SBAR Trustees' Annual Report
for the period:
From To
01 January 2023
31 December 2023
Section A Reference and administration details
Charity name The St Briavels Assembly Rooms Ltd
Company Registration number 06558465 Registered charity number (if any) 1124367 Charity's principal address St. Briavels Recreation and Assembly Rooms East Street St. Briavels Lydney Gloucestershire Postcode GL15 6TG
Names of the charity trustees who manage the charity
| Name of person (or body) | ||||
|---|---|---|---|---|
| Trustee name | Office (if any) | Dates acted if not for whole year | entitled to appoint trustee | |
| (if any) | ||||
| 1 | Alan Bensted | Chair | To 7thDecember | |
| 2 | Norma Helliar | Chair | From 7thDecember | |
| 3 | Jane Duggan | |||
| 4 | Karen Cockfield | Retired 7thDecember | ||
| 5 | Katherine Brown | |||
| 6 | John Hurley | Secretary | ||
| 7 | Keith Norman | Company Secretary | ||
| 8 | Carolyn Hinton | |||
| 9 | Svetlana Bennett | Appointed 26thJanuary; Resigned 7thDecember |
||
| 10 |
Name of chief executive or names of senior staff members (Optional information)
Section B Structure, governance and management
Description of the charity’s trusts
Type of governing document: Memorandum and Articles of Association How the charity is constituted: Company Limited by Guarantee Trustee selection methods Appointed by Existing Trustees
Page 1 of 3
The St. Briavels Assembly Rooms Ltd. Co Reg: 1124367 / Charity: 1124367 - TAR April 2016
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Section C Objectives and activities
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Summary of the objects of the 1. The Objects of the Charity are the provision and maintenance of a charity set out in its governing village hall for the use of the inhabitants of St Briavels, Hewelsfield and document Brockweir, who are its beneficiaries, without distinction of political, religious or other opinions, including use for: -
a) meetings, lectures and classes, and b) other forms of recreation and leisure-time occupation with the object of improving the conditions of life for the inhabitants.
| 2. | The land identified in the schedules to the Charity Commission scheme |
|---|---|
| must be retained by the trustees for use for the objects of the charity. |
| The Trustees have had due regard for the Charity Commission's guidance | |
|---|---|
| on public benefit. | |
| Summary of the main activities | |
| undertaken for the public | The Assembly Rooms are run as a charitable limited company, entirely by |
| benefit in relation to these | unpaid local volunteers, on behalf of the beneficiaries, the parishioners of |
| objects (include within this | St. Briavels, Hewelsfield and Brockweir. |
| section the statutory declaration | |
| that trustees have had regard to | Whereas the year 2022 marked a strong recovery from the Covid-affected |
| the guidance issued by the | 2021, the year 2023 proved challenging. Revenue dropped by 9% from |
| Charity Commission on public | £33,224 to £29,432. Costs, however, continued to rise: running costs rose |
| benefit) | by 34%, especially energy costs, and mortgage costs rose by a very |
| significant 48%. The combined effect was a collapse of 95% in the final | |
| surplus, from £10,455 to just £567. One effect of this squeeze was that | |
| cash flow had to be planned and monitored with great care throughout the | |
| year. |
Two difficulties dominated the activities of the year. The first difficulty was in attracting new volunteers (and trustees) to replace those who have retired. This had a direct impact on the number of events which could be organised with, of course, a knock-on effect on revenue. The second difficulty was in attracting potential hirers to use the hall. While some local organisations who stopped using the Hall because of Covid returned in 2022, not all of them continued into 2023 and some have not resumed their activities at all, including, as noted last year, adult education classes, which were a major income stream before Covid. In general, the postCovid landscape is very different from that of pre-Covid. As in 2022 use of the Hall remains below the levels achieved in the past and it seems that these changes may be permanent, or at least very difficult to reverse. There are no further serious issues to report. Section D Achievements and performance Summary of the main Given the significant difficulties discussed above, on both the revenue and achievements of the charity cost fronts, the main achievement of 2023 was the fact that the during the year organisation survived. Careful planning and management of cash was a vital need, especially through the typical revenue dip in August, when the bank balance dropped to an unprecedentedly low level. The month of August was, however, significant because it marked the final payment of deferred legal expenses to our lawyers relating to the Almshouses boundaries case reported on previously. It is thanks to the past financial strength of the Charity and to very hard work by the Trustees and the few remaining volunteers, ensuring that
Page 2 of 3
The St. Briavels Assembly Rooms Ltd. Co Reg: 1124367 / Charity: 1124367 - TAR April 2016
Section D Achievements and performance
some events could still be run to raise money, that the Charity has survived. Nevertheless, the difficulty of recruiting both trustees and volunteers could threaten the ability of the Charity to continue its work. It is certainly the case that the current Trustees and volunteers cannot continue to work at the intensity levels of the past 18 months. This situation is also affecting other village organisations and the Charity appreciates the initiative by the Parish Council to start a working group of these organisations to examine ways to address this issue. The first meeting has just been held in October 2024 and the Charity will be an active participant in finding a way forward for the benefit of the whole village.
