Trustees’ Annual Report for
Horley Lawn Tennis Club (Charity No 1150481) For the period
1 April 2022 - 31 March 2023
Page 1 of 6
Trustees Annual Report HLTC Charity No 1150481 2022-2023
Introduction
This Annual Report by the Trustees of Horley Lawn Tennis Club covers the period from 1[st] April 2022 to 31[st] March 2023. It also provides a forward look between the end of the reporting period and date of publication for completeness.
Charity Name and Number
The Charity is Horley Lawn Tennis Club and is registered with charity number 1150481.
Company Registration
HLTC is a registered company, number 08277089, and is limited by guarantee.
Registered Address
HLTC’s Registered Address is:
Vicarage Lane Horley Surrey RH6 8AR
Trustees
The Trustees making and approving this Report are:
-
Mr Peter Horder
-
Mr Rob Wylie
-
Mr Paul Farrell
-
Ms Chrissie Eastmond
-
Mrs Diana Cooper
-
Mr Barry King
During the reporting period the following were also Trustees:
- Mrs Alison Blay (resigned at the AGM on 25 September 2022)
Charitable Objects and Performance
Objects
The Objects of the Charity are, for the benefit of the inhabitants of Horley and the surrounding area:
- to promote the amateur sport of lawn tennis;
Page 2 of 6
Trustees Annual Report HLTC Charity No 1150481 2022-2023
-
to promote community participation in healthy recreation, in particular by the provision of facilities for the learning, teaching and playing of lawn tennis; and
-
to promote 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.
Structure and Governance
The Charity is constituted and governed in accordance with its Articles of Association, created when the Charity was registered and incorporated as a company, limited by guarantee (i.e. an LLC)
It is managed by a Committee comprising up to 8 Trustees, who are also the Directors of the incorporated HLTC LLC and Officers of the Club (the Committee). Officers are elected annually at an Annual General Meeting with nominations open to, and invited from, all members of the organisation who are over the age of 18 (technically those under 18 may be elected but cannot act as Trustee or Director as directed by the Articles). The Committee meets approximately once every 6 weeks, and the Head Coach attends meetings as the group ensures that tennis development plays a major part of its considerations. Only members of the organisation are entitled to vote in an AGM.
The Articles empower members to raise special resolutions and call for Extraordinary General Meetings should they disagree with a decision or direction of the Committee. Again, only members of the organisation are entitled to vote in an EGM.
The Committee considers all aspects of the running of the organisation, and routinely reviews all aspects of the operation of the Charity:
-
Junior Coaching and young people (taking reports from the Junior Representative and Head Coach)
-
Financial matters (taking a report from the Treasurer)
-
Membership issues
-
Club play and Matches
-
Grounds and Maintenance
-
Fund-raising and participation in external events for the purposes of promoting the Charity and its Objects
-
Reports from any specialist sub-Committees regarding the forward development of the infrastructure and organisation of the Club and Charity
Page 3 of 6
Trustees Annual Report HLTC Charity No 1150481 2022-2023
-
The Business Plan
-
The comprehensive Risk Analysis and Management Plan.
HLTC has a number of written policies in force, including:
-
Volunteer Recruitment and Retention policy
-
Accident and Emergency Guidance
-
Maintenance policy (including Sinking Fund policy)
-
Complaints policy
-
Feedback policy
-
Smoking policy
-
Risk Assessment policy (with associated Risk Analysis and Management Plan)
-
Environmental policy
-
Financial policy
-
Photography and Filming of Children and Young People
-
Anti-bullying
-
Premises Hire
-
Code of Conduct for Members and Users
-
Code of Practice for Working with Children and Young People
-
Diversity and Inclusion
-
Safeguarding
These support the requirements of the Articles of Association and are regularly reviewed for relevance and contemporariness. We also have a set of Operating Rules which cover detailed day-to-day operation of the organisation.
Activities and Promoting the Charitable Objects
We continue to hold events to encourage the game of tennis among adults and juniors and we had a constant trickle of new members and players new to tennis throughout the summer. Open Days we had run in the past do not produce the numbers of new players we had hoped for and alternative means were found more productive.
The coaches ran a successful Summer Tennis Camp and a number of new juniors have joined the club.
