2023-12-31-accounts

REGISTERED CHARITY NUMBER: 1093137

Report of the Trustees and

Unaudited Financial Statements

for the Year Ended 31 December 2023

for

Harmans Cross Village Hall

Ward Goodman 4 Cedar Park Cobham Road Ferndown Industrial Estate Wimbome Dorset BH21 7SF

Harmans Cross Village Hall

Contents of the Financial Statements for the Year Ended 31 December 2023

		Page
Report ofthe Trustees	1	to	4
Independent Examiner's Report		5
Statement of Financial Activities		6
Balance Sheet		7
NotestotheFinancialStatements	8	to	I7

Harmans Cross Village Hall

Report of the Trustees

for the Year Ended 31 December 2023

The trustees present their report with the financial statements of the charity for the year ended 31 December 2023. The trustees have adopted the provisions of Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic ofIreland (FRS 102) (effective 1 January 2019).

OBJECTIVES AND ACTIVITIES

Objectives and aims

The property and trust fund and its income shall be applied for the purposes of a Village Hall for the use of the inhabitants of those parts of the parishes of Worth Matravers, Langton Matravers and Corfe Castle that fall within the area of benefit without distinction of sex, sexual orientation, age, disability, nationality, race, politics, religion and other opinions. The Hall is used for meetings, lectures, classes, clubs and other forms of recreation and leisure time uses in the interests of social welfare and with the object of improving the conditions of life for the above inhabitants.

Public benefit

The trustees have had due regard to the Charity Commission guidance on public benefit.

ACHIEVEMENT AND PERFORMANCE

Charitable activities

The Trustees consider the Hall offers a first-class modern venue for use by private individuals, groups and all others from the locality and further afield. It is used for a wide range of activities from local regular groups, weddings and private hire. It has modern facilities and its location next to Harmans Cross Railway Station, which is part of the Swanage Railway, make it an attractive and sought-after venue due to its location, ease of access and parking. It is the only social meeting venue in Harmans Cross.

The Trustees balance the need to manage the Hall's finances with the need to ensure that the premises and grounds remain in excellent condition and offer a quatity facility for a wide range of activities for the local Community. The Trustees consider the Hall and Field have been maintained in this financial period to allow the Halli to be used for the activities as described above. Ongoing maintenance and repairs to preserve the structure and appearance of the Hall and Field/Playground have been carried out as and when required. There is a Syear projected Capital Expenditure budget to aid future investment strategy and cash flow requirements,

The major investment project in 2023 was the provision of a children's play area, which was achieved with the generous support of Worth Matravers PC and Perenco,UK Ltd.

The year's finances were bolstered by a very successful August Bank Holiday Fete. Over one hundred volunteers helped raise over £10,000. It was also a good year for weddings.

Page 1

Harmans Cross Village Hall

Report of the Trustees

for the Year Ended 31 December 2023

FINANCIAL REVIEW

Financial position

This report covers the financial period from Ist January 2023 to 31st December 2023. The hall continues to recover from the effects of the Covid pandemic which saw bookings and attendance at hall events greatly reduced. We are working to secure more revenue from bookings - particularly weddings, which give a much needed boost to our income but continue to support those regular bookings which provide a stable income base. We held our main fundraising event - the Annual Féte, in August. This was a social and financial success giving a net surplus of £11,795.

The Charity generated an accounting loss of £10,886 as shown in the Statement of Financial Activities on page 6 of the Report. It should be noted that the unrestricted fund shows a surplus of £764 which reflects more the trading position of the Charity with restricted expenditure relating solely to the depreciation charge recognised on the hall. Capital expenditure for this year was £2,626, being £1,596 for new speakers for the audio-visual system and £1,030 in respect of new tables.

General rental income is still the main source of hall income at £19,180. Weddings accounted for £12,486 of the income. Wedding income includes £700 deposits for 7 weddings booked for 2024. Movie Nights contributed £1,177 for the year. A successful Barn Dance added £783 (net) together with a Music Night (£478 net) and our regular Stalls in the Halls bringing in £736, These events were supplemented by bar income of £2,015 and interest of £2,619.