Section E Financial review
Brief statement of the
charity’s policy on reserves
The Charity's policy is to retain a reserve to cover the working capital required by the Charity over a minimum 3-month period. It has not been possible to maintain this level for the whole of 2023, though very hard work in 2024 has restored it. One result of the experiences of the last 18 months is that the Board no longer considers the renovation of the Reading Room to be a viable proposition.
Details of any funds materially None in deficit
Section F Other optional information
None
Section G Declaration
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees:
Signature(s)
Full name(s) Norma Frances Helliar Position Chair Date 17th October 2024
Page 3 of 3
The St. Briavels Assembly Rooms Ltd. Co Reg: 1124367 / Charity: 1124367 - TAR April 2016
Company Registration Number: 06558465 Charity Registration Number: 1124367
The St. Briavels Assembly Rooms Ltd Company Limited by Guarantee
Unaudited Financial Statements Year Ended 31st December 2023
The St. Briavels Assembly Rooms Ltd Company Limited by Guarantee
Statement of Financial Activities
(including income and expenditure account)
31 December 2023
| Note: Unrestricted Funds Total Funds 2023 £ £ Income and Endowments Donations and Legacies 5 1,564 1,564 Charitable activities 6 28,765 28,765 Investment income 7 - - Total income 30,329 30,329 Expenditure Expenditure on Charitable activities 8 29,762 29,762 Other expenditure - - Total Expenditure 29,762 29,762 Net Income and net movement of funds 567 567 Reconciliation of funds Total funds brought forward 146,060 146,060 Total funds carried forward 146,627 146,627 |
Total Funds 2022 £ 4,999 28,122 - 33,121 22,666 - 22,666 10,455 135,605 146,060 |
|---|---|
The statement of financial activities includes all gains and losses recognised in the year.
All income and expenditure derive from continuing activities
The St. Briavels Assembly Rooms Ltd
Company Limited by Guarantee
Statement of Financial Position
(including income and expenditure account)
31 December 2023
| 2023 Note: £ Fixed assets Tangible fixed assets 12 204,560 Current assets Stocks 13 425 Debtors 14 114 Cash at bank and in hand 2,845 Total current assets 3,384 Creditors: amounts falling due within one year 15 3,896 Net current liabilities (512) Creditors: amounts falling due after one year 16 57,421 Net assets 146,627 Funds of the Charity Revaluation reserve 50,000 Other unrestricted funds 96,627 Restricted income funds - Total unrestricted funds 146,627 Total charity funds 17 146,627 |
2022 £ 206,584 404 1,053 6,853 8,310 9,791 (1,481) 59,043 146,060 50,000 96,060 - 146,060 146,060 |
|---|---|
For the year ending 31 December 2023 the company was entitled to exemption from audit under section 477 of the Companies Act 2006 relating to small companies.
Directors’ responsibilities:
• The members have not required the company to obtain an audit of its accounts for the year in question in accordance with section 476,
• The Directors acknowledge their responsibilities for complying with the requirements of the Act with respect to accounting records and the preparation of financial statements.
These accounts have been prepared in accordance with the provisions applicable to companies subject to the small companies’ regime.
These financial statements were approved by the board of trustees and authorised for issue at the Board Meeting held on 12 September 2024 and signed on behalf of the board by:
N F Helliar Chair
The St. Briavels Assembly Rooms Ltd Company Limited by Guarantee Notes to the Financial Statements Year Ended 31st December 2023
1. General Information
The Charity is a private company limited by guarantee, registered in England and Wales and a registered charity in England and Wales. The address of the registered office is East Street, St Briavels, Lydney, Gloucestershire, GL15 6TG
2. Statement of Compliance
These financial statements have been prepared in compliance with FRS 102, The Financial Reporting Standard applicable in the UK and the Republic of Ireland, the statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS102) (Charities SORP (FRS102)) and the Charities Act 2011.
3. Basis of Preparation
The Financial statements have been prepared on the historical cost basis, as modified by the revaluation of certain financial assets and liabilities measured at fair value through income or expenditure.