We continued to providing outreach to several local schools by our new coach, Boom Tennis, to host an hour a week at our facilities for a local Special Needs school, and to provide coaching at another local specialist school for children with dyslexia. We have also started cardiac tennis.
We are coming to the time when we have to make some critical decisions regarding our courts with courts needing resurfacing. We are also considering a
Page 4 of 6
Trustees Annual Report HLTC Charity No 1150481 2022-2023
surface change to artificial clay that will better suit our membership. The Pickleball court has not seen much use which has been unfortunate but it is still early days but it is good exercise for those not wishing to run so far!
The installation of LED floodlights on the last two courts is complete providing the club with seven courts for play during the winter months
Financial Review 2022-2023
Being the first full year unaffected by Covid-19, the Charity had a successful year financially. Whilst we did not receive grant income that had helped us during the pandemic, we replaced this with increased membership income and increased income from social activities, enabling us to make a healthy surplus during the year. We also benefitted from a generous donation from one of our members which has been used to part fund the installation of additional floodlights for two of our courts which were installed at a cost of £37,928 in the year, which was the Charity’s major capital expenditure during the year.
The Charity maintains reserves to enable capital replacement of its facilities – renewal of the tennis court surfaces and surrounding fences, repairs, replacement of the Clubhouse building, maintenance of the car park etc, without which it would be unable to deliver its objects. The reserves are also used to support initiatives to increase tennis playing in the community. At the end of March 2023 these reserves were held as follows:
-
Court replacement sinking fund: £44,837
-
General reserve : £205,261
Note: Although these are held as reserves in the Balance Sheet they are not fully realisable as cash as they include, for example, the depreciated value of clubhouse, courts, floodlights etc.
Two loans remain outstanding for payment according to the individual schedule for each. In the year the Charity paid off £4,000 in loans, leaving £14,000 outstanding. Remaining sums owing to Surrey LTA and the LTA will paid over the next 5 years. The Trustees consider that financial projections combined with maintenance of a conservative level of reserves will not put the Charity at risk of not being able to repay these when required.
Forward Look
This Section covers the period from the end of the reporting year up to the point at which this report was submitted after its presentation at the Charity’s Annual General Meeting (09 September 2023).
Page 5 of 6
Trustees Annual Report HLTC Charity No 1150481 2022-2023
We continue to investigate the future opportunity to replace the surface on some courts with artificial clay to give all year-round playing possibilities and thus increased opportunity to deliver tennis to a wider community.
We are promoting the increased use of the clubhouse for social use in the community.
Public Benefits Statement
The Trustees consider that they have complied with their duty to have due regard to the guidance on public benefit published by the Charity Commission in exercising their powers and duties.
Page 6 of 6
Trustees Annual Report HLTC Charity No 1150481 2022-2023
| Section A | Statement of financial activities |
|---|---|
| Unrestricted funds Restricted funds Endowment funds Total funds Prior year funds Further Details |
|
| Incoming resources Income and endowments from: Donations and legacies Charitable activities Other trading activities Investments Separate material item of income Other-Covid Grant Total Resources expended Expenditure on: Raising funds Charitable activities Other Depreciation Total Net income/(expenditure) before investment Net gains/(losses) on investments Net income/(expenditure) Extraordinary items Transfers between funds gains/(losses): fixed assets for the charity’s own use Other gains/(losses) Net movement in funds Reconciliation of funds: Total funds brought forward Total funds carried forward |