Costs are carefully monitored by the Committee and all areas of expenditure are assessed as to the necessity for the Trustees to maintain the standard of the premises and the service it provides for the Community, However, an aging hall brings with it unavoidable increased running and maintenance costs.

The Cash position at the 31st December 2023 was £102,587, up £16,014 from the previous year. The Trustees consider it prudent to keep reserves at least at £50,000 (see below), therefore we are currently well provisioned to these levels for ongoing repairs, maintenance, the planned capital improvement programme and letting cancellations so that the Hall can continue to meet its commitments and objectives to the Community. Free reserves, defined as unrestricted funds fess any unrestricted fixed asset balances, totalled £95,351 at the 31 December 2023 (2022: £83,484).

Reserves policy

The Trustees actively review the major risks which the Charity faces on a regular basis and publishes the written risk assessments in the Hall. The Trustees believe that the current reserves combined with regular reviews of the key financial income and expenditure ensure there are sufficient reserves in the event of any adverse and unexpected costs as experienced this year. The Reserves Policy, recently updated, aims for the Charity to hold a minimum of £50,000. We will continue to seek io develop alternative income streams to add to this stability. The Trustees are satisfied that during the period of this report there has been no impairment of the Hall premises and that the improvements introduced have already proved to be valued and will maintain and increase bookings.

Going concern

The Trustees consider the Charity to be a going concern at the period end.

Lettings have returned to normal levels and there are 7 weddings booked for 2024. The Trustees have reviewed the financial situation and consider that in 2024 the Charity will remain a going concern.

STRUCTURE, GOVERNANCE AND MANAGEMENT

Governing document

The Charity is governed by the Trust Deed dated Ist May 2002 (approved by order of the Charity Commission 25th July 2002 - Charity number 1093137).

Page 2

Harmans Cross Village Hall

Report of the Trustees for the Year Ended 31 December 2023

STRUCTURE, GOVERNANCE AND MANAGEMENT

Organisational structure

The structure consists of Trustees (up to twelve) with an Executive Group consisting of the Chairman, Treasurer and Secretary. The Committee of Trustees usually meets on a 6-8 weekly basis with a full agenda previously circulated. Any important issues between these meetings are dealt with via emai! communication or by the Executive Group meeting. Reports on all aspecis of ihe finances, maintenance of the building, lettings and use of the facilities are reviewed. The Committee reviews appropriate risk assessments, policies and other statements and demands on a regular basis. The Booking Secretary retired at the end of 2023 and a new Booking and Wedding Coordinator was appointed.

Recruitment, induction and training of new trustees

The Trustees work with the Booking Coordinator and with volunteers for the welcoming and familiarisation of new hirers. Use is made of standard instructions to show how to use equipment. The recruitment of suitable and enthusiastic Trustees/ Volunteers is ongoing. Trustees are recruited by local advertising and personal contact at relevant Hall meetings such as_ the AGM. New helpers are always welcome, and they are shown the procedures by initial observation and explanation. Induction is progressive and not onerous. Training sessions are run from time to time. All the Trustees are unpaid volunteers. A wide range of volunteers are used to help run our Annual August Bank Holiday Fete or any other special events that may be undertaken.

The Trustees remain fully advised in all matters relating to the safe and successful running of the Hall, its equipment and facilities.

REFERENCE AND ADMINISTRATIVE DETAILS

Registered Charity number 1093137

Principal address White Webs North Instow, Harmans Cross Dorset BH19 3DT

Trustees

Mts A. Clough - Chair Mr F Crawford Mr C Finch Mrs K Furlong - Secretary Mr D Hollister - (Co-opted) - resigned 16th August 2023 Mrs M Larthe - resigned 17th January 2023 Mr J McGovern Mr T Peacock Mr R Forgan - appointed 2nd December 2022 Mrs D Jeffery - Treasurer - appointed 15th November 2023 Worth Matravers Parish Council - Nominee Mr R Khanna.