The Financial statements are prepared in sterling which is the functional currency of the entity
Going Concern
There are no material uncertainties about the charity's ability to continue
Disclosure Exemptions
The entity satisfies the criteria of being a qualifying entity as defined in FRS 102. As such advantage has been taken of the following disclosure exemptions available under paragraph 1.12 of FRS 102:
(a) no cash flow statement has been presented by the company
(b) disclosures in respect of financial instruments have not been presented
Judgements and key sources of estimation uncertainty
The preparation of the financial statements requires management to make judgements,estimates and assumptions that affects the amounts reported. These estimates and judgements are continually reviewed and are based on experience and other factors, including expectations of future events that are believed to be reasonable under the circumstances.
Fund Accounting
Unrestricted funds are available for use at the discretion of the trustees to further any of the charity's purposes.
Designated funds are unrestricted funds earmarked by the directors for particular future projects or commitments.
Restricted funds are subjected to restrictions on their expenditure declared by the donor or through the terms of an appeal, and fall into one of two sub-classes: restricted income funds or endowment funds.
The St. Briavels Assembly Rooms Ltd Company Limited by Guarantee Notes to the Financial Statements Year Ended 31st December 2023
Incoming Resources
All incoming resources are included in the statement of financial activities when entitlement has passed to the charity, it is probable that the economic benefits associated with the transaction will flow to the charity and the amount can be reasonably measured. The following specific policies are applied to particular categories of income:
income from donations or grants is recognised when there is evidence of entitlement to the gift, receipt is probable and its amount can be measured reliably.
legacy income is recognised when receipt is probable and entitlement is established.
donated facilities and services are recognised in the accounts when received if the value can be reliably measured. No amounts are included for the contribution of general volunteers.
income from contracts for the supply of services is recognised with the delivery of the contracted service. This is classified as unrestricted funds unless there is a contractual requirement for it to be spent on a particular purpose and returned if unspent, in which case it may be regarded as restricted.
Resources Expended
Expenditure is recognised on an accruals basis as a liability is incurred. Expenditure includes any VAT which cannot be fully recovered, and is classified under headings of the statement of financial activities to which it relates:
expenditure on raising funds includes the costs of all fundraising activities, events, noncharitable trading activities, and the sale of donated goods.
expenditure on charitable activities includes all costs incurred by a charity in undertaking activities that further its charitable aims for the benefit of its beneficiaries, including those support costs and costs relating to the governance of the charity apportioned to charitable activities.
other expenditure includes all expenditure that is neither related to raising funds for the charity nor part of its expenditure on charitable activities.
All costs are allocated to expenditure categories reflecting the use of the resource. Direct costs attributable to a single activity are allocated directly to that activity. Shared costs are apportioned between the activities they contribute to on a reasonable, justifiable and consistent basis.
Tangible Assets
Tangible assets are recorded at cost, and are capitalised if they can be used for more than one year, and cost at least £500. Any tangible assets carried at revalued amounts are recorded at the fair value at the date of revaluation.
Depreciation
Buildings are depreciated at £10 per annum; fixtures and fittings are depreciated at 10% of original cost per annum.
Stocks
Stocks are measured at the lower of cost or market value.
Financial Instruments
A financial asset or a financial liability is recognised only when the entity becomes a party to the contractual provisions of the instrument.
The St. Briavels Assembly Rooms Ltd Company Limited by Guarantee Notes to the Financial Statements Year Ended 31st December 2023
Basic financial instruments are initially recognised at the amount receivable or payable including any related transaction costs, unless the arrangement constitutes a financing transaction, where it is recognised at the present value of the future payments discounted at a market rate of interest for a similar debt instrument.
Current assets and current liabilities are subsequently measured at the cash or other consideration expected to be paid or received and not discounted.
Debt instruments are subsequently measured at amortised cost.
4 Limited by guarantee
The St. Briavels Assembly Rooms Limited is a company limited by guarantee and accordingly does not have a share capital. Every member promises, if the company is dissolved while he or she remains a member or within one year afterwards, to pay up to £1 towards the cost of dissolution and the liabilities incurred by the charity while he or she was a member.
