HARMSTON MEMORIAL HALL TRUSTEES ANNUAL REPORT FOR THE PERIOD I NOVEMBER 2022 TO 31 OCTOBER 2023 Ematl.. harm51￿mem(￿klIha•￿h0trnaIl.Corn CONTENTS: Sertion l)escrlptlon Page Objects Trustees. Elective Committee Members and Governan Governing Document & Charity Ststus Trustee5 The Elective Committee members1202212023} Governance Review & Update Key Documents Register Report of the Chair Treasurer's Financial Report A brief review of the year Reserves Yearly Comparisons12019 to 20231 Total Income and Expenditure Summary1202212023) Signatures page 34 &8 P48e l of9 HARMsfoN MEMORIAL HALL TRusfEES ANNUAL REPORT & FINANCIAL ACCOUNTS FOR THE PERIOD I NOVEMBER 2022 TO 31 ocfoBER 2023 Objèrts To provide a non-sectarian and non-political place of recreation and social intercourse or Village Institute for the advantage or benefit of the adult inhabitsnts of Harmston either gratuitous or in consideration of any money payment or on such temis as the trustees may think fit. The trustees shall not permit Use for the purposes of any particular church, denomination or sect or of ary political party. These objects are to be applied without distinction of sex, sexual orientation, age. disability, nationality, race, or political. religious or other opinions. 2. Trustees, Elertive Commlttee Members and Governance . Governlng Document & Charity Sta￿s The governing document for Harmston Memorial Hall is the conveyan￿ and Deed of Trust en- tered into byjohn Cockburn Cockburn and the trustee5 on the 21st October 1943. Harmston Hall was subsequently entered into the Register of Charities on the 16th May 1997 (Reg. No. 10624341 and thereby continues to enjoy Charity status. Accordingly, the trustees, their SuC￿550r5, and the elective committee members continue to att in accordan￿ wtth thegoverning documentand the Charities Act 2011 las may be amended). b. TTUStees The incumbent trustees and successor5 Ibeing a minimum of four and a maximum of eight in- cluding the Parish Nominee) to those named in the governing document are.. Mr. Paul Hill* Mr. Alan Humphries. Mr. Keith Elms Mr. David Bridges. Mrs. Joanne Horne. as the Parish Nominee elected and recorded at the AGM held on the 24th November 2022. Mrs. Pamela Bomford resigned as trustee on the 7th Ottober 2023 and the Committee have expressed their thanks for her service to the parish community. Note. Denotes- Formally appointed by Resolution dated 6th October 2023 and legalised under deed on 7gh October 2023. It 15 agreed that the term of appointment is 3 Ithreel years. P4t2of9 A*t-TFust&s1MLwIRewrtlN)￿*mbEr2oZ3J c. The Elertl%* CommFttee member5 (20W20231 The Elective Committee members are elected at the Annual General Meeting IAGMI which is held in November of each year. The Elective Committee member5 duly elected at the Annual Genernl Meeting held on the 241h November 2022, for the year 202212023, were: Mrs. Gillian Dowes (acting Chairl Mrs. Joanna Horn (acting Secretary) Mr. Neil Smith (acting Treasurer). Mr. Jonathan Baptie-Wood•• Mrs. Kate Stockbridge-sime Mrs. Keren Shepherd Mrs. Christine Wright Mrs. Janice Cross Mr. Brian Hamilton Mrs. Tere5a Bridges Mrs. Joanne Oldham. Note.. Denotes - Those who have tendered their resignation and are not stsnding for re-election with effect immediatety following the Annual General Meeting to be held on 23rd November2023. d. Governance Revlew & Update Chattertons Solicitors of Lincoln, who previous￿¢ acted for the HMH. stood down this year when their Charity Law specialist. Catriona Wheeler, left the practice. Following enquiries for a re- placement the HMH Committee were pleased to be able to re-appoint Catriona in her new practice at Adie Pepperdlne and she continues to assist us. The Deed Packet was a150 transferred2 from Chattertons to Adie Pepperdine for