Independent Examiner

Ward Goodman 4 Cedar Park Cobham Road Ferndown Industrial Estate Wimborme Dorset BH21 7SF

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Independent Examiner's Report to the Trustees of Harmans Cross Village Hall

Independent examiner's report to the trustees of Harmans Cross Village Hall

I report to the charity trustees on my examination of the accounts of Harmans Cross Village Hall (the Trust) for the year ended 3 December 2023.

Responsibilities and basis of report

As the charity trustees of the Trust you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’),

] report in respect of my examination of the Trust's accounts carried out under Section 145 of the Act and in carrying out my examination I have followed all applicable Directions given by the Charity Commission under Section 145(5)(b) of the Act.

Independent examiner's statement

I have completed my examination. I conftrm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:

1. accounting records were not kept in respect of the Trust as required by Section 130 of the Act; or 2. the accounts do not accord with those records; or

3, 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.

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

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Ward Goodman

4 Cedar Park

Cobham Road Ferndown Industrial Estate Wimbome Dorset BH21 7SF

Date: BNRBC 20H coc

Page 5

Harmans Cross Village Hall

Statement of Financial Activities for the Year Ended 31 December 2023

				2023	2022
		Unrestricted	Restricted	Total	Total
		fund	funds	funds	funds
	Notes	£	£	£	£
INCOMEAND ENDOWMENTS FROM
Donations and legacies	3	570	2,500	3,070	11,938
Other trading activities	4	61,509	-	61,509	51,732
Investment income	5	2,619	-	2,619	828
Total		64,698	2,500	67,198	64,498
EXPENDITURE ON
Raising funds		13,967	-	13,967	14,296
Charitable activities	6
VillageHall		49,967	14,150	64,117	54,445
Total		63,934	14,150	78,084	68,741
NETINCOME/EXPENDITURE)		764	(11,650)	(10,886)	(4,243)
RECONCILIATION OF FUNDS
Total funds brought forward		160,169	537,689	697,858	702,101
TOTALFUNDSCARRIEDFORWARD		160,933	526,039	686,972	697,858

The notes form part of these financia! statements

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Harmans Cross Village Hall

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Notes to the Financial Statements for the Year Ended 31 December 2023

1.

GENERAL INFORMATION

The charity is a public benefit entity and a registered charity in England and Wales and is unincorporated. The address ofthe principal office can be found on page 3 ofthese financial statements.

1. ACCOUNTING POLICIES

Basis of preparing the financial statements

The financial statements of the charity, which is a public benefit entity under FRS 102, have been prepared in accordance with the Charities SORP (FRS 102) ‘Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective 1 January 2019), Financial Reporting Standard 102 'The Financial Reporting Standard applicable in the UK and Republic of Ireland’ and the Charities Act 2011. The financial statements have been prepared under the historical cost convention.

Income

All income is recognised in the Statement of Financial Activities once the charity has entitlement to the finds, it is probable that the income will be received and the amount can be measured reliably.

The following specific policies are applied to particular categories of income:

Income from donations or grants is recognised when there is evidence of entitlement to the gift, receipt is probable and its amount can be measured reliably. Legacy income is recognised when receipt is probable and entitlement is established.

Income from donated goods is measured at the fair value of the goods unless this is impractical to measure reliably, in which case the value is derived from the cost to the donor or the estimated resale value. Donated facilities and services are recognised in the accounts when received if the value can be reliably measured. No amounts are included for the contribution of general volunteers.

Income from contracts for the supply of services is recognised with the delivery of the contracted service. This is classified as unrestricted funds unless there is a contractual requirement for it to be spent on a particular purpose and returned if unspent, in which case it may be regarded as restricted.

Government grants

Government grants shall be recognised in profit or loss on a systematic basis over the periods in which the entity recognises

as expenses the related costs for which the grants are intended to compensate.

Expenditure

Liabilities are recognised as expenditure as soon as there is a legal or constructive obligation committing the charity to that expenditure, it is probable that a transfer of economic benefits will be required in settlement and the amount of the obligation can be measured reliably. Expenditure is accounted for on an accruals basis and has been classified under headings that aggregate all cost related to the category. Where costs cannot be directly attributed to particular headings they have been allocated to activities on a basis consistent with the use of resources.