| 5. Donations and Legacies Donations Development Fund Grants Received 6. Charitable Activities Local events and activities 7. Investment Income Bank Interest Receivable 8. Expenditure on charitable activities by activity type Resources expended 9. Independent examination fees Fees payable to the independent examiner for: Independent examination of the finnacial statements |
Unrestricted Funds Total Funds 2023 Unrestricted Funds Total Funds 2022 £ £ £ £ 457 457 371 371 210 210 3,731 3,731 897 897 897 897 1,564 1,564 4,999 4,999 Unrestricted Funds Total Funds 2023 Unrestricted Funds Total Funds 2022 £ £ £ £ 28,765 28,765 28,122 28,122 Unrestricted Funds Total Funds 2023 Unrestricted Funds Total Funds 2022 £ £ £ £ - - - - Activities undertaken directly Total Funds 2023 Activities undertaken directly Total Funds 2022 £ £ £ £ 29,762 29,762 22,666 22,666 2023 2022 £ £ - - |
|---|---|
10. Staff Costs
There were no employees during this or the previous year
11. Trustee remuneration and expenses
None of the trustees received any remuneration or other benefits from employment with the charity (2022: Nil)
The number of trustees who were paid expenses during the year was 7 (2022: 8). The nature of the expenses were for costs reimbursed and amounted to £6,325 (2022: £3,735)
The St. Briavels Assembly Rooms Ltd Company Limited by Guarantee Notes to the Financial Statements Year Ended 31st December 2023
| 12. Tangible Fixed Assets Cost At 1 January 2023 Additions Revaluations Disposals At 31 December 2023 Depreciation At 1 January 2023 Charge for the year Released on disposal At 31 December 2023 Carrying amount At 31 December 2023 At 31 December 2022 |
Land and Buildings Fixtures and fittings Total £ £ £ 200,000 19,125 219,125 - - - - - - - - - 200,000 19,125 219,125 70 12,471 12,541 10 2,014 2,024 - - - 80 14,485 14,565 199,920 4,640 204,560 199,930 6,654 206,584 |
|---|---|
Tangible fixed assets held at valuation
The Freehold Land and Buildings were professionally revalued on 18th May 2015 at £200,000. The original cost was £150,000
| 13. Stocks Raw materials and consumables 14. Debtors Trade debtors Prepayments and accrued income 15. Creditors: amounts falling due within one year Bank loans and overdrafts Other creditors 16. Creditors: amounts falling due after one year Bank loans and overdrafts 17. Analysis of charitable funds. Unrestricted funds. General funds Revaluation reserve |
2023 2022 £ £ 425 404 2023 2022 £ £ 114 263 - 790 114 1,053 2023 2022 £ £ 3,386 4,235 510 5,556 3,896 9,791 2023 2022 £ £ 57,421 59,043 At 1 January 2023 Income Expenditure At 31 December 2023 £ £ £ £ 96,060 30,329 (29,762) 96,627 50,000 - - 50,000 146,060 30,329 (29,762) 146,627 |
|---|---|
The St. Briavels Assembly Rooms Ltd Company Limited by Guarantee Notes to the Financial Statements Year Ended 31st December 2023
| Analysis of net assets between funds Tangible fixed assets Current assets Creditors less than 1 year Creditors greater than 1 year |
Unrestricted funds Total Funds 2023 £ £ 204,560 206,584 3,384 8,310 (3,896) (9,791) (57,421) (59,043) 146,627 146,060 |
|---|---|
18. Analysis of net assets between funds
19. Additional Disclosures
The following are significant matters which are not covered in other notes and need to be included to provide a proper understanding of the accounts.
19.1 Incorporation
The St Briavels Assembly Rooms Ltd was incorporated on 8 April 2008.
On 14 April 2008, The Charity Commission for England and Wales approved the scheme whereby The St. Briavels Assembly Rooms Ltd became the Trustee of the charity The St. Briavels Assembly Rooms Trust (no. 301610) which was formerly known as The St. Briavels Recreation and Assembly Rooms.
On 18 August 2008, The Charity Commission for England and Wales directed that the charity called The St. Briavels Assembly Rooms Trust should be treated as forming part of the charity called The St. Briavels Assembly Rooms Limited (No. 1124367) for the purpose of Part II (registration) and PartVI (accounting) of the Charities Act 1993.
19.2 Directors and Officers during the Year
The Directors and Officers of the Company who served during the period were:
| Alan Bensted | Director; Chair until 7 December 2023 |
|---|---|
| Norma Helliar | Director; Chair from 7 December 2023 |
| Karen Cockfield | Director; retired 7 December 2023 |
| John Hurley | Director |
| Keith Norman | Director and Company Secretary |
| Kathryn Brown | Director |
| Jane Duggan | Director |
| Carolyn Hinton | Director |
| Svetlana Bennett | Director; apppointed 26 January 2023, resigned 7 December 2023 |
Directors are Members of the Charitable Company and are also Trustees of the Charity. In addition, under the provisions of the revised Memorandum and Articles adopted at an EGM held on 1st September 2021, a new category of Member, Non-Executive Trustee, was created. There was one Non-Executive Trustee as at 31 December 2023.
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