Hook Village Halls Charitable Association Registered Charity IIIT754 Company registration number 6042998 HOOK VILLAGE HALLS CHARITABLE ASSOCIATION (A company Ilmited by guarantee and not having a share capital) Accounts for the year ended 31 March 2024
Hook Village Halls Charitable Association (a company limited by guarantee and not having a share capital) st Accounts for the year ended 31 March 2024 Table of Contents Statutory information Report of the Directors and Trustees Independent Examiner's Report Statement of Financial Activities Balance Sheet Notes to the Accounts 9-12 Statutory Information The following information forms part of the Report of the Directors and Trustees The company's registered office is: Ellzabeth Hall Raven Road Hook Hampshire RG27 9HH Telephone 01256 760442 The company was incorporated on 5 January 2007, number 6042998. It is also a registered charity, number 1117754. The following have served as Directors and Trustees during the year ended 31, March 2024 and subsequentlv. Name Margaret Kirtley jeff Burke Graham Wickenden Sue Hinton David Saunderson Posltlon Directornreasurer/Secretary Director Director Director Director/Chairman Notes Molly Greenland (nee Drew) Director Resigned 2519123- Re-appointed 2610312024 Michael Ward Louise Coster-mills Director Director Director Director Appointed 2610312024 Deceased 2410312024 Pierce Joseph Moore Company number 06042998 Charity number 1117754 Page l of 12
Hook Village Halls Charitable Association {a company limited by guarantee and not having a share capital} The independent examiner is.. Claire Connell MA, ACA, cfA 86 Silverdale Road Earley Reading RG6 7LT The companvs bankers are Lloyds Bank, Winchester Street. Basingstoke RG217EB. Investments are held with Aldermore Business Bank, Cambridge & Counties Bank and Charity Bank Company number 06042998 Charity number 1117754 Page 2 of 12
Hook Village Halls Charitable Association {a company limited by guarantee and not having a share capital) Report of the Trustees and Directors The Trustees have pleasure in submitting their report for the period. The Trustees who have served during the period are listed on the page I, along with the other statutory information that forms part of the annual report. This report is to be presented at the 2024 annual general meeting. Objects and activities The companls objects are stated in its Memorandum of Association as.. o provide or assist in the provision of facilities in the interests of social welfare for the benefit of the inhabitants of Hook Parish and within its vicinity for recreation or other leisure time occupation of individuals including those who have the need of such facilities by reason of their youth, age infirmity or disability, financial hardship or social circumstances with the object of improving their conditions of life,. To advance education and the religious and intellectual development of the members of the community. and Such other charitable purposes as the Charitvs officers in their discretion shall see fit for exclusively 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 Charity'5 halls provide much-needed public facilities to enable the residents and community organisations of Hook and surrounding villages to meet and pursue their mutual interests and thus enhance the social welfare of the community in general. Many of the regular users are charitable or not-for-profit organisatlons. The dlrectors are mindful of the Charity Commission's guidance on public benefit. Achievements and Performance The company finlshed the year wlth a surplus of £71,358 compared with a surplus of £51,769 the previous year. The company is managing the Community Centre under the terms of a lease and accompanyln8 service level th agreement with Hook Parish Council, which were both concluded on 9 Au8ust 2017. The lease states that the Hook Parish Council will cover any losses incurred by the Community Centre during the year. I director has resigned during the year and I director died but WÈ have also taken on 2 new directors. It continues to be difficult to attract and retain new directors. The company has reviewed its procedures and policie5. A policy and procedures manual has been produced and is reviewed from time to time. A health & safety policy has been agreed alon8 Wlth a risk assessment document. Company number 06042998 Charity number 1117754 Page 3 of 12
Hook Village Halls Charitable Association la company limited by guarantee and not having a share capital) Financial review The attached Statement of Financial Activities summarises the companvs income and expenditure for the year and shows a surplus of £71.358 for the year. This is supplemented by more detailed analyses in the Notes to the Accounts. The surplus comprises the following.. Net surplus from hall letting5 after normal expenses15ee below) Grants and donations 61.057 1,600 8,701 Bank interest Surplus for the year 71.358 The surplus on hall lettings arises from: Surpluses before staff and admin costs: Elizabeth Hall 52,445 Hook Community Centre 61,704 -44,214 -6,349 Staff costs, both facilities Administration Publicity and fund raising -2,529 61,057 The communlty halls have a strong core of regular hirers and tenants. Marketing