safekeeping. You will recall thatthe governance updates were planned with professional 8uidance. They were and remain.. New Deeds of Appointments to be made for the incumbent trustees The registration of HMH Land and Buildings with the Land Registry. An update of the HMH 1943 Conveyance and GO￿rnIng Document including liaison with the Charities Commission. a5 necessary, following step5 1. and 11. above. These proposed changes and updates were approved by the HMH Committee at the Meeting th held on the 28 July 2021. Adie Pepperdine ietterduted24rh August 2023 signedty HMHon 5th September2023 Tron5ftr￿d0n 2(f 5eptffflLEr 2023 ond receiptELI. . Porogmph 2 b. rfers +tamwonMemrwW Hal. tharltyccffimwkn ft4tstwed N￿ber." IL*2434 Page3of9 IPkn¥mber2023J A brief progress update follows- New Deeds of Appointments to be made for the incumbent trustees. The new Deeds of Appointment were signed and witnessed at the Memorial Hall on the rh October 2023 and retumed to Adie Pepperdine for safekeeping. The registration of HMH Land and Buildings with Land Registry. This is now under process and is a legal requirement triggered by the execution of the Deed of Appointment of Trustees. Adie Pepperdine have advised that this may flag up a Chancel Repair Liability with Land Registry and it has therefore been decided to tske out Chancel Repair Liability Insurance to manage this risk. Land Registry is then likely to tske between 14 and 16 months. An update of the HMH 1943 Conveyance and Governing Document. A meeting was held with Adie Pepperdine on the rh November 2023. There are drious constitutional models recommended by the Charity Commission and ACRE. After some debate the two most suitable models are considered to be either: An un-incorporated trust (similar to the existing constitution but modern- isedl. The Management Committee would retain liability for contracts etc., and the Charity Commission would replace the Lifetime or Holding Trustees and become the Official Custodian of title to land and buildings. or A Charity Incorporated Organisation ICIO} with voting members other than the Charity Trustees15imilar to a limited company). The CIO would retsin liability for contracts etc.. and hold title to the land and buildings. In both cases voting members would continue to be the adult ￿Sidents of the parish of Harmston as the existing constitution. The Committee will continue to study and develop these models in conjunction with Adie Pepperdine and hope to present its recommendation on or before the next Annual General Meetin8 in 2024. Approval of any constitutional changes will be subject to vote of all Members at an AGM or Extra Ordinary Meeting held for that purpose with a threshold of 75% ap- proval required. On lrt Ortober2023 ond receipted. Members meun5- The odulrresidents of the Puri5h olHom?ston who ho¥E re$￿ed thereAoro minimum of 3 month5 P4e4of9 HMH- TiwteesAonwlffew {knembpr2023J . Key Documents Register The HMH Key Document Register continues as an important reference and administration tool set- ting out such things as HMH affiliations, li￿nSeS. registrations. utilities and renewal dates together with the associated account details and contstts. The register is reviewed, updated and circulated regularly to the committee and renewals are monitored and actioned by the Secretary and Treas- urer. A copy is available upon request. 