## Trustees’ Annual Report for
Horley Lawn Tennis Club (Charity No 1150481)
For the period 1 April 2023 - 31 March 2024
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Trustees Annual Report HLTC Charity No 1150481 2023-2024
## **Introduction**
This Annual Report by the Trustees of Horley Lawn Tennis Club covers the period from 1[st] April 2023 to 31[st] March 2024. 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 Simon Allen
- Mr Rob Wylie
- Mr Paul Farrell
- Mrs Gabby Robinson
- Mrs Diana Cooper
- Mr Barry King
- Mr Sean Watson
- Mrs Sue Clarke
During the reporting year the following were also Trustees:
- Mr David Johnson, being replaced by Mrs Clarke after the Sept 2023 AGM.
- Mr Peter Horder, being replaced by Mr Allen at the Sept 2024 AGM
- Ms Christine Eastmond, being replaced by Mrs Robinson at the Sept 2024 AGM
## **Charitable Objects and Performance**
## **Objects**
The Objects of the Charity are, for the benefit of the inhabitants of Horley and the surrounding area:
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Trustees Annual Report HLTC Charity No 1150481 2023-2024
- to promote the amateur sport of lawn tennis;
- 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[1] 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
- Safeguarding
- 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
- The Business Plan
> 1 During this reporting period the Head Coach was also an elected Trustee but our practice is for the Head Coach to attend even when he/she is not
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Trustees Annual Report HLTC Charity No 1150481 2023-2024
● 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 periodic Open Days and other events to encourage the game of tennis among adults and juniors, although we had a constant trickle of new members and players new to tennis throughout the year.
The coaches ran successful Tennis Camps during school holidays and a number of new juniors have joined the club. We continued to provide outreach to local schools through our coaching programme.
We also continued to support local school fundraising efforts by providing prizes (such as lessons and free memberships) for raffles.
In the summer of 2024 (i.e. in the 2024-25 period, but for which planning occurred during 2023-34), we also started putting to use a grant awarded to us by the CoOp, whereby we offered free tennis lessons once a week for children, which was aimed at those not already members of the club. This has been very positively received with sessions fully booked each week.
We have reached a decision regarding a surface change for our acrylic surfaced courts. The courts will be resurfaced as artificial clay which will give an all-yearround surface that will better suit our membership (in part as artificial clay is better on the joints for older players) and facilitate increased court availability, including for coaching opportunities that will benefit potential players new to tennis.
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Trustees Annual Report HLTC Charity No 1150481 2023-2024
## **Financial Review 2023-2024**
The Charity had a successful year financially. Despite reducing membership fees to help with cost of living pressures, we grew our membership income with increased membership numbers, and maintained strong other income from social activities, enabling us to make a solid surplus during the year. We also received two generous donations from two of our members, although our overall donation income was not as high as last year which benefitted from a very large one-off donation to assist with installation of additional floodlights for two of our courts. There were no major expenditures during the year, with our largest costs relating to routine court cleaning and repair and floodlight maintenance costs. This allowed us to grow our cash reserves during the year ahead of significant resurfacing costs expected in 2024-25.
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 2024 these reserves were held as follows:
- Court replacement sinking fund: £58,337
- General reserve : £195,155
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 £10,000 outstanding. Remaining sums owing to Surrey LTA and the LTA will paid over the next 4 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 (14 September 2024).
In the coming year we will 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 investigating the possibility of increasing the attractiveness of the club by the addition of Padel tennis. This would provide a local facility which we envisage members of the local community could use as well as club members.
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Trustees Annual Report HLTC Charity No 1150481 2023-2024
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.