Expenditure includes any VAT which cannot be fully recovered, and is classified under headings of the statement of financial activities to which it relates:

Expenditure on raising funds includes the costs of all fundraising activities, events, noncharitable trading activities, and the sale of donated goods.

continued...

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Harmans Cross Village Hall

Notes to the Financial Statements - continued for the Year Ended 31 December 2023

2. ACCOUNTING POLICIES - continued

Expenditure

Expenditure on charitable activities includes all costs incurred by a charity in undertaking activities that further its charitable aims for the benefit of its beneficiaries, including those support costs and costs relating 1o the governance of the charity apportioned to charitable activities.

Other expenditure includes all expenditure that is neither related to raising funds for the charity nor part of its expenditure on charitable activities.

All costs are allocated to expenditure categories reflecting the use of the resource. Direct costs attributable to a single activity are allocated directly to that activity. Shared costs are apportioned between the activities they contribute to on a reasonable, justifiable and consistent basis.

Tangible fixed assets

Depreciation is provided at the following annual rates in order to write off each asset over its estimated useful life.

Freehold property - 2% on cost Fixtures and fittings - 25% on cost

Stocks

Stocks are measured at the lower of cost and estimated selling price less costs to complete and sell. Cost includes all costs of purchase, costs of conversion and other costs incurred in bringing the stock to its present location and condition. Stock is measured on a First in - First out basis.

Taxation

The charity is exempt from tax on its charitable activities.

Fund accounting

Unrestricted funds can be used in accordance with the charitable objectives at the discretion of the trustees.

Restricted funds can only be used for particular restricted purposes within the objects of the charity. Restrictions arise when specified by the donor or when funds are raised for particular restricted purposes.

Further explanation of the nature and purpose of each fund is included in the notes to the financial statements.

Financial instruments

A financial asset or a financial liability is recognised only when the charity becomes a party to the contractual provisions of the instrument.

Basic financial instruments are initially recognised at the amount receivable or payable including any related transaction costs.

Current assets and current liabilities are subsequently measured at the cash or other consideration expected to be paid or received and not discounted.

Debtors

Trade and other debtors are recognised at the settlement amount due after any trade discount offered. Prepayments are valued at the amount prepaid net of any trade discounts due.

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2, ACCOUNTING POLICIES - continued

Harmans Cross Village Hall

Notes to the Financial Statements - continued

for the Year Ended 31 December 2023

Cash at Bank and in hand

Cash at bank and in hand includes cash and short term highly liquid investments with a short maturity of three months or less from the date of acquisition or opening of the deposit or similar account.

Creditors

Creditors are recognised where the charity has a present obligation resulling from a past event that will probably result in the transfer of funds to a third party and the amount due to settle the obligation can be measured or estimated reliably.

3.	DONATIONS AND LEGACIES
		2023	2022
		£	£
	Donations	3,070	115
	Grants	-	11,823
		3,070	11,938
	Grants received, included in the above, are as foilows:
		2023	2022
		£	£
	Dorset Council	-	11,823
4.	OTHER TRADING ACTIVITIES
		2023	2022
		£	£
	Residents club bar takings	4,389	3,107
	General rental	19,180	16,438
	Wedding rental	12,486	8,871
	Field day	20,697	19,521
	Music night	1,328	1,656
	Movie night	1,177	522
	Coffee morning	825	1,070
	Other trading income	136	547
	Barn dance income	1,291	-
		61,509	$1,732

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Harmans Cross Village Hall

Notes to the Financial Statements - continued for the Year Ended 31 December 2023

5.	INVESTMENT INCOME
			2023	2022
			£	£
	Depositaccount interest		2,619	828
6.	CHARITABLE ACTIVITIES COSTS
			Support
		Direct	costs(see
		Costs	note 7)	Totals
		£	£	£
	Village Hail	28,393	35,724	64,117
7.	SUPPORT COSTS
			Govemance
		Management	costs	Totals
		£	£	£
	Village Hall	5,873	29,851	35,724
	Accountancy and legal fees includes£1,680(2022 -£1,530) in independentexamination fees (inclusive			ofVAT).
	Supportcosts,includedintheabove,areasfollows:

