Registered Charlty Number 1077992 iiLLAGE HALL East Dean and Friston Village Hall Trust Trustees, Annual Report and Accounts For the year ended 31 March 2024
East Dean and Friston Village Hall Trust Annual Report and Accounts for the year ended 31 March 2024 Contents Page Annual Report Legal and administrative information - Annual review Independent Examiner's Report Recelpts and Payments Account Statement of Assets and Liabilities Notes to the Accounts Page 2
East Dean and Friston Village Hall Trust Annual Report for the year ended 31 March 2024 Legal and administrative information Legal Status The Trust is a RegiSted Charity- number 1077992. established by a charitable trust deed on l July 1999. Objerts The provision of a wllage hall for the use of the inhabitants of the Parish of East Dean and Friston. Addllional Inforniation The Hall was built and equipped using funds provided by East Deon and Frbston Parish Council. the East Dean and Frlston Fundraising Trust and with National Lottery and other grants. The Trust meets the c05t of insuring the Hall and its contents and of providin8 Trustee Indernnity cover. Management Commlttee and Tnee5 The following Trustees held office during the year ended 31 March 2024: Willlam Hallett - Choirman Vivienne Lester- Honorary Secretory - Resigned26 March 2024 Martyn Fletcher - Honorory Treosurer Stephanie Jane Carter Tony Deadman Paul Seeley Jo Taylor Michael Delaney- Re5igned28June2023 Lesley D'urso The members of the management committee are either appointed by the organisation nominating them or elected annually by the cornfflunty. Elected members are indicated by an asterisk {')- Trustee lor the Chaiity Under the Trust Deed, the East Dean and Friston Parish Council holds the legal, leasehold title to the Hall as Custodian Trustee on behalf of the Charity. Prfnclpal Address Village Hall Village Green Lane East Dean Eastbourne, BN20 ODR Independent Examlner J R Caladine FCCA CTA FCIE Caladine Limited Chantry House, 22 Upperton Road, Eastboume, BN21 IBF Reglstered tharfty number 1077992 Bankers Fund managers CCLA Investment Management Limited One Angel Lane, London, EC4R 3AB Barclay5 Bank pk Market Street. Hailsham, BN27 2AB Page 3
East Dean and Friston Village Hall Trust Annual Revlew for the year ended 31 March 2024 The Trustees present their Annual Report and Accounts for the year ended 31 March 2024. Chalrman's Report The Village Hall continues to operate effiaentty and to a high standard under the control of the Committee of Trustees, the Hall Manager and the Team Assistant. The Trustee5 met fomially on four occasions during the year to direct the operation of the Hall, review the financial position and consider future plans. Our Village Hall provides a wonderful space for whatever event you are planning. With two Halls of very different sizes. a modern kitchen and excellent parking facilities. we can accommodate most types of event. We are especially proud of our Communty Events. We have a small events team, headed up by two of our Trustees and supported by a large team of enthusiastic volunteers from the village. Thanks to them, monthty coffee momin85, aftemoon teas and village lunche5 are organised offerin8 home-made treats, warmth and company, and all are amazing value for moneyl The events team and volunteers also or8anise regular Film events, Quizzes and Bin80 evenings in addition to special events. Most include mea15 and a often completely sold out. a testimony to their popularityl Details of events are always available on our webstte or on the Willage Website in addition to fliers on the villa8e notice boards. Additional volunteers are always appreciated and if you are interested in getting involved either regularly or occasionally, please contact one of the Trustees. Local clubs and societies meet ularlY in the Hall and. in addition. our Hall Manager, fina. and her assistant John, are happy to discuss private events such as weddings, birthday celebrations and wakes to ensure that your special day is a 8reat success. For further details, please contact Tina at her email add5, tina@edfvillagehall.org. A5 a registered charty, the Willage Hall Trust has an obligation to the local community to make a positive contribution to the public 8ood. The objective of the Willage Hall Trust as written into its constitution, can be paraphrased as: ..to provide a Vllla8e Hall for the use of the inhabitants of the Parish of East Dean and Friston.. .without dlstinction of political, religious or other opinions.........for forms of recreation and leisu time ¢xcupation. with the objective of improving the conditions of life for those inhabitants.. . Through the many Clubs and Societies who use and support the Hall gUlarlY together with activities or8anised by our Community Events team the Trustees believe we achieve the Hall's objerttve and satisfy our obligations as a charity. In addition to its role as a community asset for marking landmark events. the Hall is also available for hire to host private parties and wedding receptions. with full infomation on our website at http:/Ivnw4.edfvillagehall.org.uk. The Hall was opened around 25 years ago- an agein8 facility that will require MO and more si8ntficant maintenance as time goes by. The Trustees are conscious of their duty to maintain and develop the Hall to the high standard the community deserves and this requires prudent financial stewardship to sustain the Hall for the long term. The challenge continues. Thank you for your ongoing support in meeting that challenge. Page 4