efforts to attract new hirers continues to be a vital part of the overall strategy to build the business. Aside from exceptlonal costs, income is normally sufficient to cover normal operatin8 expenses. The balance sheet shows net assets of £411,938 at 31 March 2024, the majority of which is represented by cash balances. These funds have been allocated mainly to desi8nated reserves earmarked towards future maintenance as follows: Elizabeth Hall sinking fund - thls holds £50,000 and is set aside to cover long term capital expenditure. It will be topped up at the end of each year if necessary. Elizabeth Hall reserve - this holds £30,000 and is to cover short term unexpected maintenance not already provided for in the budget. It will be topped up at the end of each year if necessary. Community Centre sinking fund- this holds £20,000 for long term maintenance. in partlcular to cover any costs related to handing back the building to Hook Parish Council at the completion or termination of the lease. The Strategic Fund stands at £44,301. Also there is a re-lnvestment fund of £86,232 and Retained Earnings of £180,805, both of which provide working capital and a contingency against unexpected costs. A provisional budget for the year commencing I" April 2024 indicates that the company Is likely to incur a surplus of approx. £40k. Company number 06042998 Charity number 1117754 Page 4 of 12
Hook Village Halls Charitable Association {a company limited by guarantee and not having a share capital) Plans for future period We are in the process of planning the installation of 2 lifts in order to make the 2 upper floor rooms of the Community Centre accessible to all. This has an estimated cost of £120k, £55,554 of which will be covered by a grant from the Government Levelling Up Department's UK Shared Prosperity Fund. Planning permission was granted on 5th December 2023. The charity is in the process of getting quotes to make improvements to the outside area of the Elizabeth Hall and to install patio doors from the rear of the building in order to make better use of this new area. It is expected to have this work completed over the summer holidays at an approximate cost of £40k. Strurture, governance and management Whilst the directors have overall responsibility for the company's affairs and meet monthly, day to day operational responsibilities have been dele8ated to the staff, In consultation with the directors as appropriate. The financial ledgers are maintained by the treasurer, who is also a dirertor. Financial reports are presented at each monthly meeting. The company's statutory particulars, Including names of directors, are on page l. The directors have considered the major risks to which the company is exposed, and the systems that have been established to mitigate these risks. Many of these risks are appropriately covered by the insurance policies, and its policies are communicated to all staff and consultants. Company law requires the directors to prepare annual accounts that give a true and fair view of the state of affairs of the company at the year end and of its financial activities during the period. The Trustees should.. Select suitable accounting pollcies and apply them prudentlv,. Make judgements and estimates that are reasonable and prudent; Prepare accounts on the going Concern basis unless it is inapproprlate to presume that the company will contlnue in operation. The directors are responslble for keeping proper accountlng records that disclose with reasonable accur3Cy the financlal position of the company to enable them to ensure that the account5 comply with the Companles, Act 2006 and the charities accounting SORP 2019. They are also responslble for safeguarding the assets of the company and hence for taking reasonable steps for the prevention and detection of fraud and other irre8ularities. The company is entitled to exemption from audit for the year ended 31, March 2024 both under the Companies Act 2006 and the Charities Act 2011,. but, as a charity, it is required to have inclependent scrutiny of its accounts. The directors have therefore taken advantage of audit exemption. This report has been prepared havin8 taken advantage of the small companies exemption in the Companies Act 2006. Signed for the Trustees, David Saunderson Chairman and trustee Date: Z4 Company number 06042998 Charity number 1117754 Page 5 of 12
Hook Village Halls Charitable Association la company limited by guarantee and not having a share capital) Independent examinerfs report to the Trustees of Hook Village Halls I report to the charity trustees on the accounts of the Company for the year ended 31" March 2024, which are set out on the pages 7 to 12 attached. Responsibilities and basls of report As the charity trustees of the Company land also its directors for the purposes of company13wl you are responsible for the preparation of accounts in accordance with the requlrements of the Companies Act 20061'the 2006 ACVI. Having Satisfied myself that the accounts of the Company are not required to be audited under Part 16 of the 2006 Act and are eligible for independent examination, I report in respect of my examination of your charitvs accounts as carried out under Section 