3) Report of the Chair FollowSng another successful year of events at the Hall. I really cannot thank every one of the Committee members and all volunteers enough for makin8 these events possible and also enjoya- ble. As well as organising the events. all Committee members give up their time to ensure the Hall is maintained, bills are paid, the kitchen and bar run Smoothly. and the village is kept informed of all upcoming events. This enable5 US to ensure the Hall is a large part of our village life and contin- ues to be a place which caters for all interests and ages. As an example, with funds raised this year we have purchased a lar¥e Screen television whith can be used for children's film events, sporting events and music events. A big thanks must go to our regular hirers who form the backbone of our income. Namely, the Wl, U3A, Harmston Young Farmers. Katy Bakers Dance Classes, Cathy Ainsworth's Yoga. Harmston Par- ish Council and Phillipa Butler Harris. Also. I would like to thank Shep who runs the monthly Charity Quiz, he has raised £1.4(KJ for various charities and last month saw us celebrate his 50th quiz. This year's charities to benefit by £100 were RNLI, ￿zheIMer'S Society. Lincoln Food Bank and Teenage Cancer Trust ènd a further £1￿ will be given away next week. We do have some changes in the Committee. with 3 members leaving, so a big thank you to Jonny Baptie, who has been a great help with the Hall Maintenance and advice, Jo Oldham for her great organisational skills and finally Neil Smith, who has served as Treasurer for a number of years, and ha5 also been invaluable with his knowledge of Building maintenance. Thank you all for all your hard work. I would a150 like to thank Jane Bauer for her work as Chairperson at the beginning of the year. along with all the delicious cakes and food she provided at various events. Jo Horn is resigning as Secretary but will stay on as a member of the Committee, so thank you Jo for all your support and hard work this year. Joining the Committee will be Julien Bridges who will take over as Secretary and Helen Robertson. who will be our new T￿asUrer. Welcome backjulien and welcome to the team Helen. I would also like to thank Julien for hi5 hard work in getting us back on track with the Governance of the Hall and making sure we stay on the straight and narrow. Finally, I would like to thank Alan Humphries who has final￿ handed over the reins of the 21XJ club, after many year5 of collecting subscriptions. paying out the lucky winners and raising hundreds of pounds for the H311. We will continue his hard work and if anyone is interested in a number there are some availablel As you can see, there are lots of people involved in the running of this Hall, and I would like to end with a huge thank you to everyone. no matter how big or small your invofvemenL Thank youl ! PwSL49 4) Treasurers Financial Report a. A brief review of the year The Trustees are pleased to report that the Charity continues to operate in sound financial health, maintaining a healthy balance. The financi31 fund startin8 Wlth £17288.68p on 1st November 2022, covered regular opera- tional expenses and served as a foundation for planned maintenance costs throughout the year. Closing on 31" October 2023, the fund stood at £18667.67p, marking a financial year increase of £1378.99p, covering all expenses. Income sources include Hall Hire fees, the 2th) Club monthly draw, events, fundraising, and an additional income stream from the hall bar. As anticipated in the previous year's Financial Re- port, Hall finances, although uncertain, were expetted to improve in 2023. At the year's close on 31 October 2023, toLIl income reached £25388.62p, an increase in generated income over the previous year's totsl of £18303.30p. General running costs, encompassing maintenance, utilities. cleaning and administration to- talled £11895.55p, refletting a £1515.57p increase from last year. The rise can be attributed in part to increases in gas and electric expenses. Maintenance costs remained relatively con- sistent, while administration tosts inueased by £213. Re*urbishment Spending this year amounted to £2686.51p. primarily allocated for the pur- hase of the