Hook Village Halls Charitable Association Registered Charity 1117754 Company re8lstratlon number 6042998 HOOK VILLAGE HALLS CHARITABLE ASSOCIATION IA company Ilmited by guarantee and not having a share capltsl) Accounts for the year ended 31 March 2021 Hook Village Halls Charitable Assoeiation {a company limited by 2uaranlee and not having g shgre c2Pit*D Accounts for the year ended 31st March 2021 Table of (ontents Statutory informatlon Report of the Directors and Trustees Independent Examinerfs Rep¢)rt Statement of Financial Activrties Balance Sheet Notes to the Accounts 9-13 Statutory Information The following inforniats.on forn￿ part of the Report of the Directors and TTLlStees The companvs re8lstered office is: Elizabeth Hall Raven Road Hook Hamwhire RG27 9HH Telephone 01256 76t>142 The company was incorporated on 5 January 2￿7, number 6042998. It is also a registered harlty, number 1117754. The follown8 have served as Directors and Trustees during the year ended 3111 March 2021 Name 8arry Myall Mar8aret Kirtley Jeff Burke Graham Wickenden Sue Hinton Christopher Terrey David Sèunderson Sandra Tidv P￿llIon Director Directorrrreasurer/Se¢retary Director Dbrertor Director Director Directorjchalmian Liirector Notes Hook Village Halls Cbaritable Association (a com￿nY limited by guarnlltee And not having g share egpit21) The independent examiner is.. Claire Connell MA, ACA. ￿A 86 Silverdale Road Earley Reading RG6 7LT The companVs bankers are Ll¢4ds Bank. Wlnthestèr Street, Basirestoke AG217E8. Investments ale held with Aldermore Business Bank, and Cambridge & Counties Bank. Hook Village Halls Charitable Assoeiation {a Company limited by guarantee and Dot having a sh4re capital) Report of the Trustees and Dlrertors The Trustees have pl&isure in submlttln8 their report for the period. The Trustees who ha served during the perlod a￿ listed on the page l. akJnE With the other st3tLStory Information that fomis part of the annual report. This report is to be presented at the 2021 annual general meeting. Objects and actlvities The ¢ompanrf5 objects are stated in its Memtyandum of As50Ciation as.. o provide or assist in the provision of facilities in the interests of soclal welfarè for the beneffit ol the inhab"rtants of Hook Parish and within its vicinity for recreation or other leisure time occupation of indNiduals including those who have the need of such facilitves by reason of their youth, age infirmity or disability. flnanual hardship or social urcumstances with the object of improving their conditions of lrfe,. To advance education and the rellgiou$ and intellectual development of the members of the community.. and Such other charitable purposes as the Charitvs officers in their discretlon shall see fit for excluslvely charitable objects or purposes In any part of Hook Parish." The company operates two community halls in Hook. namely the Elizabeth Hall and the Hook Community Centre. The Charlvs halls provide much-needed publlc facilltles to enable the resldents and community or8anisètions of Hook and surrounding villages to meet and pursue their mutual Interests and thus enhance the soclal welfare of the communrty In 8eneral. Many of the ￿gular users are charrtable or not-for-profrt or8anisations. The directors are mindful of the Charity Commission's guidance on publi¢ benefit. Achievements and Perforniance The two halls have been closed for a large part of the financial year due to the Covld-19 crt51s. Once the halls re-opened. we were not able to charge full hire rates as customers were not able to accommodate their nomial number of clients due to social dlstanclng regLblations. We also were not able to ¢har8e licensee fees whitst the premises were closed. ￿1 of these restrictions had a significant impact on our income. The company made use of the govemmenfs furlough scheme so there wère very little staff costs Incurred for the periods that the halls were closed. The essential work that was reqtjired was carried out by