The Cross Barn Palace Gate Farm, Odiham ## **Report of the Trustees and** **Unaudited Financial Statements For The Year Ended 31 March 2021** **for** ## **The Cross Barn Odiham** www.thecrossbarn.org.uk | 01256 701803 | enquiries@thecrossbarn.org.uk 1 Registered Charity No: 1103998 Registered in England as a Company Limited by Guarantee 05085704 Limited Company No: 2 ## **The Cross Barn Odiham** Contents of the Financial Statements for the year ended 31 March 2021 ||Page| |---|---| |Report of the Trustees|3| |Independent Examiner’s Report|7| |Statement of Financial Activities|8| |Balance Sheet|9| |Notes to the Financial Statements|10| |Detailed Statement of Financial Activities|13| ## **The Cross Barn Odiham Report of the Trustees for the Year Ended 31 March 2021** The Trustees, who are also directors of the charity for the purposes of the Companies Act 2006, present their report with the financial statements of the charity for the year ended 31 March 2021. The Trustees have adopted the provisions of the Charities Statement of Recommended Practice 2015 (FRS 102). ## **REFERENCE AND ADMINISTRATIVE DETAILS** ## **Registered Company number** 05085704 (England and Wales) ## **Registered office** The Cross Barn Odiham Palace Gate Farm Odiham Hook Hampshir e RG29 1JX ## **Hon Treasurer** J F Macdiarmid ## **Independent Examiner** M R Marchant 2 Farm Cottages Palace Gate Farm Odiham Hook, Hampshire RG29 1JX **Registered Charity number** 1103998 ## **Trustees** I Green - Chairman R L T Jones M K Drayton P S Twineham R E Jury K W Crookes H J Swalheim R Baker J F Macdiarmid R Coleman **Bankers** Lloyds Bank plc 174 Fleet Road Fleet Hampshire GU51 4DD ## **STRUCTURE, GOVERNANCE AND MANAGEMENT Governing document** The charity is controlled by its governing document, a deed of trust dated 26th March 2004, and constitutes a company limited by guarantee. ## **Objects, aims and activities** Operating as a charitable company limited by guarantee, the Trustees are responsible for the management of premises owned by Hart District Council known as the Cross Barn Odiham. The objects of Cross Barn Odiham are “to promote for the benefit of the inhabitants of the Parish of Odiham and the surrounding area, the provision of facilities for recreation or other leisure time occupation of individuals who have need of such facilities by reason of their youth, age, infirmity or disablement, financial hardship or social and economic circumstances, or for the public at large in the interests of social welfare, and with the object of improving the condition of life of the said inhabitants.” ## **Organisational structure** The Board of Trustees met monthly as The Cross Barn Management Committee. The Events group is a sub-committee of the main Board and meets as required ## **Recruitment, appointment, induction and training of trustees** In accordance with the Trust Deed one third of the Trustees must retire by rotation at each Annual General Meeting and, being willing, will offer themselves for re-election. M K Drayton, I Green and H J Swalheim will retire at the forthcoming AGM and, being eligible, will offer themselves for re-election. R L T Jones will also seek re-election, having exceeded the maximum term of office of 9 years. R Coleman was appointed as a Trustee at a meeting on 15th October 2020. All new Trustees are appointed on the basis that they have enough knowledge and experience to understand the nature of the charity, to manage their duties responsibly and to further the charity’s objectives and aims. Trustees attend training sessions as appropriate ## **Related parties** The charity manages the Barn with the agreement of Hart District Council, owners of the property. ## **Risk management** The Board of Trustees periodically reviews the major risks to which the charity is exposed and has ensured that systems are adequate to mitigate those risks. The charity has both Public and Employer's Liability Insurance and Charity Trustee Insurance cover. A premises licence has been granted by Hart District Council. ## **Governance** In March 2018 the Board reflected on the recommendations of the new Charity Governance Code. The Board are satisfied that they operate within best practice guidelines ## **ACHIEVEMENTS AND PERFORMANCE** In June 2017, the Trustees launched