The Cross Barn
Palace Gate Farm, Odiham
Report of the Trustees and
Unaudited Financial Statements for the Year Ended 31 March 2022
for
The Cross Barn Odiham
www.thecrossbarn.org.uk | 01256 701803 | enquiries@thecrossbarn.org.uk
Registered Charity No: 1103998 Registered in England as a Company Limited by Guarantee Limited Company No: 05085704
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The Cross Barn Odiham
Contents of the Financial Statements
for the year ended 31 March 2022
| Page | |
|---|---|
| Report of the Trustees | 3 |
| Independent Examiner’s Report | 8 |
| Statement of Financial Activities | 9 |
| Balance Sheet | 10 |
| Notes to the Financial Statements | 11 |
| Detailed Statement of Financial Activities | 14 |
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The Cross Barn Odiham
Report of the Trustees for the Year Ended 31 March 2022
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 2022. 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 Hampshire 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 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.”
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Organisational structure
The Board of Trustees meet 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. Roger Jones, Michael Drayton, Pauline Twineham and Bob Jury will seek re-election, having exceeded the maximum term of office of 9 years.
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
As we stated at the 2021 AGM, the Barn was back in business again, following the traumatic year before, and our focus has been to reconnecting with our many traditional hirers. However, it did take some time before people were really comfortable sharing the Barn with large groups, and it was not until this summer that our events have started to exceed half capacity.
Despite this, the Barn has seen a remarkable return to full occupancy, and has seen many new bookings, especially for weekends where it is exceeding 2019 as it meets what seems to be a pent-up demand to celebrate many lifetime events.
It has however been quiet in terms of major investments in the Barn itself, although maintenance has continued as normal.
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Significant activities
The Barn, has reopened with vigour, and continues to be a favourite with our local u3a, with an increasing number of bookings for their classes as their groups grow in size.
Our many other regular customers have now all returned, and we are pleased to welcome back, amongst others, the Hart Male Voice Choir, our Tuesday & Friday art groups, dance and exercise classes of course the Two-Fold Trust.
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.4
In 2021 Hart DC commissioned a quadrennial inspection of the fabric of the Barn, and although in good shape, for a 500-year-old building, some remedial work has been identified. I am pleased to say that Hart have approved this work, and an appropriate contractor is being sought to complete the work. The main items of concern are the gutters and internal and external brickwork pointing.
Our Events Committee strive to bring fresh films, theatre and concerts to the Barn.
During lockdown, when the Barn was closed, following their success with online Bingo on Zoom between November 2020 and February 2021, the Barn and Hart Male Voice Choir joined together to run two very successful concerts on Zoom in April 2021. Screenings in the Barn then restarted in the Autumn. Between September 2021 and March 2022 10 films and theatre productions were shown, with audiences averaging 50% of normal capacity as Client confidence (and film quality) gradually grew. The Trustees and the Events Committee continued to meet, initially through Zoom but then back in the Barn.
Client activities in the Barn are managed by Anna Roberts, but 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
Clearly our most important responsibilities for 2022 and beyond is to continue to provide a safe, secure and thrilling location for our many clients. We will continue to welcome our regular group, encourage families to celebrate with us, and strive to entertain the community with our events.
We are looking to enhance our facilities my making significant improvements to our terrace, to make it more available in spring and autumn by installing umbrellas and additional seating, although making it all weather could take up a little longer.
We are also in discussion with Hart DC about some more significant work to improve the approach to the Barn, and we are appointing an architect to draw up plans for our next phase of Barn500. This is focused on improving access, especially for disabled and emergency use, and creating a more appropriate frontage for such a special building. More
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on this next year.
FNANCIAL REVIEW
Financial Results
The Barn was open for part of the time during the year. As a result earnings from activities in the Barn rose from £2496 to £29288 in the current financial year and operational expenditure, excluding depreciation, was £40679 an increase of £20122.