East Dean and Frlston Village Hall Trust Annual Revoew for the year ended 31 March 2024 Flnancial Performance The Financial statements are induded at Dalles 7 to 9. Whilst income from hall hire was slightly lower at £49.474 compared to £54,280 the previous year. total gr05s cash receipts, including community fundraising events and interest remained stable at £65,76512023.' £65.9961. A number of projects to maintain the fabric of the hall and urade fixtures were completed in the year. which together with inflationary pressures on the c05t of sernices and energy, increased overall expenditu to £67,426 from £55,553 in the previous year. Despite these increased cost pSSus. the Trustees restricted hire charge increases to well below inflation. As a result. the Trust generated a small deficit for the year of £1,661 12023.. surplu5 of £10,443). The Community Events team are to be congratulated for staging a range of activities including bingo, quizzes and films that were well received and enthusiastically supported. which together with regular tea and coffee momings made an excellent contribution of over £9,6CK) to the Trust's reser4es. Cash balances at the year*nd amounted to £102.29612023- £103.9571. It is the Trust's poliry to hold funds not immediately quIred. in an interest bearing deposit fund. The Trust operates a policrf of holding cash reserves generally no greater than annual 8ross expenditure, and whilst the Trust currently operates with cash reser4es Comfortab above this level, current high levels of inflation generate cost pressures for the future that requires a prudent approach to reserve management. The Trust is well positioned to sustain its objectives over the long temi. There is. however an increased likelihood of cash deficits over the coming years as the costs of maintaining and investing in the fabric of the Hall increase. A wiew is undertaken annually taking account of the need to maintain the Hall to a high Standard. The repair and operation of the Hall is under constant review. The need to sustain the fabric of the building will inevttably require regular, incremental in¢aSeS in hire fees. Hire rates were frozen for the 2022123 year, despite inflationary pressure on energy and overhead costs. Whilst a modest annual increase was required in 2023124 the pricing structure continues to subsidise local organisations at below cost rates. The Trustees have not identified any uninsured major risks to whith the Charity is exposed. Public Benefft As a Charitable Trust, the Trustees have an obligation to the local community to provide a public benefit, the 5UStainable delivery of which fom)s a key objective in their stewardship and management of the Hall. The Trustees maintain the Hall to an excellent standard, and aim to provide affordable hire rates to users of the Hall, whilst carefully monitoring and controlling operating and maintenance costs to ensu cash reserves remain adequate. The Trustees remain confident that they are compliant with their duty to provide public benefit in accordance with the guidance given by the Charity Commission. They continue to explore innovative ways of providing the required benefits. Acknowledgements My thanks to fina and John for the effioent operation of the Hall throughout the year, Thank you to all the Trustees who sepled during the year for their energetic support and unstintlng contribution to the delivery of another succe55ful year. And finally, my thanks to Vivienne Lester. who stood down in March after 9 years and whose wise counsel will be sorely missed. liam Hallett Lkl Chairman Dated: 25 June 2024 Page 5
East Dean and Friston Village Hall Trust Independent Examiner's Report to the Trustees of East Dean and Friston Vlllage Hall Tntst I report to the Members of the Management Committee on my examination of the accounts of East Dean and Friston Village Hall Trust for the year ended 31 March 2024. Re5ponslbllltles and basis of report As the trustees of the charity. you are reswnsible for the preparation of the accounts In accordance with the requirements of the Charitie5 Art 2011 (the 2011 Act). l port in respect of my examination of the charity's accounts carried out under sectlon 145 of the 2011 Act. In carrying Out my examination. I have followed all the applKable Dirertions gilpn by the Charlty Comrnlssion under section 145151 Ibl of the 2011 Art. My examination was carrled out in accordance wwth the general Directions grven 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 consldeTrtion of any unusual items or disc105ures 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 requlred in an audit and consequently no opinion is given as to whether the actounts present a *rue and fair vievl and the report Is limited to those matters set out in the next statement. Independent examinerfs ststement I have completed my examlnation. I confirm that no matters have come to my attention in connectlon with the examination 8ivin8 me cause to believe in any material respect: 11 attounting records were not kept In respect of the charity as required by sectlon 130 of the 2011 Act: or 2) the accounts do not accord with those records. I have no concerns and have come acros5 no other matters in connertion with the examination. to whith attention should be drawn in this report, in order to enable a proper under5tsnding of the accounts to be reached. J R Caladlne FCCA CTA FCIE Caladine Llmlted Chantry House. 22 Upperton Road. Eastbourne. BN21 IBF Dated: I 7/ LQLI P4ge 6