Barn 500, which sets out the projects to be undertaken over the next few years to ensure the Barn can celebrate its 500[th] anniversary in style in 2032. Having completed the upgrade of the washroom facilities in Spring 2018, the Trustees worked with LEADER, Hampshire County Council and Hart District Council to secure grants, which together with the final Barn 500 donations and support from the Friends, enabled the kitchen to be significantly upgraded in the Summer of 2019. A substantial upgrade to the audio-visual equipment to support the programme of cinema and screened events was made in the summer of 2020. We received a grant from LEADER, Hampshire County Council to support this investment. **Significant activities** The Barn, when opened post pandemic, will continue to be the home of U3A Odiham. Other major regular users will include the Hart Male Voice Choir, an art group, dance and exercise classes and the Two Fold Trust. A significant number of bookings from individuals and groups to hire the Barn for their special occasion are continuing to be made in anticipation of lockdown restrictions being lifted. The Cross Barn management committee maintains its good working relationship with Hart District Council, particularly with regard to improving the fabric of the premises. In April 2015 Hart DC formally granted a 20 year lease of the building to the Cross Barn management committee. This recognises the commitment that each party has to the building and facilities, and protects the community’s investment in its infrastructure. Throughout the year the Barn was maintained as a “Covid Secure Building” which attracted business in closure; Polling Station and NHS/RMS immunisation centre. The Trustees and the Events Group continued to meet through Zoom A part time bookkeeper was appointed by the charity on 1[st ] April 2020. The manager and cleaners are self-employed. In addition, the Barn relies heavily on the Trustees and other volunteers to conduct its day to day activities and deliver its programme of events. ## **Plans for the Future** The Barn reopened it’s doors in May following the restricted use allowed by the Government guidelines, and continued to welcome it’s customers back as soon as lockdown restrictions were eased. We plan to start a full schedule of events, assuming no further restrictions, after the summer break, in September. With improved audio-visual capabilities, including a high quality roof beam mounted camera, Zoom capabilities and new cinema quality projectors we will be offer the community an enhanced service allowing hirers to the maintain remote links developed during the COVID crisis. 2021/2 will be a year of recovery and consolidation to ensure we are able to bring our finances back in good order, before resuming our Barn500 program of enhancements to the Barn to enhance it’s community value and service. ## **FINANCIAL REVIEW Financial Results** The Barn apart from a limited number of activities was closed during the year. As a result earnings from activities in the Barn fell from £46829 to £2496 in the current financial year and operational expenditure, excluding depreciation, was £20557 a reduction of £22515. Cleaning was carried on throughout the year, which was necessary in order to secure the Barn’s status as a Covid secure venue. Despite this operational loss, the Barn benefited from substantial grants from the Government, via Hart District Council, in the form of sustainability and re-start grants for the months that we were forced to be closed. The combination of these funds and our reduced expenditure has resulted in a surplus of £2937 for the year. In addition, the Friends of the Barn have maintained their subscription, which is gratefully acknowledged. ## **Reserves policy** The contingency fund ensures that a significant amount of money is available to cover unforeseen adverse events and it currently stands at £15,000 Funds raised by the Friends are separately identified and may be used to support the Barn activities as agreed by the Trustees. Likewise, the Barn 500 reserves are separately identified having completed the major refurbishment of the washrooms and kitchen. The unrestricted fund represents the operational surpluses of running the Cross Barn and the minor operational capital