2022-03-31-accounts - Edenbridge Town Village Hall Charity

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Edenbridge Town Village Hall Charity Charity No. 1076281

Annual Report and Accounts For the year ended 31 March 2022

www.edenbridgevillagehall.org

Contents

	Page
Trustees report	3 - 7
Independent examiner’s report	8 - 9
Accounts	10

EDENBRIDGE TOWN VILLAGE HALL CHARITY Registered Charity Number 1076281

TRUSTEES ANNUAL REPORT 31ST MARCH 2022

The Trustees present their report for the year ending 31[st] March 2022 which should be read in conjunction with the attached accounts for the same period.

These accounts have been prepared on a receipts and payments basis which is acceptable as the income and assets are less than the thresholds for accruals accounting. The Charity SORP FRS 102 has not been followed.

The Trustees confirm that they have kept proper accounting records that disclose with reasonable accuracy at any time the financial position of the Charity and enable them to ensure that the accounts comply with the Charities Act 2011, the applicable Charities (Accounts and Reports) Regulations and the provisions of the governing document.

Legal Status

The Charity is established by Trust Deed dated 21st July 1998 by which the Edenbridge Women’s Institute Hall was leased by the Edenbridge (Afternoon) WI to Edenbridge Town Council, to be held in trust for the Edenbridge Town Hall Village Charity. Charity registration number 1076281 was granted on 25[th] June 1999.

The Charity is an unincorporated association.

The hall address is Station Road, Edenbridge, Kent, TN8 5LX.

The contact address (as shown on the Register of Charities) is: Blue Cedar, Mill Hill, Edenbridge, Kent, TN8 5DB.

The hall is often referred to locally as ‘The WI Hall’.

Objects, Policies and Organisation

The Trust is established for the purpose of maintaining the Village Hall for the use of the inhabitants of the town of Edenbridge, without distinction of political, religious or other opinions, including use for meetings, lectures and classes, and for other forms of recreation and leisure time occupation. The object is to improve the conditions of life for the said inhabitants.

The hall is available for hire by any individual or organisation in accordance with the standard hiring agreement and scale of charges adopted for the year. The policy of the managing trustees is that the scale of charges be sufficient to generate adequate income to meet the ordinary expenditure incurred in maintaining the building. Specific improvements are funded by appeals, grants, and fund-raising events.

The Charity is run and governed according to the trust deed above. The management committee is elected or appointed on an annual basis, with the officers being elected from members of the committee at the annual general meeting. Applications for representation on the committee from new organisations operating in the area of benefit may be granted subject to guidance in the governing document. All members of the committee shall retire from office together at the end of the annual general meeting next after the date on which they came into office but they may be re-elected or re-appointed.

The annual general meeting is usually held in May. All inhabitants of Edenbridge aged eighteen and over are entitled to attend and vote at this. There are regular meetings of users and management during the year.

Responsibility for the recruitment of new trustees rests with existing trustees. Methods such as personal recommendation are traditionally used and guidance from the Charity Commission is to be followed, as necessary, for each individual appointment.

When making decisions regarding the running of the hall, the Trustees have kept in mind the Charity Commission’s guidance on public benefit.

The Trustees take their responsibility to care for personal data seriously. Certain types of data need to be collected and used in order to carry out our activities of managing the hall. This personal data must be collected and handled securely.

There is no reserves policy. The governing document states that any sum of cash at any time belonging to the Charity and not needed as a balance for working purposes shall (unless otherwise directed by the Charity Commissioners) be invested.

Activities

The hall continues to be a venue for regular groups. Such sessions include WI groups, dance classes for children and adults, amateur dramatics, and singing. In addition, it is available for events such as elections, meetings, private parties, weddings and other celebrations and wakes. The car park space has on occasion been hired out separately, although priority must be given to hall hirers.

Chairman’s Review of the Year and Future Intentions

As always, I would like to thank all members of the trustees and hall users committees, along with caretaker George and local tradespersons for their efforts in maintaining the hall to a high standard.

Covid 19 again disrupted the running of the hall for the year ended 31[st] March 2022. We re-opened for organised children’s dance classes on 27[th] April 2021 and took a cautious approach thereafter in line with guidelines from ACRE (Action with Communities in Rural England). Government restrictions were lifted on 19[th] July 2021 and bookings have steadily returned. We have new regular hall users and some existing customers have been able to extend their session times. We are very pleased to welcome back Edenbridge’s amateur dramatic and singing groups and look forward to them staging productions in the hall.

The hall website has been updated to utilise an online bookings calendar. This gives the general public a chance to view the hall and its facilities online, together with up-to-date availability for hire. To date it has been working very well with increased enquires for private parties and using the more compact Committee Room as a ‘work from home’ meeting place. WiFi has now been installed throughout the building.