the dbrertor5, who afe all volunteers. The company also applied for and recelved the local government corona￿n￿ grants. Thanks to these grants, the company finished the year with a surplus of £5.901 compared with a surplus of £6.408 the previous year. The company is managing the Community Centre under the terms of a lease and accompanyin8 Servi￿ level agreement with Hook Parish Councll. whlch were both concluded on 9 August 2017. The lease states that the Hook Parish Counol wTrll cover any losses incurred by thè Comrnunity Centre during the year. Hook Village Halls Charitsble Association (a cotnPaDy limited by gu2rantee and not having 4 share capitsl) There has been no change In (Ilrectors this year. It continues to be difficult to attract and retsin new direttors. The company has revlewÈd its procedures and policies. A policy and procedures manual has been produced and is reviewed from time to time. A health & safety poliLy has been agreed along with risk a55essment document. Extra risk assessments have been carried out in accordance with Covid-19 guidelines. Financial review The attsched Statement of Financial Artivities summarises the compan(s income and expenditure for the year and shows a surplus of £5.901 for the year. This is supplemented by more detalled 3nalyse5 in the Notes to the Accounts. The surplus comprise5 the following.. Net surplu5 from hall lettings after nomial expenses (see below) Grants and donatlons Bank interest Surplus for the year 3,535 6CwJ 1,766 5,901 The surplus on hall lettin8s arises from- Surpluses before staff costs: Elizabeth Hall Hook Communrty Centre 17,586 49,221 .56.471 -6,802 Staff costs, both fa¢llftles Administration Publicity and fund ralsir 3,534 The community halls have a strong core of regular hirers and tenants. Although some of these regular hlrers were not able to conts'nue after the Covid crisis. we have taken on some other new hlrers to take thelr place. Marketing efforts to attract new hirers continues to be a vital part of the overall stratebry to build the business. Aside from exceptional costs. income ts normallv sufficient io cover normal operating expenses. The balan￿ sheet shows net assets of £231,133 at 31" March 2021, the majortty of which Is represented by cash balances. These funds have been allocated mainfy to designated reserves earmarked towards futyre malntenance as follows: Ellzabeth Hall slnklng fund this holds £50,CK¥) and is set aside to cover long term capital expenditu￿. It will be topped up at the end of e3ch year if necessary. Elizabeth Hall reserve this holds £30,CKKI and 15 to cover short temi unexpected malntenance not alrea0￿ provided for in the budget. It will be topped up at the end of each year if nece55ary. Community Centre sinking fund- thls holds £20,￿) for long terni malntenance, In partlcular to cover any costs related to handlng back the building to H¢)ok Parish Council at the completion or termination of the lease. The General Fund Includes a ￿on3VIrUS reserve of £39.1￿), to cover the possiblllty of Incurring losses during the Covid-19 crisis. Also there is a re-investment fund of £86.232, which pmidès working Capital and a contingenry against unexpected costs. Hook Village Halls Cbaritable AssociatioD (a company limited by guarnDtee and not having a sbare eapithl) A provisional budget for the year commencing I" April 2021 indicates that the company is likely to incur a surplus of approL £20k. However, due the closures of thè halls during the Covid-19 pandemic and the restrictions still in place. r( is very drffiajlt to estimate the income for the year. We took the difficu￿ decision to make the halls manager redundant in October 2020 and this has reduced our stsff costs by a signthcant amount. Strurture, 8ovemance and management Whllst the dlrectors have overdll responsibiltty for the companvs affréirs and meet monthfy, day to day operational responsibilities have been delegated to the staff. The financial ledgefs are maintained by