expenditure. Transfers between the funds may be authorised by the Trustees as appropriate ## **RESPONSIBILITIES OF THE TRUSTEES** The Trustees (who are also the Directors of the Company for the purpose of Company Law) are responsible for preparing the Trustees’ Annual Report and the financial statements in accordance with applicable law and the United Kingdom Accounting Standards (UK GAAP). Company law requires the Trustees to prepare financial statements for each financial year which give a true and fair view of the state of affairs of the Charity and of the incoming resources and application of resources including the income and expenditure of the Charity for that year. In preparing these financial statements, the Trustees are required to: - Select suitable accounting policies and then apply them consistently - Observe the methods and principles in the Charities SORP (FRS102) - Make judgements and estimates that are reasonable and prudent - State whether applicable UK accounting standards have been followed, subject to any material departures and explained in the financial statements - Prepare the financial statement on the going concern basis unless it is inappropriate to presume that the charitable company will continue in operation The Trustees are responsible for keeping proper accounting records which disclose with reasonable accuracy at any time the financial position of the Charity and enable them to ensure that the financial statements comply with the Companies Act 2006. The Trustees are also responsible for safeguarding the assets of the Charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities. In so far as the Trustees are aware: - There is no relevant information of which the independent examiner is unaware, and - The Trustees have taken all steps that they ought to have taken to make themselves aware of relevant information and to establish that the independent examiner is aware of that information ## **INDEPENDENT EXAMINER** M R Marchant has been appointed to act as independent examiner as the Charity does not require an audit. ## **SMALL COMPANY PROVISIONS** This report has been prepared in accordance with the special provisions for small companies under Part 15 of the Companies Act 2016. ## Registered Office Cross Barn Odiham, Palace Gate Farm, Odiham, Hook, Hampshire, RG29 1JX Signed by order of the Trustees lan Green, Approved by the Trustees, Dated ## **The Cross Barn Odiham Independent Examiner’s Report to the Trustees for the Year Ended 31 March 2021** I report on the accounts for the year ended 31 March 2021 set out on pages eight to eleven. ## **Respective responsibilities of trustees and examiner** The charity's trustees (who are also the directors for the purposes of company law) are responsible for the preparation of the accounts. The charity's trustees consider that an audit is not required for this year (under Section 144(2) of the Charities Act 2011 (the 2011 Act)) and that an independent examination is required. Having satisfied myself that the charity is not subject to audit under company law and is eligible for independent examination, it is my responsibility to: - examine the accounts under Section 43 of the 1993 Act, - to follow the procedures laid down in the General Directions given by the Charity Commission under section 145 (5)(b) of the 2011 Act, and - to state whether particular matters have come to my attention. ## **Basis of the independent examiner's report** My examination was carried out in accordance with the General Directions given 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 consideration of any unusual items or disclosures 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 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 statements below. ## **Independent examiner's statement** In connection with my examination, no matter has come to my attention: - (1)which gives me reasonable cause to believe that, in any material respect, the requirements - to keep accounting records in accordance with Section 396 of the Companies Act 2006; and - to prepare accounts which accord with the accounting records, comply with the accounting requirements of Sections 396 of the Companies Act 2006 and with the methods and principles of the Statement of Recommended Practice: Accounting and Reporting