145 of the Charities Act I'the 2011 Act'l. In carrying out my examination I have followed the Directions given by the Charity Commission under section 14515llbl of the 2011 Act. Independent examlnerfs statement I have completed my examination. I confirm that no matters have come to my attention in connection with my examination glving me cause to belleve that: al Accounting records were not kept by the Company as required by section 386 of the 2006 Act,. or bl The accounts do not accord with those records,. or c} The accounts do not comply with the accounting requirements of section 396 of the 2006 Act other than any requirement that the accounts should give a 'true and fair view,, which Is not a matter considered as part of the independent examination; or dl The accounts have not been prepared in accordance wlth the methods and princlples of the Statement of Recommended Practice for accounting and reporting by charities preparing their accounts in accordance with the Financial Reportlng Standard applicable in the UK and Republic of Ireland IFRS 1021. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report to enable a proper understanding of the accounts to be reached. Claire Connell MA, ACA, CTA Member of the Institute of Chartered Accountants In England and Wales 86 Silverdale Road Earley Readin8 RG6 7LT Date.. 2tyLfr Company number 06042998 Charity number 1117754 Page 6 of 12
Hook Village Halls Charitable Association la company limited by guarantee and not having a share capital) Statement of Financial Activities including Income and Expenditure Account for the year ended 31" March 2024 2024 2024 2024 2023 Unre5tritted Re5trlcted Totsl Note Incornlng and endowments from: Donations and legacies Charitable activities carried out at- 1,600 1,600 1,269 Elizabeth Hall 109,108 156,451 109,108 156,451 91,687 138,660 Hook Community Centre Other income Bank interest 8,701 274,260 8,701 275,860 3,464 235,080 Total 1,600 Expendlture on: Raising funds Charitable activities 2,529 200,973 2,529 201,973 2,525 180,786 1,000 Total 203,502 I,o(H) 204,502 183,311 Surplus/Deflclt(-) for the year 70,758 600 71,358 51,769 Tr3nsfers between funds Net rnovement In funds 70,758 600 71,358 51,769 Total funds brought forward 340,580 340,580 288,811 Total funds carrled forward 411,338 600 411,938 340,580 The Notes referred to above form part of these financial statements The statement of financial activities includes all gains and losses recognised during the year. All of the income and expenditure derive from continulng activities. Company number 06042998 Charity number 1117754 Page 7 of 12
Hook Village Halls Charitable Association la company limited by guarantee and not having a share capital) Balance Sheet as at 31st March 2024 2024 2023 Note Flxed assets Tangible assets 54,760 13,554 Current assets Debtors Prepaid expenses Bank Interest accrued 18,431 8,348 2.991 29,769 348,134 377,903 16,115 13,234 2,157 31,506 316,601 348.107 Cash at bank and in hand Credltors: amounts falllng due wlthln one year Creditors and accruals 20,726 21,081 357,178 327,026 Net assets 411,938 340,580 Funds Called up share capital Unrestricted income funds io li 411,338 600 340,580 Restricted income funds 12 Total: Funds 411,938 340,580 The Notes referred to above form part of these flnanclal statements For the financial period ended on 31. March 2024, the Company is entitled to exemption from the requirement to have an audit under the provisions of section 477 of the Companies Act 20061.the Act'l relating to small companie5. The members have not required the company to obtain an audit of its accounts for the year in question in accordance with section 476 of the Act. The trustees acknowledge their responsibilities for complying with the requirements of the Act with respect to accounting records and the preparation of accounts. These accounts have been prepared in accordance with the provisions applicable to companies subject to the small companies, regime. Approved at a meetlng of the trustee5 held on 24th June 2024 David Saunderson Chairman and trustee Company Registration Number.. Margaret K- ey Treasurer and trustee 6042998 Company number 06042998 Charity number 1117754 Page 8 of 12
Hook Village Halls Charitable Association la company limited by guarantee and not having a share capital) Notes to the accounts for the year ended 31 March 2024 A¢countlng pollcles o) General motters These accounts have been prepared in compliance with Financial Reporting Standard 102 and the Statement of Recommended Practice on Accounting by Charities SORP 2019 IFRS 1021, and in accordance with charity and company law in the jurisdiction of England. The Company is a public benefit entity. bj Golng concern The Charity manages (rather than owns) the facilities it operates. It is unlikely to generate sufficient surpluses from its current operations to replace those facilities when they need to be refurbished or replaced. It Is also reliant on having long-term leases at peppercorn rents at both Elizabeth Hall and Hook Community Centre to enable it to continue its operations. ¢} Income and expendfture Donations are accounted for when received. All income and expenditure in furtherance of the charity's objectives is recognised in the period to whlch it relates. dj Depreclatlon Fixed asset5 are depreciated over their estimated useful lives (generally 5 or 10 years) on the straight line basis. e) Taxation As a charity, income is exempt from Income and corporation taxes. Its activitles are exempt from value added tax IVATI, and expenditure Is therefore inclusive of applicable VAT. Income from charftable actlvltles The amounts included represent charges for lettings, rentals and use of sports facilities from the two community halls as follows.. 