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2023-03-31-accounts

The Cross Barn Palace Gate Farm, Odiham

Report of the Trustees and

Unaudited Financial Statements for the Year Ended 31 March 2023

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 2023

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 2023

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 2023. 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

G. East 8 Kestrel Close, Ewshot Farnham, Surrey, GU10 5TW

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

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object of improving the condition of life of the said inhabitants.”

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

We wish to thank Bob Jury, who is stepping down as a Trustee this year, for his strong support over the past 10 years. Bob has been responsible for managing and updating our web presence, and has agreed to continue to support us in the future as a Friend of the Barn

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 Ian Green 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 license 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

This past year has been very positive: one of consolidation, and recovery, after two years where we relied upon government grants to see us through the Covid shutdown. Activity has increased significantly. Our bookings have been running at a record rate. Most of our traditional clients have returned, and we have seen an increase in weekend and holiday bookings as the Barn’s reputation spreads, thanks to work of our manager, a revitalized web presence and support from our trustees.

Cinema and Theatre booking have been steadily increasing and, whilst running below historical levels, are ahead of the national experience in the large cinema chains. Due to a broader range of offerings, our evenings continue to be enjoyed by a wide variety of age

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groups.

The Hart DC funded fabric refurbishment (pointing and gutters), that was due to start earlier in the year, is now going ahead and should be complete during 2023/24 subject to suitable weather conditions.

Our plans to provide new seating and umbrellas for the terrace have also been delayed, for financial reasons, due to the additional maintenance requirements for 2023 that have arisen (see below).

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

Our most important responsibilities for 2023 and beyond are to continue to provide a safe, secure and inspiring location for our many clients. We will continue to welcome our regular groups, encourage families to celebrate in the Barn, and strive to entertain the community with our events.

As part of this responsibility, we will continue to anticipate and minimize potential problems that could prevent the Barn being fully utilised.

We will be re-sanding and sealing the floor of the Great Hall, which has suffered over the years since it was last resurfaced, in August. In addition, since we have been told that boiler parts are very difficult to source for such old equipment, we are planning to replace our boilers before the winter of 2023.

We estimate that the cost to the Barn for these two activities will be in excess of £10,000 and we will actively seek financial support for this work.

Barn500

It is several years since we initiated Barn500, with the idea to improve our toilets, kitchen and audio/visual equipment, and all of this work was completed before the pandemic.

We feel it is time to look to the future, and have commissioned work to survey the Barns external levels, as a first step towards improving access, especially for disabled and emergency use, and creating a more appropriate frontage for such a special building. We have also identified architects, and hope to complete the work over the next 2-3 years.

FNANCIAL REVIEW

Financial Results

The Barn was free of Covid restrictions from the start of the year. As a result, earnings from activities in the Barn rose from £29228 to £44536 in the current financial year and operational expenditure, excluding depreciation, was £46,808 an increase of £6,129. Costs were affected by inflation and a 10% increase was applied to booking fees from 1st January, the first increase since May 2020.

The overall surplus of £1520 excluding depreciation was achieved despite the increase in

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costs

The Friends of the Barn have maintained their subscriptions, 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 £25,000

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 in recent years.

The unrestricted fund represents the operational surpluses of running the Cross Barn and the minor operational capital expenditure.

There was no Capital Expenditure during the year.

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:

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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INDEPENDENT EXAMINER

G.East 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 1

Signed by order of the Trustees

Ian Green, Approved by the Trustees, Dated 21st September 2023

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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:

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:

G East 8 Kestrel Close Eweshot Farnham, Surrey GU10 5TW

G East – Independent Examiner Date: 21st September 2023

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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
Actvites generatng funds
3
Investment income
4
Total incoming resources
RESOURCES EXPENDED
Cost of generatng 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 fxed assets
8
Current assets
Debtors
9
Cash at bank and in hand
Current liabilites
Creditors due within
10
one year
Net current assets / (liabilites)
Total assets less current liabilites
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

21st September 2023

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CROSS BARN ODIHAM Notes to the Financial Statement for the year ended 31 March 2023

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

YEAR ENDED 31 MARCH 2022
2022
2021
2
VOLUNTARY INCOME
Grants and Donatons
17,572
£
29,953
£
3
ACTIVITIES FOR GENERATING FUNDS
£
£
Barn 500
211
211
Regular Letngs
13,405
1,770
One-of Letngs
8,547
240
Film, theatre and other events
7,276
1,547
Fundraising
-
-
Friends subscriptons
2,341
2,330
31,780
£
6,098
£
4
INVESTMENT INCOME
Interest
6
£
18
£
5
NET INCOME/EXPENDITURE
Is stated afer charging:
Depreciaton
11,277
£
11,111
£
6
TRUSTEES REMUNERATION AND BENEFITRS
7
STAFF COSTS
Ofce costs - manager and bookkeeper
13,278
£
6,495
£
8
TANGIBLE FIXED ASSETS
£
COST as at 1st April 2021
182,870
Additons
1,084
Disposals
-
Cost as at 31st March 2022
183,954
£
DEPRECIATION as at 1st April 2021
80,937
Additons
11,277
Disposals
-
Depreciaton 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 remuneraton , expenses or other benefts for the year ended
31 March 2022 or for the year 31 March 2021
12		 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
£

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 cautonary deposits
Accruals		 2,500
£
535
£
£
£
-
6)
(
1,155
596
2,435
1,076
3,590
£
1,666
£

11 MOVEMENT IN FUNDS

MOVEMENT IN FUNDS
Unrestricted Restricted funds Total
Funds Contngency 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
FUNDS REPRESENTED BY
Unrestricted Restricted funds Total
Funds Contngency Friends Barn 500 Funds
£ £ £ £ £
Tangible fxed 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

12 FUNDS REPRESENTED BY

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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
Actvites for generatng funds
Barn 500 211 211 211 211
Regular letngs 13,405 13,405 1,770 1,770
One-of letngs 8,547 8,547 240 240
Film and other events 7,276 7,276 486 1,061 1,547
Fundraising - -
Friends subscriptons 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 generatng 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, statonery, sundries 1,125 1,125 1,326 1,326
Repais & maintenance 3,920 3,920 1,116 1,116
Advertsing & 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 - -
Marketng 87 87 -
Ofce equipment 831 831 -
Depreciaton 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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