Hall TV and the installation of floor covering behind the bar. Planned refurbishment and maintenance spendin8 for the upcoming financial year 202312024 is yet to be determined. Looking ahead, last year s forecast for Hall finances wa5 uncertain due to rising utility bills and inflation. To address this, the Committee voted to raise Hall Hire Fees and Bar prices from the 1st September 2022. This decision ensured that this year'5 tinances kept pace with rising prices and inflation, resulting in a 30% increase in income for Hall Hire and a 25% increase for bar sales. The profit margin for Bar sales averdged over 40% thi5 year. With functions and events planned for the next year, the outlook for 2023-2024 Hall finances appears promising. with the expectation of achieving financial stability and a modest profit by the year's end. There is currently no plan to raise Hire Fees or Bar prices in 2024, but this will be subject to review. The trustees remain committed to providing capitsl for daY-t￿daY running costs and mainte- nance while maintaining an adequate ￿SerVe for ne￿sSary Hall improvements. Of note: none of the trustee5 receive any form of remuneration for their duties. The accounts do not fully capture the material help provided by the Committee and other vol- unteers who generously contribute their time and expertise. Pa8e6of9 PthIH- TntsiEesAnr￿l￿eWrt1￿thPrnbPrIO231 b. Reserves The total funds of the charity are held in a Barclay's Bank Account to meet the normal run- ning costs and to meet any unfore￿en expenditure that may OCCUf. The general aim is to maintain a fixed reserve of £5,(KK), leaving the balance of the account for future improve- ment activity. At the end of the financial year 202212023. £18427.19p was held in the bank account with £240.48p in cash held by the treasurer. c. Yearly Comparisons12019 to 2023) 2023 2022 2021 2020 2019 Net Income Hall Hire Fund Raising Events Donations Grants for Refvr. bishment 200 Club Bar Kitchen £6033.01 £1715.23 £1076.89 £26.31 £o.co £4073.45 £649.09 -£179 95 £180.00 £0.00 £1289.00 £734.12 £197.57 £725.00 £o.Ix) £3182.50 £308.00 -£372.60 £8563.30 £0.00 £5042.50 £1375.06 £1031.13 £17.10 £0.00 £1098.CM) £4720.06 £1291.55 1114.00 £2941.59 £286.45 £662.00 £1113.98 £0.00 £1049.00 £550.34 -£57.28 £1024.00 £5153.71 £121.53 Expenditure Cleaning Maintenance Electric Gas Water Admin l Fees British Telecom Refurbishment -£1957.77 -£3003.56 -£1667.36 -£2182.46 -£503 72 -£2015.04 -£505.64 -£2686.51 -£2924 92 -£2985.27 -£360 00 -1483 05 -£368 38 -£1801.41 -£396 95 -£918 81 £1283.06 £1211.7g £327.42 £283.41 £187.02 £1824.52 £438 67 £3270.00 £1561 50 £1413.91 £548 00 £642.58 £207.92 £1043.00 £607 38 £1896.00 £2762.56 £3402 78 £977.00 £801.20 £376 51 £1206.09 £359 88 £957.99 7pf9 d. Total Income and Expendi￿re Summary1202212023) Total Income Net Total Hall Hire Donation Fund raisin Evenls 200 club Bar Kitchen Maintenance Refvrbishment Gas Cleanin Eleclrtc Water AdminlFees BT £6033.01 £26.31 £2098.74 £3413.82 £1122.00 £11014.34 £1679.94 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 £0.00 -£383.51 -£2336.93 -£24.00 -£6294.28 -£388.39 -£3003.56 -£2686.51 -£2182.46 -£1957.77 -£1667.36 -£503.72 -£2075.04 -£505.64 £6033.01 £26.31 £1715.23 £1076.89 £1098.00 £4720.06 £1291.55 -£3003 56 -£2686.51 -£2182.46 -£1957.77 -£1667.36 -£503.72 -£2075.04 -£505.64 Total £25388.16 -£24009.17 £1378.99 BALANCES Opening Funds 1st Nov 2022 £16697.51 £591.17 Closing Funds 31st Oct 2023 £18427.19 £240.48 Bank Cash Total £17288.68 £18667.67 Increase in funds for 202212023 of: £1378.99p IIIAH-Tn&eesAwJllWt{Pknbemkn2023J 5) Slgnatures page Approved as an accurate record presented at the Annual General Meeting held on 23 November 2023 Signatures: G Dowse IChairpeb3on) Date: 23 November 2023 mith ITreasvrer) Date.. 23 November 2023 J Horn15ecretary) Date: 23 November 2023 P4e9of9 **Harmston Memorial Hall 1062434 Receipts and payments accounts CC16a For the period** 1-Nov-22 31-Oct-23 **To from** |**Section A Receipts and payments**|**Section A Receipts and payments**||||||||| |---|---|---|---|---|---|---|---|---|---| ||**Unrestricted**