£ £ £ £ £ F01 F02 F03 F04 F05 5,060 1,536 - 6,596 5,603 A1 - - - - - 40,049 - - 40,049 31,207 A2 - - - - - - - - - - - - - 8,995 45,109 1,536 - 46,645 45,805 17,814 - - 17,814 25,102 B1 - - - - - - - - - 2,889 19,152 - - 19,152 17,255 B2 36,966 - - 36,966 45,246 8,143 1,536 - 9,679 559 - - - - - 8,143 1,536 - 9,679 559 - - - - - - - - - - - - - - - - - - - - 8,143 1,536 - 9,679 559 240,419 - - 240,419 239,860 248,562 1,536 - 250,098 240,419 |
Section B Balance sheet
| Fixed assets Intangible assets Tangible assets (N2) Heritage assets Investments Total fixed assets Current assets Stocks (N3) Debtors (N4) Investments Cash at bank and in hand (N5) Total current assets Creditors: amounts falling due within one year (N6) Net current assets/(liabilities) Total assets less current liabilities Creditors: amounts falling due after one year (N7) Provisions for liabilities Total net assets or liabilities Funds of the Charity Endowment funds Restricted income funds Unrestricted funds Revaluation reserve Total funds Signed by one or two trustees on behalf of all the trustees |
Unrestricted funds £ F01 - 189,209 - - |
Restricted income funds Endowment funds Total this year £ £ £ F02 F03 F04 - - - - - 189,209 - - - - - - |
Restricted income funds Endowment funds Total this year £ £ £ F02 F03 F04 - - - - - 189,209 - - - - - - |
Total last year £ F05 |
|---|---|---|---|---|
| - 170,433 - - |
||||
| 189,209 | - | - 189,209 | 170,433 | |
| 1,360 2,093 - 73,114 |
- - - 1,536 |
- 1,360 - 2,093 - - - 74,650 |
||
| 1,433 1,459 - 97,553 |
||||
| 76,567 | 1,536 | - 78,103 | 100,445 | |
| 16,459 | ||||
| 7,214 | - | - 7,214 | ||
| 69,353 | 1,536 | - 70,889 | 83,986 | |
| 258,562 | 1,536 | -260,098 | 254,419 | |
| 14,000 - |
||||
| 10,000 - |
- - |
- 10,000 - - |
||
| 248,562 | 1,536 | - 250,098 |
240,419 | |
| - 248,562 |
1,536 | - 1,536 - 248,562 - |
||
| - - 240,419 |
||||
| 248,562 | 1,536 | - 250,098 | 240,419 | |
| Rob Wylie | (Treasurer) |
Section C Notes to the accounts
Note 1 Basis of preparation
This section should be completed by all charities .
1.1 Basis of accounting
These accounts have been prepared under the historical cost convention with items recognised at cost or transaction value unless The accounts have been prepared in accordance with:
the Statement of Recommended Practice: Accounting and Reporting by Charities preparing their accounts • and with ✔ in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) issued on 16 July 2014 • and with ✔ the Financial Reporting Standard applicable in the United Kingdom and Republic of Ireland (FRS 102)
- and with the Charities Act 2011.
The charity constitutes a public benefit entity as defined by FRS 102.*
✔
- -Tick as appropriate
1.2 Going concern
If there are material uncertainties related to events or conditions that cast significant doubt on the charity's ability to continue as a going concern, please provide the following details or state "Not applicable", if appropriate:
An explanation as to those factors that support the conclusion that the charity is a going It provides tennis facilities for the concern; local community financed through members subs and donations and fundraising activities, and has a healthy balance sheet and liquidity. Disclosure of any uncertainties that make the going concern assumption doubtful; N/A Where accounts are not prepared on a going concern basis, please disclose this fact N/A together with the basis on which the trustees prepared the accounts and the reason why the charity is not regarded as a going concern.
1.3 Change of accounting policy
The accounts present a true and fair view and the accounting policies adopted are those outlined in note { i }.
Yes * -Tick as appropriate No
Please disclose:
(i) the nature of the change in accounting policy;
(i) the nature of the change in accounting policy; As stated in FRS 102 SORP (ii) the reasons why applying the new accounting policy provides more reliable and more relevant information; and (iii) the amount of the adjustment for each line affected in the current period, each prior period N/A presented and the aggregate amount of the adjustment relating to periods before those presented, 3.44 FRS 102 SORP.
1.4 Changes to accounting estimates
No changes to accounting estimates have occurred in the reporting period (3.46 FRS 102 SORP).
Yes ✔ * -Tick as appropriate No
Please disclose:
(i) the nature of any changes;
- (ii) the effect of the change on income and expense or assets and liabilities for the current period; and
(iii) where practicable, the effect of the change in one or more future periods.
1.5 Material prior year errors
No material prior year error have been identified in the reporting period (3.47 FRS 102 SORP).