2024 2023 Elizabeth Hall Lettings fees Other income 97,820 11,288 109,108 81,621 10,065 91,687 Hook Community Centre Lettings fee5 Tenant licence fees Other income 100,514 43,624 12,313 156,451 84,990 40,018 13,652 138,660 Other Income Elizabeth Hall Community Centre Company number 06042998 Charity number 1117754 Page 9 of 12
Hook Village Halls Charitable Association la company limited by guarantee and not having a Share capital) Notes to the accounts for the year ended 31 March 2024 (continued) Charltable Èxpenditure 2024 2023 Operational expenses (excluding staff) at: Elizabeth Hall, recurring expenditure Hook Community Centre Staff costs. both facilities (see below) Salaries 56,663 94,747 47.391 85,580 43,472 41,002 Redundancy Pay Employer National Insurance Employer Pension Contribution {NEST scheme) Independent examinerfs fees Ino other services provided) Administration expenses 742 668 550 500 5,799 201,973 5,645 180,786 Employees and trustees Employees, remuneration is disclosed in Note 4. The company had 312023.. 31 part-time employees in the year. No employee was able to exert significant influence over the running of the company. No employee received total employee benefits of more than £60,000. Trustees, emoluments for service as trustees Trustees, travel and sundry expenses reimbursed Flxed assets Total General Furnlture & flttln Cost As at I" April 2023 Additions durin8 the year As at 31" March 2024 42.756 14,152 28,604 48,512 4,759 43,753 91,268 18,911 72,3S7 De reciation As at 1° April 2023 Charge for the year As at 31" March 2024 29,202 13,125 16,077 7,306 36,508 i.oio 14,135 6,296 22,373 Net book value 31 March 2024 54,760 4,776 49,984 31" March 2023 13,554 1,027 12,527 Company number 06042998 Charity number 1117754 Page 10 of 12
Hook Village Halls Charitable Association {a company limited by guarantee and not having a share capital) Notes to the accounts for the year ended 31 March 2024 Icontinuedl The Company has leasehold interests at an annual peppercorn rental in Elizabeth Hall and Hook Community Centre. The lease for Elizabeth Hall runs until 2057,. and until 2027 for Hook Community 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 fittings already provided) have been included in these accounts at nil value. The amounts included in fixed assets represent expenditure by the Company since moving into these facilities. 2024 2023 Debtors Lettings charges Provision for bad debt Accrued Income 18,431 16,115 18,431 16,115 Cash at bank and In hand Cambridge & Counties Bank Aldermore Business Bank 76,313 73,991 62,321 74,598 71,583 60,000 Charity Bank Lloyds Bank plc: Instant access savings account Lloyds 32 day notice acc Current account 35,817 95,302 50,908 48,225 559 14,291 Petty cash and floats 827 348,134 316,601 9. Creditors and accruals Trade and other creditors 6,159 6,206 Taxation and National Insurance. 1,690 1,553 Pension Accrued expenses 860 500 Bonds and deposits from hirers 8,592 9,608 Hall lettings income received in advance 3,425 3,215 20,726 21,081 Company number 06042998 Charity number 1117754 Page 11 of 12
Hook Village Halls Charitable Association {a company limited by guarantee and not having a share capital) Notes to the accounts for the year ended 31 March 2024 (continued) 10. Share capital The company does not have a share capital. The company has 9 members,19 in 20231 and their individual liability toward5 the companws debts is limited to £10 in the event of the company being wound up within 12 months of ceasing to be a member. 11.Movements on reserves enln balance Activitles Transfers Closin balance Desi nated reserves Elizabeth Hall sinking fund Elizabeth Hall general reserve Community Centre sinking fund 50,000 30,000 50,000 30,000 20,000 20,000 loo,000 loo,000 General fund Strategic reserve Retained earnings Reinvestment fund 44,301 110,047 86,232 44,301 70,758 180,805 86,232 Restricted funds 600 600 240,580 340,580 71,358 71,358 311,938 411,938 The sinking fund designated reserves are for long-term maintenance at the two facilities. The general reserve is to support annual maintenance. The strategic balance element of the General Fund is primarily to enable recurring expenditure to be met, should income from the facilities fall substantiallv. Tran5ter5 to Unrestrlcted Funds 12.Restrlcted Funds enSn balance Income endlture Closln balance Half-term activities 1.600 1,600 -1,000 -1,000 600 600 13. Contingent liabilities The company had no contingent liabilities at 31, March 202412023.. none) 14. Related party transactions Rent and service charges of £14.44512023.' £ 13,661} were paid by Hook Parish Council for its office. Company number 06042998 Charity number 1117754 Page 12 of 12