**funds**||**Restricted**
**funds**||**Endowment**
**funds**||**Total funds**||**Last year**| ||**to the nearest £**||**to the nearest £**||**to the nearest £**||**to the nearest £**||**to the nearest £**| |**A1 Receipts**|||||||||| |Hall Hire|**6,033**||**-**||**-**||**6,033**||**4,073**| |Fundraising|**2,099**||**-**||**-**||**2,099**||**1,214**| |Events|**3,414**||**-**||**-**||**3,414**||**1,765**| |Donations|**26**||**-**||**-**||**26**||**180**| |200Club|**1,122**||**-**||**-**||**1,122**||**1,114**| |Bar|**11,014**||**-**||**-**||**11,014**||**8,837**| |Kitchen|**1,680**||**-**||**-**||**1,680**||**1,110**| |Admin/Fees|||**-**||**-**||**-**||**10**| |**_Sub total_**_(Gross income for AR)_|**25,388**
||**-**||**-**||**25,388**||**18,303**| |**Section A Receipts and payments**|**Section A Receipts and payments**||||| |---|---|---|---|---|---| |**A1 Receipts**
Hall Hire
**6,033**
Fundraising
**2,099**
Events
**3,414**
Donations
**26**
200Club
**1,122**
Bar
**11,014**
Kitchen
**1,680**
Admin/Fees
**25,388**
**Unrestricted**
**funds**
**to the nearest £**
**_Sub total_**_(Gross income for AR)_||**to the nearest £**
**Restricted**
**funds**|**to the nearest £**
**Endowment**
**funds**|**Total funds**
**to the nearest £**|**Last year**
**to the nearest £**| |Hall Hire|**6,033**|**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**|**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**|**6,033**
**2,099**
**3,414**
**26**
**1,122**
**11,014**
**1,680**
**-**
**25,388**|**4,073**| |Fundraising|**2,099**||||**1,214**| |Events|**3,414**||||**1,765**| |Donations|**26**||||**180**| |200Club|**1,122**||||**1,114**| |Bar|**11,014**||||**8,837**| |Kitchen|**1,680**||||**1,110**| |Admin/Fees|||||**10**| |**_Sub total_**_(Gross income for AR)_|**25,388**
||||**18,303**| |**-**
**-**
**_Sub total_ -**
**_Total receipts_ 25,388**
**A3 Payments**
Fund Raisingcosts
**384**
Event costs
**2,337**
200club
**24**
Bar Costs
**6,294**
Kitchen supplies
**388**
Maintenance
**3,004**
Refurbishment
**2,687**
Gas/Electriicity
**3,849**
Water
**504**
Hall Cleaning
**1,958**
Telephone
**506**
Admin/Fees
**2,075**
**_Sub total_ 24,010**
**-**
**-**
**_Sub total_ -**
**_Total payments_ 24,010**
**_Net of receipts/(payments)_ 1,378**
**A5 Transfers between funds**
**-**
**A6 Cash funds last year end**
**17,289**
**_Cash funds this year end_ 18,667**
**A2 Asset and investment sales,**
**(see table).**
**A4 Asset and investment**
**purchases, (see table)**|||||| |||**-**
**-**
**-**|**-**
**-**
**-**|**-**
**-**
**-**|| ||||||**-**| ||||||**-**| ||||||| |||**-**|**-**|**25,388**|**18,303**| ||||||| |||**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**|**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**|**384**
**2,337**
**24**
**6,294**
**388**
**3,004**
**2,687**
**3,849**
**504**
**1,958**
**506**
**2,075**
**24,010**|**565**| ||||||**1,944**| ||||||**-**| ||||||**5,895**| ||||||**824**| ||||||**2,986**| ||||||**919**| ||||||**1,843**| ||||||**368**| ||||||**2,925**| ||||||**397**| ||||||**1,871**| ||||||**20,537**| ||||||| |||**-**
**-**
**-**|**-**
**-**
**-**|**-**
**-**
**-**|| ||||||| ||||||**-**| ||||||| |||**-**|**-**|**24,010**|**20,537**| ||||||| |||**-**
**-**
**-**
**-**|**-**
**-**
**-**
**-**|**1,378**
**-**
**17,289**
**18,667**|**- 2,234**| ||||||**-**| ||||||**19,523**| ||||||**17,289**| ## **Section B Statement of assets and liabilities at the end of the period** |**Categories**
**B1 Cash funds**
**B2 Other monetary assets**
**B3 Investment assets**
**B5 Liabilities**
**B4 Assets retained for the**
**charity’s own use**
Signed by one or two trustees on