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 again 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 increased activities has resulted in a marginal loss of £62. 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
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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:
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Select suitable accounting policies and then apply them consistently
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Observe the methods and principles in the Charities SORP (FRS102)
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Make judgements and estimates that are reasonable and prudent
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State whether applicable UK accounting standards have been followed, subject to any material departures and explained in the financial statements
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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:
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There is no relevant information of which the independent examiner is unaware, and
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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
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Ian Green, Approved by the Trustees, Dated 15th September 2022
The Cross Barn Odiham
Independent Examiner’s Report to the Trustees for the Year Ended 31 March 2022 I report on the accounts for the year ended 31 March 2022 set out on pages nine to fourteen
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:
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examine the accounts under Section 43 of the 1993 Act,
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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
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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:
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(1) which gives me reasonable cause to believe that, in any material respect, the requirements
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to keep accounting records in accordance with Section 396 of the Companies Act 2006; and
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to prepare accounts which accord with the accounting records, comply with the accounting requirements of Section 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
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(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 Hampshire, RG29 1JX
M R Marchant – Independent Examiner Date: 15[th] September 2022
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THE CROSS BARN ODIHAM STATEMENT OF FINANCIAL ACTIVITIES YEAR ENDED 31 MARCH 2022
| Note INCOMING RESOURCES Incoming resources from generated Voluntary Income 2 Activities generating funds 3 Investment income 4 Total incoming resources RESOURCES EXPENDED Cost of generating funds NET INCOME/(EXPENDITURE) 5 Transfers between funds NET MOVEMENT IN FUNDS FUND BALANCES brought forward FUND BALANCES carried forward |
Unrestricted Total Unrestricted Total Funds Friends Barn500 2022 Funds Friends Barn 500 2021 £ £ £ £ £ £ £ £ funds 17,572 - - 17,572 27,003 - 2,950 29,953 29,228 2,341 211 31,780 2,496 3,391 211 6,098 6 - - 6 18 - - 18 46,806 2,341 211 49,358 29,517 3,391 3,161 36,069 46,868 1,068 4,020 51,956 26,580 1,400 4,020 32,000 (62) 1,273 (3,809) (2,598) 2,937 1,991 (859) 4,069 - - - - 6,000 6,000) ( - (62) 1,273 (3,809) (2,598) 8,937 (4,009) (859) 4,069 59,725 9,469 62,520 131,714 50,788 13,478 63,379 127,645 59,663 £ 10,742 £ 58,711 £ 129,116 £ 59,725 £ 9,469 £ 62,520 £ 131,714 £ Restricted Funds Restricted Funds |
|---|---|
The notes form part of these financial statements
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THE CROSS BARN ODIHAM
BALANCE SHEET as at 31 MARCH 2022
| Note Fixed assets Tangible fixed assets 8 Current assets Debtors 9 Cash at bank and in hand Current liabilities Creditors due within 10 one year Net current assets / (liabilities) Total assets less current liabilities Funds 11 Unrestricted funds Restricted funds Total funds |
£ £ £ £ 91,740 101,933 2,500 535 38,466 30,908 40,966 31,443 (3,590) (1,662) 37,376 29,781 129,116 £ 131,714 £ 59,663 59,725 69,453 71,989 129,116 £ 131,714 £ 2022 2021 |
|---|---|
The notes form part of these financial statements
Signed on behalf of the Trustees by
Ian Green, Chairman
15[th] September 2022
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CROSS BARN ODIHAM Notes to the Financial Statement for the year ended 31 March 2022
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.
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THE CROSS BARN ODIHAM NOTES TO THE FINANCIAL STATEMENTS YEAR ENDED 31 MARCH 2022
| THE CROSS BARN ODIHAM NOTES TO THE FINANCIAL STATEMENTS YEAR ENDED 31 MARCH 2022 |
||
|---|---|---|