Management

Management
	2023	2022
	Village	Total
	Hall	activities
	£	£
Booking Secretary	5,873	3,419
Governance costs
	2023	2022
	Village	Total
	Hall	activities
	£	£
Accountancy and legal fees	1,972	2,062
Depreciation oftangible fixed assets	27,879	27,307
	29,851	29,369

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Harmans Cross Village Hall

Notes to the Financial Statements - continued for the Year Ended 31 December 2023

8. TRUSTEES' REMUNERATION AND BENEFITS

There were no trustees’ remuneration or other benefits for the year ended 31 December 2023 nor for the year ended 31 December 2022, Please refer to Note 15 for transactions with related parties of trustees.

Trustees’ expenses

There were no trustees’ expenses paid for the year ended 31 December 2023 nor for the year ended 31 December 2022 other than as direct reimbursement of out of pocket charitable expenditure.

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9.

COMPARATIVES FOR THE STATEMENT	OF FINANCIAL ACTIVITIES
	Unrestricted	Restricted	Total
	fund	funds	funds
	£	£	£
INCOMEAND ENDOWMENTS FROM
Donations and legacies	2,782	9,156	11,938
Other trading activities	$1,732	-	$1,732
Investment income	828	-	828
Total	55,342	9,156	64,498
EXPENDITURE ON
Raising funds	14,296	-	14,296
Charitable activities
Village Hall	40,295	14,150	54,445
Total	54,591	14,150	68,741
NETINCOME/(EXPENDITURE) Transfers between funds	751 9,156	(4,994) (9,156)	(4,243) -
Netmovement in funds	9,907	(14,150)	(4,243)
RECONCILIATION OF FUNDS
Total funds brought forward	150,262	551,839	702,101
TOTALFUNDSCARRIEDFORWARD	160,169	537,689	697,858

This note shows the comparative movements for the year ended 31 December 2022.

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continued...

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Harmans Cross Village Hall

Notes to the Financial Statements - continued for the Year Ended 31 December 2023

TANGIBLE FIXED ASSETS
		Fixtures
	Freehold	and
	property	fittings	Totals
	£	£	£
COST
At 1 January 2023	759,273	91,781	851,054
Additions	-	2,626	2,626
At 31 December2023	759,273 eee	94,407 eens	853,680 ——
DEPRECIATION At I January2023 Charge foryear	178,244 15,186 —___—	58,436 12,693 —__—	236,680 27,879 —_—__
At31 December2023	193,430	71,129	264,559
NETBOOKVALUE At 31 December2023	565,843	23,278	589,121
At31December2022	581,029	33,345	614,374

	A iotal restricted net book value of £523,540 (2022: £537,689) is included within land and	A iotal restricted net book value of £523,540 (2022: £537,689) is included within land and	buildings.	‘This	is
	depreciated annually and acharge recognised through the statement offinancial activities.
11.	STOCKS
		2023	2022
		£		£
	Stocks	657		602
12.	DEBTORS:AMOUNTSFALLING DUEWITHINONEYEAR
		2023	2022
		£		£
	Trade debtors	18,713	17,769
	Other debtors	1,762		150
	Prepayments	1,136		253
		21,611	18,172

: Trade debtors includes rental hire for bookings that have not yet occurred in the financial year. Where this is the 7 case, the income has been deferred and this is shown as a liability in the notes of these financial statements.

continued...

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Harmans Cross Village Hall

Notes to the Financial Statements - continued for the Year Ended 31 December 2023

CREDITORS: AMOUNTS FALLING DUE WITHIN ONE YEAR

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||||||| |---|---|---|---|---|---| |2023|2022| |£|£| |Trade|creditors|4,487|317| |Other|creditors|1,410|1,410| |Accrued|expenses|2,490|2,882| |Rental|income|in|advance|18,617|17,254| |27,004|21,863|

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Rental income in advance is deferred income for room hire that has been invoiced for bookings due to take place after the year end.