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Trustees Annual Report HLTC Charity No 1150481 2023-2024
|**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
1,454
-
1,454
6,596
A1
-
-
-
-
-
41,036
-
-
41,036
40,049
A2
-
-
-
-
-
-
-
-
-
-
-
-
-
-
42,490
-
-
42,490
46,645
18,051
-
-
18,051
17,814
B1
-
-
-
-
-
-
-
-
-
-
21,047
-
-
21,047
19,152
B2
39,098
-
-
39,098
36,966
3,392
-
-
3,392
9,679
-
-
-
-
-
3,392
-
-
3,392
9,679
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
3,392
-
-
3,392
9,679
250,098
-
-
250,098
250,098
253,490
-
-
253,490
259,777|
## **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
-
168,161
-
-|
**Restricted**
**income funds**
**Endowment**
**funds**
**Total this year **
**£**
**£**
**£**
F02
F03
F04
- - -
- - 168,161
- - -
- - -|
**Restricted**
**income funds**
**Endowment**
**funds**
**Total this year **
**£**
**£**
**£**
F02
F03
F04
- - -
- - 168,161
- - -
- - -|**Total last year**
**£**
F05|
|---|---|---|---|---|
|||||-
189,209
-
-|
||168,161|-|- 168,161|189,209|
||1,403
2,908
-
98,548|-
-
-
1,536|- 1,403
- 2,908
- -
- 100,084||
|||||1,360
2,093
-
74,650|
||102,859|1,536|- 104,395|78,103|
|||||7,214|
||13,066|-|- 13,066||
||||||
||89,793|1,536|- 91,329|70,889|
||||||
||257,954|1,536|**-**259,490|260,098|
|||||10,000
-|
||6,000
-|-
-|- 6,000
- -||
||||||
||251,954|1,536|-
253,490|250,098|
||-
251,954|1,536|-
1,536
- 251,954
-||
|||||-
1,536
248,562|
||251,954|1,536|- 253,490|250,098|
||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 1,454 1,454
**Other Trading Activities** £
|Membership Subscriptions
Club Lunches and Teas
Fundraising Events
Bar Profit
Floodlights
Visitor Fees
Coach fees
Hire of Clubhouse
Bank Interest|31,904
0
2,299
3,601
1,672
148
50
491
871
41,036|
|---|---|
|**Expenditure on raising funds**
Grounds/Court Maintenance
Floodlight Repairs
Provision of tennis balls
League/Affiliation fees
Clubhouse Maintenance
Clubhouse Insurance
Utilities
Miscellaneous Exps
Legal|£
4,011
2796
2,008
1,069
4,313
1,385
1,341
1,115
13
18,051|
|---|---|
## **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 @ 31.03.23**
1,000
138,067
6,478
36,032
7,632
189,209|**Additions**
0|**Depreciation**
12,552
2,159
3,793
2,544
21,048|**Value @ 31.03.24**
1,000
125,515
4,319
32,239
5,088
168,161|
|---|---|---|---|---|---|
||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
250,121
59,522
25,440
336,083
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
1,000
250,121
59,522
25,440
336,083
112,054
17,012
17,808
146,874
-
-
-
-
-
-
12,552
5,952
2,544
21,048
-
-
-
-
-
-
-
-
-
-
-
124,606
22,964
20,352
167,922
1,000
138,067
42,510
7,632
189,209
1,000
125,515
36,558
5,088
168,161|
## **Stocks**
Stock is valued at the lower of cost and net realisable value
|**Debtors/Prepayments**
Insurance
Licences
League/Affiliation Exps
Interest receivable|971
588
563
786
2,908|
|---|---|
## **Cash at Bank and In hand**
## **Unrestricted**
|Cash at Bank
Bar Cash
**Restricted**
Cash at Bank|97,662
886
98,548
1,536|
|---|---|
**Total 100,084**
## **Creditors/Accruals**
Amounts due within one year
|LTA Loan
Advanced subscriptions
Other creditors|4,000
6,795
2,271
13,066|
|---|---|
## **Amounts falling due after more than one year**
LTA Loan £6,000 £6,000
## **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 2024 **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:**|R Bothwell|**Date:**|30 October 2024|
|---|---|---|---|
|||||
|**Name:**|Richard Bothwell|||
|||||
|**Relevant professional**
**qualification(s) or body**
**(if any):**||||
|||||
|**Address:**|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**