by Charities have not been met; or - (2) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached. M R Marchant 2 Farm Cottages Palace Gate Farm Odiham, Hook M R Marchant – Independent Examiner Hampshire, RG29 IJX Date . ## **The Cross Barn Odiham** ## **Statement of Financial Activities for the Year Ended 31st March 2021** ||Unrestricted Restricted Funds Total Funds|Unrestricted Restricted Funds Total Funds|Unrestricted Restricted Funds Total Funds|Unrestricted Restricted Funds Total Funds|Unrestricted Restricted Funds Total Funds|Unrestricted Restricted Funds|Unrestricted Restricted Funds|Unrestricted Restricted Funds|Unrestricted Restricted Funds|Unrestricted Restricted Funds| |---|---|---|---|---|---|---|---|---|---|---| |||Total Funds Funds|||Friends Barn|||500|31.03.21|| ||||Funds||Friends Barn|||500 31.03.20||| ||Notes|£|£|£|£|£||£|£|£| |**INCOMING RESOURCES**||||||||||| |**Incoming resources from**|**generated funds**|||||||||| |Voluntary income|2|27,003|0|2,950|29,953|350||0|30,75|31,101| ||||||||||1|| |Activities for generating|3|2,496|3,391|211|6,098|46,829|7,167||2,113|56,109| |funds||||||||||| |Investment income|4|18|0|0|18|21||0|0|21| |**Total incoming resources**||29,517|3,391|3,161|36,069|47,200|7,167||32,86|87,231| ||||||||||4|| |**RESOURCES EXPENDED**||||||||||| |**Cost of generating funds**||26,580|1,400|4,020|32,000|46,211|4,225||3,542|53,978| |**NET INCOMING**|5|2,937|1,991|-859|4,069|989|2,942||29,32|33,253| |**RESOURCES**|||||||||2|| |Transfers between Funds||6,000|-|||0||(-|2,979|0| ||||6,000||||2979)|||| |**Total funds brought**||50,788|13,47|63,37|127,645|49,799|13,51||31,07|94,392| |**forward**|||8|9||||5|8|| |**TOTA LFUNDS CARRIED**||59,788|9,469|62,52|131,714|50,788||13,478
63,379||| |**FORWARD**||||0||127,645||||| The notes form part of these financial statements **The Cross Barn Odiham Balance Sheet at 31st March 2021** Total Total Funds Funds Notes 31.03.202 31.03.20 1 £ £ **FIXED ASSETS** Tangible assets 8 101,933 91,471 **CURRENT ASSETS** Debtors: amounts falling due within one year9 535 1,004 Cash at bank and in hand 30,908 38,638 31,443 39,642 |**CREDITORS**
Amounts falling due within one year
10
**NET CURRENT ASSETS**
**TOTAL NET ASSETS**
**FUNDS**
11
Unrestricted funds
Restricted funds
**TOTAL FUNDS**
Signed on behalf of the
Trustees Ian Green,
Chairman
Dated|(1,662)
29,781
131,714
44,726
86,988
131,714||(3,468)
36,174
127,645| |---|---|---|---| ||||| ||||| ||||35,788
91,857
127,645| ||||| The notes form part of these financial statements **Notes to the Financial Statements for the Year Ended 31 March 2021** ## **1. ACCOUNTING POLICIES** ## **Accounting convention** The financial statements have been prepared under the historical cost convention, and in accordance with the Charities SORP (FRS 102) and the Companies Act 2006 ## **Incoming resources** All incoming resources are included on the Statement of Financial Activities when the charity is legally entitled to the income and the amount can be quantified with reasonable accuracy. ## **Resources expended** 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. ## **Tangible fixed assets** Depreciation is provided at the following annual rates in order to write off each asset over its estimated useful life. Plant and machinery - 10% of cost, Electrical equipment – 20% of cost Assets associated with the structure of the building (store, doors, patio etc) – 5% of cost ## **Taxation** The charity is exempt from corporation 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 detailed notes to the financial statements. ## **The Cross Barn Odiham Notes to the Financial Statementscontinued for the Year Ended 31st March 2021** |**March**