MOVEMENT IN FUNDS

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|||||||||||| |---|---|---|---|---|---|---|---|---|---|---| |Net| |movement|At| |At|1.1.23|in|funds|31.12.23| |£|£|£| |Unrestricted|funds| |General|fund|160,169|764|160,933| |Restricted|funds| |Hall|537,689|(14,150)|523,539| |Play|area|-|2,500|2,500| |537,689|(11,650)|526,039| |TOTAL|FUNDS|697,858|(10,886)|686,972| |Net|movement|in|funds,|included|in|the|above|are|as|follows:| |Incoming|Resources|Movement| |resources|expended|in|funds| |£|£|£| |Unrestricted|funds| |General|fund|64,698|(63,934)|764| |Restricted|funds| |Hall|-|(14,150)|(14,150)| |Play|area|2,500|-|2,500| |2,500|(14,150)|(11,650)| |TOTAL FUNDS|67,198|(78,084)|(10,886)|

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continued...

14, MOVEMENT IN FUNDS - continued

Harmans Cross Village Hall

Notes to the Financial Statements - continued for the Year Ended 31 December 2023

Comparatives for movement in funds

		Net	Transfers
		movement	between	At
	At 1.1.22	in funds	funds	31.12.22
	£	£	£	£
Unrestricted funds
General fund	150,262	751	9,156	160,169
Restricted funds
Hall	551,839	(14,150)	-	537,689
Solar	-	9,156	(9,156)	-
	551,839	(4,994)	(9,156)	537,689
TOTALFUNDS	702,101	(4,243)	-	697,858

Comparative net movement in funds, included in the above are as follows:

	Incoming	Resources	Movement
	resources	expended	in funds
	£	£	£
Unrestricted funds
General fund	55,342	(54,591)	751
Restricted funds
Halt	-	(14,150)	(14,150)
Solar	9,156	-	9,156
	9,156	(14,150)	(4,994)
TOTALFUNDS	64,498	(68,741)	(4,243)

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continued...

Harmans Cross Village Hall

Notes to the Financial Statements - continued for the Year Ended 31 December 2023

14, MOVEMENT IN FUNDS - continued

A current year 12 months and prior year 12 months combined position is as follows:

		Net	Transfers
		movement	between	At
	At 1,1,22	in funds	funds	31.12.23
	£	£	£	£
Unrestricted funds
General fund	150,262	1,515	9,156	160,933
Restricted funds
Hall Solar	551,839 -	(28,300) 9,156	- (9,156)	523,539 -
Play area	-	2,500	-	2,500
	551,839	(16,644)	(9,156)	526,039
TOTALFUNDS	702,101	(15,129)	-	686,972

A current year 12 months and prior year 12 months combined net movement in funds, included in the above are as follows:

	Incoming	Resources	Movement
	resources	expended	in funds
	£	£	£
Unrestricted funds
General fund	120,040	(118,525)	1,515
Restricted funds
Hail	-	(28,300)	(28,300)
Solar	9,156	-	9,156
Play area	2,500	-	2,500
	11,656	(28,300)	(16,644)
TOTALFUNDS	131,696	(146,825)	(15,129)

Purposes of restricted funds

Hall - This fund relates to funding obtained for the renovation of the Harman's Cross Village Hall. The project has been completed and all restricted funds are now held as tangible fixed assets in the accounts.

Solar - restricted for the purchase and installation of Solar panels.

Play area - restricted for work on the outside play area.

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Harmans Cross Village Hall

Notes to the Financial Statements - continued for the Year Ended 31 December 2023

15. RELATED PARTY DISCLOSURES

David Hollister Accountants Ltd is a company controlled by David Hollister, a trustee. During the year, the company received £5,873 (2022: £3,419) for services provided as booking secretary to Harmans Cross Village Hall. At the year end £1,768 (2022 - £257) was still owed by the charity.

Worth Matravers Parish Council is a trustee of the charity. During the year the Parish Council donated amounts totalling ENil (2022 - £115) and contributed £524 (2022 - £372) in rental income for the charity. At the year end ENil (2022 - £65) was still owed to the charity.

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