| 2022 2021 2 VOLUNTARY INCOME Grants and Donations 17,572 £ 29,953 £ 3 ACTIVITIES FOR GENERATING FUNDS £ £ Barn 500 211 211 Regular Lettings 13,405 1,770 One-off Lettings 8,547 240 Film, theatre and other events 7,276 1,547 Fundraising - - Friends subscriptions 2,341 2,330 31,780 £ 6,098 £ 4 INVESTMENT INCOME Interest 6 £ 18 £ 5 NET INCOME/EXPENDITURE Is stated after charging: Depreciation 11,277 £ 11,111 £ 6 TRUSTEES REMUNERATION AND BENEFITRS 7 STAFF COSTS Office costs - manager and bookkeeper 13,278 £ 6,495 £ 8 TANGIBLE FIXED ASSETS £ COST as at 1st April 2021 182,870 Additions 1,084 Disposals - Cost as at 31st March 2022 183,954 £ DEPRECIATION as at 1st April 2021 80,937 Additions 11,277 Disposals - Depreciation as at 31st March 2022 92,214 £ NET BOOK VALUE as at 31st March 2022 91,740 £ NET BOOK VALUE as at 31st March 2021 101,933 £ There were no trustees remuneration , expenses or other benefits for the year ended 31 March 2022 or for the year 31 March 2021 |
2022 2021 17,572 £ 29,953 £ |
|
| £ £ 211 211 13,405 1,770 8,547 240 7,276 1,547 - - 2,341 2,330 |
||
| 31,780 £ 6,098 £ |
||
| 6 £ 18 £ |
||
| 11,277 £ 11,111 £ |
||
| £ 182,870 1,084 - |
||
| 183,954 £ |
||
| 80,937 11,277 - |
||
| 92,214 £ |
||
| 91,740 £ |
||
| 101,933 £ |
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THE CROSS BARN ODIHAM NOTES TO THE FINANCIAL STATEMENTS YEAR ENDED 31 MARCH 2022
9 DEBTORS
| Trade debtors 10 CREDITORS DUE WITHIN ONE YEAR Trade creditors Key and cautionary deposits Accruals |
2,500 £ 535 £ |
|---|---|
| £ £ - 6) ( 1,155 596 2,435 1,076 |
|
| 3,590 £ 1,666 £ |
| 11 | MOVEMENT IN FUNDS | |||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Unrestricted | Restricted funds | Total | ||||||||||
| Funds | Contingency | Friends | Barn 500 | Funds | ||||||||
| £ | £ | £ | £ | £ | ||||||||
| Balance as at 1st April 2021 | 44,725 | 15,000 | 9,469 | 62,520 | 131,714 | |||||||
| Incoming resources | 46,806 | - | 2,341 | 211 | 49,358 | |||||||
| Transfers between funds | - | - | - | - | - | |||||||
| Resources expended | ( | 46,868) |
- | ( | 1,068) |
( | 4,020) |
( | 51,956) |
|||
| Balance as at 31st March 2022 | £ | 44,663 |
£ | 15,000 |
£ | 10,742 |
£ | 58,711 |
£ | 129,116 |
12 FUNDS REPRESENTED BY
| FUNDS REPRESENTED BY | |||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|
| Unrestricted | Restricted funds | Total | |||||||||
| Funds | Contingency | Friends | Barn 500 | Funds | |||||||
| £ | £ | £ | £ | £ | |||||||
| Tangible fixed assets | 28,312 | - | 5,694 | 57,734 | 91,740 | ||||||
| Net current assets | ( | 1,090) |
- | - | - | ( | 1,090) |
||||
| Cash | 17,441 | 15,000 | 5,048 | 977 | 38,466 | ||||||
| Total funds | £ | 44,663 |
£ | 15,000 |
£ | 10,742 |
£ | 58,711 |
£ | 129,116 |
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THE CROSS BARN ODIHAM
DETAILED STATEMENT OF FINANCIAL ACTIVITIES
YEAR ENDED 31st MARCH 2022
| YEAR ENDED 31st MARCH | 2022 | 2022 | ||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Unrestricted | Restricted | Funds | 31.3.22 | Unrestricted | Restricted | Funds | 31.3.21 | |||||
| Funds | Friends | Barn 500 | TOTAL | Funds | Friends | Barn 500 | TOTAL | |||||
| INCOME | £ | £ | £ | £ | £ | £ | £ | £ | ||||
| Voluntary Income | ||||||||||||
| Grants | 17,572 | 17,572 | 27,003 | 2,950 | 29,953 | |||||||
| Activities for generating funds | ||||||||||||
| Barn 500 | 211 | 211 | 211 | 211 | ||||||||
| Regular lettings | 13,405 | 13,405 | 1,770 | 1,770 | ||||||||
| One-off lettings | 8,547 | 8,547 | 240 | 240 | ||||||||
| Film and other events | 7,276 | 7,276 | 486 | 1,061 | 1,547 | |||||||
| Fundraising | - | - | ||||||||||
| Friends subscriptions | 2,341 | 2,341 | 2,330 | 2,330 | ||||||||
| 29,228 | 2,341 | 211 | 31,780 | 2,496 | 3,391 | 211 | 6,098 | |||||
| Investment income | ||||||||||||
| Deposit acct interest | 6 | 6 | 18 | 18 | ||||||||
| Totoal incoming resources | 46,806 | 2,341 | 211 | 49,358 | 29,517 | 3,391 | 3,161 | 36,069 | ||||
| RESOURCES EXPENDED | ||||||||||||
| Costs of generating voluntary income | ||||||||||||
| Wages & related costs | 13,278 | 13,278 | 6,495 | 6,495 | ||||||||
| Rates and water | 248 | 248 | 78 | 78 | ||||||||
| Insurance | 1,186 | 1,186 | 967 | 967 | ||||||||
| Light and heat | 3,036 | 3,036 | 2,961 | 2,961 | ||||||||
| Waste | 1,060 | 1,060 | 376 | 376 | ||||||||
| Telephone | 157 | 157 | 531 | 531 | ||||||||
| Post, stationery, sundries | 1,125 | 1,125 | 1,326 | 1,326 | ||||||||
| Repais & maintenance | 3,920 | 3,920 | 1,116 | 1,116 | ||||||||
| Advertising & licences | 1,281 | 1,281 | 468 | 468 | ||||||||
| Cleaning supplies | 9,026 | 9,026 | 6,154 | 6,154 | ||||||||
| Film and other events | 5,444 | 5,444 | 85 | 332 | 417 | |||||||
| Friends expenses | - | - | ||||||||||
| Marketing | 87 | 87 | - | |||||||||
| Office equipment | 831 | 831 | - | |||||||||
| Depreciation | 6,189 | 1,068 | 4,020 | 11,277 | 6,023 | 1,068 | 4,020 | 11,111 | ||||
| Total resources expended | 46,868 | 1,068 | 4,020 | 51,956 | 26,580 | 1,400 | 4,020 | 32,000 | ||||
| NET INCOME | ( | 62) | 1,273 | ( | 3,809) | ( | 2,598) | 2,937 | 1,991 | ( | 859) | 4,069 |
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