the treasurer, who 15 also a director. Hnancial reports are presented at each monthly meetin8. The companVs statLrtory pgrtlculars. Includin8 names of directors, are on pages l & 2. The directors have considered the major rfsks to whlch the company i% exposed. and the systems that have been established to mltigate these risks. Many of these risks are approprlately covered by the insurance policies, and bts policies are comMUn￿ated to all staff and ¢onsyltants. Company law requires the directofs to prepare annual accounts that Bive a true and fair vlew of the state of affairs of the company at the year end and of its ftnandal actI￿ve5 durln8 the pe￿0d. The Trustees should.. Select sultable accountlng poncles and app￿ them prudentty,. Make judgements and estimates that are reasonable and prudent,. Prepare accounts on the 8oin8 concern basls unless It Is Inapproprl•te to presume that the Company wlll continue in operation. The directors are responsible for keepi￿ proper accountin8 re￿r￿S that dls¢lose with reasonable ac¢ura¢y the financial posltion of the company to enable them to ensure that the accovnts comply with the Companles. Act 20C6 and the charities accounting SORP 2019. They are also responslble for 5afeguardln8 the assets of the company and hence for tskln8 reasonable steps for the preventknn and detection of fraud and other irre8ul4rlties. The company is entitled to exemption from audit for the year ended 31" March 2021 both under the Compan1es Act 2￿6 and the Charities Act 2011: but. as a charity, it is required to have Independent scrutiny of its accounts. The tlirertors have theTrfore tsken advants8e of audit exemption. This report has beèn prepared having taken advantage of the small ¢ompafiies exemption in the Companies Act 20C6. Signed forthe Trustees, Chairman Date.. Hook Village Halls Cbaritable Association (a ¢ompany limited by guaralltee and not having a ￿p1th Independent examinerfs report to the Trustees of Hook Village Halls Charitable Association I report to the charity trustees on the attOUTrts of the Company for thé year ended 31° March 2021, whlch are set Olrt on the pages 7 to 12 attached. Responsibilities and basis of report As the charty trustees of the CLJmpany land abo its directors for the purposes of company lawl you are responsible lor the preparation of accounts bn accordance with the requirements of the Companies Att 20061.the 2(￿ Arfl. Havlng satlsfied mysew that the accounts of the Company are not required to be audited un(ler Part 16 of the 2CQ6 Act and are eligible for independent examination. I report in respect of my examlnatlon of your charlvs accounts as carried out under Section 145 of the Charlties Act I'the 2011 A¢VI. In carrying Out my examination I have followed the Direcbons 8iven by the Charity Commission under section 14515llbl of the 2011 Art. Independent examlnerfs statement I have completed my examination. I conflmi that no matters have come to my attention in connection with my examination giving me cause to believe that.. al Accountin8 records were not kept by the Company as required by sectlon 386 of the 2CQ6 Act.. or bl The a¢u)unts do not accord with those records,. or cl The accounts do not comply with the accounting reqLTrlrew*nts of section 396 of the 2CQ6 Act other than any requirement that the accounts should 8lve a 'true and falr vlew.. which is not a mattÈr considered as part of the independent examinatr'on,. or dl The accounts have not been prepared sn accordance with the methods and principle5 of the Statement of Recommended Prattbce for accounting and reportin8 by charities preparln8 thelr accounts In 3ccordan¢e with the Financial Reporbng Standard applitsble in the UK an(1 Republic of Ireland IFRS 1021. I have no concerns and have come across no other matters in ¢onne¢tion with the examinatlon to which attentlon should be drawn in thls report to enable a proper understandlng of the accounts to be reached. Claire Connell MA. ACA. CTA Member of the Institute