EDENBRIDGE VILLAGE HAIL Edenbridge Town Village Hall Charity Charity No. 1076281 Annual Report and Accounts For the year ended 31" March 2024 T.edenbridgeiillagehall.org
Contents Page Trustees report Independent examinerfs report Accounts 10
EDENBRIDGE TOWN VILLAGE HALL CHARITY Re istered Charit Number 1076281 TRUSTEES ANNUAL REPORT ST 31 MARCH 2024 The Trustees present their report for the year ending 31 March 2024 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} Wl to Edenbridge Town Council, to be held in trust for the Edenbridge Town Hall Village Charity. Charity registration number 1076281 was th granted on 25 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.. Station Road, Edenbridge, Kent, TN8 5LX. The hall is often referred to locally as The Wl 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, lettures and classes, and for other forms of recreation and leisure time occupation. The object is to irnprove the conditions of life for the said inhabitants.
The h311 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 gener31 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 gener31 meeting 15 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. The Chairman hosted a volunteer Fairf in June 2024 in the Hall to raise awareness of local volunteer groups. 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 is 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 lunless otherwise directed by the Charity Commissioners} be invested. Activities The hall continues to be a venue for regular groups. Such sessions include Wl 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 TS on occasion hired out separately, although priority must be given to hall hirers.
Chairman's Review of the Year and Future Intentions First of all. as always, I would like to thank all members of the trustees and hall users committees along with our cleaner and local tradespersons for their efforts in maintaining the hall to a high Standard. Hall bookings continue to grow. We have had lots of interest from varying organi5ations as well as continued support from our regular users. We hire to two local production teams {the3trical and musical performances, staged for all locals to enjoy), plus accommodate children's and adult dance classes, birthday parties, wedding receptions and wakes as well as the occasional commercial hire. This shows the versatility of the Hall. The hall website utilises an online bookings calendar. This gives the gener35 public a chance to view the hall and its facilities online, together with up-to-date availability for hire. We a re now promoti ng the hall on social media plus a new advertising board, to publicise what is going on at the hall. We do appreciate that we must keep updating, both internally and the exterior of the building to both maintain our current levels and improve conditions for hirers and neighbours further still. Current considerations are: Replacement electronic serving hatch for kitchen Renewing surface of car park Storage cupboard for tables New sound system Acquisition of projector and screen Decorating front entrance area Within the last year we have: Fitted new key safe and external post box Fitted rods to hall curtains We do recognise Edenbridge is still Erowing and the need to offer a safe warm and friendly building for all users, young and old. In the AGM Minutes 2023, it was reported that the Treasurer and Secretary were standing down. These two voluntary positions were advertised. A new Secretary has been taken on who has proved a valuable asset to the Committee. After 3 months we were not able to recruit a volunteer Treasurer. A professional paid book-keeper was then taken on. 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. Total balances in the bank were £47,791 as at 31 March 202412023: £49,959). No grants were applied for during this period. The Trustee5 continue to be concerned with the ongoing economic situation and rising Costs. Fixed energy contracts came to an end in September 2022 and new one-year fixes were taken out at a much higher level then in October 2023 a two- year fixed was entered into. The Charity benefited from the Government Energy Bill Relief Scheme, but energy payments were still high. Hire fees remained the same but will be reviewed in the next financial year. Committee of Management Members of the committee and groups, representatives during the year were: Mr Jim Burbridge Chairman Mrs Roseanne Browning Secretary Ms V Pearman Evening Wl Ms M Phillips Evening Wl Mrs Margaret Kuell Evening Wl Mrs Anita Wantling Evening Wl Mr Andrew Dore Edenbridge Players Mr Rob Smith Mrs Pat Bracher Mrs Karen Lynch Cllr Angela Read Afternoon Wl Forge singers Edenbridge Town Council Trustees as at the date of this report are: Mr Jim Burbridge Mrs R05eanne Browning Mr Andrew Dore Mrs Margaret Kuell Mrs Pat Bracher Mrs Anita Wantling Mrs Karen Lynch
The Cu5tqxllèn Trustee is Edenbrldge Town Councll. Councillor A Thgela Read ha5 been appotnted as the Council's rÈprewtatives for the Wl Hay Mana8ement Commlttee. Personal tTUStee5 re<elbd no remuntfatlon or other bÈnefrt5 trorn the tharity. No TTUStee5 wefe relthrsed for expenses knctstted kn crrttnethon wrth their dutles. Thé lfidÉpÈrth Examlfièi is O kl AJ £rt<cJL Approved by the Trustees and 5wied on thelr behalf bv." ' JIM 8urbrid8e Chèlrman I" Cttobef 2024 EDENBRIDGE TOWN VILIAGE HALL CHARITY Charlty No. 1076281 Indepe mrnlnerfs report to trusteesd Edefthrl Tovm H•ll Ch•rtty1lho I repDrt on the accounts of the Trust for the yw endÈd 31" M¥ch 2024. a5 presen¢ed OD p•ap 10. As the charltls trustees you are resty)n5ible for the prepaTrIn of bb in ann1 report )d the c(wnt5, The charl5 tTU5tee5 do not coTrsldef that aft audit Is rÈoulred lor thls ye¥ under sert1( 14412) of the Charitie5 Act 2011 ("the Charrties Att-) arm# that afi dependtftt Èxèthination 15 feded. It Is my respwknility to: • txamkne the Chxtty attounts under Settion 145 01 the Charitie5 Act,
to follow procedures laid down in the general Directions {last updated 14 July 20211 given by the Charity Cornmission 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 20211 {under section 14515llbl) of the Charities Act, to state whether particular matters have come to my attention. Basis of Independent Examinerfs Statement The char[S trustees have prepared receipts and payments accounts without adopting Charity SORP IFRS102} (second edttion- Ortober 20191 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 OLrt in accordance with general Directions I 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 Comrnission 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 3 "true and fairt view and the report is limited to those matters set out in the statement below. Independent Examinerfs 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 vie, which is not a matter considered as part of an independent examination. Direction 9 requires that the trustees make an assessment of the charit¢s financial position when approving the accounts. Since the adopted basis of accounts preparation is the receipt5 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 arr3ngements 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 re3ched.
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