Yes ✔ * -Tick as appropriate No
Please disclose:
(i) the nature of the prior period error;
(ii) for each prior period presented in the accounts, the amount of the correction for each account
(iii) the amount of the correction at the beginning of the earliest prior period presented in the
| Income from Donations and Legacies Made up of: Donations & Sponsorship Donations from individuals Donations from local organisations |
£ 6,596 5,060 1,536 6,596 |
|---|---|
Other Trading Activities £
| Membership Subscriptions Club Lunches and Teas Fundraising Events Bar Profit Floodlights Visitor Fees Coach fees Hire of Clubhouse Bank Interest |
31,795 0 2,124 3,468 1,818 50 550 170 74 40,049 |
|---|---|
| Expenditure on raising funds | £17,814 |
|---|---|
| Grounds/Court Maintenance | 8,166 |
| Floodlight Repairs | 0 |
| Provision of tennis balls | 1,228 |
| League/Affiliation fees | 1,070 |
| Clubhouse Maintenance | 4,126 |
| Clubhouse Insurance | 1,303 |
| Utilities | 1,105 |
| Miscellaneous Exps | 816 |
| 17,814 |
Depreciation
(Straight Line Method)
| Land Clubhouse (Expected useful life 20 yrs) Floodlights Courts 4-5 (Exp life 10 yrs) Floodlights Courts 6-7 (Exp life 10 yrs) Car Park Surfacing |
Cost 1,000 250,121 21,594 37,928 25,440 336,083 |
Value @ 31.03.22 1,000 150,618 8,640 0 10,176 170,434 |
Additions 37928 37,928 |
Depreciation 12,551 2,162 1,896 2,544 19,153 |
Value @ 31.03.23 1,000 138,067 6,478 36,032 7,632 189,209 |
|---|---|---|---|---|---|
| Land Clubhouse Floodlights Car Park Surfacing Total £ £ £ £ |
|
|---|---|
| Cost or valuation At beginning of year Additions Disposals Revaluations Transfers At end of year Depreciation & Impairments At beginning of year Disposals Depreciation Impairment Transfers At end of year Net book value at beginning of year Net book value at end of year |
1,000 150,618 8,640 10,176 170434 0 0 37928 0 37928 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1000 150618 46568 10176 208362 0 0 0 0 0 0 12,551 4,058 2,544 19153 0 0 0 0 0 0 0 0 0 0 0 12551 4058 2544 19153 1000 225929 1204 0 228133 1000 138067 42510 7632 189209 |
Stocks
Stock is valued at the lower of cost and net realisable value
| Debtors/Prepayments Insurance Licences League/Affiliation Exps Other |
£2,093 899 262 501 431 2093 |
|---|---|
| Cash at Bank and In hand Cash at Bank Bar Cash |
£75,650 75054 596 75650 |
|---|---|
| Creditors/Accruals Amounts due within one year LTA Loan Advanced subscriptions Other creditors |
£7,214 4000 2064 1150 7214 |
|---|---|
Amounts falling due after more than one year £10,000 LTA Loan £10,000 £10,000
Independent examiner's report on the accounts
Section A Independent Examiner’s Report
Report to the trustees/ Charity Name HORLEY LAWN TENNIS CLUB members of On accounts for the year 31 March 2023 Charity no 1150481 ended (if any) Set out on pages One to seventeen attached (remember to include the page numbers of additional sheets) I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 31/3/2022. Responsibilities and As the charity's trustees, you are responsible for the preparation of the basis of report accounts in accordance with the requirements of the Charities Act 2011 (“the Act”).
I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
-
Independent I have completed my examination. I confirm that no material matters have
-
examiner's statement come to my attention in connection with the examination which gives me cause to believe that in, any material respect:
-
the accounting records were not kept in accordance with section 130 of the Charities Act; or
-
the accounts did not accord with the accounting records; or
-
the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair’ view which is not a matter considered as part of an independent examination.
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 in order to enable a proper understanding of the accounts to be reached.
| Signed: Name: Relevant professional qualification(s) or body (if any): Address: |
R Bothwell Date: |
19 November 2023 |
|---|---|---|
| Richard Bothwell | ||
| 154 Buckswood Drive | ||
| Crawley | ||
| W Sussex RH11 8JF |
1
Oct 2018
IER
Section B Disclosure
Only complete if the examiner needs to highlight material matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners).
Give here brief details of any items that the examiner wishes to disclose .
2
Oct 2018
IER