of Chartered ktountsnts in En8land and Wales 86 Sifverdale Road Earlev ReadiThg RG6 7LT Date: 3- *¥ rt JD21 Hook Village Halls Charitable Association (a company limited by guar4Ntee and Dol having a sbare eapitsl) Statement of Financial Artivities including Income and Expenditure Account for the year ended 31" March 2021 2021 2021 2021 Total In¢omlng arml endo¥mients from: Donations and le8acie5 Charitable activities caffied at.. Elizabeth Hall Hook Community Cent Other income Bank interest Total 700 1.525 17,088 42,136 83,743 1.766 144.733 17,088 78,724 42,136 127.819 83,743 417 1,766 2,468 145N33 210,953 700 Expendlture on: Raising funds Charltable actlvltles 871 139,532 203,674 139.432 Total 139,432 100 139,532 204.545 Surplus/Dolkltl-I lorth• year 5,9)1 Transfers between funds Net movement In funds 5.301 5,901 Total funds brought forward 225.232 22S,232 218,B24 Totsl funds carrled fobward 230.533 231,133 Z25,232 The Notes referred to above fonn part of these financial statements The statement of financial attivhties in¢lude$ 3118ains and losses ￿¢0$niSed durlng the year. All of the income and expendrture derive from continuing activitr'es. All of the fvnds were Un￿$￿"£ted in the priLY year Hook Village Halls Charitable Association (g company limiled by guaraDtee and not having a share tapital) Balance Sheet as at 31st March 2021 l March 31 Marth 2020 Flxed assèts Tangible assets 12394 7.084 Current a5s¢ts Debtor5 Prepaid expense5 Bank Interest accrued 3.470 10.392 814 14.676 217.885 232.561 8.659 ,021 1,148 17,828 218,402 236,230 Cash at bank and In hand cr￿ltors. amounts fall￿ due wlthln orte year Cred1tors and ac¢ruaLs 13,822 18.082 218,739 218,148 Net assets I31,￿3 225.232 Funds Called up share Capital Unrestricted income fund5 Restricted income funds Total: io li 12 230.$33 6CM) 231,133 225,232 225,232 The Notes referred to above torni part of these flnancial statements For the financial period endèd on 31" March 2021, the Company is entitled to èxemption from the requirement to have an audit under the provisions of section 477 of the Companies Art 20C6 I'the ACVI relating to small companies. The members have not Trquired the company to obtain an audit of Its accounts forthe year in question In accordan￿ with section 476 of the Act. The trustees a¢knowled8e thelr ￿spOnSIbl11t1es for complying with the requirements of the Act with respe¢t to accounting records and the preparation of a¢cLwnts. These •¢¢ounts have been prepared in accordance wlth the provlslons appllcable to companies subjert to the small comp3nies' re8ime. Approved at a meeting ol the trustees held on David Saunderson Chairman and trustee Company Registiation Number= 6042998 Margaret Ki Trea5urerand Hook Village Halls Charitable Association (a company limited by guaratttee and Dot having a shgre e2Pital) Notes to the accounts for the year ended 31 March 2021 Accountlng polld•s o) Genemlmptters These accounts have been prepared in compliance with Financial Reporbng Stsndard 102 and the Statement of Recommended practi￿ on Accounting by Charities SORP 2019 IFRS 1021. and in accordan￿ w¢th charity and company law in the jurisdiction of England. The Company is a publlc benefit entlty. b) 6olng a)ncem The Charity mana8es (rather than owns) the faciltties it operate5. It is unlikety to 8enerate sufficient surpluses from Its curreni operattons to replace those facilities when they need to be refvrbished or replaced. It is also ￿lIant on having lonB-tem) leases at peppefcom rents at both Elizabeth Hall and Hook Communrty Centre to enable it to continue its operations. c) In(on7e andexpendltu Donations are accountèd for when we￿1¥e￿. All income and expenthture In furtherance of the charrty's objectives is recognised in the perlod to whi¢h it relate5. dj Depredotlon Fixed assets are dépredated over thelr estimated useful lives (general￿ 5 years) on the stral8ht Ilne basi5. el faxotlDn As a charty. income Is exempt from income and corporatlon tsxes. Its