Since my last report, we have continued to refurbish the hall. Works carried out by local tradespersons include:

New floors in the lobby, kitchen and Committee Room toilet areas
New radiators in the lobby
General decoration, including repair to cupboard doors, in the Committee Room.
New fire door to the kitchen

Ballet barres have been fitted, thanks to our dance groups.

During a storm in winter 2022, a very large tree at the back of the property came down. It damaged a significant area of fencing which will be replaced as soon as possible.

As to the future we are still looking to move things on. At present we have started to obtain costs for the following:

Replacement electronic serving hatch for kitchen
Replacement internal swing fire doors to hall
Main front door refurbishment with new locks and handles
Kitchen work surfaces
Main hall floor resurfacing and polishing

We do recognise Edenbridge is still growing and the need to keep the building warm and safe, as well as offering a friendly welcoming atmosphere for all users.

Jim Burbridge, Chairman Finances

The statement on page 10 shows the current state of the finances. Accounts were prepared under the receipts and payments basis.

The accounts for the year show overall receipts greater than expenditure by £4,644 (2021: £15,839). Total balances in the bank were £59,109 as at 31 March 2022 (2021: £54,465).

The Charity again received Government Coronavirus grants and furlough claims while there were restrictions to its operations. The Hall re-opened slowly after 27[th] April 2021 only to permitted hirers. Most Government restrictions were lifted on 19 July 2021 followed by a promising flow of booking enquiries. At the end of the financial period bookings were looking healthy once more and some new regular hirers are now established.

During the year, refurbishment works costing £5,700 were carried out to the kitchen and lobby areas to cover new flooring, radiators, interior door and kitchen taps. WiFi was installed.

Hire fees were reviewed and not increased during the financial year. The Trustees continued to waive storage costs to the 3 major users of the storage facility.

In the current climate of increasing costs, the hall was fortunate to benefit from a fixed energy contract during the period. Unfortunately, this expires in Autumn 2022. The Trustees will continue to monitor costs against hall income.

The reserve for stage lighting equipment from general funds remains at £1,118. This was received from donations and fund-raising events in previous years. Exact requirements for the replacement of stage lighting equipment are being discussed between the two major users of this facility – Forge Singers and Edenbridge Players.

Committee of Management

Committee of Management	Committee of Management
Members of the committee and groups’ representatives during the year were:
Mr Jim Burbridge	Chairman
Mr Kenneth Day	Vice Chairman
Mrs Mary Cunnington	Secretary
Mrs Anne Lloyd	Treasurer
Mrs Margaret Kuell	Evening WI
Mrs Anita Wantling	Evening WI
Mrs Mary Grieve	Afternoon WI
Mrs Pat Bracher	Afternoon WI
Mrs Karen Lynch	Forge singers

Cllr Stuart McGregor Edenbridge Town Council Cllr Alan Damodaran Edenbridge Town Council Cllr Angela Read Edenbridge Town Council Cllr Angela Baker Edenbridge Town Council

Cllrs Angela Read and Angela Baker became the Edenbridge Town Council representatives as from 16 July 2021.

Trustees as at the date of this report are: Mr Jim Burbridge Mr Kenneth Day Mrs Mary Cunnington Mrs Anne Lloyd Mrs Margaret Kuell Mrs Mary Grieve Mrs Anita Wantling Mrs Karen Lynch

The Custodian Trustee is Edenbridge Town Council.

Personal trustees received no remuneration or other benefits from the charity. Edenbridge Town Council was paid for administration services, including bookings and payroll. These services were discontinued from 3 July 2021, when a new bookings manager was appointed.

Trustees were reimbursed for expenses incurred in connection with their duties as follows:

Jim Burbridge £ 94 Anne Lloyd £525 Anita Wantling £15

The Independent Examiner is Mr Geoffrey Lee, FCA.

Approved by the Trustees and signed on their behalf by:

Jim Burbridge Chairman 30/ 06/ 22

EDENBRIDGE TOWN VILLAGE HALL CHARITY Charity No. 1076281

Independent examiner’s report to the trustees of Edenbridge Town Village Hall Charity (“the Charity”)

I report on the accounts of the Trust for the year ended 31[st] March 2022, as presented on page 10.

Respective responsibilities of trustees and examiner

As the charity’s trustees you are responsible for the preparation of both an annual report and the accounts.

The charity’s trustees do not consider that an audit is required for this year under section 144(2) of the Charities Act 2011 (“the Charities Act”) and that an independent examination is needed.

It is my responsibility to:

examine the Charity accounts under section 145 of the Charities Act,
to follow procedures laid down in the general Directions (last updated 14 July 2021) given by the Charity Commission and the “Guidance for Independent Examiners during Covid-19 pandemic or in a time of national emergency” given jointly by the three UK charity Regulators (issued 7 May 2020 and last updated 10 August 2021) (under section 145(5)(b)) of the Charities Act,
to state whether particular matters have come to my attention.