behalf of all the trustees|**Details**
Bank Account
Cash
**Details**
**Details**
**Details**
Hall Buildings and Land
**Details**
Signature
H S Robertson
**_Total cash funds_**
(agree balances with receipts and payments
account(s))|**to nearest £**
**to nearest £**
**18,427**
**-**
**240**
**-**
**-**
**-**
**18,667**
**-**
OK
OK
**to nearest £**
**to nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**Cost (optional)**
**-**
**-**
**-**
**-**
**-**
**Cost (optional)**
Endowment
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
Print Name
H S ROBERTSON
**Unrestricted**
**funds**
**Restricted**
**funds**
**Unrestricted**
**funds**
**Restricted**
**funds**
**Fund to which**
**asset belongs**
**Fund to which**
**asset belongs**
**Fund to which**
**liability relates**
**Amount due**
**(optional)**|**to nearest £**
**Endowment**
**funds**| |---|---|---|---| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||OK| ||||**to nearest £**
**Endowment**
**funds**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**Current value**
**(optional)**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**Current value**
**(optional)**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**When due**
**(optional)**| ||||| ||||| ||||| ||||| ||||| ||||| ||||Date of
approval| ||H S Robertson|H S ROBERTSON|15-Aug-24| ||||| HARMSTON MEMORIAL HALL Charity Commission Registered Number 1062434 ACCOUNTS FOR THE YEAR ENDED 31 OCTOBER 2023 INDEPENDENT EXAMINERS REPORT TO THE TRUSTEES FOR THE HARMSTON MEMORIAL HALL I, Graham Christopher Button, report on the accounts for the year ended 31 st October 2023. Respectlve responsibilities of trustees and examiner The Trustees are appointed by virtue of the election to office as members, secretary and treasurer of the Committee. The Trustees are responsible for the preparation of the ac- counts. The Trustees consider that an audit is not required for the year but that an inde- pendent examination of Ihe accounts will be carried out. It is my responsibility to.. examine the accounts (under section 43 of the Act), to follow the procedures laid down in the General Directions given by the Charity Commission (under section 43(7)(b) ol the Act), and to state whether particular matters have come to my attention. Basis of independent examiner's report My examination was carried out in accordance with General Directions given by the Char- ity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented wilh those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explana- tions 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 opin- ion is given as to whether the accounts present a 'true and fair, view and the report is lim- ited to those matters set out in the statement below. Independent examiner's statement In the course of my examination, no matter has come to my attention.. which gives me reasonable cause to believe that in, any material respect, the requirements.. lo keep accounting records in accordance with section 41 of the Act-, and to prepare accounts which accord with the accounting records and comply with the accounting requirements of the 1993 Act., have not been met., or which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached. HMH ACCOUNTS - IND EXAMINER 1 of2 The following matter(s), in my opinion. give(s) me reasonable cause to believe that the re- quirements to keep accounting records and to prepare accounts that accord with the ac- counting requirements have not been met and need to be brought to the attention of the Trustees. Signed ated .... Name: Graham Button Address: 1 Harmston Park Avenue Harmston Lincoln LN5 9GF HMH ACCOUNTS- IND EXAMINER 2of2