artlvlttes are exempt from value added ia¥ IVAll, and expenditure is therefo￿ Inclusive of applicable VAT. 2. Income from CharItab￿ artlvhl•s The amounts included represent tharges for lettin8s, ￿nI?1$ and use of sports facilltles from the two community halls asfolh)ws'. Elltsbeth Hall Lettlngs fees Other income 13.986 3,102 17.088 70.645 8,079 78.724 Hook Community Centre Lettin85 fees Tenant licence fees Other Income 8.714 28.281 5,141 41136 62.770 50,460 14,589 I27￿19 3. Other Inc(xne Sale of Raffle tickets: Coronavirus Grants Hart DC.. Elizabeth Hall Community Centre Coronavlrus Job Retenth)n Scheme.. 417 19,907 39.857 23,979 83.743 417 Hook Village Halls Charitable AssociatioD {a company limited by guarantee and not h2vittg a share e2pits Notes to the accounts for the year ended 31 March 2021 l¢ontlnuedl Charftsble expèndlture 2021 Operatlonal expenses (excluding staffl at-. Elizabeth Hall, recurrin8 expenditure Hook Community Centre Staff costs, both facilities Isee below) Salaries Redundancy Pay Employer National Insurance Employer Pension Contribution INEST scheme) Independent examlnerfs fees Ino other services pro¥￿ed) Administration expenses 29,729 46.530 55,248 78,510 48,047 7,652 62,42S 882 1,136 SC 4,973 203,674 772 500 6,302 139.532 Employees and trustees Employees, remuneration is disclosed in Nots 4. The company had 4 12020: same) part-tlme ernployees In the year. No employee was able to exert slgnlficant Influence over the running of the company. No employee recelved total employee benefits of more than £60,CKQ. Trustees, emoluments for servlce as trustees Trustees, travel and sundry expenses reimbursed Nll Flxed assets ene flttin As at I" April 2020 Addltions during the year As at 31" March 2021 25,111 8,928 34,039 14,152 10.9YJ 8.928 19,887 14,152 De reciation As at I" April 2020 Charge forthe year As at 31" March 2021 18.027 3,619 21,646 10.657 892 11,549 7.370 2,726 10,096 Net bwkv 31" March 2021 31" March 2020 12394 2.603 3.495 9,791 3.589 The Company has leasehold interests at an annual peppercom rental in Elizabeth Hall and Hook Community Centrè. The ￿ase for Elbzabeth Hall runs until 2057. and until 2027 for Hook io- Hook Village Halls Charitsble Association (* company limited by guaraDtee and Dot h#vittg a 8h*re eapitaD Communlty Centre. after which the property reverts to Hook Parish Council. Since the Company has not incurred any expenditure on the properties and the leases have no commercial value. those assets lincluding furniture and frtb'ng5 already providedl have been included in these accounts at nil value. The amounts irkcluded in fixed assets represent expenditure by the Company since moving into these facilities. Notes to the accounts for the year ended 31 March 2021(u￿tinYedl 2020 Debtors Lettings charge5 Accrued income 3.470 8,659 3.470 8,659 Cash at bank and In hand Cambridge & Countie5 Bank Aldermore Business Bank Lloyds Bank plc Instant access savlngs ac£ount Current account 3-Year FLxed Rate Bond Petty tash and floats 72,985 70.523 71,749 69,680 68.137 5,820 66,117 10,606 420 217,885 250 218.402 9. Credltors and a¢¢ruals Trade and other creditors Taxaiion and Natlonal Insurance. Pension Accrued expenses Bonds and deposits from hlrers Hall lettin85 Income received In advarKe 5,336 514 5,118 2,877 221 5C() 8,297 1,069 18.082 500 6,975 497 13A22 10. Share capltal The company does not have a share capitsl. The company has 8 member5,19 In 20191 and thelr Indlvidual liability towards the compan(s debts is lim¢ted to £10 in the event of the company belng wound up wlthin 12 month5 of ceasing to be a member. Hook Village Halls Ch2ritsble Association (a company limited by guaraDtee and not having g eapitsl) Notes to the accounts for the year ended 31 March 2021 (contin￿dI 11. Movements on r•ser¥e5 alance Desi nated reserves Elizabeth Hall sinking fvnd Elizabeth Hall general reseNe Communlty Centre sinkingfvnd 50,¢J)) 30,0(KJ 20.oc i0,c(￿l io,( loo,000 General fund Strategic reserve Retaine