Basis of Independent Examiner’s Statement

The charity’s trustees have prepared receipts and payments accounts without adopting Charity SORP (FRS102) (second edition - October 2019) so the general Direction 7 and parts of Directions 8 and 9 given by the Charity Commission do not apply.

Accordingly, my examination was carried out in accordance with general Directions 1 to 6, 10 to 13 and the applicable parts of Directions 8 and 9 given by the Charity Commission, the statutory duty to report certain matters of material significance to the Charity Commission and at my discretion to report relevant matters to the Charity Commission.

An examination includes a review of 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 these accounts and seeking explanations from the trustees. The procedures undertaken do not provide all 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

I have completed my examination. I confirm that no material matters have

come to my attention giving me cause to believe that in any material respect:

accounting records were not kept in accordance with section 130 of the Charities Act; or
the accounts do not accord with the accounting records; or
the accounts do not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a “true and fair view” which is not a matter considered as part of an independent examination.

Direction 9 requires that the trustees make an assessment of the charity’s financial position when approving the accounts. Since the adopted basis of accounts preparation is the receipts and payments basis there is no obligation to also ensure that the charity is a going concern when making this assessment. The trustees have in these uncertain times fully explained events during the year. They have also considered future working arrangements regarding receipts and plans for the timing of payments to cover additional refurbishments to the Village Hall.

I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.

GEOFFREY R LEE FCA

Institute of Chartered Accountants in England & Wales

Whitefields Mill Hill Edenbridge Kent TN8 5DB

EDENBRIDGE TOWN VILLAGE HALL CHARITY CHARITY NO 1076281

Receipts and Payments

			Year ended 31st March 2022	Year ended 31st March 2022	Year ended 31st March 2022	Year ended 31st March 2022							Year	Year	ended 31st March	ended 31st March	ended 31st March	2021
Receipts		£ £ Unrestricted funds		£ £ Restricted funds5			£ £ Total funds				£ £ Unrestricted funds				£ £ Restricted funds5			£ Total	£ funds
Coronavirus government grants1		10,667				10,667					21,051							21,051
HMRC furlough receipts1		451					451				3,543							3,543
Charge to users1		17,636	11,118			17,636		11,118			3,221	24,594						3,221	24,594
Stage lighting rent		0					0				0							0
Storage rent		30					30				0							0
Special deposits held at 31/3/226		400					400				0							0
Bank interest		118					118				134							134
Grants for specified hall improvements3		0			0		0				0				20,054			20,054
Other donations and misc income2		100					100				1,260							1,260
Less Payments			18,284		0			18,284					4,615			20,054			24,669
Utilities
Gas		1,668				1,668					1,690							1,690
Electricity		539					539				626							626
Water & sewerage		1,062				1,062					33							33
Cleaning		6,402	3,269		0	6,402		3,269			4,630		2,349				0	4,630	2,349
Administration		2,254				2,254					1,345							1,345
Insurance		1,865				1,865					1,578							1,578
Business rates		180					180				0							0
Rent (Afternoon WI)		650					650				50							50
Licences and inspections		855					855				638							638
Building maintenance and repairs		2,299				2,299					872							872
Small purchases		723					723				632							632
Promotions & marketing		340					340				16							16
Mobile phone and internet		221					221				0							0
Return of revenue grant2		0					0				1,260							1,260
Refurbishment expenditure3		5,700			0	5,700					0				20,054			20,054
			21,489		0			21,489				11,021				20,054			31,075
Receipts less payments over the	year		4,644		0			4,644				15,839					0		15,839
Cash fund at 1 April 2021			54,465		0			54,465		at 1/4/20		38,626					0		38,626
Cash fund at 31 March 2022			59,109		0			59,109		at 31/3/21		54,465					0		54,465

at 31st March 2022	Statement	of assets and liabilities at the end				of the year				at 31/3/21
Current account4			32,169		0			32,169				37,643					0		37,643
Current account #25			0		0				0					0			0			0
Deposit account4			26,940		0			26,940				16,822					0		16,822
			59,109		0			59,109				54,465					0		54,465

Notes:

Coronavirus: Most restrictions lifted 19/7/21. 20/21: hall only permitted to open 14 September- 4 November 2020.
20/21: Revenue grant from Great Stone Bridge Trust. Repaid after subsequent receipt of Covid grants from SDC.
21/22: Kitchen and lobby works. 20/21: Toilet refurbishment, funded by Community Infrastructure Levy grant.
£1,118 is reserved for the replacement of stage lighting equipment (2021: £1,118)
Barclays current account #2 used only for specified projects.
6.Special deposits from future hirers held in case of damage at 31/3/22. Refundable post hire.

Anne Lloyd 30/06/2022

Treasurer

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