East Dean and Friston Willage Hall Trust Receipts and Payments Account for the year ended 31 March 2024 2024 2023 Income Hall hire 49.474 663 $4,280 775 Donations received, including gift aid Interest from funds on deposlt 4,063 54,200 1.377 56.432 Communty fundraising events Income Government Grants - Covid Job Retention Scheme Govemment Grants - Covid Support Total Income 11.565 9.564 65,765 65,996 Expendlture Staff costs 17.672 432 16.746 394 Pension contributions 18.104 17.140 Premises and fadlltles Rent 375 Rate5 758 717 Utilities 12.495 5,932 731 10,518 5.427 Cleaning Garden and landscaping Equipment Expensed Repairs and maintenance 1.121 19.857 446 11,702 Administratlon Printin& postsge and stationery Licences and subscriptions Insurance 525 97 1,438 1.601 1.602 478 L505 1.2 926 Independent examination & other profe55ional fees Website Charitable donatlons made Sundry 410 322 4528 Total expenditure, exdudlnz funtraislTrd 65.482 51.701 Community fundraislng events expenditure 3.852 Totsl exPendIre 67.426 55,553 Cash {deficit)Isurplus for the ar (1.6611 10,443 Openin8 Cash Balances l *>ril 103857 Closing Cash Balances 31 M¥th 102296 103 957 Page 7
East Dean and Friston Village Hall Trust Statement of Assets and Liabilities at 31 March 2024 2024 2023 Notes Cash Funds CCLA interest bearing Money Market fund Barclays Cash in hand 87,197 15,099 83,154 20,803 As per Receipts and Payments Account 102,296 103,957 2024 2023 Other Current Assets and Liabilities Debtors and prepayments Stock Creditors and accruals Donation in 2015 held for future maintenance 3,902 70 {10,540) {5,434) 2,042 (12,(kNJ (5,434) Net Current Liabilities 112.002) (15,396) The decrease in net cUrnt liabilities shown above of £3,394 {2023.' increase of £3,330) is shown for information only and is not included in the receipts and payments account. 2024 2023 Assets retained for the Charity's own use Leasehold land and buildinES at cost Net book value on depreciated cost basis 458,445 366,892 458,445 370,560 Fvrniture, fixtures and fittings at cost Net book value on depreciated cost basis 63,138 2,148 63,138 2,528 The net book values above are stated on the basis that the village hall and the land on which it stands are written off on a straight line basis over 125 years, being the period of the leasehold interest and that furniture, fixtures and fittings are written off over their anticipated useful life on the reducing balance basis, unless such assets have previously been expensed. The financial statements on pages 7- 9 were approved bythe Trustees on 25June 2024 and signed on their alf bv: William Hallett- Trustee Martyn Fletcher- n Treasurer Pase 8
East Dean and Friston Willage Hall Tn Notes to the Accounts for the year ended 31 March 2024 l. Basi5 IrfAKounting a) In accordante with Charity Commission ReEulations, the Trust is rt required to prepare accounts on the Actruals Attountin8 basis as the Trusvs gr05$ income fa115 below the minimum level required. These accounts have therefore been prepared on the Receipts and Payments basis. Thi5 method of reporting tskes account of the movement in cash balances onty and doe5 not include changes to other net current a55ets and IFabilitie5 which would otherwise have a material impact on the financial results. In viewing the accounts due attention shwld therefore be given tothe worknng capitsl analysis shown on page 8. bl Cash recelved in respect ol hall hires. indudire advan and refundable depjsits, is recogntsed a5 Hall Hire fteipts when the cash Is received. c) Recelpts and payments In respeLI of communlty events are recognised in the accTrtS when the cash is received or paid. d) Other payments are reco8ni5ed in the accounts when payment is made. el Grants aPled for. donatlons and legacies. aThJ any Income Tax refunds on deeds of covenant and Eift aid donations are recognised in the accounts when received. 2. Invement policy and objerti¥es The Trust ha5 no long term investments. Cash balances are held in money-market arKI deposlt accounts. 3. Credltors and attruais 2024 Amounts received In advance for future events Actruals 5.931 5.284 10,540 12,Ll 4. Donation in 2015 held for fvre maifitenan 2023 Original dOnatn brought fopmard Applied in year 5,434 5,434 Donation carried forward 5.434 5.434 S. Trustees During the year emled 31 March 2024 there We no transactions with related partie512023: nor1. None of the Trustees recelved any remuneratlon fortheir seNices to the Trust duringthe year. {2023= Nill. Induded within the Receipts and Payments aCcnt on page 7 a vari($ paents totalling £2.099 made durlng the course ofthe year ended 31 March 2024 to 4 Trustees 12023: £2,287 to 6 Trustees) as reimbursement of expendrture wholfy and necessarlly Incurred in running of the hall or supporting fundraisire events. 2024 Premises a1 facilwtie5 Administration Community fundraising events expeTrJiture 283 1,407 1.769 2287 Page 9