**2021**|||||| |---|---|---|---|---|---| ||31.03.21||31.03.20||| ||£||£||| |**2VOLUNTARY INCOME**|||||| |Grants and Donations|29,953||31,101||| |**3ACTIVITIES FOR GENERATING FUNDS**|||||| |Barn 500|211||2113||| |Regular Lettings|1,770||17,255||| |One-Of Lettings|240||7,724||| |Film, theatre and other events|1,547||21,438||| |Fundraising|0||5,138||| |Friends subscriptions|2,330||2,441||| ||6,098||||| ||||56,109||| |**4INVESTMENT INCOME**|||||| |Interest|18||21||| |**5NET INCOMING/ OUTGOING RESOURCES**|||||| |Are stated after charging depreciation|4,069||33,253||| |**6TRUSTEES' REMUNERATION AND BENEFITS**|||||| |There were no trustees' remuneration, expenses|or other benefts for||the year ended||| |31 March 2021or for the year ended 31 March|2020.||||| ||31.03.2||31.03.2||| ||1||0||| |7**STAFF COSTS**|£||£||| |Ofce costs - manager and bookkeeper|6,495||10,029||| ||6,495||||| ||||10,029||| |8**TANGIBLE FIXED ASSETS**|||||| |Cost at 01/ 04/ 2020|||161,297||| |Additions|||21,573||| |Disposals|||0||| |Cost at 31/ 03/ 2021|||182,870||| |Depreciation at 01/ 04/ 2020|||69,826||| |Charge for year|||11,111||| |Disposals|||0||| |Depreciation at 31/ 03/ 2021|||80,937||| |Net Book Value as at 31/ 03/ 2021|||101,933||| |Net Book Value as at 31/ 03/ 2020|||91,471||| **The Cross Barn Odiham Notes to the Financial Statementscontinued for the Year Ended 31st March 2021** ## **Tangible fixed assets purchased in the year ended 31st March 2021** |AV Equipment and screen
PTZ Camera and microphones
Ofce Cupboards

Handrail
31.03.21
**9DEBTORS**
£
Trade debtors
535
**10**
**CREDITORS**
Trade Creditors
-6
Key and Cautionary deposits
596
Event deposits
1,076
1,666
**11**
**MOVEMEN**
**T IN FUNDS**
Unrestricted
Restricted
Funds
Funds
General
£
Contingen
cy
£
Friends
£
Balance b/ f as at 1.4.20
35,788
15,000
13,478
Incoming resources
29,517
0
3,391
Transfers between funds
6,000
(6,000)
Resources expended
(26,580)
(1,400)
**Balance c/ f as at 31.3.21**
44,725
15,000
9,469
**12**
**FUNDS**
**REPRESENTED BY**
Unrestricted
Restricted
Funds
Funds
General
£
Contingen
cy
£
Friends
£|AV Equipment and screen
PTZ Camera and microphones
Ofce Cupboards

Handrail
31.03.21
**9DEBTORS**
£
Trade debtors
535
**10**
**CREDITORS**
Trade Creditors
-6
Key and Cautionary deposits
596
Event deposits
1,076
1,666
**11**
**MOVEMEN**
**T IN FUNDS**
Unrestricted
Restricted
Funds
Funds
General
£
Contingen
cy
£
Friends
£
Balance b/ f as at 1.4.20
35,788
15,000
13,478
Incoming resources
29,517
0
3,391
Transfers between funds
6,000
(6,000)
Resources expended
(26,580)
(1,400)
**Balance c/ f as at 31.3.21**
44,725
15,000
9,469
**12**
**FUNDS**
**REPRESENTED BY**
Unrestricted
Restricted
Funds
Funds
General
£
Contingen
cy
£
Friends
£||£
18,450
2,503
434
186
21,573
31.03.20
£
1,004
1,799
395
1,274
3,468
Total
Funds
Barn
500
£
£
63,379
127,645
3,161
36,069
0
(4,020)
32,000
62,520
131,714
Total
Funds
Barn
500
£
£| |---|---|---|---| ||44,725
15,000
9,469
**FUNDS**
Restricted
Funds
Funds
General
£
Contingen
cy
£
Friends
£||| |Fixed assets
Creditors/ debtors
Cash|33,417
0
6,762
61,754
101,933
-1,512
0
385
0
-1,127
12,821
15,000
2,321
766
30,908| |---|---| ||44,726
15,000
9,468
62,520
131,714| ## **The Cross Barn Odiham Detailed Statement of Financial Activities for the Year Ended 31st March 2021** Unrestricted Restricted Funds 31.03.21 Unrestricted Restricted 31.03.20 Funds |**INCOMING RESOURCES**
Fund
s
£
Friend
s
£
Barn
500
£
Total
£
**Voluntary income**
Grants
27,00
3
2,950 29,953
**Activities for generating**
**funds**
Barn 500
211
211
Regular Lettings
1,770
1,770
One-of Lettings
240
240
Film, screened & other
event
486
1061
1,547
Fundraising
0
Friends subscriptions
2,330
2,330
2,496
3,391
211
6,098
**Investment income**
Deposit account interest
18
18
**Total incoming resources 29,51**
**7**
**3,391**
**3,161**
**36,06**
**8**
**RESOURCES EXPENDED**
**Costs of generating voluntary income**
Wages& related costs
6,495
6,495
Rates and water
78
78
Insurance
967
967
Light and heat
2,961
2,961
Waste
376
376
Telephone
531
531
Postage, stationery,
sundries
1,326
1,326
Bld. Repairs &
maintenance
1,116
1,116
Advertising, fees&
licences
468
468
Cleaning and supplies
6,154
6,154
Film, screened & other
event
85
332
417
Friends expenses
0
Marketing
0
0
Loss on sale of fxed
assets
0
0
Depreciation
6,023
1,068
4,020
11,11
1
**Total resources**
**expended**
26,580
1,400
4,020
31,99
9
**Net income**
2,937
1,991
(859)
4,06
9|Funds
£
Friend
s
£
Barn
500
£
Total
£
350
30751
31,101
2,113
2,113
17,255
17,255
7,724
7,724
21,438
21,438
412
4,726
5,138
2,441
2,441| |---|---| ||46,829
7,167
2,113
56,109
20
20| ||**47,199**
**7,167 32,864**
**87,230**
17,259
17,259
495
495
950
950
4,713
4,713
1,194
1,194
408
408
511
511
2,999
2,999
1,155
1,155
763
763
11,999
11,999
3,15
7
3,157
627
627
0
0
3,139
1,06
8
3,54
2
7,749| ||46,211
4,22
5
3,54
2
53,979| ||989
2,942
29,322
33,25
1| This page does not form part of the statutory financial statements