinvested £202 £117
- -
Disposals / withdrawals
Unrealised Gain / (loss) £74 (£429)
Closing market value £6,237 £5,961
----- 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 Legal Fees Administration Expenses Repairs and Maintenance Licences and Subscriptions Hall Manager's Fees Cleaning and supplies Total	2024 2023 £1,879 £1,625 £301 £741 £156 £62 £0 £3,061 £0 £234 £0 £504 £0 £211 £600 £0 £240 £570 £3,176 £7,008

10 Restricted funds

Car Park Maintenance Fund Total	Balance Balance 01-Apr-23 Incoming Outgoing Transfers from/to General Fund 31-Mar-24 £3,250 £2,000 £0 £1,250 £6,500 £3,250 £2,000 £0 £1,250 £6,500 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 the School Charitable Trust (38%), Kent County Council (23%) and the Village Hall Trust (38%).

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The Crockham Hill Village Hall Trust

Notes (continued)

11 Other designated funds

Fixed Asset Fund Cyclical maintenance reserve Total	Balance Balance 01-Apr-23 Incoming Outgoing 31-Mar-24 £420,090 £686 (£19,525) £401,251 £22,000 £2,000 £0 £24,000 £442,090 £2,686 (£19,525) £425,251 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 £24,000 (2023 - £22,000) 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.

12 Building expenditure commitments

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

13 Independent examiner

No remuneration is payable to the independent examiner (2023 – nil).

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